Issue - meetings

To consider the report of the Director of Strategy, Performance and Governance, (copy enclosed).

The Council considered the report of the Director of Strategy, Performance and Governance seeking a review of options for future meetings during social distancing associated with COVID-19.

The report provided background information regarding the introduction of the Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020 brought in in response to the COVID-19 pandemic, allowing the operation of remote meetings until 6 May 2021.  It was noted that this Legislation would not be extended past 6 May 2021 and a recent High Court challenge seeking a declaration on whether remote meetings could continue had been dismissed.

Appendix A outlined the many risks associated with a return to physical meetings alongside possible mitigations.  A number of suggested approaches and options were set out for consideration by the Council along with costs associated with these.  Alternative outside venues had been investigated and the risk assessment linked to these was attached at Appendix B to the report.  Members considered four options (set out in the report) which had been identified as options to allow the Council to continue with its business past 6 May 2021.

The Leader of the Council presented the report and moved the recommendations set out within it.  These were duly seconded.

The Director of Strategy, Performance and Governance took Members through the report and provided additional information including the recent High Court decision.

A lengthy debate ensued during which Members commented on the proposals and in response to a number of questions the following information was provided:

·                 All guidelines referred to in the report and appendices were based on Government guidance and it was for the Council to agree how it met that guidance.  The report provided proposals for staff and Member safety and there was an expectation that Members would comply. 

·                 Officers present would be expected to follow the guidance set out.

·                 In reference to Procedure Rule 10 and disorderly conduct, Members were advised that if the Council agreed the guidance set out in the report Members would be expected to abide by it and this would be enforced by the Chairman.  The Lead Legal Specialist and Monitoring Officer provided Members with further clarification on the use of Procedure Rule 10 in relation to the proposed guidelines 

·                 The proposed start time of 11am for the Statutory Annual Council meeting had been suggested due to the availability of the preferred venue. 

·                 In response to a suggested use of two rooms for meetings, the Director of Strategy, Performance and Governance referred to the Council’s health and safety responsibility for staff and explained that this was not possible under current Government Guidance. 

Councillor C Swain proposed an amendment to the recommendations set out in the report, that to avoid the need for meetings to be held externally, the District Planning Committee membership be reduced to four Members from each of the Area Planning Committees (the Chairman, Vice-Chairman and two other Members).  He felt that in the short  ...  view the full minutes text for item 386