Issue - meetings

To consider options for future meetings of Tonbridge Community Forum and Parish Partnership Panel.

Following a review of the operation of the Tonbridge Community Forum, as recommended by the Overview and Scrutiny Committee, the report of the Chief Executive set out a number of options for consideration.

Due regard was given to the views of existing members of the Forum on the current venue, style and format of the meetings as detailed in Annex 2.  It was evident that there was a preference for in-person meetings with greater input from community groups and a more collaborative approach.

The Chair and Vice-Chair of the Forum expressed a preference for meetings of the Forum to be held at Tonbridge Methodist Church as room hire was reasonably priced, compared to the Angel Centre, and included audio equipment which avoided the requirement for an external provider.

It was noted that community groups had expressed a desire for a ‘dedicated open discussion’ to provide an opportunity for all members to discuss and respond to matters to ensure an equal distribution of views between Borough Councillors, County Councillors and community representatives.  Whilst this was supported in principle, it was also recognised that topics should continue to be raised in advance to assist with effective agenda planning.   There was also opportunity to raise other matters under Any Other Business.

*RECOMMENDED:  That

(1)        the venue for Tonbridge Community Forum be moved to Tonbridge Methodist Church on a trial basis for all meetings in 2025;

(2)        all Meetings of the Tonbridge Community Forum be held in person on a trial basis in 2025;

(3)        following a topic or item raised at Tonbridge Community Forum a section should be dedicated to open discussion to provide an opportunity for all members to discuss and respond to the matter;

(4)        initial responses in relation to the operation of the Parish Partnership Panel be shared at a future meeting of the Parish Partnership Panel to allow all members additional opportunity to discuss and consider options for this meeting.

This report sets out the request from the former Chair of Tonbridge Community Forum for a review to be undertaken in respect of the venue and operation of the Forum, including the frequency, format, venue of meetings and application criteria for the membership of the Forum.

The Committee considered the scope of a potential review into the Tonbridge Community Forum in relation to its operation, the frequency, format and venue of its meetings and the criteria for joining the membership of the Forum.

Whilst welcoming the review as requested by the former Chair of the Tonbridge Community Forum, Members noted the potential capacity issues within Democratic Services and financial implications if additional meetings were to be added to the approved meeting programme of the Council and/or if more meeting were to be held in person and/or to be livestreamed.  In general, Members felt the current frequency of the meetings to be reasonable, however, they were keen to review the venues where the meetings could be held in person with PA (Public Address) system facilities readily available, including the layout of the meeting room, in order that more local communities and residents could be encouraged to attend the meetings and contribute to the discussion.

Particular attention was drawn to a draft Application Form for the Forum, attached at Annex 1, and it was suggested that a survey could be undertaken to gather the views of the local communities so that their comments could also be taken into consideration as part of the review process.

Furthermore, Members supported that a similar review be undertaken for the Parish Partnership Panel, with particular reference made to the room layout for the meetings of the Panel.  Suggestions about review of the Panel were invited to be sent to Officers for investigation.

RESOLVED:  That

(1)          a review be undertaken on the frequency, format and criteria issues in respect of the Tonbridge Community Forum as identified in section 1.2 of the report, with further investigation to be made into associated costs of venues and staff resourcing issues; and

(2)          a review of the Parish Partnership Panel be undertaken alongside the review of the Tonbridge Community Forum, with options to be presented at the next meeting of the Overview and Scrutiny Committee.