Issue - meetings

To submit an update for members on the developments that have been recently taking place in the background.

DECISION

(a)  To accept the report.

(b)  It was agreed that further discussions were needed on the way forward after the members voiced their opinions on the format of meetings in future.

Reasons:

Following a discussion on the way meetings are held currently and to the future, members expressed their desire to see some particular committees meeting face to face as and when necessary.

It was considered that the current methods are convenient in many ways in relation to saving time and costs; however, there was a feeling that it would be essential to meet physically in some cases. Observations from the opening discussion were received, which will be presented for further internal discussions.

The Democracy and Language Services Manager reported on the developments and support for members during the Covid-19 pandemic. She said that Council members and staff had faced major changes due to Covid-19 and the lockdown restrictions. It was noted that members had been under high demand in recent times. The importance of well-being and self-care were emphasised in light of these demands.

The Democracy Team Leader presented a summary outlining the various developments that had taken place. It was noted that several members of the team's staff had transferred to the front line during the first lockdown, however they had now re-joined the democracy team. She elaborated noting that the team's working methods had been entirely transformed to facilitate remote working and holding virtual meetings and committees.

She explained further that a high number of virtual meetings had taken place. 28 formal committees had been held in the period up to the end of October, 30 informal meetings with elected members and 23 virtual training sessions with members. Also, it was noted that every elected member had by now attended a virtual meeting.

She said that some positive notes had arisen since developing virtual meetings, emphasising that members' attendance had increased along with their willingness to convene.

More information was provided regarding arrangements for future meetings by the Head of Corporate Support Department. It was mentioned that internal discussions were already taking place and the following points were shared regarding future arrangements for officers;

-  A presumption had been established among officers that they would be holding in-house meetings virtually in the future.

-  It was acknowledged that face-to-face meetings would have to happen occasionally, for example upon appointing new officers or to have a difficult conversation.

-        It was noted that 'hybrid' meetings were considered less favourably as it could be a second-rate experience for those joining remotely.  

The discussion was opened up for committee members to voice their opinions on future circumstances for members.

The following specific points arose from the discussion:

-   It was noted there was a need to strike a balance between virtual and physical meetings. It was suggested that consideration should be given to prioritising which meetings truly needed to take place in person.

-    It was suggested that there was a need to set rules for how long members spent in front of a screen because of virtual meetings.  It was noted that clear arrangements were needed in terms of time, posture and the position of the computer to ensure members' welfare.

-   The virtual arrangement was praised by members who lived further away from Caernarfon as they were saving on the time spent travelling, it was better for the environment and it saved travelling costs for the Council. It was said that the virtual way of working enabled them  ...  view the full minutes text for item 8