Agenda item

Members considered a draft policy for the recording of apologies for Council Meetings.

Officers stated that there had been some confusion initially about the wording of the draft policy as it appeared to construe that apologies would be included within the official meeting minutes. However, it was confirmed that this was not the case and that apologies would simply be recorded as part of each Members online attendance record.

Members were also advised of the requirement to inform officers of any apologies in advance of any relevant meetings to ensure that the membership of the committee remains quorate.

Officers explained that the policy was presented as part of a consultation process and emphasised that it would be necessary to further consult political groups before being presented to Council for formal adoption. It was not envisaged that the policy would be implemented until after the May 2017 Local Government Elections.

Members asked how and when apologies should be submitted. It was agreed that apologies can be submitted by email, telephone or in person but needed to be actioned before or during the meeting itself. Members also agreed that the apologies should be from the individual themselves unless it was exceptional circumstances.

RESOLVED: that the Head of Corporate Strategy and Democratic Services should write on behalf of the Committee to the respective Group Leaders about the policy. If there are no issues identified then the policy can be taken to Council but if any issues are identified then a further report will be brought back to this Committee.