Standing Orders
1 RULES OF DEBATE
a 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.
b A motion (including an amendment) shall not be progressed unless it has been moved and seconded.
c A motion on the agenda that is not moved by its proposer may be treated by the chairman of the meeting as withdrawn.
d If a motion (including an amendment) has been seconded, it may be withdrawn by the proposer only with the consent of the seconder and the meeting.
e An amendment is a proposal to remove or add words to a motion, it shall not negate the motion.
f If an amendment to the original motion is carried, the original motion becomes the substantive motion upon which further amendment(s) may be moved.
g 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 proposed or carried amendment to a motion shall not have the effect of rescinding the original or substantive motion under consideration.
h 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.
i 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.
j Subject to standing order 1(k) below, only one amendment shall be moved and debated at a time, the order of which shall be directed by the chairman of the meeting.
k 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.
l A councillor may not move more than one amendment to an original or substantive motion.
m The mover of an amendment has no right of reply at the end of debate on it.
n 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 of the first amendment or at the very end of debate on the final substantive motion immediately before it is put to the vote.
o Unless permitted by the chairman of the meeting, a councillor may speak once in the debate on a motion except:
i 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
v in exercise of a right of reply.
p During the debate of 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 irregularity in the proceedings of the meeting he is concerned by.
q A point of order shall be decided by the chairman of the meeting and his decision shall be final.
r When a motion is under debate, no other motion shall be moved except:
i to amend the motion;
ii to proceed to the next business;
iii to adjourn the debate;
iv to put the motion to a vote;
v 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 requirements.
s 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 to reply.
t Excluding motions moved understanding order 1(r) above, the contributions or speeches by a councillor shall relate only to the motion under discussion.
2 DISORDERLY CONDUCT AT MEETINGS
a No person shall obstruct the transaction of business of 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.
b 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 excluded from the meeting. The motion, if seconded, shall be put to the vote without discussion.
c If a resolution made under standing order 2(b) above is ignored, the chairman of the meeting may take further reasonable steps to restore order or to progress the meeting. his may include temporarily suspending or closing the meeting.
3 MEETINGS
a 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.
b 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.
c 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.
d 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.
e The period of time designated for public participation at a meeting in accordance with standing 3(d) above shall not exceed 30 minutes unless directed by the chairman of the meeting.
f Subject to standing order 3(f) above, a member of the public shall not speak for more than 5 minutes.
g In accordance with standing 3(d) above, 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.
h A person who speaks at a meeting shall direct his comments to the chairman of the meeting.
i Only one person is permitted to speak at a time. If more than one person wishes to speak, the chairman of the meeting shall direct the order of speaking.
j Photographing, recording, broadcasting or transmitting the proceedings of a meeting by any means is permitted without the Council’s prior written consent.
k 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.
l 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 any).
m 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.
n Subject to a meeting being quorate, all questions at a meeting shall be decided by a majority of the councillors or councillors with voting rights present and voting.
o 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.
p Unless standing orders provide otherwise, voting on any 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.
q The minutes of a meeting shall include an accurate record of the following:
i the time and place of the meeting;
ii the names of councillors p[resent and absent;
iii interests that have been declared by councillors and non-councillors with voting rights;
iv whether a councillor or non-councillor with voting rights left the meeting when matters that they held interests in were being considered;
v the resolutions made
r 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.
s 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 three.
t 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.
4 COMMITTEES AND SUB-COMMITTEES
a Unless the council determines otherwise, a committee may appoint a sub-committee whose terms or reference and members shall be determined by the committee.
b The members of a committee may include non-councillors unless it is a committee which regulates and controls the finances of the council.
c Unless the council determines otherwise, all the members of an advisory committee and a sub-committee of the advisory committee may be non-councillors.
d The council may appoint standing committees or other committees as may be necessary.
5 ORDINARY COUNCIL MEETINGS
a In an election year, the annual meeting of the council shall be held on or within 14 days following the day on which the new councillors elected take office.
b In a year which is not an election year, the annual meeting of a council shall be held on such day in May as the Council may direct.
c If no other time is fixed, the annual meeting of the Council shall take place at 6pm.
d 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 directs.
e The first business conducted at the annual meeting of the council shall be the election of the Chairman and Vice-Chairman (if any) of the Council.
f 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.
g The Vice-Chairman of the Council, 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.
h 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 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 must give a casting vote in the case of an equality of votes.
i 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 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 and must give a casting vote in the case of an equality of votes.
j 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 meeting until a new Chairman of the Council has been elected. He may exercise an original vote in respect of the election of the new Chairman of the Council and must give a casting vote in the case of an equality of votes.
k Following the election of the Chairman of the Council and Vice-Chairman (if any) of the Council at the annual meeting of the council, the business of the annual meeting shall include:
i 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 annual meeting of the Council.
