Public speaking at Executive and committee meetings

Find out how public speaking works at Executive and committee meetings.

The Council has a public speaking scheme which will allows members of the public to ask questions at Committee meetings, which are relevant to a Committee’s scope.

The scheme applies to all meetings of the Executive and the Standing Committees of the Council, except the Planning Applications Committee, where separate procedures apply (see here) or the Employment Committee.

It does not apply to any sub committees or partnership meetings.

There are separate procedures for speaking at Full Council meetings or Licensing Sub Committee meetings. Further details are provided below.

For an amenity group, residents’ association or business association to be eligible for the scheme, it must be pre-registered with the Council. An application form and details can be obtained from the Democratic Services Team.

Frequently asked questions

How does the public speaking process run at the Executive and committee meeting?

‘Public Question Time’, will normally be the first substantive item on a Committee’s agenda and will precede the consideration of the substantial items on the agenda.

All answers to the submitted questions will be published as part of an agenda supplement by 2pm on the day of the meeting.

The submitter of the question will be invited to read out the question to the meeting, and the pre-published answer will be read out by the Chair. The questioner will then be entitled to reply orally with a short supplementary question on the same subject matter. The Chair may decide to answer the question, orally on behalf of the Committee, or defer for a written response on behalf of the Committee within 7 days.

Questions and responses will not be matters for debate.

Questions will be heard in the order received. Where an individual submits more than one question for a meeting, their first question, as submitted, will be prioritised and, with any further questions heard after any questions received from other members of the public.

There is a maximum of 30 minutes per meeting dedicated to public questions. Any questions that have not been heard once the 30 minutes have passed will receive a written response from the relevant member, usually the Chair of the Committee.

What topics are eligible for public questions?

Any topic within the scope of a Committee will be eligible for public speaking.

Is there any other criteria that questions must meet?

Questions must:

a. be relevant to a substantial item on the agenda

b. must be relevant to some matter over which the Council has powers or duties, or which affects the borough or part of it, or its residents.

c. not relate to personal, exempt or confidential matters.

d. must be limited to 150 words. Any words exceeding this limit will not be published or considered as part of the question.

Questions that contain criticism directed at a named Officer will be rejected. In such cases, the questioner will be given an opportunity to submit a revised question.

The Head of Legal & Democratic Services, may also in consultation with the Monitoring Officer, reject or defer a question received for a meeting in the pre-election period.

Members of the public are limited to three questions and no more than one question on the same specific topic at each meeting.

Where it has been deemed submitted questions don’t meet the scheme’s criteria, there is an expectation that any revised questions should be submitted by at least 5pm, 2 clear working days before meeting.

How do I submit my question to the Executive/Committee and what are the timescales?

You will need to submit your question at least three clear working days before the meeting (i.e. if the meeting is on a Wednesday, the question must be received by 5 pm on the preceding Thursday). You will need to submit your question to the Democratic Services Team by e-mail democratic.services@surreyheath.gov.uk. Please accompany your email which an indication whether you are planning to read out your question during the meeting.

The agenda for Committee meetings and meetings of the Executive are published at least 5 clear working days before the relevant meeting. For most of the time throughout the year this is 7 calendar days before the meeting. Agendas are able to be viewed on the Council’s website.

A question submitted via a letter will also be accepted, must be received by 5pm three clear working days before the meeting, so consideration must be given to whether the request will be received in sufficient time.

In exceptional circumstances, with the agreement of the Chair, an urgent question may be asked relating to a matter which is within the Committee’s scope. Any urgent questions must be received by the Democratic Services Team by email an hour before the meeting commences. Such questions will be permitted where the member of the public provides a suitable explanation, as determined by the Chair and Lead Officer for the Executive or Committee, in respect of why the deadline for questions could not be met on that occasion.

Who may ask questions of the Executive or a Committee?

Any member of the public, or formally constituted public groups, or bodies previously registered with the Head of Legal & Democratic Services, are able to ask questions at a meeting of the Executive or a Committee.

Please email democratic.services@surreyheath.gov.uk to request a form. Registration will require a copy of the organisation’s constitution and where appropriate a copy of the body’s audited accounts.

What are the logistics of attending the meeting to ask my question?

The Executive and the Council’s Committees normally meet in the Council Chamber, Surrey Heath House, Knoll Road, Camberley, GU15 3HD.

There is disabled access and car parking is available on site, to the rear of the Council building, for evening meetings.

If you are to speak at the meeting you should arrive at the Council Chamber in good time for the start of the meeting. A Democratic Services Officer will be present at the meeting. You should register with them 20-30 minutes before the scheduled start of the meeting.

Any member of the public may attend Committee and Executive meetings in person in order to observe proceedings. Meetings are also livestreamed and recorded on the Council’s Youtube Channel: https://www.youtube.com/user/surreyheathbc

Am I able to ask my question and attend the meeting virtually?

Yes. Please let the Democratic Services Team know of this preference on submission of your question. Virtual attendance will be facilitated by Microsoft Teams.

What happens if I don’t want to attend to read out my question at the meeting?

The Chair will read out both your pre-submitted question and the answer. In this scenario, there won’t be any facility to allow you to submit a supplementary question.

This webpage is intended to answer most of your questions about the submission of public questions. However, if you need further information and advice, or you would like a copy of this leaflet in large print, please contact Democratic Services on 01276 707160 or e-mail democratic.services@surreyheath.gov.uk

I want to speak at Planning Applications Committee

Public Speaking at Planning Applications Committee follows different rules. Guidance can be found here.

I want to speak at a Licensing Sub Committee meeting

Public Speaking at Licensing Sub Committee meetings follows different rules. A Licensing Officer will contact any interested parties who have submitted a representation prior to a hearing, in respect of whether they wish to make their representation in person.