Issue - meetings

To consider a report of the Assistant Director for Legal and Democratic Governance.

As part of its work programme, the Constitution Working Party has been examining the current range of delegations to area committees and other associated matters. This follows a request made by the Working Party that further consideration be given to:-

(a)      the remit of area committees including models of area governance implemented in other localities;

(b)      the current workload of area committees including agenda and meeting length;

(c)      arrangements for the chairing of area committees; and

(d)      venues for area committees.

The Working Party considered this report and requested that it be submitted to area committees to consult members on their views on the current operation of area committees. 

The comments of area committees will be collated and submitted to the Working Party to assist it in making any recommendations for change.

The Area Committee is recommended to comment on and note the report.

Officer contact: Damian Eaton on 0161 474 3207 or email: damian.eaton@stockport.gov.uk

A representative of the Assistant Director – Legal & Democratic Governance submitted a report (copies of which had been circulated) outlining the ongoing work of the Constitution Working Party to examine the current range of delegations to area committees and other associated matters. 

It was reported that the Working Party has requested that area committees be consulted on these matters with the comments subsequently being collated and submitted to the Working Party to assist it in making any recommendations for change.

The following comments were made/ issues raised:-

·       It was important that the arrangements for area committees were regularly reviewed to ensure that they remained appropriate.

·       It was noted that area committees were a long-standing and valued feature of governance in Stockport, and that the principle of devolving decision-making remained the right approach.

·       Notwithstanding recent changes to the planning scheme of delegation, area committees retained a valuable role in considering and determining development applications.

·       The view was expressed that it should remain at the discretion of relevant area committee who their chair should be.

·       It should be for each area committee to determine their venue, and for some, it may be more appropriate to be located in the Town Hall rather than selecting a community venue. 

·       It was emphasised that the Bramhall & Cheadle Hulme South Area Committee considered that it was beneficial to meet within the locality and had changed its venue to ensure that it continued to be accessible to all parts of the communities it represented.

·       Area Committees enhanced transparency in decision-making.

RESOLVED – That the comments of the Area Committee be forwarded to the Constitution Working Party for its consideration.

To consider a report of the Assistant Director for Legal & Democratic Governance.

As part of its work programme, the Constitution Working Party has been examining the current range of delegations to area committees and other associated matters. This follows a request made by the Working Party that further consideration be given to:

(a)       the remit of area committees including models of area governance implemented in other localities;

(b)       the current workload of area committees including agenda and meeting length;

(c)        arrangements for the chairing of area committees; and

(d)       venues for area committees.

The Working Party considered this report and requested that it be submitted to area committees to consult members on their views on the current operation of area committees. 

The comments of area committees will be collated and submitted to the Working Party to assist it in making any recommendations for change.

The Area Committee is recommended to comment on and note the report.

Officer contact: Damian Eaton 0161 474 3207 | damian.eaton@stockport.gov.uk

A representative of the Assistant Director – Legal & Democratic Governance submitted a report (copies of which had been circulated) outlining the ongoing work of the Constitution Working Party to examine the current range of delegations to area committees and other associated matters.

It was reported that the Working Party has requested that area committees be consulted on these matters with the comments subsequently being collated and submitted to the Working Party to assist it in making any recommendations for change.

The following comments were made/ issues raised:

·       It was noted that some Area Committees had four wards, whilst others had two. It was suggested that the Marple and Werneth Area Committees could be combined to form one Area Committee. A concern was raised around the funding of meetings taking place where only two wards were represented.

·       Members regularly liaised with Greater Manchester Police and community groups and decided applications for Ward Flexibility Funding outside of Area Committee meetings, which otherwise would likely cause lengthier meetings.

·       It was queried as to why the Cheadle Hulme South ward did not fall within the Cheadle Area Committee area.

·       It was suggested that other venues for the holding of Central Stockport Area Committee meetings be investigated.

·       Concerns were raised in relation to some of the current Area Committee community venues for people with visual or hearing disabilities owing to the quality of the images and/or sounds produced by the webcasting equipment used at external venues.

