CONTENTS

RULES OF DEBATE AT MEETINGS

DISORDERLY CONDUCT AT MEETINGS

MEETINGS GENERALLY

COMMITTEES AND SUB-COMMITTEES

ORDINARY COUNCIL MEETINGS

EXTRAORDINARY MEETINGS OF THE COUNCIL, COMMITTEES AND

SUB-COMMITTEES

PREVIOUS RESOLUTIONS

VOTING ON APPOINTMENTS

MOTIONS FOR A MEETING THAT REQUIRE WRITTEN NOTICE TO BE

GIVEN TO THE PROPER OFFICER

MOTIONS AT A MEETING THAT DO NOT REQUIRE WRITTEN NOTICE

MANAGEMENT OF INFORMATION

DRAFT MINUTES

CODE OF CONDUCT AND DISPENSATIONS

CODE OF CONDUCT COMPLAINTS

PROPER OFFICER

RESPONSIBLE FINANCIAL OFFICER

ACCOUNTS AND ACCOUNTING STATEMENTS

FINANCIAL CONTROLS AND PROCUREMENT

HANDLING STAFF MATTERS

RESPONSIBILITIES TO PROVIDE INFORMATION

RESPONSIBILITIES UNDER DATA PROTECTION LEGISLATION

RELATIONS WITH THE PRESS/MEDIA

EXECUTION AND SEALING OF LEGAL DEEDS

COMMUNICATING WITH DISTRICT AND COUNTY OR UNITARY

COUNCILLORS

RESTRICTIONS ON COUNCILLOR ACTIVITIES

STANDING ORDERS GENERALLY

Standing Orders Adopted Sept 2020

HOW TO USE STANDING ORDERS

Standing orders are the written rules of a local council. Standing orders are essential

to regulate the proceedings of a meeting. A council may also use standing orders to

confirm or refer to various internal organisational and administrative arrangements.

The standing orders of a council are not the same as the policies of a council but

standing orders may refer to them.

Local councils operate within a wide statutory framework. NALC model standing

orders incorporate and reference many statutory requirements to which councils are

subject. It is not possible for the model standing orders to contain or reference all the

statutory or legal requirements which apply to local councils. For example, it is not

practical for model standing orders to document all obligations under data protection

legislation. The statutory requirements to which a council is subject apply whether or

not they are incorporated in a council’s standing orders.

The model standing orders do not include model financial regulations. Financial

regulations are standing orders to regulate and control the financial affairs and

accounting procedures of a local council. The financial regulations, as opposed to the

standing orders of a council, include most of the requirements relevant to the council’s

Responsible Financial Officer. Model financial regulations are available to councils in

membership of NALC.

Standing Orders Adopted Sept 2020

RULES OF DEBATE AT MEETINGS

Motions on the agenda shall be considered in the order that they appear unless

the order is changed at the discretion of the chairman of the meeting.

A motion (including an amendment) shall not be progressed unless it has been

moved and seconded.

A motion on the agenda that is not moved by its proposer may be treated by the

chairman of the meeting as withdrawn.

If a motion (including an amendment) has been seconded, it may be withdrawn

by the proposer only with the consent of the seconder and the meeting.

An amendment is a proposal to remove or add words to a motion. It shall not

negate the motion.

If an amendment to the original motion is carried, the original motion (as

amended) becomes the substantive motion upon which further amendment(s)

may be moved.

An amendment shall not be considered unless early verbal notice of it is given at

the meeting and, if requested by the chairman of the meeting, is expressed in

writing to the chairman.

A councillor may move an amendment to his own motion if agreed by the

meeting. If a motion has already been seconded, the amendment shall be with

the consent of the seconder and the meeting.

If there is more than one amendment to an original or substantive motion, the

amendments shall be moved in the order directed by the chairman of the

meeting.

Subject to standing order 1(k), only one amendment shall be moved and

debated at a time, the order of which shall be directed by the chairman of the

meeting.

One or more amendments may be discussed together if the chairman of the

meeting considers this expedient but each amendment shall be voted upon

separately.

A councillor may not move more than one amendment to an original or

substantive motion.

The mover of an amendment has no right of reply at the end of debate on it.

