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Council Virtual/Video/remote Meetings
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TOPIC: Council Virtual/Video/remote Meetings

Council Virtual/Video/remote Meetings 3 years, 8 months ago #1

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McMillan, Lorraine < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
27/04/2020 12:54

Caroline, Eamonn,

Given we are getting into more of a pattern around running the council during a pandemic and that this situation won’t be over in the next month or so, I thought it might be useful to have a think about how we could get back to something like normality in terms of governance.

We were due a council meeting this week and the next one after that is the end of June so I wondered if we could consider moving back to having the full Council on that date, even if it is still virtual. We would then be into recess and could start with the new normal (whatever that is?) in August.

We also have an Education committee in mid June and it might be worth thinking about whether the plans for education after summer could go to that. There is an IJB at the end of June and it might be good to get some form of IJB ( lite!) going again as well.

I know a planning applications committee will need to go ahead as well.

Like with the lockdown, I think it would be good to have a forward plan agreed so we don’t leave a vacuum.

Can you have a think and then maybe the 3 of us can have a chat.

Regards
Lorraine


From: Daly, Eamonn
Sent: 13 May 2020 09:34
To: McMillan, Lorraine < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
Subject: FW: East Renfrewshire Council Emergencies Committee Meeting Thursday 14 May 2020 - Public access
 
Morning Lorraine
 
I’ve received the email below from [name]
 
There is no intention to broadcast meetings live as [name] suggests.
 
I’ve spoken to Renfrewshire – their Board is a virtual meeting. They don’t put it out live but they do record it and put it out after the event.  The link [name] has sent in [name] email is not working
 
You will recall that we have discussed the possibility of recording Teams meetings and took the view that we shouldn’t but I was wondering if that’s something we should reconsider for committee meetings?
 
If so we would be able to publish the recording after the meeting.
 
We would need to speak to the 3 Leaders to get their agreement too before going ahead.
 
If you want I can contact them about this.
 
I haven’t responded to [name] yet.
 
Eamonn
 
Sent: 12 May 2020 16:38
To: Daly, Eamonn < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
Subject: East Renfrewshire Council Emergencies Committee Meeting Thursday 14 May 2020 - Public access
 
Hi Eamonn
 
I hope you are keeping well.
 
I understand that on the 14th May 2020 the East Renfrewshire Council Emergencies Committee will be meeting to discuss the return of full council and committee meetings allowing Councillors to take up their roles once again to scrutinise Council policies and decision making.
 
Would appreciate that you confirm that this meeting will be available 'live' (and for subsequent viewing) for East Renfrewshire Residents/Council Tax Payers on the current Council webcast platform and/or the current available video platforms as used by other councils such as Renfrewshire Council.
 
You can view Renfrewshire Council Emergency meetings here -

www.renfrewshire.gov.uk/article/10204/Emergencies-Board
 
Keep well.
 
Thanks

From: McMillan, Lorraine
Sent: 13 May 2020 10:18
To: Daly, Eamonn < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
Subject: RE: East Renfrewshire Council Emergencies Committee Meeting Thursday 14 May 2020 - Public access
 
Eamonn, I think we need to work towards either a live broadcast or a recorded version going on line at some point.

However having spoken to Murray we cannot do that immediately.  We will more than likely go with a recorded version first then move on to a live broadcast but it will take a little while to get the technology right.
 
Through the digital office, Murray has been at events on best practise with Perth and Kinross (the most advanced council) and I know he is looking at how they have been broadcasting their meetings but it is an intensive process.
 
Given you have confirmed that the emergency legislation allows us to hold the meeting in private can I suggest that we go ahead with the first meeting without recording but let[name] know that we are working towards recording or live streaming.
 
Regards
Lorraine

From: Daly, Eamonn < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
Sent: 15 May 2020 15:42
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Subject: Restarting meetings
 
Dear Councillors
 
As you will be aware from Graeme Smith’s email yesterday, it has been agreed to resume meetings.
 
The timetable of meetings is as follows.
 
Planning Applications Committee – 10 June
 
In the event the major application in relation to the former Nestle site will be ready for consideration at the end of June, the 10 June meeting will not go ahead and the rescheduled meeting will take place on 25 June.
 
Education Committee – 11 June
 
Council meeting – 24 June
 
Audit & Scrutiny Committee – 25 June
 
These will all be “virtual meetings” and the respective clerks will be in touch with you soon to arrange a short test confirm your ability to participate.  Papers for the meetings will be issued electronically.
 
