Provisions Relating to Public Participation at Meetings

For the purposes of this Schedule “participation” and "participate" shall mean the asking of any question, the making of any presentation or statement, or the submission of any petition.

1.1 Subject to certain limitations and exceptions as set out below, Parish Councils (including Parish Meetings), members of the public and representatives of organisations shall have an opportunity to participate at meetings of the
Authority.

1.2 The agenda for a meeting of the Authority, save the Annual Meeting, shall include an agenda item to receive public participation

1.3 Any member of the public or representative of an organisation who wishes to take this opportunity of participation at a meeting of the Authority shall notify the Member Services Officer at least 24 hours before the commencement of
the meeting.

1.4 The notification under 1.3 above shall include the name of the person to address the meeting and a brief summary of the matter or matters to be raised, in the case of a Parish Council or Meeting, written confirmation that the person
is authorised to speak on behalf of the Parish Council or Meeting.

1.5 For the avoidance of doubt, participation may be exercised with regard to any matter within the remit of the Authority and shall not be limited to matters on the agenda for that meeting.

1.6 Subject to Standing Order 5, the Chair will invite each speaker who has given prior notice in accordance with 1.3 (above) to address the meeting. The speaker may address the meeting for up to three minutes, or such longer period as the Chair in his absolute discretion may permit. Any statements, questions or petitions shall be heard and received without debate. Members may ask questions for clarification but shall not respond on any matter or enter into any debate.

1.7 Every person asking a question or making a statement requiring a response shall receive a written response from an Officer of the Authority within 14 days, unless additional time for investigation and/or consideration is required. If
additional time is required a response shall be sent giving reasons and the date by which it is anticipated that a final response will be provided.

1.8 Members of the Authority shall be informed of the response in due course.

1.9 Where there are a number of people wishing to participate, who in the opinion of the Chair appear to be concerned with the same subject matter, the Chair may indicate that the number of individual speakers cannot be accommodated
and may ask those concerned to nominate a spokesperson to address the meeting. In these circumstances the Chair may allow a brief adjournment to enable a spokesperson to be appointed and may indicate that a speaking time in excess of three minutes will be permitted.

1.10 A member of the public not giving advance notice of their wish to participate in a meeting may speak for up to one minute at the invitation and at the absolute discretion of the Chair. A Member or officer of the Authority may respond to points raised for up to two minutes. Any further response will be provided in writing within 14 days, unless additional time for investigation and/or consideration is required. If additional time is required a response shall be sent giving reasons and the date by which it is anticipated that a final response will be provided.

1.11 The total time allowed for all public participation at any meeting under these Standing Orders shall not normally exceed 20 minutes.

1.12 Upon the conclusion of the time for public participation the Chair shall move to the next item of business and from that point no further public participation shall be permitted at that meeting.

1.13 For the avoidance of doubt “Chair” shall mean the person presiding at the meeting of the Authority in accordance with Standing Order 2.

2. Public Participation at Meetings of the Audit Committee, Resources and Performance Committee, and Standards Committee

2.1 Subject to certain limitations and exceptions as set out below, members of the public and representatives of organisations shall have an opportunity to participate at meetings of the Audit Committee, Resources and Performance
Committee and Standards Committee.

2.2 The agenda for a meeting of the Committees, save any extraordinary meeting, shall include an agenda item to receive public participation

2.3 Any member of the public or representative of an organisation who wishes to take this opportunity of participation at a meeting of the Committee shall notify the Member Services Officer at least 24 hours before the commencement of
the meeting.

2.4 The notification under 2.3 above shall include the name of the person to address the meeting and a brief summary of the matter or matters to be raised.

2.5 For the avoidance of doubt, participation may be exercised with regard to any matter within the purview of the Committee and shall not be limited to matters on the agenda for that meeting.

2.6 Subject to Standing Order 5, the Chair will invite each speaker who has given prior notice in accordance with 2.3 and 2.4 (above) to address the meeting.

The speaker may address the meeting for up to three minutes, or such longer period as the Chair in his absolute discretion may permit.

2.7 The total time allowed for all public participation at any meeting under these Standing Orders shall not normally exceed 20 minutes.

2.8 Any statements, questions or petitions shall be heard and received without debate. Members may ask questions for clarification but shall not respond on any matter or enter into any debate.

2.9 Every person asking a question or making a statement requiring a response

shall receive a written response from an Officer of the Authority within 14 days, unless additional time for investigation and/or consideration is required. If additional time is required a response shall be sent giving reasons and the date by which it is anticipated that a final response will be provided.

2.10 Members of the Committee shall be informed of the response in due course.

2.11 Upon the conclusion of the time for public participation the Chair shall move to the next item on the agenda and from that point no further public participation shall be permitted at that meeting.

2.12 For the avoidance of doubt “Chair” shall mean the person presiding at the meeting of the Authority in accordance with Standing Order 2.