Agenda item - Arrangements for Council and Meetings

Extract from the proceedings of the Policy & Resources Committee meeting held on the 27 January 2022 (to follow), together with a report of the Executive Director for Governance, People & Resources.

71.1         Prior to speaking to the report, Councillor Shanks noted that there was an amendment from the Conservative Group and asked for clarification as to whether it could be accepted, as she felt it was a negating amendment.

 

71.2         The mayor called on the Monitoring Officer to respond to the query.

 

71.3         The Monitoring Officer stated that the original amendment proposed had been ruled out as a negating amendment but that at the Whips meeting it had been agreed a revised amendment could be submitted. He believed the revised amendment as detailed in the addendum papers was sufficiently in accordance with council procedural rules for it to be accepted as it proposed an alternative outcome.

 

71.4         Councillor Shanks introduced the report and noted that the proposals had been discussed with the Leaders and Whips and would only be in operation for a short time before having to be reviewed. However, it was felt that they would enable the next cycle of meetings to be held effectively and provide a way forward to enable meetings to take place safely.

 

71.5         Councillor Barnett moved an amendment on behalf of the Conservative Group which was formally seconded by Councillor Simson. Councillor Barnett stated that given the current guidelines it was felt that a return to full meetings with everyone present in the chamber should be undertaken as soon as possible.

 

71.6         Councillor Allcock stated that there was a need to recognise that everyone faced challenging times and that some people were more vulnerable than others. He believed the proposals were appropriate for the current time and should be supported.

 

71.7         Councillor Shanks noted the comments and stated that councillors had to attend a number of meetings outside of the council meetings and therefore the proposals were appropriate for the current situation. She also noted that the previous virtual meetings had worked well and enabled all councillors to participate but the necessary legislation had not been implemented for these to continue. She also confirmed that she could not support the amendment.

 

71.8         The mayor noted that an amendment to the recommendations had been moved and put it to the vote which was lost by 11 votes to 24.

 

71.9         The mayor then put the recommendations as listed in the extract from the proceedings of the Policy & Resources Committee meeting held on the 27 January, as detailed in the addendum papers to the vote which was carried by 24 votes to 11.

 

71.10      RESOLVED:

 

(1)      That the proposals set out in the report regarding arrangements for Council and committee meetings (except paragraph 3.11 dealing with attendance numbers) be approved; and

 

(2)     That option A (14) regarding number of attendees at full Council meetings as set out in paragraph 3.12 of the report be approved.

 

Note:     For reference the revised paragraph 3 is detailed below:

 

3.           Context and background information

 

3.12      Attendance- numbers

 

3.12.1 For the budget Council meeting on 24 February, we are anticipating a full attendance of all 54 Councillors. For other full Council meetings, Members are recommended to consider reduced attendance. Reduced attendance can only be implemented by voluntary agreement. If there is no agreement, each Member and each group will have to decide for themselves. Given the restriction on available seating and lack of suitable alternative venues, Members are recommended to adopt options A or B from the following options:

 

A.   Minimum attendance to meet the requirement for a quorum

The quorum for full Council meetings is 14. If the 14 seats were allocated proportionately to the Groups and the Independents, the party split would be:

Greens:                  5

Labour:                  4

Conservative:       3

Independents:      2

 

B.   Reduction to accommodate 40 Members in the main Chamber- This would mean about 40 Members attending in the main chamber with no members in the public gallery. If this were agreed, the party split would be:

Greens:                  15

Labour:                  11

Conservative:       10

Independents:      4

 

C.   Reduction to 46 with 6 Members sitting in the public gallery-We have had an update from security that, if Members are to be seated in the public gallery alongside members of the public, they would have concern. There are also complications on the selection of members and suitability of the seating area. Relocating the seating for the press may release 2 seats on the ground floor, but it would still be not very convenient. If this option were adopted, the proportional party split would be:

Greens                    17

Labour:                    13,

Conservatives:       11

Independents           5.

 

D.   Full Attendance

It would be possible to provide seating for all members with the minimum social distancing and screening provided. But this is an option that is not recommended.

 

3.14      POLICY COMMITTEE MEETINGS

 

3.14.1   There are a number of committee meetings taking place over the following months and it is proposed that Committee Chairs, following consultation with opposition spokespersons and Officers are encouraged and authorized to adopt the following proposals.

 

3.14.2  Reduce items coming the Policy Committee: reports coming to committee should be essential business and, unless there is good reason, reports for information or noting should generally be avoided or dealt with in public engagement meetings, if this can be agreed with opposition spokespersons at pre-meets.

 

3.14.3  Engagement sessions: If none of the repots coming before the committee require an actual decision, Members should consider, instead, holding a virtual engagement session. Where this is agreed, it is important to note that the meeting will not have the status of a committee meeting and it should not be described as such. It will be an engagement session with members of the committee attending virtually.

 

3.14.4  A mixed arrangement: Members could agree to take the public engagement items that do not require a decision (public and member questions) and items for information only in an engagement session before the main meeting limiting the in-person attendance to matters that require decisions or are required by law to be considered by the Committee.

 

3.14.5  Limiting speakers: it is proposed that on matters debated at the main meeting, groups are encouraged to limit their number of speakers.

 

3.14.6  Decision-making process for the above: It is proposed that the above arrangements, if applied, are agreed by the Chair following consultation with opposition spokespersons and advice from officers. Where the Chair so decides, it may involve moving the whole meeting to an engagement session or transferring some items of business to the engagement session to be dealt with virtually.

 

3.14.7   It should be noted that any matter that requires a decision or is required by law to be considered by full Council or a Committee cannot be dealt with at the engagement session and has to be discussed at the in person meeting of Council or Committee.

 

3.15     Enhanced Officer Delegations

 

3.15.1   Given the increased risk and the need to minimise the length of meetings, it is proposed to introduce an enhanced officer delegations scheme. The delegated powers will be in addition to existing normal and urgency powers and are exercisable after consulting the Chair and Opposition spokespersons in each committee. This requires P&R approval and a separate report on the matter is on the agenda. In summary, the proposals are as follows:

 

(1)   Subject to first consulting with relevant Group Spokespersons, Executive Directors or Members of ELT with delegated powers shall have enhanced delegated authority to make decisions on all matters related to their area of responsibility. This is in line with government advice and reflects the need to reduce the duration of meetings.

 

(2)   To facilitate consultation with members of all groups, such consultation may take place during committee pre-meetings, or separately if necessary.

 

3.16:     Duration and status of protocol

 

3.16 1  The above proposals, once agreed, will form the binding protocol for Council and Committee meetings. The Council’s Standing Orders shall be applied subject to the above modifications to the extent that is necessary. Without prejudice to the powers of the Mayor or relevant Chair to make a ruling at the meeting, the Chief Executive, after consulting the Monitoring Officer, shall be authorised to rule on the interpretation and application of the rules where there is ambiguity or disagreement. The ruling of the Chief Executive shall be final.

 

3.16.2   The Council Procedure Rules shall be applied subject to the modification to reflect the above arrangements.

 

3.16.3   These arrangements shall remain in force until annual Council but may be modified at any time before then, especially if there is change in the levels of risk posed by the Covid-19 pandemic.

 

71.11      The mayor then called a short adjournment from 7.26pm to 7.40pm.