Issue - meetings

Report by the Director of Law and Assurance.

The Committee agreed at the start of the public health emergency to regularly review plans for all Council/committee meetings. Members are asked to consider whether to resume County Local Committee meetings due to be held in February/March 2021.

45.1     The Committee was reminded it has agreed to review plans for Council/committee meetings at each of its meetings during the COVID-19 public health emergency. The Committee considered a report by the Director of Law and Assurance containing an update on meeting arrangements up to March 2021 together with information on member catering.

45.2     The Head of Democratic Services introduced the report and highlighted that the Committee was asked to consider whether County Local Committees (CLCs) should be cancelled in February/March 2021, to be replaced with informal meetings to reduce current pressures on Democratic Services and to ensure that the other formal committees could continue to take place virtually. She also reported that an officer decision was in progress to permanently close the County Hall campus Martlets restaurant, so asked members to comment on the future of member catering, most of which is provided by the Martlets restaurant.

45.3     The Committee discussed the round of CLC meetings and agreed that informal sessions should replace them. While regretting the lack of capacity for running formal CLCs, members acknowledged the pressures on Council staff.

45.4     In response to a question about areas of Democratic Services support could be affected if CLCs were to go ahead, the Director of Law and Assurance reported that election and induction work for the 2021 elections and the Service’s ability to redeploy staff to support the emergency effort in Adults and Children’s services would be the main areas affected.

45.5     Members discussed catering and noted that neighbouring councils had more limited catering than has been provided at West Sussex County Council. Having some sort of lunch provided on Council day and on other days with long meetings was highlighted as important, to minimise increases in allowance claims. There was also some support for providing tea and coffee facilities. It was agreed that all members should be consulted on the matter.

45.6     Cllr Walsh proposed that formal CLC meetings should be held in February/March 2021. This was seconded by Cllr M Jones. A vote was taken and the proposal was lost.

45.7     Resolved –

(1)        That the list of formal meetings due to be held up to the end of March 2021, as set out at the appendix, be noted.

(2)        That formal County Local Committees be cancelled in February/March 2021 but informal sessions should be held instead.

(3)        That all members should be consulted on future catering arrangements in view of the proposed closure of the Martlets Restaurant.

(4)        That the Council’s capacity and resources to support member meetings should continue to be monitored by this Committee in liaison with all members.

Report by the Director of Law and Assurance.

The Committee agreed to review plans for Council/committee meetings at each of its meetings during the COVID-19 public health emergency. The Committee is asked to consider an update on meeting arrangements up to March 2021 together with information the impact of virtual arrangements.

36.1     The Committee was reminded it has agreed to review plans for Council/committee meetings at each of its meetings during the COVID-19 public health emergency. The Committee considered a report by the Director of Law and Assurance containing an update on meeting arrangements up to March 2021 together with information the impact of virtual arrangements (copy appended to the signed minutes).

36.2     The Head of Democratic Services introduced the report and commented that over 40 meetings had been webcast so far in 2020/21, compared to 35 in the whole of 2019/20. The move to virtual meetings has brought a significant reduction in travel costs. It has required everyone to learn new skills in terms of managing virtual meetings. She commented that there are significant resource implications in terms of staffing for webcasting. Attendance at meetings and Member Days has increased and, whilst everyone misses face-to-face contact, the experience of the last few months suggests that there will be benefits in continuing some virtual working beyond the end of the pandemic, particularly in relation to informal meetings and member training.

36.3     Members were generally very supportive of the proposals to continue holding informal meetings virtually, including when allowed, the previous use of video conferencing facilities.

36.4     Cllr Lanzer thanked Democratic Services for their hard work in making virtual meetings possible and supported the work towards the ability to hold hybrid meetings. However, he commented that members should not underestimate the matters that would need to be taken into account in running hybrid meetings. He said there is also a need to support members in taking part in meetings with external partners. In relation to the holding of informal meeting virtually, he commented that it would be helpful to produce a list of meetings that includes and the Head of Democratic Services agreed to do so, commenting that anything that is webcast is considered to be formal.

36.5     There was support for continuing virtual participation in formal meetings, if the Government allows, post May 2021, including hybrid meetings where applicable. This would continue the benefits in reduced travel, help with pressures on members’ time, particularly to those who live some distance away from County Hall, and make meetings more accessible to all. There was also support for continuing to webcast all formal meetings.

36.6     Cllr Walsh made a plea, particularly following the elections in May 2021, for ways to be found for members to be able to meet in person. The Head of Democratic Services commented that in its preparation for the induction period the team will seek to meet the desire to have some face-to-face sessions. Due to the uncertainly about what restrictions would be in place by May 2021, plans include both in person and virtual sessions. Cllr Walsh asked if it would be possible to have a combined version of tables 2 and 3 in the report to enable a like-with-like comparison and the Head of Democratic Services agreed to circulate one to members of the Committee.

36.7     The  ...  view the full minutes text for item 36