PROTOCOL ON RECORDING MEMBER ATTENDANCE AT MEETINGS REPORT OF THE COUNTY CLERK AND MONITORING OFFICER

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1 CARDIFF COUNCIL CYNGOR CAERDYDD CONSTITUTION COMMITTEE: 22 January 2014 PROTOCOL ON RECORDING MEMBER ATTENDANCE AT MEETINGS REPORT OF THE COUNTY CLERK AND MONITORING OFFICER AGENDA ITEM 8 Reason for the Report 1. This report introduces a draft protocol on recording member attendance at meetings. Background 2. The Council does not currently have a consistent policy for recording partial attendance by Members at Council and Committee meetings. 3. This creates potential governance issues as minutes of meetings do not necessarily reflect an accurate record of which Members were present for particular agenda items. 4. A register of Attendance of Members at Council and Committee meetings is kept by Democratic Services and is currently submitted to Group Whips on a quarterly basis and published on an annual basis. Draft Protocol 5. To ensure that the record is consistent and accurate a draft protocol relating to the recording of attendance at Council and Committee meetings is attached at Annex A. The key points of the protocol are: a. Attendance at Council and Committee meetings will be recorded as either Full Attendance or Partial Attendance or an Apology. 1

2 b. Partial Attendance will be recorded by reference to agenda items (for example the minute might record Cllr X Present for Agenda Items 3-8 ). c. Members will be considered to be present for an agenda item only if they were present for the entirety of the discussion and decision making elements of that agenda item. LEGAL IMPLICATIONS 6. There are no particular legal implications relating to the content of this report. However, it is considered good practice for the record to reflect actual attendance by reference to the items on the agenda for which the Member was present. FINANCIAL IMPLICATIONS 7. There are no financial implications arising from this report. RECOMMENDATIONS 8. The Committee is recommended to: a. Consider and provide their comments on the draft protocol; and b. Delegate authority to the County Clerk and Monitoring Officer (in consultation with the Chair do the Committee) to finalise the draft protocol. MARIE ROSENTHAL County Clerk and Monitoring Officer 16 January 2014 Annex A Draft Member Meeting Attendance Record Protocol Annex B Member Meeting Attendance Form 2

3 Cardiff Council Member Meeting Attendance Record Protocol Introduction Members attendance at Council, Cabinet and Committee meetings are recorded and published in the interests of transparency and good governance. This protocol sets out the manner in which attendance shall be recorded. Full Attendance If a Member attends the whole of a meeting, it shall be recorded as a Full Attendance. Partial Attendance If a Member does not attend the whole of a meeting then it shall be recorded as a Partial Attendance. In the event of a Partial Attendance then the record shall reflect the agenda items the Member was present for. The record shall reflect the agenda items for which Members attended the whole of the agenda item. For example, if a meeting had 8 items and a Member arrived half way through item 3 and stayed to the end of the meeting, the record would show that the Member attended for agenda items 4-8. Apologies for Absence In order for an Apology for Absence to be recorded in the minutes, Members should provide notification on the appropriate form to the Chair (or the officer nominated for that purpose by the Chair). How Attendance is Recorded The minutes of meetings shall record attendance of Members and shall record any Apologies or Partial Attendances. Cabinet and Committee Meetings Members will be asked to sign the Register of Attendance form at meetings in the normal way. Partial Attendance at Cabinet and Committee Meetings shall be recorded by the Committee Support Officer taking the minutes of the meeting. Council Members will be asked to sign the Register of Attendance form at Council meetings in the normal way.

4 Apologies and Partial Attendance should be reported to the Chair of the meeting (or the officer nominated for that purpose by the Chair) by the Member concerned. If possible, notice of a Member only being able to attend part of a Council meeting should be given prior to the meeting on the form provided to Members attached to the notice of meeting. In any event, Partial Attendance should be reported within 24 hours of the end of the meeting. Reporting of Attendance For ease and clarity of reporting attendance, statistics may simply refer to Attendances (including Full and Partial Attendances) and Apologies.

5 VALID ONLY AT TIME OF PRINTING. INFORMATION MAY BE UPDATED WITHIN 24 HOURS. CITY & COUNTY OF CARDIFF DINAS A SIR CAERDYDD MEMBER MEETING ATTENDANCE RECORD In accordance with Minute 444 (11 October 2001), records of attendance at Council and Committee meetings are published on the Council website. To ensure that the records are both accurate and informative, Members a should complete this form in accordance with the Member Meeting Attendance Record Protocol to indicated if they are unable to attend the meeting or any part of it. NAME: MEETING: (insert name of Committee/Body) APOLOGY FOR MEETING DATE: I confirm that I will be unable to attend the above meeting for the following reason Please tick as appropriate Any additional details 1. Unavoidable Work Commitments 2. Other Council Business 3. Previously declared interest 4. Other (Please specify) 5. Sickness PARTIAL ATTENDANCE I confirm that I will be only be able to attend To From I will only be in attendance for Agenda Items Item No: (please specifiy) This form should be returned to Committee and Members Manager, Room 286, County Hall or by to Membersservices@cardiff.gov.uk in advance of the meeting and in the event of Partial Attendance should be reported within 24 hours of the end of the meeting so that your apologies can be recorded accurately in the minutes. SIGNED: DATE: 4.CTC.CS.006 Issue 4 Date: 01/14 Process Owner: Democratic Services Manager Authorisation: Democratic Services Manager Page 1 of 1