Standing Orders 2024

 

       Wolsingham Parish Council            

STANDING ORDERS 2024

 

INTRODUCTION

These standing orders are based on the 2018 update to the National Association of Local Council (NALC) model standing orders contained in “Local Councils Explained” by Meera Tharmarajah (© 2013 NALC). This publication contains new model standing orders which reference new legislation introduced after 2013 when the last model standing orders were published. Existing Wolsingham Parsish Council Standing Orders (2018) have been incorporated and added to the NALC model in the appropriate sections.

Standing orders that are in bold type contain legal and statutory requirements.

1.        RULES OF DEBATE AT MEETINGS

1. Motions on the agenda shall be considered in the order that they appear unless the order is changed at the discretion of the chair of the meeting.
2. Motions shall not be progressed unless they have been moved and seconded.
3. An amendment is a proposal to remove or add words to a motion. It shall not negate the motion.
4. A point of order shall be decided by the chair of the meeting and their decision shall be final.

2.        ORDERLY CONDUCT AT MEETINGS

1. No person shall obstruct the transaction of business at a meeting or behave offensively or improperly. If this standing order is ignored, the chair of the meeting shall request such person(s) to moderate or improve their conduct.
2. If person(s) disregard the request of the chair of the meeting to moderate or improve their conduct, any councillor or the chair of the meeting may move that the person be no longer heard or be excluded from the meeting. The motion, if seconded, shall be put to the vote without discussion.
3. If a resolution made under standing order 2(b) is ignored, the chair of the meeting may take further reasonable steps to restore order or to progress the meeting. This may include temporarily suspending or closing the meeting.
4. When a motion is under debate, no other motion shall be moved except:
   1. to amend the motion;
   2. to proceed to the next business;
   3. to adjourn the debate;
   4. to put the motion to a vote;
   5. to ask a person to be no longer heard or to leave the meeting;
   6. to refer a motion to a sub committee for consideration;
   7. to exclude the public or press;
   8. to adjourn the meeting; or
   9. to suspend particular standing order(s) excepting those which reflect mandatory or legal requirements.
5. 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 of reply.

3.        MEETINGS GENERALLY

1. 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.
2. 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.
3. The minimum three clear days’ public notice for a meeting does not include the day on which the notice was issued or the day of the meeting unless the meeting is convened at shorter notice.
4. 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.
5. 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.
6. The period of time designated for public participation at a meeting in accordance with standing order 3(e) shall not exceed ten minutes unless directed by the chair of the meeting.
7. Subject to standing order 3(f), a member of the public shall not speak for more than two minutes.
8. In accordance with standing order 3(e), 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.

4        CONDUCT OF MEETINGS

1. A person who speaks at a meeting shall direct his comments to the chair of the meeting.
2. Only one person is permitted to speak at a time. If more than one person wants to speak, the chair of the meeting shall direct the order of speaking.
3. Subject to standing order 4(d), a person who attends a meeting is permitted to report on the meeting whilst the meeting is open to the public. To “report” means to film, photograph, make an audio recording of meeting proceedings, use any other means for enabling persons not present to see or hear the meeting as it takes place or later or to report or to provide oral or written commentary about the meeting so that the report or commentary is available as the meeting takes place or later to persons not present.
4. A person present at a meeting may not provide an oral report or oral commentary about a meeting as it takes place without permission.
5. 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.
6. Subject to standing orders which indicate otherwise, anything authorised or required to be done by, to or before the Chair of the Council may in their absence be done by, to or before the Vice-Chair of the Council (if there is one).
7. The Chair of the Council, if present, shall preside at a meeting. If the Chair is absent from a meeting, the Vice-Chair of the Council (if there is one) if present, shall preside. If both the Chair and the Vice-Chair are absent from a meeting, a councillor as chosen by the councillors present at the meeting shall preside at the meeting.
8. Subject to a meeting being quorate, all questions at a meeting shall be decided by a majority of the councillors and non-councillors with voting rights present and voting.
9. The chair 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 their casting vote whether or not they gave an original vote.
10. Unless standing orders provide otherwise, voting on a question shall be by a show of hands. 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. Such a request shall be made before moving on to the next item of business on the agenda
11. The minutes of a meeting shall include an accurate record of the following:
    1. the time and place of the meeting;
    2. the names of councillors who are present and the names of councillors who are absent;
    3. interests that have been declared by councillors and non-councillors with voting rights;
    4. the grant of dispensations (if any) to councillors and non-councillors with voting rights;
    5. whether a councillor or non-councillor with voting rights left the meeting when matters that they held interests in were being considered;
    6. if there was a public participation session; and
    7. the resolutions made.

