Policies & Procedures

1. Introduction
Scotton Parish Council recognises the opportunities offered by meeting remotely when a physical meeting is not appropriate or possible due to any arising restrictions at local or government level. This policy is to assist the Parish Council, Councillors and members of the public and press to understand how these meetings differ from a physical meeting and to assist residents and members of the public to engage in debate and decision making. The policy is to be delivered within ‘The Local Authorities (Coronavirus) (Flexibility of Local Authority Meetings) (England) Regulations 2020’ and that are currently enacted and active on and up to 7 May 2021.

2. Remote or Virtual Meeting ‘platform’
Scotton Parish Council will utilise Zoom to provide video communications. Zoom enables video and audio conferencing for persons using mobile devices, desktops, and fixed room systems.

3. Agenda and document publication
Councillors will continue to receive their summons as per regulation with the agenda and documents being sent by email and also placed on the Council’s Facebook and website at https://scotton.parish.lincolnshire.gov.uk/  
In preparation for the meeting the Clerk to the Council will publish via the summons:
• The zoom meeting link
• Meeting ID
• Meeting passcode

Agendas will be published on at least one noticeboard if this is possible given current UK Government advice. Any person unable to access the Council’s website can request a copy of the agenda by email or post by contacting the Clerk. In cases that documents originate from a third-party electronic links will be provided where available.

4. Standing Orders
Standing Orders will continue to be used to guide the meeting in a similar way as if a person were present in a place.

5. Specific Virtual Meeting Arrangements
a. Discussions
This section applies if members are experiencing good connectivity. In the case of poor connectivity see 5c.  During the meeting, all persons other than members will be muted. During the public participation period members of the public will be required to ‘enable video’ for them to be visible to the Meeting and will raise their hand to indicate that they wish to speak. Their microphone will then be unmuted, and they can address the meeting. Following the conclusion of their address the microphone will be muted. During the meeting members and officers will raise their hand to indicate to the Chairman that they wish to speak on an agenda item. All members attending the meeting will monitor their own background noise and mute their own microphones, except when speaking, if necessary, to negate interference with the meeting.
b. Voting
All voting will be undertaken by a show of hands unless video connection is unavailable.  If video connection becomes unavailable the Chairman will ask for the vote of the attendee/s who do not have video connection.  Council members may use a Zoom emoji reaction to show acceptance if they are unable to raise their hand or speak.  The Chairman will read back all votes to ensure accuracy.

c. Poor connectivity
In the case of poor connectivity, the Chairman will decide whether to continue with the meeting or to reconvene. In the case of video not being available for some or all of members attending the Chairman can choose to continue but to operate on a roll call for councillor views on individual agenda items.

d. Attendance
If a member is believed to have ‘dropped out’ this will be noted in the minutes. If ‘dropouts’ result in the meeting becoming inquorate members will endeavour to re-join for a period of 15 minutes. After 15 minutes if the meeting is still inquorate the Chairman will suspend the meeting and reconvene at a later time and date subject to the statutory days of notice. Members will be emailed to advise of the suspension.

6. Virtual Meeting Etiquette
Normal Standing Orders apply regarding Conduct at Meetings and all attendees are expected to be mindful of the difficulties people experience regarding the operation of technology. Behaviour that is contrary to the intended outcomes of the meeting will be dealt with at the discretion of the Chairman. For a member of the public or press this may result in dismissal from the Zoom meeting.

7. Declaration of Interests
A councillor that has declared an interest, without dispensation, that requires them to leave the meeting will be placed in the waiting room. On conclusion of the item for which the declaration is made the councillor will be returned to the meeting.

8. Public Participation
The Clerk will read any pre submitted addresses from the press and public. Questions will be taken from those present. It would be impossible to hear if everyone were to speak at once. Therefore, to ensure those present have an opportunity to be heard it may be necessary to use the ‘reactions’ button at the bottom of the Zoom screen and raise your virtual hand if you would like to speak.  Please wait for the Chairman to address you before speaking.

9. Confidential Matters
Confidential matters will be dealt with at the end of the meeting.  Members of the public and press may retire to a meeting or room leave the meeting at this point.  The Chairman will resume the meeting when all members of the public and press have gone into a meeting room or have left the meeting.  On conclusion of confidential matters on the agenda, members of the public or press will be admitted back into the meeting.

10. Recording
Zoom meetings may be recorded. Copies of the audio recording will be made available on request to Council members, the press, and members of the public.

11. Information
The chat box function on Zoom will not be used unless a Councillor needs clarification on a point or has been unable to hear a segment of conversation.  The host of the meeting will use the chat function to aid functioning of the meeting.  No questions will be taken or answered from members of the public or press.  The chat box function will be turned off if it is hindering progress in the meeting. 

For further information see The Local Authorities (Coronavirus) (Flexibility of Local Authority Meetings) (England) Regulations 2020
http://www.legislation.gov.uk/uksi/2020/392/contents/made