·       It was felt that the chairing arrangements for Area Committees should continue to be determined by the respective Area Committees.

·       It was noted that the Town Hall represented a central point to enable residents to participate in meetings.

·       It was requested that narrative be added to the report around the consideration of Ward Flexibility Funding by the Central Stockport Area Committee.

Thanks were expressed to officers for their work on the report.

RESOLVED – That the comments of the Area Committee be forwarded to the Constitution Working Party for its consideration.

To consider a report of the Assistant Director for Legal and Democratic Governance.

As part of its work programme, the Constitution Working Party has been examining the current range of delegations to area committees and other associated matters. This follows a request made by the Working Party that further consideration be given to:-

(a)      the remit of area committees including models of area governance implemented in other localities;

(b)      the current workload of area committees including agenda and meeting length;

(c)      arrangements for the chairing of area committees; and

(d)      venues for area committees.

The Working Party considered this report and requested that it be submitted to area committees to consult members on their views on the current operation of area committees. 

The comments of area committees will be collated and submitted to the Working Party to assist it in making any recommendations for change.

The Area Committee is recommended to comment on and note the report.

Officer contact: Damian Eaton on 0161 474 3207 or email: damian.eaton@stockport.gov.uk

A representative of the Assistant Director for Legal & Democratic Governance submitted a report (copies of which had been circulated) examining the current range of delegations to area committees and other associated matters.

The following comments were made/ issues raised:-

·       Members expressed their satisfaction with the way that Marple was arranged to engage with the public.

·       Councillors were happy with the current appointment of Chair for each municipal year and it should remain that way.

·       There were no complaints arising from the venue used for Marple Area Committee as it helped to be more accessible for all residents of the area.

RESOLVED – That the report be noted.

To consider a report of the Assistant Director for Legal and Democratic Governance.

As part of its work programme, the Constitution Working Party has been examining the current range of delegations to area committees and other associated matters. This follows a request made by the Working Party that further consideration be given to:-

(a)      the remit of area committees including models of area governance implemented in other localities;

(b)      the current workload of area committees including agenda and meeting length;

(c)      arrangements for the chairing of area committees; and

(d)      venues for area committees.

The Working Party considered this report and requested that it be submitted to area committees to consult members on their views on the current operation of area committees. 

The comments of area committees will be collated and submitted to the Working Party to assist it in making any recommendations for change.

The Area Committee is recommended to comment on and note the report.

Officer contact: Damian Eaton on 0161 474 3207 or email: damian.eaton@stockport.gov.uk

A representative of the Assistant Director for Legal & Democratic Governance submitted a report of the Constitution Working Party (copies of which had been circulated) which sought member views on the current operation of Area Committees. 

The following comments were made/issues raised:

·         Members supported the rotating of the Area Committee Chair by ward, either by local convention or being codified within the council’s constitution.

·         It was felt that a further consideration should be given to ensure that members arrived at balanced decisions in relation to planning applications, and specifically, to ensure balanced discussions when applications drew large public attendance at Area Committee meetings. The importance of the Area Committee arriving at prompt and right decisions and recommendations was stressed.

·         It was felt important that Area Committee meetings continued to be held in community venues so that meetings were accessible for local people.

·         It was noted that some Area Committees had 4 wards, whilst others had two; it was felt that Area Committees could be regularised, and it was suggested that population figures be taken into account.

·         The report was praised for demonstrating the breadth of the work of the council.

·         It was requested that matters usually reserved for consideration by the Area Committee at the first meeting of the municipal year, be considered sooner e.g., mid-year.

RESOLVED – That the report be noted.

To consider a report of the Assistant Director for Legal and Democratic Governance.

As part of its work programme, the Constitution Working Party has been examining the current range of delegations to area committees and other associated matters. This follows a request made by the Working Party that further consideration be given to:-

(a)      the remit of area committees including models of area governance implemented in other localities;

(b)      the current workload of area committees including agenda and meeting length;

(c)      arrangements for the chairing of area committees; and

(d)      venues for area committees.

