2020-11-10 Services & Organisation Committee Agenda

SERVICES & ORGANISATION COMMITTEE MEETING AGENDA   10 NOVEMBER 2020




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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA                                           10 NOVEMBER 2020

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           None of the above will be considered, discussed, voted on or made during a closed session.
           If a closed session includes attendance by teleconference, the councillor/s attending by
           teleconference must maintain confidentiality by ensuring no other person can hear their
           conversation while in the closed meeting.
           To take a matter into a closed session the council must abide by the following:
                  8.1   Pass a resolution to close the meeting.
                  8.2   The resolution must state the matter to be discussed, an overview of what is to be
                        discussed and why the meeting should be closed while the matter is considered.
                  8.3   If the matter is known in advance, the agenda should clearly identify that the matter
                        will be considered in closed session, and an explanation of why it is deemed
                        necessary to take the issue into closed session must be stated.
                  8.4   Not make a resolution while in a closed meeting (other than a procedural resolution).

           9.    Teleconferencing meetings
                  9.1   If acouncillor wishes to be absent from a council meeting place during a meeting, the
                        councillor must apply to the chairperson to participate by teleconference, at least
                        three business days prior to the meeting or as soon as practicable once the councillor
                        becomes aware of their intended absence. The chairperson may allow a councillor to
                        participate in a council meeting, standing or advisory committee meeting by
                        teleconference.
                  9.2   Acouncillor taking part by teleconference is taken to be present at the meeting if the
                        councillor was simultaneously in audio contact with each other person at the meeting.
                        The attendance of the councillor must be recorded in the minutes as present at the
                        meeting.
                        Note: Teleconferencing includes the use of a telephone, video conferencing
                        equipment or other means of instant communication that allows a person to take part
                        in a discussion as it happens.
                  9.3   In order for councils to manage the safety rules during the COVID-19 pandemic,
                        changes have been added to the LGR and the COBR that will expire in June 2021.
                        These provisions allow the council:
                          e the option to conduct the entire council meeting via phone, teleconference or
                             video conference
                          e where possible, that they must provide streaming or other facilities so that the
                             public can observe or hear the meeting as it is happening, at one of the
                             council's public offices or on the council’s website
                          e  chairperson the option to close the meeting on health and safety grounds to
                             protect participants or observers from risk of exposure to COVID-19.

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