GROUP PARISH COUNCIL
TABLE OF CONTENTS
Meetings 1 Sealing of Documents 8
The Statutory Annual Meeting 1 Committees 8
Chairman of the Meeting 1 Special Meeting 8
Proper Officer 1 Voting in committees 8
Quorum of the Council 2
Presence of Non-Members of Voting 2 Committees at Committee Meetings 9
Accounts and Financial Statement 9
Order of Business 2
Urgent Business 3
Resolutions Moved on Notice 4
Canvassing of and
Resolutions Moved without Notice 4
Recommendations by members 10
Inspection of Documents 10
Rules of Debate 5
Unauthorised Activities 10
Admission of The Public and
Press To Meetings 10
Disorderly Conduct 7
Confidential Business 11
Right to Reply 7
Liaison with District Councillors 11
Alterations of Resolution 7
Planning Applications 11
Rescission of Previous Resolution 7
Financial Matters 11
Voting on Appointments 7
Code of Conduct on Complaints 12
Discussions and Resolutions
Affecting employees of the Council 7
Variation Revocation &
Suspension of Standing Orders 12
Resolutions on Expenditure 8
Standing Orders to be given
To Members 12
a) Meetings of the Council shall be held in each year on such dates and times and at such place as the Council
b) Smoking is not permitted at any meeting of the Council.
c) Prior to the commencement of each Council meeting, there will be a period of fifteen-minutes maximum when
members of the public are invited to attend and raise any cares and/or concerns that they may wish the Council
to consider. The Clerk must publish the times of these informal meetings and all Council members must
attend. Minutes will not be taken but the Clerk will take note of any issues raised to deal with later. The
informal meeting must be formally closed after the allotted time or at the conclusion of the public forum,
whichever is the sooner. The public must be reminded that they are welcome to stay to the Council meeting but
that they cannot speak whilst the Council is in session, except by permission of the Chairman. (See Standing
Orders 34, 35, 36 & 38).
2. The Statutory Annual Meeting
a) In an election year the Annual Parish Council Meeting shall be held on or within 14 days following the
day on which the councillors elected take office and
b) In a year, which is not an election year, the Annual Parish Council Meeting shall be held on such day in
May as the Council may direct.
3. In addition to the Statutory Annual Parish Council meeting at least three other statutory meetings shall be
held in each year on such dates and times and at such place as the Council may direct.
4. Chairman of the Meeting
The person presiding at a meeting may exercise all the powers and duties of the Chairman in relation to the
conduct of the meeting.
5. Proper Officer
Where a statute, regulation or order confers function or duties on the proper officer of the Council in the following
cases, he shall be the clerk or nominated officer: -
To receive declarations of acceptance of office.
To receive and record notices disclosing interests at meetings.
To receive and retain plans and documents.
To sign notices or other documents on behalf of the Council.
To receive copies of bylaws made by another local authority.
To certify copies of bylaws made by the council.
To sign and issue the summons to attend meetings of the Council.
To keep proper records for all Council meetings.
6. Quorum of the Council
Three members or one-third of the total membership, whichever is the greater, shall constitute a quorum at
meetings of the Council.
7. If a quorum is not present or if during a meeting the number of councillors present (not counting those debarred by
reason of a declared interest) falls below the required quorum, the meeting shall be adjourned and business not
transacted shall be transacted at the next meeting or on such other day as the Chairman may fix.
8. For a quorum relating to a committee please refer to Standing Order 45.
Members shall vote by show of hands or, if at least two members so request, by signed ballot.
10. If a member 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. Such a request must be made before moving on to the next
11. (1) Subject to (2) and (3) below the Chairman may give an original vote on any matter put to the vote, and in
any case of an equality of votes may give a casting vote whether or not he gave an original vote.
(2) If the person presiding at the annual meeting would have ceased to be a member of the Council but for
the statutory provisions which preserve the membership of the Chairman and Vice-Chairman until the end
of their term of office he may not give an original vote in an election for Chairman.
