Minutes:
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.
Supporting documents: