Issue - meetings

To consider a report regarding virtual meeting implementation for Council meetings and the next steps for potential hybridised meetings

The Committee considered a report, set out in agenda pages 25 to 30, which outlined the implementation of virtual Council meetings, and potential next steps moving forwards.

The report stated the initial options considered during the beginning of national lockdown, and the reasons behind why some options were not implemented. A standard Microsoft Teams meeting was chosen, and broadcast using the Open Broadcasting Software (OBS) facility. This allowed the ‘flow’ of a virtual meeting to be as close to that of a standard physical meeting as possible.

The report also outlined the next steps in Wokingham Borough Council’s (WBC’s) approach to holding Council meetings, including the possibility of hybridised meetings. Hybrid meetings would provide several logistical and technical challenges, however officer were working to provide solutions to be able to run these meetings in the future, in a safe and professional manner.

The report stated a selection of achievements associated with the running of virtual meetings, including running the full schedule of meetings for the past few months, and the livestreaming of all public meetings on WBC’s YouTube page.

Anne Hunter (Lead Democratic and Electoral Services Specialist) and Callum Wernham (Democratic and Electoral Services Specialist) attended the meeting to answer any Member queries.

During the ensuing discussions Members raised the following points and queries:

·           Should hybrid meetings go ahead, Members within the Council Chamber would need to see and hear the same as those within the virtual call. Officer response – This was agreed, and several tests would be carried out internally prior to any public meeting being held. Participants, whether virtual or within the Council building, would see and hear as close to the same content as was possible.

·           The running of virtual meetings had meant several other benefits had occurred, including less heating of the Council offices for evening meetings. This in turn met the Council’s climate emergency objectives, in addition to allowing participants to join the meeting from wherever was convenient. Hybrid meetings could present additional issues, including the cleansing of the Council chamber after meetings, additional travel to and from the Council offices, and additional heating of the building for evening meetings. Officer comment – Officers had been asked to look into the possibility of running hybrid meetings as there had been an appetite to do so from some Members. Hybrid meetings would not be ran unless they were safe for all attendees. Going forward, the plan was to webcast all meetings whether virtual, hybrid or physical. The positive climate benefits of holding virtual meetings were acknowledged by officers, in addition to the logistical benefits of being able to join a meeting from somewhere convenient.

·           How many people could attend a hybrid meeting safely? Officer comment – Subject to ongoing government guidance, twenty people could be accommodated safely within the Council Chamber using a two metre separation distance. For now, only the Council Chamber could be considered for hybrid meetings due to the capacity of the room and the implementation of technology in order to enable  ...  view the full minutes text for item 26