Standing Orders

Meetings

1.   Monthly Meetings of the Parish Council shall be held on Monday evenings at 7.15pm unless the Council otherwise decides at a previous meeting. From

7.15pm members of the public are welcome to attend and raise any complaints or issues before the commencement of the meeting.

2.  The Statutory Annual Meeting shall be held on any day in May, except in an election year when it must take place on or after the fourth day after the date

of the election or on or before the eighteenth day after the election.

3.  A further three other statutory meetings shall be held in the course of the year and unless the Council  decides otherwise at a previous meeting, these shall

take place on Monday evenings in the months of September, February and April.

4.  Additional meetings shall be held where possible on the first Monday evening of the month except on Bank holidays in which case an alternative date will be

decided by the Council at a previous meeting.

5.  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.

Chairman of Meeting

6.  The Chairman, if present, shall preside at a meeting. If the Chairman is absent from a meeting, the Vice-Chairman, 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.

Quorum

7.  Four members shall constitute a quorum, but a motion to suspend standing orders shall not be moved without notice unless at least two-thirds of the members of the Council are present.

8.  If a quorum is not present when the Council meets or if during a meeting the number of Councillors present falls below the quorum, the business not transacted at that meeting shall be transacted at the next meeting or on such other day as the Chairman may fix.

Voting

9.   Members of the Council shall vote by show of hands.

10.  If any members of the Council so requires, the Clerk shall record the names of the members who voted on any question so as to show whether they voted for or against it.

11.  In the event of an equality of votes the Chairman shall have a second or casting vote.

12.  At the Annual Meeting the first business shall be:-

a) To elect a Chairman

b) To elect a Vice-Chairman

c) To appoint statutory or standing committees.

d) To inspect any deeds and trust instruments in the custody of the Council.

and thereafter follow the order set out in Standing Order 13.

13.  At every meeting other than the Annual Meeting the first business shall be the appointment of a Chairman if the Chairman and Vice-Chairman are absent.

14.  After the first business has been completed, the order of business, unless the Council otherwise decides on the grounds of urgency, shall be as follows:

a) To read and consider the Minutes: provided that if a copy has been circulated to each member not later than the day of issue of the summons to   attend the meeting, must be taken as read.

b) After consideration to approve the signature of the Minutes by the presiding Chairman as a correct

record.

c) To deal with business expressly required by statute to be done.

d) To receive such communications as the presiding Chairman may wish to lay before the Council.

e) To answer questions.

f)  To dispose of business, if any, remaining from the last meeting.

g) To receive and consider reports and minutes of committees.

h) To receive and consider reports from Officers of the Council.

i)  To authorise the sealing of documents.

j)  To authorise the signing of orders for payment.

k) To consider motions in the order in which they have been notified.

l)  Any other business.

15.   A motion to vary the order of business on the grounds of urgency may be proposed by the Chairman or by any member and, if proposed by the Chairman may be put to the vote without being seconded.

Draft Minutes

16.  There shall be no discussion about the draft minutes of a preceding meeting except in relation to their accuracy. A motion to correct an inaccuracy in the draft minutes shall be moved in accordance with standing order 19.

17.  The accuracy of draft minutes, including any amendment(s) made to them, shall be confirmed by resolution and shall be signed by the chairman of the meeting and stand as an accurate record of the meeting to which the minutes relate.

18.  If the chairman of the meeting does not consider the minutes to be an accurate record of the meeting to which they relate, they shall sign the minutes and include a paragraph in the following terms or to the same effect:

“The chairman of this meeting does not believe that the minutes of the meeting of the (   ) held on [date] in respect of (   ) were a correct record but his view was not upheld by the meeting and the minutes are confirmed as an accurate record of the proceedings.”

19.  Upon a resolution which confirms the accuracy of the minutes of a meeting, the draft minutes or recordings of the meeting for which approved minutes exist shall be destroyed.

Resolutions moved on notice

20.   Except as provided by these Standing Orders, no resolution may be moved unless the mover has given notice in writing of its terms and has delivered the notice to the Clerk at least (7)clear days before the next meeting of the Council.

21.  The Clerk shall date every notice of motion when received, shall number each notice in the order in which it was received and shall enter it in a book which shall be open to the inspection of every member of the Council.

22.  The Clerk shall insert in the summons for every meeting all notices of motion properly given in the order in which they have been received unless the member giving such notice has stated in writing that they intend to move the resolution at some later meeting or that they withdraw it.

23.   If a resolution specified in the summons be not moved, it shall unless postponed be the Council, be treated as withdrawn and shall not be moved until fresh notice.

24.   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 in which it was moved.

