Minutes:
Councillor K M H Lagan presented his second Motion (Motion 2) and outlined his reasons for bringing the Motion detailed below to the Council.
Motion 2:
“That council removes all restrictions on public access to meetings in the chamber and if there are more members of the public attend and cannot be accommodated in the chamber, that the Northey Room is made available to them to view the meeting on screen. This is to be made in accordance with the requirements of the Equality Act and access requirements and any applicable health and safety requirements.”
At this point, the Chairman advised that he would accept all Motions as being duly moved and seconded. In response to a Point of Order raised by Councillor A S Fluker, the Chairman confirmed that in accordance with Procedure Rule 4(3) he could hear a Motion or refer to it to a Committee.
The Senior Manager – Service Delivery and the Corporate Health and Safety Specialist provided the Council with detailed information regarding assessment of the Council Chamber risk assessment carried out and confirmed that the current approach was in accordance with the Council resolution in February 2022. The total number of persons that could be accommodated in the Council Chamber was noted, however Officers advised that this number should be restricted to 44 in the Member and Officer area and 11 in the public area.
In response to a question regarding use of the Northey Room as an overflow for the Council Chamber, the Officer explained that following some consideration Officers felt that the reception area was more acceptable to be used an overflow area and the reasons for this were outlined.
A lengthy debate ensued and in response to a number of queries raised, Officers provided the following information:
· The restricted width of the exit by the top table was acknowledged but should only one exit be available the proposed numbers would still accord with fire safety.
· The Director of Service Delivery agreed to provide Members with a statement regarding the Health and Safety of the building and means of access. He referred to the adjustments made to ensure that Council complied with access requirements, including how the Chamber could be accessed by a wheelchair user.
· The Fire Service had been asked to look at the Council’s fire precautions and when this took place the Council Chamber would be highlighted. It was noted that the Fire Service had stopped its regular inspections and the Director of Service Delivery agreed to provide Members with the background regarding this.
· Changes to the layout of the Chamber would require a complete review of the Chamber facilities.
Councillor S White proposed an amendment to the Motion, that the Council returns to pre-Covid public protocols and that the reception area be used for any overflow, pending any further update in line with Health and Safety and Fire Safety regulations. This proposal was duly seconded. Councillor White amended her proposal following further discussions.
The Leader of the Council summed up the discussions and referred to the importance of ensuring residents were aware of the arrangements both through advertisement on the Council’s website and suitable notices in areas at the Council offices.
The Director of Service Delivery suggested adopting 11 public within the Chamber and he would do some extra work to determine if any changes were possible to the Council Chamber to make further improvements.
At this point, and Councillor White clarified she was proposing and amendment that the Council follow current Health and Safety levels, allowing the maximum amount of public it could safely admit into the chamber with any overflow being accommodated in the reception area. This amendment was duly seconded.
Councillor Lagan supported the amendment which he advised was within the spirit of his the Motion. He thanked Officers for what they had done and commented how the Council was limited by current restrictions including fire legislation.
The Chairman then put the proposed amendment to the Council. This was duly agreed. He then moved the amended Motion to the Council, and this was duly agreed.
RESOLVED that the Council adheres to current Health and Safety levels regarding public access to meetings in the chamber and if there are more members of the public attend and cannot be accommodated in the chamber, that Reception is made available to them to view the meeting on screen. This is to be made in accordance with the requirements of the Equality Act and access requirements and any applicable health and safety requirements.