13 Choice based Blended model for Fully Virtual and Hybrid

Business Services

REPORT TO ABERDEENSHIRE COUNCIL – 23 SEPTEMBER 2021

TRANSITION TO A CHOICE BASED BLENDED MODEL FOR FULLY VIRTUAL & HYBRID MEETINGS

1 Reason for Report / Summary

1.1 On 29 April 2021 Full Council reviewed the ongoing use of virtual platforms for meetings of the Council and its Committees and agreed to continue with virtual meetings as the default. At the same time Full Council instructed officers to bring back options for future meeting arrangements. This report outlines options for a transition to a choice based blended model for Fully Virtual & Hybridmeetings and asks Full Council to agree the way forward.

2 Recommendations

The Committee is recommended to:

2.1 Agree to move to a choice based blended model of Fully Virtual & Hybrid Meetings with the transition arrangements outlined in this report;

2.2 Agree the selection of meeting groups for Hybrid meetings during the first phase of transition as outlined in Appendix 5 of this report;

2.3 Agree the principles for Hybrid meetings at Appendix 4;

2.4 Agree to instruct external consultants to undertake an assessment of audio visual requirements for meeting venues, and agree what venues are in scope;

2.5 Authorise the Head of Legal and People to develop and implement procedures for Hybrid meetings and report back to Full Council with revisions to the Guidance on use of Skype for Business for Council Meetings in Part 4G of the Scheme of Governance;

2.6 Instruct the Director of Business Services to report back to Full Council in January 2022 with an update on the first phase and proposal for next steps; and

2.7 Instruct the Head of Legal and People to prepare a statement of the Council’s position on meeting arrangements to be issued to outside bodies recommending virtual meetings as a default and appropriate safety measures where in person attendance is required as more specifically outlined in paragraph 4.33 of this report.

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3 Purpose and Decision Making Route

3.1 Since the onset of lockdown in March 2020 all meetings of the Council and its Committees have been held Fully Virtual Only. On 14 January 2021 Full Council agreed to continue with virtual meetings pending a further review on 29April 2021.

3.2 On 29 April 2021 Full Council agreed that virtual meetings should again continue as the default for a further period and instructed officers to report back with options for Hybrid meetings. Hybrid meetings are defined as ones that take place with a mix of virtual attendance using digital means and some in-person attendance at a meeting venue.

3.3 Engagement with Elected Members took place in June and July 2021. Two workshops were held, and a survey was issued which received 40 responses. A summary of the responses is outlined in Appendix 2.

3.4 Should Full Council agree to the proposal and transition arrangements outlined in this report, a report will come back to its meeting in January 2022 with an update on the first phase and any proposals following the assessment of meeting venues.

4 Discussion

4.1 The Council moved swiftly following the onset of the pandemic in March 2020 to adapt and build on existing governance arrangements to ensure the continuation of committee business and preservation of the democratic process. On 18 March 2020 Full Council agreed an Emergency Addendum to the Scheme of Governance with the aim of facilitating virtual meetings. Procedures and protocols for virtual meetings were developed at pace, resulting in the first fully virtual meetings – Formartine Area Committee and Kincardine and Mearns Area Committee - taking place on 24th March 2020. The ability to move meetings online in such a short period of time reflected the Council’s ability to adapt to the changing situation with the support of prior investment in technology and a proactive and prescient approach by officers and Members.

Current State - Fully Virtual Meetings

4.2 Fully Virtual Only meetings of the Council and its Committees have been the default since March 2020 and have largely followed the calendar of meetings agreed pre-pandemic, with minimal interruption. Whilst it took some adjustment at first on the part of both Members and Officers to adapt to a virtual meeting room, the environment is now a familiar one for all.

4.3 There are clear benefits to Fully Virtual meetings, from a financial, sustainability and equalities perspective. The average cost of holding an “In-Person” meeting of a Policy Committee at a Council venue is estimated to be £464 taking into account catering, utilities and travel costs. For the period March 2020 to February 2021, both travel miles claimed and costs were down by 92%

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compared with the same period in 2019/2020. This reflects a reduction from 198,297 to 15,242 in mileage and from £88,922 to £6,764 and is not only a positive step in terms of reduced costs, but also in the context of the Council’s Climate Change Declaration and Carbon Budget. It is estimated that the average cost of holding an “In-Person” meeting of a Policy Committee in carbon terms is 0.53 tCO2, taking in account both travel mileage and energy supply.

4.4 Fully Virtual meetings also allow for members of the public to either participate in a meeting as applicants or speakers from the comfort of their own home or place of business or to view the meeting online. Feedback received from participants in recent online meetings has been favourable in this respect. The ability to join meetings virtually also has a positive impact on a number of the protected groups, as reflected in the integrated impact assessment at Appendix 1, and therefore aligns with the Council’s duty under the Equality Act 2010 to advance equality of opportunity. Legal advice has also confirmed that the concept of Fully Virtual meetings for formal meetings of the Council and its Committees would remain compliant with current local government legislation, following the imminent expiry of the coronavirus legislation in September of this year, provided access to the public continues to be made available through livestreaming and recording.

4.5 There is, of course, always a risk of technical issues with a virtual meeting and on occasion both Members and Officers have experienced connection issues. There has not yet been a need to adjourn a meeting on account of technical difficulties, and an officer from IT is allocated to each meeting to address any problems, should they arise. It is proposed that this support would remain as a default.

4.6 However it is also recognised that there are benefits in having increased opportunities for face to face contact in the face of relaxed restrictions, particularly as we emerge from sustained periods of lockdown which will have inevitably had an impact on the mental health and wellbeing of many of our colleagues. The importance of social interaction cannot be underestimated. That said the significant strides the Council has made in its embrace of technology should not be disregarded and we should be ambitious in our vision of a Council that is fit for the future.