25.  Every resolution shall be relevant to some question over which the Council has power or which affects the Parish.

Resolution moved without notice

26.  Resolutions dealing with the following matters may be moved without notice:

a) To appoint a Chairman of the meeting.

b) To correct the Minutes.

c) To approve the Minutes.

d) To alter the order of business.

e) To proceed to the next business.

f)   To close or adjourn the debate.

g) To refer the matter to a committee.

h) To resolve into committee.

i)  To appoint a committee or any members thereof.

j)  To adopt a report.

k)  To authorise the sealing of documents.

l)  To amend a motion.

m) To give leave to withdraw a motion or an amendment.

n) To consider other than in committee a question affecting an employee of the Council.

o) To suspend standing orders.

p) To exclude the press.

q) To exclude the public.

r)  To silence or eject from the meeting a member named for misconduct.

s) To invite a member of the Council having an interest in the subject matter under debate to remain.

t)  To give the consent of the Council where such consent is required by these Standing Orders.

Questions

27.  A member may ask the Chairman any question concerning the business of the Council.

28.  A member with or without notice may ask the Chairman of a committee any question upon the proceedings of the committee then before the Council if the question is put before the Council’s consideration of those proceedings is finished.

 

29.  Every question shall be put and answered without discussion.

30.  A person to whom a question has been put may decline to answer.

Rules of debate

31.  No discussion shall take place on the minutes except upon their accuracy. Corrections to the minutes shall be made by resolution.

32.  a) A resolution or amendment shall not be discussed unless it has been proposed and seconded, and unless proper notice has already been given, it shall, if  required by the Chairman, be reduced to writing and handed to them before it is further discussed or put to the meeting.

b) A member when seconding a resolution or amendment may, if they then declare their intention to do so, reserve their speech until a later period of the debate.

c) A member shall direct his speech to the question under discussion or to a personal explanation or to a question of order.

d) An amendment shall be either:

i)  To leave out words.

ii) To leave out words and insert or add others.

iii)To insert or add words.

e) An amendment shall not have the effect negativing the motion before the Council.

f)  If an amendment be carried the resolution, as amended, shall take the place of the original resolution  and shall become the resolution upon which any further amendment be removed.

g) A further amendment shall not be moved until the Council has disposed of every amendment previously moved.

h) The mover of a resolution or of an amendment shall have the right of reply.

i)  A member, other than the mover of a resolution, shall not seek more than once on any resolution except to move an amendment, or on an amendment, or on a point of order, or in personal explanation, or to move the closure.

j) A member may rise to make a point of order or a personal explanation. A personal explanation shall be confined to some material part of a former speech by them which may have been misunderstood. A  member rising for these purposes shall be heard forthwith.

k)A motion or amendment may be withdrawn by the proposer with the unanimous consent of the Council, which shall be signified without discussion, and no member may speak upon it after permission as  being asked for its withdrawal unless such permission has been refused.

l) When a resolution is under debate no other resolution shall be moved except the following:

i)    To amend the resolution.

ii)   To proceed to the next business.

iii)   To adjourn the debate.

iv)  That the question be now put.

v)   That a member named be not further heard.

vi)  That a member named do leave the meeting.

vii)  That the resolution be referred to a committee.

viii) To exclude the public or the press or both.

ix)   To adjourn the meeting.

33.  a) The ruling of the Chairman on a point of order or on the admissibility of a personal explanation shall not be discussed.

b) Members shall address the Council through the Chairman.

c) If two or more members wish to speak, they shall do so in turn.

d) Whenever the Chairman rises during the debate all the other members shall be seated and silent.

Closure

34.  At the end of any speech a member may, without comment move “that the question now be put”, “that the debate now be adjourned” or “that the Council do now adjourn”. If such a motion is seconded and if the Chairman is of the opinion that the question before the Council has been sufficiently debated (but not otherwise) they shall forthwith put the motion. If the motion “that the question be now put” is carried, they shall call upon the mover to exercise or waive their right of reply and shall put the question immediately after that right has been exercised or waived. The adjournment of a debate or of the Council shall not prejudice the mover’s right of reply at the resumption.

Disorderly conduct

35.  a) No member shall misconduct themselves at a meeting by persistently disregarding the  ruling of the  Chairman, by wilfully obstructing business, or by        behaving irregularly,  offensively, improperly or in such a manner as to scandalise the Council or bring it into contempt or ridicule.

b) If, in the opinion of the Chairman a member has so misconducted themselves, the Chairman, shall express that opinion to the Council and thereafter  any member may move that the member named be no longer heard or that the member named do leave the meeting, and the motion, if seconded, shall

be put forthwith and without discussion.

c) If either of the motions mentioned in paragraph (b) is disobeyed, the Chairman shall suspend the  meeting or take such further steps as may  reasonably be necessary to enforce them.