Where a series of amendments to an original motion are carried, the mover of

the original motion shall have a right of reply either at the end of debate on the

first amendment or at the very end of debate on the final substantive motion

Standing Orders Adopted Sept 2020

immediately before it is put to the vote.

Unless permitted by the chairman of the meeting, a councillor may speak once

in the debate on a motion except:

to speak on an amendment moved by another councillor;

ii.

to move or speak on another amendment if the motion has been amended

since he last spoke;

iii.

to make a point of order;

iv.

to give a personal explanation; or

to exercise a right of reply.

During the debate on a motion, a councillor may interrupt only on a point of

order or a personal explanation and the councillor who was interrupted shall

stop speaking. A councillor raising a point of order shall identify the standing

order which he considers has been breached or specify the other irregularity in

the proceedings of the meeting he is concerned by.

A point of order shall be decided by the chairman of the meeting and his

decision shall be final.

When a motion is under debate, no other motion shall be moved except:

to amend the motion;

ii.

to proceed to the next business;

iii.

to adjourn the debate;

iv.

to put the motion to a vote;

to ask a person to be no longer heard or to leave the meeting;

vi.

to refer a motion to a committee or sub-committee for consideration;

vii.

to exclude the public and press;

viii.

to adjourn the meeting; or

ix.

to suspend particular standing order(s) excepting those which reflect

mandatory statutory or legal requirements.

Before an original or substantive motion is put to the vote, the chairman of the

meeting shall be satisfied that the motion has been sufficiently debated and that

the mover of the motion under debate has exercised or waived his right of reply.

Excluding motions moved under standing order 1(r), the contributions or

speeches by a councillor shall relate only to the motion under discussion and

shall not exceed 3 minutes without the consent of the chairman of the meeting.

Standing Orders Adopted Sept 2020

DISORDERLY CONDUCT AT MEETINGS

No person shall obstruct the transaction of business at a meeting or behave

offensively or improperly. If this standing order is ignored, the chairman of the

meeting shall request such person(s) to moderate or improve their conduct.

If person(s) disregard the request of the chairman of the meeting to moderate or

improve their conduct, any councillor or the chairman of the meeting may move

that the person be no longer heard or be excluded from the meeting. The

motion, if seconded, shall be put to the vote without discussion.

If a resolution made under standing order 2(b) is ignored, the chairman of the

meeting may take further reasonable steps to restore order or to progress the

meeting. This may include temporarily suspending or closing the meeting.

MEETINGS GENERALLY

Full Council meetings

●

Committee meetings

●

Sub-committee meetings

●

Meetings shall not take place in premises which at the time of the

meeting are used for the supply of alcohol, unless no other premises are

available free of charge or at a reasonable cost.

●

The minimum three clear days for notice of a meeting does not include

the day on which notice was issued, the day of the meeting, a Sunday, a

day of the Christmas break, a day of the Easter break or of a bank

holiday or a day appointed for public thanksgiving or mourning.

●

The minimum three clear days’ public notice for a meeting does not

include the day on which the notice was issued or the day of the meeting

unless the meeting is convened at shorter notice.

●

Meetings shall be open to the public unless their presence is prejudicial

●

to the public interest by reason of the confidential nature of the business

to be transacted or for other special reasons. The public’s exclusion

from part or all of a meeting shall be by a resolution which shall give

reasons for the public’s exclusion.

At the discretion of the Chair members of the public may make

representations, answer questions and give evidence at a meeting which they

are entitled to attend in respect of the business on the agenda.

The period of time designated for public participation at a meeting in

Standing Orders Adopted Sept 2020

accordance with standing order 3(e) shall not exceed 15 minutes unless

directed by the chairman of the meeting.

Subject to standing order 3(f), a member of the public shall not speak for more

than 3 minutes.

In accordance with standing order 3(e), a question shall not require a

response at the meeting nor start a debate on the question. The chairman of

the meeting may direct that a written or oral response be given.

A person shall raise his hand when requesting to speak and stand when

speaking (except when a person has a disability or is likely to suffer

discomfort)]. The chairman of the meeting may at any time permit a person to

be seated when speaking.

A person who speaks at a meeting shall direct his comments to the chairman

of the meeting.

Only one person is permitted to speak at a time. If more than one person

wants to speak, the chairman of the meeting shall direct the order of speaking.

