We encourage members of the public to participate in our meetings. All relevant issues raised by members of the public will be taken into account when the Council is making its decisions.
Planning and licensing committee
From May 2020, until further notice, meetings of the Council’s Planning and Licensing Committee will be held remotely because of Coronavirus restrictions. Councillors and Officers will attend by video conferencing and members of the public will be able to view the meeting on Facebook Live (you will not need a Facebook account).
To take part you will need to request to send a written submission. The submission must be received by no later than 12 noon two days before the meeting in question. They should be no more than 450 words and emailed to Democratic Services at Democratic@cotswold.gov.uk. Your submission will be read to the meeting by a member of staff.
Requests for submissions will be allocated on a first come first served basis and if a submission has already been received by another member of the public for the same group, an officer will contact you to discuss any alternative options.
These temporary processes aim to strike a balance between the need to conduct business, technological and other risks, and the wish to continue to hear important points at the time of making Committee decisions. We will keep the processes under review.
Participating in Council and committee meetings
You can participate at our meetings by submitting a:
- question, our procedure rules allow a period of fifteen minutes in total for written questions to be put to the Council or a committee about any matter on which we have any powers or duties or which affects the district
- petition, you can present a petition at a meeting to express local feeling about an issue or a suggested action that we might take. A petition must contain at least 10 signatures, but the way that a petition is dealt with does depend on the overall number of signatures.
In addition, members of the public are welcome to attend any Council or committee meetings unless personal or confidential business is being discussed. We will try to make sure that all meetings are held in venues that have reasonable access and seating for members of the public. A hearing induction loop is available at our offices in Trinity Road, Cirencester.
Questions can be put by electors within the Cotswold district or a representative of a business operating within the Cotswold district.
A question can be rejected by the proper officer if we have no responsibility for the matter or it does not affect the district. We will also not consider any question that is defamatory, offensive or frivolous. Additionally, we will reject a question which is substantially the same as a question which has been put at a meeting of the Council or a committee in the last six months, or requires the disclosure of confidential information.
Notice for questions
A question must be delivered in writing, or by email, to the Head of Paid Service by no later than 5pm on the last working day before the date of the meeting (contact details below.) Each question must provide the name and address of the questioner and no more than two questions may be submitted by the same person or on behalf of a single organisation.
Copies of any questions will be circulated to councillors and will be made available to members of the public who attend the meeting.
The chairman will invite the questioner to put the question to the councillor named in the notice. If the questioner is unable to attend the meeting, they can ask the chairman to pose the question on their behalf. The chairman can ask the question and/or indicate that a written reply will be given.
A questioner who has put a question in person can also ask one supplementary question, without notice, in response to the reply to their question. A supplementary question must arise directly out of the original question or the reply given. The chairman can reject a supplementary question on any of the grounds detailed in the section above.
Replies to questions
If a public question has been submitted at least seven working days before a meeting, we will guarantee a written reply no later than 24 hours prior to the meeting. We cannot guarantee written replies when questions are submitted later than that deadline. However, we will provide written responses within five working days of the meeting to any question which is not heard on the day. We cannot guarantee an immediate answer to supplementary questions raised at a meeting; when this is not possible, the relevant councillor will provide a full written response within five working days .
If there are still public questions outstanding when the time allotted for their consideration at a meeting runs out, the questioners will receive a written answer. There cannot be any discussion on questions but any matters raised by a question can be referred to the Council, the Cabinet or the appropriate committee.
We welcome petitions from those who live, work, or study in Cotswold district and recognise that petitions are one way in which people can let us know their concerns or the strength of public feeling.
All petitions sent or presented to the Council will receive an acknowledgement within 10 working days of receipt. This acknowledgement will set out what we plan to do with the petition.
There is no standard format for a petition but it must include:
- a clear and concise statement covering the subject of the petition. It should state what action the petitioners wish us to take;
- the name and address and signature of any person supporting the petition, which must be not fewer than 10 persons.
Petitions should be accompanied by contact details, including an address, for the petition organiser. This is the person we will contact to explain how we will respond. If the petition does not identify an organiser, we will contact signatories to agree who should act in this capacity.
Our local petitions scheme contains further information about submitting petitions, including some matters which are excluded by law from the scheme.
Details of petitions received, and of our response, will be published on the website. The contact details of the petition organiser will not be placed on the website.
Send paper petitions to the head of democratic services at the address found in the contact us bar at the bottom of the page.
There is also provision in our local petitions scheme for petitions to be submitted online. Unfortunately the online facility is currently unavailable.
Verification number for a constitutional change
Regulations made under the Local Government Act 2000 require every local authority to publish a verification number which is equal to five percent of the local government electorate on 15 February every year.
This figure represents the number of signatures needed on a petition to hold a referendum to decide whether the authority's political structure should be subject to a constitutional change to operate a mayor and cabinet executive or the committee system.
There are no current petitions.
Help to participate in meetings
We encourage everyone to participate in our meetings.
If you require any additional assistance, for example a hearing loop, help with access etc, or concerns about participation, please discuss them with the head of Democratic Services (contact details below.) We will do whatever we can to help or to reassure you.
Publishing of meeting agendas and minutes
A reasonable number of agenda papers are made available for members of the public attending meetings. Papers are published on our website five working days in advance of the meeting and a copy is available for inspection at our Trinity Road offices in Cirencester, during normal office hours. Minutes of the meeting are made available in the same way as soon as possible after the meeting.
Our Head of Paid Service is the officer for all matters about our constitution.
Contact the Head of Paid Service using:
- the general enquiry online form or
- write to Cotswold District Council, Trinity Road, Cirencester, Gloucestershire, GL7 1PX.