Issue - meetings

This cover report presents the final report arising from the Community Engagement Scrutiny review, and asks Cabinet to approve the recommendations arising from the review.

A copy of the full final report is attached and Councillor Runciman, as Chair of the Task Group, will be in attendance at the meeting to present the report.

RESOLVED:       That Cabinet approve the recommendations arising from the Community Engagement scrutiny review, as set out in paragraph 4 of the report.

REASON:           To conclude the Scrutiny Review in line with CYC Scrutiny procedures and protocols

Consideration was given to the final report arising from the Community Engagement scrutiny review,set up in September 2012, to look at the issues affecting levels of community engagement across the city.

A copy of the final review and associated annexes were set out at Appendix 1 of the report.

Councillor Runciman, as Chair of the Scrutiny Task Group, presented the report. She confirmed the wealth of willing volunteers found in Parish Councils and Residents Associations to provide community liaison and disseminate information. It had also been found that, following their involvement, Parish Councils and Residents Associations required feedback from the Council. Reference was made to the use of new media in an effort to engage with all communities. The only concern being those areas without Parish Councils or Residents Associations.

The Cabinet Member thanked the Group for their work, expressing support for the under mentioned recommendations. Referring to the wider issues of community engagement and the recent mock Peer Review recommendations which had been very similar in relation to community engagement and improving relationships.

i.          Resident Association meeting dates to be included in the Council’s Corporate Calendar, in the same way that Parish Council meeting dates are.

ii.         Corporate Calendar to include both formal and informal ward committee meeting dates

iii.       Introduce Resident Association and Parish Council Forum pages on the CYC website, for the Council to use to disseminate information quickly and regularly e.g. to highlight consultations etc

iv.       Adjoining Parish Councils to be informed of significant planning applications which are likely to affect their parish 

v.        Training on the importance of the relationship with Parish Councils and Residents Associations should be included in the induction programme for new Councillors.

vi.       Ward Councillors to receive the minutes from Parish Council and Resident Association meetings, and it should be consider good practice to attend PC & RA meetings

vii.     In regard to council consultation, more time should be given to enable Parish Councils and Residents Associations to participate, as consultation needs to go to a meeting for discussion, not just to individuals.

viii.    The council to ensure that feedback is given to PCs and RAs on their consultation responses

ix.       Council to notify PCs & RAs of significant changes to services e.g. Christmas recycling arrangements, green bin charges etc

x.        All Council service providers to use Parish Council/Resident Association notice boards and newsletters more to communicate council information relevant to the area

xi.       Council documents should be checked for jargon i.e. continued use of Plain English

xii.     Report authors to include appendix of abbreviations in reports where appropriate - to aid ease of reading. The list can be tailored to each committee and duplicated for all reports relevant to that committee, with revisions/additions where needed

xiii.    Improve joint working at Ward Team Meetings through the adoption of the Statement of Intent shown at paragraph 41 of the final report at Appendix 1.

xiv.   Communities & Equalities Team to identify areas of the city where no Parish Council or Resident Association currently exists  ...  view the full minutes text for item 7