Feedback from Member Engagement

4.7 NotwithmeetingMembermeetingpopularpreferenwith cho

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standing the Council’s successful facilitation of Fully Virtual s to date, feedback from the engagement with Elected s does not universally favour a Fully Virtual Only option for s of the Council and its Committees, although this was the choice for agenda and pre-meetings. Instead there is a ce for meetings of the Council and its Committees to be Hybrid
ice and flexibility as to how to attend being key.

4.8 What seems clear from the Member engagement is that the option ought to be there for virtual attendance at any meeting of the Council or its Committees which involves in-person attendance (much as was the case pre-Covid) and that some meetings might involve agreement to be held fully virtually with no in-person attendance. There is also the expectation that where a meeting involves a Hybrid or where it is Fully Virtual, at least the standard of digital participation that has been enjoyed during lockdown will be the norm but ideally we would aspire to an enhanced user experience.

4.9 For other types of meetings, including group meetings, informal meetings, seminars and working groups, opinion was split between Fully Virtual meetings and Hybrid meetings. In respect of officer attendance at meetings involving members, there was a much higher acceptance of the efficiency of virtual attendance to make the best use of officer time. From a practical perspective however it will always be necessary to have an officer present at the venue for any Hybrid meeting in order to operate the equipment for the meeting.

Proposal – Transition to a Choice Based Blended Model of Fully Virtual & Hybrid Meetings

4.10 It is proposed that we rule out the concept of a fully In-Person Only meeting type, on the basis that feedback from Members suggests all meeting venues should always have an option to attend virtually. Imposing a requirement for all to be in attendance in person may also have negative implications in terms of both the Council’s equality duties and climate change commitments.

4.11 Feedback from Members would also rule out continuing with Fully Virtual Onlymeetings as the default such as we have been operating during lockdown for all meetings. Currently this would be strongly preferred by officers, given the clear benefits in terms of reduced requirement for office space, reduction in travel time, miles and costs and alignment with the Council’s Carbon Budget and climate change aspirations. It is also evident that the risk of transmission of the virus has not gone away and that currently in Grampian we are experiencing the highest number of new COVID cases per day since the start of the pandemic. Although uptake of vaccination in the working age population has made good progress there still remains a large number of people in this age group who have not taken up the offer of the two dose course of COVID vaccination. These individuals remain susceptible to COVID infection and this means there continues to be a significant risk of infection being introduced into the workplace. That said, having regard to views expressed by Members, it is clear that the ability to attend in-person remains a desirable option for some.

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ncil is therefore asked to agree a gradual transition to a Choice lended Model of Fully Virtual & Hybrid Meetings. In practice, ld mean that some meetings are agreed to be Fully Virtual Only

ers have the option of in-person attendance as a choice for s thus making it a Hybrid meeting. A “Choices” system can developed on a meeting by meeting basis. It is of course the t all participants might opt to be there in-person thus creating a erson meeting but that should be differentiated from that being

the concept of a Hybrid meeting is not without its challenges, largely ology and facilities nature and in terms of managing the ongoing risk

19 transmission. As a result, a cautious approach to introducing Hybrid will be required.

rd to technology, it is noted that other authorities in Scotland have audio visual systems in order to facilitate hybrid meetings. That said, horities are dealing with only one meeting room, as opposed to the enues used by Aberdeenshire Council given its geographic spread

y are investing for the first time whereas this Council already has a rovision and investment. This brings with it different considerations king at “retro-fitting”. Whilst meeting rooms in Woodhill would provide sary connection and equipment to host a form of hybrid meeting,

area meeting venues which do not currently have that option. ore, the type of hybrid meeting that could be hosted with current t – Surface Hub and microphones, where available – would not create

ality user experience akin to a virtual meeting, albeit testing carried out s has confirmed that both those joining virtually and those attending in-ould be able to adequately participate in the meeting.

n IT and Property and Facilities Management have advised that onsultancy advice would be required in order to fully explore and e audio and visual requirements for each Council meeting venue, in scertain the costs of achieving a high-quality user experience. Officers

ave meantime given an estimate of between £10k and £25k to fit a nt hybrid technology kit (Surface Hub type screen and microphones) in room, and between £50k and £100k to replace and upgrade audio equipment in the Council Chamber. However specialist advice would

ed in order to fully assess the cost of upgrading meeting venues, ot currently available inhouse. Full Council is therefore asked to

the instruction of external consultants to carry out an assessment of enues in order to get the desired expertise at a pace that would make reasonable, and also to agree the scope of this work in terms of the be assessed. Initial discussions have already taken place with a local which could undertake the work, with no charge for the initial ent.

ory.

4.15 Facilities for holding a Hybrid meeting will also be a key consideration. The Council has not held any meetings at a Council venue since 19 March 2020, when the Education and Children’s Services Committee met in a hybrid arrangement.

4.16 As at the time of writing this report, the majority of the coronavirus restrictions in Scotland have been lifted as the country moves beyond Level 0. However, whilst the legislation imposing social distancing requirements in the workplace has ceased, home working continues to be an important mitigation for controlling the spread of COVID virus and the Scottish Government continues to advise home working where possible. Where it is considered essential for workers to return to the office, it is important for employers to be effective in promoting measures to try to reduce the ongoing COVID risk. These measures include the consistent wearing of face coverings, hand hygiene, regular cleaning of work equipment, chairs and work stations and good office ventilation as well as emphasising the importance of workers self isolating if they have symptoms and not coming in to work.

