To consider the above report

Members considered amendments to the terms of reference for the two Town Forums.

Councillor Rayner explained that there were a number of major projects in both towns and increasing the number of town forum meetings would provide residents with the opportunity to come to meetings, listen, and ask questions of both Members and officers. Recent agenda had been very lengthy therefore the proposals would help to address this issue.

Councillor Price explained that she had attended Windsor Town Forum meetings for over five years. She had regularly requested an increase in meetings so welcomed the proposals but regretted that the opportunity had not been taken earlier. She was however unable to agree to the increase in membership which she felt was a way of making the meetings political as there were only three Conservative ward councillors in the wards covering the Windsor Town Forum. She highlighted that the terms of reference required ‘political balance wherever possible’ and Members ‘should’ represent the ward areas. Councillor Price felt ward representation should take precedence as Members from outside Windsor would be unfamiliar with the issues.

Councillor Knowles commented that he echoed the sentiments of Councillor Price, although he had not attended as many town forum meetings as she had. The ward covering the area of the Boltons had been added to the Windsor Town Forum ward list in May and he therefore felt this area should be represented on the forum. He therefore welcomed the change in this respect. He felt that the meetings could end up being just as lengthy despite the increase in frequency; he hoped it would be an opportunity for more interaction and lively debate. He had planned to table an amendment in relation to political balance but had been advised it would not have legally been possible; this was the only reason he had not challenged the issue.

Councillor Hill asked whether a ward councillor could propose a motion to keep the membership the same. The Monitoring Officer advised that the point of increasing the membership to 11 was to allow the Boltons to be represented. Members could vote against the proposal but this would mean the Boltons would not be represented.

Councillor W. Da Costa commented that the problem was that the political balance was based on the whole of the borough; he felt it should be based on the political representation in Windsor. The Monitoring Officer explained that the law required political balance. An exemption was only possible if every Member voted to remove the requirement. Another option would be for the meetings to be designated as Area Committees. Alternative options would need to be properly assessed and were therefore best discussed outside of the Council meetings.

Councillor Hilton commented that in the past there had only been 15 Conservative councillors on the council and the political balance rule had been applied. The Leader had spoken of a new approach and the collective intent to take the council forward. Beyond the legal requirements, it would be important for the administration to add some colour to the town forums.

Councillor Davey asked whether the Conservative Group could give seats to other Members who were ward councillors in the relevant area. The Monitoring Officer confirmed this was not possible. Councillor Davey commented that if the council wanted to push residents towards requesting a town council in Windsor, the way to do it was to ignore the ward councillors.

Councillor Bowden explained that he had been the Chairman of the Windsor Town Forum for a number of years. The meetings had often been lengthy and had received criticism. He had then tried compacting the agenda but had again been criticised for doing so; he therefore welcomed the increase in meetings.

Councillor Tisi welcomed the increased opportunity for the public voice to be heard but she was uneasy that, particularly in Windsor, Members from outside the area would be on the Forum representing Windsorians. She welcomed the inclusion of the Boltons.

Councillor Singh, as Chairman of the Maidenhead Town Forum, commented that he welcomed the increase in meetings and membership. This would enable better engagement and discussion and would therefore empower residents.

Councillor Rayner commented that all Windsor Members were welcome to attend the meetings and sit at the table to join in discussions.

It was proposed by Councillor Rayner, seconded by Councillor Bowden, and:

RESOLVED: Thatfull Council notes the report and:

i)             Agrees to increase the membership of both Maidenhead Town Forum and Windsor Town Forum to 11 Members.

ii)            Agrees to increase the frequency of Windsor Town Forum and Maidenhead Town Forum meetings to six times per annum.

iii)          Delegates authority to the Monitoring Officer to amend the constitution as detailed in Appendix A.

iv)          Agrees the following meeting dates for the remainder of the 2019/20 municipal year:

·  Maidenhead Town Forum: 4 November 2019, 20 January 2020, 25 March 2020, 12 May 2020.

·  Windsor Town Forum: 27 November 2019, 13 January 2020, 19 March 2020, 18 May 2020

(A named vote was taken as at least five councillors made such a request, as per Part 2 C17.3.3 of the constitution. 31 Councillors voted for the motion; 3 Councillors voted against the motion; 2 abstained)