Issue - meetings

Member survey on Meeting Format and Timing.

To provide Members with an update on the responses to the survey about the format and timing of Council meetings.

Additional documents:

Decision:

RESOLVED:

(a) That the Committee agrees to recommend to Full Council that meeting

arrangements in relation to the times when meetings are held remain as

they are now;

(b) That a working group, formed from Members of this Committee, meets to

review and update the ‘interim Multi-Location Meeting Policy’, considering

the views expressed by Members through the responses to the survey;

considers the full impact and implications of any changes to the interim Multi-Location Meeting Policy in considering the views expressed by Members through the responses to the survey;

(d) That the working group reports back to this Committee in March

with recommendations on (b) and (c); and

(e) That the Committee recommends to Council that meetings of the Planning Committee be held in ‘hybrid’ format.

Minutes:

The Democratic Services Manager presented a report to provide an update on the responses to the survey undertaken in November and December 2022 to gauge

views on both the schedule and timings of council meetings, and also the format of

meetings. A copy of the survey was included as Appendix 1 to the report.

The Democratic Services Manager explained that the survey sought the views of both elected and co-opted Members about whether meeting arrangements should remain as they currently are or whether to change timings to include evening meetings. The survey also sought the views on the preferred format of meetings: i.e. hybrid or remote. A total of 33 responses to the survey were received. The Democratic Services Manager advised that there did not seem to be a desire to alter the schedule or timing of meetings, however, the responses received did indicate that Members’ preference was for meetings to be offered as ‘hybrid’ format. The Democratic Services Manager reported on the main points as detailed in the report.

Councillor Bernie Attridge expressed disappointment at the low number of responses received. He also expressed the view that all meetings should have the option of being held in ‘hybrid’ format, citing meetings of the Planning Committee specifically. In responding to the comments made the Democratic Services Manager drew attention to the recommendations in the report and suggested that the Working Group reported back to the Committee in March with recommendations.

In moving the recommendations Councillor Paul Johnson suggested that the Working Group (if agreed) could also consider how responses to the survey could be increased. Councillor Ted Palmer seconded the proposals. Councillor Bernie Attridge moved the following amendment: that the Committee recommends to Council that meetings of the Planning Committee be held in ‘hybrid’ format. Councillors Paul Johnson and Ted Palmer agreed to the amendment and when put to the vote the recommendations were carried.

The following Members agreed to form a Working Group in accordance with the recommendations: Councillors Ian Hodge, Alasdair Ibbotson, Ted Palmer, Linda Thew, and Antony Wren