4.17 Scottish Government guidance further provides that where someone is within 2 metres of a person without wearing a fluid resistant surgical mask, for a cumulative period of 15 minutes, or within 1 metre without a standard face covering for any length of time, they are at risk of infection and therefore within scope of being identified by contact tracers as a close contact of a positive case. It is therefore clear that despite the success of the vaccination programme, there remains a level of uncertainty and risk of transmission of the virus. The Council’s obligations in terms of reducing that risk and ensuring the health and safety of staff, employees and Councillors remains paramount. Therefore, despite a relaxation of social distancing guidelines in legislative terms, the Council will maintain use of 2 metre distancing in council offices, mirroring the compulsory distancing for schools in at least the first 6 weeks of the new school year. The 2 metre distancing will similarly be applied to Hybrid meeting venues. Were a 1 metre rule distancing to be imposed, this would increase the risk of transmission and require persons present at a Hybrid meeting to be wearing face coverings at all times, including during the meeting.

4.18 There will also be a requirement to introduce other Covid related measures in meeting rooms including face masks, hand sanitizer and cleaning materials. These elements of Hybrid meetings are reflected in the proposed principles at Appendix 4.

4.19 The imposition on physical distancing will present challenges for some venues, particularly the Council Chamber. Capacity for meeting venues with those restrictions in place are outlined in Appendix 3, although sites still awaiting survey have been highlighted. The numbers stated would reflect all those present at a meeting, including officers, Elected Members and members of the public. Meeting venues will require to be open to members of the public once the coronavirus legislation limiting attendance by the public comes to an end later this month, however if the venues cannot accommodate those wishing the be present with appropriate social distancing in place, the public will be directed

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to the live stream of the meeting or alternative facilities where they can view the meeting.

4.20 There will therefore require to be clear protocols in place to determine who can be present at a hybrid meeting venue. If there were concerns in advance of a meeting that numbers were going to exceed capacity, arrangements could be made to hold the meeting virtually where the Chair has health and safety concerns, as is reflected in the principles at Appendix 4.

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the aforementioned assessment by external consultants into s of upgrading audio and visual equipment and the suitability s, it is therefore proposed that we meantime retain Fully eetings for most meetings but identify some meeting groups ybrid meetings using existing technology. This would enable ft testing to be undertaken prior to a wider rollout and at the e allow for careful consideration of the health and safety

etings Pilot Period

ore proposed that a limited number of meeting groups are selected to d meetings in the first phase of the transitional period up to January oposed timeline for the rollout of Hybrid meetings forms Appendix 5 ort and focuses on the Council’s decision making groups.

of this year, all Members were canvassed for their individual views on ished to attend each decision making group of which they are a

e member to inform the proposals for the pilot. The results of this ms Appendix 6 to this report. This has allowed officers to assess the r In person attendance against the capacity of meeting venues with 2

ancing and the technology available in order to develop a timeline for l introduction of Hybrid meetings.

Council has held Hybrid meetings in the past, we are doing so now rent and changing circumstances. Accordingly, it is crucial that nts for Hybrid meetings are introduced on a phased basis, to allow sting and refining of procedures. This will ensure we mitigate against moving to a Hybrid format in terms of protecting the health and ur Councillors and staff, protecting our reputation as a Council and e can preserve the democratic process through ongoing efficient and t conduct of Council business.

t the proposed timeline at Appendix 5 provides for a gradual rollout of etings to allow for further testing and refining of the Hybrid s in practice and allow experience to be shared amongst Members s. Policy Committees, Audit Committee and Area Committees will be the first phase to provide as many Members as possible with a

ions of holding Hybrid meetings.

Hybrid experience, whether as a virtual or in person participant. Miscellaneous and Sub-Committees will not therefore be included in the initial pilot period.

4.25 Therefore whilst a majority of members of Communities Committee and Audit Committee have indicated a wish to attend virtually, it is proposed that at least one meeting of those Committees is held as a Hybrid meeting during the pilot period. The timeline also proposes that, where possible, Area Committees have at least one opportunity to hold a Hybrid meeting during the pilot period. It is noted that some Area Committees rotate around different venues to ensure public access across a wide geographical area. However given the fact that meetings can now be accessed by the public from any location via live streaming and recording, coupled with the need to have the right equipment in place to host a Hybrid meeting, and the practicalities in transporting equipment from venue to venue, it is suggested that during the pilot period there should be one venue in each Area selected as the fixed location if they wish to hold a Hybrid Meeting.

4.26 At present the current meeting venues for Formartine and Marr Area Committees do not have the necessary arrangements to facilitate a Hybrid meeting using a Surface Hub and network connection. IT have confirmed that Surface Hubs could be redistributed to Area venues which do not presently have one and additional equipment, such as microphones, could be purchased where necessary. Discussions will therefore continue with Members of those Committees and the Area Managers to identify what arrangements could be put in place, or an alternative venue identified, in order to host a Hybrid meeting during the pilot period, if possible. For all other Area Committees the venues identified in Appendix 5 have facilities already in place.

4.27 The 2 metre distancing rule will be applied to all meeting venues, offering the greatest protection to participants attending in person. To further mitigate against the risk of transmission, ventilation measures will be introduced where possible through the opening of windows and doors or through the use of a mechanical system already in place.

4.28 Having regard to the number of Members who have expressed a wish to attend in person, it will be possible to facilitate the meetings selected for the pilot period in the venues stated with 2 metre distancing in place. It will not however be possible to hold a Hybrid meeting of Full Council in November, as 39 Members have expressed a wish to attend meetings of that group in person. With 2 metre distancing the Chamber can only accommodate 22 persons and with key officers including the Committee Officer, Monitoring Officer and Chief Executive present that would only leave capacity for 18 members. It should further be noted that it remains challenging to operate a Hybrid meeting with a Surface Hub in the Council Chamber given the layout of the room. Testing will continue to achieve the best user experience within the confines of the current facilities available and it is hoped that the audio visual assessment will provide a more effective solution to hosting Hybrid meetings in the Chamber.

