Agenda and minutes

The Chair welcomed those present, and introductions were made.

Apologies were received from Councillor Brown, who was substituted by Councillor Clark.

There were no declarations of interest.

Up to 30 minutes is allowed for this item.

Any member of the public or councillor may participate in Public Forum. Public Forum items must relate to the remit of the Review Group and should be addressed to the Chair of the committee.

Members of the public who plan to attend a public meeting at City Hall are advised that you will be required to sign in when you arrive. Please note that you will be issued with a visitor pass which you will need to display at all times.

Please also note:

Questions

1.           Written public questions must be received by 5.00 pm, at least 3 clear working days prior to the meeting. For this meeting, this means that questions must be received at the latest by 5.00 pm on Friday 22^nd November. Please email questions to democratic.services@bristol.gov.uk

2.           Any individual can submit up to 3 written questions.

3.           Written replies to questions will be available on the Council’s website at least one hour before the meeting.

4.           At the meeting, questioners will be permitted to ask up to 2 oral supplementary questions.

Statements

1.           Written statements must be received at latest by 12.00 noon, at least 2 working days prior to the meeting. For this meeting, this means that statements must be received at the latest by 12.00 noon on Monday 25^th November. Please email statements to democratic.services@bristol.gov.uk

2.           Statements, provided they are no more than 1,000 words in length, will be circulated to all group members and will be published on the Council’s website at least one hour before the meeting.

Petitions

1.           Details of the wording of any petitions, and the number of signatories to petitions must be received at latest by 12.00 noon, at least 2 working days prior to the meeting. For this meeting, this means that petition details must be received at the latest by 12.00 noon on Monday 25^th November. Please email petition details to democratic.services@bristol.gov.uk

2.           At the meeting, individuals presenting petitions may be required to read out the objectives of the petition.

When submitting a question or statement please indicate whether you are planning to attend the meeting to present your statement and/or ask your question.

The following public forum was received for the meeting.

Question PQ01 Dan Ackroyd

Statement PS01 Dan Ackroyd

The Chair provided a verbal response to PQ01 – highlighting the various definitions of good scrutiny, including the ability to act as a ‘critical friend’ and undertake policy development. It was noted that the Committee Model Review Group had committed to reviewing how well the functions of scrutiny were operating now that it was embedded into the Policy Committees.

The Chair then provided a response to the second part of the question, which was regarding consultation commenting that it was vital for the Council to seek public views as part of the formal decision-making process.

The public forum statement was noted.

Members considered the information provided, noting the Membership, Chairing arrangements and Terms of Reference. The dates of meetings were approved subject to additional slots being added if required. Additional points made were as follows:

• The Review Group confirmed that whilst the Work Programme was agreed in principle since many of the topics overlapped it was important to agree that the final recommendations arising from the review could not be made until the end of the process.

• The Review was provisionally due to report its recommendations to Full Council in May 25, but this date could be postponed if required. An area of work that may require in-depth discussion was Area Committees. Since the Area Committees would be established in December 24, this topic would need to be taken later in the review process.

• Discussion was had around Public Forum, and the balancing act of giving residents adequate time to submit public forum, but also for officers to manage the administration process, and Members to review before a committee. It was agreed that this area would need to be given careful consideration in due course.

• Members discussed the Escalation Panel, noting the need for this Group to review the process in further detail.

• The role of Councillors fulfilling different duties should be clarified, including Vice Chairs

• It was agreed that officers would collate all information from the work of the Committee Model Working Group, for Members to access and review, including the public engagement tool kit for Members.

RESOLVED:

• That the Membership of the Review Group for the 24/25 Municipal Year be noted.

• That the Full Council appointments of Councillor Poultney and Councillor Eddy be noted.

• That the Terms of Reference that were approved by Full Council be noted.

• That the schedule of meetings be approved by the Committee subject to the addition of further sessions as required.

• That the Work Programme be approved by the Committee, subject to any changes that were required as the Review progressed.

The Director of Legal and Democratic Services introduced the report and highlighted key points for Members. The following points arose in the ensuing discussion:

• Obtaining feedback from internal and external partners would be a critical part of the review process.

• Improving and maintaining transparency was a key principle of the Committee Model.

• There were currently differing approaches taken in various Policy Committees and introducing more uniform standards may be helpful.

• Some Councillors were finding the time commitment required for them to participate in the Committee Model difficult to manage due to other responsibilities such as caring or employment.

RESOLVED: That the report be noted.