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Members are expected to join the meeting 10 minutes prior to the start time to avoid delay and ensure attendance is recorded.

Members should not have personal items on display behind them in the room. Background settings can be used to obscure the room if required.

Meeting recording and live streaming will be commenced just prior to the start of the meeting – Members are notified of this through Zoom when it occurs – so should be aware that when waiting for the meeting to start they will become viewable by members of the public and also recorded.

The Chair will call the meeting to order shortly after the recording / live streaming starts.

Members are reminded of the importance of;

  • Remaining focussed on the topic being considered
  • Not repeating points that have already been made
  • Keeping points short and speaking clearly and at a reasonable pace.
  • Avoiding interruption / cutting across and waiting to be called
  • Being clear on proposals being put forward
  • Respect the Chair, given the difficult job of chairing a ‘virtual’ meeting
  • Muting microphones when not speaking – it stops everyone hearing what is happening in the background (a dog barking, for example) which with larger groups will be problematic.
  • Not to use the chat function – it may distract, and means discussion may not be seen by all or recorded.

Members of the public who have registered to speak will be allowed to join the meeting at the appropriate point.

Supporting officers Legal / Democratic Services Officers may need to interrupt to get clarity on what is being said for the record – they are not being rude!

How the meeting will run

Chair will call the meeting to order.

Democratic Service Officers will roll call committee members, and confirm the meeting is quorate.

For each item the Chair will invite the relevant officer to introduce the matter / report.

Members of the public who have registered to speak will be permitted three minutes, and to respond to any question of clarification from a committee member. They will not be permitted to speak after that.

The Chair will then ask who wishes to speak from the Members present.

Members shall indicate their wish to speak using the ‘raise hand’ function.

The Chair / Vice Chair / DSOs will call speakers as appropriate

Depending on the type / nature of the meeting, Chair may wish to adopt the approach of having the wider member debate first before limiting the debate to among the voting membership.

Councillors who feel their point has been raised and who no longer wish to speak, should simply indicate that they don’t wish to speak when their name is called.

Where a Councillor proposes a motion then the Chair will immediately ask whether there is a seconder and the seconder should simply say their name to signal support (to enable it to be recorded).

Once the matter has been sufficiently debated then a vote will be called for by as instructed by the Chair or DSO.

Members will be reminded of what they are voting on and whether they vote in favour, against or abstain.

Supporting officers will confirm the outcome of the vote.