If a councillor sends their apologies but gives no reason, what does the clerk record on the minutes?

Question

I have since sent an email to the councillor reminding her that I need a reason and also brought up procedures in my clerks report. What are the consequences of not giving a reason, should I be doing anything other than letting her know I need a reason in future?

Answer 1

I would assume the key element is whether the apologies are accepted by the council, as they must be voted upon to accept the apologies, and they contribute (or not) to the sixth month rule.

Answer 2

Within my Council under apologies Councillor names are just noted, the reason is not written in the minutes or voted upon so the six month rule can be used for non attendance.

Answer 3

I like the approach suggested by somebody else (excuse the similarity) (can’t remember who it was - I think it was DBsW)
You’re either in attendance or absent - all an apology actually serves as is a courtesy.
If you’re in attendance attendance is recorded.
If you’re absent absence is recorded.
After all, who is actually empowered to properly determine who’s apology is actually valid and who’s isn’t.

Comments

An apology may be seen as a "courtesy" but it is necessary if you think about it. Councillors are "summoned" by the clerk to the meeting as an integral part of their duty as councillors. If they cannot attend that "summons" then they are required to give reasons why they cannot attend. As the 6  month non attendance is one of the few legal reasons for a duly elected councillor to loose their position then it is paramount that the council keep records of attendance and acceptance or rejection of apologies to ensure accuracy.
The answer to your final question surely must be " the council" makes that determination. The council is a group which should operate on democratic principles and if an errant councillor disagrees with the council's decision on acceptance or not of apologies then they should be afforded the ability to put their case to the council.

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Agree with Mentorman that it is the Council who resolve to accept or not any apologies but in my council it is a policy that we do not consider apologies formally but just note them unless asked specifically by the absentee to do so.  A general "I can't make the meeting" isn't enough.  There has to be a specific request for absence to be agreed/accepted (in other words, it concentrates the mind about the importance of taking an active role).  The theory behind this is that absences should be short and temporary and not for a lengthy period of time without good reason.  In part this is to avoid a debate about what is an appropriate apology but also provides an opportunity to accept apologies if members feel it appropriate.    So, for example, we accepted an apology from a councillor who had been absent for some months due to ongoing treatment for cancer.  Sadly, they never were able to return and died shortly after the "approval".

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Ergo - an apology is nothing more, or less, than an inconsequential courtesy.
You are either present or absent.
The acceptance, or otherwise, of an apology changes the fact of attendance or absence not a single jot. A vote to accept or otherwise is entirely subjective and pointless since nobody will ever bother to check, or likely even really listen, to the reason for apology.
Please accept my apology, I have abducted by aliens and subjected to obscure sexual experiments.
Apology accepted.

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Best excuse for absence I've read in a while. !  This would be the only accurate thing recorded in our minutes .Personal matters are always recorded verbatim & cannot be removed from the minutes . I'm sure the electorate are interested in who went home ill or is in hospital.