Members of the public are welcome to attend any meetings of the National Park Authority that are open to the press and public.

Where should I sit?

The Committee Room is set out with a square of tables. The Chairman sits at the near end of the room, with the National Park Officer, Solicitor and Administrator on either side. Committee members sit at the other tables.  Seats for the public are set out against the walls. If a subject of particular public concern is on the agenda, the room may be crowded.  The Member Services Officer (clerk) sits near the Chairman, to record the decisions made for the minutes. A solicitor is usually present at meetings. Other than these, staff present will be the appropriate National Park staff.

How is the meeting structured?

Members debate business and make the decisions. Officers attend to advise and inform, and will carry out the action decided.  The Chairman controls the meeting. Discussion must take place through the chair, not as a free-for-all.  The Deputy/Vice-Chairman takes over if the Chairman is absent or unable to participate.  Members must, by law, declare an interest in any item in which they have a close personal or monetary involvement (pecuniary interest). They may not be allowed to stay in the meeting during discussion of the item, and almost certainly will not vote on it.

Minutes

The minutes of the previous meeting have to be approved as a correct record. Any amendments to accuracy must be agreed by members before the Chairman signs them.

Matters arising

There may be some matters arising on the minutes. These can be updates of information, or questions on action taken or required.

Public Question Time comes next

There are public question times at these meetings. You may ask questions or make statements or comments about any matter on the meeting Agendas or even present a petition. Normally you will be allowed to speak for up to two minutes. Detailed guidance on how Public Question Time works is available at each meeting. The main business follows, usually keeping to the order on the agenda. The Chairman can allow an item to be brought forward, e.g. if an issue which many people have come to hear is to be discussed.

Reports

Each item is usually presented by an officer, often with a written report. This is a record of the facts and background on the subject.  The report usually ends with a recommendation. This is a course of action which, on the available information, is judged by the officer to be an appropriate decision.  Additional late information may sometimes be tabled at the meeting. Slides and other visual aids may be used in a presentation.  Background papers used to prepare a report are listed at the end, and may be inspected by members of the public by contacting the person named.

The Debate

Members will then debate the item. All can speak at least once, and may be allowed or invited by the Chairman to speak again.  Any committee member may propose a recommendation, which may be:

• the officer's suggested recommendation
• an amendment to it
• another course of action

A proposal/amendment has to be seconded by another member for it to go to a vote.

Voting

After the discussion, the Chairman will put amendments and proposals to a vote. Only members vote. Consensus or general assent may be indicated by a show of hands.

Any other business of urgency

At the end of the meeting the Chairman may allow other business of urgency to be put forward.  This can only be business that has arisen since the agenda was sent out. It may not be used for an item that was forgotten, or as a way to slip something through. The Chairman must be notified in advance, and the business must be urgent enough not to wait for a later meeting.

Confidential session

If there is any business that has to be considered in closed session (including any matters arising from a confidential minute), it is usual for this to be taken at the end of the meeting.  A resolution will be made to exclude the press and public, who will then be asked to leave the room.  Public copies of the minutes of a meeting must include a summary of any confidential business - but not revealing the exempt information.   At the end of all business, the meeting will be closed by the Chairman.

Decision taken

Details of decisions taken can be obtained following the meeting by contacting the Member Services Officer at Exmoor House.