SULLY AND LAVERNOCK COMMUNITY COUNCIL                                                       

PROTOCOL ON REMOTE ACCESS TO MEETINGS 

 

Background

 

This protocol will be observed for all meetings under the direction of Sully and Lavernock Community Council to which the Local Authorities (Coronovirus)(Meetings)(Wales) Regulations 2020 apply. By default, meetings are open to the public and press unless there are overriding reasons for confidentiality (Set out in other legislation). The protocol applies to all meeting “participants” (Councillors and members of the public and press). The protocol will be reviewed after each meeting and alterations may be made as a result. Please be mindful that apps can access personal information.

 

Behaviours

 

The council will not accept or tolerate any inappropriate behaviours, comments, or contributions. All councillors shall observe the code of conduct adopted by the council. Given the immediate and potentially highly offensive nature of online abuse any suspected infringement will result in the host muting the feed from the alleged offender and returning them to the waiting room. At the direction of the meeting Chair the host will close the connection to the party concerned if possible. If it is not possible to exclude any contribution or contributor then the meeting may be terminated on the direction of the Chair and resumed immediately afterwards excluding the party concerned.

 

Before the meeting

 

• The Clerk will make arrangements for the virtual meeting room and will publish the agenda including access information. Agenda items are invited in writing from the public for subsequent meetings. 

• If possible, prior to the start of the meeting those who have an interest in any matters to be discussed should declare them.

 

Start of the meeting

 

• The clerk will open the meeting room fifteen minutes before the advertised start time for the meeting.

• All “participants” (Councillors and members of the public and press) will enter the virtual meeting room and will be admitted by the host to the meeting.

• All participants will be muted on entering the meeting room.

• All participants should test their connections to ensure they can hear and be heard by others.

• Unless being used for remote access to meetings, it is asked that participants mobile phones be switched to silent or switched off.

 

During the meeting

 

• The host will admit participants to the meeting who will remain muted.

• The Chair will welcome everyone to the meeting and will provide information for participants.

• The meeting protocol is the same as it would be for a traditional Council meeting in the Councils meeting rooms. In summary    

• All contributions must go through the Chair.

• Items will be introduced as per the agenda for the meeting.

• Participants may discuss the matter or ask questions which may be answered.

• Any members of the public, during the democratic session who wish to put forward views (and are invited to do so by the Chair) may do so. These views must relate to the items on the agenda. The public may not participate during any other parts of the meeting other than in exceptional circumstances and with agreement of the Chairman.

• The discussions may be summed up by the Chair and motions moved.

• Councillors will be invited to vote by a clear show of hands, or if just at the meeting audibly then acknowledging for or against the motion.

• If any councillor leaves the meeting for whatever reason this will be recorded in the minutes. If the Councillor then re-joins the meeting this will also be recorded in the minutes

 

Speaking and voting

 

• Any participant who wishes to speak must raise their hands and clearly indicate to the Chair who will direct the order of speaking. (Separate arrangements will be made for any participant who joins the meeting by audio only)

• Voting at remote meetings will be carried out by a clear show of hands, by a roll call of Councillors names and asking them to state their vote, or by another method of voting, should a platform allow it, as determined by the Chair of the meeting. Votes will only be listed in the minutes if a recorded vote is properly requisitioned.