k. Conduct of meetings

From time-to-time difficulties may be experienced at meetings due to the conduct of members of the public, or even councillors. 

Subtle adjustments, for example to the order of the agenda, or the layout of the room, may help the overall progress of meetings.

The Chair of the Council (or committee) has an important role to play in controlling meetings to enable the proper involvement of councillors.  If necessary, the public should be reminded that any questions or comments should be limited to the public participation (PP) session, and councils may limit these to matters on the agenda.  The PP session should be restricted in duration, and a limit placed on how long an individual is allowed to speak (both defined in standing orders).  

The timing of a PP session is down to the discretion of the Council and can make a difference, although it is important to note that it is part of the meeting and should be an item on the agenda - the old practice of suspending or adjourning the meeting should not occur.  

Although it is recommended that councils include a public session, there is no legal requirement to do so.  In extreme circumstances it may be appropriate to not include a public session for a particular meeting, or a series,  until such time that conduct improves. 

The layout of the meeting room is important. Councillors should be seated so that they can effectively address each other, not the public.  For example, a straight line of councillors facing the public gallery should be avoided. While council meetings must generally be held in public, they are not public meetings!

Disorderly conduct may be addressed by the council following the procedure set out in model standing order 2. This includes the person acting unreasonably being asked to modify their behaviour, and if they fail to do so, the council deciding that they should “be no longer heard”, or excluded from the meeting.  In extreme circumstances, it may be necessary to seek Police attendance.

In extreme cases where violence is anticipated, it is possible to exclude the public from attending in advance of a meeting. This was the outcome of R v Brent Health Authority ex parte Francis and Another (1985). This would mean excluding the public in general, it could not be applied to an individual.