(3) The person presiding must give a casting vote whenever there is an equality of votes in an election for
12. Order of Business
At each Annual Parish Council meeting the first business shall be: -
a) To elect a Chairman of the Council
b) To receive the Chairman's declaration of acceptance of office or, if not then received, to decide when it
shall be received.
c) In the ordinary year of election of the Council, to fill any vacancies left unfilled at the election by reason
of insufficient nominations.
d) To decide when any declarations of acceptance of office, which have not been received as provided by
law, shall be received.
e) To elect a Vice-Chairman of the Council.
f) To appoint representatives to the various bodies (eg. Allinson & Erskine Trust, School Governors etc.)
g) To appoint committees and sub-committees as deemed appropriate
h) To consider the payment of any subscriptions falling to be paid annually.
i) To inspect any deeds and trust investments in the custody of the Council as required
and shall thereafter follow the order set out in the Standing Order 15
13. At every meeting other than the Annual Parish Council Meeting, the first business shall be to appoint a
Chairman, if the Chairman and Vice-Chairman be absent and to receive such declarations of acceptance of
office (if any) and undertaking to observe the Council's code of conduct as are required by law to be made
or, if not then received, to decide when they shall be received.
14. In every year, not later than the meeting at which the budget/precept for next year is settled, the Council shall
review the pay and conditions of service of existing employees. Standing Order 22 must be read in conjunction
with this requirement.
15. After the first business has been completed, the order of business, unless the Council otherwise decides on the
ground 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, the Minutes may be taken as read.
b) After consideration to approve, the signature of the Minutes by the person presiding as a correct record.
c) To deal with business expressly required by statute to be done.
d) To dispose of business, if any, remaining from the last meeting.
e) To receive such communications as the person presiding may wish to lay before the Council.
f) To answer questions from Councillors.
g) To receive and consider reports and minutes of committees.
h) To receive and consider resolutions or recommendations in the order in which they have been notified.
i) To authorise the sealing of documents.
j) If necessary, to authorise the signing of orders for payment.
16. Urgent Business
A motion to vary the order of business on the ground of urgency:
a) 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, and
b) Shall be put to the vote without discussion.
17. Resolutions Moved on Notice
Except as provided by these Standing orders, no resolution may be moved unless the business to which it relates
have been put on the Agenda by the Clerk or the mover has given notice in writing of its terms and has delivered
the notice to the Clerk at least 3 clear days before the next meeting of the Council.
18. The Clerk shall date every notice of resolution or recommendation when received by him, 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.
19. The Clerk shall insert in the summons for every meeting all notices of motion or recommendation properly given in
the order in which they have been received unless the member giving a notice of motion has stated in writing that
he intends to move at some later meeting or that he withdraws it.
20. 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.
21. 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.
22. Every resolution or recommendation shall be relevant to some subject over which the Council has power or duties,
which affects its area.
23. Resolutions Moved Without Notice
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 a matter to a committee.
h) To appoint a committee or any members thereof.
i) To adopt a report.
j) To amend a motion.
k) To give leave to withdraw a resolution or amendment.
l) Members will conduct themselves in a reasonable and courteous manner and defer to the Chairman when so
m) To exclude the press and public. (see Order 34 below)
n) To silence or eject from the meeting a member named for misconduct. (see order 20 below)
o) To give the consent of the Council where such consent is required by these Standing Orders.
p) To suspend any Standing Order. (see Order 44 below)
q) To adjourn the meeting.
A member may ask the Chairman of the Council or the Clerk any question concerning the business of the Council,
provided 3 clear days notice of the question has been given to the person to whom it is addressed.
25. No questions not connected with business under discussion shall be asked except during the part of the meeting set
aside for questions.
26. Every question shall be put and answered without discussion.
27. A person to whom a question has been put may decline to answer.
28 Rules of Debate
No discussion of the Minutes shall take place except upon their accuracy. Corrections to the Minutes shall be made
by resolution and must be initialled by the Chairman.
