Agenda item

Mr Neville presented a report regarding the above and informed the members of the Forum that the Terms of Reference had been amended in order to enable public participation in accordance with the wishes expressed at the previous meeting in connection with the future development of the Forum.

The proposed Protocol in relation to public speaking was noted and the Forum agreed that speaking at meetings would be permitted on the basis of during each agenda item, for up to 3 minutes per person, to be managed by the Chair at their discretion. In response to a query it was reported that whilst speeches by members of the public were not expected to be the subject of debate or that any questions raised would necessarily be answered at the meeting, it was possible for the Chair, at his discretion, to invite a response or comment from an appropriate officer or Forum member.

Engagement with Parish and Town Councils was also discussed and whilst it was noted that the Borough Council did engage with Parish and Town Councils and had an established Liaison Committee several members of the Forum suggested that consideration be given to including additional representatives from such Councils on the Forum. In response Ms Palmer reported that opening meetings to the public was the first step in the process of developing the Forums and the County Council was still considering various other suggestions (including greater representation for Parish and Town Councils) which had been received during the consultation on the future development of Forums.

It was also noted that under the Protocol members of Parish and Town Councils would be able to attend future meetings and speak on items on the agenda.

Agreed:

1.  That the current membership of the Forum, as set out below, is noted.

The Parish and Town Councils representative - Councillor M Miller from Eccleston Parish Council

2.  That public speaking at the Chorley Three Tier Forum is permitted on the following basis – on each agenda item, for up to 3 minutes per person, to be managed by the Chair at their discretion and in accordance with the 'Protocol on Public Speaking' a copy of which is attached as an Annex to this Note.

3.  That the decision set out at 2 above be incorporated into the Terms of Reference for the Chorley Three Tier Forum as set out below.

a)  The Forum is a joint business meeting of County, District, and Town and Parish Councillors, open to the public.

b)  The membership of the Forum will be all local County Councillors with an Electoral Division within the District and an equal number of District Councillors appointed by the District Council, and one Parish/Town Council representative nominated from the Parish Councils within the District area.

District Councils and the Parish/Town Councils can nominate deputies or replacements in accordance with their own procedures. The officer(s) supporting the meeting must be notified of any changes prior to a meeting.  Political balance rules do not apply to the Three Tier Forum, although districts may follow these for their nominations.

c)  The Forum will discuss issues that are of joint interest across the three levels of local government in the area. Agenda items will focus on strategic issues relating to all local councils in the area.

d)  Any member of the Forum can request that an item is considered at a future meeting of the Forum. The Chair is responsible for agreeing the agenda and deciding whether an issue raised by a member will appear on an agenda. Where issues are raised that do not fall within the remit of the Forum these will be dealt with via the appropriate mechanism.

e)  Public speaking is permitted on the following basis - on each agenda item, for up to 3 minutes per person, to be managed by the Chair at their discretion.

f)  The Chair of the meeting is responsible for managing the debate at meetings. The Chair's ruling on any aspect of a member of the Forum's right to speak will be final. Members who persistently ignore the ruling of the Chair may, after being warned, be asked to leave the room for the duration of the meeting. 

g)  Decisions of the Forum should be by consensus wherever possible. In the event that a consensus cannot be reached, decisions are by simple 'show of hands' majority with the Chair having a casting vote.

h)  The Forum is not a formal committee of County, District or Parish Councils, therefore Access to Information provisions do not apply. However, as they are public meetings, agendas and minutes will be available on the County Council's website and by request can be obtained in person at County Hall, Preston.

i)  The Chair and Deputy will be elected at the Annual Meeting from amongst the membership of the Forum. Should a vacancy arise during the year, a new Chair or Deputy will be elected. A Chair or Deputy may be removed from their position by a vote of the Forum.

j)  The Forum will meet 3 times a year, one of which will be the Annual Meeting. From April 2014, the Annual Meeting will be the first meeting of the Forum after the County Council's AGM. The Forum does not have the authority to establish sub groups or working groups.

k)  Urgent business is allowed, with the consent of the Chair. Any member wishing to raise a matter of urgent business should advise the Chair via the officer support for the Forum as soon as possible.

l)  The "Protocol on Public Speaking" will apply to meetings of the Forum.