Response to DCLG consultation on video conferencing

We have sent in a repsonse to the DCLG on their recent consultation paper relating to video conferencing certain local authority meetings. While we welcome th prinicipal there are a number of areas that need further clarification. We would like to thank all members who gave their views. Details of the consultation can be found here:

 

Response to consultation

1.    These proposals make more sense in large geographical areas like County Council or regional areas. Travelling time for meetings between neighbouring London boroughs, for example, is not normally regarded as a
major barrier to attendance by elected Members or participation by members of the public.

2.    Unless already in existence at all of the partner premises using video conferencing for a particular meeting, the cost of investment in the necessary technology, either purchase or lease, is likely to be significant and far exceed any minimal savings in travelling expenses for elected Members. This is even more relevant, in light of the fact that all Councillors will be required to attend premises in their localities, most obviously Town Halls. This will require authorities to link up assuming they have compatible systems to enable this to happen. The use of webcam would also be a consideration.

3.    It is assumed that members of the public would also be able to use the video conferencing facilities to participate in the meeting if the relevant constitutional rules allowed such participation. If correct, this needs to be made clear. The practicalities of potentially linking up separate webcam systems or purchasing a new one(s), will also need to be considered. Please see comments above in 2.

4.    Any meeting being run by video-conferencing will require an excellent chairperson to guide the discussions and ensure anyone wishing to contribute has the opportunity to do so and all contributions are heard
and understood by all present. This may require local authorities to invest in tailored training for joint committee and combined authority chairs.

5.    It is assumed, although not clear from the consultation document, that the person chairing the meeting could also do so via video conferencing, in a different authority from the clerk. If correct, this could present
difficulties for the chair and the clerk or other senior officer (such as a solicitor) in giving and receiving advice on procedures/protocols etc. whilst the meeting is taking place. ADSO strongly recommends that the
chair, clerk and officers providing advice should be in the same venue. This is of course may not be accepted by the other partner authority(ies).

6.    The major risk to the success of video conferencing, is the possibility of a failure of the technology, which may well be outside of the control of the Council(s), e.g. a power supply or internet connection problem. In
these circumstances, the person chairing the meeting may have to make a judgement as to whether to carry on with the meeting, if quorate, or abandon the meeting to a future date to enable all concerned to
participate, which would result in additional costs and delay to the decision-making process. If the person chairing the meeting decided to carry on despite a key attendee or authority not being able to participate, there is the additional risk of legal challenge to any decisions made against the wishes of an individual attendee or local authority. However, it is unlikely that a joint committee decision would be valid in the event of one of the partners being unable to vote and/or contribute. Provision would need to be made and allowed to ensure all parties are clear where a meeting is adjourned, postponed or cancelled.

In summary, therefore, whilst the principle of being able to hold joint committee or combined authority meetings is cautiously welcomed, concern must be expressed about the cost of the technology required where it does
not already exist and the implications in terms of cost, delay and potential legal challenge, as a result of the failure of the technology or equipment and other practical issues.

Our members will be at the forefront of implementing these proposals within their councils.  ADSO would be very willing therefore to work with you to explore opportunities to ensure technology is utilised so as to
improve meetings, particularly joint meetings or those covering a wide geographical area. Subject to the outcome of those discussions, ADSO could assist in identifying pilot areas and testing. (My contact details are
below). However we believe this will require financial resources and in some cases, dedicated technological investment, to enable this to become a reality and to achieve the desired outcome.

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