If you have any queries, please do not hesitate to contact me.
 
Kind Regards
 
Eamonn
Eamonn Daly
Democratic Services Manager
Department of Corporate and Community Services


From: Daly, Eamonn < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
Sent: 26 May 2020 15:34
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Cc: _CMT < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Dillon, Clare < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Cardwell, Dominic < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Rogers, Damian < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Hutchison, Linda < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Allison, Liona < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Graham, Jennifer < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; O'Neil, Paul [CE] <paul.o' This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Leitch, Ron < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Bairden, Lesley < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Collins, Janice2 < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Corry, Andrew < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Daws, Phil < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Dick, Sharon < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Husband, Murray < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; McCarney, Gillian < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Millard, Candy < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Morrison, Fiona < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Pringle, Louise < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Ratter, Mark < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Rocks, Kate < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
Subject: Remote participation in meetings - guidance notes
 
Dear councillors
 
As you will be aware we are working towards the resumption of meetings.
 
Initially, meetings will be “virtual” with remote participation.
 
We will be using the Microsoft Teams platform to host meetings.
 
I appreciate that there are different levels of familiarity/experience with Teams and so to assist you we have produced 2 guides on how to participate in a Teams meeting.
 
The first guide is for those using a laptop, whilst the second relates to participation in a Teams meeting either by tablet or by phone.
 
I hope you find these helpful.
 
Having read the notes if you feel that you would like some training, please let me know and this will be arranged for you.
 
Kind Regards
 
Eamonn
 
Eamonn Daly
Democratic Services Manager
Department of Corporate and Community Services


McMillan, Lorraine < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
31/05/2020 17:37

Gillian, Andy quite a lot of info in this letter

Eamonn, in the letter there is now an expectation that planning committees are broadcast , either live or as a recording.

There is  also a suggestion that we should be supporting Community Councils to hold virtual meetings to allow them to comments on planning applications

Regards
Lorraine
 
From: This e-mail address is being protected from spambots. You need JavaScript enabled to view it [mailto:Vanessa.Inman@gov.scot] On Behalf Of This e-mail address is being protected from spambots. You need JavaScript enabled to view it
Sent: 29 May 2020 15:48
Subject: PLANNING PROCEDURES AND COVID-19
 
Good afternoon,

Please can I draw your attention to this letter “Planning procedures and COVID-19”, which gives a further update on recent actions to keep the planning system moving, some outstanding issues and some next steps towards planning working to support recovery. 

The letter also advises of an updated approach and timetable for NPF4.

The letter is also available to view at:

www.gov.scot/publications/coronavirus-co...ner-letter-may-2020/

Kind regards,
John McNairney,
Chief Planner
John McNairney |Chief Planner | Planning & Architecture | Scottish Government

Re: Council Virtual/Video/remote Meetings 3 years, 8 months ago #2

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From: Daly, Eamonn < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
Sent: 05 June 2020 14:09
To: Aitken, P (Cllr) < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Bamforth, Caroline (Cllr) < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Buchanan, Tony (Cllr) < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Convery, A (Cllr) < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Cunningham, B (Cllr) < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Devlin, D (Cllr) < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Fletcher, J (Provost) < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Gilbert, C (Cllr) < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Grant, B (Cllr) < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Ireland, A (Cllr) < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Lafferty, A (Cllr) < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Macdonald, D (Cllr) < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; McLean, J (Cllr) < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Merrick, C (Cllr) < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Miller, Stewart (Cllr) < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; O'Kane, Paul (Cllr) <Paul.O' This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Swift, Jim (Cllr) < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Wallace, Gordon (Cllr) < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
Cc: _CMT < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Smith, Graeme5 < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Hutton, Colin < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Bairden, Lesley < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Collins, Janice2 < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Corry, Andrew < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Daws, Phil < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Dick, Sharon < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Husband, Murray < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; McCarney, Gillian < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Millard, Candy < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Morrison, Fiona < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Pringle, Louise < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Ratter, Mark < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Rocks, Kate < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Allison, Liona < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Graham, Jennifer < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Hutchison, Linda < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Leitch, Ron < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; McCulloch, Vincent < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; McGregor, Linda < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; O'Neil, Paul [CE] <paul.o' This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
Subject: Recording of meetings
 
Dear Councillors
 
I am writing to advise you that following consultation with the group leaders it has been decided to wait until after the recess to introduce recording of meetings and publication of the recordings on the website.

