Ward 9 Forum, 2 April 2008: Appendix 1
Areas for Discussion – 2nd April 2008
What is the purpose of Ward Forums?
Is this clearly defined and does everyone know what the purpose and remit is?
LC gave a comprehensive outline of the background to Ward Forums for all present and referred to the circulated summary document outlining the purpose and function of Ward Forums.
Meeting frequency and venues
How often should Ward Forums be held and at what time?
It was agreed by all that the Forum should be held every 6 weeks on Wednesday evenings and that the start time be kept as 7.00 pm. All present were happy with this arrangement and did not wish to move to either daytime or weekend Ward Forums.
Should they be held in each of the communities in the Ward?
It was agreed that the Forum would rotate round each of the communities in the Ward.
If so, where should they be held in each of the communities?
Dingwall – Council Offices
Maryburgh – Amenities Hall
Conon Bridge – Church Hall
Muir of Ord – Pavilion
Mulbuie – School/Hall
Layout of meeting
Is there a better way of setting up the meeting?
All present felt that the current layout worked well.
Should refreshments be offered?
It was agreed that there would be no refreshments.
Chairing of the meetings
Members currently chair the Ward Forum in rotation. Is this the best format? Or should the Chair rotate round the Ward Community Councils and the Members?
It was unanimously agreed by the CC’s present that the Members continue to chair the Forums and that this happen in rotation. Further discussion resulted in the agreement that if a Forum Topic related to a particular specialism or committee Membership that the Member concerned would chair that meeting.
Agenda Items
In addition to the regular scrutiny of Highland Council Services, Community Safety issues and consultation item, what other items should regularly appear on the agenda?
We need to ensure that the agenda is relevant to the Ward Communities.
It was agreed in addition to relevant scrutiny information, that key subject topics that were current and relevant for the Ward communities would form the agenda and that this would be agreed at each Forum prior to the next. All present felt strongly that they did not wish to have scrutiny information produced purely for reporting purposes. It was more relevant for the key topic to have relevant and supporting documentation and that this was how information should be provided .
What is the best way to publicise the Forums?
Ward Forums are currently advertised through public notices in local press and through posters. Press releases are also send regularly to local newspapers. Is this the best way to publicise the Forum? What other methods could be used?
It was unanimously agreed by all that locally produced community newsletters should highlight Ward Forum information to take it directly into the community. Using the Highland Council website and using any community websites was agreed. More extensive use of posters and for these to go into schools was suggested. Colin Craig suggested the Moray Firth Radio community pages. LC outlined that public notices were used and that press releases did go to local papers. DC queried the cost of public notices and the value of these. LC to check if required or not. CC’s also to publicise the Ward Forums and to report back on discussion and decisions at Community Council meetings (suggestion that Ward Forum be a standing item on CC agendas).
What is the role of the Community Councils?
Is this clear or does this still need to be defined?
It was felt that roles were still being developed but that the opportunity presented by the Ward Forum structure for communities, through their Community Councils, to now have a more formalised ‘voice’ was a significant and valuable step forward.
Regular feedback from Ward Forum attendees
A wide ranging review of Ward Forums is currently underway. Should there also be a feedback mechanism for attendees of the Forum in order get the wider view on how the Forums could develop?
All present felt that there was ample opportunity to feed back any issues, concerns or suggestions through the Members or the Ward Manager but agreed that a feedback form could be useful for members of the public.
How do we get more members of the public to attend the Forums?
Public participation at Ward Forums is welcomed, and to be encouraged. What views are there on how better attendance could be achieved?
All agreed that the Forum should continue to be subject led and that if necessary specialist speakers should attend to bring more to discussions on Ward issues. All felt that certain topics would attract larger attendances but that the important focus was on the Forum membership and their participation. All present felt that the success of the Forum was not determined by the volume of public attendance. It was the quality of the discussions and the actions arising from those discussions that would bring positive developments to communities. The point was made that communities were represented by their Community Councils.
How do we encourage other agencies to attend the Forums and which agencies should be invited to attend?
NHS, SNH, SEPA. Scottish Water, LEC for example?
It was felt that agencies should not attend purely for attendance sake. It would be more appropriate to have key agencies at specific meetings depending on the subject.
How do Ward Forums relate to Community Planning
It would be helpful to consider this when Community Planning is back on the agenda.
It was strongly felt that the whole community planning process needed to be demystified and that it should feature soon as a Forum key topic. DC felt that there was no community in community planning and that this needed to be addressed.
How can we ensure that we address the Community Engagement Standards when holding Ward Forum meetings?
The Community Engagement Standards were adopted at the first Ward Forum. How do we ensure that they are being used effectively?
It was agreed that this should sit with the Ward Manager.