Agenda Item 4G

Agenda Item 4g

Sefton Public Engagement and Consultation Panel

Date: 29th January 2016

Title: Proposal to undertake Public Engagement and Consultation Activity – the future of Area Committees in Sefton

Report of: Jill Coule, Head of Regulation & Compliance, 0151 934 2031

1. Purpose of the Report

1.1 To receive information with regard to the consultation plans being developed with regard to the future of Area Committees in Sefton.

2. Background

2.1 The main purpose of the Public Engagement and Consultation Panel is to coordinate and ensure the quality of public engagement and consultation, in accordance with the standards for engagement and consultation.

3. The future of Area Committees in Sefton

3.1 Area Committees were introduced by a number of Councils following the introduction of the Local Government Act 2000. This legislation introduced the Cabinet system of governance to most Councils. The legislation specifies when functions can be delegated to an Area Committee. The Council is not statutorily obliged to have Area Committees and can choose to discharge the business currently conducted through the Area Committees through other means.

3.2 There are currently three Area Committees in Sefton:-

Committee Membership

Central Sefton Councillors for Blundellsands, Church, Manor, Victoria, Harington, Ravenmeols, Molyneux, Park and Sudell Wards plus non-voting Parish Council representative for Hightown, Thornton Formby, Little Altcar, Ince Blundell, Aintree Village, Lydiate, Maghull, Melling and Sefton

South Sefton Councillors for Derby, Linacre, Ford, Litherland, Netherton and Orrell, and St. Oswald Wards

Southport Councillors for Ainsdale, Birkdale, Cambridge, Dukes, Kew, Meols and Norwood Wards.

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3.3 A mixture of Councillors and members of the public are committee members through the Advisory Group/Parish Members. Members of the public whilst being able to voice their views cannot vote on the committee. In other words the members of the public attend in an advisory and/or observer role. A review of the three year tenure of these members is currently being undertaken. Attendance at Area Committees by members of the public varies at each Area Committee and depends on the issues being discussed. In 2015 attendance at each Area Committee was as follows:-

Area Committee No. of Meetings Total no. of members of public attending Central 4 31 South Sefton 4 13 Southport 4 93

3.4 Functions of the Area Committees

Most of the functions relate to monitoring, consultation and specific area- based issues. A number of the functions delegated are indeed axiomatic to Council business and would not require specific re-allocation to another Council function/Committee meeting specifically.

3.5 Budget

There is a budget allocated to each Ward. The Area Committee monitors spend against the Ward budgets and considers requests for funding. Historically there have been significant amounts of this budget carried forward from year to year.

3.6 The role of Area Committees in promoting Public Engagement and Consultation

Within the current constitution the role of Area Committees in promoting public engagement and consultation is to ensure that the public can have a say on a wide range of things that may impact on them locally. This includes things such as any major strategic planning documents, for example the Local Plan, the children and young people’s plan, planning, planned maintenance work on highways, traffic calming and car parking issues outside schools, environmental improvement schemes, regeneration and tourism proposals. The committees also provide a forum for partners to come together with local people to discuss issues such as policing, health and education.

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3.7 What other forums operate where public engagement takes place?

There are many ways in which members of the public can be consulted and engaged. Constitutionally there are the formal mechanisms of the Council such as Cabinet and Council meetings, there are local ward meetings and there is engagement through the day to day business of the Council whereby departments bring local people and stakeholders together to put together a new strategy or plan, e.g. such as the recently approved Carers Strategy.

3.8 A report was submitted to each of the Area Committees in December 2015/January 2016 outlining the proposal to review their future operation and arrangements for the public to engage with the Council. The report requested the views of Area Committee Members on whether Area Committees are the most effective way of engaging members of the public . The views expressed at the Area Committee have been recorded in the minutes of the meetings and will form part of a report to Cabinet for a decision to be made on the way forward. A copy of the report is attached for the information of Panel Members.

4. The Consultation

4.1 The aim of the consultation is to establish whether Area Committees are the most effective way of engaging with members of the public for Council business. The Council is also looking to modernise the ways that it engages with members of the public and stakeholders to reflect the new digital society.

4.2 The following areas will be considered as part of the consultation:-

• What is the current awareness of Area Committees • Area budgets • Functions of the Area Committees • What are the current and new avenues of communication for members of the public to engage with the Council and Councillors • What are the barriers that people experience in engaging with the Council • Any suggestions for improvement

4.3 Target Audience for the Consultation

The following are key stakeholders and will be included in the consultation process:-

• Sefton Councillors • Sefton Area Committee Advisory Members • Merseyside Police • Parish Councils • Police and Crime Commissioners

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• CCGs • Voluntary, Community and Faith Organisations (eg CVS/CAB/ Carers Centre, Equalities Standing Group, etc.) • Merseyside Fire & Rescue Service • Merseytravel • Young people/youth voice groups • The Equalities Standing Group • Officers of Sefton Council • Members of the Public

4.4 Methodology

Drop in Sessions

It is proposed to hold drop in sessions for stakeholders and members of the public to come along to give their views and to hear about proposals as to how they can engage with the Council. Details of the sessions are given in the attached proforma.

Written Representations

Those who are unable to attend the drop in sessions and some key stakeholders may prefer to give their comments in writing and we will ask people to write in and give their views. We will pose the three questions used in the drop in sessions and ask for their views.