●

Subject to standing order 3(m), a person who attends a meeting is

●

permitted to report on the meeting whilst the meeting is open to the

public. To “report” means to film, photograph, make an audio recording

of meeting proceedings, use any other means for enabling persons not

present to see or hear the meeting as it takes place or later or to report

or to provide oral or written commentary about the meeting so that the

report or commentary is available as the meeting takes place or later to

persons not present.

●

A person present at a meeting may not provide an oral report or oral

●

commentary about a meeting as it takes place without permission.

●

The press shall be provided with reasonable facilities for the taking of

●

their report of all or part of a meeting at which they are entitled to be

present.

●

Subject to standing orders which indicate otherwise, anything

authorised or required to be done by, to or before the Chairman of the

Council may in his absence be done by, to or before the Vice-Chairman

of the Council (if there is one).

●

The Chairman of the Council, if present, shall preside at a meeting. If the

Chairman is absent from a meeting, the Vice-Chairman of the Council (if

there is one) if present, shall preside. If both the Chairman and the Vice-

Chairman are absent from a meeting, a councillor as chosen by the

councillors present at the meeting shall preside at the meeting.

●

Subject to a meeting being quorate, all questions at a meeting shall be

●

decided by a majority of the councillors and non-councillors with voting

Standing Orders Adopted Sept 2020

●

rights present and voting.

●

The chairman of a meeting may give an original vote on any matter put to

●

the vote, and in the case of an equality of votes may exercise his casting

●

vote whether or not he gave an original vote.

See standing orders 5(h) and (i) for the different rules that apply in the election

of the Chairman of the Council at the annual meeting of the Council.

●

Unless standing orders provide otherwise, voting on a question shall be

by a show of hands. At the request of a councillor, the voting on any

question shall be recorded so as to show whether each councillor

present and voting gave his vote for or against that question. Such a

request shall be made before the vote is taken.

The minutes of a meeting shall include an accurate record of the following:

the time and place of the meeting;

ii.

the names of councillors who are present and the names of councillors

who are absent;

iii.

interests that have been declared by councillors and non-councillors with

voting rights;

iv.

the grant of dispensations (if any) to councillors and non-councillors with

voting rights;

whether a councillor or non-councillor with voting rights left the meeting

when matters that they held interests in were being considered;

vi.

if there was a public participation session; and

vii.

the resolutions made.

●

A councillor or a non-councillor with voting rights who has a disclosable

●

pecuniary interest or another interest as set out in the Council’s code of

●

conduct in a matter being considered at a meeting is subject to statutory

limitations or restrictions under the code on his right to participate and

vote on that matter.

●

No business may be transacted at a meeting unless at least one-third of

the whole number of members of the Council are present and in no case

shall the quorum of a meeting be less than six.

See standing order 4f(vi) for the quorum of a committee or sub-committee

meeting.

Standing Orders Adopted Sept 2020

●

If a meeting is or becomes inquorate no business shall be transacted and

●

the meeting shall be closed. The business on the agenda for the meeting shall

●

be adjourned to another meeting.

A meeting shall not exceed a period of 2 hours.

COMMITTEES AND SUB-COMMITTEES

Unless the Council determines otherwise, a committee may appoint a sub-

committee whose terms of reference and members shall be determined by

the committee.

The members of a committee may include non-councillors unless it is a

committee which regulates and controls the finances of the Council.

Unless the Council determines otherwise, all the members of an advisory

committee and a sub-committee of the advisory committee may be non-

councillors.

No Councillor shall be appointed to more than two Committees, unless there are

unfilled vacancies or in accordance with Standing Order 4e.

The Chairman and Vice-Chairman, ex-offcio, shall be voting members of every

comittee

The Council may appoint standing committees or other committees as may be

necessary, and:

shall determine their terms of reference;

ii.

shall determine the number and time of the ordinary meetings of a

standing committee up until the date of the next annual meeting of the

Council;

iii.

shall permit a committee, other than in respect of the ordinary meetings of

a committee, to determine the number and time of its meetings;

iv.

shall, subject to standing orders 4(b) and (c), appoint and determine the

terms of office of members of such a committee;

shall permit a committee other than a standing committee, to appoint its

own chairman at the first meeting of the committee;

vi.

shall determine the place, notice requirements and quorum for a meeting

of a committee and a sub-committee which, in both cases, shall be no less

than three;

vii.

shall determine if the public may participate at a meeting of a committee;

Standing Orders Adopted Sept 2020

viii.

shall determine if the public and press are permitted to attend the

meetings of a sub-committee and also the advance public notice

requirements, if any, required for the meetings of a sub-committee;

ix.

shall determine if the public may participate at a meeting of a sub-

committee that they are permitted to attend; and

may dissolve a committee or a sub-committee.

