Contact:        Philippa Penney

Direct Dial:   01275 884010


Date:              14th March 2016














Dear Sir or Madam


Community and Corporate Organisation Policy & Scrutiny Panel

Tuesday, 22nd March 2016, 2.30 pm, Kenn Room, Town Hall


A meeting of the Panel will take place as indicated above.  The agenda is set out overleaf.



Yours faithfully





Head of Legal and Democratic Services





To:       Members of the Panel




Terry Porter (Chairman), Jan Barber (Vice-Chairman), Mark Canniford, James Clayton, Sarah Codling, Peter Crew, Bob Garner, John Ley-Morgan, Richard Nightingale, Jerry O'Brien, David Oyns, David Shopland


This document and associated papers can be made available in a different format on request.








1                    Apologies for Absence and Notification of Substitutes

2                    Public Discussion (Standing Order SSO 9)

To receive and hear any person who wishes to address the Panel.  The Chairman will select the order of the matters to be heard.


3                    Declaration of Disclosable Pecuniary Interest (Standing Order 37)

A Member must declare any disclosable pecuniary interest where it relates to any matter being considered at the meeting. A declaration of a disclosable pecuniary interest should indicate the interest and the agenda item to which it relates. A Member is not permitted to participate in this agenda item by law and should immediately leave the meeting before the start of any debate.


If the Member leaves the Chamber in respect of a declaration, he or she should ensure that the Chairman is aware of this before he or she leaves to enable their exit from the meeting to be recorded in the minutes in accordance with Standing Order 37.


4                    Minutes

Panel Meeting – 22nd September 2015, to approve as a correct record (attached)


5                    Matters referred by Council, the Executive, other Committees and Panels      (if any)

6                    Community Access Review – Presentation from the Assistant Director of Operations, Development and Environment

Please refer to the report considered by the Executive on 8th December 2015 as agenda item 9, to which Minute reference EXE 59 refers


7                    North Somerset Council’s website – Demonstration by the Digital Communications Officer

Overview and initial feedback following the launch of the new website


8                    Corporate Customer Services – Introduction to the team and main areas of responsibility (attached)

Interactive session hosted by the Customer Services Manager.  Customer Services briefing sheet attached

9                    Discretionary Rate Relief Policy implementation

Please refer to the report considered by the Executive on 2nd February 2016 as agenda item 19, to which minute reference EXE 89 refers.  An oral update will be provided on the approach and timings to be adopted by the Business Rate service in inviting and assessing applications against the agreed policy


10               Member Ways of Working – including the Panel’s Work Plan (attached)

Reviewing work progress since the decision of Council on 29th September 2015 (agenda item 18), to which minute reference COU 63 refers.  To include progress on the work plan and current areas of investigation





Exempt Items


Should the Panel wish to consider a matter as an Exempt Item, the Panel will be invited to pass the following resolution –


“(1)      That the press, public, and officers not required by the Members, the Chief Executive or the Director, to remain during the exempt session, be excluded from the meeting during consideration of the following item of business on the ground that its consideration will involve the disclosure of exempt information as defined in Section 100I of the Local Government Act 1972.”


Also, if appropriate, the following resolution should be passed –


“(2)      That members of the Council who are not members of this Panel be invited to remain.”


Mobile phones, PDAs and other mobile devices


All persons attending the meeting are requested to ensure that these devices are switched to silent mode. The chairman may approve an exception to this request in special circumstances.


Filming and Recording of Meetings

The proceedings of this meeting may be recorded for broadcasting purposes.

Anyone wishing to film part or all of the proceedings may do so unless the press and public are excluded for that part of the meeting or there is good reason not to do so, as directed by the Chairman. Any filming must be done as unobtrusively as possible from a single fixed position without the use of any additional lighting, focusing only on those actively participating in the meeting and having regard to the wishes of any members of the public present who may not wish to be filmed. As a matter of courtesy, anyone wishing to film proceedings is asked to advise the Chairman or the Head of Legal and Democratic Service’s representative before the start of the meeting so that all those present may be made aware that it is happening.

Members of the public may also use Facebook and Twitter or other forms of social media to report on proceedings at this meeting.


Emergency Evacuation Procedure


ON HEARING THE ALARM – (a continuous two tone siren)


Leave the room by the nearest exit door.    Ensure that windows are closed.


Last person out to close the door.


Do Not stop to collect personal belongings.

Do Not use the lifts.

Follow the green and white exit signs and make your way to the assembly point.

Do Not re-enter the building until authorised to do so by the Fire Authority.

Go to Assembly Point C – Outside the offices formerly occupied by Stephen & Co


Agenda Conference


The Chairman, Vice-Chairman and Officers

The agenda conference will be held on 22nd March 2016 at 1.30pm in the Kenn Room.