The Smoothness in the Meetings - Assignment Example

Plymouth council has been involved in meetings with the committee mainly being concerned in planningon what activities to be carried out in the city. The meeting that was carried out on Monday 30th 2.00 pm 2012 was by 50 people who are mainly responsible for planning of where buildings can be put up in the city as well as other specific matters that affect the city. The matters that are discussed in the meetings are according to the constitution of the council. The planning committee meets every four week at 4 p.m. in the council house. The meetings that are carried out by the planning committee are always smooth as there is a constitution that has been put forward to govern the speaking and all activities that are to be discussed in the meeting. The meeting always focuses on the aim of public speaking in the meetings that they carry out. The smoothness in the meeting comes since the procedures that are considered in the committee enables one to express the views that one has on planning matters by giving opportunity to a specific person at a time to speak to the councilors during the meeting of the council. Smoothness in meetings The meeting that was carried out on Monday 30th 2.00 pm 2012 has smoothness. The smoothness has mainly been contributed to by the constitution since those that attend the meeting are expected to follow what is stated by the constitution and those that fail to follow the constitution are always not allowed to attend the meeting. Confirmation of previous minutes was done by Councilor Lowry to be correct when there was misunderstanding on some of the issues. Smoothness in a meeting is caused by the cooperation that occurs in those that attend the meeting and following the rules that are set to be followed during the meeting. In the council, the constitution makes respect to be in the meeting and those that try to go against Meeting attendance There was attendance by, most of the council members. The members that attended the meeting were Mary Aspinall, Richard Bell, Sam Davey, Jill Dolan, Jonathan Drean, Tudor Evans, Ken Foster, Wendy Foster and Mike Fox among other councilors. There are those that sent apologies include Glenn Jordan, Patrick Nicholson, Stephen Ricketts and Nick Williams. Both the chair and vice chair were present in the meeting. The people that attend the meeting are those that all play important roles in the meeting if not in the city council. Those that always attend the meeting are applicants, third party supporters if not agents and a third party objector. The third parties are only allowed for those that have written representation on the application that are allowed to speak in then meeting. The law makes order in the meeting as when those that are not ion the application list may cause disruption during the meeting. In the meetings, those that are allowed to address the committee directly is one objector and the address can be only done on a planning application listed in the agenda. The selection on those that are involved in the meeting is perfect as all the planning issues can be handled in the meeting. The parties have all information that is needed in the meeting as they are from several sectors of the city. This makes planning when done to be perfect. Speaking in the meeting Speaking in the meeting involves process to make sure that there is always order in the meeting. Once an issue has been identified in the committee agenda, one is able to register on the wish to speak during the meeting. The items are always identified five working days prior to the meeting. Before one is scheduled to speak in the meeting, there is the need to telephone, send a letter, fax or send an e mail for the democratic Support team. The contacts of the team are always provided such that each person is a aware of them. In the contact to the team, there is giving of planning application number and specification if one making the contact is the applicant, objector, and an agent or a third party in the upcoming meeting. The person also gives the name and address. Requests must be received by 4.30pm two working days which normally is on a Tuesday before the planning committee. In the case where there is more than a supporter or objector, one will be asked to decide a spokesperson amongst the people that they with. This mainly occurs when there are many applicants to speak in the meeting. After the agreement on whom to speak in the meeting, details of your selected spokesperson necessarily should be received by the Democratic Support Team by 4.30p which is on Wednesday, one working day before the meeting. If no agreement is reached by the many applicants that applied to speak in the meeting, by this time, the Democratic Support Team will notify the leading person to have registered their attention and advise them that it is they who can give out his view during the meeting. There are no cards that are involved in speaking in the meeting. There is the limit that is considered when speaking in the meeting. In the meeting, the objector of the planning application and one supports is allowed to speak at a maximum of five minutes. After the time has elapse, there is no further involvement of the speaker in the discussion of the committee (Watson et al, 78). In the event that an application is delayed and an individual have already exercised the right to speak, when the application is brought back to the committee there always occur a further opportunity for the individual to speak again, but the individual is given the chance to speak, the person must register again if there is wish to speak. There are also conditions that make one in a meeting to go past the time that is stated in the constitution. Activities carried out in the committee meeting In the meeting, all those that have registered and wish to give their views in the meeting are expected to attend the meeting fifteen minutes before the meeting starts. The period is put such that one is able to register the attendance with Democratic support Officer. The individual after registration need to confirm the name and address, and also again confirm the application that one wish to speak on and whether the registration states that the person is the applicant, third party supporter, agent, or an objector of the proposal that was made (Watson et al, 163). The registration is majorly done in the meeting the so that there is proper utilization of time during the exact day of the meeting. The meeting held mainly discussed the issues of planning in the town. When the item that is introduced in by the Chair of the Committee has been accepted by the chair, the person is able to speak. After all this are clear, there is the protocol that one is expected to follow before addressing the people in the meeting. The protocol starts for the planning officer, ward member, objector then the supporter. After that there is always no opportunity to make any representation in the meeting. After the presentation the committee is expected to debate on the item and make a decision in its regard. There are restrictions on what one can speak of in the meeting. The committee in charge of planning can only make decisions on requests with respects upon consideration of planning material. It is suggested that statements complete should be limited to such advice, matters on which can be got from the applicable Planning Case Officer in advance of the meeting. In the meeting there are those activities that are not allowed. The speaker in the meeting is not allowed to address questions to the planning officers or to the committee. There is a procedure that is considered when there is need to address the questions. The speaker is also not allowed to distribute papers or plans and is not allowed to involve in the use of slides or videos. When a speaker is giving out a view, the person should not be interrupted by other speakers. During the meetings, those that are present are not allowed to make remarks that can cause inflammation in others. The chair in the meeting is able to stop a person from speaking and leave the meeting when is the statement of the speaker fall in the category. The chair can append the right to public speaking in relation to an individual item or the whole committee if he or she considers it necessary to uphold directive at the meeting. There is restriction that those that are in the committee are also exposed to. The activities in the committee are conducted according to the rank that one possesses in the committee. During the meetings, the agenda that are discussed are recorded to be referred to in the other sittings. In the meetings, those that are allowed to address the committee directly is one objector and the address can be only done on a planning application listed in the agenda. The selection on those that are involved in the meeting is perfect as all the planning issues can be handled in the meeting (Watson et al, 209). The parties have all information that is needed in the meeting as they are from several sectors of the city. Success in the meetings has made plans that are carried out by the council to be effective in bringing improvement to the town. The views of each person are taken into considerations as anyone is allowed to speak in the meeting after following the correct protocols as in the constitution. Work cited Watson, J. Paton et al. A Plan For Plymouth. Plymouth, Eng.: Underhill, 2003. Print. Read More