The Working Party considered this report and requested that it be submitted to area committees to consult members on their views on the current operation of area committees. 

The comments of area committees will be collated and submitted to the Working Party to assist it in making any recommendations for change.

The Area Committee is recommended to comment on and note the report.

Officer contact: Damian Eaton on 0161 474 3207 or email: damian.eaton@stockport.gov.uk

A representative of the Assistant Director – Legal & Democratic Governance submitted a report (copies of which had been circulated) outlining the ongoing work of the Constitution Working Party to examine the current range of delegations to area committees and other associated matters.

It was reported that the Working Party has requested that area committees be consulted on these matters with the comments subsequently being collated and submitted to the Working Party to assist it in making any recommendations for change.

The following comments were made/ issues raised:-

·       Members expressed support for the current area committee system and considered that the best decisions were made closest to the communities affected.

·       The procedure for electing an area committee chair should be a matter for each Area Committee to determine and the process should not be centralised.

·       Members considered that Stockport Town Hall was the most appropriate venue for Stepping Hill Area Committee as it was easily accessible by public transport from all parts of the Stepping Hill area.

·       The current boundaries of the council’s Area Committees were reflective of the geographical and cultural makeup of areas within the borough.

RESOLVED – That the report be noted.

To consider a report of the Assistant Director for Legal and Democratic Governance.

As part of its work programme, the Constitution Working Party has been examining the current range of delegations to area committees and other associated matters. This follows a request made by the Working Party that further consideration be given to:-

(a)      the remit of area committees including models of area governance implemented in other localities;

(b)      the current workload of area committees including agenda and meeting length;

(c)      arrangements for the chairing of area committees; and

(d)      venues for area committees.

The Working Party considered this report and requested that it be submitted to area committees to consult members on their views on the current operation of area committees. 

The comments of area committees will be collated and submitted to the Working Party to assist it in making any recommendations for change.

The Area Committee is recommended to comment on and note the report.

Officer contact: Damian Eaton on 0161 474 3207 or email: damian.eaton@stockport.gov.uk

A representative of the Assistant Director for Legal & Democratic Governance submitted a report (copies of which had been circulated) examining the current range of delegations to area committees and other associated matters.

The following comments were made/ issues raised:-

·       Members welcomed the report and suggested elements of other Area Committee procedures could be adopted to better engage with residents.

·       There may be an inequality in the south of the borough with two and three wards, but often those area committees have more public engagement.

·       Holding the Area Committee meetings in the local area it represents would make them more accessible to residents and allow more local residents to attend, however, it was acknowledged that logistical problems were evident and suitable venues would need to be found.

·       Residents who wished to speak at Area Committee meetings may find the Town Hall inconvenient to travel to and the building and its environment could be intimidating to those wishing to speak.

·       When the feedback is being provided to the Constitution Working Party it would be useful of the associated costs per ward per area committee could be provided in terms of actual physical costs and officer time in comparison to the smaller and larger area committees.

·       Appointment of Area Committee Chair’s should be more equitable.

·       The Heatons and Reddish Area Committee served a larger area with four wards and finding a venue that would be convenient for all residents would present a challenge.

RESOLVED – That the report be noted.

To consider a report of the Assistant Director for Legal and Democratic Governance.

As part of its work programme, the Constitution Working Party has been examining the current range of delegations to area committees and other associated matters. This follows a request made by the Working Party that further consideration be given to:-

(a)      the remit of area committees including models of area governance implemented in other localities;

(b)      the current workload of area committees including agenda and meeting length;

(c)      arrangements for the chairing of area committees; and

(d)      venues for area committees.

The Working Party considered this report and requested that it be submitted to area committees to consult members on their views on the current operation of area committees. 

The comments of area committees will be collated and submitted to the Working Party to assist it in making any recommendations for change.

The Area Committee is recommended to comment on and note the report.

Officer contact: Damian Eaton on 0161 474 3207 or email: damian.eaton@stockport.gov.uk

A representative of the Assistant Director – Legal & Democratic Governance submitted a report (copies of which had been circulated) outlining the ongoing work of the Constitution Working Party to examine the current range of delegations to area committees and other associated matters.