ORDINARY COUNCIL MEETINGS

In an election year, the annual meeting of the Council shall be held on or

within 14 days following the day on which the councillors elected take

office.

In a year which is not an election year, the annual meeting of the Council

shall be held on such day in May as the Council decides.

If no other time is fixed, the annual meeting of the Council shall take place

at 6pm.

In addition to the annual meeting of the Council, at least three other

ordinary meetings shall be held in each year on such dates and times as

the Council decides.

The first business conducted at the annual meeting of the Council shall be

the election of the Chairman and Vice-Chairman (if there is one) of the

Council.

The Chairman of the Council, unless he has resigned or becomes

disqualified, shall continue in office and preside at the annual meeting

until his successor is elected at the next annual meeting of the Council.

The Vice-Chairman of the Council, if there is one, unless he resigns or

becomes disqualified, shall hold office until immediately after the election

of the Chairman of the Council at the next annual meeting of the Council.

In an election year, if the current Chairman of the Council has not been re-

elected as a member of the Council, he shall preside at the annual meeting

until a successor Chairman of the Council has been elected. The current

Chairman of the Council shall not have an original vote in respect of the

election of the new Chairman of the Council but shall give a casting vote in

the case of an equality of votes.

In an election year, if the current Chairman of the Council has been re-

elected as a member of the Council, he shall preside at the annual meeting

until a new Chairman of the Council has been elected. He may exercise an

Standing Orders Adopted Sept 2020

original vote in respect of the election of the new Chairman of the Council

and shall give a casting vote in the case of an equality of votes.

Following the election of the Chairman of the Council and Vice-Chairman (if

there is one) of the Council at the annual meeting, the business shall include:

In an election year, delivery by the Chairman of the Council and

councillors of their acceptance of office forms unless the Council

resolves for this to be done at a later date. In a year which is not an

election year, delivery by the Chairman of the Council of his

acceptance of office form unless the Council resolves for this to be

done at a later date;

ii.

Confirmation of the accuracy of the minutes of the last meeting of the

Council;

iii.

Receipt of the minutes of the last meeting of a committee;

iv.

Consideration of the recommendations made by a committee;

Review of delegation arrangements to committees, sub-committees, staff

and other local authorities;

vi.

Review of the terms of reference for committees;

vii.

Appointment of members to existing committees;

viii.

Appoint Chairs to all Standing Committees;

ix.

Appointment of any new committees in accordance with standing order 4;

Review and adoption of appropriate standing orders and financial

regulations;

xi.

Review of arrangements (including legal agreements) with other local

authorities, not-for-profit bodies and businesses.

xii.

Review of representation on or work with external bodies and

arrangements for reporting back;

xiii.

In an election year, to make arrangements with a view to the Council

becoming eligible to exercise the general power of competence in the

future;

xiv.

Review of inventory of land and other assets including buildings and office

equipment;

xv.

Confirmation of arrangements for insurance cover in respect of all

insurable risks;

xvi.

Review of the Council’s and/or staff subscriptions to other bodies;

Standing Orders Adopted Sept 2020

xvii. Review of the Council’s complaints procedure;

xviii. Review of the Council’s policies, procedures and practices in respect of its

obligations under freedom of information and data protection legislation

(see also standing orders 11, 20 and 21);

xix. Review of the Council’s policy for dealing with the press/media;

xx. Review of the Council’s employment policies and procedures;

xxi. Review of the Council’s expenditure incurred under s.137 of the Local

Government Act 1972 or the general power of competence.

xxii. Determining the time and place of ordinary meetings of the Council up to

and including the next annual meeting of the Council.

