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. Page 1 of 12 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. Page 2 of 12 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 Page 3 of 12 • 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. Page 4 of 12 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. Page 5 of 12 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? No 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.