Public information sheet

Inspection of Papers/Register of Member Interests
You can find papers for all our meetings on our website at www.somerset.gov.uk

Please contact Patricia Jones, Governance Specialist on tel: 07855 284506 if you wish to inspect the papers or the Statutory Register of Member’s Interests.

Public Question Time
Members of the public may make a written statement provided the statement:-

  • relates to a matter which falls within the functions and responsibilities of the Panel
  • is received by the Democratic Services Team/Patricia Jones no later than 12.00 noon on the working day before the meeting.
  • is not defamatory, vexatious or offensive
  • is no longer than one side of A4 paper. For copyright reasons, we are unable to reproduce or publish newspaper or magazine articles that may be attached to statements.

A question must be submitted 3 clear working days in advance of the meeting. It must also concern business which falls within the Panel’s remit. Members of the public may ask up to 2 questions. Questions should not require the disclosure of confidential information or repeat a question submitted on a previous occasion. We aim to provide an answer at the meeting.

Statements or questions should be e-mailed to Patricia.Jones@somerset.gov.uk or sent to Somerset Council, Democratic Services Team, County Hall, Taunton, TA1 4DY.

By participating in Public Question Time, we will assume that you have consented to your name and the details of your submission being recorded and made available at the meeting to which it relates and placed in the official minute book as a public record.

We will try to remove personal information such as contact details. However, because of time constraints we cannot guarantee this, and you may therefore wish to consider if your statement contains information that you would prefer not to be in the public domain.

Process during the meeting:

  • Public Question Time is normally one of the first items on the agenda. However, if a statement concerns a specific report on the agenda, it may be taken just before the report concerned.
  • You will normally be allowed 2 minutes, subject to the Chair’s discretion.
  • The Chair will call each submission in turn. When you are invited to speak, it is helpful to focus on the key issues that you would like Panel Members to consider. This will have the greatest impact.
  • You must direct any statements or questions through the Chair. You may not take direct part in the debate unless invited to do so.
  • Your time allocation may have to be limited if there are a lot of submissions before the meeting.
  • You do not have to speak or attend the meeting. However, if you do not attend to present a statement, it will still be considered by Members. A response will also be provided to any question(s).

Emergency Evacuation Procedure
In the event of a fire alarm sounding, you are requested to leave the building via the nearest available signposted emergency exit and make your way to one of the assembly points around the building. Officers and councillors will be on hand to assist.

Excluding the Press and Public
Occasionally, there will be items on the agenda that cannot be debated in public for legal reasons and these will be highlighted on the agenda as appropriate. In these circumstances, the public and press will be asked to leave the room and the Panel will go into Private Session.

Recording of Meetings
Somerset Council supports the principles of openness and transparency. The Council allows filming, recording and photographs to be taken at its meetings that are open to the public providing it is done in a non-disruptive manner. Members of the public may use Facebook and Twitter or other forms of social media to report on proceedings and a designated area will be provided for anyone who wishing to film part or all of the proceedings. No filming or recording will take place when the press and public are excluded. As a matter of courtesy, anyone wishing to film or record proceedings is asked to provide reasonable notice to the Clerk so that the Chair can inform those present at the start of the meeting.

We would ask that, insofar as possible, members of the public are not filmed unless they are playing an active role such as speaking at the meeting. There may be occasions when speaking members of the public request not to be filmed.