A: Even Clerks are allowed to have holidays and they may also be sick on occasions! You may still hold the meeting. It is a good idea to have a contingency plan by arranging for neighbouring Clerks to cover for each other, or one of the Councillors to take the minutes but a Councillor must not be paid. This issue should be addressed in the Council’s risk assessment. In any event, if at all possible, the Clerk should check the draft minutes before publication. It is not recommended that Councillors undertake any administrative tasks for the Council. The Clerk or another paid officer should be present to take minutes at all meetings of the Council and its Committees, and if possible, at working groups to take notes for the record. Never negotiate with others without a paid officer in attendance to advise and take notes.