Agenda item

Questions

Q1 Generally speaking, how well do you consider the current remote meetings arrangements  work?

 VeryWell

 Well

 Neitherwellnorpoorly

 Poorly

 Very Poorly

 Unsure

Whilethe powersin section78 ofthe CoronavirusAct werebrought in specificallyto helpdistrict councilsin NorthernIreland (and localauthorities inEngland andWales) dealwith thechallenges ofholding meetingsduring thecoronaviruspandemic, the Department wouldalso liketo hearfrom interestedparties aboutthe prosand consof makingpermanent provision,in wholeor inpart, fordistrict councilsin NorthernIreland.

Q3. What do you think are some of the benefits of the remote meetings arrangements?  Please select all that apply.

 More accessible for council members

 Reduction in travel time for councillors

 Meetings more easily accessed by local residents

 Greater transparency for council meetings

Documents(e.g.minutes,agendas,supportingpapers)aremoreaccessibletolocalresidentsandothersonline

Easiertochairmeetingsinanorderlyfashion

Avirtualformatpromotesgreaterequalityinspeakingtimeduringmeetings

Idonotthinkthereareanybenefits toremotemeetings

Other (please specify)

Q5. What do you think are some of the disadvantages of the remote meetings arrangements, and do you have any suggestions on how they   could be mitigated/overcome?  Please select all that apply.

 Itisharderformemberstotalktooneanother informally

 Meetings are less accessible for council members or local residents who have a poor-quality internet connection

 Meetings are less accessible for council members or local residents who are unfamiliar with video conferencing/ technology

There is less opportunity for local residents to speak or ask questions

Somefind it moredifficult to readdocumentsonlinethanina physicalformat

    Debate is restricted by the remote format

    Itismoredifficult toprovideeffectiveoppositionorscrutinyina remoteformat

    Itismoredifficult tochairmeetingsinanorderlyfashion

    Virtual meetings can be more easily dominated by individual speakers

    Itmightenabledemocraticallyelectedmemberstoliveandperformtheirduties outside their local area on a permanent basis, therefore detaching them from the communities they serve

    I do not think there are any disadvantages to remote meetings

    Other (please specify)

Q6. What do you think are some of the main advantages of holding face-to-face meetings, as opposed to remote meeting

If provision for remote meetings were made permanent, it might be preferable for the Department to constrain the meetings or circumstances in which remote meetings can be held to ensure that effective democracy and scrutiny can still take place.

Thereare someoccasions, forexample, wherea remotemeeting formatmay beseen asmore appropriate,such asfor smallersub-committees, meetings convened atshort notice,or formeetingswhere attendeesare drawnfrom alarge geographicalarea i.e.for somejoint committeesand forrural councils.On theother hand,there areoccasions wherea remotemeeting formatmay beviewed asless appropriate,for examplelarge meetings involvingFullCouncil ora council’sAnnual  Meeting.

Q8.    If permanent arrangements were to be    made for district councils in Northern Ireland, in which circumstances do you think councils should have the option to hold remote meetings?

 Inanycircumstances

Only in extenuating circumstances where a meeting cannot be held face-to- face or some members would be unable to attend (e.g. severe weather events, coronavirus restrictions)

     I think councilsinNorthernIrelandshouldbeabletodecideforthemselveswhichcircumstancestheyshouldhavetheoptiontomeetremotely

     I do not think councils in Northern Ireland should have the option to hold remote meetings under any circumstances

     Other (please specify)

        Unsure

WhiledistrictcouncilsinNorthernIrelandhaverisenmagnificentlytothechallengeofensuringvitalcouncilbusinesscontinuesbyconductingmeetingsremotelyduringtheseunprecedentedtimes,theremaybeconcerns that, if the arrangements were to made permanent, a situation could arise where remote meetings arrangements were used by a majority party to avoid effective scrutiny or abuse the power in some other way.

Q11. In your view, would making express provision for district councils in Northern Ireland to meet remotely particularly benefit or disadvantage any individuals with across the nine equality categories? e.g. those with disabilities or caring responsibilities?

    Yes

         No

   Unsure

Q2. Generally speaking, do you think that district councils in Northern   Ireland should have the ability to hold at least some meetings remotely on a permanent basis?

 Yes

 No

 Unsure

Beyond havingprovision toavoid face-to-facemeetings duringthe coronaviruspandemic, weare awareof feedbackfrom councilsabout additionalbenefits ofbeing ableto holdremotemeetings including,but notlimited to,the environmentaland costbenefits of reduced travel,increased participation fromlocal residents,and thepotential toattract morediverse councilmembers. Weare keento obtainrepresentativeviews onthe benefitsof remotemeetings andwould particularlywelcome anyquantitative evidence tosupport theseviews.

Oneareawhichmayhavebeenimpactedthroughtheholdingofremotemeetingsisthecostsavingstheyhaveachieved,particularlyregardinga reductionintravelexpenses andaccommodationcosts.Wewouldbeinterestedtoreceiveanyquantitativedataaboutthecostsavingsthathavebeenachieved,includinganyestimatesofthecomparativecostofrunninga remotemeetingversusa face-to-facemeeting.

Q4.  (For district councils only) 

Have you seen a reduction in costs since   implementing remote   meetings in your council?

           Yes

       No

 Unsure

Referencehasalsobeenmadetothe difficulties thatsomemembershavehadwiththeremotemeetingformat,particularlyinrelationtothedifficulties inmanagingmisconduct,thechallengesofworkingwithunfamiliarsoftwareandtechnologicalissuescausedbya poorinternetconnection.Wearekeentoobtainrepresentativeviewsonthedisadvantagesofremotemeetingsandwouldparticularlywelcomeanyquantitativeevidencetosupporttheseviews.

The Department for Communities considers that there are also many advantages of holding meetings face-to-face.  For example, physical meetings provide numerous opportunities for councillors to speak with one another informally and build alliances, as well   as to encounter local residents face-to-face and listen to their concerns in person.

Additionally, some members have referenced the vast improvement in the quality of debate when there is a lively atmosphere and they are able to make full use of their oratory skills to persuade and influence others. Some may consider remote meetings stifling and that physical meetings are essential to effective democracy and scrutiny.

Q7. If permanent arrangements were to be made for district councils in Northern Ireland, for which meetings do you think they should have the option to hold remote meetings?

     Forallmeetings

     For most meetings with a few exceptions (please specify)

     Only for some meetings (please specify)

 I thinkcouncilsshouldbeabletodecideforthemselveswhichmeetingsthey shouldhavetheoptiontoholdremotely

     I do not think councils in Northern Ireland should have the option to hold remote meetings for any meetings

     Unsure

Q9.   Would you have any concerns if district councils in Northern Ireland were given the power to decide for themselves which meetings, and in what circumstances, they have the option to hold remote meetings?

     Yes

       No

   Unsure

Q10.  If yes, do you have any suggestions on how your concerns could be mitigated/overcome?

In deciding whether and how remote meetings arrangements may be made permanent for district councils in Northern Ireland, the Department for Communities needs to ensure that it complies with the statutory equality duties to have due regard  to promote equality of opportunity and good relations. In particular, the Department would need to avoid unlawfully discriminating (either directly or indirectly) against individuals across the nine equality categories, and also consider whether the arrangements advance greater equality of opportunity and good relations.

The potential benefits that remote meetings could have for members or potential members with disabilities or young families has been stated.  However, there are also those for whom remote meetings could pose additional difficulties for example those with hearing or visual impairments or those more likely to struggle with the technology.

We are keen to consider views on these aspects of remote meetings and would particularly welcome any quantitative evidence to support views provided.