iii To appoint representatives to external bodies and arrangements for reporting back;
iv Review and adoption of appropriate standing orders and financial regulations.
v Review of inventory of land and assets;.
vi Review and confirmation of arrangements for insurance cover in respect of all insured risks and
6 EXTRAORDINARY MEETINGS OF THE COUNCIL AND COMMITTEES AND SUB-COMMITTEES
a The Chairman of the Council may convene an extraordinary meeting of the Council at any time.
b If the Chairman of the Council does not or refuses to 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 must be signed by the two councillors.
c The chairman of a committee (or a sub-committee) may convene an extraordinary meeting of the committee (or sub-committee) at any time.
d If the chairman of a committee (or a sub-committee) does not or refuses to call an extraordinary meeting within seven days of having been requested by to do so by two members of the committee (or the sub-committee). Any two members of the committee (and the sub-committee) may convene an extraordinary meeting of a committee (and a sub-committee)
7 PREVIOUS RESOLUTIONS
a A resolution shall not be reversed within six months except either by a special motion, which requires written notice by at least two councillors to be given to the Proper Officer in accordance with standing order 9 below, or by a motion moved in pursuance of the recommendation of a committee or a sub-committee.
b When a motion moved pursuant to standing order 7(a) above has been disposed of, no similar motion may be moved within a further six months.
8 VOTING ON APPOINTMENTS
a 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. Any tie may be settled by the casting vote exercisable by the chairman of the meeting.
9 MOTIONS FOR A MEETING THAT REQUIRE WRITTEN NOTICE TO BE GIVEN TO THE PROPER OFFICER
a A motion shall relate to the responsibilities of the meeting which it is tabled for 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.
b 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 seven clear days before the meeting. Clear days do not include the day of the notice or the day of the meeting.
c The Proper Officer may, before including a motion on the agenda received in accordance with standing order 9(b) above, correct obvious grammatical or typographical errors in the wording of the motion.
d If the Proper Officer considers the wording of a motion received in accordance with standing 9(b) above is not clear in meaning, the motion shall be rejected until the mover of the motion resubmits it in writing to the Proper Officer so that it can be understood at least seven clear days before the meeting.
e 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.
f Subject to standing 9(e) above, the decision of the Proper Officer as to whether or not to include the motion on the agenda shall be final.
10 MOTIONS AT A MEETING THAT DO NOT REQUIRE WRITTEN NOTICE
a The following motions may be moved at a meeting without written notice to the Proper Officer;
i To correct an inaccuracy in the draft minutes of a meeting;
ii to move to a vote;
iii to defer consideration of a motion;
iv to refer a motion to a particular committee or sub-committee;
v to appoint a person to preside at a meeting;
vi to change the order of business on the agenda;
vii to proceed to the next business on the agenda;
viii to require a written report;
ix to appoint a committee or sub-committee and their members;
x to extend the time limits for speaking;
xi to exclude the press and public from a meeting in respect of confidential or sensitive information which is prejudicial to the public interest;
xii to not hear further from a councillor or a member of the public;
xiii to exclude a councillor or member of the public for disorderly conduct;
xiv to temporarily suspend the meeting;
xv to suspend a particular standing order (unless it reflects mandatory statutory requirements);
xvi to adjourn the meeting; or
xvii to close a meeting.
11 HANDLING CONFIDENTIAL OR SENSITIVE INFORMATION
a The agenda, papers that support the agenda and the minutes of a meeting shall not disclose or otherwise undermine confidential or sensitive information which for special reasons would not be in the public interest.
b Councillors and staff shall not disclose confidential or sensitive information which for special reasons would not be in the public interest.
12 DRAFT MINUTES
a If the draft minutes of a preceding meeting has been served on councillors with the agenda to attend the meeting at which they are due to be approved for accuracy, they shall be taken as read.
b 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 10(a)(i) above.
c 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.
13 CODE OF CONDUCT AND DISPENSATIONS
See also standing order 3(f) above.
a All councillors with voting rights shall observe the code of conduct adopted by the council.
b Unless he has been granted a dispensation, a 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.
c 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.
d A decision as to whether to grant a dispensation shall be made by a meeting of the council and that decision is final.
e A dispensation request shall confirm:
i the description and the nature of the disclosable pecuniary 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.
f Subject to standing orders 13(d) and (e) above, dispensations requests shall be considered at the beginning of the meeting of the council for which the dispensation is required.
g A dispensation may be granted in accordance with standing order 13(d) above if having regard to all relevant circumstances the following applies:
i 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 or
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.
14 CODE OF CONDUCT COMPLAINTS
a 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.
