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CLERK'S BRIEFING NOTE 16-12

REPORTING TO THE PARISH COUNCIL

 

1. VERBAL REPORTS TO COUNCIL

The Parish Council currently receives reports at its 2-monthly main Council Meeting as follows:

  1. From Parish Councillors who have attended meetings of other bodies on behalf of Sedlescombe Parish Council.
  2. From the Clerk who has attended meetings of other bodies.
  3. From representatives of village organisations ie the School and (from September 2012) Pestalozzi.
  4. From Sedlescombe District and County Councillors.
  5. From the PCSO.
  6. From a member of the public.

The increasing number of verbal reports made to the Council is contributing to unacceptably long meetings. In addition, the verbal reports do not allow members time to give full consideration to the matters raised.

2. PROPOSALS AIMED AT REDUCING THE LENGTH OF COUNCIL MEETINGS

In the interests of reducing the length of Council meetings and to ensure that sufficient time is available to give proper consideration to Council business, the following is proposed:

  1. Parish councillors who have attended meetings of other bodies on behalf of Sedlescombe Parish Council should e-mail a report to the Clerk as soon as possible after the meeting. This should either be in the form of a councillor's own notes or the actual Minutes of the meeting they have attended, or both.

    Every two or three weeks, the Clerk will produce a newsletter for councillors which contains this information together with her own reports of meetings she has attended. The Council will consider whether these newsletters should be made public through the website.

    All councillors will have the opportunity of asking for any matter included in these notes/minutes to be placed on a Council agenda for discussion; the Clerk will also pick out any matters which need to be considered by the Council.


  2. Local representatives should be asked to restrict their verbal reports to the Council to 2-3 minutes in length (Sedlescombe PC Standing Orders restricts public participation to 2 minutes) but be invited to submit more detailed reports, if they wish, in writing to the Clerk who will include these reports in the Councillors' Newsletter.

Clerk/RFO,
Sedlescombe Parish Council

01/08/12