• 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.

1.  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.

• 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.

• A meeting shall not exceed a period of three hours.

5.        COMMITTEES AND SUB-COMMITTEES

1. Unless the Council determines otherwise, a committee may appoint a sub-committee whose terms of reference and members shall be determined by the committee.
2. The members of a committee may include non-councillors unless it is a committee which regulates and controls the finances of the Council.
3. Unless the Council determines otherwise, all the members of an advisory committee and a sub-committee of the advisory committee may be non-councillors.
4. The Council may appoint standing committees or other committees as may be necessary, and:
5. shall determine their terms of reference;
6. shall permit a committee other than a standing committee, to appoint its own chair at the first meeting of the committee;
7. shall determine the place, notice requirements and quorum for a meeting of a committee and a sub-committee which, in both cases, shall be no less than three;
8. shall determine if the public may participate at a meeting of a committee;
9. shall determine if the public and press are permitted to attend the meetings of a sub-committee and also the advance public notice requirements, if any, required for the meetings of a sub-committee;
10. shall determine if the public may participate at a meeting of a sub-committee that they are permitted to attend; and
11. may dissolve a committee or a sub-committee.

6.        ANNUAL AND ORDINARY COUNCIL MEETINGS

1. In an election year, the annual meeting of the Council shall be held on or within 14 days following the day on which the councillors elected take office.
2. In a year which is not an election year, the annual meeting of the Council shall be held on such day in May as the Council decides.
3. If no other time is fixed, the annual meeting of the Council shall take place at 6pm.
4. 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 decides.
5. The first business conducted at the annual meeting of the Council shall be the election of the Chair and Vice-Chair (if there is one) of the Council.
6. The Chair of the Council, unless they have resigned or become disqualified, shall continue in office and preside at the annual meeting until their successor is elected at the next annual meeting of the Council.
7. The Vice-Chair of the Council, if there is one, unless they resigns or become disqualified, shall hold office until immediately after the election of the Chair of the Council at the next annual meeting of the Council.
8. In an election year, if the current Chair of the Council has not been re-elected as a member of the Council, they shall preside at the annual meeting until a successor Chair of the Council has been elected. The current Chair of the Council shall not have an original vote in respect of the election of the new Chair of the Council but shall give a casting vote in the case of an equality of votes.
9. In an election year, if the current Chair of the Council has been re-elected as a member of the Council, they shall preside at the annual meeting until a new Chair of the Council has been elected. The chair may exercise an original vote in respect of the election of the new Chair of the Council and shall give a casting vote in the case of an equality of votes.
10. Following the election of the Chair of the Council and Vice-Chair (if there is one) of the Council at the annual meeting, the business shall include:
    1. In an election year, delivery by the Chair 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 Chair of the Council of his acceptance of office form unless the Council resolves for this to be done at a later date;
    2. In an election year, to make arrangements with a view to the Council  becoming eligible to exercise the general power of competence in the future;
    3.  Review of inventory of land and other assets including buildings and office equipment;
    4. Confirmation of arrangements for insurance cover in respect of all insurable risks;
    5. Review of the Council’s and/or staff subscriptions to other bodies;
    6. Review of the Council’s complaints procedure;
    7. Review of the Council’s policies, procedures and practices in respect of its obligations under freedom of information and data protection legislation (see also standing orders 11, 20 and 21);
    8. Review of the Council’s policy for dealing with the press/media;
    9. Review of the Council’s employment policies and procedures;
    10. Review of the Council’s expenditure incurred under s.137 of the Local  Government Act 1972 or the general power of competence.
    11. Determining the time and place of ordinary meetings of the Council up to and including the next annual meeting of the Council.
    12. Confirmation of the accuracy of the minutes of the last meeting of the Council;
    13. Receipt of the minutes of the last meeting of a committee;
    14. Consideration of the recommendations made by a committee;
    15. Review of delegation arrangements to committees, sub-committees, staff and other local authorities;
    16. Review of the terms of reference for committees;
    17. Appointment of members to existing committees;
    18. Appointment of any new committees in accordance with standing order 4;
    19. Review and adoption of appropriate standing orders and financial     regulations;
    20. Review of arrangements (including legal agreements) with other local authorities, not-for-profit bodies and businesses.
    21. Review of representation on or work with external bodies and arrangements for reporting back;

