Public Speaking at Online Meetings of Sandgate Parish Council: Protocol

All online council and committee meetings of Sandgate Parish Council are held on Zoom, and all broadcast from there on Facebook Live to our Facebook page at https://www.facebook.com/sandgatepc/

Any member of the public is welcome to watch the meetings live on our Facebook page, and recordings of meetings will be available to view after the meeting on Facebook for at least one month.

In addition, the public are welcomed to ask questions at full council meetings and make representations on applications at Planning meetings. While we are meeting online, the guidance to doing so is as below.

Sandgate Parish Full Council Meetings

Statement for agenda heading: Sandgate Parish Council will broadcast this meeting as a video on Facebook live at the time of the meeting itself on our Facebook page at https://www.facebook.com/pg/sandgatepc/ Comments made on the Facebook video during the meeting will not be monitored and are not a way of feeding back to the Council.

Members of the public can ask a question at a Full Council meeting. Any questions (deemed to be reasonable) sent to clerk@sandgatepc.org.uk will be read and answered at the meeting. If a member of the public would prefer to ask their question themselves, they can do so by emailing clerk@sandgatepc.org.uk at least 2 working days before the meeting asking to put a question to Full Council. Members of the public joining a Council meeting to make a representation will be asked to follow the protocol at https://sandgatepc.org.uk/public-speaking-at-online-meetings-of-sandgate-parish-council-protocol/

Guidance / How it Works

All Full Council meetings have the opportunity for members of the public to ask questions of the council before the full meeting. In order that this opportunity has not been lost, we retain that on the agenda of online meetings, and any questions sent to clerk@sandgatepc.org.uk can be read out at the meeting, and a response given. However if a member of the public would prefer to ask a question of the Council themselves, they can do so. In order to facilitate this, you should email clerk@sandgatepc.org.uk at least 2 working days before the meeting asking to put a question to Full Council in person.

In attending an online Council meeting, you are giving your permission for the Council to record the meeting and to broadcast it (as described above) to Facebook.

Those doing so will be emailed a link to the Zoom meeting itself prior to the meeting start, and asked to join the meeting. During the period allocated for questions, you will be asked to put your question to the meeting. The meeting will hear your question, and the clerks, Chairman or other councillor will respond. That response may be that a written reply will be provided after the meeting. You will be offered to chance to ask a follow-up, related, supplementary question if you wish, and again the response will be as previously.

Those admitted to meetings on this basis are asked to;

  • not share the link to the meeting with others;
  • understand that we use the Zoom “waiting room” system, and there may be a short delay in admitting you;
  • not use the Zoom chat facility;
  • not to share screens unless specifically invited to do so;
  • only use the chance to speak to put your question and up to one related follow-up / supplementary, and not use it to make other points or disrupt the meeting;
  • leave the Zoom meeting at the end of the question time section (you are more than welcome to continue to watch the remainder of the meeting on our Facebook page).

Sandgate Parish Planning Committee Meetings

Statement for agenda heading: Sandgate Parish Council will broadcast this meeting as a video on Facebook live at the time of the meeting itself on our Facebook page at https://www.facebook.com/pg/sandgatepc/ Comments made on the Facebook video during the meeting will not be monitored and are not a way of feeding back to the Council.

Members of the public can ask representations regarding an application. Any comments sent to clerk@sandgatepc.org.uk will be sent to all Councillors prior to the meeting and acknowledged by the meeting. If a member of the public would prefer to speak to the application (for up to three minutes) themselves, they can do so by emailing clerk@sandgatepc.org.uk at least 2 working days before the meeting asking to speak to Planning committee, specifying on which application. Members of the public joining a Council meeting to make a representation will be asked to follow the protocol at [web address]

Guidance / How it Works

Our planning meetings have the opportunity for members of the public – applicants, representatives, and neighbours – to ask questions or make statements regarding an application of up to 3 minutes. In order that this opportunity has not been lost, we retain that on the agenda of online meetings, and any questions or comments sent to clerk@sandgatepc.org.uk will be sent to all Councillors prior to the meeting, acknowledged by the meeting, and where there are questions answers sought. However if a member of the public would prefer to speak to the application themselves, they can do so. In order to facilitate this, you should email clerk@sandgatepc.org.uk at least 2 working days before the meeting asking to make a representation to the Planning committee, and specifying on which application.

In attending an online Council meeting, you are giving your permission for the Council to record the meeting and to broadcast it (as described above) to Facebook.

Those doing so will be emailed a link to the Zoom meeting itself prior to the meeting start, and asked to join the meeting. At the start of the discussion on that application, you will be asked to make your presentation, of up to 3 minutes, to the meeting. The meeting will hear your presentation prior to considering the application, and may ask you questions on your presentation / the application for clarification.

Those admitted to meetings on this basis are asked to;

  • not share the link to the meeting with others;
  • understand that we use the Zoom “waiting room” system, and there may be a short delay in admitting you;
  • not use the Zoom chat facility;
  • not to share screens unless specifically invited to do so;
  • only use the chance to make your presentation and answer any questions put to you directly, and not use it to make other points or disrupt the meeting;
  • leave the Zoom meeting at the end of that application (you are more than welcome to continue to watch the remainder of the meeting on our Facebook page).

The Council reserve the right to mute you, or remove you from the meeting, if it is felt the above conditions are not being respected.