Policies & Procedures

The public have a statutory right at attend Council Meetings solely as observers. The Council meetings are not an open forum and the public have no legal right to speak unless the Parish Council Chairman authorises them to do so.

However, the Witham st Hughs Parish Council allows an allotted amount of time for public participation at the start of its meetings as part of the community engagement. Here members of the public are invited to speak by the Council Chairman.

Members of the public should not be involved in the decision-making of the Council. The Council should not make any instant decisions at the behest of members of the public on items that are not included in the agenda.

As a matter of best practice, the public forum will be separate from the debate of the Councillors. If the matter raised is not on the meeting’s agenda these can be used to form part of the agenda for a future meeting at the discretion of the Council.

Members of the public are welcome to stay for the Council meeting following the public session as observers. They will NOT be able to join in the discussion unless invited to do so by the Chair.

Members of the public may be excluded by a resolution of the meeting for specific items that need to be discussed in confidence (eg. Staffing, tenders, or legal issues).

Adopted by Witham st Hughs Parish Council

September 2021

Rules of the Public Session

• Each member of the public is limited to speak for 3 minutes only.
• If more than one member wishes to speak on the same topic they should nominate a spokesperson to speak on their behalf.
• Any member of the Council, who has declared a disclosable pecuniary interest on an item to be discussed, will be allowed the same rights and time as a member of the public for this session. This member will be required to leave the room before the Council Considers that matter in which they have declared a disclosable pecuniary interest.
• The public forum is an opportunity for members of the public to: 

a.   Make representations.
b.   Answer questions.
c.   Give evidence relating to the business to be transacted.

• The Chair has the right to say whether a question or statement is inappropriate and whether it will be accepted.
• Neither Councillors nor the Clerk should be put under pressure to respond immediately to comments made under public participation. Members of the public do not have the right to force items onto the council agenda nor to insist on how matters are recorded in the minutes.
• A question raised by a member of the public during a public speaking session shall not require a response and there should be no debate or discussion between the Council and public. 
• A brief record of topics raised at public participation will be included in the minutes of that meeting. But libellous, offensive and discriminatory comments will not be minuted.
• If the issue is on the agenda, then it will be discussed under the appropriate item. Members of the public are therefore requested to leave their contact details with the Clerk before leaving the council meeting if they wish to receive a reply to their query. 
• If present, a person may not orally report or comment about a Parish Council or its committee’s meetings as it takes place but may otherwise:

a.   Film, photograph, or make an audio recording of a meeting.
b.   Use any other means for enabling persons not present to see or hear proceedings at a meeting as it takes place.
c.   Report or comment on the proceedings in writing during or both orally and in writing after a meeting.
d.   Report or comment after the meeting.

• All person’s present will act respectfully towards every other person present and will not act in a manner that demeans, insults, threatens or intimidates another,
• All statements, questions and responses, challenges to statements, complaints or criticisms must be made politely.
• All statements, questions and responses must be related to the facts of the matter and not be personal in nature. There should be no reference to personal views or any person.
• Please note that offensive or threatening behaviour will not be tolerated. If a member of the public interrupts the proceedings of any meeting the Council reserves the right to curtail the contribution of that person and to exclude a disorderly person.

Adopted September 2021

Reviewed annually, October 2022, October 2023, Nov 2024