4.29 The choices Members have expressed in their recent feedback have allowed officers to identify where venues have the capacity to be used for a Hybrid

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meeting, with 2 metre distancing in place. Meeting rooms will be staged according to those numbers, and in some cases the numbers of those present is at the maximum capacity of what could be permitted under the 2 metre rule. It will not therefore be possible to allow Members who have expressed a wish to attend a meeting virtually to change their choice during the pilot period and attend a Hybrid meeting in person. Similarly, Members who have failed to provide a response will be recorded as attending virtually for the purpose of the pilot and will be unable to attend a Hybrid meeting in person.

4.30 Skype will continue to be utilised in the short term as the platform for Hybrid meetings, however further testing of the Microsoft Teams app will be undertaken with a view to moving to that platform as Skype is eventually phased out.

Next Steps

4.31 If Full Council is agreeable to the proposal for a Hybrid Meetings option, the Head of Legal and People will develop the procedures for Hybrid Meetings, prior to reporting back to Full Council with revisals to the current Skype for Business guidance in Part 4G of the Scheme of Governance. In the meantime Full Council is asked to approve the set of principles for Hybrid Meetings at Appendix 4 upon which the procedures will be based, which includes a commitment to ensure any procedures put in place promote equity of participation for all participants, whether joining in-person or virtually. The principles would also require a minimum level of notice for Members to confirm attendance virtually or in-person for a Hybrid meeting to assist officers in putting necessary arrangements in place, albeit less notice would be required in exceptional circumstances.

4.32 Should Full Council agree to the transition to a Choice Based Blended Model, a report will come back to its meeting in January 2022 with an update on the implementation of the first phase, together with the external consultants report and proposals for the next phase of the transition.

External Meetings

4.33 As a final observation, it is noted that in the course of a Councillor’s duties there will also be other meetings that they require to attend, out with the Council itself. An example would be attending meetings of Community Councils.

4.34 In relation to meetings held by outside bodies and not within the control of the council but to which Councillors are invited and often expected to attend, in-person attendance must be a matter for the individual Councillor to determine taking into account the risk assessment carried out by the outside body and the councillors own circumstances, risk factors and mitigations. As stated above, the Council’s position is that despite there being no remaining statutory compulsion to adhere to any physical distancing requirements nevertheless 2 metre distancing in council offices is at this stage a prudent adherence to the health and safety obligations the Council has as an employer. A statement of the Councils position can be sent to any outside bodies who are inviting

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Councillors attendance making clear our strong recommendation that wherever possible meetings be conducted virtually and that where in-person attendance is required that it should be in well ventilated premises where an appropriate risk assessment has been carried out and 2 metre distancing is observed.

5 Council Priorities, Implications and Risk

5.1 This report helps deliver all six of the Council’s Strategic Priorities and the underlying principles of “right people, right places, right time”, “climate and sustainability” and “responsible finances”.

5.2 The table below shows whether risks and implications apply if the recommendation(s) is (are) agreed.

Subject Yes No N/AFinancial X X

Staffing X

Equalities and Fairer Duty Scotland

X

Children and Young People’s Rights and Wellbeing

X

Climate Change and Sustainability

X

Health and Wellbeing

X

Town Centre First X

5.3 There will be financial implications in terms of the reduced costs of hosting meetings in a meeting venue. There will be staffing implications in the resource requirements of facilitating a Hybrid meeting which it is considered can currently be met from existing resources in respect of the pilot period. However, these will be kept under review to determine whether additional resource will be required if Hybrid meetings are to be rolled out across the Council’s meeting groups.

5.4 An integrated impact assessment has been carried out as part of the development of the proposals set out above. It is included as Appendix 1 and there is a positive impact on the protected groups Disability and Pregnancy and Maternity.

5.5 The following Risks have been identified as relevant to this matter on a Corporate Level:

ACORP004 – Business and Organisational Transformation ACORP006 – Reputational Management ACORP009 – Operational Risk Management (including health and safety)

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6 Scheme of Governance

6.1 The Head of Finance and Monitoring Officer within Business Services have been consulted in the preparation of this report and are satisfied that the report complies with the Scheme of Governance and relevant legislation.

6.2 Full Council is able to consider and take a decision on this item as it relates to the agreement of arrangements for meetings of the Council and its Committees which is not a matter delegated to any Committee of the Council.

Ritchie Johnson, Director of Business Services

Report prepared by Karen Wiles, Head of Legal and People, and Ruth O’Hare, Legal Service Manager (Governance) Date 13 September 2021

List of Appendices –

Appendix 1 – Integrated Impact Assessment Appendix 2 – Summary of survey feedback Appendix 3 – List of current meeting venues Appendix 4 – Principles for Hybrid Meetings Appendix 5 – Timeline for pilot period Appendix 6 – Summary of Member Choices for attending meeting groups

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https://www.aberdeenshire.gov.uk/council-and-democracy/scheme-of-governance/

Aberdeenshire Council.

Integrated Impact Assessment.

Choice-based Blended Model for Hybrid and Fully Virtual Meetings.

Assessment ID. IIA-000141.

Lead Author. Ruth O'Hare.

Additional Authors. Ann Riddell.

Service Reviewers. Ann Riddell, Lauren Cowie.

Subject Matter Experts. Claudia Cowie, Lynne Gravener.

Approved By. Karen Wiles.

Approved On. Tuesday September 14, 2021.

Publication Date. Tuesday September 14, 2021.

Generated automatically from the Integrated Impact Assessment system, assessment ID: IIA-000141. Page 1 of 7.

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Section 1. Overview.

This document has been generated from information entered into the Integrated Impact Assessment system.

This assessment arises from a report to Full Council on the future of meetings for the Council and it's Committees.

During screening 3 of 10 questions indicated that detailed assessments were required, the screening questions and their answers are listed in the next section. This led to 2 out of 5 detailed impact assessments being completed. The assessments required are:

• Equalities and Fairer Scotland Duty • Sustainability and Climate Change In total there are 3 positive impacts as part of this activity. There are 0 negative impacts, all impacts have been mitigated.

