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| Standing Orders adopted by Longhorsley Parish Council on 10th Nov 20101.
Councillors 1.1.
Following
election or co-option to the Council, each Councillor will be issued with a copy
of the Code of Conduct and Standing Orders of the Council. They will sign the
form of Declaration of Acceptance of Office in the presence of the Clerk of the
Council, or of a Councillor who has been specifically designated by the Council
for this purpose. 1.2.
All
Councillors will observe the Code of Conduct at all times when on Council
business and no member will act in such a way that will bring the Council into
disrepute, behave offensively in meetings or obstruct the Council’s business. 1.3 The Code of Conduct adopted by the Council will define when a Councillor will declare a personal or prejudicial interest in an item for discussion at a Council meeting. The Councillor will declare that interest and the nature of the interest at the earliest opportunity 2.
Annual Meetings 2.1.
If
the Annual Meeting is in an election year it must be held within 14 days after
that election. If it is not an election year then the annual meeting will take
place on an appropriate day in 2.2.
If
the outgoing Chairman is available then he/she will preside until a new Chairman
has been elected. The first business of the Annual Meeting will be the election
of the Chairman (and Vice Chairman, if appropriate) and to receive their
acceptance of office. 2.3.
The
retiring Chairman will report on the activities of the Council for the preceding
year. 3.
Meetings 3.1.
Meetings
will be held in appropriate, accessible accommodation. Unless no other
accommodation is available the meetings will not be held in premises used for
the supply of alcohol. 3.2.
An
agreed frequency of meetings will be decided at the Annual Meeting and
Councillors will be advised of the meetings by the issue of a summons and agenda
delivered by post, or by hand. The
meetings will take place once per month with the exception of August when no
meeting will occur. The agenda may be delivered by email as Longhorsley Parish
Council has previously agreed to this, but must carry an electronic signature. In
any case the agenda must be issued at least three clear business days before the
meeting. 3.3. Public notices will be posted in conspicuous places informing members of the public of the venue, time, date and business to be transacted at the meeting. The notice will be posted at least three clear working days before the meeting. The notices will be displayed on the village notice boards in addition to one being held in the village shop. 3.4.
Meetings
will be open to the public and press but they may be temporarily excluded from
the meeting if the business is regarded as confidential. 3.5.
Longhorsley
parishioners may speak at Council meetings at the discretion of the Chairman of
the meeting. The meeting will be adjourned at 8pm if Longhorsley parishioners
are present and wishing to speak. The
adjournment will be for a maximum of twenty minutes and each speaker will be
allowed a maximum of four minutes. This
provision is in addition to the right of the Council to allow non members to
speak during meetings. 3.6.
The
agenda for the meeting will be agreed by the Clerk, Chairman and Vice Chairman
as appropriate. The agenda will always include an item to enable Councillors to
declare interests. 3.7.
The
Council may only take decisions on items clearly specified on the agenda; if
agreed by the chairman, any urgent items which are not on the agenda may be
discussed, but no decision may be made, at that meeting. 3.8.
The
Chairman of the Council will preside at the meeting and will be responsible for
the conduct of that meeting. If the Chairman is not present then the Vice
Chairman will preside. If they are not present then the first matter on the
agenda will be the election of an appropriate Councillor who will chair the
meeting. Whoever chairs the meeting will assume the duties of the Chairman for
the meeting. 3.9.
The
quorum for the Council will be one third of the total Councillor places but in
any case not fewer than 3. If there be insufficient members present then no
business will be transacted and a fresh notice will be issued to reconvene the
meeting at a later date. 3.10.
If
at any time during the meeting it ceases to be quorate then the meeting will be
adjourned and any further business carried forward to the meeting when next
convened. 3.11.
Voting
at the meeting shall be by a show of hands unless a majority of Councillors
wants a ballot. Only the proposer and seconder will be recorded in the minutes
unless a Councillor requests that their vote is noted. A Councillor may also
request that the Clerk records how each Councillor has voted, including
abstentions. Any request of this nature will be made before moving on to the
next business. 3.12.
