Meetings of the District Council and its Committees explanatory
notes for members of the public and press
Which meetings are open to the public?
Every meeting of the Council and its
Committees is open to the press and public.
However, a meeting may move into
private session if "exempt" information would be disclosed. "Exempt
information is defined in the Local Government (Access to
Information) Act 1985. Examples of "exempt" information include
information relating to:-
- a particular recipient of a service
provided by the Council;
- the financial or business affairs of
a particular person other than the Council;
- the amount of expenditure proposed to
be incurred by the Council under any particular contract.
The Act also sets out arrangements
for dealing with "confidential" information. However, items of
business containing "confidential" information are extremely
rare.
For the convenience of the public,
items of business containing "exempt" information are usually
considered last at the meeting. Any member of the public and press
still present will be asked to leave before the meeting moves into
private session.
Have your say
Public Speaking and Question Time
The Council provides opportunity for
members of the public to make statements or ask questions at every
Council and Committee (with the exception of the Annual Council,
Standards Committee, Licensing Committee, Appeals Committee and
Scrutiny Committee when considering a call-in). Accordingly "Public
Speaking and Question Time" appears as an early item of business on
relevant agenda.
What Do I
Do?
- Identify the appropriate Committee as you must address the
correct meeting.
- Questions must include the name and address of the questioner
and contact details.
- If you are unable to attend the meeting, your
question/statement will be circulated to the Committee but will not
be read out.
Scope of Questions and Statements
Questions and Statements must relate to a matter within the
remit of the Council or in relation to committees with an agenda
item. More than one question my be asked by an individual
questioner subject to the time limit of 3 mintues, but where a
number of questions or statements are received expressing a similar
view on one agenda item it is expected that a representative
will be nominated to voive those views.
What are the Rules for
Speaking?
The rules for speakers
are:-
- The Chairman will invite you to stand/sit in location where you
can be clearly heard.
- Speakers will be taken in the order in which their written
notices were received per to the relevant item on the agenda (with
the exception of Council where some speakers may be taken at the
"Public Speaking and Question Time" item).
- You can speak for a maximum of 3 minutes per meeting.
- Supplementary questions will be allowed for a maximum of 2
minutes, which will be responded to verbally by the Member of the
Council replying to the written question.
- You must not interrupt speakers or speak during the Committee's
debate.
Who Will
Respond?
- If you ask a question, the Chairman will respond or ask another
Member to respond verbally. Any notes/information used in the
response will be placed in the Public Questions and Statements file
in the Annex at Swale House.
- If you make a statement, the Chairman may ask an Officer to
comment on what you have said.
Are There any Time Limits
at the Meeting?
- The total time allowed for statements, questions and responses
will not usually exceed 30 minutes. Questions not answered within
the time allowed will be the subject of a written answer sent
within 5 working days of the meeting.
- Each speaker can speak for a maximum of 3 minutes per
meeting.
Speeches/questions must be delivered
in writing or by fax or electronic mail to the Head of Democratic
Services at Swale House so that he receives them by no later than
9.30 am on the day of the meeting; please contact us for
arrangements for meetings which do not start at 6.30 pm. If
you are seeking a detailed answer, please endeavour to give more
notice of your question prior to the meeting.
Exclusions
- No questions/statements can be accepted which relate to
employee matters properly falling within the province of the Joint
Consultative Committee or situations where there is a statutory
procedure in place for public consultation.
- Questions will be rejected if it is not a Council matter, is
defamatory, frivolous or offensive in the opinion of the Monitoring
Officer.
- Names an individual Member or Officer and in the opinion of the
Monitoring Officer in consultation with the Chairman of the meeting
constitutes a personal attack on the individual concerned.
"Exempt" and "Confidential"
Information
Whilst questions maybe asked on
matters dealt with in private session no "exempt" or "confidential"
information (as defined in the Local Government (Access to
information) Act 1985) can be disclosed when responding to such
questions
Your Rights
In addition to attending the public
session of meetings, you are also entitled to:-
- inspect the agenda and reports taken in public session. These
are usually available five clear days before the meeting for a
period of six years from the meeting;
- inspect, as soon as reasonably practicable, after the meeting,
a public written summary of any proceedings held in private. This
shall be available for a period of six years from the meeting;
- inspect any papers listed as "background documents" at the
bottom of a report open for public inspection. These are usually
available five clear days before the meeting for a period of four
years from the meeting;
- be supplied with photocopies of the above documents. (A small
fee may be charged to cover administration costs);
- inspect lists of names and addresses of District Councillors
and their electoral wards, memberships of Committees, powers
delegated to officers and the schedule of meeting
Further information can be found within the council's constitution
If you would like further
information, please contact
Michael Dowson, Head of Democratic
Services at
Swale House, 12 Frenchgate,
Richmond DL10 4JE
Tel: (01748) 829100 (Ext 7088)
Fax: (01748) 825071
You may wish to contact your
District Councillor(s) about your concerns. If you do, your right
to speak at meetings is not affected.
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Last updated:
30 April 2009