Hyperlink to http://www.gov.wales.uk. Statutory and non-statutory guidance on democracy within principal councils
Definitions of words used in this guidance
Generally, the words used in this guidance have the same meaning as they do
in the 2021 Act.
A “relevant authority” is an organisation that is required to put in place arrangements for multi-location meetings.
This covers principal councils, Fire and Rescue Authorities, National Parks Authorities, and Port Health Authorities.
It also includes joint committees of these bodies. The obligations of corporate
joint committees (CJCs) and of community and town councils are covered in separate guidance.
What is a “meeting “
A “meeting” is a FORMAL meeting of a relevant authority convened in accordance
with whatever the legal requirements are for such meetings.
FORMAL meetings are usually those where FORMAL decisions can be made; these meetings may need to be held in public, and that notice is published beforehand that they are
being held.
This is not always the case as some meetings, or parts of meetings, are held in private due to confidentiality or exempt issues being discussed.
When we talk about these meetings being “convened”, we mean the process involved in organising the meeting and setting and distributing an agenda and reports.
Hard copy archiving
Relevant authorities should, however, consider the needs of archiving.
It is common practice that councils (and other relevant authorities) retain and bind, or
otherwise, store for historical purposes, hard copies of the records of formal proceedings of the authority. There is an obligation that formal information be retained for a period of 6 years,
although it is considered good practice to do so in perpetuity.
Archiving is likely to be possible and necessary for electronic documentation
agendas, reports, minutes, background papers, and other information important
for researchers, historians, or others to understand how decisions have come to
be made.
Relevant authorities will need to think about how they build systems to make sure that material produced predominantly, or entirely, electronically, will be archived.
Merthyr Council Cover-up 