Council and committee meetings
The Government has now given councils new powers to hold public meetings ‘virtually’ using video or telephone-conferencing technology. Gloucester City Council will commence virtual meetings from late May, in line with our ordinary schedule, and you can find details of these meetings in the usual meetings section of the website.
Viewing links for meetings will be published along with the agenda for each meeting. The council is live streaming its meetings using Microsoft Teams Live Events and we strongly recommend that you install the Microsoft Teams app on your device for the best viewing experience. It is possible to view via the web using some browsers, but please note that this is not possible if using Safari; instead please download the Microsoft Teams app or the Microsoft Edge browser.
We are keen to ensure openness, transparency and public participation in our meetings, but have had to make some changes to our processes to reflect the current restrictions and the nature of the technology for virtual meetings. These arrangements reflect current government guidelines and statutory regulations.
Anyone wishing to participate in a council or committee meeting, for example, by asking a question or speaking in relation to a planning or licensing application, will have to register with us in advance and provide a written copy of the question or comments they wish to make. You should register by emailing email@example.com as soon as possible, but at the latest, two full working days prior to the meeting at which you wish to speak.
We are able to offer live participation in meetings via video. To participate in the meeting via live video you must:
- Have provided your email address to the council at least two days prior to the meeting.
- Have access to a laptop or desktop computer running Windows 7 and later or macOS X 10.1 and later which has a camera and a microphone (the use of a headset is recommended).
- Complete the registration of your email address with the Council’s Teams platform the day before the meeting – you will receive an email from Microsoft Teams firstname.lastname@example.org, titled “You have been added as a guest to Gloucester City Council in Microsoft Teams” with instructions to open Microsoft Teams.
- Have downloaded the Microsoft Teams desktop App as instructed in 3 above, onto the laptop or desktop you are going to use to participate in the meeting.
IT technical advice and guidance can be provided by the council during working hours, but this needs to be requested at the time of registration
Alternatively, we are able to offer live participation in meetings via phone. You will be provided with a telephone number to call so that you can ask your question or make your comments live during the meeting. You will in turn need to provide us with the phone number that you intend to use to access the meeting.
During the meeting, you should speak only when invited to do so and leave the meeting when your question has been answered or the application has been decided. Interruptions will not be tolerated, and you may be removed from the virtual meeting in you do not follow these instructions.
We will make every effort to enable you to participate in meetings live, but if you do not have the necessary equipment, or are not comfortable with the technology or the technology fails during the meeting, we will revert to the advance written submission to ensure that you do not lose your opportunity to participate in the meeting and this will be read out by an officer at the appropriate time during the meeting.
For more information please email email@example.com
Privacy Notice: We will collect and use your name, telephone number and/or email address for the purposes of facilitating and regulating the virtual meeting, and enabling you to participate. This information will be shared with our IT service and your name only will be shared during the live broadcast, but will not be recorded in the minutes of the meeting. Live broadcasts may be recorded by the council to ensure the accuracy of the minutes and and may be recorded by anyone viewing the broadcast in accordance with transparency rules. If you would prefer not to be visible during a live broadcast, you may keep your camera switched off or opt for participation via phone or written submission. Your personal data will ordinarily be destroyed after the meeting, but may be used to take action against any participant who deliberately misuses or disrupts the proceedings.