7.       EXTRAORDINARY MEETINGS OF THE COUNCIL,   COMMITTEES AND SUB-COMMITTEES

1. The Chair of the Council may convene an extraordinary meeting of the Council at any time.
2. If the Chair of the Council does not 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 shall be signed by the two councillors.
3. The chair of a committee or sub-committee may convene an extraordinary meeting of the committee or sub-committee at any time.
4. If the chair of a committee or sub-committee does not call an extraordinary meeting within seven days of having been requested to do so by two members of the committee or sub-committee, any two members of the committee or sub-committee may convene an extraordinary meeting of the committee or sub-committee.

8.       PREVIOUS RESOLUTIONS

1. A resolution shall not be reversed within six months except either by a special motion, which requires written notice by at least three councillors to be given to the Proper Officer in accordance with standing order 9, or by a motion moved in pursuance of the recommendation of a committee or a sub-committee.
2. The body which made the decision may subsequently alter the decision in extenuating circumstances (e.g. should additional relevant information come to light).
3. When a motion moved pursuant to standing order 8(a) has been disposed of, no similar motion may be moved for a further six months.

9.       MOTIONS FOR A MEETING THAT REQUIRE WRITTEN NOTICE TO BE GIVEN TO THE PROPER OFFICER

1. A motion shall relate to the responsibilities of the meeting for which it is tabled 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.
2. 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 three clear days in accordance with Standing Order 3(b)before the meeting. Clear days do not include the day of the notice or the day of the meeting.
3. The Proper Officer may, before including a motion on the agenda received in accordance with standing order 9(b), correct obvious grammatical or typographical errors in the wording of the motion.
4. If the Proper Officer considers the wording of a motion received in accordance with standing order 9(b) is not clear in meaning, the motion shall be rejected until the mover of the motion resubmits it, so that it can be understood, in writing, to the Proper Officer at least three clear days before the meeting.
5. 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.
6. The decision of the Proper Officer as to whether or not to include the motion on the agenda shall be final.

Motions received shall be recorded and numbered in the order that they are received. h Motions rejected shall be recorded with an explanation by the Proper Officer of the reason for rejection.

10.      MOTIONS AT A MEETING THAT DO NOT REQUIRE WRITTEN NOTICE

1. The following motions may be moved at a meeting without written notice to the Proper Officer:

1. to correct an inaccuracy in the draft minutes of a meeting;
2. to move to a vote;
3. to defer consideration of a motion;
4. to refer a motion to a particular committee or sub-committee;
5. to appoint a person to preside at a meeting;
6. to change the order of business on the agenda;
7. to proceed to the next business on the agenda;
8. to require a written report;
9. to appoint a committee or sub-committee and their members;
10. to extend the time limit for speaking;
11. to exclude the press and public from a meeting in respect of confidential or other information which is prejudicial to the public interest;
12.  to not hear further from a councillor or a member of the public;
13. to exclude a councillor or member of the public for disorderly conduct;
14. to temporarily suspend the meeting;
15. to suspend a particular standing order (unless it reflects mandatory statutory or legal requirements);
16. to adjourn the meeting; or
17. to close the meeting.

11.     MANAGEMENT OF INFORMATION

          See also standing order 20 & 21.