Internal Council Departments

We will ask officers who have attended Area Committees or have provided written responses to questions about the other ways that they receive communications from members of the public, and the methods that they use to respond to questions and queries.

4.5 Timetable for consultation

The consultation will start on 1st February 2016 and will run for a period of 6 weeks, ending on 20th March 2016. The drop in sessions will take place during the two weeks commencing 29th February.

4.6 Feedback

All comments received will be included in a consultation report which will be included in the Cabinet report and will form part of the deliberations on the future of Area Committees in Sefton.

5. Legal Department Comments

5.1 Sefton’s Legal Department has considered the consultation plans contained in this report and has no comments to make.

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5. Recommendations

5.1 The Public Engagement and Consultation Panel is recommended to:

a) Appraise the public engagement and consultation plan for the future of Area Committees in Sefton.

b) Request that the officers return to the Panel to provide details of their feedback and evaluation resulting from the above consultation.

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Public Engagement & Consultation Panel

PROJECT PROPOSAL

Project Title: Sefton Council Area Committees/Public Engagement

Is your project linked to:

A new service - please attach a new Equalitiess Impact Assessment

Lead officer: Jill Coule Contact 0151 934 2031 no

Designation Head of Regulation & E-mail [email protected] Compliance

Which of the Council’s Priorities does your Consultation relate to (please tick)

The Economy

The Most Vulnerable Health and Wellbeing

 Reshaping the Council

 Resilient Communities

The Environment Which of the Health and Wellbeing Board’s Priorities does your Consultation relate to (please tick) Ensure all children have a positive start in life

Support people early to prevent and treat avoidable illnesses and reduce inequalities in health

Support older people and those with long term conditions and disabilities to

remain independent and in their own homes Promote positive mental health and wellbeing

Seek to address the wider social, environmental and economic issues that

contribute to poor health and wellbeing  Build capacity and resilience to empower and strengthen communities

Does this consultation relate to an item on the Forward Plan? If so which one?

Other partners involved (please state if internal or external to the Council)

Parish and Town Councils

(Planned) start date (Planned) end date: What is the allocated budget?

1st February 2016 20th March 2016 To be contained within existing budgets

Background/Rationale

Area Committees were introduced by a number of Council’s following the introduction of the Local Government Act 2000. This legislation introduced the Cabinet system of governance to most Council’s. The legislation specifies when functions can be delegated to an Area Committee. The Council is not statutorily obliged to have Area Committees and can choose to discharge the business currently conducted through the Area Committees through other means.

There are currently three Area Committees in Sefton:-

Committee Composition Central Sefton Councillors for Blundellsands, Church, Manor, Victoria, Harington, Ravenmeols, Molyneux, Park and Sudell Wards plus non-voting Parish Council representative for Hightown, Thornton Formby, Little Altcar, Ince Blundell, Aintree Village, Lydiate, Maghull, Melling and Sefton South Sefton Councillors for Derby, Linacre, Ford, Litherland, Netherton and Orrell, and St. Oswald Wards Southport Councillors for Ainsdale, Birkdale, Cambridge, Dukes, Kew, Meols and Norwood Wards.

A mixture of Councillors and members of the public are committee members through the Advisory Group/Parish Members. Members of the public whilst being able to voice their views cannot vote on the committee. In other words the members of the public attend in an advisory and/or observer role. A review of the three year tenure of these members is currently being undertaken.

Functions of the Area Committees

Most of the functions relate to monitoring, consultation and specific area-based issues. A number of the functions delegated are indeed axiomatic to Council business and would not require specific re-allocation to another Council function/Committee meeting specifically.

Budget

The role of Area Committees in promoting Public Engagement and Consultation

Updated August 2015

planning documents, for example the Local Plan, the children and young people’s plan, planning, planned maintenance work on highways, traffic calming and car parking issues outside schools, environmental improvement schemes, regeneration and tourism proposals. The committees also provide a forum for partners to come together with local people to discuss issues such as policing, health and education.

What other forums operate where public engagement takes place?

A report was submitted to each of the Area Committees in December 2015/January 2016 outlining the proposal to review their future operation and arrangements for the public to engage with the Council. The report requested the views of Area Committee Members on whether Area Committees are the most effective way of engaging members of the public on Council business. Councillors' views have been recorded in the minutes of the Area Committees and will form part of a report to Cabinet for a decision to be made on the way forward.

Aims & Objectives

The aim of the consultation is to consider whether Area Committees are the most effective way of engaging with members of the public for Council business. The consultation will consider:- • What is the current awareness of Area Committees • Area budgets • Functions of the Area Committees • What are the current and new avenues of communication for members of the public to engage with the Council and Councillors • What are the barriers that people experience in engaging with the Council • Any suggestions for improvement

Target Audience • Parish Councils • Merseyside Police • Police and Crime Commissioners • CCGs • Voluntary, Community and Faith Organisations (eg CVS/CAB/ Carers Centre, etc.) • Merseyside Fire & Rescue Service • Merseytravel • Area Committee Advisory Members • Young people/youth voice groups

Updated August 2015

• The Equalities Standing Group • Any other key stakeholders • Members of the public Methodology

