Agenda item

To adopt a protocol for public speaking at Planning Committee.

The Committee considered a report of the Director of Law and Governance, and Monitoring Officer which set out a proposed protocol for public speaking at Planning Committee meetings. A copy of the report appears as Appendix ‘A’ to these minutes in the Minute Book.

The Senior Democratic and Overview & Scrutiny Officer introduced the report and explained that the Council’s Constitution required a separate protocol to be established for receiving public representations on planning applications being considered by the Planning Committee. The arrangements for public speaking were required to be clear, fair and equitable. People wishing to address the Planning Committee normally fell into two groups - objectors and applicants/supporters. The report put forward suggestions for the number of speakers and time allowances as follows:

·         Number of speakers – two for each side (i.e. objectors and applicant/supporters)

·         Time allowances – five minutes for each side (to be shared if more than one speaker)

·         Chairman’s discretion to agree in advance an increase in number of speakers and time allowances for significant major applications.

The Committee was advised that the proposed arrangements aimed to strike a balance between previous practices in Bournemouth, Christchurch and Poole, and what other local authorities did. In respect of speaking arrangements for Ward Councillors, the Committee was asked to consider whether it wished to apply a time allowance, and if so, whether this should be the same as for objectors and applicant/supporters (i.e. five minutes in total).

The proposed protocol was attached at Appendix 1 for consideration. It was noted that there was an error in the wording of paragraph 12, which should read as follows:

‘Please note that meetings of the Planning Committee are audio recorded by the Council for subsequent public broadcast and may also be filmed by the Council for live or subsequent broadcast. The meeting may also be audio recorded and/or filmed for live or subsequent broadcast by members of the public.’

Once adopted the protocol would be published on the Council’s website and made available to all people who registered to speak.

The Committee discussed the proposal to allow two speakers and five minutes for each side. While the majority of members were supportive of adopting this proposal, it was acknowledged that there were exceptions when individual applications warranted a degree of flexibility during the meeting. The Committee agreed to include a note in the protocol to indicate that the Chairman may exercise discretion as appropriate at the meeting regarding the number of speakers and time allowed. In relation to paragraph 6 of the protocol governing the circulation of information in advance of the meeting, the Committee agreed that this should apply to all persons, not just those registered to speak.  Having discussed the arrangements for Ward Councillors to speak, the Committee felt that Ward Councillors should be entitled to five minutes each (rather than in total) to represent the views of their communities. It was agreed to amend the wording of paragraph 10 to reflect this.

RESOLVED that the Protocol for Public Speaking at Planning Committee at Appendix 1 of the report be adopted with the following amendments:

Include note, to read: ‘The Chairman may exercise discretion as appropriate at the meeting in respect of the speaking time and number of speakers.’

Paragraph 6 to read: ‘Speakers and others……not be circulated.’

Paragraph 10 to read: ‘Each Ward Councillor will have a maximum of five minutes speaking time to address the Planning Committee.’

Paragraph 12 to read: ‘Please note that meetings of the Planning Committee are audio recorded by the Council for subsequent public broadcast and may also be filmed by the Council for live or subsequent broadcast. The meeting may also be audio recorded and/or filmed for live or subsequent broadcast by members of the public.’

Voting: Unanimous