A detailed action plan with 1 points has been provided.

This assessment has been approved by [email protected].

The remainder of this document sets out the details of all completed impact assessments.


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Section 2. Screening.

Could your activity / proposal / policy cause an impact in one (or more) of the identified town centres?

No.

Would this activity / proposal / policy have consequences for the health and wellbeing of the population in the affected communities?

No.

Does the activity / proposal / policy have the potential to affect greenhouse gas emissions (CO2e) in the Council or community and / or the procurement, use or disposal of physical resources?

Yes.

Does the activity / proposal / policy have the potential to affect the resilience to extreme weather events and/or a changing climate of Aberdeenshire Council or community?

No.

Does the activity / proposal / policy have the potential to affect the environment, wildlife or biodiversity?

Yes.

Does the activity / proposal / policy have an impact on people and / or groups with protected characteristics?

Yes.

Is this activity / proposal / policy of strategic importance for the council? No.

Does this activity / proposal / policy reduce inequality of outcome? No.

Does this activity / proposal / policy have an impact on children / young people’s rights?

No.

Does this activity / proposal / policy have an impact on children / young people’s wellbeing?

No.

Section 3. Impact Assessments.

Children's Rights and Wellbeing. Not Required.

Climate Change and Sustainability. No Negative Impacts Identified.

Equalities and Fairer Scotland Duty. No Negative Impacts Identified.

Health Inequalities. Not Required.

Town Centre's First. Not Required.


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Section 4. Equalities and Fairer Scotland Duty Impact Assessment.

Section 4.1. Protected Groups.

Indicator. Positive. Neutral. Negative. Unknown.

Age (Younger),

positive, No.

Age (Younger), neutral, Yes.

Age (Younger), negative, No. Age (Younger), unknown, No.

Age (Older),

positive, No.

Age (Older), neutral, Yes.

Age (Older), negative, No. Age (Older), unknown, No.

Disability, positive, Yes.

Disability, neutral, No. Disability, negative, No. Disability, unknown, No.

Race,

positive, No.

Race, neutral, Yes.

Race, negative, No. Race, unknown, No.

Religion or Belief,

positive, No.

Religion or Belief, neutral, Yes.

Religion or Belief, negative, No. Religion or Belief, unknown, No.

Sex,

positive, No.

Sex, neutral, Yes.

Sex, negative, No. Sex, unknown, No.

Pregnancy and Maternity, positive, Yes.

Pregnancy and Maternity, neutral, No. Pregnancy and Maternity, negative, No. Pregnancy and Maternity, unknown, No.

Sexual Orientation,

positive, No.

Sexual Orientation, neutral, Yes.

Sexual Orientation, negative, No. Sexual Orientation, unknown, No.

Gender Reassignment,

positive, No.

Gender Reassignment, neutral, Yes.

Gender Reassignment, negative, No. Gender Reassignment, unknown, No.

Marriage or Civil Partnership,

positive, No.

Marriage or Civil Partnership, neutral, Yes.

Marriage or Civil Partnership, negative, No. Marriage or Civil Partnership, unknown, No.

Section 4.2. Socio-economic Groups.


Low income,

positive, No.

Low income, neutral, Yes.

Low income, negative, No. Low income, unknown, No.

Low wealth,

positive, No.

Low wealth, neutral, Yes.

Low wealth, negative, No. Low wealth, unknown, No.

Material deprivation,

positive, No.

Material deprivation, neutral, Yes.

Material deprivation, negative, No. Material deprivation, unknown, No.

Area deprivation,

positive, No.

Area deprivation, neutral, Yes.

Area deprivation, negative, No. Area deprivation, unknown, No.

Socioeconomic background,

positive, No.

Socioeconomic background, neutral, Yes.

Socioeconomic background, negative, No. Socioeconomic background, unknown, No.

Section 4.3. Positive Impacts.

Impact Area ImpactImpact Area Disability Impact There will be a positive impact in allowing for virtual attendance

at Committee meetings, resulting in increased accessibility for those who can't access meeting venues.

Impact Area Pregnancy and Maternity Impact There will be a positive impact on the protected group through increased accessibility to meetings. The option to attend virtually will reduce the need for travel and possibly the need for childcare.

Section 4.4. Evidence.

Type Source It says? It Means?Evidence Type External Data

Evidence Source Feedback from participants

The evidence says: Positive feedback from participants in Fully Virtual meetings

The evidence means: The opportunity to join a meeting virtually is welcomed by members of the public, and will promote accessibility


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Section 4.5. Engagement with affected groups.

Consultation with Elected Members; feedback from Members of the public.

Section 4.6. Ensuring engagement with protected groups.

Through the aforementioned consultation.

Section 4.7. Evidence of engagement.

Surveys have been carried out and the results are appended to the report. Workshops were also held with Elected Members In June.

Section 4.8. Overall Outcome.

No Negative Impacts Identified.

There will be a positive impact on maternity, as new mothers will be able to join meetings virtually, without having to travel.

Section 4.9. Improving Relations.

N/A

Section 4.10. Opportunities of Equality.

Providing a hybrid option for meetings will allow any person to attend virtually, thereby increasing accessibility to meetings. It is intended that meetings will be livestreamed therefore any member of the public will be able to view a meeting of a Council Committee without having to travel to a meeting venue.


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Section 5. Sustainability and Climate Change Impact Assessment.

Section 5.1. Emissions and Resources.


Consumption of energy,

positive, No.

Consumption of energy, neutral, Yes.

Consumption of energy, negative, No. Consumption of energy, unknown, No.

Energy efficiency,

positive, No.

Energy efficiency, neutral, Yes.

Energy efficiency, negative, No. Energy efficiency, unknown, No.

