Decision details

The Executive Member for Customer, Democratic and Legal Services presented a report putting forward proposals to allow the public to speak and/or ask questions at meetings of the Council, Executive Cabinet, Development Control Committee and the Overview and Scrutiny bodies within a defined criteria.

The proposals were submitted to the Council meeting held on 19 September 2006 (Minute 06.C.93 refers) and in accordance with Paragraph 27.2 of the Council Procedure Rules, the recommendations were adjourned without further discussion to this Council meeting.

The proposals had evolved from the research work undertaken by the former Community and Overview Scrutiny Panel as part of its Scrutiny inquiry into public participation in the Council’s decision making process.  The plan to allow public speaking at Development Control Committee had, in fact, been supported by the Committee, subject to the preparation and implementation of appropriate procedure rules.

Members indicated that the following recommendation relating to the Development Control Committee be amended.

“In the event of several people wishing to speak either in favour or against the recommendation, the respective group(s) be requested to select one spokesperson to address the Committee.” 

It was considered that with the authority of the Chair of the Development Control Committee, the process be varied and that two or more people be allowed to speak, as some planning applications may be complex, with more than one group either in favour or against the recommendation expressing their views.

RESOLVED – 1) That the Council introduces a regulated scheme for public speaking at meetings of the Council, Executive Cabinet, Development Control Committee and the Overview and Scrutiny bodies in accordance with the criteria set out below and, accordingly, to authorise the addition of the following text to the Council Procedure Rules, as set out in Part A of Appendix 3 of the Council’s Constitution:

“PUBLIC QUESTIONS/SPEAKING

1)      Council and Executive Cabinet Meetings

         ?       A maximum period of three minutes will be allowed for a question from a member of the public on an item on the agenda.  A maximum period of 30 minutes to be allocated for public questions if necessary at each ordinary Council meeting (ie excluding the Annual Meeting).

         ?      Questions should be submitted to the Democratic Services Section by midday, two working days prior to each Council meeting to allow time to prepare appropriate responses and investigate the issue if necessary.

         ?      The question to be answered by the Executive Member with responsibility for the service area or whoever is most appropriate.

         ?       On receiving a reply the member of the public will be allowed to ask one supplementary question.

         ?      Members of the public will be able to stay for the rest of the meeting should they so wish but will not be able to speak on any other agenda item upon using their allocated three minutes.

2)      Development Control Committee

         ?      One person to be allowed to address the Committee in favour of the officers recommendations on respective planning applications and one person to be allowed to speak against the officer’s recommendations.

         ?      Persons must give notice of their wish to address the Committee to the Democratic Services Section by no later than midday, two working days before the day of the meeting.

         ?       If a person wishes to speak either in favour or against an application without anyone wishing to present an opposing argument that person be allowed to address the Committee.

         ?      Each person/group addressing the Committee be allowed a maximum of three minutes to speak.

         ?      The Committee debate and consideration of the planning applications awaiting decision will only commence after all of the public addresses.

3)      Overview and Scrutiny Committee/Panels

         ?       A maximum period of three minutes will be allowed for a question from a member of the public on an item on the agenda.  A maximum period of 30 minutes to be allowed for public questions if necessary at each meeting of the Overview and Scrutiny Committee and its appropriate panels.  This will provide an opportunity for members of the public to raise and ask questions on any issue falling within the remit of the Committee or Panel.

         ?      Questions must be submitted to the Democratic Services Section by no later than midday, two working days before the day of the meeting to allow time to prepare appropriate responses and investigate issues if necessary.’ “

2)      That the undermentioned recommendation relating to the regulated scheme for public speaking at meetings of the Development Control Committee be referred to a meeting of the All Party Leaders Liaison Meeting.

“In the event of several people wishing to speak either in favour or against the recommendation, the respective group(s) be requested to select one spokesperson to address the Committee.”