Agenda item

Report of the Director of Governance attached.

Members considered a report of the Director of Governance which sought approval for temporary amendments to procedures in council meetings during the COVID-19 pandemic.

Due to government guidance around social distancing, many council meetings were held remotely using virtual technology as permitted under the Local Authorities and Police and Crime Panels (Coronavirus) Flexibility of Local Authority Police and Crime Panel Meetings (England and Wales) Regulations 2020.

It was consequently proposed that the council’s procedure rules be amended to provide members of the public the right to submit any written questions based on agenda items for that particular meeting up to two working days prior to the meeting, in lieu of physically attending the meeting.

The importance of public participation at Planning and Licensing Committees, particularly, was acknowledged and it was suggested that members of the public retain the right to verbally address the committee. It was therefore proposed that the number of speakers be reduced to 3 people against and 3 people for. Any speakers would be required to register their interest two working days prior to the meeting.

As Licensing matters such as taxi and premises licences are typically dealt with in closed session, it was not necessary to amend procedures. For those items considered in public it was proposed to adopt the same approach to what was proposed for Planning Committee.

Several members spoke against the proposals, citing the lack of passion allowed for in written representations and the ability of new videoconferencing technology to promote public participation.

The Leader of the Council argued that these proposals would help to facilitate public meetings in extraordinary circumstances but reiterated that these were only temporary measures in place until May 2021.

In response to a query regarding the ability of members not on a committee to speak at relevant meetings, it was reported that members should submit written representations in the same way as members of the public.

Members were interested to know how many people were watching the meeting via livestream to YouTube. At that point in proceedings, there were 20 viewers and the maximum number at any one time was 30.

Following a request by Councillor Mary Green, the voting on the Substantive Motion was recorded and members present at the time voted as follows:

FOR THE SUBSTANTIVE MOTION:

Councillors Will Adams, Jacky Alty, Jane Bell, Renee Blow, Aniela Bylinski Gelder, Mal Donoghue, Bill Evans, James Flannery, Derek Forrest, Paul Foster, Mick Higgins, David Howarth, Sue Jones, Chris Lomax, Keith Martin, Christine Melia, Colin Sharples, David Shaw, Mick Titherington, Caleb Tomlinson, Matthew Tomlinson, Matthew Trafford, Angela Turner, Ian Watkinson, Carol Wooldridge.

AGAINST THE SUBSTANTIVE MOTION:

Councillors Damian Bretherton, Matt Campbell, Carol Chisholm, Colin Clark, Colin Coulton, Mary Green, Michael Green, Jon Hesketh, Jim Marsh, Caroline Moon, Jacqui Mort, Peter Mullineaux, Alan Ogilvie, John Rainsbury, Margaret Smith, Phil Smith, David Suthers, Karen Walton, Gareth Watson, Paul Wharton-Hardman and Barrie Yates.

The Deputy Mayor declared that the Motion was carried and it was

RESOLVED:

That

1.    the proposed approach to public participation in council meetings be agreed; and

2.    the Director of Governance/Monitoring officer be given delegated authority to make all necessary changes to the Constitution to effect such a change.