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Issue - meetings

Draft Calendar of Meetings 2021/22 and 2022/23

Meeting: 28/01/2021 - Cabinet (Item 194)

194 Draft Calendar of Meetings 2021/22 and 2022/23 pdf icon PDF 108 KB

Summary:

 

To consider the proposed calendar of meetings for 2021/22 and the provisional calendar of meetings for 2022/23.

 

 

Recommendation:

 

That the proposed calendar of meetings for 2021/22 and the provisional calendar of meetings for 2022/23 be submitted to the Annual Meeting of the Council.

 

Additional documents:

Minutes:

The Cabinet considered a report which detailed the proposed calendar of meetings for 2021/22 and the provisional calendar for 2022/23 for

recommendation to the General Assembly of the Council. The proposed start times for the meetings were indicative and could be subject to change in the early part of 2021/22, depending on the position with the National coronavirus emergency.

 

The Cabinet noted the comments made by the Cabinet Advisory Panel and the comprehensive response provided by the Democratic Services Manager. Whilst the Cabinet recognised the importance of minimising holding meetings on dates where some Members might find it difficult to attend, it noted that the draft meeting dates were presented for a two year period to give Members as much advance notice as possible, avoided dates during school holidays as far as reasonably practicable and the dates of party conferences. Given the fact that most committees met on a quarterly basis the Cabinet felt that blocking out more time from the calendar could impede the conduct of business. The Democratic Services Manager also informed Members that it was necessary to hold a meeting of the General Assembly of the Council in the last week of July due to financial reporting deadlines, which could not be met if the meeting was held earlier in July. Members also noted that there remained scope for flexibility and that in-year changes to proposed meeting dates could still be made if necessary.

 

The Cabinet Portfolio Holder pointed out an apparent clash of meetings on 19 April 2022. The Democratic Services Manager explained that this was a mistake and would be amended accordingly. The Cabinet Portfolio Holder also asked when the Council might revert to starting its meetings at 7.00pm as he felt that the current 5.00pm start times were not easy for some working Members.

 

The Chairman explained that the 5.00pm start times had been introduced to reflect the special circumstances arising from holding meetings during the pandemic which required meetings to take place virtually and to have additional support from IT and other officers. He confirmed that there would come a time when it would be possible to revert to more traditional arrangements but that that trigger point had not been reached.

 

 

            RESOLVED:

 

That the proposed calendar of meetings for 2021/22, as amended, and the provisional calendar of meetings for 2022/23 be submitted to the Annual Meeting of the Council.

 


Meeting: 25/01/2021 - Cabinet Advisory Panel B (Item 9)

9 Draft Calendar of Meetings 2021/22 and 2022/23 pdf icon PDF 108 KB

Summary:

 

To consider the proposed calendar of meetings for 2021/22 and the provisional calendar of meetings for 2022/23.

 

 

Recommendation:

 

That the proposed calendar of meetings for 2021/22 and the provisional calendar of meetings for 2022/23 be submitted to the Annual Meeting of the Council.

 

Additional documents:

Minutes:

The Cabinet Advisory Panel considered a report which detailed the proposed calendar of meetings for 2021/22 and the provisional calendar for 2022/23 for

recommendation to the General Assembly of the Council. The proposed start times for the meetings were indicative and could be subject to change in the early part of 2021/22, depending on the position with the National coronavirus emergency.

 

A Member explained that she had drawn down this item for debate to see whether it might be possible to avoid arranging meetings during the last week of July as this was a time when schools were on holiday and many parents sought to take family holidays before peak pricing during August.

 

The Democratic Services Manager explained that the reason for issuing a calendar for a two year period was to give Members as much advance notice of the dates of meetings as possible in order to give Members the opportunity to attend. In preparing the calendar every effort was made to avoid holding meetings during school holidays, the peak holiday season and during the main party political conferences. Given the requirements for most meetings to be held quarterly, this left relatively little scope for manoeuvre. However, he  undertook to see whether this might be possible.

 

A Member pointed out that committee chairmen also had some discretion to change the date of scheduled meetings should issues arise which meant that Members might not otherwise be able to attend a particular meeting.

 

The Cabinet Advisory Panel endorsed the recommendations contained in the report.