Energy source,

positive, No.

Energy source, neutral, Yes.

Energy source, negative, No. Energy source, unknown, No.

Low carbon transition, positive, Yes.

Low carbon transition, neutral, No. Low carbon transition, negative, No. Low carbon transition, unknown, No.

Consumption of physical resources,

positive, No.

Consumption of physical resources, neutral, Yes.

Consumption of physical resources, negative, No. Consumption of physical resources, unknown, No.

Waste and circularity,

positive, No.

Waste and circularity, neutral, Yes.

Waste and circularity, negative, No. Waste and circularity, unknown, No.

Circular economy transition,

positive, No.

Circular economy transition, neutral, Yes.

Circular economy transition, negative, No. Circular economy transition, unknown, No.

Economic and social transition,

positive, No.

Economic and social transition, neutral, Yes.

Economic and social transition, negative, No. Economic and social transition, unknown, No.

Section 5.2. Biodiversity and Resilience.


Quality of environment,

positive, No.

Quality of environment, neutral, Yes.

Quality of environment, negative, No. Quality of environment, unknown, No.

Quantity of environment,

positive, No.

Quantity of environment, neutral, Yes.

Quantity of environment, negative, No. Quantity of environment, unknown, No.

Wildlife and biodiversity,

positive, No.

Wildlife and biodiversity, neutral, Yes.

Wildlife and biodiversity, negative, No. Wildlife and biodiversity, unknown, No.

Infrastructure resilience,

positive, No.

Infrastructure resilience, neutral, Yes.

Infrastructure resilience, negative, No. Infrastructure resilience, unknown, No.

Council resilience,

positive, No.

Council resilience, neutral, Yes.

Council resilience, negative, No. Council resilience, unknown, No.

Community resilience,

positive, No.

Community resilience, neutral, Yes.

Community resilience, negative, No. Community resilience, unknown, No.

Adaptation,

positive, No.

Adaptation, neutral, Yes.

Adaptation, negative, No. Adaptation, unknown, No.

Section 5.3. Positive Impacts.

Impact Area ImpactImpact Area Low carbon transition Impact There will be a positive impact in the reduction of travel time to

meeting venues through allowing for hybrid options and Fully Virtual.

Section 5.4. Evidence.

Type Source It says? It Means?Evidence Type Internal Data Evidence Source Statistics from

the Sustainability Team

The evidence says: There will be a carbon reduction in reducing the number of in person meetings

The evidence means: The reduction of in person meetings will contribute to the Council's carbon budget aims.

Section 5.5. Overall Outcome.

No Negative Impacts Identified.

Holding hybrid and Fully Virtual meetings will have a positive impact on the Council's climate change aspirations.


Item: 13Page: 431

Section 6. Action Plan.

Planned Action DetailsPlanned Action Promote accessibility of meetings to members of the public

Lead Officer Ruth O'HareRepeating Activity NoPlanned Start Thursday September 23, 2021Planned Finish Friday October 29, 2021Expected Outcome

Increased participation at meetings

Resource Implications

None


Item: 13Page: 432

Appendix 2 - Virtual Meetings – Members Engagement

Survey Response Summary

1. Select your preferences for each decision making meeting group shown below (Fully online - virtual attendance only), (Hybrid - mix of meeting room and virtual participation) (face to face - meeting in venue only)

2. Select your preference for each non decision making meeting group shown below. (Fully online - virtual attendance only), (Hybrid - mix of meeting room and virtual participation) (face to face - meeting in venue only)

11 1114

75

8

3

9

1 2

68 7 8 7

10 11

6

11

16

23

1614

23 22

1619

24

20 19

0

5

10

15

20

25

Meeting Style Preference for Decision Making Meetings

Face to face only Fully online Hybrid

1

42

32

3

29

25

19

2221 21

1011

19

1517

16

0

5

10

15

20

25

30

Agenda Meetings Pre Meetings Group Meetings Informal Meetings Seminars Working Groups

Meeting Style Preference for Non-Decision Making Meetings

Face to face only Fully online Hybrid

Item: 13Page: 433

3. For hybrid meetings, what would be your personal preference for attendance

4. For hybrid meetings, how much notice should a Councillor give if they wish to attend virtually?

Other responses included:

24 hours before (3)

When the invitation to attend is issued/as much notice as possible (2)

A few days notice to allow for tech set up (1)

At least a week, unless there is a valid urgent reason for attending virtually (1)

Depends as some meetings come up with short notice (1)

Item: 13Page: 434

5. What would be your priorities when considering meeting venues?


Ventilation (2)

Acoustics of room/availability of microphones

Safety of those participating

Items on the agenda

6. In your response to the question above, please give an explanation for your choice and any other suggestions or comments you may have.

Members highlighted the cost and time saving benefits of virtual meeting attendance.

The location of a meeting venue, particularly parking, IT capabilities, chairs, acoustics, ventilation, and safety were noted as priorities. Members also noted that meeting venue priorities depend on the length, location, and type of meeting.

Overall, the responses emphasised the importance of personal choice, and providing flexibility to Members.

7. If there was an option to participate in a meeting from another location, what would be the minimum you think you would require in order to participate in the meeting?

Other answers included a stable broadband connection and full Skype/Teams access. It was noted the current system works well and provides the minimum requirements, but more interaction would be desirable.

Item: 13Page: 435

8. For meetings held in a meeting venue, please select your preference for attendance requirements in respect of the following participants?

9. Please provide some further explanation as to the reasons for your responses to question 8

Allowing presenting officers to participate remotely reduces time spent traveling and allows Officers to focus on their priorities.

Remote participation has proven effective, efficient, and practical and should be continued.

It is inequitable to require some individuals but not all to participate in person.

Remote attendance should be available to all with the ability to choose.

If others are attending in person, it is essential for the chair and vice chair to be physically present.

