SIR - I refer to Mr P Davies' letter (Your Letters March 26) concerning a resolution that was passed in a council meeting but was not included on the agenda.
I am very surprised that this situation was allowed to arise because one of the first things I learnt as a parish clerk was that an agenda "must specify the business which it is proposed to transact in such a way that the member who receives it can identify the matters which he/she will be expected to discuss. A council cannot lawfully decide any matter which is not specified in the agenda" (Local Council Administration - Meetings and procedure of a local council).
Surely, this rule is in existence to avoid the very situation described by Cllrs Venner and Berry in their letter to the Free Press of March 12?
Mr Davies is right in saying that "it's not unusual for important matters for discussion to arise after agendas are issued".
However, the correct procedure is for these important matters to be put on the next agenda (either a special meeting or the next council meeting) so that all members are given a chance to make their comments (whether or not they can attend the said meeting).
That is the democratic way of handling the situation.
It is not democratic to allow important business (not specified on the agenda) to be discussed and decided upon because those councillors unable to be present would not have any opportunity to make their views known.
Mary ter Braak,
Clerk,
Bicknoller Parish Council.