Accordingly, the meetings of the Education Committee on 11 June, the Council on 24 June and the Planning Applications Committee and Audit and Scrutiny Committee of 25 June will not be recorded and published.
 
As participation in meetings using Teams will be new to many it was felt that it would be better to let people get used to give taking part in meetings in this way before moving to recording and publication.
 
As a result of this the first meeting to be recorded will be the Planning Applications Committee on 5 August.
 
Kind Regards
 
Eamonn


From: Daly, Eamonn < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
Sent: 15 June 2020 08:59
To: McMillan, Lorraine < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
Subject: RE: pre council
 
Morning Lorraine
 
I have been in contact with the Provost to try and arrange some testing with him.
 
I am trying to get him fixed up with a laptop but even if he doesn’t have it there will be no harm in running through the meeting with him on his tablet.
 
I suggested he call Paul to talk through how the Education Committee went and have also been in touch with Paul to suggest if he doesn’t hear from the Provost he gives him a call.
 
 
Eamonn
Democratic Services Manager
Department of Corporate and Community Services


Geddes, Craig < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
01/07/2020 11:54

Dear all
 
Can I ask you to consider the enclosed request?
 
In summary, the applicant has asked for:
 
Correspondence/Emails/Letters/Contact/documents/reports/payment requests/Payments made etc in regard to -
 
The holding of 'Virtual'/'Video' /'Remote' Council/Committee meetings .
 
The information is required from December 2019 to date
 
This is a rather wide ranging request; I am taking it as referring to the structure of meetings rather than their content; i.e. information in relation to policies, procedures, costs, etc., rather than the subject of the meetings of themselves.
 
Linda’s email below will help to give a steer as to where this information may be held.
 
Please do not send copies of each email in a chain; provided that all are repeated in the final email that will satisfy the request.
 
Can I ask you to consider this and to let us have your return by the 20th. Our leave dates for later this month are uncertain – please send your response to BOTH Graeme and myself?
 
Thanks
 
Craig
Craig Geddes
Senior Information and Improvement Officer
Chief Executive’s Office

Re: Council Virtual/Video/remote Meetings 3 years, 8 months ago #3

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This is a text transcript of documents attached to emails.


Remote Participation in Meetings via Laptop

Anyone participating in a meeting where access to the meeting is through
Teams should follow some basic rules to ensure the meeting can proceed
efficiently and you are able to participate effectively.

• Where possible always use the Teams App. If you don’t have the App
installed and/or are unable to do so then please use the Google Chrome
web browser. Google Chrome can be downloaded by visiting here.

• Open the email containing the meeting invitation.
- Click here to launch the app and join the meeting
Join Microsoft Teams Meeting Learn more about Teams | Meeting options

• If you are using a Google Chrome browser then right click here and select
“copy hyperlink”. You then paste this in to the search bar on your Google
Chrome browser.
• You can toggle your camera on and off depending on your preference by
clicking here.
• All participants should begin with turning microphones to mute. Too many
open microphones can cause sound distortion.

- To mute click here as shown

• Only unmute your microphone if you have been invited to speak or you
wish to attract the attention of the Chair.

- To unmute click here as shown

• Depending on the number of meeting participants, not everyone will be
immediately visible. Throughout the meeting visible participants will
change depending on who is speaking. A list of participants can be
viewed by clicking on the participants’ icon here. If you wish to speak
you should either indicate by typing the letter “Q” in the chat facility or
by stating your name clearly through the microphone. Your wish to speak
will be noted and you should wait to be invited to speak by the Chair.

- To access the chat facility click here
- Type ‘Q’ in this field and hit send

• Another way of letting the Chair know you wish to speak is by “raising
your hand” by clicking here. This will show a hand next to your name on
the list of participants. After you have spoken please click on the hand
again to “lower your hand”. Please note that this is a new feature and may
not be available on the version of the Teams you are using.In respect of each agenda item the Chair will identify who is to speak to the item
and the Chair will then invite that person to speak to the item. Each member will
be asked individually to indicate whether they wish to make a comment or ask a
question. If another member or an officer is able to deal with the query, they will
be asked to speak.
At the conclusion of discussion the Chair will ask if the item can be approved.
Unless someone indicates their opposition it will be taken that the item has been
approved. If someone does indicate their opposition both the proposal and the
amendment will need to be moved and seconded before a vote takes place.

• If a vote is necessary, the Chair will ask each member in turn to
indicate how they wish to vote.


