The COVID-19 pandemic has meant that some councils have been unable to technically support remote participation either in part or full. Some councils have had to delegate significant decision making to officers or to cabinet arrangements.
Aberdeenshire Council has been recognised as a source of best practice advice for other councils and organisations in assisting the continuation of democratic input during the global pandemic.
The council has embraced the use of technology to move committee and other meetings online. The commitment of members and officers to sustain the democratic decision making of the council by continuing to involve external partners and allow public participation has meant that business has been able to continue as inclusively as possible.
What online meetings are being held?
Council meetings are continuing virtually using Skype for Business. These meetings include:
- Full council
- IJB
- Area Committees
- Policy Committees
- Licencing Board / Licencing sub-committee
Aberdeenshire has held a few remote training sessions with its councillors and their response has been positive.
At the time of writing, Aberdeenshire had held 18 area committees, four policy committees, one Audit Committee, one IJB, one Full Council, one Licensing Sub-Committee and one Licensing Board meetings virtually since the council agreed the COVID-19 governance revisals.
Guidance and training being provided
Aberdeenshire Council has produced guidance for elected members, Chairs, Committee officers, Board members, and, members of the public to ensure proceedings run as smoothly as possible.
The guidance offers information on what to do: in advance of a meeting; on the day of a meeting; during the meeting; voting during a meeting; when there are requests to speak; in the event of technical difficulties; and other helpful information, tips and hints.
In terms of guidance for the public this helps them understand how to participate in meetings, information relating to the recording of them and what will happen during the meeting. All guidance is constantly under review so that the council can continuously improve virtual meetings.
The technology being used
Aberdeenshire Council currently uses Skype for Business which it feesl is the best option in terms of allowing partners such as Police Scotland to continue to participate in meetings and to allow requests to speak from members of the public.
It is currently looking into how it can achieve live webcasting but in the meantime its meetings are recorded and published online after the meeting (with the exception of the exempt and confidential items).
Public Participation – how is Aberdeenshire involving the public?
Members of the public have taken well to participating in the meetings under the new arrangements.
Aberdeenshire has discovered some data protection issues in allowing members of the public to participate in video meetings as Skype allows all participants sight of every participants email addresses – this is an issue where there are multiple members of the public participating.
To get round this, the council has allowed the public to participate by telephone and ensure that any presentations or additional materials are emailed to them in advance of the meeting.
All of the council’s agendas and minutes are issued electronically anyway and are published on the website.