EXTRAORDINARY MEETINGS OF THE COUNCIL, COMMITTEES AND

SUB-COMMITTEES

The Chairman of the Council may convene an extraordinary meeting of the

Council at any time.

If the Chairman of the Council does not call an extraordinary meeting of

the Council within seven days of having been requested in writing to do so

by two councillors, any two councillors may convene an extraordinary

meeting of the Council. The public notice giving the time, place and

agenda for such a meeting shall be signed by the two councillors.

The chairman of a committee or a sub-committee may convene an extraordinary

meeting of the committee or the sub-committee at any time.

If the chairman of a committee or a sub-committee does not call an

extraordinary meeting within 3 days of having been requested to do so by 5

members of the committee or the sub-committee, any 5 members of the

committee or the sub-committee may convene an extraordinary meeting of the

committee or a sub-committee.

PREVIOUS RESOLUTIONS

A resolution shall not be reversed within six months except either by a special

motion, which requires written notice by at least 9 councillors to be given to the

Proper Officer in accordance with standing order 9, or by a motion moved in

pursuance of the recommendation of a committee or a sub-committee.

Standing Orders Adopted Sept 2020

When a motion moved pursuant to standing order 7(a) has been disposed of, no

similar motion may be moved for a further six months.

VOTING ON APPOINTMENTS

Where more than two persons have been nominated for a position to be filled by

the Council and none of those persons has received an absolute majority of

votes in their favour, the name of the person having the least number of votes

shall be struck off the list and a fresh vote taken. This process shall continue

until a majority of votes is given in favour of one person. A tie in votes may be

settled by the casting vote exercisable by the chairman of the meeting.

MOTIONS FOR A MEETING THAT REQUIRE WRITTEN NOTICE TO BE

GIVEN TO THE PROPER OFFICER

A motion shall relate to the responsibilities of the meeting for which it is tabled

and in any event shall relate to the performance of the Council’s statutory

functions, powers and obligations or an issue which specifically affects the

Council’s area or its residents.

Except as provided by these Standing Orders no motion may be moved at a

meeting unless it is on the agenda and the mover has given written notice of its

wording to the Proper Officer at least 7 clear days before the meeting. Clear

days do not include the day of the notice or the day of the meeting.

The Proper Officer may, before including a motion on the agenda received in

accordance with standing order 9(b), correct obvious grammatical or

typographical errors in the wording of the motion.

If the Proper Officer considers the wording of a motion received in accordance

with standing order 9(b) is not clear in meaning, the motion shall be rejected

until the mover of the motion resubmits it, so that it can be understood, in

writing, to the Proper Officer at least 5 clear days before the meeting.

If the wording or subject of a proposed motion is considered improper, the

Proper Officer shall consult with the chairman of the forthcoming meeting or, as

the case may be, the councillors who have convened the meeting, to consider

whether the motion shall be included in the agenda or rejected.

The decision of the Proper Officer as to whether or not to include the motion on

the agenda shall be final.

Motions received shall be recorded and numbered in the order that they are

Standing Orders Adopted Sept 2020

received.

If a resolution or recommendation specified in the summons is not moved

either by the member who gave notice of it or by any other member, it shall,

unless postponed by the Council, be treated as withdrawn and shall not be

moved without fresh notice.

Motions rejected shall be recorded with an explanation by the Proper Officer of

the reason for rejection.

If the subject matter of a resolution comes within the province of a committee

of the Council, it shall, upon being moved and seconded, stand referred

without discussion to such committee or to such other committee as the

Council may determine for report; provided that the Chairman, if he

considers it to be a matter of urgency, may allow it to be dealt with at the

meeting at which it was moved.

Every resolution or recommendation shall be relevant to some subject over

which the Council has power or duties, which affects its area.

MOTIONS AT A MEETING THAT DO NOT REQUIRE WRITTEN NOTICE

The following motions may be moved at a meeting without written notice to the

Proper Officer:

to correct an inaccuracy in the draft minutes of a meeting;

ii.

To approve the minutes;

iii.

to move to a vote;

iv.

to defer consideration of a motion;

to refer a motion to a particular committee or sub-committee;

vi.

to appoint a person to preside at a meeting;

vii.

to change the order of business on the agenda;

viii.

to proceed to the next business on the agenda;

ix.

to require a written report;

to appoint a committee or sub-committee and their members;

xi.

to extend the time limits for speaking;

xii.