Remote Participation in Meetings via Tablet/Smartphone

Anyone participating in a meeting where access to the meeting is through
Teams should follow some basic rules to ensure the meeting can proceed
efficiently:

• Where possible always use the Teams App. If you don’t have the App
installed and/or are unable to do so then please use the Google Chrome
web browser. Google Chrome can be downloaded by visiting here.

• Open the email containing the meeting invitation.

- Click here to launch the app and join the meeting

Join Microsoft Teams Meeting Learn more about Teams | Meeting options

• You will then be shown the following screen.
- Click ‘Join as a guest’
- Now enter your name in the box provided and click ‘Join meeting’.
• All participants should begin with turning microphones to mute. Too many
open microphones can cause distortion
- To mute, tap the screen and when this menu appears click here as
Shown

• Only unmute your microphone if you have been invited to speak or you
wish to attract the attention of the Chair.

- To unmute, tap the screen and when this menu appears click here
as shown

• You can toggle your camera on and off depending on your preference by
clicking here.

• Another way of letting the Chair know you wish to speak is by “raising
your hand”.
To access this feature click on the three dots (for more
options) and then click on the hand icon.

This will show a hand next to your name on the list of meeting participants.
After you have spoken please click on the hand again to “lower your hand”. Please note that this is a new feature and may not be available on the version of the Teams you
are using.

• Depending on the number of meeting participants, not everyone will be
immediately visible to the Chair. If you wish to speak could you either
indicate by typing the letter “Q” in the chat facility or by stating your
name clearly through the microphone. Your wish to speak will be noted
and you should wait to be invited to speak by the Chair.

- To access the chat facility, tap the screen and click here on the top
right hand side of the screen. A white screen will then appear as shown below.
- Type ‘Q’ in this field and hit send
- To return to the main meeting screen hit this arrow.

Dialling in to meetings
• You may not have the facility to download the app, or it may be the case
that the app is not working. If so you can still take part in meetings by
dialing in on a phone. Below the hyperlink on your meeting invitation there
is a number for you to call as shown here (020 3321 5256). Once you dial
the number you will be asked to enter the conference ID as shown here.
You will be asked to state your name. You will then be able to participate
in the meeting by audio only.

In respect of each agenda item the Chair will identify who is to speak to the item
and the Chair will then invite that person to speak to the item.

Each member will be asked individually to indicate whether they wish to make a comment or ask a question. If another member or an officer is able to deal with the query, they will be asked to speak.
At the conclusion of discussion the Chair will ask if the item can be approved.
Unless someone indicates their opposition it will be taken that the item has been
approved. If someone does indicate their opposition both the proposal and the
amendment will need to be moved and seconded before a vote takes place.

• If a vote is necessary, the Chair will ask each member in turn to
indicate how they wish to vote

Re: Council Virtual/Video/remote Meetings 3 years, 8 months ago #4

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From: Daly, Eamonn < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
Sent: 06 May 2020 16:48
To: Dillon, Clare < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
Cc: Dick, Sharon < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
Subject: Connection guide
 
Hi Clare just a follow up from the meeting to confirm that you will pull together a connection guide that will set  out the various connection options for elected members to join meetings run on Teams.
 
As you will know from your audit there is no consistency in respect of the equipment that the Members have – the key will be that they will be able to join meetings in some form or another and on different types of equipment both council proved and personal.
 
I also just wanted to check re my earlier email and the need for Paul O’Neil an Ron Leitch to get licences for Team - any update on that?

Thanks
Eamonn
Eamonn Daly
Democratic Services Manager
Department of Corporate and Community Services

Dillon, Clare < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
12/05/2020 15:43

Hi Eamonn,
 
We checked yesterday, and x17 of the x18 listed Cllr’s (we used the ERC website as we assumed this was up to date) have O365 licences. It is just Charlie Gilbert who currently does not.
 
There is a connection guide to be created – this will probably be a joint effort between ICT and Dom Cardwell, but to complete this effectively we just need to ensure we understand all the ERC Devices in use.

We are working our way through the historical and allocated lists that ICT hold, and have a sort of baseline audit coming together – but the easiest way for us to confirm is to directly talk to the Cllr’s (some of the devices ICT will effectively stop working if they have not been used for a period of time as they may not have received their security updates), a direct conversation with individuals will save any confusion, provide us with the detail we need, and indicate device preference - were waiting for after Thurs went the paper was tabled at the Emergency Committee to being to address this.
 
Liz cc’d is compiling.
 
We have given Ron an O365 licence. Paul already had one.
 
As the Edu and Planning Committees are first – can you confirm who attends those so we can prioritise ensuring their members are accommodated first?
 