1. The Council shall have in place and keep under review, technical and organisational measures to keep secure information (including personal data) which it holds in paper and electronic form. Such arrangements shall include deciding who has access to personal data and encryption of personal data.
2. The Council shall have in place, and keep under review, policies for the retention and safe destruction of all information (including personal data) which it holds in paper and electronic form. The Council’s retention policy shall confirm the period for which information (including personal data) shall be retained or if this is not possible the criteria used to determine that period (e.g. the Limitation Act 1980).
3. The agenda, papers that support the agenda and the minutes of a meeting shall not disclose or otherwise undermine confidential information or personal data without legal justification.
4. Councillors, staff, the Council’s contractors and agents shall not disclose confidential information or personal data without legal justification.

12.      DRAFT MINUTES

1. If the draft minutes of a preceding meeting have 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.
2. 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 10(a)(i).
3. The accuracy of draft minutes, including any amendment(s) made to them, shall be confirmed by resolution and shall be signed by the chair of the meeting and stand as an accurate record of the meeting to which the minutes relate.
4. If the chair 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 chair 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.”

13.      CODE OF CONDUCT AND DISPENSATIONS

All councillors and non-councillors with voting rights shall observe the code of conduct adopted by the Council.

1. Unless they have been granted a dispensation, a councillor or non-councillor with voting rights shall withdraw from a meeting when it is considering a matter in which they have a disclosable pecuniary interest. They may return to the meeting after it has considered the matter in which they had the interest.
2. Unless they have been granted a dispensation, a councillor or non-councillor with voting rights shall withdraw from a meeting when it is considering a matter in which they have another interest if so required by the Council’s code of conduct. They may return to the meeting after it has considered the matter in which they had the interest.
3. 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.
4. A decision as to whether to grant a dispensation shall be made by a meeting of the Council, or committee or sub-committee for which the dispensation is required and that decision is final.
5. A dispensation request shall confirm:
   1. the description and the nature of the disclosable pecuniary interest or other interest to which the request for the dispensation relates;
   2. whether the dispensation is required to participate at a meeting in a discussion only or a discussion and a vote;
   3. the date of the meeting or the period (not exceeding four years) for which the dispensation is sought; and
   4.  an explanation as to why the dispensation is sought.
6. Subject to standing orders 13(d) and (e), a dispensation request shall be considered at the beginning of the meeting of the Council, or committee or sub-committee for which the dispensation is required.
7. A dispensation may be granted in accordance with standing order 13(d) if having regard to all relevant circumstances any of the following apply:
   1. 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;
   2. granting the dispensation is in the interests of persons living in the Council’s area; or
   3. it is otherwise appropriate to grant a dispensation.

14.      CODE OF CONDUCT COMPLAINTS

1. Upon notification by the County Council that it is dealing with a complaint that a councillor or non-councillor with voting rights has breached the Council’s code of conduct, the Proper Officer shall, subject to standing order 10, report this to the Council.
2. Where the notification in standing order 14(a) relates to a complaint made by the Proper Officer, the Proper Officer shall notify the Chair of Council of this fact, and the Chair shall nominate another staff member to assume the duties of the Proper Officer in relation to the complaint until it has been determined and the Council has agreed what action, if any, to take in accordance with standing order 14(d).
3. The Council may:
   1. provide information or evidence where such disclosure is necessary to investigate the complaint or is a legal requirement;
   2. seek information relevant to the complaint from the person or body with statutory responsibility for investigation of the matter;
4. Upon notification by the County 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