Right of reply

36.  The mover of a resolution shall have a right to reply immediately before the resolution is put to the vote. If an amendment is proposed the mover of the amendment shall be entitled to reply immediately before the amendment is put to the vote. A member exercising a right of reply shall not introduce new matter. After the right of reply has been exercised or waived, a vote shall be taken without further discussion.

Alteration of resolution

37.  A member may, with the consent of their seconder, move amendments to their own resolution.

Rescission of previous resolution

38.  a) A decision (whether affirmative or negative) of the Council shall not be reversed within six months save  by a special resolution carried by a two thirds        majority of those present and voting.

b) When a special resolution has been disposed of, no similar resolution may be moved within a further six months.

c) This Standing Order shall not apply to resolutions moved in pursuance of the report or recommendation of a committee.

Voting on appointments

39.  Where more than two persons have been nominated for any position to be filled by the Council and of the votes given there is not an absolute majority in favour of one person, then the name of the person having the least number of votes shall be struck off the list and a fresh vote taken, and so on until a majority of votes is given in favour of one person.

Discussions and resolutions affecting employees of the Council

40.  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 be considered by the Council in committee.

Resolution on expenditure

41.  Any motion which, if carried, would, in the opinion of the Chairman, substantially increase the expenditure upon any service which is under the management of or reduce the revenue at the disposal of any committee, or which would involve capital expenditure, shall, when proposed and seconded, stand adjourned without discussion to the next ordinary meeting of the Council, and any committee affected by it shall consider whether it desires to report thereon.

Expenditure

42.  Orders for the payment of money shall be authorised by resolution of the Council and signed by two members present at the meeting.

Sealing of documents

43.  Any two members of the Council may seal, on behalf of the Council, any document required by law to be issued under the seal.

44.  A document shall not be sealed on behalf of the Council unless its sealing has been authorised by a resolution.

Committees and sub-committees

45.  The Council may resolve itself into a committee of the whole Council.

46.  The Council may at the Annual Meeting appoint statutory and standing committees and may at any other time appoint such other committees as are necessary, but subject to any statutory provision in that behalf:

a) Shall not appoint any member of a committee so as to hold office later than the next Annual Meeting.

b) May at any time dissolve or alter the membership of the committee.

47.  The Chairman and Vice-Chairman shall be members of every committee.

48.  Every committee shall at its first meeting before proceeding to any other business, elect a Chairman and may elect a Vice-Chairman who shall hold office until the next Annual Meeting of the Council.

49.  The Chairman of a committee or the Chairman of the Council may summon a special meeting of that committee at any time. A special meeting shall also be summoned on the requisition in writing of not less than a quarter of the members of the committee. The summons shall set out the business to be considered at the special meeting and no other business shall be transacted at that meeting.

50.  Every committee may appoint sub-committees for purposes to be specified by the committee, but it shall not delegate its powers to a sub committee.

51.  The Chairman and Vice-Chairman of the committee shall be members of every sub-committee appointed by it unless they signify that they do not wish to serve.

52.  Except where ordered by the Council in the case of a committee or by the Council or by the appropriate committee in the case of a sub-committee, the quorum of a committee or sub-committee shall be on behalf of its members.

53.  The Standing Orders on rules of debate open (except those parts relating to standing and to speaking more than once) and the Standing Order on interests of members in contracts and other matters shall apply to committee and sub committee meetings insofar as they are appropriate.

Voting in committee

54.  Members of committees and sub-committees shall vote by show of hands.

55.  Chairman of committees and sub-committees shall, in the event of an equality of votes, have a second or casting vote.

Presence of non-members of committees at committee meetings

56.  A member who has proposed a motion which has been referred to any committee of which they are not a member, shall be entitled to explain their motion to the committee but shall not vote.

57.  Any Council member shall, unless the Council otherwise orders, be entitled to be present as a spectator at the meetings of any committee or sub committee of which they are not a member.

Accounts and financial statement

58.  a) Except as provided in paragraph (b) of this Standing Order, or unless provided by statute, all accounts for payment and claims upon the Council shall be        laid before the Council.

b) Where it is necessary to make a payment in respect of an account which has not been laid before the  Council, such payment shall be certified as to its        correctness and urgency by the appropriate officer. Unless it has been otherwise authorised by the Council, payments shall be authorised by the

committee, if any, having charge of the business to which it relates or by the Chairman and Vice-Chairman of the Council.

c) All payments authorised under sub-paragraph (b) of the Standing Order or made without authority of the Council under any statute shall be separately        included in the next schedule of payments laid before the Council.

