INTRODUCTION

Everybody's life is affected by the decisions of their local Council, whether they concern the collection of household rubbish, improvements to a housing estate, the type of facilities on offer at a sports centre or simply the level of Council Tax. Most of these decisions are taken in Committee meetings - but who by? How? When? And where? This article sets out to answer those questions and explain the process by which Runnymede Borough Council takes decisions on its services to the local community.

WHO MAKES DECISIONS?

There are 42 Members of the Council (Councillors), 3 for each of the 14 Wards, elected to represent the public. Councillors undertake official duties in their own time and receive a small allowance, mainly to cover out of pocket expenses. All 42 Councillors (comprising the full Council) meet several times each year in order to approve the budget and level of Council Tax and consider a variety of key policy documents.

However, because of the vast range and volume of complex and often urgent business the Council deals with, it is not practical for all issues to be discussed at these meetings. Most major decisions are therefore taken by 5 policy committees each covering specific service areas e.g. Housing. The Committees consist of 10 Members (15 for Planning Committee) and meet five times a year except Planning Committee which meets every two weeks and Corporate Management Committee which meets ten times a year. Their decisions are generally final although recommendations on some policy matters must subsequently be approved by the full Council. Major Planning applications are dealt with by the Planning Committee. Smaller planning applications are considered by the Director of Technical Services.

In addition, a Review Board (9 Members) meets five times each year. Its role is to scrutinise the effectiveness of the Council's services and decisions, policy development and review and liaison with external organisations. The Review Board does not have decision making powers but can make reports and recommendations to the appropriate policy Committee or full Council if necessary.

A Standards and Audit Committee, composed of five Councillors and two people who are not Councillors, meets periodically to promote and maintain high standards of conduct by the 42 Councillors and to assist them to observe the Council's Code of Conduct.

On a day to day basis the Council is run by paid employees (Officers) who make routine decisions in accordance with policies previously approved by Councillors.

WHO CAN ATTEND?

Members of the press and public are welcome to attend all meetings of the Council, Committees, Sub-Committees and Review Board. The public are only allowed to speak or ask questions at meetings of the Full Council and speak at Planning Committee provided advance notice is given. The public cannot participate in the debate at any other meetings. Occasionally they are asked to leave a meeting so that the Committee can consider an item in private (see Exclusion of Press and Public below).

Most meetings are held in the Council Chamber at the Runnymede Civic Centre, Station Road, Addlestone on Wednesday or Thursday evenings and start at 7.30 p.m.

With one or two exceptions Councillors are entitled to attend all meetings whether or not they are Members of the Committee in question. Members of the Committee, and other Members of the Council, sit at tables in the centre of the Council Chamber. Officers are also present to advise the Committee on technical, professional and procedural matters. The Chairman of the relevant Committee sits at the centre of a table on a raised platform in front of the other Members. Officers also sit either side of the Chairman to advise and support the Committee.

CONDUCT OF THE MEETING

The order of business for each meeting is set out in the agenda, copies of which are made available for public inspection at the Runnymede Civic Centre and placed on the Council's website (www.runnymede.gov.uk) eight days before the meeting. Copies are also available in the public gallery on the evening. The agenda contains detailed reports prepared by Officers on each item under consideration.

Unless a matter is exceptionally urgent it cannot be debated if it has not been included on the agenda. At the end of most reports is the course of action recommended by Officers. This is not a formal motion before the Committee unless one of the Members specifically moves it (in which case you may hear the expression "move as set down"). However, Members are at liberty to put forward a different motion if they wish.

Once a motion has been moved and seconded it may be considered by the Committee in accordance with the rules of debate set out in "Standing Orders" (the Council's internal rules and regulations). Councillors who are not members of the Committee may speak with the permission of the Chairman but cannot vote. Officers introduce agenda reports to the Committee and give technical and professional advice but do not otherwise participate in the debate. They are not allowed to vote. If a vote is taken and the result is a tie the Chairman may exercise a second, or casting, vote.

DECLARATIONS OF INTEREST

All Councillors are required to observe the Runnymede Code of Conduct to ensure high standards in the way they undertake their duties. Under the Code, Councillors are under a strict duty to "declare an interest" at the meeting if they have a personal interest in any matter under debate. What happens then depends upon the nature and significance of their interest. A Councillor with a personal and prejudicial interest must leave the room while the matter is discussed. If the interest is not prejudicial the Councillor will be able to remain in the meeting and participate in the proceedings. The Council has also adopted a supplementary Code of Conduct which applies to Planning matters.

EXCLUSION OF PRESS AND PUBLIC

Although as much as possible of the Committees' business is conducted in public there are, inevitably, some items which need to be considered in private. In order not to inconvenience the public these are usually dealt with towards the end of the meeting. The press and public must be excluded from the meeting if it is likely that "confidential" information will be discussed. This only applies where statute, Court Order or the Government specifically prevent the Council from disclosing information and is very rare. However, the Committee may also choose to exclude the public if certain sensitive information is likely to be discussed. This might, for example, relate to the financial or business affairs of a person or organisation, personnel matters, commercial and contractual information or legal advice. This is known as "exempt" information.

Most confidential and exempt reports are listed in Part II of the agenda and have not been made publicly available. However, the Committee may also decide to consider any item listed in Part I in private if it becomes apparent that exempt information might be discussed during the debate.

PLANNING COMMITTEE

This Committee deals with planning applications, planning policy, and building control matters. Major Planning applications will be dealt with first at Committee as they generate most public interest, followed by smaller domestic proposals. Officers give a verbal introduction to all applications, highlighting the main points. Plans and drawings relating to the major applications will be displayed in the Council Chamber but a location plan for each planning application will be included as part of the Agenda. Whilst the Committee has authority to decide nearly all planning applications as it sees fit, it has to follow Government guidelines and advice. Where applications are refused, there is a right of appeal to the Planning Inspectorate (a Government Agency). If applications are refused on grounds that can be considered unreasonable, firstly an award of costs can be made against the Council by the Inspector and secondly conditions that may have been imposed by the Committee for the benefit of local residents may be relaxed and the development could have a greater adverse effect on the area. Sound planning reasons are therefore required.

MINUTES

The Minutes are a concise written record of the decisions taken at a meeting. They usually include a summary of the principal reasons for each decision but are not a verbatim account of the debate. The Minutes are normally available on the Council's website within four weeks of the meeting. A hard copy of the Minutes will be circulated with the Council Summons on five occasions each year.