What is a deputation?

A deputation is where a person or group addresses a formal meeting of the Council, such as full Council, the Cabinet or a scrutiny committee, on a particular issue. Members of the public have no automatic speaking rights at meetings of council bodies - a request for a deputation must therefore be made if you wish to address a public meeting.

All requests for deputations have to be made in writing, including details of the points to be raised, and sent to the relevant officer – (details of the relevant officers are listed under each committee). As well as an overview of what the deputation is about, the requests should also include the names and contact details of the people/organisation making the deputation (a deputation party can have a maximum of 7 persons for full Council), and the individual from the deputation party who will address the meeting (the spokesperson).
 

Choosing the right body for the deputation

Deputations to Cabinet and Planning Committee should relate to an item on the agenda and for other bodies it should relate to the functions of that body as set out within their terms of reference in the Council’s Constitution.

For full Council the deputation should relate to the Borough or a Council function. A deputation will not be considered by full Council if it is on the same or a similar subject to a deputation heard in the last 3 months. A deputation request may be rejected if the same deputation has been heard already at a different Council meeting. Those wishing to make a deputation to full Council are asked to use the below form for submitting their deputations

Council deputation submission form (Word)

For all other bodies, deputation statements should be sent to the clerk of the relevant body, preferably by email.

If you are unsure which body to submit your deputation to them please contact Committee Services on 020 7974 1915. However it may be useful to consider which body would be taking any decision and that some meetings, such as scrutiny committees, offer greater scope for exploration of the deputation either through officer input or greater time afforded to the deputation. Please do speak to us about what might be best for you and your deputation as while it is your decision which body you ask to make a deputation to, procedures and opportunities to influence the decision makers do vary somewhat for different bodies and you should make an informed choice.
 

Deputation deadlines

Deputation requests which are received within the appropriate timescales will be sent to relevant councillors, who decide whether to hear the deputations. For most committees, the final decision will rest with the chair of the body.

The deadline for receipt of deputation requests is as follows:

Working days are Monday to Friday (not including bank holidays) so for Cabinet a deputation normally must be received by 5pm on Monday for a meeting on a Wednesday. If the Monday was a bank holiday, then the request should be received by 5pm on the preceding Friday.

Please feel free to contact us for confirmation.

Speaking to the meeting

If the deputation request is accepted the speaker(s) will have 3 minutes to address full Council and the Cabinet or 5 minutes to address to any other body (except for the Planning Committee – more detail on deputations to that Committee can be found here).

The speakers should make sure the remarks are relevant and no personal attacks or defamatory statements are made. Speakers should also be mindful not to present personal data relating to third parties without their consent.

Once the deputation has been heard, councillors can then ask questions of the deputation for a total of three minutes at full Council and Cabinet and five minutes at other bodies, to which any member of the deputation can respond.

At full Council, after the deputation has been heard the appropriate Cabinet Member or committee chair will respond to the points made. They will be given three minutes to do this.

At the Cabinet, the appropriate Cabinet Member will usually comment on the points raised by the deputation during the discussion on the relevant item on the agenda.

At other committees, Members may discuss matters raised immediately after the deputation has been made or when they are considering the relevant item on the agenda.

Once the deputation is over the individual or group can remain to watch the meeting but can take no further part in the proceedings.

Some meetings of the Council are webcast live on the Internet and are capable of repeated viewing, which would include any deputations unless alternative arrangements have been made beforehand.

 

Planning Committee, Licensing Panels and the Licensing (Sexual Entertainment Venues) Sub-Committee

Planning Committee has a different procedure for deputations, which are set out on our Planning Committee deputation pages

Licensing Panels and the Licensing (Sexual Entertainment Venues) Sub-Committee do not take deputations but do have a procedure to allow those who have already made representations on a particular matter to speak at the hearing about that matter. More information on making a representation can be found on our licensing pages.

 

Privacy Notice

This Privacy Notice relates to information supplied by you when requesting to address or make a written submission to a Camden committee.

Name and contact details of the data controller:

London Borough of Camden
Judd Street
London
WC1H 9JE
020 7974 4444

Who is our Data Protection Officer:

The Council’s Data Protection Officer is Andrew Maughan who is the Council’s Borough Solicitor.  He can be contacted at dpo@camden.gov.uk.

What will we do with the information that you have provided to us?

The Council has a legal duty to allow public access to its formal meetings (except in limited circumstances where the press and public may be excluded) and we are processing the data that you have provided in order to deal with your request to make a submission to one of those meeting.  We will only process the information provided to us for the purpose for which you have provided it.

Your name and address may appear in the papers of the council, committee or sub-committee meeting what you have requested a submission to.  These papers are freely available on the Council’s website and in hard copy from the Council’s offices.

We will not transfer your personal data outside of the EU/EEA.

How long will we hold this information?

The Council has a legal and public interest obligation to retain records of all formal council, committee and sub-committee meetings, and this will include details of submissions made to those meetings.  You can see the Council’s data retention schedule here (insert link).

Your data subject rights

You have the right to request a copy of the information we hold about you, the right to ask us to rectify, erase or restrict processing of your data, the right to ask for data portability, the right to object to automated decision making, and if we are relying on consent the right to withdraw consent at any time.  There are some exemptions to these rights.  Please see our website and the ICO website for more information.  To exercise these rights please use our web form on the website.

The right to lodge a complaint with a supervisory authority

You can complain to the Information Commissioner’s Office if you are unhappy with how the council has handled your personal data.  It would be helpful if you contacted us first at dpa@camden.gov.uk to see if we can resolve the problem.  You can contact the ICO at casework@ico.org.uk  telephone  0303 123 1113, or post to Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.