To close or adjourn the debate;

Standing Orders Adopted Sept 2020

xiii.

to exclude the press and public from a meeting in respect of confidential or

other information which is prejudicial to the public interest;

xiv. to not hear further from a councillor or a member of the public;

xv. to exclude a councillor or member of the public for disorderly conduct;

xvi. to temporarily suspend the meeting;

xvii. to suspend a particular standing order (unless it reflects mandatory

statutory or legal requirements);

xviii. to adjourn the meeting; or

xix. to close the meeting.

xx. To adopt a report;

xxi. To authorise the sealing of documents;

xxii. To amend a motion.

MANAGEMENT OF INFORMATION

See also standing order 3(u).

All councillors and non-councillors with voting rights shall observe the code of

conduct adopted by the Council.

Standing Orders Adopted Sept 2020

Unless he has been granted a dispensation, a councillor or non-councillor with

voting rights shall withdraw from a meeting when it is considering a matter in

which he has a disclosable pecuniary interest. He may return to the meeting

after it has considered the matter in which he had the interest.

Unless he has been granted a dispensation, a councillor or non-councillor with

voting rights shall withdraw from a meeting when it is considering a matter in

which he has another interest if so required by the Council’s code of conduct. He

may return to the meeting after it has considered the matter in which he had the

interest.

Dispensation requests shall be in writing and submitted to the Proper

Officer as soon as possible before the meeting, or failing that, at the start of the

meeting for which the dispensation is required.

A decision as to whether to grant a dispensation shall be made by the Proper

Officer and that decision is final.

A dispensation request shall confirm:

the description and the nature of the disclosable pecuniary interest or

other interest to which the request for the dispensation relates;

ii.

whether the dispensation is required to participate at a meeting in a

discussion only or a discussion and a vote;

iii.

the date of the meeting or the period (not exceeding four years) for which

the dispensation is sought; and

iv.

an explanation as to why the dispensation is sought.

Subject to standing orders 13(d) and (f), a dispensation request shall be

considered by the Proper Officer before the meeting or, if this is not possible, at

the start of the meeting for which the dispensation is required.

A dispensation may be granted in accordance with standing order 13(e) if

having regard to all relevant circumstances any of the following apply:

without the dispensation the number of persons prohibited from

participating in the particular business would be so great a proportion

of the meeting transacting the business as to impede the transaction

of the business;

ii.

granting the dispensation is in the interests of persons living in the

Council’s area; or

iii.

it is otherwise appropriate to grant a dispensation.

Standing Orders Adopted Sept 2020

CODE OF CONDUCT COMPLAINTS

Upon notification by the District or Unitary Council that it is dealing with a

complaint that a councillor or non-councillor with voting rights has breached the

Council’s code of conduct, the Proper Officer shall, subject to standing order 11,

report this to the Council.

Where the notification in standing order 14(a) relates to a complaint made by the

Proper Officer, the Proper Officer shall notify the Chairman of Council of this

fact, and the Chairman shall nominate another staff member to assume the

duties of the Proper Officer in relation to the complaint until it has been

determined and the Council has agreed what action, if any, to take in

accordance with standing order 14(d).

The Council may:

provide information or evidence where such disclosure is necessary to

investigate the complaint or is a legal requirement;

ii.

seek information relevant to the complaint from the person or body with

statutory responsibility for investigation of the matter;

Upon notification by the District or Unitary Council that a councillor or

non-councillor with voting rights has breached the Council’s code of

conduct, the Council shall consider what, if any, action to take against

him. Such action excludes disqualification or suspension from office.

PROPER OFFICER

The Proper Officer shall be either (i) the clerk or (ii) other staff member(s)

nominated by the Council to undertake the work of the Proper Officer when the

Proper Officer is absent.

The Proper Officer shall:

at least three clear days before a meeting of the council, a committee

or a sub-committee,

• serve on councillors by delivery or post at their residences or by

email authenticated in such manner as the Proper Officer thinks

fit, a signed summons confirming the time, place and the agenda

(provided the councillor has consented to service by email), and

• Provide, in a conspicuous place, public notice of the time, place

Standing Orders Adopted Sept 2020

and agenda (provided that the public notice with agenda of an

extraordinary meeting of the Council convened by councillors is

signed by them).