59.  The Clerk shall supply to each member of the ordinary meeting next after the end of the financial year a statement of receipts and payments.

Estimates

60.  Any committee desiring to incur expenditure to be defrayed out of the rates shall, not later than 30th November give the Clerk a written estimate of the expenditure recommended for the coming year, and such estimates shall be submitted to the Council at the appropriate meeting when estimates are considered.

Interest of members, officers and their relatives in contract or other matters

61.  If any member of the Council has any pecuniary interest, direct or indirect, within the meaning of Section 30 or 31 of The Localism Act 2011,  in any contract, proposed contract or other matter, they shall, while it is under consideration, withdraw from the meeting unless:

a) The disability imposed upon them by that Secction has been removed by the Council; or

b) The Council invite them to remain; or

c) The contract, proposed contract or other matter is under consideration as part of the report of a  committee and is not itself the subject of debate.

62.  The Clerk shall record in a book to be kept for that purpose, particulars of any notice given by any member or any officer of the Council of a pecuniary interest of the Council, and the book shall be open during reasonable hours of the day for the inspection of any member of the Council.

63.  If a candidate for any appointment under the Council is to their knowledge related to any member of, or the holder of any office under the Council, they shall disclose their relationship in writing to the Clerk. A candidate who fails to do so shall be disqualified for such appointment, and, if appointed, may be dismissed without notice. Every member and officer of the Council shall disclose to the Council any relationship known to him to exist between them self and a candidate for an appointment. The Clerk shall report to the Council or the appropriate committee any such disclosure. Where relationship to a member of the Council is disclosed the Standing Order on interests of members in contracts and other matters shall apply. The purport of this Standing Order shall be stated either in the advertisement inviting applications for appointment or in any form of applications supplied for use by candidates.

Canvassing of and recommendations by members

64.  a) Canvassing of members of any committee, directly or indirectly, for any appointment under the Council  shall disqualify the candidate for such        appointment. The purport of this sub-paragraph of this Standing Order shall be included in every advertisement inviting applications for appointment or        in any form of application supplied by use by candidates.

b) A member of the Council shall not solicit for any person any appointment under the Council or recommend any person for such appointment or for        promotion; but, nevertheless, a member may give a written testimonial of a candidate’s ability, experience or character for submission to the Council        with an application for appointment.

c) Any employment post that becomes vacant should be appropriately advertised, and all applicants will  be required to complete an application form        which complies with Equal Opportunities.

Inspection of documents

65.  A member of the Council may for the purpose of their duty as such (but not otherwise) inspect any document in possession of the Council or a committee, and if copies are available shall, on request, shall be supplies for the like purpose with a copy.

66.  All minutes kept by the Council and by and committee shall be open for the inspection of any member of the Council and any elector during reasonable hours of the day.

Inspection of lands and premises

67.  No member shall, in the name of the Council, inspect any lands or premises which the Council has the right or duty to inspect unless authorised to do so by the Council or by a committee.

Issue of orders

68.  No member of the Council or of any committee shall issue any orders on behalf of the Council or shall issue any orders in respect of anything being done by the Council unless authorised to do so by the Council or a committee.

Admission of the press and the public to meetings

69.  Photographing, recording, broadcasting or transmitting the proceedings of a meeting by any means is not permitted without the Council’s consent.

70. The public and the press shall be admitted to all meetings of the Council, which may, however, temporarily exclude the public or the press or both by means of the following resolution, viz:

“That in view of the special nature of the business about to be transacted, it is in the opinion of this  Council advisable in the public interest that                  the

press

public and press

public

be temporarily excluded and they are instructed to withdraw”

71 . If a member of the public interrupts the proceedings at any meeting, the Chairman may, after warning, order that they be removed from the Council Chamber or that the part of the Chamber open to the public be cleared.

Confidential business

72.  No member of the Council or of any committee or sub-committee shall disclose to any person not a member of the Council any Parish business declared to be confidential by the Council, the committee or the sub-committee as the case may be.

Variation, revocation and suspension of Standing Orders

73.  Any Standing Order save those relating to the quorum may be suspended by resolution and relation to any specific item of business.

74.  A motion to vary or revoke a Standing Order shall, when proposed and seconded, stand adjourned without discussion to the next ordinary meeting of the Council.

75.  A copy of Standing Orders and statutes as related to the proceedings of Parish Councils and Parish meetings shall be available at all meetings of the Council and a copy of Standing Orders shall be given to each member of the Council by the Clerk upon delivery to them of the members declaration of acceptance of office.

Local Government Act 1972

76.  The conduct of Council business will be in accordance with the Local Government Act 1972 and any other subsequent legislation, and as laid down in Standing Orders.