Agenda and minutes

Community Governance Review Sub-Committee - Friday, 17th May, 2013 10.30 am

Venue: The Tatton Room - Town Hall, Macclesfield SK10 1EA. View directions

Contact: Paul Mountford Democratic Services Officer

Items
No.	Item
1.	Apologies for Absence View the background to item 1. Minutes: Apologies for absence were received from Councillor David Marren.
2.	Declarations of Interest View the background to item 2. To provide an opportunity for Members and Officers to declare any disclosable pecuniary and non-pecuniary interests in any item on the agenda. Minutes: There were no declarations of interest.
3.	Public Speaking Time/Open Session View the background to item 3. In accordance with Procedure Rules Nos.11 and 35 a period of 10 minutes is allocated for members of the public to address the meeting on any matter relating to the work of the body in question. Individual members of the public may speak for up to 5 minutes but the Chairman or person presiding will decide how the period of time allocated for public speaking will be apportioned where there are a number of speakers. Members of the public are not required to give notice to use this facility. However, as a matter of courtesy, a period of 24 hours’ notice is encouraged. Members of the public wishing to ask a question at the meeting should provide at least three clear working days’ notice in writing and should include the question with that notice. This will enable an informed answer to be given. Minutes: There were no members of the public wishing to speak.
4.	Minutes of Previous meeting PDF 55 KB View the background to item 4. To approve the minutes of the meeting held on 11^th April 2013. Minutes: RESOLVED That the minutes of the meeting held on 11 April 2013 be approved as a correct record subject to the addition of Councillor Janet Jackson to the list of those present.
5.	Project Plan PDF 69 KB View the background to item 5. Members are asked to endorse the revised project plan for the Macclesfield Community Governance Review which has been updated following comments raised at the last meeting Minutes: Consideration was given to a revised project plan which had been updated in the light of comments made at the last meeting. Particular discussion ensued on the following aspects of the plan: Publication of Public Notice May/June 2013 It was confirmed that publicity would be 4–6 weeks in advance of meetings. It was agreed that the list of consultees be recirculated to Ward Members to ensure that it was up to date. The public notice was currently being prepared and it was agreed that it be circulated direct to those on the stakeholder list. The electoral register would be used to identify and contact rising 16 and 17 year olds for publicity and also to ensure all those eligible received a ballot paper. Public engagement 24 June – 23 July 2013 Confirmed that display boards would be prepared for the LSP to take out to local area and for display in Macclesfield Customer Centre. Publicity would include press release, leaflets and local publicity. A request was made for School Sixth forms and for colleges to be included in the local area consultations as they were the future of the community; in addition facebook/twitter/multimedia should be used to help engage them. Ballot of Electors 23 Sept – 11 Oct 2013 Concern was expressed that the summer holidays would come between the publicity period and the ballot; it was confirmed that feedback from the earlier publicity period would be considered by the Sub-Committee during August and it could then decide how to address points raised prior to the ballot. Additional publicity could be carried out at this stage if considered necessary. Consultation Final Stage 13–31 January 2014 It was explained that at this stage stakeholders would be notified of the final recommendation and there would be website and press based publicity. RESOLVED That approval be given to the revised project plan subject to the points raised and noted above.
6.	Public Meetings View the background to item 6. To receive a verbal update on the proposed dates and venues for public meetings, which will be held to provide information to residents about the Macclesfield Community Governance Review Minutes: An oral update was given on the proposals for public meetings to be carries out in the period between 3-11 July 2013. Suggested venues had been explored taking into account the preferences expressed at the last meeting. In order to accommodate existing holiday arrangements requests were made for the period to be extended to 12 July and for that on the Weston Estate to be on either the 3 or 4 July. RESOLVED That the schedule of public meetings be finalised, taking into account the above requests, and circulated to members at the earliest opportunity.
7.	Communications Plan View the background to item 7. To receive a verbal update on the Communications Plan, taking into account comments raised at the last meeting to allow adequate public notice of the key stages of the review process Minutes: RESOLVED That the communications plan be developed, taking in account the views of the Sub-committee and that this be circulated to members of the Sub-Committee in due course.
8.	Election of Chairman and Vice-Chairman View the background to item 8. Minutes: This was added as an additional item of business, in order to formalise the position that, in order to maintain continuity, no change was intended to the positions of Chairman and Vice-Chairman. RESOLVED That Councillors David Marren and Peter Groves continue in their respective roles of Chairman and Vice-Chairman of the Sub-Committee.
9.	Next Meeting View the background to item 9. Minutes: RESOLVED It was agreed that arrangements be made for the next meeting to be held early in August.