Thanks
 
Clare
 
Clare Dillon
IT Business Relationship Manager
Corporate & Community Services and HSCP

From: Daly, Eamonn < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
Sent: 13 May 2020 09:40
To: Taylor, Ricky < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
Cc: Allison, Liona < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
Subject: Recording of Teams meetings
 
Morning Ricky
 
I was going to email Clare about this but there is a message saying to contact you or the helpdesk if it’s urgent.
 
We are looking to start committee meetings using Teams and looking at the possibility of recording the meetings but this functionality is “greyed out” from the options that we have.
 
Is this something that IT can restore for us?
 
I know that some people do seem to have that function active.
 
Thanks
 
Eamonn
 
Eamonn Daly
Democratic Services Manager
Department of Corporate and Community Services


Taylor, Ricky < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
13/05/2020 09:41

That’s a good question and one im not entirely sure of the answer.  I will do some research about how and if we can enable this feature and get back to you today.
 
Cheers
Ricky

Daly, Eamonn < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
15/05/2020 15:42

Dear Councillors
 
As you will be aware from Graeme Smith’s email yesterday, it has been agreed to resume meetings.
 
The timetable of meetings is as follows.
 
Planning Applications Committee – 10 June
 
In the event the major application in relation to the former Nestle site will be ready for consideration at the end of June, the 10 June meeting will not go ahead and the rescheduled meeting will take place on 25 June.
 
Education Committee – 11 June
Council meeting – 24 June
 
Audit & Scrutiny Committee – 25 June
 
These will all be “virtual meetings” and the respective clerks will be in touch with you soon to arrange a short test confirm your ability to participate.  Papers for the meetings will be issued electronically.
 
If you have any queries, please do not hesitate to contact me.
 
Kind Regards
 
Eamonn
 Eamonn Daly
Democratic Services Manager
Department of Corporate and Community Services

From: Daly, Eamonn
Sent: 26 May 2020 10:01
To: Graham, Jennifer < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
Subject: education committee
 
Jen
 
Any update on contact from the religious and teachers rep re Teams?
 
Eamonn
Eamonn Daly
Democratic Services Manager
Department of Corporate and Community Services
 
From: Graham, Jennifer
Sent: 26 May 2020 10:26
To: Daly, Eamonn < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
Subject: RE: education committee
 
Eamonn
 
Ron got a few responses from the reps last week. 
 
Des Morris and Dorothy Graham have said that they would be available to attend a virtual meeting using teams.  Frank Angell got back to say he would be willing to take part but I notice in his email that he said he would be available through whatsapp or zoom.  I don’t think Ron has responded to the email that Frank sent about that.  If he did I’ve not been copied in to it.
 
I don’t have any response from Mary McIntyre so I assume she hasn’t got back to us yet.  Do you want me to chase that up? 
 
Jen
Jennifer Graham
Committee Services Officer
Department of Corporate and Community Services


From: Daly, Eamonn
Sent: 26 May 2020 10:29
To: Graham, Jennifer < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
Cc: Allison, Liona < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
Subject: RE: education committee
 
Yes Please
 
Can you say to Frank that we will be using Teams and that all he needs to do is download the app.
 
Liona called Anne-Marie Kennedy from the IJB to talk her through joining a meeting and that worked well. We could do the same for him.
 
Eamonn
Eamonn Daly
Democratic Services Manager
Department of Corporate and Community Services


Graham, Jennifer < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
26/05/2020 10:30

Ok Eamonn.  I’ll get in touch with Frank and Mary.
 
Jen
Jennifer Graham
Committee Services Officer
Department of Corporate and Community Services

Re: Council Virtual/Video/remote Meetings 3 years, 8 months ago #5

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From: Daly, Eamonn < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
Sent: 05 June 2020 08:57
To: Dillon, Clare < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
Cc: Allison, Liona < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Graham, Jennifer < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Hutchison, Linda < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Leitch, Ron < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; McCulloch, Vincent < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; McGregor, Linda < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; O'Neil, Paul [CE] <paul.o' This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
Subject: Recording of meetings
 
Morning Clare
 
Just wanted to let you know that it was agreed at the Group Leaders meeting yesterday afternoon that we don’t record any of the meetings this month and wait until after the recess to start recording meetings in August.
 
It will give people a chance to get used to participating in Teams meetings before we start recording and takes the pressure off a bit.
 
