Agenda item

We received an evaluation of the pilot arrangements that has been operating at North Monmouthshire (formerly Bryn y Cwm) Area Committee whereby the Area Committee has acted as the sole political structure to support joint working at a community level.

In March 2017, the local Authority approved the piloting of a new model in what was then called Bryn y Cwm, whereby Area Committees were to be retained as the sole structure to support joint working.

Area Committees should be citizen focussed and able to influence at the interface between strategic and local decision-making ensuring that resources are directed to local priorities.  The terms of reference include championing the area by raising issues of concern to residents, organisations and businesses with the County Council and other organisations, and influencing how services are delivered as well as spending plans for the area.  It should also support the co-development of area-based plans and respond to the issues and need of Monmouthshire’s Well-being Assessment and other key legislation and policies.

The criteria agreed at the outset of the pilot were:

·           The number of issues raised by the public appearing as an agenda item, and,

·           The resulting outcome from these.

·           The number of recommendations reported to the local authority by a County Councillor on behalf of the Committee; and

·           The number of representatives attending regularly from other Area Committees.

The evaluation concluded that the pilot has not succeeded when measured against the criteria established at the outset.  It is not making any measurable contribution at the interface between local and strategic decision-making.  However attendees welcome it as a forum for information exchange.

Options Appraisal

The options below are presented to inform debate and will be subject to decision at a future meeting of the County Council.

The broad options are:

             I.       Continue with the committee in its current form and extend this model to the other area committees.

            II.       Decommission the Area Committee model across the County.

           III.       Re-purpose area committees as a local information-sharing forum rather than a council committee.

          IV.       Extend the pilot for a further three months to allow democratic services committee to conclude its work on increasing involvement in local democracy.

Having received the report, the following points were noted:

·         We have not been good enough at letting the public know what the purpose of Area Committees are.

·         Some issues raised at a Select Committee should have been referred to the Area Committee, as the matter related to a local issue.

·         It was suggested that information regarding the purpose of Area Committees could be included within Council Tax bills when these are posted out to the community.

·         The Public Open Forum could be publicised at post offices and supermarkets.

·         Some Members considered that many people are only interested in attending the Area Committee when they have an issue to raise.

·         The public can also contact their local Councillor directly if they have an issue that needs addressing.

·         There is merit in keeping the Area Committee community based.

·         Holding meetings within the community away from Abergavenny Town has not led to an increase in the numbers of the public attending Area Committee meetings.

·         The public are discouraged from attending Area Committee meetings as they are not decision making bodies.

·         Area Committees are information gathering bodies. It was considered that the appropriate people are not in attendance at Area Committee meetings to provide answers to questions raised.

·         Not all of the community councils within the North Monmouthshire area send representatives to the Area Committee.

·         It was noted that the Area Committee should consider fewer but more substantial issues that affect the North Monmouthshire area.

·         The Area Committee is better at dealing with local issues rather than information gathering.

·         Regarding the lack of response to issues raised by the Highways Department, the Head of Policy and Governance stated that it would be beneficial if the information required was publically available. 

·         It was noted that the North Monmouthshire Area Committee comprises of three Cabinet Members who are well placed to answer questions raised.

·         County Council decides when Area Committee meetings are held, not the local community.

·         Abergavenny Chronicle could publish details of future Area Committee meetings but do not do this.

The Area Committee voted on the four options, noting that these options will be subject to a decision at a future meeting of the County Council.

I.          Continue with the committee in its current form and extend this model to the other area committees.   7 votes

II.         Decommission the Area Committee model across the County.   0 votes

III.        Re-purpose area committees as a local information-sharing forum rather than a council committee.  1 vote

IV.       Extend the pilot for a further three months to allow democratic services committee to conclude its work on increasing involvement in local democracy.  0 votes

The North Monmouthshire Area Committee supported Option 1 - Continue with the committee in its current form and extend this model to the other area committees.