Issue - meetings

Following adjournment at the Council meeting on 14 September 2023 (Minute No. 246 refers, Minute extract enclosed), to resume debate on the report of the Director of Strategy and Resources (copy enclosed).

Members were reminded that this item of business had been adjourned from the last meeting of the Council (14 September 2023).  The related report and an extract from the Minutes of the September meeting were attached to the agenda for Members’ reference.

The report sought Members’ review of the South Eastern Area Planning Committee (SE) running from Burnham-on-Crouch Town Council (BTC) offices along with options for the future set up of these meetings.

Prior to Members resuming their discussion on this item of business the Director of Strategy and Resources provided a detailed update which included:

·                  details of the two SE meetings that had taken place since the last Council meeting and how live streaming of these meetings had not been possible.

·                  the IT resources, both inside and outside of working hours, that had been diverted from other projects to try and resolve the issues relating to SE meetings.

·                  at the last Council meeting Members had reported that BTC were due to update broadband etc., but to date this had not taken place.  However, should the broadband issues be addressed there was still a requirement for local support and the Director reported that had been advised this was not the plan for BTC IT.

·                  the poor service currently being given to both residents and Members.

The Director drew Members’ attention to section 3.8 of the report which set out three options for Members’ consideration.

Councillor V J Bell, Chairperson of the SE advised that she had that afternoon received an update from BTC.  She informed the Council that BTC had now commenced with work to upgrade the internet and if it was not in place for the December SE meeting it would be for the January 2024 meeting.  The update from BTC included a cost saving of £60 on the room hire, which would remove the provision of a member of BTC staff to open up for the SE meeting etc.  Councillor Bell proposed that in light of this information, the importance of democracy and the need to keep the meetings locally, evidenced by the number of people attending, that the Council should agree Option 2 as set out in the report.  This was duly seconded.

In response the Director commented that the information from Councillor Bell was not consistent with the latest information received by Officers.  He was only able to present in respect of the latest information available to Officers.

A lengthy debate ensued during which a number of Members supported Councillor Bell and SE meetings remaining at BTC offices.  However some concerns were also raised regarding the ongoing costs and quality of streaming available to the public. 

In response to a question regarding the additional £45,000 per annum detailed in the budget and resources required for option 2 (as set out in the report), the Assistant Director – Resources explained the make-up of the cost which had been based on the number of hours of IT expertise provided for recent SE meetings.  She suggested that should Option  ...  view the full minutes text for item 365

Following adjournment at the Council meeting on 14 September 2023 (Minute No. 246 refers, Minute extract enclosed), to resume debate on the report of the Director of Strategy and Resources (copy enclosed).