In a quiet corner of Bromley Civic Centre early on Thursday morning, unprecedented new rules to keep local government running amid a crisis gripping the world were unfurled.

These were “sobering and chastening times”, Bromley Council leader Colin Smith told members at the special meeting of the authority’s urgency committee and executive.

“Clearly we have a very serious situation unfolding across the country,” he added, as he and director of corporate services Mark Bowen outlined the changes aimed at navigating the impact of Covid-19, the virus already responsible for thousands of deaths across the world. 

The gravity of the moment wasn’t lost on the Conservative leader, as the new policies – which will see unprecedented levels of council activity performed remotely via email and other digital means  – were ushered in.

“These are strange times…we have a set of recommendations I never thought I’d be presiding over as chair,” Cllr Smith said.

“You do get the distinct feeling we we will never be the same again in terms of governance,” he added, saying that “once the door was open” on new ways of working remotely via technology, it would be hard to go back.  

Among the changes will be increased powers for committee chairmen, made in a bid to cut down on physical contact between residents, councillors and staff.

Chairmen will now have sole decision making powers on what items can be deferred; the chair will also have the power to cancel entire meetings at their discretion.

If they do need a meeting, they’ll be held with a minimum quorum – which for Bromley means one-third of the regular committee.

The smallest allowable meeting is three members.  

Policy development and scrutiny meetings will be suspended but councillors will be able to partake in written or virtual scrutiny of executive and portfolio holder decisions.  

Leader Smith will also have power to award council contracts worth over £1m, a practice which usually requires a full meeting of executive. 

In planning, the assistant director will be given authority to decide planning decisions – but only after planning committee members cast their vote, probably via email.  

According to Mr Bowen, members would still be able to read a report remotely, ask questions of officers, then submit their views to the assistant director, who would follow the majority vote.   

There were some concerns, naturally, over changes which will see the way council operates change overnight.

Cllr Nicholas Bennett said he had some concerns “knowing how some councillors don’t answer emails in time…there has to be a cut off date”.

 Opposition leader Angela Wilkins voiced fears that members of the public could miss out on having their say on massive planning items, such as the proposal to regenerate Crystal Palace Park.    

“My fear really is the public feeling they’ve been shut out of this,” she said.  

Mr Bowen assured members that safeguards would remain in place to allow democratic processes to be adhered to, saying Government legislation is currently being formulated to better guide how meetings and decisions can be taken with appropriate public input.

He added the authority had managed to secure 100 additional laptops to better enable more staff to work from home.

While the changes would be sweeping, Cllr Smith emphasised the measures would be “short-term” and the council would “look to reverse them as soon as possible”.

Amid the uncertain times, he said there were many reasons to remain positive – saying the community’s response had been “astounding” with thousands of residents signing up to  a council list to help co-ordinate volunteer efforts as society prepares to suspend regular operations for the foreseeable future.