Agenda item

To provide an update on practical developments for holding hybrid meetings.

To accept the update on practical developments in relation to conducting hybrid meetings.

RESOLVED:

To accept the update on practical developments in relation to conducting hybrid meetings.
 

The item providing an update for Members on the developments in terms of holding hybrid meetings was presented by detailing the four meetings that would be held as hybrid or multi-location meetings as a result of the full Council's decision in December 2021. It was noted that these were the meetings identified as those of a high public interest. It was added that the rest of the meetings would continue to be held virtually in accordance with the decision of the Full Council.

Details were provided on the work that had now been completed in both Chambers in order to hold hybrid meetings and the new provision that was in place. It was reported that some meetings had already been held as hybrid recently and on a whole had been successful. The Scrutiny Committees would be held as hybrid meetings over the next two weeks.

Reference was made to the work that would take place over the Summer to prepare other meeting rooms within the Council to be able to hold hybrid meetings. It was noted that this work was led by the IT Unit.

During the discussion the following observations were made:

-        Reference was made to the echo that was heard in Siambr Hywel Dda which had been highlighted during hybrid meetings.

-        It was enquired whether the Members were allowed to use the conference rooms in Pwllheli and Dolgellau.

-        A comment was made that there were two meeting rooms in Penrhyndeudraeth; it was asked if there were considerations to provide the technology to enable conference calls in the building. It was felt that better use could be done of this asset in order to save travelling time and costs.

-        Thanks were expressed for the hybrid meetings that were already being held. It was asked whether this meeting amongst others would continue to be virtual or were there plans to hold more hybrid meetings.

-        It was felt that there were positive and negative features associated with hybrid meetings. It was believed that it was good to convey information but not as effective to hold discussions.

-        It was believed that the Employment Appeals Committee should be held face-to-face and it was questioned whether this would be considered.

-        It was questioned how the meetings would work practically if the hybrid provision was in place in various locations i.e. ensuring availability and booking rooms in more than one location. It was foreseen that this would create problems for the Democracy team.

In response to these observations:

-        It was reported that it was essential for those joining from home to wear headphones with an attached microphone especially for meetings that would be held from Siambr Hywel Dda. This would reduce the echo and make the sound clearer. It was added that Bluetooth headphones were currently being trialled for Members with an iPad and who, as a result, could not use the traditional headphones. An update would be provided on this soon.

-        It was noted that there was a programme to update 17 of the Council's meeting rooms across the County in order to hold hybrid meetings. It was hoped that an update would be provided in September regarding Pwllheli, Dolgellau and Penrhyndeudraeth meeting rooms.

-        It was explained that the arrangements regarding what meetings would be held as hybrid would be reviewed. It was added that the final decision was in the hands of the Members but the Council was asked to hold a full cycle of meetings before reaching a conclusion. It would then be possible to re-visit but the present decision was to continue with the four hybrid meetings. It was ensured that the situation would be reviewed regularly.

-        It was expressed that there was an option to hold the Employment Appeals Committee face-to-face if the individuals who were appealing wished to do so. This would be considered as well as the Members observations. It was added that training was being held on Friday for Members of the Employment Appeals Committee and they could give further consideration to the matter at that time.

-        It was explained that a Chamber had been identified when holding hybrid/multi-location meetings in order to allow access for the public if they wished to attend. It was acknowledged that there was a possibility of challenges when ensuring the availability of a number of meeting rooms at the same time, but if the other meeting rooms were not available across the County, then the option of joining from home or virtually would be available for Members.