See standing order 3(b) for the meaning of clear days for a meeting of a

full council and standing order 3(c) for the meaning of clear days for a

meeting of a committee;

ii.

subject to standing order 9, include on the agenda all motions in the order

received unless a councillor has given written notice at least 5 days before

the meeting confirming his withdrawal of it;

iii.

convene a meeting of the Council for the election of a new Chairman

of the Council, occasioned by a casual vacancy in his office;

iv.

facilitate inspection of the minute book by local government electors;

receive and retain copies of byelaws made by other local authorities;

vi.

hold acceptance of office forms from councillors;

vii.

hold a copy of every councillor’s register of interests;

viii.

assist with responding to requests made under freedom of information

legislation and rights exercisable under data protection legislation, in

accordance with the Council’s relevant policies and procedures;

ix.

liaise, as appropriate, with the Council’s Data Protection Officer (if there is

one);

receive and send general correspondence and notices on behalf of the

Council except where there is a resolution to the contrary;

xi.

assist in the organisation of, storage of, access to, security of and

destruction of information held by the Council in paper and electronic form

subject to the requirements of data protection and freedom of information

legislation and other legitimate requirements (e.g. the Limitation Act 1980);

xii.

arrange for legal deeds to be executed;

(see also standing order 23);

xiii.

arrange or manage the prompt authorisation, approval, and instruction

regarding any payments to be made by the Council in accordance with its

financial regulations;

xiv.

refer a planning application received by the Council to the Chairman or in

his absence Vice-Chairman (if there is one) of the Planning Committee

within two working days of receipt to facilitate an extraordinary meeting if

the nature of a planning application requires consideration before the next

ordinary meeting of planning committee;

Standing Orders Adopted Sept 2020

xv. manage access to information about the Council via the publication

scheme; and

xvi. retain custody of the seal of the Council (if there is one) which shall not be

used without a resolution to that effect.

(see also standing order 23).

RESPONSIBLE FINANCIAL OFFICER

The Council shall appoint appropriate staff member(s) to undertake the work of

the Responsible Financial Officer when the Responsible Financial Officer is

absent.

ACCOUNTS AND ACCOUNTING STATEMENTS

“Proper practices” in standing orders refer to the most recent version of

“Governance and Accountability for Local Councils - a Practitioners’ Guide”.

All payments by the Council shall be authorised, approved and paid in

accordance with the law, proper practices and the Council’s financial

regulations.

As soon as possible after the financial year end at 31 March, the Responsible

Financial Officer shall provide:

each councillor with a statement summarising the Council’s receipts and

payments (or income and expenditure) for the last quarter and the year to

date for information; and

ii.

to the Council the accounting statements for the year in the form of

Section 2 of the annual governance and accountability return, as required

by proper practices, for consideration and approval.

The year-end accounting statements shall be prepared in accordance with

proper practices and apply the form of accounts determined by the Council

(receipts and payments, or income and expenditure) for the year to 31 March. A

completed draft annual governance and accountability return shall be presented

to all councillors at least 14 days prior to anticipated approval by the Council.

The annual governance and accountability return of the Council, which is

subject to external audit, including the annual governance statement, shall be

presented to the Council for consideration and formal approval before 30 June.

Standing Orders Adopted Sept 2020

FINANCIAL CONTROLS AND PROCUREMENT

The Council shall consider and approve financial regulations drawn up by the

Responsible Financial Officer, which shall include detailed arrangements in

respect of the following:

the keeping of accounting records and systems of internal controls;

ii.

the assessment and management of financial risks faced by the Council;

iii.

the work of the independent internal auditor in accordance with proper

practices and the receipt of regular reports from the internal auditor, which

shall be required at least annually;

iv.

the inspection and copying by councillors and local electors of the

Council’s accounts and/or orders of payments; and

whether contracts with an estimated value below £25,000 due to special

circumstances are exempt from a tendering process or procurement

exercise.

Financial regulations shall be reviewed regularly and at least annually for fitness

of purpose.

