Agenda and minutes

Attached.

Noted.

(Head of Research and Democratic Services)  To report the appointment of any substitute members for the meeting.

Noted that Councillor M Colling was attending the meeting as a substitute for Councillor J Demetriou.

(Head of Research and Democratic Services). To declare interests in any items on the agenda.

In considering whether to declare a personal or a prejudicial interest under the Code of Conduct, Overview & Scrutiny members are asked pay particular attention to paragraph 11 of the Code in addition to the more familiar requirements.

This requires the declaration of a personal and prejudicial interest in any matter before an OS Committee which relates to a decision of or action by another Committee or Sub Committee of the Council, a Joint Committee or Joint Sub Committee in which the Council is involved and of which the Councillor is also a member.

Paragraph 11 does not refer to Cabinet decisions or attendance at an OS meeting purely for the purpose of answering questions or providing information on such a matter.

No declarations of interests were made pursuant to the Member Code of Conduct.

(Chairman/Lead Officer) The Overview and Scrutiny Committee has agreed the Terms of Reference of this Panel and associated Work Programme. This is attached. The Panel are asked at each meeting to review both documents.

Noted.

(Head of Research and Democratic Services). To consider the attached report.

The Head of Research and Democratic Services presented a report reviewing the May 2006 local elections. This covered the electronic electoral pilot, turnout, polling stations, postal votes, spoilt ballot papers, police liaison, complaints the count and budget issues.

(a)        Ballot Papers

In relation to paragraph 21 (Spoilt Papers) it was clarified that around 20 papers were rejected at the election as they did not bear the official stamp. A Member urged that performance be improved in this area.

(b)       Count

The Panel expressed views on arrangements for the count for future elections.

Support was expressed for a larger venue and a centralised count. It was requested that refreshments be on sale at future counts. Agreed that further comments on this be submitted to the Returning Officer.

The Elections Officer advised that the emerging Electoral Administration Bill would introduce a new identification procedure for postal and proxy votes to be carried out at the count possible using a manual method or a computerised system. This was a further factor that should be borne in mind when determining count arrangements and could possible require a larger venue.

In relation to paragraph 30 (venue for the count) a Member expressed dissatisfaction  over the communication arrangements at Theydon Bois Village Hall. It was requested that steps be taken to ensure that those in the side hall were kept informed about announcements and results through signage.  The Returning Officer undertook to take this up.

It was suggested that the policy restricting candidates guests to partners only at the count be relaxed. Reported that this was electoral law which the Council was powerless to change and must adhere to.

(c)        Postal Votes

Reference was made to a past system in which  details of permanent postal voters were made available at an early stage. It was suggested that information on this could be obtained from other authorities.

(d)       Poll Cards

A Member requested that the circulation arrangements for poll cards be looked at to ensure all registered voters received one. He reported on incidences of non – receipt in North Weald.  A Member stated that similar complaints were also made in Shelly Ongar. It was agreed that these discrepancies be looked into and that any other occurrences be reported back. It was suggested that steps be taken to ensure voters were aware that they could still vote without a card.

It was suggested that information be placed in the Forester and the local Guardian Newspaper detailing wards up for/ not up for election at each forthcoming election.

The Returning Officer undertook to take these issues up.

(e)            Polling Stations

In relation to alternative venues, a Member stated that the Community Centre at Saxon Way in Waltham Abbey was an unsuitable alternative to the Breach Barns portacabin as it was not serviced by the local bus route and suggested that the Town Hall be looked at as a possible alternative. Also suggested that the Boat Club in old Nazeing be considered as a station venue. Officers welcomed proposals  ...  view the full minutes text for item 14.

(Head of Research and Democratic Services). To consider the attached report.

The Panel were asked to consider the scope of the review to be carried out on the civic ceremonial.

The Panel were advised that any budgetary proposals would need to be prepared and submitted by September 2006 to be considered for the 2007/08 budget.

Several past Chairmen in attendance reported on their experience in office.

The 2005/06 Chairman, Councillor B Sandler, reported on practices elsewhere suggesting that consideration was given to increasing the civic car budget possible to cover all events, staffing support and the custody arrangements for the chain of office and other civic regalia.

Past Chairman Councillor R Morgan suggested that consideration could be given to the budget for the Vice – Chairman, some increases to the car budget possible through a relocation of existing resources and the provision of a safe at the Civic Offices for civic regalia.

Past Chairman Councillor D Kelly reported his views. Councillor Mrs S Stavrou, the current Vice – Chairman of Waltham Abbey Town Council reported on the expenses she had personally incurred to support her work.

The current Chairman Mrs A Haigh expressed a wish to see the function used to promote particular issues from a non political position for example women’s involvement in voting.

It was suggested that consideration be given to transferring funding away from the Council meeting refreshments budget funded through the Civic Budget to cover some of the areas possible more in need in the budget.

The Senior Democratic Services Officer highlighted a number of possible areas for consideration as part of the review such as:

(a)            exploring the nature of the current provision to identify whether it was spent effectively,

(b)        officer support especially at events

(c)        a criteria to determine use of the civic car

Agreed that a Portfolio of information be gathered on the following:

(a)        the current Chairman’s budget

(b)        historic information on support for civic events

(c)        the provision allocated to the Civic role at similar sized Councils in Essex.

It was also proposed that the taxation arrangements for the Chairman’s allowance be looked into to see whether a more favourable fee could be achieved.

Agreed that the arrangements for recognising retiring long service members be reconsidered.

Agreed that an informal Sub – Group open to all Members be set up to take on the review and an item be placed in the Members Bulletin.

The following Members undertook to become a Sub-Group Member:

Councillors Mrs A Haigh, R Church, M Colling, B Sandler, Mrs J H Whitehouse, D Stallan, R D’Souza, R Morgan.

(Head of Research and Democratic Services). To consider the attached report.

Noted that the review was considered at the last Local Liaisons Committee on 22 June 2006 where it was agreed that a more formal consultation with local representatives be pursued.

Noted that the Panel had supported a move to a three Sub – Committee system with a three weekly cycle. The main issues now were whether they should remain local in nature or replaced by general committees that considered applications as and when they became ready to speed up the decision making process at Committee and Membership principles for any changes.

A Member expressed concern about any move to a three committee system on the basis that it would increase the geographical area/population covered by each Sub – Committee diluting representation and mean that Members would have to travel longer distances for site visits especially in rural areas which was not practical. It would also not facilitate local democracy.  He referred to a five committee solution which he had devised to address these shortcomings.

Agreed that the Sub  -Committee should remain area based and that a three Sub – Committee structure with a three weekly cycle be pursued.

Agreed that a formal consultation be carried out with Local Council’s to ascertain their views on the principle of three areas sub-committees and whether these should remain local, areas to be grouped together and Membership principles.

Agreed that further consideration be given to the review at the 10 October 2006 mtg.

To consider which reports are ready to be submitted to the Overview and Scrutiny Committee at its next meeting.

Noted that there were no reports to be made.

The next programmed meeting of the Panel will be held on 7 August 2006 at 7.30 in Committee Room 1 and then on:

10 October 2006

4 December 2006

8 February 2007

2 April 2007

Noted that the next meeting of the Panel would be held on 7 August 2006 at 7.30 p.m in CR1.