29. a) A resolution or amendment shall not be discussed unless it has been proposed and seconded.
b) A member when seconding a resolution or amendment may, if he then declares his intention to do so, reserve
his 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
d) No speech by a mover of a resolution shall exceed 10 minutes and no other speech shall exceed 10 minutes
except by consent of the Council.
e) An amendment shall be either:-
i) To leave out words.
ii) To leave out words and insert others.
iii) To insert or add words.
f) An amendment shall not have the effect of negating the resolution before the Council.
g) 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 may be moved.
h) A further amendment shall not be moved until the Council has disposed of every amendment previously
i) The mover of a resolution or of an amendment shall have a right of reply, not exceeding 10 minutes.
j) A member, other than the mover of a resolution, shall not, without leave of the Council, speak more than once
on any resolution except to move an amendment or further amendment, or on an amendment, or on a point of
order, or in personal explanation, or to move a closure.
k) A member may speak on a point of order or a personal explanation. A member speaking for these purposes
shall be heard forthwith. A personal explanation shall be confined to some material part of a former speech by
him which may have been misunderstood.
l) A motion or amendment may be withdrawn by the proposer with the consent of the Council, which shall be
signified without discussion, and no member may speak upon it after permission has been asked for its
withdrawal unless such permission has been refused.
m) 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 to debate.
iv) That the question be now put.
v) That a member named be not further heard.
vi) That a member named leave the meeting.
vii) That the resolution be referred to a committee.
viii) To exclude the public and press.
ix) To adjourn the meeting.
30. A member shall remain seated when speaking unless requested to stand by the Chairman.
31. a) the ruling of the Chairman on a point of order or on the admissibility of a personal explanation shall not be
b) Members shall address the Chairman. If two or more members wish to speak, the Chairman shall decide who
to call upon.
c) Whenever the Chairman speaks during a debate all other members shall be silent.
At the end of any speech a member may, without comment, move "that the question be now put", "that the debate
be now adjourned" or "that the Council do now adjourn". If such motion is seconded, the Chairman shall put the
motion but, in the case of a motion "that the question be now put", only if he is of the opinion that the question
before the council has been sufficiently debated. If the motion "that the question be now put" is carried, he shall
ll upon the mover to exercise or waive his 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.
33. Disorderly Conduct
a) All members must observe the Code of Conduct adopted by the Council on 15 April 2002, a copy of
which is annexed to these Standing Orders.
b) No member shall at a meeting persistently disregard the ruling of the Chairman, wilfully obstruct business, or
behave irregularly, offensively, improperly or in such a manner as to bring the Council into disrepute.
c) If, in the opinion of the Chairman, a member has broken the provisions of paragraph (b) of this Order, 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. If a member reasonably believes another member is in breach of
the code of conduct, that member is under a duty to report the breach to the Standards Board.
d) If either of the motions mentioned in paragraph (c) is disobeyed the Chairman may adjourn the meeting or take
such further steps as may reasonably be necessary to enforce them
34. Right of Reply
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 a new matter. After the right of reply
has been exercised or waived, a vote shall e taken without further discussion.
35. Alteration of Resolution
A member may, with the consent of his seconder, move amendments to his own resolution.
36. Rescission of Previous Resolution
a) A decision (whether affirmative or negative) of the Council shall not be reversed within six months except
either by a special resolution the written notice whereof bears the names of at least 3 members of the Council,
or by a resolution moved in pursuance of the report or recommendation of a committee.
b) When a special resolution or any other resolution moved under the provisions of paragraph (a) of the Order has
been disposed of, no similar resolution may be moved for a further six months.
37. Voting on Appointments
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, 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
38. Discussions and Resolutions Affecting Employees of the Council
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. (See Standing
Order No. 62).
39. Resolutions on Expenditure
All resolutions on expenditure must be voted on by the full Council.
Orders for the payment of money shall be authorised by resolution of the Council and signed by two
41. Sealing of Documents
a) A document shall not be sealed on behalf of the Council unless its sealing has been authorised by a resolution.
b) Any two members of the Council named in a resolution moved under the provisions of paragraph (a) of the
Order may seal, on behalf of the Council, any document required by law to be issued under seal.
The Council may at its Annual Meeting appoint such 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 committee.
c) May, subject to the provisions of Standing Order 36 above at any time dissolve or alter the membership of
43. The Chairman, ex-officio, shall be a voting member of every committee.
44. 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, and shall settle its programme
of meetings for the year.