1. 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.
2. The Proper Officer shall:
   1. At least three clear days before a meeting of the council, a committee or a sub-committee,
      1. serve on councillors by delivery or post at their residences or by email authenticated in such manner as the Proper Officer thinks fit, a signed summons confirming the time, place and the agenda, and
      2. Provide, in a conspicuous place, public notice of the time, place and agenda (provided that the public notice with agenda of an extraordinary meeting of the Council convened by councillors is signed by them).
      3. Convene a meeting of the council for the election of a new Chair of the council, occasioned by a casual vacancy in their office; 
      4. facilitate inspections of the minute book by local government electors;
      5. receive and retain copies of bye-laws made by other local authorities;
      6. hold acceptance of office form from councillors;
      7. hold a copy of every councillor’s register of interests;
      8. assist with responding to requests made under freedom of information  legislation and rights exercisable under data protection legislation, in accordance with the Council’s relevant policies and procedures;
      9. act as the Council’s Data Protection Officer;
      10. action or undertake activity or responsibilities instructed by resolution or contained in standing orders;
      11. receive and send general correspondence and notices on behalf of the Council except where there is a resolution to the contrary;
      12. assist in the organisation of, storage of, access to, security of and destruction of information held by the council in paper and electronic from subject to the requirements of data protection and freedom of information legislation and other legitimate requirements (e.g. The Limitation Act 1980);
      13. arrange for legal deeds to be executed;
      14. arrange or manage the prompt authorisation of, approval and instruction regarding any payment to be made by the council in accordance with its financial regulations;
      15. manage access to information about the Council via the publication scheme.

1. The Town Clerk has the delegated authority to undertake the following matters on behalf of the Council: 
   1. the day to day administration, development, management and promotion of Council  services and associated activities, together with routine inspection and control;
   2. the day to day supervision, control and management of any staff employed or contracted by the Council, unless stated otherwise in adopted Council policies;
   3. authorisation of routine expenditure as set out in Financial Regulations;
   4. emergency expenditure as set out in Financial Regulations;
   5. the short term licensing of events and activities taking place on Council land and in Council owned premises; and
   6. to act as Designated premises Supervisor (Licensing Act 2003).
   7. Delegated actions of the Town Clerk shall be in accordance with Standing Orders and Financial Regulations;
   8. In the event of a decision being required outside of the approved calendar of meetings, to seek advice from the Chair as to whether the matter is of sufficient urgency and importance to convene an extraordinary meeting of the Council or appropriate committee. Where an extraordinary meeting cannot be lawfully convened or is inquorate, to seek approval by email from a number of Councillors at least equal to and ideally greater than the quorum of the relevant body, prior to undertaking a course of action. A record should be kept of any such actions and reported at the next full council meeting.

16.      RESPONSIBLE FINANCIAL OFFICER

1. 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

1. “Proper practices” in standing orders refer to the most recent version of “Governance and Accountability for Local Councils – a Practitioners’ Guide”.
2. All payments by the Council shall be authorised, approved and paid in accordance with the law, proper practices and the Council’s financial regulations.
3. The Responsible Financial Officer shall supply to each councillor as soon as practicable after 30 June, 30 September and 31 December in each year a statement to summarise:
4. the Council’s receipts and payments (or income and expenditure) for each quarter;
5. the Council’s aggregate receipts and payments (or income and expenditure) for the year to date;
6. the balances held at the end of the quarter being reported and which includes a comparison with the budget for the financial year and highlights any actual or potential overspends.
7. As soon as possible after the financial year end at 31 March, the Responsible Financial Officer shall provide:
8. each councillor with a statement summarising the Council’s receipts and payments (or income and expenditure) for the last quarter and the year to date for information; and
9. to the Council the accounting statements for the year in the form of Section 1 of the annual governance and accountability return, as required by proper practices, for consideration and approval.
10. The year-end accounting statements shall be prepared in accordance with proper practices and apply the form of accounts determined by the Council (receipts and payments, or income and expenditure) for the year to 31 March. A completed draft annual governance and accountability return shall be presented to all councillors at least 14 days prior to anticipated approval by the Council. The annual governance and accountability return of the Council, which is subject to external audit, including the annual governance statement, shall be presented to the Council for consideration and formal approval before 30 June.