Drop in Sessions It is proposed to hold drop in sessions for stakeholders and members of the public to come along to give their views and to hear about proposals as to how they can engage with the Council. The sessions would run over 2 hours and would include a presentation which would provide details of the background to the proposals and a couple of frequently asked questions. The presentation would be given twice during each session to ensure maximum coverage and hard copies will be available for those who miss them. This will then be followed by a facilitated discussion session based around the following questions:- 1. If area committees didn’t exist, how would people engage with the Council/Councillors? 2. What do people see as the key barriers to them engaging with the Council/Councillors? 3. Do people have any other views or comments? Drop in Sessions will be held in Southport, Formby, Crosby, Maghull and Bootle. Two, two hour sessions will be held at each venue and will start at either 10.00 am, 1.30 pm or 5.00 pm as follows:-

Area Committee Location Timing

South Sefton Bootle Morning Evening

Southport Southport Morning Evening

Central Formby Morning

Maghull Afternoon

Crosby Evening

Facilitators will record the views expressed by those taking part and these will be included in a consultation report which will form part of the Cabinet deliberation. Letters will be sent to key stakeholders advising them of the drop in sessions and they will be advertised on the Council’s website, twitter feed and facebook page. Details will also be posted in all Council buildings including One Stop

Updated August 2015

Shops, Libraries, and Town Halls. Arrangements will be put in place for those people who may have specific access needs, such as information in different formats, accessible venues, or need support to give their views.

Written Representations Those who are unable to attend the drop in sessions and some key stakeholders may prefer to give their comments in writing and we will ask people to write in and give their views. We will pose the three questions used in the drop in sessions and ask for their views.

Internal Council Departments We will ask officers who have attended Area Committees or have provided written responses to questions about the other ways that they receive communications from members of the public, and the methods that they use to respond to questions and queries.

Communications Plan

Key Message Audience Method

Purpose of the review of All stakeholders Letter Area Committees is to members of the public Presentation improve ways that people Council departments Drop in Sessions can engage with the Twitter Council and how the Facebook Council engages with the website public

The Council is looking to All stakeholders Letter modernise the ways that it members of the public Presentation engages with members of Council departments Twitter the public and stakeholders Facebook to reflect the new digital website society.

Opportunities for Elected All stakeholders Drop in sessions Members to directly engage members of the public with their constituents Council departments

Potential barriers to involvement and action to overcome barriers

Although drop in sessions have been spread across a number of locations and at times throughout the day, it may be that this may not be convenient for some people. This will be mitigated by having the opportunity to submit views in writing. Where consultation takes place with those who may have access issues any materials or presentations will be made available in formats that they can use.

Updated August 2015

How will you protect the confidentiality of participants?

All views and information collected will be subject to protections as set out in the Data Protection Act 1998

How and when do you intend to report or publish the findings?

A consultation report will be prepared and will be published as part of the report to Cabinet in April 2016 to inform its deliberations. A copy of the consultation report will also be published on the Council’s website.

Level and type of patient/public engagement (place a tick in all that apply)

Tick Level Description

Giving people information about something (a limited  Informing opportunity for them to be involved)

Getting people’s views to help you develop/change your  Consulting services/plans

Deciding together Making decisions using patients’ and public’s views

Local people will be involved in making decisions and Acting together reviewing your plans/services

Supporting local Local people will have the opportunity to lead, develop and

initiatives deliver activities independently

Does your project include:

Yes/No If No please explain

Questionnaire No Views will be recorded at facilitated drop in (Please attach . The Panel will sessions or by way of written submissions. not be able to consider your proposal if it is not available in advance for them to consider)

Other materials Yes Drop in sessions and requests for written (i.e. promotional materials) submissions will be advertised on the Council’s website, twitter and facebook accounts. The drop in sessions will also be advertised in Council buildings.

A stakeholder map (a tool to help you identify your target audience – included in toolkit)

Updated August 2015

Reference to existing data or . information that has already been completed (i.e. recent consultation/ research where results can be used to inform your consultation)

Any other information you would like to provide?

If you require further information please contact either Jayne Vincent on 0151 934 3840 or June McGill on 0151 934 4080

Signature of Project Lead: Date:

Manager Approval: Date:

Date approved by Business Intelligence & Performance Team Date

Updated August 2015

Report to: Area Committee: Date of Meeting:

Southport 2 December 2015

Central Sefton 7 January 2016 South Sefton 18 January 2016

Subject: Consultation on the Wards Affected: All Wards Future of Area Committees

Report of: Head of Regulation & Compliance

Is this a Key No Is it included in the Forward Plan? No Decision?

Purpose/Summary

To consult on the future of the Council’s three Area Committees.

Recommendations

1. To consider whether Area Committee are the most effective way of engaging members of the public in Council business

2. To provide the Cabinet Member with any views on the future of the Area Committee

How does the decision contribute to the Council’s Corporate Objectives?

Corporate Objective Positive Neutral Negative Impact Impact Impact 1 Creating a Learning Community / 2 Jobs and Prosperity / 3 Environmental Sustainability / 4 Health and Well-Being / 5 Children and Young People / 6 Creating Safe Communities / 7 Creating Inclusive Communities / 8 Improving the Quality of Council / Services and Strengthening Local Democracy Reasons for the Recommendation:

The Council needs to consider its means and ways of engagement with the public, with a view to maximising engagement and keeping costs to a minimum.

