Minutes:
The City Solicitor informed the Committee that the Department for Communities had issued a Call for Evidence seeking views on the use of the current arrangements, as set out in the Local Government (Coronavirus) (Flexibility of District Council Meetings) Regulations (Northern Ireland) 2020, which made provision for councils in Northern Ireland to hold meetings remotely or in a hybrid format during the Covid-19 pandemic.
The Department had stated that it was aware that the experience of remote meetings had been varied and that, whilst the experience of managing and participating in remote meetings had grown considerably during the period since the regulations had come into operation, there had been examples of the difficulties which some councils had faced in using this format.
The Department had stated also that it had received representations from the local government sector making the case for permanent provision for remote meetings to be explored. It had, therefore, invited comments from interested parties on the pros and cons of making such arrangements permanent in Northern Ireland and on the use of the arrangements to date.
The City Solicitor submitted for the Committee’s approval a draft response to the Call for Evidence and confirmed that it was based on the assertion that the Council would support legislation being put in place which would allow remote/hybrid meetings to be held on a permanent basis. The current arrangements for the holding of remote meetings would, he pointed out, cease on 24th March.
After discussion, the Committee approved the following response for submission to the Department for Communities:
COUNCIL RESPONSE
Questions
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Q1 Generally speaking, how well do you consider the current remote meetings arrangements work?
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.
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.
There is less opportunity for local residents to speak or ask questions
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?
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?
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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?
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?
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?
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?
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. |
Supporting documents: