Agenda item

Report of the Town Clerk.

The Committee considered a report of the Town Clerk relative to their terms of reference and frequency of meetings.

A Member referred to the fact that the Committee’s 2017 terms of reference had referred, at paragraph (f), to its role as ‘Lead Local Flood Authority’. He questioned the rationale behind the removal of this. The District Surveyor confirmed that he continued to sit on the flood risk authority and that he believed it to be correct that this continued to be part of the Committee’s remit. The Town Clerk undertook to look in to this matter and report back to the Committee.

In response to the existing terms of reference and whether or not Officers were satisfied that these remained appropriate and minimised any ‘overlap’ with the work of other Committees, the Chairman clarified that much of what was captured were statutory responsibilities and also that there was some shared responsibility on certain matters with the Port Health and Environmental Services Committee. He added that whilst there shouldn’t be any duplication, this Committee appointed two Sub Committees – Streets and Walkways and Local Plans – which dealt with the minutia of some of the issues that were brought to the grand Committee.

With regard to the frequency of meetings, Members were content to proceed with meetings taking place every 3 weeks. A Member questioned the timing of meetings going forward and suggested that it might be more appropriate for future meetings dealing with residential applications to take place in the late afternoon/evening so as to encourage and facilitate attendance from local residents themselves. The Chairman stated that this would be a matter for his successor to consider alongside Officers. Some Members objected to the suggestion stating that they frequently had other City Corporation related commitments in the evenings. It was also highlighted that evening meetings made travelling home difficult for those Members who did not live locally.

A Member clarified that residents were able to make written representations regarding applications and could supplement this by also attending meetings if they so wished. It was noted that resident attendance at daytime meetings at which they had an interest had never previously been an issue. It was further noted that rooms within the Guildhall complex were frequently hired externally during the evenings as a means of income generation. 

Members requested that future terms of reference reports clearly identified any changes from the previous year. The Town Clerk undertook to action this going forward.

RESOLVED – That:

a)    Subject to clarification from the Town Clerk regarding the Committee’s role as Lead Local Flood Authority (and the inclusion of this in the terms of reference submitted to the Court of Common Council if necessary), the terms of reference of the Committee, be approved;

b)    Any further changes required in the lead up to the Court’s appointment of Committees be delegated to the Town Clerk in consultation with the Chairman and Deputy Chairman; and

c)    The Committee’s frequency of meetings remain unchanged.