MINUTES of the Petaling Jaya City Council (MBPJ) department meetings should be given to councillors three days before the full board meeting.
MBPJ councillors raised the issue because they claimed they receive the minutes only on the meeting day and that they did not have enough time to peruse the vital documents.
Councillor Billy Wong said they received the reports only during the full board meeting.
“This has been happening for a long time,” he said at the meeting on Wednesday.
He added that committee meetings were postponed many times due to the mayor’s unavailability, hence meetings were rushed and pushed to the end of the month,
“MBPJ officers have to rush through the minutes and sometimes, mistakes are made.”
He said that under the Town and Country Planning Act 1976, the deputy mayor or even councillors could chair sub-committee meetings if the mayor could not make it.
Deputy mayor Aznan Hassan said the department meeting had just taken place the previous Friday, hence the delay in the delivery of the minutes.
However, councillor Terence Tan said the minutes of the meeting should be considered for endorsement because it involved Deepavali bazaar licence for the upcoming festive season.
Petaling Jaya mayor Mohamad Azhan Md Amir said the MBPJ secretariat would propose the dates for sub-committee meetings based on the mayor’s availability.
“The pengerusi (chairman) is the mayor. I will provide dates for when I am available.
“While it’s true that the deputy mayor or councillors could also chair the meeting if the mayor is not available, we do not want to do this.
“The way MBPJ handles meetings is the same as all other councils. It is based on the ‘wisdom’ of the mayor.
“We will try to fulfil the dates that we agreed upon. However, (at times), the state calls us for meetings at short notice.”
Councillor Nalina Nair said ideally, the council should stick to the agreed dates because changes affect the councillors’ workflow and clash with other plans and meetings.