15 PROPER OFFICER
a 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.
b The Proper Officer shall:
i At least three clear days before a meeting of the council, a committee and a sub-committee serve on Councillors a summons, by email, by delivery or post at their residences, confirming the time, place and the agenda provided any such email contains the electronic signature and title of the Proper Officer.
ii give public notice of the time, place and agenda at least three clear days before a meeting of the council or a meeting of a committee (provided that the public notice with agenda of an extraordinary meeting of the council convened by councillors is signed by them);
iii convene a meeting of full council for the election of a new Chairman of the Council, occasioned by a casual vacancy in his office.
iv receive and retain copies of byelaws made by other local authorities.
v retain a copy of every councillors’ register of interest;
vi receive and send general correspondence and notices on behalf of the council except where there is a resolution to the contrary;
vii manage the organisation, storage of, access to and destruction of information held by the council in paper and electronic form;
viii arrange or manage the prompt authorisation, approval and instruction regarding any payments to be made by the council in accordance with the council’s financial regulations;
ix record every planning application notified to the council and the council’s response to the local planning authority.
16 RESPONSIBLE FINANCIAL OFFICER
a The council shall appoint appropriate staff member(s) to undertake the work of the Responsible Financial Officer when the Responsible Financial Officer is absent.
17 ACCOUNTS AND ACCOUNTING STATEMENTS
a All payments by the council shall be authorised, approved and paid in accordance with the law, proper practices and the council’s financial regulations.
b The Responsible Financial Officer shall supply to each councillor a statement summarising the Council’s receipts and payments (from the previous meeting) and the balances held at each full Council meeting. This statement should include a comparison with the budget for the financial year.
c The year end accounting statements shall be prepared in accordance with proper practices and applying the form of accounts determined by the council (income and expenditure) for a year to 31st March. A completed draft annual return shall be presented to each councillor before the end of the following month of May. The annual return of the council, which is subject to external audit, including the annual governance statement, shall be presented to council for formal approval before 30th June.
18 FINANCIAL CONTROLS AND PROCUREMENT
a 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:
i the keeping of accounting records and systems of internal control;
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 an annual report from the internal auditor
iv the inspection and copying by councillors and local electors of the council’s accounts and/or orders of payments; and
v procurement policies (subject to standing order18(c) below) including the setting of values for different procedures where the contract has an estimated value of less than £5000.
b Financial regulations shall be reviewed regularly and at least once every three years for fitness of purpose.
c Financial regulations shall confirm that a proposed contract for the a supply of goods, materials, services and the execution of works with an estimated value in excess of £5000 shall be procured on the basis of a formal tender as summarised in standing order 18(d) below.
d 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:
i a specification of the goods, materials, services and the execution of works shall be drawn up;
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 tenders are to be submitted in writing in a sealed marked envelope addressed to the Proper Officer;
e Neither the council, nor a committee with delegated responsibility for considering tenders, is bound to accept the lowest value tender.
d Where the value of a contract is likely to exceed £138,893 (or other threshold specified by the Office of Government Commerce from time to time) the Council must consider whether the Public Contracts Regulations 2006 (SI No.5, as amended) and the Utilities Contracts Regulations 2006 (SI No.6 as amended) apply to the contract and, if either or those Regulations apply, the Council must comply with EU procurement rules.
19 REQUESTS FOR INFORMATION
a Requests for information held by the council shall be handled in accordance with the council’s policy in respect of handling requests under the Freedom of Information Act 2000 and the Data Protection Act 1998.
20 RELATIONS WITH THE PRESS/MEDIA
a Requests from the press or other media for an oral or written comment or statement from the Council, its councillors or staff shall be firstly discussed by the Parish Council.
21 EXECUTION AND SEALING OF LEGAL DEEDS
a A legal deed shall not be executed on behalf of the council unless authorised by a resolution.
b Subject to standing 21(a) above, any two councillors may sign, on behalf of the council, any deed required by law the Proper Officer shall witness their signatures.
22 COMMUNICATING WITH BOROUGH AND COUNTY COUNCILLORS
a An invitation to attend a meeting of the Council shall be sent, together with the agenda to the Borough Councillor and the County Councillor representing the area of the council.
23 RESTRICTIONS ON COUNCILLOR ACTIVITIES
a Unless authorised by a resolution, no councillor shall:
i inspect any land and/or premises which the council has a right or duty to inspect; or
ii issue orders, instructions or directions.
24 STANDING ORDERS GENERALLY
a All or part of a standing order, except one that incorporates mandatory statutory requirements, may be suspended by resolution in relation to the consideration of an item on the agenda for a meeting.
b A motion to add to or vary or revoke one or more of the Council’s standing orders, except one that incorporates mandatory statutory requirements, shall be proposed by a special motion, the written notice by a least two councillors to be given to the Proper Officer in accordance with standing order 9 above.
c The Clerk shall provide a copy of the council’s standing orders to a councillor as soon as possible after he has delivered his acceptance of office form.
b The decision of the chairman of a meeting as to the application of standing orders at the meeting shall be final.
- These Standing Orders were reviewed and adopted at the Parish Council meeting held on the 9 April 2019.