To consider future working arrangements for Member involvement in the plan preparation process and related housing and transportation strategy documents.

The Committee received a report from the Director of Sustainable Communities that outlined proposals for future working arrangements for Member involvement in the plan preparation process and related housing and transportation strategy documents.  The Director commented that a single Development Strategy for Central Bedfordshire would be prepared for adoption in 2014.  The process of public consultation required throughout the development of the Strategy was extensive.  Attention of Members was drawn to the legal implications outlined in the report.

Councillors sought clarification on issues relating to expediency, the role of Town and Parish Councils and whether all Councillors would be able to attend Sub-Committees, informal Task and Finish groups or Member briefings.  A Member also commented that a large workload had been undertaken by the previous Task Force and whatever option was chosen there would be a considerable amount of work to be carried out.

Councillor Zerny stated that meetings of all Task and Finish groups should be open to the public to inform discussion and provide evidence. It was also commented that all Members should be able to attend meetings of Task and Finish groups.

In response the Director commented that formal sub-committees, Overview and Scrutiny Committees and Member briefings would be open to all Members of Central Bedfordshire Council.  Decisions could only be taken by the Executive or in some cases Full Council.  Under options A or B every issue would be considered by Members twice.  Visits would continue to be arranged for Members under any of the options.

In response to the report and the issues raised by other Members the Committee raised and discussed the following issues in detail:-

·                    A considerable workload would be involved in producing a Development Strategy.  Member briefings would assist in the explanation of documentation and help Members understand key issues.  If the Committee resolved to approve option C a considerable amount of work would be undertaken by the OSC that would have previously been undertaken by the Task Force.

·                    Extensive public consultation was required to develop a strong evidence base for the Development Strategy.

·                    The importance of the public being able to contribute and the need for Members to lead the process of producing a Development Strategy.  It was important that whatever option was chosen Members could call on witnesses as they felt appropriate.  The public and press could be excluded from meetings under the provisions of the Local Government Act if exempt information was likely to be disclosed.

·                    Inadequate levels of public or Member engagement in the production of the Development Strategy would likely result in the Strategy failing at the Examination in Public.

·                    Meeting in private allowed the previous Task Force to discuss sensitive issues freely without creating undue distress as a result of media coverage.

·                    There might not always be adequate time in Member Briefings to discuss all of the issues that Members wanted to discuss.

·                    Option A would lead to a considerable amount of duplication as issues would be considered by Members twice.

·                    The importance of the Development Strategy being considered in a holistic way and not segregated into sections or areas.

Cllr Williams proposed (and was seconded) the following motion for approval by the Committee:-

To form an informal group made up of all Members, meeting in private, to receive and digest officer reports and be able to call in relevant witnesses to gather information and take it back to the relevant Overview and Scrutiny Committee, which would debate and discuss information outlined in public.

In debating this proposal Members discussed the legal implications of their decision and what formal record might result from the Member briefings outlined in option C.  Members also discussed access to private meetings for the public, other Central Bedfordshire Councillors and witnesses.

Following debate Cllr Williams withdrew his motion and Cllr Mrs R Gammons proposed (and was seconded) the following motion:-

That the Overview and Scrutiny Committee receives officer reports directly but preceded by Member briefings open to all Members as considered expedient including the calling of witnesses as deemed appropriate.

RESOLVED

That the Overview and Scrutiny Committee receives officer reports directly but, when considered expedient,  these meetings will be preceded by Member briefings open to all Members including the calling of witnesses as deemed appropriate.

(Councillor Murray requested that his vote against this resolution be recorded).

(Note: the Committee adjourned for a short break from 11.30am and reconvened at 11.45am)