Agenda item

Report by the Director of Law and Assurance.

The Committee is asked to review the arrangements for these meetings in light of the full County Council meeting held on 22 October 2021. The Committee is also asked to consider criteria whereby informal meetings may meet in person.

26.1     The Committee considered a report by the Director of Law and Assurance on the arrangements for member meetings and proposed criteria whereby informal meetings may meet in person (copy appended to the signed minutes). Members noted that the reference to paragraph 1.4 in paragraph 2.2 of the report should read paragraph 1.5.

26.2     The Chairman supported the suggestion in paragraph 2.5 of the report that, as the only substantive item of business at the February Council meeting is the debate on the budget and the Council Plan, members would have to be present in the Chamber in order to take part in the debate and vote. He hoped it would be possible to remove the option of hybrid attendance at full Council meetings in due course. He commented that the Government had indicated it did not intend to extend the Covid emergency powers beyond March 2022 and that therefore this would be an appropriate time to reconsider the current arrangements for member meetings.

26.3     The Leader commented that the majority of members had welcomed the return to the Council Chamber for the October Council meeting. There is, however, a need to maintain a cautious approach given infection levels particularly during the winter months. He therefore felt it appropriate to continue to allow virtual attendance where possible and, whilst it would be sensible to review the situation after the December Council meeting, waiting until after the February Council meeting might give a more meaningful analysis. This view was supported by other members. The Chairman reassured members that, whilst a position could be taken by the Committee in February, that position could be revisited at a later date if necessary.

26.4     Members agreed that attendance in person at formal meetings and member development sessions involving discussion groups and workshops is better than joining such meetings or sessions virtually. However, the Committee supported the continued use of the hybrid meeting technology, particularly for meetings such as scrutiny committees where giving members the option to join virtually is useful for those with caring responsibilities.

26.5     A question was raised as to whether members’ virtual attendance at meetings is always recorded in the minutes. The Director of Law and Assurance said virtual attendance is recorded for those meetings where there is a need to distinguish those who were taking part in decisions but not for scrutiny committees where the chairman has formally agreed that the meeting can be held in a hybrid or virtual format. The Director confirmed that virtual attendance counts as a special dispensation for non-attendance under the six-month rule. This will need to be revisited in the light of any changes to meeting arrangements.

26.6     The Director of Law and Assurance confirmed that members will be consulted in due course on the development of new ways of working and on any changes to the use of Council buildings.

26.7     Resolved –

(1)         That the criteria for holding informal meetings in person be approved;

(2)         That members be consulted after the December Council meeting on what future meeting arrangements should look like from spring 2022 onwards; and

(3)         That meeting arrangements continue to be monitored in light of the latest government guidance and Public Health advice.