Part 4 - Rules of procedure
Below are the rules of procedure.
- 1 - Annual meeting of the County Council
- 2 - Ordinary meetings
- 3 - Extraordinary meetings
- 4 - Location and times of Full Council meetings
- 5 - Notice and summons to meetings
- 6 - Chair of meeting
- 7 - Quorum
- 8 - Questions from the public
- 9 - Questions by Members
- 10 - Notices of motion
- 11 - Motions without notice
- 12 - Rules of debate
- 13 - Previous decisions and motions
- 14 - Voting
- 15 - Minutes
- 16 - Record of attendance
- 17 - Exclusion of the public
- 18 - Members conduct
- 19 - Members interests in contracts and other matters
- 20 - Disturbance by the public
- 21 - Photography and audio recordings of meetings
- 22 - Electronic communication
- 23 - Suspension and amendment of procedural standing orders
- 24 - Authority of the Chair
- 25 - Group Leaders and Lead Members
- 26 - Application of procedural standing orders to other council bodies
- 27 - Election of Chair and Vice-Chair of committees
- 28 - Appointment of substitute members of committee
Except for motions which can be moved without notice under these Procedural Standing Orders and unless the Chair is of the opinion that the motion should be considered as a matter of urgency, written notice of motions for discussion at full Council meetings must be delivered to the Chief Executive not later than 10 a.m. eight clear working days before the date of the meeting. Motions are not considered at the first annual meeting of a new Council. The Chief Executive will maintain a record of all motions submitted and the public may inspect that record except in respect of motions considered in the absence of the press and public.
10.2 Where the Chief Executive receives a motion, they will, where practicable, prepare a short accompanying note in respect of the proposals it contains setting out:
- Any implications for climate change
- Any financial or resource implications
- c) Any implications for human rights
- d) Any other pertinent factors the Chief Executive might wish to include in accordance with the Council’s agreed policy framework.
10.3 Motion set out in the agenda for a meeting
10.3.1 Motions for which proper notice has been given under this Procedural Standing Order will be listed on the agenda in the order in which they are received;
10.3.2 Unless the Chair, in consultation with Group Leaders, decides otherwise, subject to Procedural Standing Order 10.9, there will be no time restrictions on motions from each political group (for the purposes of this Procedural Standing Order 10.2.2 only, all independent Councillors are considered as a political group);
10.3.3 If the Chief Executive considers that such a motion qualifies to be considered by the full Council in the absence of the press and public, the Chief Executive may decide appropriate agenda wording to avoid public disclosure of confidential or exempt information.
Motions must be about matters which are related to the responsibilities of the Council or which affect the County. The Chair’s decision on whether or not a motion is relevant to the responsibilities of Council will be final.
10.5 Subject to Procedural Standing Order 10.9, unless the Chair, in consultation with Group Leaders, decides otherwise a motion that has been properly notified and which has been moved and seconded will be discussed by full Council at the meeting for which notice has been given (excluding the first annual meeting of a new Council).
10.6 If the motion relates to an executive function and whether or not it is discussed at full Council at that time, full Council may:
10.6.1 Refer the motion to Cabinet who will consider the matter in the light of any views expressed by the full Council and advise the full Council of its decision; or
10.6.2 Refer the motion to the relevant Scrutiny Committee who will consider the matter in the light of any views expressed by the full Council. Following consideration, the Scrutiny Committee will refer the motion to Cabinet, Leader of the Council or Cabinet Member who will consider the matter in the light of any views expressed by full Council and the Scrutiny Committee and advise the full Council of its or their decision.
10.7 If a motion is referred by full Council to the Cabinet or another Council body (or both under Procedural Standing Order 10.6.2) the proposer and seconder of the motion may attend the meeting of the Cabinet or other Council body (or both) and speak to the motion but not vote unless a Member of the Cabinet or other Council body.
10.8 If a motion is referred by full Council to the Leader of the Council or Cabinet Member (either directly or via a Scrutiny Committee under Procedural Standing Order 10.6.2) the proposer and seconder of the motion may attend the meeting of the Scrutiny meeting and speak to the motion but not vote (unless a Member of the Scrutiny meeting) and / or submit in writing to the Leader of the Council or Cabinet Member, their views on the motion.
10.9 The total period of time spent on motions on the day of a meeting shall not exceed two hours. However, debate on motions may be extended beyond the two hour limit to allow those members who have indicated to the Chair, before the end of the two hour period, their intention to speak on the motion being debated at that time. The mover of the motion will then have the opportunity to sum up and the vote will take place. This Procedural Standing Order may not be suspended.
10.10 In the event a motion has not been discussed at the meeting for which notice has been given, that notice of motion shall then be void.