10. Is the ability to live stream meetings from a meeting venue a priority for you as a Councillor


Recording is desirable, not essential (2)

The recording statistics show more views occur after the meeting (1)

Recording is essential; live stream is a bonus (1)

Depends on the meeting (1)

Ability to access the meeting is important (1)

1917

4 5

10

02

8

1720

22

3633

29

37 37

30

22

0

5

10

15

20

25

30

35

40

Chair Vice Chair Members PresentingOfficers

SupportOfficers

CouncilPartners

Publicparticipants

Appellants Candidatesfor Interview

Attendance Requirements for Meetings Held in a Venue

Must be in meeting venue Option to participate remotely

Item: 13Page: 436

11. Is the ability to record meetings and make that recording available for public access afterwards a priority for you as a Councillor?


Recording meetings should be a priority for policy meetings (1)

Recording is desirable, but not essential (1)

The recording statistics show more views occur after the meeting (1)

12. Please provide some further explanation as to the reason for your answers to questions 10 and 11.

Council members generally agreed that recording meetings for public access was an important way to promote transparency, accountability, accessibility, democracy, openness, and public scrutiny.

Members noted that live streaming and recording allows for greater public participation, though a few Members noted recording is more important than live streaming as the public are only able to participate if invited.

One member felt that recording/live streaming was unnecessary as the minute already captures the record of the meeting.

13. If meetings in venues are to resume, what would you require on the day of a meeting?


Catering, parking, warmth, and seating

Meeting space for political groups/other groups/pre-meetings

Item: 13Page: 437

Ability to access the meeting remotely

It was noted additional requirements may be necessary depending on the venue.

14. Would a virtual functionality for voting (eg Teams Polls) be of benefit to Committee meetings?

15. In light of the agreed move to electronic agenda papers, do you still require individual printers in your group rooms or would access to a shared printer in the

Members area be sufficient to meet your needs?

16. Do you have any particular concerns about returning to meeting venues? Please outline below.

Of the 40 Members to respond to the survey, 17 Members noted they did not have any particular concerns or had no additional concerns providing current government guidelines were followed.

Other concerns included:

Item: 13Page: 438

Requirement for additional screens

Potential new pathogens/variants or changes in the Covid-19 situation

Personal health concerns

Meeting venues including lack of ventilation, social distancing practicalities, inability to move during meetings

Efficiency - travel time, increased costs, and inability to multi-task effectively

Carbon footprint

17. In respect of your answer to the above question, what do you think could be put in place to address any concerns you may have

Provide assurance that government guidance (including physical distancing, mask wearing, disinfections, one-way systems) is being followed

Signpost one-way systems & off-limits areas

Continue to provide a virtual meeting option

Allow individuals to choose how they join a meeting

Reconfigure meeting rooms

18. Please add any further comments you have on future arrangements for meetings.

As the situation changes, expect opinions to change

Recognise personal circumstances and allow people to choose

Use a cautious and pragmatic approach, and recognise solutions will take time to develop

As most adults are vaccinated, it’s time to return to business

Online meetings make Councillor work more inclusive, sustainable, and affordable

Develop creative solutions (ie: 3 online meetings and 1 in person meeting)

Shorten agendas

Supply adequate technology

Protect transparency and ensure participants are able to fully engage

Item: 13Page: 439

Appendix 3 - Virtual Attendance and Webcasting/Live Streaming

Meeting Group

Meeting Venue

Remote Attendance – Pre Covid

Possible Improvements Post Covid

Webcasting – Pre Covid

Webcasting/Live Streaming – Post Covid

Max No. with 2m distancing

Max No. with 1m distancing

Ventilation

Full Council Council Chamber

Council Wifi and Portable Surface Hub joining Skype meeting

As previously, look at options to improve experience with repositioning of surface hub and better audio connection.

Public-i Contract

Potential for live streaming skype/teams meeting via Surface Hub

22 50 Mechanical Ventilation system in place. No windows or exit doors to outside. 3 x internal doors.

Audit, Policy and Sustainability Committees

Committee Room 5

Council network and Permanent Surface Hub joining Skype meeting

As previously. Public-i Contract

Potential for live streaming skype/teams meeting via Surface Hub

11 20 Mechanical Ventilation system in place. No windows or exit doors to outside. 2 x internal doors.

Buchan Area Committee

Buchan House

Council Wifi and Portable Surface Hub joining

As previously No provision Potential for live streaming skype/teams meeting via Surface Hub

10 18 Mechanical Ventilation system in place. No windows or exit doors

Item: 13Page: 440

Skype meeting

to outside. 1 x internal door.

Garioch Area Committee

Gordon House

Council Wifi and Portable Surface Hub joining Skype meeting


8 16 Windows open. 2 x internal door.

Kincardine and Mearns Area Committee

Viewmount Council Wifi and Portable Surface Hub joining Skype meeting.


8 14 Air conditioning in place. 1 x external fire exit. 3 x windows open. 2 x internal door.

Banff and Buchan Area Committee

Council Chamber, County Hall, Banff

Council wifi, laptop with remote attendance via skype meeting using speaker for audio

Consider options to transport portable surface hub to meeting venue to provide better experience for remote attendees.

No provision Potential for live streaming skype/teams meeting if portable Surface Hub available

12 25

Item: 13Page: 441

Banff and Buchan Area Committee

Faithlie Centre, Fraserburgh

Council Wifi and Portable Surface Hub joining Skype meeting.


8 17 Air conditioning in place. No windows or exit doors to outside. 2 x internal doors.

Marr Area Committee

Alford Public Hall

Council Dongle, laptop with skype speaker

Consider options to provide network connection and transport portable surface hub to meeting venue to provide better experience for remote attendees.

No provision Potential for live streaming skype/teams meeting if network connection and portable Surface Hub available

14 32 To be confirmed.