45. Except where ordered by the Council in the case of a committee, the quorum of a committee shall be one-half of its
46. Special Meeting
The Chairman of a committee or the Chairman of the Council may summon an additional meeting of that
committee at any time. The summons shall set out the business to be considered at the special meeting and no other
business shall be transacted at that meeting.
47. Voting in Committees
Members of committees entitled to vote, shall vote by show of hands, or, if at least two members so request, by
48. Chairmen of committees shall in the case of an equality of votes, have a second or casting vote.
49. Presence of Non-Members of committees at Committee Meetings
A member who has proposed a resolution, which has been referred to any committee of which he is not a member,
may explain his resolution to the committee but shall not vote.
50. Accounts and Financial Statement
1) Except as provided in paragraph (2) of this Standing Order or by statute, all accounts for payment and claims
upon the Council shall be laid before the Council.
2) Where it is necessary to make a payment before it has been authorised by the Council, such payment shall be
certified as to its correctness and urgency by the Responsible Financial Officer. Such payment shall be
authorised by the committee, if any, having charge of the business to which it relates, or by the proper officer
for payment with the approval of the Chairman or Vice-Chairman of the Council.
3) All payments ratified under sub-paragraph (2) of this Standing Order shall be separately included in the next
schedule of payments before the Council.
51. The Responsible Financial Officer shall supply to each member as soon as practicable after 31 March in each year a
statement of the receipts and payments of the Council for the completed financial year. A Financial Statement
prepared on the receipts and payments accounting basis for a year to 31 March shall be presented to each member
before the end of the following month of May. The Statement of Accounts of the Council (which is subject to
external audit) shall be presented to Council for formal approval before the end of the following month of
1) The Council shall approve written estimates for the coming financial year at its meeting before the end of the
month of January.
2) Any committee desiring to incur expenditure shall give the Clerk a written estimate of the expenditure
recommended for the coming year no later than December.
If a member has a personal interest as defined by the Code of Conduct adopted by the Council on 15 April
2002 then he shall declare such interest as soon as it becomes apparent, disclosing the existence and nature of
that interest as required.
If a member who has declared a personal interest then considers the interest to be prejudicial, he must
withdraw from the room during consideration of the item to which the interest relates.
54. The Clerk may be required to compile and hold a register of members' interests in accordance with
agreement reached with the Monitoring Officer of the Responsible Authority and/or as required by statute.
55. If a candidate for any appointment under the Council is to his knowledge related to any member of or the holder of
any office under the Council, he and the person to whom he is related shall disclose the relationship in writing to
the Clerk. A candidate who fails so to do shall be disqualified for such appointment, and, if appointed, may be
dismissed without notice. The Clerk shall report to the Council or to the appropriate committee any such
disclosure. Where a relationship to a member is disclosed, Standing Order 53 shall apply.
56. The Clerk shall make know the purpose of Standing Order 55 to every candidate.
57. Canvassing of and Recommendations by Members
1) Canvassing of members of the Council or of any committee, directly or indirectly, for any appointment under
the Council shall disqualify the candidate for such appointment. The Clerk shall make know the purport of this
sub-paragraph of the Standing order to every candidate.
2) A member of the Council or of any committee shall not solicit for any person any appointment under the
Council or recommend any person for such appointment or for promotion; but, nevertheless, any such member
may give a written testimonial of a candidate's ability, experience or character for submission to the Council
with an application for appointment.
58 Standing Order Numbered 55 and 57 shall apply to tenders as if the person making the tender were a candidate for
59. Inspection of Documents
A member may for the purpose of his 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, be supplied for the like purpose with a copy.
60. All minutes kept by the Council and by any committee shall be open for the inspection of any member of the
61. Unauthorised Activities
No member of the Council or of any committee shall, in the name of, or on behalf of the Council: -
a) Inspect any lands or premises which the Council has a right or duty to inspect;
b) Issue orders, instructions or directions;
Unless authorised to do so by the Council or the relevant committee.