In
cases of equal votes the Chairman (or other person presiding) will have a second
or casting vote. 3.13 A minute of the meeting will be kept by the Clerk or other nominated person in the Clerk’s absence. The minutes will record any decisions made by the Council. Draft minutes will be circulated to Councillors as soon as practicable, at the latest within three weeks after the meeting. Councillors will supply any suggested amendments after which the amended unapproved draft minutes will be made available to the public. The minutes will then be approved at the following meeting and signed by the person presiding at that meeting 4.
Finance 4.1.
Responsible Finance Office (RFO) 4.1.1.
The
Responsible Finance Officer is a statutory office and appointed by the Council.
The Clerk of Longhorsley Parish Council will take on this role of managing the
Council’s financial affairs in accordance with Proper Practices. 4.2.
Estimates and Precept 4.2.1.
The
RFO will compile estimates of income and expenditure annually for the
Council’s consideration. The Council will review the budget not later than the
end of December in preparation for the precept being agreed, and submitted to
the Collection Authority in January. During the year on a monthly basis, the
budget will be reviewed against actual expenditure and income. Amendments to the
budget will be discussed in Council and changes minuted. 4.3.
Income and Expenditure 4.3.1.
The
RFO will supply monthly updates of income and expenditure throughout the year
and detail actual figures against estimate. Significant underspends or
overspends will be brought to the attention of the Council and action taken to
address any discrepancies. Underspent revenue will be identified and earmarked
to reserves by a Council resolution. 4.4.
Accounting and Audit 4.4.1.
The
RFO will determine all accounting procedures and financial records of the
Council in accordance with the Accounts and Audit Regulations. 4.4.2. The RFO will complete the annual financial statements of the Council including the annual return as soon as practicable after the end of the financial year and will submit and report on them to the Council. The Council will review each year and ensure that there is an adequate, effective system of internal audit of the Council’s accounting, financial and other procedures in line with Proper Practice 4.4.3.
An
Internal Auditor will be appointed by the Council to carry out the work required
to comply with the Proper Practice. The person appointed will be competent and
independent of the operation of the Council. 4.4.4.
The
RFO will submit the Annual Return to the External Auditor by the due date,
ensuring the return is complete. 4.5.
Banking Arrangements and Cheques 4.5.1.
The
Council’s banking arrangements, including the Bank Mandate, will be made by
the RFO and approved by the Council. They will be regularly reviewed for
efficiency. 4.5.2.
A
resolution of the Council will nominate at least three members to be authorised
by the Council to sign cheques. 4.5.3.
All
items of expenditure will be authorised by the Council and the payments
approved. The RFO will examine invoices and verify and certify the expenditure.
Cheques will be completed for all transactions and signed by two authorised
Councillors. 4.5.4.
Any
utility bill may be paid by Direct Debit provided that the instructions are
signed by two authorised Councillors. 4.5.5.
The
RFO shall be authorised to spend £50 (fifty pounds) from petty cash in each
month and shall keep, and present to each meeting of the Council, a book
recording expenditure. 4.6.
Loans and Investments 4.6.1.
All
loans and investments will be negotiated in the name of the Council and will be
set for a period approved by the Council. 4.6.2.
All
borrowings will be in the name of the Council and will not be entered into until
necessary approvals have been given. Any application will be approved by
Council, especially the terms and purpose. These terms must be reviewed
annually. 4.6.3.
All
investments of money under the control of the Council will be in the name of the
Council and all certificates or other documents will be retained by the RFO. 4.7.
Contracts and Purchase Orders 4.7.1.
An
official order or letter will be issued for all work or service paid for by the
Council. All Councillors and officers are responsible for obtaining good value
for money at all times. An officer placing an order on behalf of the Council
will ensure that good value and appropriate terms are obtained for the
transaction. 4.7.2.
Orders
for values £500 to £2000 require a minimum of two quotations; for values above
£2000 three quotations are required. Contracts exceeding £50,000 require
additional safeguards and will follow Proper Practice. 4.7.3.