Any proposed contract for the supply of goods, works and services shall be

procured in accordance with the above Contract Standing Orders (Appendix 1)

and the Councils approved Financial Regulations. In addition, the Councils

Procurement Code of Practice referred to within the Councils Contract

Standing orders shall be used as a guide to the proper procurement of goods,

services and works. This excludes contracts relating to those items set out in

clause 10.2 of the Councils Financial Regulations.

A public contract regulated by the Public Contracts Regulations 2015 with

an estimated value in excess of £25,000 but less than the relevant

thresholds in standing order 18(f) is subject to Regulations 109-114 of the

Public Contracts Regulations 2015 which include a requirement on the

Council to advertise the contract opportunity on the Contracts Finder

website regardless of what other means it uses to advertise the

opportunity unless it proposes to use an existing list of approved

suppliers (framework agreement).

Subject to additional requirements in the financial regulations of the Council, the

tender process for contracts for the supply of goods, materials, services or the

execution of works shall include, as a minimum, the following steps:

a specification for the goods, materials, services or the execution of works

shall be drawn up;

Standing Orders Adopted Sept 2020

ii.

an invitation to tender shall be drawn up to confirm (i) the Council’s

specification (ii) the time, date and address for the submission of tenders

(iii) the date of the Council’s written response to the tender and (iv) the

prohibition on prospective contractors contacting councillors or staff to

encourage or support their tender outside the prescribed process;

iii.

the invitation to tender shall be advertised in a local newspaper and in any

other manner that is appropriate;

iv.

tenders are to be submitted in writing in a sealed marked envelope

addressed to the Proper Officer;

tenders are to be reported to and considered by the appropriate meeting

of the Council or a committee or sub-committee with delegated

responsibility.

Neither the Council, nor a committee or a sub-committee with delegated

responsibility for considering tenders, is bound to accept the lowest value

tender.

A public contract regulated by the Public Contracts Regulations 2015 with

an estimated value in excess of £181,302 for a public service or supply

contract or in excess of £4,551,413 for a public works contract (or other

thresholds determined by the European Commission every two years and

published in the Official Journal of the European Union (OJEU)) shall

comply with the relevant procurement procedures and other requirements

in the Public Contracts Regulations 2015 which include advertising the

contract opportunity on the Contracts Finder website and in OJEU.

A public contract in connection with the supply of gas, heat, electricity,

drinking water, transport services, or postal services to the public; or the

provision of a port or airport; or the exploration for or extraction of gas, oil

or solid fuel with an estimated value in excess of £363,424 for a supply,

services or design contract; or in excess of £4,551,413 for a works

contract; or £820,370 for a social and other specific services contract (or

other thresholds determined by the European Commission every two

years and published in OJEU) shall comply with the relevant procurement

procedures and other requirements in the Utilities Contracts Regulations

2016.

HANDLING STAFF MATTERS

All matters personal to a member of staff should be referred to the personnel

panel.

A matter personal to a member of staff that is being considered by a meeting of

Standing Orders Adopted Sept 2020

Personnel Panel is subject to standing order 11.

If at a meeting there arises any question relating to the appointment, conduct,

promotion, dismissal, salary or conditions of service, of any person employed by

the Council, it shall not be considered until the Council or committee (as the

case may be) has decided whether or not the press and public shall be

excluded.

The Chair shall rule out of order any comments relating to the conduct or

capability of any officer unless that officer’s conduct or capability is the subject

matter before the Council

Subject to the Council’s policy regarding the handling of grievance matters, the

Council’s most senior member of staff (or other members of staff) shall contact

the chairman of or in his absence, the vice-chairman of the Personnel Panel in

respect of an informal or formal grievance matter, and this matter shall be

reported back and progressed by resolution of Personnel Panel.

Subject to the Council’s policy regarding the handling of grievance matters, if an

informal or formal grievance matter raised by an Officer relates to the chairman

or vice-chairman of Personnel Panel this shall be communicated to another

member of Personnel Panel, which shall be reported back and progressed by

resolution of the Panel.

Any persons responsible for all or part of the management of staff shall treat as

confidential the written records of all meetings relating to their performance,

capabilities, grievance or disciplinary matters.

In accordance with standing order 11(a), persons with line management

responsibilities shall have access to staff records referred to in standing order

19(f).

RESPONSIBILITIES TO PROVIDE INFORMATION