62. Admission of the Public and Press to Meetings
The public and press shall be admitted to all meetings of the Council and its committees, which may,
however, temporarily exclude the public by means of the following resolutions: -
"That in view of the [special] [confidential] nature of the business about to be transacted, it is advisable in the
public interest that the press and public be temporarily excluded and they are instructed to withdraw"
63. The Council shall state the special reason for exclusion.
64. At all meetings of the Council the Chairman may at his discretion and at a convenient time in the transaction of
business, adjourn the meeting so as to allow any members of the public to address the meeting in relation to the
business to be transacted at that meeting.
65. The Clerk shall afford to the press reasonable facilities for the taking of their report of any proceedings at which
they are entitled to be present. There shall be no audio or video recording or photographs of the meeting without
the express approval of the Council.
66. If a member of the public interrupts the proceedings at any meeting, the Chairman may, after warning, order that he
be removed from the meeting and may adjourn the meeting for such period as is necessary to restore order.
67. Confidential Business
1) No member of the Council or of any committee shall disclose to any person not a member of the Council any
business declared to be confidential by the Council or the committee as the case may be.
2) Any member in breach of the provisions of paragraph (1) of this Standing Order shall be removed from any
committee of the Council by the Council.
68. Liaison with District Councillor
A summons and Agenda for each meeting shall be sent, together with an invitation to attend, to the District
Councillor for the appropriate ward.
69. Planning Applications
All planning applications that need to be returned before the next scheduled meeting of the Parish Council shall be
referred to the Chairman or in the Chairman's absence to the Vice-Chairman as soon as is practical.
70. Financial Matters
The Council shall consider and approve Financial Regulations drawn up by the Responsible Financial Officer.
1) Such Regulations shall include detailed arrangements for the following:
a) The accounting records and systems of internal control;
b) The assessment and management of risks faced by the Council;
c) The work of the Internal Auditor and the receipt of regular reports from the Internal Auditor which shall be
required at least annually;
d) The Internal Auditor to be appointed annually by the Council at its meeting before the end of May;
e) The financial reporting requirements of members and local electors;
f) Procurement policies (subject to (2) below) including the setting of values for different procedures where
the contract has an estimated value less than £50,000.
2) Any proposed contract for the supply of goods, materials, services and the execution of works with an
estimated value in excess of £50,000 shall be procured on the basis of a formal tender as summarised in (3)
3) Any formal tender process shall comprise the following steps:
a) A public notice of intention to place a contract to be placed in a local newspaper;
b) A specification of the goods, materials, services and the execution of works shall be drawn up;
c) Tenders are to be sent, in a sealed marked envelope, to the Clerk by a stated date and time;
d) Tenders submitted are to be opened, after the stated closing date and time, by the Clerk and at least one
member of Council;
e) Tenders are then to be assessed and reported to the appropriate meeting of Council or Committee.
4) The Council, nor any Committee, is not bound to accept the lowest tender, estimate or quote. Any contract for
goods, services or execution of works to be negotiated to obtain best value.
5) The Financial Regulations of the Council shall be subject to regular review, at least once every four years.
(Note: Some Standing Order must be made for contracts for the supply of goods or the execution of works)
71. Code of Conduct on Complaints
The Council shall deal with complaints of maladministration allegedly committed by the Council or by any officer
or member in such manner as adopted by the Council except for those complaints, which should be properly
directed to the Standards Board for consideration.
72. Variation, Revocation and Suspension of Standing Orders
Any or every part of the Standing Orders except those printed in bold type may be suspended by resolution in
relation to any specific item of business.
73. A resolution permanently to add, vary or revoke a Standing Order shall when proposed and seconded, stand
adjourned without discussion to the next ordinary meeting of the Council.
74. Standing Orders to be given to Members
A copy of these Standing Orders shall be given to each member by the Clerk upon delivery to him of the member's
declaration of acceptance of office and written undertaking to observe the Code of Conduct adopted by the Council.
These Standing Orders were adopted by the council at its Meeting held on Monday 13 December 2004 and reviewed at
a meeting held on 3 July 2006.