All
estimates will be approved by the Council; while the Council is not obliged to
accept the lowest quotation the reasons for accepting the quotation will be
recorded. 4.8.
Assets 4.8.1.
The
RFO will ensure that an appropriate and accurate Register of Assets is
maintained by the Council. It will be reviewed at least annually,
in conjunction with a health and safety inspection of assets if appropriate. 4.9.
VAT 4.9.1.
The
RFO will promptly complete any VAT Return that is required. Any repayment claim
due in accordance with the VAT Act 1974 section 33 will be made at least
annually coinciding with the financial year. 5.
Insurance 5.1.
Following
the annual risk assessment the Council will review the level of insurance cover
and ensure it is adequate and appropriate for the activities of the Council.
Minimum cover will include Public Liability, Employers Liability, Money and Fidelity Guarantee. 6.
Risk Assessment 6.1.
A
risk assessment will be undertaken annually of all the activities of the Council
and a report approved by the Council. This assessment will also cover the
appropriateness of the internal audit arrangements. The Risk Assessment will be
reviewed annually. 6.2.
If
the Council undertakes a new activity not covered by the existing risk
assessment an assessment will be undertaken before the activity commences. 7.
Freedom of Information 7.1.
Longhorsley
Parish Council is subject to the Freedom of Information Act and has adopted the
Model Publication Scheme for Parish Councils. The Clerk will ensure the Council
conforms to the requirements of the Act allowing public access to the
appropriate documents. 8.
Clerk to the Council 8.1.
The
Council may appoint a number of employees to assist it in the performance of its
duties. The Council will appoint a Clerk to the Council which will be on an
employed basis, unless the Clerk is a member of the Council, acting in an unpaid
capacity. 8.2.
The
Clerk will act as the Proper Officer of the Council, and she will: receive the
Declarations of Acceptance of Office and notices disclosing interests; sign
documents on behalf of the Council and issue agendas and notices of meetings;
receive and distribute documents on behalf of the Council (see planning
applications below) and also advise
the bank of changes to mandates with the bank. In relation to planning
applications, the Chairman will act as planning
consultation officer receiving, distributing, and collating
comments made by other councilors prior to submission to NCC. 8.3.
The
Clerk will act as Responsible Financial Officer or be responsible for managing a
Finance Officer or other employees of the Council. 8.4.
As
an employee of the Council the Clerk is covered by employment legislation
dealing with employment rights, discrimination in employment, unfair dismissal,
redundancy and similar matters. The Clerk will therefore have a contract of
employment stating the terms and conditions under which he/she is employed. This
will effectively be administered by the Chairman or designated Councillor acting
with the authority of the Council. 9.
Committees and task and finish groups 9.1.
The
Council from time to time may set up committees and task-and-finish groups to
undertake work on behalf of the Council. The Council will set their Terms of
reference, and they will report periodically to the Council. 10.
Emergency Business 10.1.
Should
it not be appropriate to convene a special meeting then any emergency business
will be handled by the Clerk, in consultation with the Chairman and one other
Councillor. Actions will be reported promptly to the Council. 11.
Alteration or Reversal of previous
decisions 11.1.
Decisions
of the Council will not be revised within 4 months, except where a special item
is placed on the agenda bearing the name of two Councillors, and is considered
and approved by the Council. 12.
Standing Orders 12.1.
These
and any other standing orders will be reviewed annually by the Clerk and the
Chairman, and any amendments will be decided by the Council. 12.2.
During
the course of meetings of the Council, the Chairman’s decision as to the
interpretation of the standing orders will be final. In cases of doubt, the
Council will seek the advice of the Northumberland Association of Local
Councils. 12.3.
The
Council may resolve to suspend a Standing Order, in order to progress the
business of the Council, and such decision will be included in the minutes. The
suspension will not be taken lightly and it will be time-limited. |
Copyright © 2004 Longhorsley Parish Council
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