Agenda item

It was previously agreed that the Democratic Services Committee review support for Councillors in their ward work as part of the work programme for 2018-19. The Committee agreed the scope of a further review of the support and engagement arrangements in July 2018. The previous research had focused predominantly on the engagement methods themselves, and Neighbourhood Committees / ward meetings in particular. The focus therefore of this additional review was specifically in relation to the practical support that Councillors needed to undertake their ward work effectively, through all the different methods available to them.

The Committee received interim presentations on upgrades to Members IT and the development of an on-line members Took-Kit to assist and support Councillors in carrying out their representational roles within their local communities. Due to changes however, in key personnel and membership of the Committee, the outcome of the review was never formally concluded and signed-off.  In particular, no final conclusions were drawn on whether the Neighbourhood Committees/ward meeting should continue in their current format in the light of the significant developments in other methods of engaging with local communities within individual wards.

This report therefore summarised the outcome of the review of support for Councillors in their Ward work and invited the Committee to consider the options regarding Neighbourhood Committees/Ward Meetings.

Comments from Committee:

The Committee understood that there was not a consistent approach to ward meetings.  It was also noted that not all ward members were able to voice their opinion at this meeting.

§   Rogerstone ward members were passionate advocates of ward meetings, which were non-political and helpful for residents from an information perspective.  They were also important for constituents raising individual issues with ward members and well attended.

§   Some residents that were not using social media found ward meetings helpful, and it was felt that if ward meetings were lost, that councillors would lose their community. 

§   Ad hoc or side arrangements in place for some wards was still effective, such as holding meetings to discuss the budget or other strategic matters that would affect residents city wide.

§   Some ward members did not run ward surgeries however, if constituents had concerns, they would meet with them on a one to one basis, such as Allt-yr-yn.

§   It was therefore felt that each ward had an individual way of running their ward meetings and there was an argument for and against, this however should be left for the individual discretion of each ward member.

§   Whilst from an officer perspective, it was difficult drawing the line between political support and single ward issues, ward members mentioned that parochial issues would be raised whether they were at ward meetings or surgeries.  With an officer in attendance, residents could receive immediate feedback.  There was also an audit trail

§   There was limited financial resources available but ward meetings would require officer support and attendance.

Agreed:

Regarding the review of support for Councillors in their Ward work and any recommendations to Council regarding Neighbourhood Committees/Ward Meetings, it was agreed that the status quo in relation to ward meetings would continue.