Issue - meetings

The report of the Monitoring Officer is attached.

The Leader and Portfolio Holder for Strategic and Borough Wide Leadership, Councillor Robinson presented the report of the Monitoring Officer outlining the procedure to be adopted where a Parish Council was unable to function due to insufficient occupation of seats to facilitate quorate meetings.

Councillor Robinson advised that whilst the recommendation was straightforward it had significant implications, as it gave strong reassurance that the Council supported all parish councils, as they were the first line of democracy. The parish referred to in the report was Widmerpool, where Councillor Edyvean stepped in to ensure that the Parish Council could operate. The report recommended the adoption of this procedure across the Borough to ensure that all parishes fulfilled their statutory duties. The Council recognised the excellent work all the parishes did. 

The report was moved by Councillor Robinson and seconded by Councillor Edyvean.

Councillor Gray confirmed that the Labour Group supported the recommendation and he stated that he supported the comments made by Councillor Robinson.

Councillor Jones confirmed that the Liberal Democrat Group supported the recommendation. He asked what process was followed to inform local residents that a parish council was not quorate.

Councillor Mallender confirmed that the Green Party supported the proposal.

Cllr Way confirmed that the Independent Group supported the proposal and noted the action taken for Widmerpool. The Group requested that all parish councillors be specifically informed of the adopted procedure and any other parish councils at risk of becoming inquorate be identified as soon as possible. The Group also requested that measures be put in place to encourage residents to stand as parish councillors. 

Councillor Brennan suggested that the Parish Forum would be a suitable platform to look at publicity to encourage residents to become parish councillors and proactively promote the important role of parish councils.

Councillor Edyvean confirmed that when a vacancy on a parish council occurred, the parish clerk would advertise it on the parish notice board and website and the Parish Council encouraged local residents to join. If no one came forward, then people would be co-opted.

It was RESOLVED that Council:

a)     notes the action taken by the Monitoring Officer in respect of Widmerpool Parish Council; and

b)     adopts the process for temporary co-option to Parish Councils.