Clavering Parish Council

PO Box 1376, Cambridge CB1 0GS

Email: clerk@claveringvillage.org.uk Tel: 07986914991

Report:

Council Meetings by Webinar – based on SLCC webinar

Legislation change came in to force on 4th April 2020 to allow Councils to hold virtual meetings up until 7th May 2021.

The public and press must be able to attend.

·      A licence is required for webinar software.

·      Meeting documents must be on the website.

·      The summons for meetings must be sent by email with the login information, and a login for members of the public/press.

·      Documents to be tabled, and presented via powerpoint through the meeting

·      Everyone attending must have their own computer with video and audio or a smart phone.

·      The Chairman manages the meeting as usual. 

Pros

Cons

No transmission of Covid-19

Extra cost to the Council

It works for those that are self-isolating

More training for the Clerk

Meetings are easily controlled

More preparation for the Clerk

Requests to speak can be denied.

Training required for Cllrs

Clear focus on the agenda

Unable to read body language and faces

Aids minutes

Someone is bound to complain!

Good for the environment – due to reduced car travel

Software Licences:

·      SLCC recommended GoToWebinar, however at £828 + VAT per annum or £89 + VAT per month it is an expensive option.

·      Zoom is £120 + VAT per annum, and NALC are in negotiations with Zoom about charges.  

Recommendation: To investigate fully the charges the Council would face if using Zoom, how many people can participate etc. To look into the training available on Zoom. 

Typical Meeting Items:

The advice is to keep initial meetings brief, and to deal with urgent issues. Suggested agenda items are:

·      Brief introduction and instructions from the Clerk

·      Chairman’s welcome.

·      Apologies for absence – to be emailed in advance of the meeting.

·      Declarations of interest.

·      Planning applications – in meeting documents.

·      Finance – to approve cheques – on agenda.

·      Clerk’s Report – in meeting documents.

·      Date of the next meeting.

Meetings must be quorate, those rules have not changed. 

Recommendation: To hold a practice meeting with a mock agenda, with one Cllr declaring an interest in a planning application, and voting on finance etc.

Suggestions for Meeting harmony:

·      Cllrs should be muted unless invited to speak by the Chairman, and should raise their hand to indicate they want to talk.

·      The public remain muted throughout – initially public participation is not held.

·      Cllrs to vote with a show of hands for apologies for absence, minutes, planning, and for finance approvals.  

·      Hands raised for Clerk’s report queries, comments made once the Chairman gives the go ahead. 

·      I will attempt to get Ray Gooding and Edward Oliver to send written reports across. 

Jessica Ashbridge

Clerks to Clavering Parish Council

Notes & recommendations from the Clavering Parish Council, Practice Zoom Meeting. 

30th April 2020

1.     As advised, meeting attendance shall require password as provided to expected attendees by clerk in advance of the meeting.

2.     As advised to avoid gatecrashers, ‘Waiting Room’ shall operate for Clerk to allow people into the meeting. 

3.     Public shall be muted currently for meetings.

(Representation to the Clerk can still be made by email/letter sent in timely fashion)

4.     Councillors are not muted during discussion, but are invited to speak at the direction of the Chair only. Hands to be raised to come back on a point if needed.

5.     Order of speaking pre-determined to help with smooth running of the meeting. 

Chair suggests the following – which is the pattern people usually sit around the table when we physically meet:

Cllr Clayton

Cllr Carter

Cllr Cook

Cllr Patmore

Cllr Stanford

Cllr Ryan

Cllr Couchman

Cllr Barrow

Chair will speak either at start or end.

6.     Voting will be by show of hands or statement of for /against/abstain; if latter then vote requests will take same order as above for speaking.

7.     Councillors will be placed in waiting room by Clerk if an interest has been declared and returned to meeting after item has been discussed.

8.     No meeting documents will be displayed on screen. 

All papers to be circulated in advance prior to the meeting in usual fashion.

All meeting papers and agenda must be placed on the website as is required under the new regulations.

For the 11th May meeting, this must be by end of Tuesday 5th May (3 working days). Please may the Clerk have any reports for the meeting by 4th May?

9.     If any council business is needed to go ‘in camera’ the meeting will recess to allow councillors to enter a confidential Zoom meeting room.

10.  EALC has been contacted to ask what ‘year’ actually means referring the Council meetings.

(I now wonder if it is May to April given when elections are held. . )

                                                                                                Cllr SM Gill (as Chair)