Key Facts L. The Role of the Chair

The role of the Chair of a meeting is to keep order and control the meeting in accordance with standing orders.  A Chair can also exercise a second or casting vote in the event of a tie in votes on any question to be decided at the meeting.   For all other matters the status of a Chair is the same as any other councillor.

Councillors and the public present at a meeting are expected to respect the Chair and speakers should address their speech to the Chair at all times NOT to other councillors, officers or members of the public who may also be present.  Items under discussion should not be personalised - talk about the subject of debate not individuals or personalities.  

Throughout the meeting the Chair must be fair yet firm.

Specific responsibilities for the Chair of a meeting include:

• formally open meetings

• consider if there are any procedural obstacle to the meeting proceeding

• ensuring draft minutes of a previous meeting are approved by the meeting

• order debate on motions

• deciding points of order and other incidental questions

• controlling disorderly or disruptive behaviour at the meeting

• ensuring the business on the agenda is dealt with

• exercising their casting vote when votes are tied for the election of the Chair at the annual meeting (mandatory)

• exercise a casting vote when votes are tied in other situations

• declaring the result of a vote

• temporarily suspending or adjourning a meeting if necessary

• closing a meeting after the business has been concluded.

Before the meeting, the Chair will have consulted with the Proper Officer (usually the Clerk or delegated officer) before finalising the agenda and this is usually covered in a council's standing orders.    A chair must be familiar with standing orders about the formality and duration of contributions from councillors during the debate of a motion.  Even during a heated debate, it is the responsibility of the Chair to ensure that order is kept and that the meeting gets through the business on the agenda.

There must always be a Chair of the Council.  If the Chair's role is vacant the council must elect a Chair as its first item after the vacancy arises for whatever reason.  

A Chair of a council is elected for their term of office until the next May's Annual Council Meeting.  It can only come to an end if the Chair resigns as Chair, resigns as a councillor, dies, or is disqualified. During their term there cannot be a vote of 'no confidence' - it is ineffective.