Council Meetings

Meetings Information System - Glossary of Terms

Agenda

The agenda of a meeting is published 5 working days before the meeting. It sets out the order of business for the meeting and summarises the items being considered.

Call-in

All decisions made by Executive Members will be subject to Scrutiny and Review, and may be called-in for consideration by members of the relevant Select Committee. They have a period of 7 days after being notified of the decision to make the call-in. For more information about Call-In, see the Constitution, Part 3:D, Scrutiny.

Deputation

A member of the public can apply to speak at a meeting to express their opinion on a decision or report. Applications for deputations must be received at least three working days before the meeting by contacting  members.services@hants.gov.uk or 01968 845751. Find out more about deputations.

Executive Decision Record

When an Executive Member makes a decision it is recorded on an Executive Decision Record. The proposed decision is published prior to the meeting, then re-published after the meeting with any changes that were made at the meeting. When the Decision Record has been published, the Call-In period begins.

Executive Member

Since 2001 Hampshire has operated a Leader with Cabinet structure (which mirrors the arrangements in national Government). The Cabinet is made up of the Leader and nine other Executive Members, each with responsibility for a different area of work. It is the Cabinet and its members acting individually who take all executive decisions.

Forward Plan

The Forward Plan sets out key decisions which will be made by the County Council or by its Executive, acting either individually or collectively as a Cabinet, in the next four months. It is updated and published at least 14 days before the start of the period to which it relates. View the current Forward Plan.

Item

An item refers to an item on an agenda, which may be a decision, report or other reference document. Items are listed individually on the Meetings Information

Key Decision

A key decision is an executive decision which is likely either:

  • to result in the Council incurring expenditure, or making savings, which go over £1,000,000 or are less than that but are significant in terms of the local authority's budget for the service or function to which the decision relates; or

  • to be significant because it is likely to affect communities living or working in two or more electoral divisions in the County's administrative area.

Minutes

During meetings an administrator will be taking the minutes of the meeting to accurately record proceedings. Draft minutes are published soon after the meeting but these are subject to confirmation. At the next meeting of the committee, the Members will confirm the minutes and make any changes. Soon after that the final minutes are published.

Meetings of individual Executive Members do not have minutes, as they have Executive Decision Records instead.

Report

Almost all agenda items will be supported by a report to inform and advise Members. Reports are set out in a structured format to make them as easy as possible to read.

At the beginning of the report is a table containing the title of the report, which committee it is being considered by and who wrote it. The first section of the report is the Executive Summary which outlines the main points of the report without going into full detail. The next sections are the main body of the report that gives the Members all the information they need. It may include financial and performance implications. The report usually ends with the conclusion or recommendations which describe the proposed decision for the Member to make or advise on the way forward for the project.