Minutes:
To submit a report by the Director of Function (Council Business)/Monitoring Officer.
The Portfolio Holder – Corporate Business said that the aim of introducing the Public Speaking Protocol is to provide the public with a clear and accessible process for making their views known to the Scrutiny Committees as part of their deliberations.
The Solicitor – Corporate Governance and Contracts outlined the report to the Committee and said in accordance with Section 62 of the Local Government (Wales) Measure 2011, and under the Local Government and Elections (Wales) Bill the County Councils must ensure that those who live or work in their area are able to contribute their views on any matter that is to be considered by Scrutiny Committees. She said that having a clear guidance allows consistency and transparency to the public, elected members and officers. The introduction of the Public Speaking Protocol will assist the public to understand the process that needs to be followed and will ensure that a consistent process is adopted, which manages the public’s expectations in relation to their contribution. Details of the protocol as regards to request to speak at a Scrutiny Committee meeting was outlined within the report.
The Committee considered the report and made the following points:-
· Reference was made that the legislation that allows for public contribution at meetings and questions were raised whether the Public Speaking Protocol will be reviewed on a regular basis. The Director of Function (Council Business)/Monitoring Officer responded that if the Public Speaking Protocol is approved by full Council in May, the protocol will be incorporated within the Communication Plan and will be reviewed after six months and thereafter after twelve months to gauge if the protocol has been effective. The awareness of the public is paramount to enable them to contribute their views on any matter under consideration by Scrutiny Committees;
· Questions were raised as to whether the Public Speaking Protocol will allow for public speaking at the Executive and full Council meetings. The Director of Function (Council Business)/Monitoring Officer responded that legislation allows for public participation during consultation on a particular issue but adopting a Public Speaking Protocol is not legislative but it does afford for public participation at meetings;
· Questions were raised as to how the prioritisation of persons who wish to speak will be administered. The Director of Function (Council Business)/Monitoring Officer responded that a procedure will be administered to prioritise who has asked to speak at Scrutiny Committee i.e. ‘for and against’ and from all perspectives. The administration of the protocol to speak at Scrutiny Committee will be undertaken by the Scrutiny Officers;
· Reference was made as to whether the Chairs of the Scrutiny Committees will need to seek legal advice when a late request is received for public participation at Scrutiny Committees. The Director of Function (Council Business)/Monitoring Officer responded that the need to seek advice from relevant Officers by Scrutiny Chairs is not mandatory but it could be requested that it would be expected that Scrutiny Chairs seek advice.
It was RESOLVED to recommend to the Executive that the Public Speaking Protocol for Scrutiny be adopted with the addition that when a late request to speak at the Scrutiny Committees is received that it be expected that the Scrutiny Chairs shall seek the advice of the relevant Officers.
ACTION: As noted above.