Eamonn
Eamonn Daly
Democratic Services Manager
Department of Corporate and Community Services


From: Dillon, Clare
Sent: 05 June 2020 09:03
To: Daly, Eamonn < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
Subject: RE: Recording of meetings
 
Thanks Eamonn –
 
I think the technical functionality change should have been applied yesterday afternoon (if not it’s imminent) so technically we are there, it’s just the policy and governance side now.
 
Whilst I’ve got you – Cllr Cunningham. At some point in the last month there was a decision that a tablet was to be issued, do you know where this came from, and is Cllr Cunningham aware?
 
Thanks
 
Clare

Daly, Eamonn < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
05/06/2020 09:08

Clare it came out of a conversation that Caroline Innes had with Cllr Cunningham.
 
See the attached email.
 
If you want I can get Linda McGregor to contact you with a telephone number to contact Betty.
 
A tablet has been suggested as it will be least complicated. We will just need to make sure that it is loaded up with Teams and her email so that she can open the links to join the meeting.
 
Eamonn
 
 
Eamonn Daly
Democratic Services Manager
Department of Corporate and Community Services
Eamonn, Murray

I just spoke to Betty about what she needed/wanted to participate in council meetings. As she is not that confident with technology and smart phones (and she doesn’t have wifi in her house) she said she would phone in to the meeting. I explained to her how that would work and what it would mean but think it might need explained to her again before the first meeting again. She was happy with that.

I also said that we would consider if there might be better option for her for the longer term if as seems likely virtual meetings will be with us for a while. I wondered about a smart phone or tablet that had a teams app and 4 g that need minimal instruction to join a meeting. Perhaps we can give this some thought as to what easy options there might be for someone with very limited digital experience. Although she says she’s happy to phone in I think in the longer term it is not going to be that great an experience for her and she will get frustrated.

Caroline

Caroline Innes
Deputy Chief Executive and Director of Corporate Services
East Renfrewshire Council
Eastwood Park
Giffnock
G46 6UJ

Re: Council Virtual/Video/remote Meetings 3 years, 8 months ago #6

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From: Daly, Eamonn < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
Sent: 05 June 2020 09:38
To: Buchanan, Tony (Cllr) < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; Merrick, C (Cllr) < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
Cc: Reid, Jamie < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >; McCulloch, Vincent < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
Subject: Support for community councils
 
Good morning both.
 
We have been looking at ways that we can assist community councils to continue to function during the current situation.
 
The big challenge for them has been having meetings.
 
Clarkston CC has been holding meetings on the Zoom platform. However the free version of the App means that you are limited to both the length of time a meeting can last and also the number of participants. This mean the ability of members of the public to participate in CC meetings has been restricted.
 
There is a version of the App that doesn’t restrict the length of time of meeting and the number of participants.
 
We have been thinking about the possibility of in the short term at least offering to pay the monthly subscription for CCs to allow them to have meetings virtually and also to allow them to open the meetings up to the public. This would last until lockdown restrictions were lifted and it would then be up to community councils to decide whether or not to continue their subscription and to pay for it themselves out of their annual admin grant.
 
We would make the conditions clear at the outset so that there could be no pushback down the road when we stopped paying the subscription for them.
 
As the payment of the subscription would be due to the lockdown restrictions we would add it to the list of COVID related expenditure.
 
I’d appreciate your views on whether or not you are supportive of the proposal.
 
Thanks
 
Eamonn
Eamonn Daly
Democratic Services Manager
Department of Corporate and Community Services
 

Merrick, C (Cllr) < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
05/06/2020 10:51

Good morning Eamonn,
 
I support the proposal.
 
I think it’s a good idea for several reasons; it gets the community councils up and running again, It shows the council supports them in becoming operational again, Zoom is easy to get to grips with, easy to use and fairly intuitive.

We don’t know how long it will be before we return to a “normal”, Zoom might help encourage more participation in community councils and if we have a charge back cost for hall hire it’s likely that Zoom will be cheaper.
 
Since lockdown, I have been in contact with the chair of Giffnock cc and we discussed their cc having virtual meetings.

Jack told me there was resistance to the idea within the cc.
 
I think the version you’re talking about is ZoomPro which costs around a tenner a month and allows up to 100 participants.

I’m not sure whether the buyer has to commit to 12 months at the outset. It might be possible to buy fewer licenses if cc meetings do not clash.
 
Thanks,
 
Colm.
 

Buchanan, Tony (Cllr) < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
05/06/2020 12:23

Good afternoon Eamonn,

Happy to support the proposal.

Kind regards
Tony
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