Decision details

Paperless Meetings

Decision Maker: Executive

Decision status: Recommendations Approved

Is Key decision?: No

Is subject to call in?: No




That Option B, as set out below, be implemented:


To adopt a “paper-light” approach to meetings, which would have paperless meetings as an aspiration, but recognise that councillors should still have a choice between using their devices and the functionality of the Modern.Gov app or continuing to receive paper copy agendas; and in respect of the latter, the basis upon which paper copies will be provided will be as follows:

·       Paper copy Council agendas and order papers will only be provided to councillors who ‘opt in’ to receive them and, similarly, paper copy committee agendas and supplementary information (late) sheets will only be provided to members of a committee and substitutes who ‘opt in’ to receive them

·       Paper copy agendas will be placed in councillors’ pigeon-holes unless they ‘opt in’ to have them sent by first class post

·       The ‘opt in’ requirements to also apply in respect of agendas for working groups, task groups, and task and finish groups involving councillors



To work towards delivering on the Council’s commitments to secure ongoing savings in its revenue budget and to assist in achieving the Council’s corporate aspirations to reduce its carbon footprint, whilst still complying with legislation requiring the provision of copy agendas for inspection by the public.


Options considered and rejected by the Leader of the Council:

Option A – confirm original decision taken by Executive on 18 February 2020.


Details of any conflict of interest declared by the Leader and any dispensation granted:



Details of any written submissions received and considered by the Leader from other members of the Executive, councillors or public:


Cllr Patrick Sheard (non-Exec member):

I’m happy with this proposal, though I see little point in having paper agendas in pigeon-holes / via post unless there is a further choice to not having them at all (Or some procedural / legal requirement for these to be distributed)


Leader’s response:

Option B emphasises that there is an initial presumption of paperless meetings, subject to the “opt in” provisions outlined above.  Councillors not wishing to have agendas should not therefore opt in.


Cllr Deborah Seabrook (non-Exec member):

Agrees with the recommendation.


Report author: John Armstrong

Publication date: 26/03/2020

Date of decision: 24/03/2020

Decided at meeting: 24/03/2020 - Executive

Accompanying Documents: