Before the Meeting
1. The Complainant should be asked to put the complaint about the Council’s procedures or administration in writing to the Clerk or other nominated Proper Officer.
2. If the Complainant does not wish to put the complaint to the Clerk or other Proper Officer, they may be advised to put it to the Chairman of the Council.
3. The Clerk shall acknowledge the receipt of the complaint and advise the Complainant when the matter will be considered by the Council or by the committee established for the purposes of hearing complaints.
4. The Complainant shall be invited to attend the relevant meeting and bring with them such representative as they wish.
5. Seven clear working days prior to the meeting, the Complainant shall provide the Council with copies of any documentation or other evidence, which they wish to refer to at the meeting. The Council shall similarly provide the Complainant with copies of any documentation upon which they wish to rely at the meeting.
At the Meeting
6. The Council shall consider whether the circumstances of the meeting warrant the exclusion of the public and the press. Any decision on a complaint shall be announced at the Council meeting in public.
7. The Chairman will introduce everyone.
8. The Chairman will explain the procedure.
9. The Complainant (or representative) will outline the grounds for complaint.
10. Members may ask any question of the Complainant.
11. If relevant, the Clerk or other Proper Officer will explain the Council’s position.
12. Members may ask any question of the Clerk or other Proper Officer.
13. The Clerk or other Proper Officer and Complainant will be offered the opportunity of last word (in this order).
14. The Clerk or other Proper Officer and the Complainant will be asked to leave room while Members decide whether or not the grounds for the complaint have been made. (If a point of clarification is necessary, both parties will be invited back).
15. The Clerk or other Proper Officer and the Complainant will return to hear the decision, or to be advised when the decision will be made.
After the Meeting
16. The decision will be confirmed in writing within seven working days together with details of any action to be taken.