A concordat for communication and consultation with Members

Arrangement of meetings

All meetings will be arranged via Outlook and all Members will be notified and receive an invitation to attend in their calendar. Members are requested to confirm attendance by accepting or declining the calendar invitation. Training regarding Outlook is available via the Member ICT Support Officer on telephone 01642 526378.

Agenda notifications

All Members will receive electronic Agenda notifications via the Council's ModernGov system for:

• Council meetings (separate notification of timescales for receipt of Member questions and motions will be sent to members periodically)
• Cabinet meetings
• Executive scrutiny committee meetings
• Select committee meetings
• Quasi - judicial committee meetings

Access to council, cabinet and committee reports

Access to Reports to Council, Cabinet, Executive Scrutiny, Select Committees and Quasi-Judicial Committees will be available electronically, via ModernGov, for all Members, usually a minimum of 5 working days ahead of the meeting.

All Members will receive paper copies of the agendas and reports of Council. Those members appointed to Cabinet and other meetings, will receive agendas and reports of those meetings. Papers will, as far as practicable, be sent to relevant members 5 clear working days prior to the meeting.

Cabinet decision records

Cabinet decision records will be available within two working days of the Cabinet meeting, or as soon as practicable. A link to these records will be forwarded to all Members including co-opted reps.

Cabinet decisions and delegated officer key decisions are subject to the call-in provisions outlined in Part 4 of the Constitution and Members will be notified in each case of the timescale for any call in request. For further information regarding call in arrangements contact democraticservices@stockton.gov.uk.

Availability of minutes

Minutes of all meetings of Council, Cabinet and Council Committees etc will be available from the ModernGov system and to individuals on request.

Members will be provided with copies of, or links to, the minutes of meetings of the Cleveland Police and Crime Panel and Cleveland Fire Authority as and when the Council is notified of their publication.

The Members' Library

Local Government periodicals, journals and bulletins, as well as service group key policies and service data, are available from the office based Members' Library facility on the first floor of Municipal Buildings. Computers are available within the office based facility to provide access to all of the democratic information held on the Council's intranet and ModernGov systems, including electronic access to all agendas, reports and minutes. A dedicated Members' Library is also available on the Council's intranet for other service specific information, as well as outside body activity for organisations members are involved with.

Service Groups are encouraged to deposit copies of new key policies and consultation documents within the Members Library, contacting the Member Support Officer on telephone 01642 526192.

A tracker, with updated information relating to motions agreed at Council will be available on the Members' Electronic Library. The tracker will be updated as and when new information is received and a link sent to members at that time.