Standing Order 6

Petitions and Questions

(1) Petitions may be presented to any member of the Authority. Any member shall be at liberty to move a motion at the next appropriate meeting that the petition be referred to either:

a. the then next meeting of the Authority.

b. the then next appropriate Committee meeting.

c. Officers for consideration and report.

Any such motion on being seconded shall be immediately put to the vote.

(2) Any member of the public may ask questions of or make a statement to the Police Authority relevant to its business only. Questions on operational policing issues will not be accepted. In order to give a meaningful response to questions and to manage the agenda the question to be asked should be submitted to the Chief Executive three working days before a meeting of the Authority or its Committees. Dates of forthcoming meetings are published on the Police Authority website (www.cambs-pa.gov.uk).

(3) As soon as such questions are received the appropriate officer(s) involved in responding should be given a copy and be requested to prepare an answer. Every reasonable effort should be made to ensure that questions are answered fully but concisely.

(4) Question(s) from and statements by members of the public shall be included on all committee agendas as a standing item as the next item of business after the approval of the minutes of the last meeting. Questions must be addressed to the Chairman. The Chairman will then invite the appropriate officer or member of the Authority to respond. Arising from such questions, if members want a report or an issue to be debated then they must use existing procedures to ensure that at the following meeting the item is raised.

(5) With regard to those questions which involve the disclosure of exempt information, if part of the answer can be given to the public then that should still be done. However, if that is not the case or the answer is clearly inadequate then the questioner must be told that there will be no answer available, and why, prior to the meeting and the question will not be put on the agenda.

(6) The person asking the question or making a statement shall be given the opportunity of attending the meeting to speak. If a person putting a question is not present the answer as reported to the Authority shall be sent to such persons following the meeting. If in attendance the appropriate officer and/or member shall meet the questioner to discuss any further concerns they may have and to clarify any answer given if necessary.

(7) The Chairman may use discretion to limit the number of questions asked or statements made by members of the public in order to avoid disruption of the business of the Police Authority. Members of the public asking a question or making a statement will be allocated a maximum of 3 minutes to do so. One supplementary question may be asked if clarification of the answer to the first question is required. The total time allowed for public questions, answers and statements shall not exceed 15 minutes. Any questions which remain unanswered within the timeframe shall receive written responses only. The purpose of this “open forum” is to enable succinct questions or statements to be made within the allowed time limit in the presence of Members. This procedure does not enable a debate to take place involving the member(s) of the public nor for public participation in other business of the meeting.

Issued for Handbook: September 2008 Section IV