The Council needs to modernise its ways of engagement with the public with a view to ensuring that both new and traditional channels of such engagement are used proportionately and optimised to reflect the nature, kind and subject matter of engagement.

Alternative Options Considered and Rejected:

Not to consult will mean that views of the public are not understood.

What will it cost and how will it be financed?

(A) Revenue Costs There are no financial implications arising from the content of this report. Any financial appraisal will be made following any proposals made in the future.

(B) Capital Costs N/A

Implications:

The following implications of this proposal have been considered and where there are specific implications, these are set out below:

Financial See comments above

Legal

There is no legal requirement for a Council to have Area Committees. Some of the various duties of the Area Committee are Council obligations and the Appendix identifies where these new duties might be placed in the future.

Any consultation will need to be adequate so as to support future decision making.

Human Resources

Equality

An equality impact assessment will be completed as part of the consultation process. What consultations have taken place on the proposals and when?

The Chief Finance Officer (FD3925) has been consulted and notes that if there were to be any financial implications arising from the review of Area Committees then these would have to be considered in the light of specific future proposals. The costs associated with the servicing of Area Committees (as distinct from the specific budgetary allocations made to each ward which are detailed in the report) are unlikely to substantial.

The Head of Regulation and Compliance (LD3208) has been consulted and any comments have been incorporated into the report.

Implementation Date for the Decision

Following consideration of the report by the Council’s three Area Committees a report will be considered by the Portfolio Holder and a consultation process will commence during February/March 2016.

Contact Officer: Jill Coule, Head of Regulation & Compliance Tel: 0151 934 2031 Email: [email protected]

Background Papers:

There are no background papers 1.0 Introduction/Background

History

1.1 Area Committees were set up in 2000. Initially seven committees were established and divided as follows:

 Southport (as it is presently configured)  Litherland & Ford  St Oswald, Netherton & Orrell  Crosby  Formby  Linacre and Derby  Sefton East Parishes

1.2 In 2012 due to a cost saving exercise, the number of area committee reduced from seven to three. The Area Committee are currently configured as follows:

Committee Composition Central Sefton Councillors for Blundellsands, Church, Manor, Victoria, Harington, Ravenmeols Molyneux, Park and Sudell Wards plus non-voting Parish Council representative for Hightown, Thornton Formby, Little Altcar, Ince Blundell, Aintree Village, Lydiate, Maghull, Melling and Sefton South Sefton Councillors for Derby, Linacre, Ford, Litherland, Netherton and Orrell, and St. Oswald Wards Southport Councillors for Ainsdale, Birkdale, Cambridge, Dukes, Kew, Meols and Norwood Wards.

1.3 A mixture of Councillors and members of the public are committee members through the Advisory Group/Parish Members. Members of the public whilst being able to voice their views cannot vote on the committee. In other words the members of the public attend in an advisory and/or observer role. A review of the three year tenure of these members is currently being undertaken.

1.4 Area Committees were introduced by a number of Council’s following the introduction of the Local Government Act 2000. This legislation introduced the Cabinet system of governance to most Council’s. The legislation specifies when functions can be delegated to an Area Committee. The Council is not statutorily obliged to have Area Committees and can choose to discharge the business currently conducted through the Area Committees through other means.

1.5 Functions of the Area Committees

1.6 Functions of the Area Committees are listed in the constitution in Chapter 8 and can be found in the following link:

http://sb1msmgov1:9070/documents/s56798/Chapter%2008%20- %20Area%20Committees.pdf 1.7 A full analysis of those functions and proposals as to what might happen with them is contained in Appendix 1 of this report. Most of the functions relate to monitoring, consultation and specific area-based issues. A number of the functions delegated are indeed axiomatic to Council business and would not require specific re-allocation to another Council function/Committee meeting specifically. These are detailed in the Appendix.

Budget

1.8 There is a budget allocated to each Ward. The Area Committee monitors spend against the Ward budgets and considers requests for funding. Historically there have been significant amounts of this budget carried forward from year to year and the position of the funds at the end of the 2014/15 financial year showed a total available balance as follows for each of the Area Committees:

Area Committee Balance b/f from Budget for 2015/16 Total funding 2014/15 available £ £ £ Central 60,207 40,700 100,907 South Sefton 89,625 27,450 117.075 Southport 87,223 32,000 119223 TOTAL 237,055 100,150 337,205

The total funding available to Area Committees in 2015/16 at the start of the current financial year was therefore £337,205.

Alternative means of monitoring the Ward expenditure would need to be considered such as an Annual report to an appropriate Committee.

2.0 What happens at other Councils?

2.1 Halton Council still operates Area Committees in much the same way as Sefton, although they have 7 Area Committees covering from 1 ward to 4 wards.

2.2 Wirral has recently re-configured their Area Committees (now called Constituency Committees) and have 4 Committees split by Parliamentary Constituency.

