Agenda item

To receive feedback from Members of the Committee having considered the Public Speaking at full Cabinet and formal Cabinet meetings

The Chairman advised that since the last meeting of the Committee, when Members discussed changes to the Constitution to allow members of the public to ask questions at Council meetings not directly relevant to items on the agenda, the majority Group had met to consider this proposal.  Their agreement was not forthcoming and therefore the Committee was unable to make this recommendation to the Council.

Mr Kornycky, a member of the public, addressed the Committee on the right of residents to speak at Committee or Cabinet meetings.  He requested that the Committee consider reintroducing public questions to full Council on any topic, and the reintroduction of public statements to Cabinet meetings.

The Monitoring Officer confirmed that the current Constitution allows for public statements to Full Council only, although the wording does allow for some uncertainty.

The Chairman proposed that, in order to bring clarity, the Constitution should specify every type of meeting, be it Council, Cabinet or a Committee, and define the rules for public questions and statements for that meeting. The Committee agreed to this approach, and that this refinement to the Constitution be made.  The Chairman emphasised that this would not change the existing rules, but make them clearer. 

Councillor Circus, on behalf of the majority Group, proposed that an additional paragraph be added to the Constitution regarding questions to Ordinary meetings of the Council.

‘A maximum time of 15 minutes is to be allowed in the meeting to receive oral questions and answers (not statements) which, in the opinion of the person presiding at the meeting, are relevant to the business to be transacted at that meeting.  A copy of any such questions must be submitted in writing no later than three working days prior to the relevant meeting.  Questions can only be asked by residents who are identified as such from the voters list, or from anyone who satisfies the Monitoring Officer that they work wholly or in substantial part in Horsham District.  As deemed appropriate, in the absolute discretion of the person responding, answers may be given either orally or else in writing within three working days of the relevant meeting.’

The proposal would ensure that the opportunity to ask public questions relevant to the business of that meeting is not exploited by campaigning organisations and individuals. 

The Committee discussed the issue of giving residents the opportunity to ask questions not relevant to the business of the meeting, and Councillor Haigh proposed an amendment to the first sentence of the proposal: 

‘A maximum time of 15 minutes is to be allowed in the meeting to receive oral questions and answers (not statements) which, in the opinion of the person presiding at the meeting, are relevant to the business to be transacted by the Council.’ 

The motion to amend the proposal was lost.

RESOLVED

(i)    That the rules for public questions and statements to Council, Cabinet and Committee meetings be added to the Constitution.   

(ii)   TO RECOMMEND TO COUNCIL that the following statement regarding public questions to Ordinary meetings of the Council be added to the Constitution:

       ‘A maximum time of 15 minutes is to be allowed in the meeting to receive oral questions and answers (not statements) which, in the opinion of the person presiding at the meeting, are relevant to the business to be transacted at that meeting.  A copy of any such questions must be submitted in writing no later than three working days prior to the relevant meeting.  Questions can only be asked by residents who are identified as such from the voters list, or from anyone who satisfies the Monitoring Officer that they work wholly or in substantial part in Horsham District.  As deemed appropriate, in the absolute discretion of the person responding, answers may be given either orally or else in writing within three working days of the relevant meeting.’

   REASON

(i)    To clarify the rules set out in the Constitution regarding public involvement in public meetings of the Council

(ii)   To ensure that the opportunity for members of the public to speak at Council meetings is not exploited by campaigning organisations or individuals to further a cause not directly related to the business of that meeting.