Decision details

33.1     The Committee considered report by the Chairman of the Working Group set up by the Committee to carry out a full review of all County Local Committees on its conclusions and recommendations (copy appended to the signed minutes).

33.2     Mr High, as Chairman of the Working Group, introduced the report and outlined the recommendations.

33.3     Members welcomed the report and were generally supportive of the proposals.  Mr Bradbury commented how difficult it was to manage the business of the Central and South Mid Sussex County Local Committee but acknowledged the need to avoid additional costs in terms of resources.

33.4     There was some discussion about the merits of Spacehive and whether the process involved deterred organisations from applying.  Members supported the review of the contract, given the recent reduction in funding and the introduction of the new Micro-fund.

33.5     Resolved –

(1)        That a flexible approach should be taken to CLCs, reflecting differences in the communities they represent: there should not be a one-size fits all approach, and each CLC should be able to run meetings how they wish, including the potential for meetings to be informal or themed around a specific issue. Work programmes should not be rigid and should be adaptable to be able to deal with issues arising during the year. The priority should be on effectiveness not consistency.

Structure

(2)        That the current configuration of CLCs should be retained, with 11 CLCs covering the same geographical area as at present;

(3)        That the County Council divisions of Lindfield & High Weald and Bourne should each continue to cut across two CLCs (so the two members for these divisions should each continue to sit on two CLCs);

(4)        That there should continue to be three CLC meetings per year, with the potential to hold extraordinary meetings to respond to significant local issues, supported by the relevant service area (and not requiring Democratic Services’ support);

(5)        That the Cabinet Member should liaise with Arun District Council to consider potential improvements to the Joint Area Committees model; whether this is still appropriate and effective and whether any different approaches should be considered;

Functions

(6)        That as there is no statutory requirement for the nomination of school governors to be approved by members, it is proposed that the Cabinet Member be asked to delegate to the Director for Education and Skills the authority to approve nominations in liaison with the relevant local member and that this change to the CLCs’ terms of reference be forwarded to County Council for approval on 17 December 2019;

Meeting arrangements

(7)        That Talk with Us sessions should take priority, be early on the agenda and be given as long as possible, with time limitations set at the chairman’s discretion. Where questions are raised in these sessions that there is not an officer present to answer, it will be for local member to take up and get back to the resident;

(8)        That there should be an annual Highways-themed meeting which considers Traffic Regulation Orders and at which Highways Officers will be present. Officer attendance at other meetings (including Highways Officers) should only be required where there is a relevant agenda item (to be decided at the pre-agenda meeting);

(9)        That Communities Officers should continue to attend all CLC meetings and in future should provide a report on activities carried out, underway and planned at each meeting;

Crowdfunding

(10)     That the review of contract with Spacehive, the provider of the crowdfunding platform that is used for the allocation of the Community Initiative Fund, should include the implications of the new Micro-fund on the viability of the contract;

Other

(11)     That area profile data should be provided to all members annually, use of which will include informing CIF allocations;

(12)     That hints and tips/guidance should be produced by Democratic Services capturing different ways of working as a toolkit for CLC members and chairmen. This should include options for carrying out work planning, ways of engaging public, meeting format and engagement with town/parish councils as appropriate; and

(13)     That CLC Chairmen’s meetings should become an annual meeting to review the work of CLCs over the year and share best practice. All members should be invited to attend.