2.3 Liverpool, Knowsley and St Helens do not operate Area Committees and deal with the functions as follows:

2.3.1 Liverpool City Council Neighbourhood Teams work directly with ward councillors to identify priorities on a ward basis, and deliver ward based community engagement during the year to ensure residents and stakeholders have the opportunity to influence priorities. A budget is allocated to each Ward by the Mayor and is apportioned using deprivation indices. Schemes are submitted by Ward Councillors in conjunction with the community and stakeholders and are approved at Director level using the scheme of delegation. A six-monthly report is presented to the Mayoral Scrutiny Committee for consideration. Consultation rests clearly with Ward Councillors and is a key role set out in the job description for Councillors. 2.3.2 Knowsley Borough Council Knowsley is completely reviewing its area governance arrangements at present and has disbanded its 4 Area Partnership Boards. Previously the Area Partnerships included one elected Member per ward in each area and they were open to the public on an ad-hoc basis to allow the detailed discussion of a key issue that mattered to local people. There are no ward budgets and (as with Liverpool), consultation rests clearly with Ward Councillors as part of their community leadership role.

2.3.3 St Helens Council St Helens does not have Area Committees anymore. They do have a Councillor Improvement Fund which is allocated on a population basis across the Wards. Schemes submitted are technically appraised and (if sponsored by at least 2 Ward Councillors) are considered by the Chief Finance Officer and the Monitoring Officer and, if there are no objections, submitted for approval to the Chief Executive, in consultation with the Leader of the Council.

2.4 Bolton Metropolitan Borough Council Bolton has 18 Area Forums that meet twice a year with budgets of £13,750 per area. They also have 11 Neighbourhood Management target areas based on deprivation indices and some of these meet once per year. These have devolved budgets and projects are agreed by Ward Councillors. The relevant Cabinet Member agrees the overall budget for the Neighbourhood Management Areas.

2.5 Bradford Council The Council has 5 Area Committees based on their parliamentary constituencies. The Area Committee budget is being removed as part of a saving proposal in 2015/16. 15 ward officers and 3 co-ordinators support this structure. The Committees also control some aspects of street cleansing, your services and park services budgets.

3.0 The role of Area Committees in promoting Public Engagement and Consultation

Within the current constitution the role of Area Committees in promoting public engagement and consultation is to ensure that the public can have a say on a wide range of things that may impact on them locally, this is attached at Appendix 2 . This includes things such as any major strategic planning documents, for example the Local Plan, the children and young people’s plan, planning, planned maintenance work on highways, traffic calming and car parking issues outside schools, environmental improvement schemes, regeneration and tourism proposals. The committee’s also provide a forum for partners to come together with local people to discuss issues such as policing, health and education.

3.1 What other forums operate where public engagement takes place?

There are many ways in which members of the public can be consulted and engaged. Constitutionally there are the formal mechanisms of the Council such as Council meetings, there are local ward meetings and there is engagement through the day to day business of the Council whereby departments bring local people and stakeholders together to put together a new strategy or plan, e.g. such as the recently approved Carers Strategy. In considering the future of Area Committee’s the information detailed below provides members with an overview of other structures and mechanisms in place which support effective public engagement and consultation in the decision making of the Council at both a borough wide and local neighbourhood level.

3.2 Council, Cabinet and Committees All committees of the Council are open to the public to attend. The public are only excluded from such meetings when, in accordance with the Local Government Act 1972, a report to be discussed contains for example, commercially sensitive information or personal details. The dates, times, venues and papers for the meetings are published on the Council website. The Council also publishes a ‘Forward Plan’ which provides the public with information on reports that require a key decision that are planned to be presented to Cabinet and Council in the following four months. The plan is updated on a monthly basis and published on the Councils website. This transparency supports members of the public to make decisions about attending meetings where an item to be discussed is one they are interested in or have a concern about.

The Council provides information in different formats on request and can also offer additional support for members of the public to attend and participate in any Committee, Cabinet or Council.

In terms of the functions of the Area Committee outlined at Appendix 1 these formal mechanisms provide the public with a wide range of opportunities to have their say on proposals such as planning, highways, licensing and the environment. They also provide formal opportunities for the public to express their views, and submit questions, on things as diverse as the medium term financial plan to the introduction of traffic calming measures through 20 mile an hour zones.

3.3 Ward Surgeries

Ward members hold surgeries in local venues to which members of the public can attend to raise any issues or concerns they may have.

3.4 Public Meetings

Ward members can call public meetings to discuss the concerns of local people. These take place in local venues and can be arranged quite quickly. Members of the public can request ward members to call public meetings on issues that concern them by attending a surgery, emailing or phoning the ward member.

3.5 Public Engagement and Consultation Panel

The Council has well established policy and procedures for ensuring effective public engagement and consultation which is governed by the standards for engagement and consultation and effectively lead by the Public Engagement and Consultation Panel. The panel has been in place for a number of years, is Chaired by Cabinet Member for Regulation, Compliance and Corporate Services with the membership comprising of local elected members, lay members of the Clinical Commissioning Groups Governing Bodies, Young Advisors, the Police, the Fire and Rescue Service and the voluntary community and faith sector, including under-represented groups through the Equalities Standing Group.