It was reported that the Working Party has requested that area committees be consulted on these matters with the comments subsequently being collated and submitted to the Working Party to assist it in making any recommendations for change.

The following comments were made/ issues raised:

·       The current arrangements, including the remit of area committees should remain unchanged.

·       The current venue for Werneth Area Committee was considered to be too small and, occasionally, too warm. It had also experienced security issues at past meetings. Alternative venues would be considered at a future meeting.

·       The venue for area committees should remain a matter for each committee. Members of Werneth Area Committee were of the view that the decision making ought to take place within the community and that meetings should take place within the two wards represented by the committee. 

·       Chairing arrangements for area committees should be a matter for each committee to determine.

RESOLVED – That the report be noted.

To consider a report of the Assistant Director for Legal and Democratic Governance.

The report asks the Working Party to consider the current range of delegations to area committees and other associated matters.

The Working Party is recommended to comment on the report and agree a way forward in relation to the following issues:-

(a)       the remit of area committees including models of area governance implemented in other localities;

(b)       the current workload of area committees including agenda and meeting length;

(c)       arrangements for the chairing of area committees; and

(d)       venues for area committees.

Officer contact: Damian Eaton on 0161 474 3207 or email: damian.eaton@stockport.gov.uk

The Assistant Director for Legal and Democratic Governance submitted a report (copies of which had been circulated) asking the Working Party to consider the current range of delegations to area committees and other associated matters.

The following comments were made/ issues raised:-

·         The detail contained within the report was welcomed.

·         It was noted that the principle of the area committee model was that decisions were taken as close as possible to the communities that they represented.

·         The range of delegations afforded to Stockport’s area committees was relatively wide compared to other local authorities with similar such arrangements.

·         The length of some debates in relation to development applications, in particular, was on occasion disproportionate. 

·         While it was important that local councillors were able to have an input into the planning process, it was suggested that area committees were not always serving their purpose in that regard.

·         It was noted that it was sometimes difficult to express balanced comments and remarks when public sentiment in the room was of the contrary view.

·         It was commented that the evidence suggested that particularly lengthy area committee meetings were the exception, rather than the rule.

·         There was the potential to better manage agendas such that high volumes of significant developments didn’t all coincide at the same meeting.

·         It was important that the views of area committee members remained a part of the planning process.

·         Making difficult decisions was part of what councillors were elected to do, and this included ensuring that planning applications were given a fair hearing whatever the venue they were considered at.

·         The Planning & Highways Regulation Committee served as a useful release valve at times to allow contentious applications to move forward to a further committee that was one step removed from the area committee meeting.

·         It was important that development applications were determined on the merits of the development itself and according to planning law.

·         Members suggested it would be helpful to have further data on the number of applications that were referred to the Planning & Highways Regulation Committee by area committees where they had the delegated authority to take the decision themselves.

·         Consideration needed to be given to how area committees can continue to have a role in development control while also ensuring that the council was able to comply with increasingly tight deadlines for the determination of applications.

·         It was suggested that further work could be done on the delegation of funding to area committees to allow more longer-term work to be programmed, rather than reactive maintenance.

·         Central Stockport Area Committee had elected to delegate decisions in relation to ward flexibility funding grants to officers, whereas other area committees had retained decision-making powers over this function.

·         The size of area committees needed to be reconsidered with a view to bringing them into alignment at a set number of wards.

·         It was suggested that the input of all area committee members on the report would be valuable.

·         It was noted that there was previously a Town Centre Committee that took decisions in relation to developments in the town centre that may serve to alleviate some of the pressures currently being experienced in that area.

RESOLVED – (1) That the Deputy Chief Executive be requested to undertake a review of the planning scheme of delegation in the light of forthcoming changes to the timescales for the determination of planning applications.

(2) That the Assistant Director for Legal and Democratic Governance be requested to submit a copy of this report to the next suitable cycle of area committee with a view to consulting members on the current operation of area committees.