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History of the Correspondence
Lists |
Below is a brief
History about these lists (an index of items
received) including reasons
why, in 2002, they were first produced,
how, in 2007, the dissemination of this useful information was
improved. Finally, how on the 7 October 2010, the Chairman,
supported by the council, for some unspecified reason, decided to
make it difficult for residents to find out what has been received
by ceasing to produce an
Index.
HISTORY of the Correspondence Lists: (From
March 2002 until 7 October 2010)
Prior to March 2002 all correspondence received
each month by the clerk was listed on each Parish Council
agenda. As the amount of correspondence grew the professional
clerk, employed by Bentley Parish Council at that
time, following discussions with the serving Chairman Cllr
Phillips, created a separate list or Index of
all the items received. At the
05 March
2002 meeting the list, called a
'Correspondence List' was instigated as it offered an
excellent method for the Clerk to both record items
received and also easily inform Councillors and the
Parishioners.
The agenda item 'To receive Correspondence' had the
additional words placed alongside; 'On list with agenda'
and became a well established practice appreciated by both
the serving members of the council and
parishioners.
These lists, held on file by the clerk, offered easy
access to information regarding what had been received from
other organisations etc. by Bentley Parish Council on behalf of the
residents. The lists also enabled members of the press and
public to ask the council for copies of specific
items which they would otherwise not be able to
do.
[Click here to see a copy of one
of these
lists]
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IMPROVED ACCESS for Parishioners regarding
Correspondence received:
These lists of correspondence received by the
council became even easier for residents to view when the
council decided to publish the lists on the council run
website.
BRIEF CESSATION of the production of the
lists:
A resolution to cease the production of these lists was
made during the Item 7 at the
5 March
2009 meeting.
During Item 20 at
the
28 May
2009 meeting this
resolution was rescinded and once again the Clerk was mandated to
record items received.
REINSTATEMENT:
The return of this administrative
procedure once again enabled residents to easily
view what correspondence the council had received on their
behalf.
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FINAL CESSATION
on the 7 October 2010 of the
recording of items received:
During
the 'Public Session' at the 7 October 2010 meeting the Chairman
informed those present that under item 21 at the meeting a
resolution would be passed to
cease recording, on any list,
details of Correspondence received by Bentley Parish
Council on behalf of the
residents.
See item 21 in the Approved
Minutes
As can
be seen from the approved minutes of the October meeting the
Chairman is recorded as saying that they (the
index) had not been produced since February which would
indicate that a resolution was passed instructing the clerk to
cease recording details of information received by post or
e-mail.
Approved minutes
for
January,
February
and
March
2010
A retrograde step in this Information Technology
age:
To
view the items of correspondence received now
requires residents to attend every Parish Council meeting
and read the correspondence file which is
unfortunately, not always on display, especially if all
the councillors have not read, and returned the file, to the
clerk.
Wishes
of parishioners!
Many parishioners would like to have the long established
practice reinstated
and once again
be able to read a list of items which the Clerk has
received
on their
behalf but the currently serving, elected, and
co-opted council
members,
appear not to want to respond to parishioners
wishes!
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