The dates of the panel meetings and papers are published on the Council’s website and are open to members of the public to attend and submit questions. The panel receives consultation and engagement plans from the Council and partners and supports officers to carry out effective consultation and engagement. The panel seeks to ensure that officers adhere to the standards for public engagement and consultation which include identifying the appropriate audiences, methods, timings and venues with a focus on removing any barriers to public participation. This includes using a wide range of formats for consultation such as the use of technology, easy read and telephone interviews and events etc. Members of the public can also request feedback on the outcomes of any consultation and engagement that has taken place. A summary of the feedback from the consultation and engagement is included in formal reports to the Council prior to any decisions being taken.

Consultations will be targeted at specific events, occasions, changes etc and are tailored to those audiences. Consultations can gain a high level of response, interaction which will be determined by how strongly those consulted feel about a particular subject.

3.6 General Communications

Members of the public can write, email, telephone or arrange to meet local elected members as and when they feel they have an issue or a concern to discuss. Members of the public can also write, email, telephone or arrange to meet Officers of the Council as and when they feel they have an issue or a concern to discuss.

The Council has a dedicated Neighbourhoods Team which works closely with local elected members and the public to listen to their views and concerns. The team set up task groups in local areas to deal with localised issues, they signpost local people to the appropriate services and make connections with existing community groups and forums to identify and resolve local issues and concerns.

Members of the public can make enquiries of the Council and on occasions make Freedom of Information requests to the Council to find out about the work of departments with some of the responses being published via the website and in particular on the Council’s Transparency pages. Members of the public can also take part in consultation and engagement activities via the Council website, they can also complete an e-form if they have any comments or complaints or compliments.

There is a continuing obligation on the Council to maintain its transparency pages which details key information about the Council, it services, contractors, budgets etc.

4.0 Proposed methods for consulting and engaging the public with regard to the Future of Area Committees

Following receipt of the views from each of the Area Committees, the Cabinet Member will consider a report on the next steps. Appendix1

Possible new places for Area Committee responsibilities to be carried out

Current responsibility Possible new location for the responsibility

To consider, review and monitor all services and Such review could be discharged through activities provided by the Council, Sefton the Overview & Scrutiny function Borough Partnership and key partner organisations which impact at an area level within the wards covered by the Area Committee.

All process to follow the Council’s Public Axiomatic Engagement and Consultation Standards.  To ensure that any functions for which There are a number of functions/principles the Area Committee is responsible are delegated that would not require specific re- carried out in a manner which is allocation to another Council consistent and within the policies function/Committee meeting specifically, but approved by the Council. would follow these principles wherever the work was undertaken in the future.

 To refer to the appropriate Cabinet Member, or to the Cabinet, Sefton Borough Partnership or key partner organisation any matters which are of a strategic, policy or resource nature.

 To ensure that any planned activity at an area level by the Area Committee is clearly aligned with the priorities set out in the Sustainable Community Strategy.

 To refer to the Cabinet any matter which contravenes, or appears to contravene, Council policy.

 To expend any budgets delegated to the Area Committee for the purposes in accordance with policies, rules and financial regulations of the Council. To commission services as and when appropriate using available budgets and to influence mainstream services which can be delivered at an area level.

 To refer to the Cabinet any matters which have financial implications which fall outside the budget delegated to the Area Committee1.

1 This would refer to the relevant committee in future. To appoint or nominate representatives on Council outside bodies where appropriate. Cabinet To hear and consider petitions relating to Licensing & Regulatory Committee2 matters within the purview of the Area Committee (N.B. petitions relating to specific planning or licensing applications must follow procedures laid down in the Council and Committee Procedure Rules set out in Chapter 4).

To appoint a Local Advisory Group in Licensing & Regulatory Committee accordance with the guidelines set down by the Council. To seek to secure external funding for matters Licensing & Regulatory Committee within the responsibility of the Area Committee, subject to resource availability, and confirmation that such applications do not conflict with other applications made by the Council, nor conflict with overall Council policies.

(NB. If there are major financial implications in a decision proposed to be made or such a decision contravenes Council policy, then it shall stand referred to the Cabinet and/or Council for consideration as appropriate. Excluded from the delegations are any decisions in respect of the Council’s or school employees).

To advise the Cabinet Member Transportation Licensing & Regulatory Committee of the Area Committee’s views on the proposed programme of works in the Integrated Transport Block of the Local Transport Plan. To consider the outcome of consultation and the Licensing & Regulatory Committee resultant proposals in respect of the following schemes:

a) the making of Traffic Regulation Orders;

b) details of improvements to highways;

c) cycle routes; and either

d) approve the scheme as proposed

e) approve the scheme with minor amendments

f) refer the scheme to the Cabinet Member Transportation indicating the Area Committee’s view on how the proposal should be progressed.

2 Any reference to the Licensing and Regulatory Committee would require amendments to their Terms of Reference in the Constitution which would be achieved through the usual means. The determination of Rights of Way issues. Licensing & Regulatory Committee

The determination of applications for the Licensing & Regulatory Committee creation, diversion and extinguishment of footpaths. The renaming of streets. Licensing & Regulatory Committee In connection with the on-street Pay and Display Licensing & Regulatory Committee Scheme, to determine whether residents’ parking permits should be issued, where there is a dispute as to eligibility. To give approval for Gating Orders under Licensing & Regulatory Committee Section 129 (A-G) of the Highways Act 1980. To determine requests for the use of parks in Licensing & Regulatory Committee those areas where officer delegation is inappropriate (subject to the Council’s overall policies).

