The City Solicitor will submit Document “U” which reports that information had been presented to this Committee on 20 August, 17 September and 22 October 2020 presenting an overview of delivering meetings in the democratic decision making structure since the beginning of the Coronavirus period. Government regulations and guidance meant that meetings could not be held physically in a meeting room and 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 permitted meetings to take place remotely.

On 8 December 2020 the first ordinary meeting of full Council was held under arrangements proposed by this Committee. The report reviews the delivery of the ordinary meeting of Council and is being considered by the Governance and Audit Committee due to its role in overseeing the governance framework of the Council.

Recommended-

                That the Committee is asked to advise whether changes should be made to the Interim Standing Orders in the Council’s Constitution for delivering ordinary meetings of Council, if there should be any further ordinary meetings of Council before the Annual Meeting of Council in 2021, and if so consult with the Lord Mayor and Leader of the Council after consultation on the proposals with the political group leaders and group whips of the three largest groups.

                                                                        (Adrian Tumber – 07970 412150)

The City Solicitor submitted Document “U” which reported that information had been presented to this Committee on 20 August, 17 September and 22 October 2020 presenting an overview of delivering meetings in the democratic decision making structure since the beginning of the Coronavirus period. Government regulations and guidance meant that meetings could not be held physically in a meeting room and 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 permitted meetings to take place remotely.

On 8 December 2020 the first ordinary meeting of full Council was held under arrangements proposed by this Committee. The report reviewed the delivery of the ordinary meeting of Council and was being considered by the Governance and Audit Committee due to its role in overseeing the governance framework of the Council.

Members comments included:

·         If electronic voting arrangements failed, either affirmation by the Council meeting without objection or a roll call should take place.

·         Could a spread sheet of how votes were cast be shown on the screen?

·         With electronic voting, the Lord Mayor should read the numbers for, against and abstain on the matter. .

·         Would there be another Council meeting before Annual Council?

·         In relation to 3.2 (f) of the report were there any proposals to change the deadline for receiving supplementary questions and restoring the normal rules regarding  debate of recommendations of Executive etc?

·         Could political groups be consulted to ascertain if they wished to have an ordinary meeting of Council in March?

Assurances were given that the electronic voting issue and the announcement of how results were cast had been resolved.

It was reported that the next Council was a budget meeting and recorded votes would be undertaken as a roll call. 

In response to a Member’s question it was reported that publication of a spread sheet would not be feasible; a summary of how votes were cast could be shared by the Governance Officer.

There was a short discussion on how a request for a meeting of Council could be called by Members.

The Chair informed Members that dates of Council Meetings for 2021/22 were being considered by Executive at its next meeting; there would be a normal cycle of Council meetings next municipal year.

It was highlighted by the Chair that further discussions could take place after the next Council meeting to consider what other improvements could be made to make Council meetings more efficient.

Members were informed that an ordinary meeting of Council could be held in March before the pre-election period started on 25 March.

Resolved-

(1)          That the assurances given to the Committee relating to the electronic voting arrangements at Council meetings including the arrangement for announcing how votes had been cast be endorsed.

(2)          That no further changes are made to the amended Interim Standing Orders applying to the Council’s Constitution for delivering ordinary meetings of Council at the current time.

(3)          That political groups be consulted on whether an additional meeting of Council is held this municipal year before the Annual meeting of Council in May 2021.

(4)          That views/comments made by this Committee be considered by the Working Group in due course.

Action:           City Solicitor