Meetings Policy and Guidance
Approved: 28 March 2024
This policy and guidance document is designed to promote efficient administration of meetings, avoid meetings being inquorate and permit timely rescheduling of meetings if required.
It also highlights accountability for Members.
Apologies for Absence
Members shall give as much advance notice as possible of absence from all meetings although this does not have to be in writing it is good practice to mention future absence at a previous meeting, send an email to the Chairman and Clerk, or telephone the Clerk or Chairman in a timely manner.
The deadline for Receipt of an Apology
The deadline for an apology with reason for absence is 4.00 p.m. on the day of the meeting (sending an email or leaving a message on the answerphone after this is not acceptable as this may not be checked ahead of the meeting).
Members are individually responsible for ensuring they either attend a meeting following receipt of the summons or submit a valid reason for absence for approval.
Apologies for absence must be made directly by the Member concerned in advance and not via a third person such as another Member at the meeting;
The reason must be approved by affirmative resolution and recorded in the minutes by Council.
Extended Periods of Absence
A Member who does not attend any meetings for a period of six consecutive months will automatically be disqualified as a Councillor for Long Sutton Parish Council unless the Member has a statutory excuse (Membership of the Armed Forces in time of War) or the reason for absence was approved by affirmative resolution by the Council before the end of the period
1. The Clerk as Proper Officer and not the Council as Corporate Body has a legal duty to discharge the disqualification to which there is no right of appeal.
2. The Council therefore encourage Members to attend meetings and are reminded they are responsible for monitoring their own attendance.
Council approved Reasons for Absence include:
Long Term Illness / Hospitalisation / Doctors Fit Note / Self Isolation/ Bereavement / Funeral /Maternity / Paternity / Childcare.
3. If absence becomes necessary for extended periods, members are advised to submit a request to the Clerk giving the reason for absence, for approval by Council.
Recording and Publishing Attendance for all meetings of the Council
The Clerk records Members’ attendance or non-attendance whether with or without apologies.
The Minutes of Meetings will show:
• Members in Attendance
• Members Apologies with Reason
• Members Absent with Accepted Reason or Statutory Excuse
• Members Absent
This Policy and Guidance Document will be reviewed annually or should legislation dictate.
1 Local Government Act 1972, S. 85 2 Local
2. Government Act 1972, S. 112