The technical fault is that you cannot vote on something that wasn't on the agenda. From what I can make out they agreed to it as a non agenda item but to formalize it needed to raise it and vote on it at the next meeting and have it on that meeting's agenda. I guess this rule is there so Council's don't try and sneak things through without the licence holders knowing. It gives those that read agendas the chance to see what might be coming up so they can attend if its a contentious issue.
Again from what I can gather the manager didn't carry it forward to the next meeting's agenda and it wasn't spotted by the councilor's, seemingly because they were having other issues which took their focus away. I can see how that could happen given the little tidbits of information we've been privy to. It was firstly the manager's mistake and secondly the Council's mistake for missing it.
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