Asking Questions at Meetings

Members of the public have the right to speak at the meetings of Eastbourne Homes on issues listed on the agenda for the particular meeting. Time is also set aside at the beginning of most meetings for the public to ask questions.

Public Right of Address

The public have a right to speak at meetings on items which appear on the published agenda (this is different from Public Question Time). Agendas are published about a week before the meeting and may be inspected at Eastbourne Homes' Offices or on our web-site. Public copies of the agenda are available at the meeting. Please contact the Company Secretary if you require information before the meeting or a copy of the agenda.

How To Register Your Interest

You must contact the Company Secretary (by telephone, letter, fax or e-mail) by 12.00 noon two working days prior to the meeting.

Some Important Rules

Your request to speak must be in connection with an item on the agenda for the meeting. Normally only one speaker will be allowed to address the meeting on an item. One person should act as spokesperson for a group with a common interest.

Guidance On Speaking

• A time limit of 3 minutes applies to each speaker, though this may be extended if the meeting agrees.

• Begin by giving your name and address and whether you are speaking as an individual or as a representative of group.

• It is useful to prepare notes in advance to ensure that all the important points are covered. Try to be brief and to the point.

• Avoid derogatory or defamatory statements. There is no legal protection for comment made at meetings.

• Bring an extra copy of any prepared statement for the Chairman's information.

Meeting Procedure

You should arrive at the meeting venue at least 10 minutes before the start of the meeting. Make yourself known to the Company Secretary. This allows time for an explanation of the procedures. Items for which members of the public are attending are usually taken early in the meeting.

Consideration of the item on the agenda will normally run through the following stages:

• First, the Chairman will invite you to come forward and take a seat at the meeting table. You will then be asked to speak.

• Second, the report on the matter will be presented (an Eastbourne Homes' official will normally have submitted a written report with the agenda and he or she will be called upon to speak upon the report).

• Next, board members will debate the item.

• Please note that a speaker can only be heard once, unless it is in response to a question from a member.

• Following the debate, a decision will be made.

Public Question Time

At Board Meetings members of the public also have a right to ask questions on a matter concerned with the powers and duties of Eastbourne Homes Limited.

Who Can Ask A Question?

Any member of the public may ask a question. You will normally be expected to attend the meeting in order to put your question. If you are unable to attend the Chairman may, at his or her discretion, put the question on your behalf. No questioner may submit more than one question for answer at the same meeting and no more than one question may be asked on behalf of an organisation.

How To Register Your Question

Your question must be made in writing and sent to Eastbourne Homes', 3rd Floor, 1 Grove Road Offices not later than 12.00 noon two days prior to the meeting. You must give your full name and address. (If you wish, you can obtain a printed application form on which you can write down your question or you can complete our online form). Please keep a copy of the question, as you will have to read it out at the meeting.

Questions Not Allowed

You may not ask a question about issues which only affect you nor about a matter where there is a right of appeal to the courts, tribunal or to a Government minister. You may not ask a question about the service conditions of any person employed by Eastbourne Homes. A question that is defamatory, frivolous, vexatious or offensive will not be allowed. Nor will a question that is substantially the same as one asked within the past 6 months or which requires the disclosure of confidential information.

At The Meeting

The Chairman of the meeting will select the questions to be put. The answer may be given verbally or in writing. The person asking the question may ask one supplementary question which must arise directly out of the original question or the reply. Any question properly submitted but not dealt with at the meeting will be answered in writing.