Agenda item

Report RCC06 Head of People, Projects and Performance.

(Enclosure)

Recommendation:

The PDG notes the activities to date in respect of consultation and supports the formation of a citizens’ panel to further develop the council’s processes.

The proposed citizen’s panel to have the following characteristics:

·             A minimum of 500 members but costs to be obtained for up to 1000 members

·             Membership to be representative of our local community

·             Replenishment of a third of the panel annually (thereby ensuring regular turnover)

·             A reserves list holding the personal details of those wishing to join

·             Database to include details on how members of the panel prefer to be contacted

·             A dedicated area of the website to be made available to promote future topics and provide feedback  from consultations already undertaken

·             Quotes be obtained from external providers for setting up, maintaining and refreshing a citizens’ panel with separate prices for each element thereby allowing us to pick and choose according to our requirements

·             The consultations using the citizens’ panel to be carried out in house

Members had been circulated with report RCC06 which gave an update on current consultation activities and also the implementation of a Citizens Panel.  It also addressed action points raised at the previous meeting in connection with parish cluster maps, the results of consultation undertaken with parish councils and the number of enquires that had been received by the respective heads of service responsible for each parish cluster.  The main part of the report dealt with the formation of a Citizens Panel.

Sue Griffiths the Head of People, Projects and Performance said that there were a number of parishes who had yet to respond to a letter sent to them in August asking them to identify areas of concern for their local area.  A list of those who had responded and their concerns had been appended to the report for Members information.  A hard copy and an electronic copy of the cluster map showing which parish came under which area had been circulated and a further appendix attached to the report detailed the number and nature of enquires received by cluster heads from Parish Councils both of which had been asked for at the last meeting of the PDG.

She then spoke about the implementation of a Citizens Panel which was a large demographically representative group of citizens who had agreed to participate in consultation activities.    They were used by local councils to consult on major issues that affected the area and provided regular and accessible feedback on the attitudes and perceptions of local people.  Citizens Panel’s had been around for about 10 years and one of the advantages of having a Citizens Panel was that overtime they became an informed group who kept up to date with the work of the council and therefore were ideal to consult with.

The report detailed how the panels were established, the number of Members, the communication methods used, frequency of consultations, costs and feedback and provision of relevant information to the panel.  North Kesteven had a panel in place and felt that the investment was worthwhile as Councils had difficult choices to make and having an informed panel to help contribute to those decisions helped.  It was proposed to use an external company to set up the Panel but the Panel would be run internally by the Communications Section who had a wealth of knowledge and experience in connection with surveys, questionnaires and consultation processes.  There would be the initial investment costs with smaller costs in the future to refresh the panel.

A discussion followed with Members putting forward suggestions and comments about the number of consultations, the method of consultation, written, electronic, telephone or face to face.  Mrs Wyles said that when the consultee agreed to be part of the Panel they would stipulate how they wished to be contacted.   A question was asked about the costs involved and whether or not these had been budgeted for. The Head of Finance, Mr Wyles replied that if the issue was supported by the PDG then there was money available from underspends that could be used to get the project underway.  A further question was asked about why an external company would be used. Mrs Griffiths replied that they had the expertise on how to recruit the right people for the job.  The Panel would complement the existing consultation processes and help broaden it, it would improve the way in which we consult with our residents and give a much more representative view.

Further comments were then made about costs and the refresh period to which Mrs Griffiths replied following which it was agreed to support the proposal for a Citizens Panel.