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Meetings

Frequency

Parish Council Meetings are held on an approximately 6-week cycle.  

See our 'Meeting Dates' page for 2023 dates.

​All Dates, Agendas and Minutes are published on the two Parish Notice Boards. These are at the entrance to the Village Hall grounds and on Little Gringley Lane, Welham.  These published items are also on this website.

Venue and Time

All Parish Council Meetings are held in Clarborough Village Hall, Main Street, Clarborough.  They are held on a Monday evening starting at 7 pm.  The general public are encouraged to attend meetings.

Meetings usually finish between approximately 8.30 pm to 9.00 pm.

Annual Meeting of the Council

The Annual Meeting of the Council is held in early May of each year in Clarborough Village Hall.

The purpose of the Annual Meeting is to recap the work of the Council in the previous year.  The Parish Councillors elect a new Chairperson and Vice Chairperson and then offer their services to fulfil the various roles which are needed by the Council.

The general public are encouraged to attend these meetings.

Council Meeting

These are the usual meetings held by the Parish Council in the approximately six weekly cycle as outlined above.  They conduct the on-going business of the Council as needed.  These Meetings have two parts:

  • Open public contributions;
  • Formal business of the Parish Council.

Open public contributions - The Meeting of the Council is suspended to allow the general public to raise issues relevant within the Parish.  The Chairman requests that these issues are, indeed, of relevance to the Parish and that the contribution is to the point.  There may be discussion around the points made, which may involve other members of the public or Parish Councillors.  These discussions inform the Parish Council of the views of those present.  No votes are taken and no decisions can be made on those issues.  The Parish Council may decide to follow-up the discussions at a future Parish Council Meeting.  It will then become an Agenda item for that Meeting.

In addition to the general public contributions there are usually contributions from outside organisations which have relevance in the Parish eg.

  • Bassetlaw District Councillor
  • Nottinghamshire County Councillor
  • Local Police Community Support Officer
  • Footpaths Warden
  • Village Hall Committee Chairperson (CDCA)
  • Village Newsletter Editor
  • Occasional visitors from outside organisations concerning developments which may have relevance for the Parish

Although there is no formal time limit on this section of the Agenda, it is usual for it to last between 20 - 30 minutes.

Council Meeting -  This part of the meeting follows the Agenda which is published at least 7 clear days before the Meeting.  Participation is limited only to the Parish Councillors present.

The Agenda is followed in the order as published unless the Chairperson sees the need to re-order items.   This may be done to aid discussion taking place or so that a member of the public can attend another meeting elsewhere.  Following discussion, possible decisions are formally proposed by a Councillor, seconded by another Councillor and then voted on by remaining Councillors present by a show of hands.

Extraordinary Meeting - If there is a need then the Council may hold an Extraordinary Meeting which is usually confined to a single urgent issue.  The usual Notice for the Meeting has to be published.  As the name implies, these Meetings are unusual.

Declaration of Interest

Any Councillor who has a personal interest in an Agenda item is required to leave the Meeting for the duration of the discussion of that item and cannot take part in any voting on that matter.

A Quorum

For a Parish Council meeting to take place there must be a minimum of 3 Parish Councillors present at the meeting.  This is called a  'Quorum'. 

Attendance Rules

A serving Councillor is required to attend all Parish Council meetings although apologies and reasons for absence are accepted at the discretion of those Councillors present.  If a Councillor fails to attend any meetings in a period of six months then the individual cannot continue as a Parish Councillor.  The exception to this is if the remaining Councillors consider the reasons for the prolonged absence to be acceptable.

It should be noted that only Parish Councillors can take part in any discussions of the Agenda items, unless the Parish Council Chairperson considers that it would be appropriate to ask a non-Councillor present to comment.