Agenda item

5.1

The Committee received Public Questions from two members of public, prior to the meeting. Both members of the public were in attendance to raise their questions.

5.2

Mr Alan Kewley

Why had the two previous Governance Committee meetings been cancelled?

The Chair (Councillor Julie Grocutt) explained these meetings were provisional and would have been used if the Committee needed more time to discuss issues in the lead up to Annual Council.

Where did scrutiny fit in to the new Committee System?

The Chair explained the intention was that scrutiny style discussions took place in Committees as these were all politically proportionate. This allowed for cross party discussions in meetings before making decisions.

Could the start time of meetings be adjusted as morning meetings were difficult to attend for members of the public.

The Chair explained that Members had other commitments which had to be considered. There was a calendar of meetings approved by Full Council for the 2022/23 municipal year

How can Council meetings be made more user-friendly to encourage more 'grass-roots' participation and provide more 'bottom-up' feedback to the Council's new Governance Committee. Those who attend a Public Meeting should be invited to submit a simple Feedback Form, to summarise their general impression, and suggest any improvements.

The Chair stated that the Governance Committee did a lot of listening last year during the design process and that the Committees ears had not closed now that the new system was in place. The Committee would welcome ideas and reflections to feed into the six-month review as per item 7 on the agenda. A key part of planning for that review was deciding how to bring in the voice of residents and stakeholders. The Chair added that  item 9 on the agenda also covered how the Council would continue thinking about the bigger picture around public participation.

Mr Kewley attended the Council's special meeting on 23-March, and submitted a Public Question.  The reply indicated that this Governance Committee would monitor our new Local Area Committees, which were now in operation but still subject to review. Item 7 on this agenda involves the Review process, but how can we be sure that all interested parties are involved in this.

The Chair explained the Governance Committee will be monitoring the governance of the Local Area Committees (LACs), including how they fitted in with the new policy committees from a process point of view.

The report began to deal with Mr Kewley’s question at paragraph 4.7 of item 7. Part of the Committee’s work is to review all of our processes from November so that the Council can be confident that people are able to contribute.

The Chair again referred to item 7, on the Strategy and Resources Policy Committee agenda from 31 May this year, the report called ‘Our Sheffield: The Year Ahead’. Section 11 of that report was about the ‘opportunity to further develop our approach to devolution and community empowerment’. It said that ‘the Council’s longer-term approach to devolution of powers [to Local Area Committees] and funding of these structures’ were among a number of unresolved issues which could be addressed this year.

Councillor Mary Lea added that LACs were still evolving and would continue to develop with time. It was mentioned that the South LAC was piloting a hybrid meeting, which would allow for participants to attend remotely.

Mr Kewley also made comments on the Council’s webcasting system. He mentioned the sound quality was poor when viewing live or recorded meetings from home.

5.3

Nigel Slack

Nigel Slack had previously requested that the Strategy & Resources Policy Committee looked at adding ‘A review of the Election Cycle’ to their workplan. To consider whether the introduction of ‘All out Elections’ would be a better fit, as suggested by evidence taken in the Transition design process, for the new Committee Structure as well as saving money. Mr Slack said that he was yet to receive a response to the cost per annum of the current ‘Election by Thirds’ approach and the comparison to ‘All out Elections’.

Therefore, could the Governance Committee respond to that query and also comment on whether they would be willing and able, either if tasked by the Strategy and Resources Policy Committee, or on their own decision, to undertake that review.

The Chair explained she would follow up the on the above, with the Strategy & Resources Policy Committee.

Can Council, over time and with the guidance of the Governance Committee, produce some guidelines for members of the public about when issues they wish to ask questions on move from one Committees remit to another.

It was mentioned that at the previous Transport, Regeneration and Climate Policy Committee, Mr Slack asked a question that he presumed to be in their remit, as it was an issue on a new development on Chapel Walk that was clearly a danger to residents and public. However, at some point this became an issue for the Housing Policy Committee.

Can the Committee identify at what point this happens and how this type of confusion can be better handled for both staff and the public, to help prevent problems in the future.

The Chair explained that this process could be clearer, and that Committees would look at processes around this.

The Chair thanked Mr Slack for attending to meeting and raising his questions.