Agenda and minutes

(Director of Governance)  To report the appointment of any substitute members for the meeting.

The Panel noted there were no substitute members appointed for this meeting.

(Director of Governance). 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.

There were no declarations of interest pursuant to the Council’s Code of member Conduct.

To agree the notes of the meeting held on 20 April 2015. (attached)

The notes from the 20 April 2015 meeting were agreed as a correct record subject to the removal of ‘for the remainder of the municipal year’ from the resolution of the appointment of Chairman and Vice-Chairman.

The Chairman sought agreement from the Panel to continue their membership till the completion of the Task and Finish Panel in October 2015 with the removal K Adams, who was not re-elected on 7 May 2015.

Agreed that membership for the Task and Finish Panel would be proposed for the 2015/16 annual year.

To agree the revised Terms of Reference as attached.

The Panel considered its Terms of Reference, as agreed at the last meeting and the Chairman requested that point 3 be split into two.

Agreed that point 3 be split into two as follows;

“3. To consider feedback from local schools and other partners in respect of the work of the Youth Council.

4. To include a London authority and a comparative District Council in Essex.”

Youth Councillors Jaymey McIvor and Matthew Tinker to provide a presentation on the work of the current Youth Council over the last 12 months and an overview of work previously undertaken by Youth Councillors.

Matthew and Jaymey gave a presentation regarding the current Youth Council 2014-16 and their predecessors with their achievements over the last seven years. (attached)

Councillor Butler praised the Youth Council and their achievement.

Councillor Mohindra asked for details on the Volunteering day organised for August 2015. Jaymey advised that it would be held in the Summer Holidays and details would be passed onto Councillor Mohindra via email.

Councillor Surtees asked the Youth Councillors whether they felt the Youth Council reached out far enough to young people in rural areas of the District.  Jaymey advised that the Youth Council had completed a mapping exercise of youth services and groups across the District which mapped the youth services, clubs and groups. He also acknowledged that the secondary schools were very influential. The  Youth Council also used social media to reach out to young people all over the District and this was a very effective tool.

Councillor Surtees advised that the work being done by the Youth Council was impressive but commented that perhaps the wider community, in particular adults might not be aware of the Youth Council. Matthew advised that the Youth Council had been advertised through the Forester, which had been available to all residents, they likewise engaged in local press releases and had webpages dedicated to the Youth Council through the District Council website. The Youth Council had also used external funding to provide Intergenerational days for sheltered housing residents around the District, which allowed Youth Councillors and residents to socialise, with donations collected by the Youth Council from the Local community. Jaymey suggested that further promotional flyers and posters could be placed in sport centres and libraries around the District, although Epping Sports centre were already displaying a Youth Council board. The Panel also suggested that Town and Parish Councils could be contacted as well.

Councillor Murray enquired how the Youth Council received feedback from young people. Matthew advised that Youth Councillors were available to be contacted through email, Facebook, Twitter and suggestion cards in schools. An example of how this worked was when Matthew received a suggestion cards asking for advice on Stress. This was then followed up by Stress awareness posters being displayed in schools, assemblies and receiving feedback from pupils within the school directly. Jaymey gave another example with a problem raised at St John’s School regarding transport. This enabled the Youth Council to Mystery Shop different buses routes and companies in the District and feedback to Essex County Council (ECC). The feedback resulted in visual changes to the bus time tables, which were easier to read and similar to tube maps.

The Panel asked about the security and confidentially of the suggestion cards. Jaymey advised that all information from suggestions cards was dealt with confidentially and that the Youth Councillors had received training on this matter. The issues raised would be handed over to officers and discuss at full Youth Meetings, if appropriate to work out a solution. The location of the boxes differ depending  ...  view the full minutes text for item 10.

To receive feedback from the recent questionnaire circulated to local schools in the District.

The Chairman advised the Panel that half of the questionnaires sent out to the local schools had been received back and copies were handed out to Members at the meeting. The Panel decided that the information should also be circulated to Members of Panel not in attendance and that they would consider the comments at the next meeting. It was also noted that mainly Head teachers had taken the time to complete the questionnaires.

The Community, Health & Wellbeing Manager advised that any other questionnaire’s received back before the next meeting would be scanned and sent out to the Panel.

Agreed that the questionnaires responses from the remaining schools would be emailed immediately onto Panel Members and members would consider the responses for the next meeting.

To discuss information required for the next meeting.

The panel discussed the business required for the next two meetings held on 22 June 2015 and 8 July 2015.

Agreed that;

1.            On the 22 June 2015 the Panel would consider the following items;

·         Finance of the Youth Council;

·         Feedback from the school Questionnaires;

·         Comparisons from a London Authority and similar District Council in Essex;

·         Feedback on other Youth Councils.

2.            On the 8 July 2015 the Panel would consider the following items;

·         The wider Youth Strategy and engagement undertaken by the Council; and

·         Essex County Council services for young people.

Members are asked to consider the proposed future dates for the next three meetings;

·         Wednesday 8 July 2015;

·         Monday 13 July 2015;

·         Monday 10 August 2015;

·         Tuesday 11 August 2015;

·         Monday 14 September 2015; and

·         Thursday 24 September 2015.

The Panel discussed the alternative dates suggested.

Agreed that future dates for the Task and Finish Panel were;

·         Wednesday 8 July 2015;

·         Tuesday 11 August 2015; and

·         Monday 14 September 2015.

To note that the next meeting will be held on Monday 22 June 2015 at 19.00 in the Council Chamber.

The Panel noted that the next meeting would be Monday 22 June 2015 at 19.00 in the Council Chamber.