Agenda item

To consider a discussion document from the Town Clerk

The Town Clerk presented a discussion document, introducing the possibility of a more structured question and answer session at RCC meetings.   The proposal before members was typical of the procedures in place in most local authorities, for meetings attended by members of the public.  The Town Clerk stressed that the document was a suggestion for members and invited their comments.

In summarising the benefits, the Town Clerk suggested that, by submitting written questions in advance, the responses given at the meetings would be complete.  Some Members might feel more comfortable in participating in the meetings if they are able to prepare and submit questions in advanced.  By taking the written questions on a ‘first come, first served’ basis, it could be argued that the process would be fairer and more democratic.  Members noted that the agenda items in respect of ‘questions relating to the work of the committee’ and ‘items of urgent business’ would remain.

Members made the following comments and agreed to take the proposal forward on the following basis:

1.     A deadline date for submitting questions might be unreasonable, given that representatives would wish to consult with their House Groups.  However, Members noted that it is desirable to submit questions as soon as possible, particularly those of a complex/technical nature.

2.     The suggested procedure was quite formal and rigid, as it was typical of local authority council and cabinet meetings, which are decision making bodies.  The RCC should be flexible; to retain its spirit of consultation and debate.  If the Terms of Reference were to be changed, enforcing ‘points of order’ could stifle debate. 

3.     There shouldn’t be a limit imposed on the number of written questions but each question should relate to a single issue, with a supplementary question permitted.  The Chairman and Town Clerk would agree on a reasonable number of questions for each meeting, depending on the amount of business on the agenda.

4.     Written questions should be encouraged as far as reasonably possible but there should be provision for ad-hoc questions at the meetings; at the discretion of the Chairman and dependant on the amount of business on the agenda. 

5.     Whilst it is desirable to send out papers as early as possible, in the case of the regular Update Reports this could be detrimental as it is updated frequently and could therefore prompt questions which might be answered in a later version of the report. 

6.     The Town Clerk would copy the written questions to the RCC members.

7.     Comments as well as questions should be encouraged. 

8.     There was a general agreement that written questions, in advance of meetings, would help to track and manage outstanding actions.

The Chairman and Town Clerk would work the above suggestions into a protocol and circulate to Members.