Agenda item

Submit a draft Committee Operating Framework in order for it to be recommended for the Full Council to adopt

To approve the Committee Framework to be submitted before the Full Council in December. 

DECISION

         To approve the Committee Framework to be submitted before the Full Council in December.

The report was presented by the Head of Corporate Support Department who noted that there had been several discussions about the meetings framework for the future. He explained that the Full Council had agreed on interim arrangements and that it was intended to present this report to the Full Council on 2 December 2021.

The Democracy and Language Services Manager noted that the report was a foundation for the future to ensure a sustainable framework for the Committees. The Committee was reminded of the period when it was established which committees should be webcast, namely based on the meetings that were of most interest to the public and, therefore, the same principle was used in order to choose the hybrid and virtual only Committees.

It was noted that the Full Council, Cabinet, Planning Committee and Scrutiny Committee would be held as hybrid meetings. It was explained that all other Committees and meetings would be virtual only.

The Head of Legal Services added that, statutorily, there were only two choices, namely meetings that are virtual only, hybrid or a combination of both. He added that it was a matter of deciding the best procedure in order to ensure access for the public and to promote democracy

During the discussion the following observations were made:

·        Members agreed with the report and it was noted that they understood the logic and the principles. However, from experience, it was noted that hybrid meetings could be frustrating for example they could be difficult to chair.

·        It was asked whether resources would be available for councillors to attend virtually from Council offices if they happened to be there for other meetings.

·        It was agreed that the standard of hardware may be high, however, it was noted that the standard of internet connection right across Gwynedd was not good. A member added that technical problems could affect the timing of meetings.

·        A comment was added that the arrangements allowed councillors from areas a considerable distance from Caernarfon to spend more times on ward matters and less time travelling to Committees. - Concern was expressed regarding the arrangements of hybrid meetings in terms of chairing and fairness for members.

·        There was agreement regarding the good practice of starting meeting earlier so that all members could ensure they could connect to the technology.

·        It was suggested that meetings should be started earlier in order to give time to resolve technical problems.

·        It was accepted that hybrid methods resulted in a wider representation amongst councillors.

·        A question was asked about the procedure for closed Committees e.g. Licensing

The Head of Corporate Support Department responded to the above as follows:

·        It had been ensured that there was provision for members to access an office to be a part of a virtual meeting

·        The Democracy and Language Services Manager added that the service was looking at the provision for new members from 2022.

·        She added that the Hybrid experience was very different to the old video-conferencing system.

·        It was noted that initial piloting tests had been successful with the chair joining virtually and in the chamber.

·        In response to the question regarding closed Committees, it was noted that the Licensing Committee had not been identified as one which would be held as hybrid.

·        The Head of Legal Services added that, statutorily, only two types of meetings existed by now, namely either hybrid or virtual. He added that every member had a right to attend remotely.

·        He also added that the right to attend remotely did not differentiate based on role, therefore a Chair could attend remotely also.

·        The Committee was thanked for its support.