GUIDANCE FOR MEMBERS OF THE PUBLIC WISHING TO MAKE DEPUTATIONS AT MEETINGS OF THE BOROUGH COUNCIL, BOARDS AND SUB-BOARDS
Council meetings may be filmed or otherwise recorded. By attending a meeting, you are consenting to any broadcast of your image and being recorded.
1.1 The purpose of this note is to advise those wishing to speak at meetings of the Borough Council and its Boards and the Sub-Boards on the procedure that should be followed in making such a request and the rules that apply.
1.2 The Borough Council, at its meeting on 23 October 1991, agreed that deputations should be introduced at meetings of the Council, Boards and Sub-Boards with effect from 24 October 1991.
1.3 The Borough Council, its Boards and Sub-Boards want to ensure that those with a view to express are heard and that their views are taken into account. The Borough Council will continue to consider written representations, but you may wish to speak at an appropriate meeting.
2.0 HOW DO I APPLY?
2.1 The Borough Council, Boards and Sub-Boards
So far as meetings of the Borough Council, Boards and Sub-Boards are concerned any request to attend and speak as a deputation must be made not later that 12 noon two working days before the meeting.
Your request to speak as a Deputation should be made in writing addressed to the Borough Solicitor and Monitoring Officer at the Town Hall, High Street, Gosport, PO12 1EB or alternatively by:
E-mail to:firstname.lastname@example.org or
In the case of the Regulatory Board Meeting the following details must be included:
- Application Site Address
- Application Reference Number
- Contact details of the person wishing to make the deputation.
Each request must be supported by 10 signatures of electors of the Borough or signed by or on behalf of the person or persons having a private interest in the object or the deputation. Any questions as to whether or not an interest is sufficient to constitute a private interest will be determined by the Borough Solicitor and Monitoring Officer in consultation with the Mayor and Leader of the Council in respect of Council Meetings and Borough Solicitor and Chairman in respect of Boards and Sub-Boards. Any late requests received will be reported to the Council or Board concerned and they may waive the giving of notice in any case it considers appropriate.
3.0 CAN I SPEAK ON ANY MATTER?
3.1 The Borough Council
You may request to speak at a meeting of the Borough Council on any issue provided that the matter relates to a function of the Borough Council. A total of 20 minutes will be allocated at each Council meeting for deputations (except for meetings to set the level of Council Tax [or any statutory replacement]). Deputations will also not be allowed if they relate to Confidential/Exempt items.
3.2 Boards and Sub-Boards
At Board and Sub-Board meetings persons may only speak on matters which are before that meeting for decision.
4.0 HOW MANY PEOPLE MAY SPEAK?
4.1 A deputation shall consist of no more than one spokesperson (one person speaking in support and one against the proposal) whose speech shall not exceed 5 minutes in length.
5.0 WHAT OTHER RULES APPLY?
5.1 Order of Speaking at the Regulatory Board
At meetings of the Regulatory Board, the procedure for receiving deputations relating to planning applications and Traffic Regulation Orders will generally be as follows:-
(a) The Council's Officers will display drawings and briefly introduce the planning application/Traffic Regulation Order (if required).
(b) Those wishing to appear as a deputation(s) will be received in the following order:
ii Those speaking in support of the planning application and Traffic Regulation Order (ie the applicant/agent)
iii The Board will then discuss the planning application or Traffic Regulation Order and reach a decision before proceeding to deal with the next planning application or Traffic Regulation Order and hear further deputations.
5.2 Order of Speaking at Council and other Board Meetings
In the case of the Council and its Boards (when dealing with matters other than planning applications/Traffic Regulation Orders) the deputations will be heard, where possible, at the beginning of the meeting and in the order in which requests are received by the Borough Solicitor and Deputy Chief Executive.
5.3 Can I refer to Plans and Photographs?
The purpose of the Council, its Boards and Sub-Boards receiving deputations is to enable those speaking to explain first hand their point of view and you may wish to illustrate this with a plan or photograph. Presentations by deputation may be supplemented by a modest visual aid such as a single plan or photograph. However, if use is made of these, then they may be retained by the Council, Board or Sub-Board concerned and 20 copies of the handout must be provided to the Democratic Services Officer before the start of the meeting.
The Council will not copy any document on behalf of the deputee or circulate documents prior to the meeting. Details of Members of the Board are available on the Council's website should you wish to send additional information to Members.
5.4 Will the Deputation be asked Questions?
The Borough Council has agreed that, except to clarify a statement, questions of deputations will not be permitted.
6.0 REFERENCE OF THE FINAL DECISION TO THE FULL COUNCIL
6.1 Boards and Sub-Boards have powers to take decisions on behalf of the Borough Council. There are, however, occasions when the final decision on an issue is required to be made by the Borough Council. In such cases, the principal point made by a deputation will be summarised in the Minutes of the Council meeting.