Agenda item

Remote Meetings Protocol and Procedure Rules

Report of the Town Clerk.

Minutes:

The Committee discussed a report relating to protocols and procedures associated with the management of remote meetings.

 

Members heard how officers were also looking at alternative technologies, such as Zoom, as well as exploring the full functionality of Microsoft Teams.

 

The Town Clerk also took the opportunity to update Members on progress in respect of arrangements for a virtual meeting of the Court of Common Council on 21 May. Whilst there were a minor number of technical considerations awaiting final testing, there was confidence that the Court should be able to convene and meet effectively, provided that the same discipline was applied with respect to the rules around the conduct of debate as proscribed by standing orders for physical meetings. It was highlighted that the key issue would be in relation to voting where the limitations of applications tested to-date presented some minor issues, particularly in relation to ballots where multiple votes would need to be cast, as well as the secrecy of such ballots.

 

Members echoed the Chair’s thanks to officers for the hard work that had been undertaken to make arrangements for remote meetings.

 

A number of Members indicated their preference for Zoom to be looked at as a technological solution for the longer-term, rather than Microsoft Teams.

 

A Member also highlighted some issues that were experienced with the chat function and the etiquette for using this. Whilst it was inarguably convenient and helpful for Members to use the function to share sentiment or opinions on an item amongst themselves, he observed that it was sometimes extremely difficult to chair a meeting whilst following a substantive debate in the chat function and also noting who wished to speak on an item, particularly where large numbers of people were participating in the meeting. He supported officers’ advice in this area and urged Members to only use the chat box to indicate they wished to speak.

 

Another Member asked whether a permanent record of the live stream could be made available as a matter of public record. It was confirmed that this was possible and was being explored at present to ensure it was managed in a fashion that was compliant with relevant data protection regulations.

 

RESOLVED: That the report be noted and the protocols set out be endorsed.

 

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