Claypole Parish Council
The Parish Council shall meet on the first Wednesday of each month except during the month of August, when no meeting is held. Meetings will be held in the village hall.
The Annual Parish Council Meeting shall be held
- in the year of Council elections- on the 4th day after the day of election to the Council or within fourteen days thereafter
- in non-election years- on the first Monday in May
All meetings shall commence at 7.00pm and finish at approximately 9.00pm.
If present the Chairperson shall preside at the meeting, in the absence of the Chairperson the Vice-Chairperson shall preside at the meeting. In the absence of both first business of the meeting shall be to appoint a Chairperson of the meeting.
The person presiding at a meeting may exercise all the powers and duties of the Chairperson relating to the conduct of the meeting.
- CHAIRPERSON OF COMMITTEES
Chairpersons of Committees and Sub-Committees (if any) shall have a second or casting vote.
A quorum shall consist of 3 members (or one third of the membership of the Council whichever is the greater).
- Voting shall be by show of hands or, if at least 2 members so request, by signed ballot.
- If a member so demands a recorded vote shall be taken, the clerk will record who voted for and against the proposal for which it is demanded.
- The Chairperson may give an original vote on any matter put to the vote.
- The person presiding, in the case of an equality of votes, may give a casting vote whether or not he/she gave an original vote except as in i) or ii) below:
- If the person presiding at the opening of the Parish Council meeting would have ceased to be a member of the Council but for the statutory provisions which preserve the membership of the Chairperson and Vice-Chairperson until their successor is appointed may not give an original vote in the election for Chairperson.
- The person presiding must give a casting vote in the election of Chairperson when there is an equality of votes.
- THE ORDER OF BUSINESS
The first business at each Annual Parish Council meeting shall be
- to elect a Chairperson
- to receive the Chairperson’s declaration of acceptance of office or decide when it shall be received.
- To decide when any declarations of acceptance of office of Parish Councillors which have not been received as provided by law shall be received.
- At every meeting other than the Annual Meeting (after election of Chairperson if need be S.O. 3) to receive such declarations of acceptance of office (if any) as are legally required to be made or to decide when they shall be received.
After consideration, to approve the signing of the Minutes by the person presiding as a correct record.
To deal with business expressly required by statute to be done.
- ITEMS WHICH FEATURE ON ALL AGENDAS
FINANCE, PLANNING- Applications and Results, FOOTPATH and HIGHWAY and CEMETERY.
Authorisation for all expenditure shall be by the Parish Council.
All cheques shall be signed by two members of the Parish Council
See separate sheet on Financial Standing Orders.
- Members and Officers shall declare as soon as practicable after commencement of the meeting any interest, direct or indirect, as defined under Local Government Act 2000.
- Declarations of Interest shall be recorded by the Clerk in a book kept for that purpose.
- The Book of Declaration of Interest shall be open for inspection by any member of the Council at any reasonable time.
- Code of Conduct- The new Code of Conduct (in force from 3/05/2007 was adopted including paragraph 12 (2). This gives members with a prejudicial interest the same rights as members of the public to speak to a meeting on the issue and then leave before the main decision and vote.
11 DELEGATED POWERS FOR COMMITTEES AND TERMS OF REFERENCE
The Parish Council will try to appoint from its members representatives with specific interests:
i) Footpaths warden
ii) Highways representative
iii) Planning representatives (2)
iv) Clerk to the Cemetery
v) Budget Representative
vi) Street lighting representative
vii) Playing field and sports facilities
These roles are as an advisory capacity and are subject to full Council participation at the next or appropriate meeting.
- POWERS DELEGATED TO THE CLERK
The clerk will act as the Child Protection Officer- see Safeguarding Young People and Vulnerable Adults Policy.
- ADMISSION OF PUBLIC AND PRESS
i) The Public and Press shall be admitted to all meetings of the Council and its committees (if any). There will be a 15 minute public forum before the commencement of the meeting for the public to raise issues with the Council. (See minutes of PC Meeting 6/12/04)
ii) The Public and Press may be excluded temporarily from meetings by means of a resolution ‘That in view of the special or confidential nature of the business about to be transacted, it is advisable in the public interest that the public be temporarily excluded and they are asked to withdraw’
iii) The Council will provide members of the public a right to speak at a meeting, giving evidence or answering questions at the appropriate time. The meeting will be closed during this time and the evidence will not feature in the minutes.
- DISTRIBUTION OF MINUTES AND AGENDAS
Agendas and minutes for Parish Council meetings will be transmitted by e mail where appropriate and within the time schedule required by law. Approved 7/06/04
15. RISK ASSESSMENT DOCUMENT
This document listing all the risks which comprise the Parish Councils’ activities will be reviewed each May –A copy will be passed to each Councillor prior to the May meeting.
All correspondence will be sent via the clerk on Parish Council letterhead paper. Consultation documents will be completed by an interested member of the Council.
- COUNCILLORS VISITING MEMBERS OF THE PUBLIC
When appropriate a member of the Parish Council will be accompanied by another Councillor when carrying out Council business. (approved 12th May 2008).
Standing Order Reviewed 3rd May 2018
Next review date- May 2019