2020-11-10 Services & Organisation Committee Agenda

SERVICES & ORGANISATION COMMITTEE MEETING AGENDA   10 NOVEMBER 2020




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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA                                            10 NOVEMBER 2020

           4.    Notice of Meeting
           4.1   The Chief Executive Officer shall prepare or have prepared an agenda for each meeting
                 including the reports for each agenda item excluding confidential reports.
           4.2   Agendas shall be made available to Councillors as early as practical to allow Councillors
                 sufficient time to consider items on the agenda.
           4.3.  Agendas are to be made publicly available on Council’s website at the time the agenda is
                 provided to Councillors.
           4.4   If the meeting is to consider a confidential item, the agenda should clearly identify that the
                 matter is confidential and provide a reason why the matter is to be dealt with in closed session.

           5.    Teleconferencing
           5.1.  The Chairperson may allow a Councillor to participate in a Council or Standing Committee
                 meeting by teleconference.
           5.2   The Councillor must apply to the Chairperson to participate by teleconference as soon as
                 practicable once the Councillor becomes aware of their intended absence.
           5.3   ACouncillor taking part by teleconference is taken to be present at the meeting if the Councillor
                 was simultaneously in audio contact with each other person at the meeting.

           6.    Commencement of Business
           6.1   The Council shall commence business at the time appointed for holding the meeting, or as
                 soon thereafter (but before the expiration of 30 minutes) as a sufficient number of Councillors
                 are present to constitute a quorum.

           7.    Quorum at Meetings
           7.1.  Ameeting quorum is a majority, being at least half of the members of a Council or Standing
                 Committee meeting.
           7.2   Business shall not be conducted at a meeting unless a quorum is present.
           7.3   If at a meeting, a quorum is not present within 30 minutes after the time appointed for that
                 meeting, the meeting may be adjourned to a later time of the same day or to any time not later
                 than 14 days from the date of the adjournment by:
                 a)    the Councillors present; or
                 b)    the majority of the Councillors present; or
                 c) — only one Councillor if that Councillor is the only Councillor present; or
                 d) — the Chief Executive Officer if no Councillor is present.
           7.4   \f there is not a quorum of Councillors present at the meeting, then such circumstances,
                 together with the names of the Councillors then present, shall be recorded in the minutes of
                 the meeting.
           7.5   If at any time following commencement of business a quorum is not present for reasons other
                 than those specified in section 7.6, the Chairperson shall:
                 a)    suspend the proceedings of the meeting for a period of 5 minutes;
                 b) — record in the minutes of the meeting the names of those who are present if a quorum is
                       not present at the end of the period of 5 minutes; and
                 c)    adjourn the meeting to a later time of the same day or to any time not later than 14 days
                       from the date of such adjournment.

           Standing Orders for Council Meetings                                                      Page 4

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