Agenda item

COUNCIL MEETINGS INTERIM ARRANGEMENTS

Meeting of Cabinet, Tuesday, 3rd August, 2021 3.30 pm (Item CAB28)

Decision:

RECOMMENDED: 1) That the recommendations for the interim arrangements for council meetings be approved.

2) That Council and Scrutiny Panel meetings continue to meet at their current start times.

3) That Officers may attend meetings via Zoom to limit the number of people in the room at one time

4) Members attending under SO34 may do so via Zoom or in person

5) That a further review of council meetings is conducted at the end of September 2021, when the impact of the relaxing of national covid measures are more widely known

Reason for Decision

To enable council meetings to proceed according to legislation whilst maintaining COVID-19 secure at all times, reducing any associated risk to officers, members or the public

Minutes:

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Cabinet considered a report explaining that following the expiry of the powers granted by Section 78 of the Coronavirus Act 2020, from 7^th May the council had reverted to face-to-face meetings for Members, supported by Democratic Officers in the room. This report considered the impact of the decision not to extend the facility of virtual meetings for councils and to recommend to Cabinet/Council, interim measures to enable the council to fulfil their statutory obligations in respect of council meetings whilst maintaining social distancing and COVID-19 safety measures at all times.

The council was mindful that although regulations would no longer be in place, there was a responsibility to keep members and officers safe during this time until the impact of the relaxation of the rules was known.

The following interim arrangements for council meetings were suggested:

· Pending any outcome of the government’s consultation process, the existing arrangements for council meetings would continue and be reviewed again at the end of September 2021.

· Council meetings would be held in the Assembly Room or the Stone Hall at the Town Hall if necessary.

· Members of each committee or panel would be required to physically join the meeting or apologies should be sent

· Members attending under SO34 may do so in person, but alternatively may join via Zoom.

· Members of the public may attend in person or view via the YouTube channel. Public speakers in Council and Planning can join via Zoom as they do now.

· Live streaming of all council meetings will continue

· Democratic Services officers will attend the meetings in person, with support from ICT and other Democratic Services Officers will carry out the administration of the live stream remotely

· All other council officers attending meetings will join remotely to keep numbers in the room to a minimum except for the member of senior management team supporting the panel.

· Whilst not compulsory, we strongly recommend that all members undertake lateral flow testing prior to attending a meeting. If that test is positive, that Member should self-isolate until a PCN test can be carried out.

Under standing order 34 Councillor Morley commented that whilst recognising the benefits of hybrid meetings he preferred officers were in the room and recognised the benefits of face to face networking.

Under Standing order 34 Councillor Joyce in supporting the arrangements commented that the health and safety of all involved was paramount, and felt the hybrid was a superior system, with large savings on travel to be made.

Under standing order 34 Councillor de Whalley supported hybrid arrangements and streaming and recording meetings.

In debating the report attention was drawn to the work being carried out to improve the technology, and that the use of headsets by members and officers on zoom assisted.

In discussing the presence of officers in the room it was felt that the option should be kept open, and it was agreed to add “may” attend via zoom. The numbers of people present in the room would be monitored.