Agenda item

This report provides an annual review of the Council’s Petitions Scheme.

Discussion:

The Democratic Services Officer introduced the report, he highlighted that there had been fourteen petitions during the year, which was slightly fewer than the year before and six petitions during the year had been rejected.

The following issues were discussed:

Accessibility – it was asked whether any resources or communications were available to encourage the use of the petition scheme including hard to reach communities. The Democratic Services Officer explained that the scheme is not ordinarily promoted and undertook to investigate ways in which the use of the scheme could be promoted by the Council and to provide a guide to using the scheme for the public and Members.

Causes of fewer petitions – in response to a question if officers were aware of any causes for the reduction in petitions and if usability was a cause, the Democratic Services Officer explained that the number of petitions did vary year to year, this was in part due to the electoral cycle and whether there was a particular issue of public concern. Although the numbers were lower than the previous year there were no known issues related usability of the scheme or e-petition software.

Online petitions – in response to a question whether external online petitions were accepted, the Democratic Services Officer stated that they were not currently accepted because external websites which hosted petitions were currently unable to provide the Council with all the information required in the scheme. It was agreed that Democratic Services would review and bring proposals for amendments to the scheme to a future meeting of the Committee.

AI – it was asked if the development of AI was a risk to the integrity of petitions. The Democratic Services Officer stated that e-petitions on the Council website required members of the public to register with the site. The Head of Democratic Services undertook to review the potential effects of AI on e-petitions with assistance of the Chief Information Officer and colleagues.

Responses – it was asked how the Council could assure itself of the quality and clarity petition responses, the Democratic Services Officer stated that the majority of petitions related to highways issues and therefore the team had significant experience of dealing with similar types of requests. The summary of responses was published on a regular basis and responses were in his view clear in providing outcomes. It was also positive that there had been no requests from the public for a committee review of the petition outcome.

Member awareness of petitions – A Member asked if Members could be made aware of petitions in their ward to so they could provide assistance to petitioners if required. The Democratic Services Officer stated that ward Members and the relevant Portfolio Holder should receive an email when a petition is received which deals specifically within their ward and undertook to ensure that this was the case going forward.

Decision:

a)              The Committee noted the annual review of the petitions scheme.

b)              The Committee requested a briefing note on how the scheme may be promoted by the Council.

c)               The Committee requested a user guide to assist Members and the public in using the scheme.

d)              Officers to consider the potential affects of AI on the petition scheme.

e)              Officers to review the scheme and bring proposals to a future committee meeting.