Issue - meetings

To consider the attached report of the Head of Corporate Services and Democracy.

The Head of Corporate Services and Democracy presented the report on the Delivery of Agendas to Council Members.

It was moved by Councillor S H Beer, duly seconded by Councillor S B Blair, and

RESOLVED: That the Constitution be amended as follows:

(a)  That Council Procedure Rule 6 be amended as follows: “The Proper Officer will give notice to the public of the time and place of any meeting in accordance with the Access to Information Rules. At least five clear days before a meeting, the Proper Officer will send a summons signed by him or her to every member of the Council. All Members serving on a body will receive an electronic copy of the summons and agenda unless they have requested a paper copy which will be made available for collection from the Council Offices. All Members will receive an electronic notification by e-mail. The summons will give the date, time and place of each meeting and specify the business to be transacted and will be accompanied by such reports as are available.

This rule shall be interpreted subject to the provisions of paragraph 4 of Schedule 12 to the Local Government Act 1972.

(b)  That the Leader and Executive Procedure Rules be amended to insert a new paragraph 1.6(c) as follows: “The Proper Officer will give notice to the public of the time and place of any meeting in accordance with the Access to Information Rules. At least five clear days before a meeting, the Proper Officer will send a summons signed by him or her to every member of the Council. All Members serving on a body will receive an electronic copy of the summons and agenda unless they have requested a paper copy which will be made available for collection from the Council Offices. All Members will receive an electronic notification by e-mail. The summons will give the date, time and place of each meeting and specify the business to be transacted and will be accompanied by such reports as are available.

(c)   That on the recommendation of the Licensing Committee, that Council Procedure Rule 6 be amended to include reference to the Licensing Committee and Licensing Sub-Committees.

To consider the attached report of the Head of Corporate Services and Democracy.

Responsibility: Leader of the Council

(a)   It was agreed that agendas for Cabinet, Project/Policy Advisory Group and Executive Committee meetings are only made available in electronic format or, if paper copies are required by Members, that these be left at the Council Offices for collection.

(b)   It was agreed that it be recommended to the Governance Committee and Council that the Leader and Executive Procedure Rules be amended to insert a new paragraph 1.6(c), as follows:

‘The Proper Officer will give notice to the public of the time and place of any meeting in accordance with the Access to Information Rules.  At least five clear days before a meeting, the Proper Officer will send a summons signed by him or her to every member of the Council.  All Members serving on a body will receive an electronic copy of the summons and agenda unless they have requested a paper copy which will be made available for collection from the Council Offices.  All Members will receive an electronic notification by e-mail.  The summons will give the date, time and place of each meeting and specify the business to be transacted and will be accompanied by such reports as are available.’