To give approval for, and determine the location Licensing & Regulatory Committee of, public donations (for example park benches and memorial trees). Educational Trusts - to be responsible for all Several years ago there were in the region matters relating to area-based educational of 30 individual Trust Funds, many of which trusts. were small and effectively dormant. Almost all of these were transferred to the Community Foundation for Merseyside, including the Sefton Educational Trust and the Joseph Harley Fund which, in addition to being the two largest, were the only ones for which there had previously been a formalised decision making framework – the former through meetings of the Sefton Educational Trust and the latter through the (then) Formby Area Committee.

A couple of funds remain within the Council’s accounts, although one (the Wignall Scholarship) is a Church run trust and the other (Bootle Holiday Camp) has been inactive for some time. Community Centres - to be responsible for the Council/Cabinet appointment of local authority representatives on management committees of community centres.

Approval of matters relating to the review of Licensing & Regulatory Committee Polling Places/Stations, except when consequent on the outcome of a Periodic Electoral Review.

To approve routes for horse drawn omnibuses Licensing & Regulatory Committee following completion of the necessary licensing formalities. Determination of applications for permission to Licensing & Regulatory Committee site mobile phone masts on Council-owned land within the Wards covered by the Area Committee, in accordance with the Council’s protocol.

All matters considered under the consultation matters for the Area Committee would be picked up through the tailored consultation outlined above in the report, or through an appropriate committee. Appendix 2

AREA COMMITTEE INFORMATION – TYPES OF ITEMS CONSIDERED, ATTENDEES ETC

1. CENTRAL SEFTON AREA COMMITTEE Date of Number of Number Number Number of Agenda Content Subject Meeting Members of of Officers from Matter of the of the Advisory Council Other Public Public Members Officers Organisations Questions Attended Attended Attended Attended 8 18 7 4 3 Public Forum 13 – January 2015 (3 Police Traffic Officers) Regulation Orders (9) Police Issues Section 106 monies, Area Christmas Management lights Update

Budget Crosby Monitoring Investment Parish Council Belway Updates house development Receipt of Objections to Proposed Traffic Regulation Orders, Formby Pinewoods Area and Lifeboat Road Area, Formby Parish and Town Council Charter for Sefton Proposed Turning Facility for Glenwyllin Road, Crosby Moorside Park Improvement Works Objection to Proposed Traffic Regulation Order - Moorside Road/Old Farm Road, Crosby Proposed Zebra Crossing, Trevor Drive, Crosby Date of Number of Number of Number Number of Agenda Content Subject Meeting Members Advisory of Council Officers from Matter of the of the Members Officers Other Public Public Attended Attended Organisations Questions Attended Attended 12 3 6 3 4 Public Forum 10 – March 2015 (4 Police Traffic Officers) Regulation Orders (3) Police Issues Section 106 monies Area Tree Management planting Update

Budget Crosby Monitoring Ironmen

Parish Council Crosby Updates investment, Neighbourhood Flooding Planning Update Belway house developers (2)

Date of Number of Number of Number Number of Agenda Content Subject Meeting Members Advisory of Council Officers from Matter of the of the Members Officers Other Public Public Attended Attended Organisations Questions Attended Attended 4 June 4 7 3 3 Public Forum 5 – 2015 (3 Police Section 106 Officers) monies, Police Issues Request for traffic safety, Area Litter bin Management relocation, Update

Budget Littering Monitoring Parish Council Commercial Updates vehicles using waste recycling) Southport Road and Duke Street, Formby - Proposed Pedestrian Refuges Resident's Objection to Proposed Traffic Regulation Orders - Lower Alt Road and Thistledown Drive, Hightown Appointments to Area Partnerships 2015/16

Date of Number Number Number Number of Agenda Content Subject Meeting of of of Officers from Matter of Members Advisory Council Other the Public of the Members Officers Organisations Questions Public Attended Attended Attended Attended 16 6 4 4 4 Public Forum 6 – September 2015 (4 Police Traffic Officers) Regulation Orders (3) Police Issues Section 106 monies Area Shale gas Management Update

Budget Drug- Monitoring dealing Parish Council Updates Advisory Members - Procedure Note Neighbourhood Planning Update Blundellsands Park Area, Blundellsands - Proposed 20 mph speed limits - Consultation Results and Objections Dodds Lane Area, Maghull - Proposed 20 mph speed limits - Consultation Results and Objections Hightown Area, Hightown - Proposed 20 mph speed limits - Consultation Results and Objections 2. SOUTH SEFTON AREA COMMITTEE

Date of Number Number Number Number of Agenda Subject Matter of Meeting of of of Officers from Content the Public Members Advisory Council Other Questions of the Members Officers Organisations Public Attended Attended Attended Attended 14 3 5 2 2 Public Forum 1- January 2015 (2 Police Road Closure Officers) Province Road/Hawthorne Rd Police Issues Area Management Update Budget Monitoring

Date of Number of Number of Number Number of Agenda Content Subject Meeting Members Advisory of Council Officers from Matter of of the Members Officers Other the Public Public Attended Attended Organisations Questions Attended Attended 2 2 5 2 2 Public Forum 1- March 2015 (2 Police CCTV Officers) Cameras Sefton Street Police Issues Area Management Update Budget Monitoring Bank Road/Kenilworth Street area, Bootle – proposed Permit Parking Area

Date of Number of Number of Number of Number of Agenda Subject Meeting Members Advisory Council Officers from Content Matter of of the Members Officers Other the Public Public Attended Attended Organisations Questions Attended Attended 11 June 7 5 3 3 Public Forum 3 - 2015 (3 Police Wicker Officers) Coffins Police Issues Pop up Museum Area Condition Management of public Report buildings in Bootle Budget Monitoring Seaforth Environmental Improvements

Date of Number of Number Number Number of Agenda Subject Matter Meeting Members of of Officers from Content of the Public of the Advisory Council Other Questions Public Members Officers Organisations Attended Attended Attended Attended 7 1 5 3 4 Public Forum 1- October 2015 (4 Police Effect of new Officers) port development on traffic on Dunnings Bridge Road Police Issues Area Management Report Budget Monitoring Advisory Members A565 Knowsley Road to Nelson Street, Bootle - Cycle Improvements 3. SOUTHPORT AREA COMMITTEE Date of Number Number Number Number of Agenda Subject Matter Meeting of of of Officers from Content of the Public Members Advisory Council Other Questions of the Members Officers Organisations Public Attended Attended Attended Attended

3 28 1 5 6 Police Issues 7 - December 2014 (Merseyside Cumulative Police & Crime reduction in Commissioner, central 2 Officers from government Office of funding Merseyside received by Police & Crime Sefton Commissioner Council up to and and including 4 Police the 2014-15 Officers) Local Government settlement Public Forum Questions about Botanic Gardens budget cuts (4) Merseyside Would Police & Crime Southport be Commissioner better served Estate by a Strategy Parish/Town Consultation Council? Sharrock Funding Street – request for Access/ Right Kew of Way Woodlands

Southport Air Show – Traffic Management & Parking issues Budget Monitoring

Date of Number Number Number Number of Agenda Content Subject Matter Meeting of of of Officers from of the Public Members Advisory Council Other Questions of the Members Officers Organisations Public Attended Attended Attended Attended 25 23 2 3 4 Police Issues 15 - March 2015 (2 Police Costs of Officers / 2 Public Inquiry others) for the ‘called- in’ Sainsbury’s (Meols Cop) Planning Application Public Forum Request for out of hours Atkinson ‘library book drop-off box. Southport BID Request for update extension of (Presentation by double yellow Andrew Sloman) lines ibn Sefton St Commemoration Request for of the Battle of clarification Festubert about funding (Presentation by for Town Bruce Hubbard) Green Community Woodland from Kew Ward Budget Southport Monitoring Market

Future Agenda Request for Items funding for repair of antique ploughs on the ‘Plough’ roundabout

Dog fouling Request for more frequent green bin service Traffic problems in Portland Street (2) Clarification of Meols Cop funding in Budget Monitoring Report Request for information about staffing levels arising from budget cuts Noise and dust arising from housing development at land adjacent to Town Lane and Birkdale Cop Pay and Display parking machines Request for debate about Southport splitting from Sefton Date of Number of Number of Number Number of Agenda Subject Matter Meeting Members Advisory of Council Officers from Content of the Public of the Members Officers Other Questions Public Attended Attended Organisations Attended Attended

24 12 2 4 4 Police Issues 3 - June 2015 (4 Police Request for Officers) measures to be taken to prevent vehicles parking on grassed area on Beatty Road during football matches Public Forum Out of date posters advertising events in Southport Appointments Tripping to Southport hazard caused Area by uneven Partnership paving in Cambridge Walks Area Co- ordinator Feedback (Verbal Report) Removal of Flyposting from empty shops /buildings Proposed Disabled Person’s Parking Place

Results of on- street parking consultation Proposed Pedestrian Refuges Budget Monitoring Provision of Adult Day Care Facilities Future Agenda Items Date of Number Number Number Number of Agenda Subject Matter Meeting of of of Officers from Content of the Public Members Advisory Council Other Questions of the Members Officers Organisations Public Attended Attended Attended Attended

23 30 2 3 5 Police Issues 15 - September 2015 (3 Police Proposed Officers, 20mph speed Southport limits (4) Civic Society and Southport Bid) Public Forum Cost of Officers producing reports requested by Southport Area Committee Members Area Co- Atkinson - ordinator Financial Feedback costings and (Verbal usage Report) Presentation Request for by Southport ‘No Ball Civic Society Games Sign’. on the Lord St Conservation Area Presentation Poor state of on Southport Duke Street, BID Southport Appointment Poor condition of Advisory of Osborne Group Reps Road, Ainsdale Procedures & Deterioration Guidance of Grade II Notes for Area listed building Committee – former Palm Advisory Court Night Group Reps Club at top of Neville Street 9 Reports on Planning proposed permission 20mph limits issues re 5 a- side pitches - Ainsdale Budget Planning Monitoring permission Report issue – Ainsdale - re noise mitigation Future Planning Agenda Items permission issue – Ainsdale - re positioning of portable floodlights on a sports field Location of Council waste refuse truck area on Formby by- pass Request for bus service to Ocean Plaza Cost of Officers producing reports requested by Southport Area Committee Members Atkinson - Financial costings and usage