Agenda item

Before a full discussion was had on this item the Chair provided background information. All Resident Forums would be debating the future of the Forums and be given the opportunity to discuss how the Council should be allocating Forum funds, monitoring and evaluating proposals and the process for that.

The process needed to be one proportionate to the proposal brought.

Discussion took place on the draft proposal form. This form was regarded positively. It was still a work in progress.

Residents were also invited to take and respond to three questions on yellow card. This consultation card had previously been shared and responded to by Wigston and Oadby Resident Forums. The deadline for the return of the responses to the three questions is; October 13^th 2017. Responses for collation are to be sent to the Community Engagement Officer at: veronika.quintyne@oadby-wigston.gov.uk.

 Following discussion residents are to note it was agreed that:

·         Funding applications could be in a range of £0 to £500 with use of a more simplified form.

·         Multiple funding applications for the same items and for the same sums should not be presented to the three forums.

·         Questions on making funding proposals should be placed with the Community Engagement Officer before the Forum meeting, and be placed on the agenda for discussion.

·         All groups requesting funding should have accounts,

Draft minutes be made ready within 10 working days and placed online within 15 working days. Minutes should not be verbatim but provide an essence of what was discussed with the actions.

Action:

Place matters arising within the minutes not the Chair`s Update for the next meeting.

A resident quoted a point made at the Wigston Forum, that Forums are different to Council meetings because there aren’t papers and recommendations.  The discussion is the key part of the meeting and the minutes should set out residents’ questions views and comments, otherwise it loses its democratic purpose.  Another resident pointed out that minutes need to be accurate so that people’s comments are not misconstrued by being recorded wrongly.  A motion was proposed that the Forum should have minutes with action points – not notes.  9 residents voted in favour of this. There were no dissenting votes.

·         It was requested by a resident that those who abstain in relation to a voting item should have their abstention counted.

A motion was brought to vote on not changing the terms of reference.

Councillor Boulter said that at the Wigston Forum the residents wanted the Terms of Reference kept.  A resident said that it is significant if Wigston wish to keep them as well.  Another resident said the Terms of Reference are simple, clear, and allow for discussion and for residents’ to express views.  Change could mean the Forums become less democratic.  A resolution was proposed that the Terms of Reference be kept unchanged.  12 voted in favour, with no votes against.

·         On the 2^nd and 3^rd page of the proposal form there should be no voting by people with a vested interest.

·         In the Capital Project Funding Guidelines, there should be a clear statement that people with a vested interest in an application for funds cannot vote on the proposal.

·         Funding should not be awarded every year to the same group.

·         Have fewer presentations.

·         The Community Engagement Officer do a headcount of all residents attending at the start of the meeting.

The Chair added that the Forum budgets were based on population size and Section 106 which for the future would come through money from the new homes bonus for top ups.

A proposal was put forward that no funding proposals should be agreed until a common framework for applications, including written ones and an evaluation is in place and agreed. No resident spoke against the proposal. Following a vote with a show of 13 hands, the proposal was carried. 

Action

A process for requesting urgent grants is to be written into the funding criteria.

Action

Place as standing agenda items for discussion; planning, planning implications and Council Tax.

Action

Advertise the Forums in the Letterbox magazine, the library and in local meeting places and business, but not in political party magazines or newsletters.

A number of residents asked about the chairing of South Wigston Forum as the Council had agreed Forums could be chaired by any Councillor, and the view was expressed that residents should have a say.  Senior management had told residents the Leader could not Chair the Forum because of Conflict of Interest.   John Boyce confirmed that he was Chair for that meeting but would not be Chair in the future. He confirmed no conversation had been had in the Council as to who should chair the Forum meetings.  This discussion will include resident choice.

Action

The Chairmanship of the Forum with a solution or process is to be placed on the agenda for November.