MINUTES OF A MEETING OF THE MODERNISING PANEL HELD AT COUNTY HALL, NEWPORT, ISLE OF WIGHT ON FRIDAY 23 NOVEMBER 2001 COMMENCING AT 4.30 PM

Present :

Mr R R Barry, Mr M J Cunningham, Mrs D Gardiner, Mr G S Kendall, Mrs B Lawson, Mr G P Price (Deputising for Mr R G Mazillius), Mr R A Sutton

Apologies :

Mr R G Mazillius

Also Present (non voting) :

Mr A J Mundy

1. ELECTION OF CHAIRMAN

RESOLVED :
THAT Mrs B Lawson be elected Chairman of the Panel.

2. TERMS OF REFERENCE

RESOLVED :
THAT the following terms of reference of the Panel be noted:
To review the Council's Constitution (as adopted on 20 June 2001) and to make recommendations to the Executive by the end of January 2002 on any amendments felt appropriate.

3. REPORT OF THE STRATEGIC DIRECTOR OF CORPORATE AND ENVIRONMENT SERVICES - REVIEW OF THE MODERNISATION AGENDA

The Panel considered the report of the Strategic Director on a number of issues that had arisen since the Council adopted its current constitution.
The Panel discussed potential changes to the procedures for the Development Control Committee and particularly the issue of public and Parish and Town Councils speaking at the Committee on an application, that a local member have the right to require a site visit, and responsibility for planning policy. It was explained that a number of these were being investigated at the moment and the Chairman of the Development Control Committee and the Development Control Manager were invited to a future meeting to discuss any possible changes.
The Panel then considered the following matters:
Name of Council
The Panel felt that if there were benefits in changing the name of the Council - particularly with regard to finance - then this should be considered carefully against potential costs that might arise from such a change. It was agreed that officers would investigate this point further and report back.
Number of members on Council
In view of the recent changes to the size and nature of the existing Council, and bearing in mind the Government's regional policies it was felt that it was unnecessary to take this matter any further.
Area Committees
It was noted that although area committees were successful in some areas of the country, that the establishment of Community Forums on the Island were a form of area committees and to be really effective the entire Island needed to have a Parish or Town Council. It was accordingly agreed that unless there is any real demand this matter should not be further progressed.
Delegation to Portfolio Holders
It was noted that work was being undertaken on this issue and that a report would be submitted to the Executive for them to consider prior to the Council considering the matter and making the final decision.
Non executive members attending/speaking on agenda items at the Executive
The Panel felt that the existing arrangements worked well largely due to the style of the current Leader however these needed to be formally set out in the procedures so that it was clear exactly what the procedure was. It was agreed that the Strategic Director would prepare a draft procedure for consideration that would include the following:
Members wishing to speak on an item should generally give notice before the commencement of the meeting;
The Local Member on an issue directly affecting their Electoral Division should have the opportunity to speak at the beginning of the debate;
That a period of 7 minutes be allowed for each item for members who had not given prior notice to speak.
Public/member Question Time
The Panel felt that the existing requirement for questions from the public to be submitted 48 hours in advance was too restrictive, although it was accepted that questions asked without notice might not receive a full reply at the meeting. It was suggested that the procedure should be amended to include the following:
That the public be encouraged to submit questions in writing 48 hours before the meeting for a full reply at the meeting to be guaranteed.
That questions can be asked without notice at the meeting with no guarantee of a full reply being given at the meeting.
That Committee Services provide assistance to any person who wants it, on the process.
That if a member of public wishes, their local member can ask the question on their behalf.
That the recording of the questions and answers be as at present.
With regard to member question time at Council, it was agreed that it was inappropriate to extend the facility to ask questions of members to Chairmen of Select Committees. However for questions to portfolio holders, it was agreed that this should be amended to include the following:
Written questions to Portfolio Holders and Chairmen of the three Regulatory Panels to be submitted at least 24 hours in advance of the meeting.
That the existing period of 7 minutes for "without notice" questions to Portfolio Holders remain.
That any questions submitted under this procedure be restricted to questions on policy and budget and that the Chairman have the discretion to decide whether any question falls within this definition.
That the recording of the questions and answers be as at present.
Appointment to outside bodies
It was agreed that the proposed revised procedure as attached to the report be recommended for approval.
Code of practice for the Licensing Panel
It was agreed that the proposed code of practice for the Licensing Panel as attached to the report be recommended for approval.
RESOLVED :
(i) THAT officers report back to a future meeting on the issue of the change of name of the Council and any likely resource implications.
(ii) THAT the various issues as set out above be included in the Panel's final report to the Executive.

4. NEXT MEETING

RESOLVED :
THAT the next meeting of the Panel be held on Wednesday 5 December 2001 at 2pm.

CHAIRMAN