Marr Area Committee

Stewart’s Hall, Huntly

Council Wifi, laptop with skype speaker

Consider options to transport portable surface hub to meeting venue to provide better experience for


16 30 Stewarts Hall the smaller rooms (New Room, Main Ante & Council Chambers)

Item: 13Page: 442

remote attendees.

all have windows that can be opened. There is a double width fire door in the main hall.

Marr Area Committee

Banchory Town Hall, Banchory

Council Wifi, laptop with skype speaker

Consider options to transport portable surface hub to meeting venue to provide better experience for remote attendees



Formartine Area Committee

Kirk Centre, Ellon

Private Wifi (when available), laptop and skype speaker (Council Dongle now procured but 4G connection

Consider options to provide network connection and transport portable surface hub to meeting venue to provide better experience for



Item: 13Page: 443

still to be tested)

remote attendees.


Baden Powell Centre, Turriff

Private Wifi (when available), laptop and skype speaker (Council Dongle now procured but 4G connection still to be tested)



Space needs to be surveyed


To be confirmed.


Daviot Hall Council Dongle with limited 4G service, laptop and skype speaker.





To be confirmed.

Item: 13Page: 444

Principles for Hybrid Meetings (Pilot Period)

A

m

M

hy

al

Th

a

in

Th

m

fo

Pr

pa

Al

vi

m

B

p

R

C

m

in

in

APPENDIX 4Item: 13

Page: 445

ll participants will have the right to choose whether to attend a hybrid

eeting in person or virtually.

o

o

e

o

embers and officers should confirm their preference for attendance at

brid meeting at least one week prior to the meeting date. The Chair may

low a lesser period of notice in exceptional circumstances.

e Chair may decide to hold a fully virtual meeting in circumstances where

hybrid meeting had been arranged but the majority of members have

dicated that they intend to participate virtually

e Chair should ensure insofar as possible that all present at a hybrid

eeting, whether virtually or in person, are able to participate on an equal

oting.

ocedures for hybrid meetings shall equally seek to promote equity of

rticipation for all attendees.

l meeting groups will have the right to choose whether to meet in a fully

rtual or hybrid setting, with the exception that agenda meetings, pre-

eetings and Chair briefings will always be held on a fully virtual basis.

th hybrid meetings and fully virtual meetings will be live streamed, where

ssible, and recorded so as to be published online following the meeting.

strictions on physical distancing at venues will align with those in place for

uncil buildings and those present will be advised to make use of face

asks, hand sanitiser and cleaning products. The Chair may decide to limit

-person attendance at a hybrid meeting or hold a fully virtual meeting

stead where there are health & safety concerns for participants.

APPENDIX 5

Fully Virtual Meeting Hybrid

Date Meeting Group

Venue Maximum Room Capacity (2m)

Members in person

Members virtual

1 October Licensing Sub-Committee Fully online

1 October SDPA Meeting Fully online

5 October Buchan Area Committee Fully online

5 October Garioch Area Committee Fully online

7 October Education and Children’s Services Committee

CmRm 5 12 7 7

12 October Formartine Area Committee Fully online

12 October Kincardine and Mearns Area Committee

Fully online

14 October Communities Committee Fully online

29 October Local Review Body Fully online

2 November Banff and Buchan Area Committee Fully online

2 November Marr Area Committee Fully online

3 November IJB Formal Fully online

3 November IJB Audit Committee Fully online

4 November Audit Committee CmRm 5 12 5 9

5 November Procedures Committee Fully online

Item: 13Page: 446

9 November Garioch Area Committee Gordon House 10 8 7

9 November Buchan Area Committee Fully online

10 November Sustainability Committee Fully online

11 November Business Services Committee CmRm 5 12 7 7

16 November Kincardine and Mearns Area Committee

Viewmount 10 8 4

16 November Formartine Area Committee Fully online

18 November Aberdeenshire Council Fully online/TBC

23 November Banff and Buchan Area Committee Faithlie Centre 8 5 5

23 November Marr Area Committee Fully online

25 November 2021

Infrastructure Services Committee CmRm 5 12 7 7

26 November Local Review Body Fully online

26 November Northern Roads Collaboration Joint Committee

Fully online

30 November Buchan Area Committee Buchan House

10 5 6

30 November Garioch Area Committee Fully online

2 December Education and Children’s Services Committee

Fully online

3 December Licensing Sub-committee Fully online

3 December Aberdeenshire Educational Trust Sub-Committee

Fully online

7 December Formartine Area Committee TBC 3 9

7 December Kincardine and Mearns Area Committee

Fully online

9 December Communities Committee CmRm 5 12 4 10

14 December Marr Area Committee TBC 5 5

14 December Banff and Buchan Area Committee Fully online

Item: 13Page: 447

16 December Audit Committee Fully online

17 December Local Review Body Fully online

Item: 13Page: 448

APPENDIX 6

31

97

107 7

39

57

47 7

Full Council AuditCommittee

BusinessServices

Committee

CommunitiesCommittee

Education &Children'sServices

InfrastructureServices

Committee

Full Council/Policy/Audit

Virtually In Person

56

9

7

455 5

3

8 8

5

Banff andBuchan

Buchan Formartine Garioch Kincardineand Mearns

Marr

Area Committees

Virtually In Person

2

4

6

10

6

34

23

AppealsCommittee

AppointmentsCommittee

Local ReviewBody

SchoolPlacings andExclusions

AppealCommittee

SustainabilityCommittee

Miscellaneous Committees

Virtually In Person

5

7

54

1

4

Educational TrustSub-Committee

Gypsy TravellerSub-Committee

Harbours Sub-Committee

Licensing Sub-Committee

Sub-Committees

Virtually In Person

Item: 13Page: 449

Documents

13 Choice based Blended model for Fully Virtual and Hybrid