Appendix 2 Survey additional comments
Argyll and Bute Council · 6 November 2024
Back to Mid Argyll, Kintyre and the Islands Area Community Planning Group — 6 November 2024 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
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Classification: OFFICIAL Mid Argyll, Kintyre and the Islands Area Community Planning Group – Meeting Survey Results Additional Comments No. Comment Feedback 1 The agenda is very long, maybe consider shorter agenda and limit the time speakers speak for. Be good to have a comfort break at half way. The agenda items considered are currently based on suggestions from Partners, and Partners may wish to consider how best to manage the demand for a space on the agenda for the meeting. At present, all those invited to present at the meeting are advised of the requirement to limit their presentations to approximately 5 minutes, with another 5 minutes allowed for questions. Partners may wish to consider whether these suggested timings should be reviewed. Partners may also wish to consider the suggestion of a comfort break during the meeting. 2 I would have liked to be able to attend yesterday's meeting but the timing conflicted with my work commitments. Whilst recognising that many who attend are attending as part of their normal working day, a late afternoon/early evening meeting might mean more volunteers can attend. Feedback from the survey has generally indicated a preference from Partners for morning or afternoon meetings, however there is some demand for evening meetings. Partners may wish to consider whether to incorporate a late afternoon or early evening meeting into the meeting cycle, noting that locations available for hosting evening meetings may be more limited. 3 It's a good forum and glad to be involved. 4 the networking when moving location is very productive, its good to have face to face when possible Feedback from the survey has generally indicated a preference for hybrid meetings, with the option to attend virtually or in person. Feedback from the survey has also indicated a preference for meetings to be held in different locations across the area. 5 While Ive said I like the idea of the meeting moving so as to be more accessible for in person attendance, I understand the issues given the geography. For me living on a small remote island attending in person is impossible at most sites without bringing a car over on the As outlined at item 4, feedback from the survey has generally indicated a preference for hybrid meetings to ensure that people have the option to attend virtually or in person. The MAKI ACPG has previously travelled to island locations, and Partners may wish to consider future locations for meetings, noting that locations will
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Classification: OFFICIAL No. Comment Feedback boat, on what would be at least one night if not a two/three night trip in the winter, making it very expensive. So basically its Teams or nothing.... require to have a strong broadband connection to allow the meetings to proceed on a hybrid basis. 6 Shorter meetings Partners may wish to consider how to manage demand for item space at meetings, as previously outlined at item 1. 7 Evening meetings will be harder for statutory partners. For the Police, the evening is peak demand time, meaning deputising personel would be unlikely and the representatives for the board work office hours. Would prefer between 9-5. As outlined at item 2, feedback from the survey has generally indicated a preference from Partners for morning or afternoon meetings, however there is some demand for evening meetings. Partners may wish to consider how to balance these views to best support Partner attendance. 8 Meetings go on for too long and cover a variety of topics that are of absolutely no interest to the vast majority of people attending them. Time is a precious commodity and has become increasingly so as resources have diminished and demands have increased. Consequently, there is a need to allocate time slots for when papers or topics are likely to be discussed to allow people to attend at the appropriate time. Debate time could be restricted to allow that to happen and/or questions circulated prior to the meeting to enable an informed debate. There could also be opportunities to have wider and longer general discussions on themes that of interest to the people invited. The local economy for example, education, or key infrastructure issues facing our local communities. This should be focused on what can be done at a local level to improve things As outlined at item 1, agenda items are currently based on suggestions from Partners. Partners may wish to consider whether they wish for the meeting to be held strictly to a timetable, noting that this may disrupt the ability of attendees to ask questions or engage in debate on topics of interest to them. Partners may also wish to consider the suggestion of longer general discussions around topics of interest, and how to manage the timing of these considering the desire for shorter, more strictly timetabled meetings. Attendees are currently asked to submit presentations or updates in advance, to reduce the time spent on each item at the meeting. Partners are asked to only highlight any additional information during the meeting during partnership updates to keep things brief. Partners may wish to consider other ways to share this information, reducing time to consider these items during the meeting.
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Classification: OFFICIAL No. Comment Feedback rather then an excuse to blame officials or political point scoring. 9 Face to Face has significant advantages in making contact, recognising and acknowledging other participants and building relationships. However due to size of council area and difficulties of travelling physical attendance can be difficult. However Hybrid meetings allow many more people to attend easily and are reasonably effective as meetings. Moving the meeting round the area is more work for the secretariat and officers and can present difficulties with IT. However it makes the meeting physically accessible for a much larger pool of attendees over the year, allows secretariat and officers to meet and come to know participants face to face over time and is an opportunity to visit different locations and learn something about them - it turns the meeting into a significant long day for the secretariat and the officers but this is perhaps balanced by the opportunity for some information gathering and side meetings in different communities. I think that the advantages outweigh the disadvantages and using different physical locations throughout the area will become easier over time as travel arrangements and IT, as well as the possibility of local information gathering and side meetings evolves to support it. Plus it may be quite enjoyable. Thus my preferences above. As outlined at items 4 and 5, the survey feedback has indicated a preference from Partners for hybrid meetings which are based in different locations across the area. Partners may wish to consider how best to incorporate these views into future meeting arrangements.
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Classification: OFFICIAL No. Comment Feedback 10 These meetings tend to be very long, and one tends to lose concentration towards the end, which does not do justice to those doing presentations. Would it be possible to ensure that contributors stick strictly to their alloted time (10 minutes I think)? As outlined at item 1, all contributors to the meetings are advised of the requirement to limit their presentations to approximately 5 minutes, with another 5 minutes allowed for questions. Partners may wish to consider whether these suggested timings should be reviewed. 11 Need to find a way to cut down on the number of items on the agenda. Could some of the partner updates be on an exception/annual basis ? Encourage the incorporation of executive summaries As outlined at items 1, 6, 8 and 10, the items on the agenda are currently based on Partner suggestions. Partner updates are invited to be submitted in advance, and are not outlined during the meeting unless Partners have something that they wish to add. Partners may wish to consider the best ways for Partners to share their information with the Group, while incorporating the desire for shorter meetings with fewer agenda items. Partners may also wish to consider the incorporation of executive summaries into their submitted Partner updates. 12 To have clear purpose and timings to the agenda items- the meetings require a large time commitment and having more information will enable people to join meeting on points of relevance to them. As outlined at items 1, 6, 8, 10 and 11, the items on the agenda are currently based on Partner suggestions and we invite all contributors to provide their submissions in advance for inclusion in the agenda pack to reduce the time spent on each item during the meeting. Partners may wish to consider whether they wish meetings to be held on a more strictly timetabled basis, noting that this may limit the opportunity for Partners to ask questions or engage in debate on topics of interest to them.