18.       FINANCIAL CONTROLS AND PROCUREMENT

1. 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:
2. the keeping of accounting records and systems of internal controls;
3. the assessment and management of financial risks faced by the Council;
4. the work of the independent internal auditor in accordance with proper practices and the receipt of regular reports from the internal auditor, which shall be required at least annually;
5. the inspection and copying by councillors and local electors of the Council’s accounts and/or orders of payments; and
6. whether contracts with an estimated value below £25,000 due to special circumstances are exempt from a tendering process or procurement exercise.
7. Financial regulations shall be reviewed regularly and at least annually for fitness of purpose.
8. Any expenditure incurred by the Council shall be in accordance with the Financial Regulations.
9. A public contract regulated by the Public Contracts Regulations 2015 with an estimated value in excess of £30,000 but less than the relevant thresholds in standing order 18(g) is subject to Regulations 109-114 of the Public Contract Regulations 2015 which include a requirement on the Council to advertise the contract opportunity on the Contracts Finder (Find a Trader) website regardless of what other means it uses to advertise the opportunity, unless it proposes to use an existing list of preferred suppliers (“the framework agreement”).
10. 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:
    1. a specification for the goods, materials, services or the execution of works shall be drawn up;
    2. 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;
    3. the invitation to tender shall be advertised i in any manner that is appropriate;
    4. tenders are to be submitted in writing in a sealed marked envelope addressed to the Proper Officer;
    5. tenders shall be opened by the Proper Officer in the presence of at least one councillor after the deadline for submission of tenders has passed;
    6. tenders are to be reported to and considered by the appropriate meeting of the Council or a committee or sub-committee with delegated responsibility.
11. Neither the Council, nor a committee or a sub-committee with delegated responsibility for considering tenders, is bound to accept the lowest value tender.

1.  A public contract regulated by the Public Contracts Regulations 2015 with an estimated value in excess of £214,904 for a public service or supply contract or in excess of £5,372,609 for a public works contract shall comply with the relevant procurement procedures and other requirements in the Public Regulations 2015 which include advertising the contract opportunity on the Find a Tender Contracts Finder website.
2.  A public contract in connection with the supply of gas, heat, electricity, drinking water, transport services, or postal services to the public; or the provision of a port or airport; or the exploration for or extraction of gas, oil or solid fuel with an estimated value in excess of £429,809 for a supply, services or design contract; or in excess of £5,372,609 for a works contract; or £663,540 for a social and other specific services contract shall comply with the relevant procurement procedures and other requirements in the Utilities Contracts Regulations 2016.

19.      HANDLING STAFF MATTERS

A matter personal to a member of staff that is being considered by a meeting of Council is subject to standing order 10.

1. Subject to the Council’s policy regarding absences from work, the Council’s member of staff shall notify the chair of absence occasioned by illness or other reason and that person shall report such absence to the Council at its next meeting.
2. The chair or in their absence, the vice-chair shall upon a resolution conduct a review of the performance and annual appraisal of the work of the member of staff. The reviews and appraisal shall be reported in writing and are subject to approval by resolution by the Council.
3. The Council’s member of staff shall contact the chair or in their absence, the vice-chair in respect of any informal or formal grievance matter and this matter shall be reported back and progressed by resolution of the Council.
4. Any persons responsible for all or part of the management of staff shall treat as confidential the written records of all meetings relating to their performance, capabilities, grievance or disciplinary matters.

20.       RESPONSIBILITIES TO PROVIDE INFORMATION

1. In accordance with freedom of information legislation, the Council shall publish information in accordance with its publication scheme and respond to requests for information held by the Council (in accordance with its adopted policies and procedures). 
2. The Council, shall publish information in accordance with the requirements of the Local Government (Transparency Requirements) (England) Regulations 2015.

21.       RESPONSIBILITIES UNDER DATA PROTECTION LEGISLATION

1. The Council shall appoint a Data Protection Officer. (See 15 b viii)
2. The Council shall have policies and procedures in place to respond to an individual exercising statutory rights concerning their personal data.
3. The Council shall have a written policy in place for responding to and managing a personal data breach.
4. The Council shall keep a record of all personal data breaches comprising the facts relating to the personal data breach, its effects and the remedial action taken.
5. The Council shall ensure that information communicated in its privacy notice(s) is in an easily accessible and available form and kept up to date.
6. The Council shall maintain a written record of its processing activities.

22.       RELATIONS WITH THE PRESS/MEDIA

Requests from the press or other media for an oral or written comment or statement from the Council, its councillors or staff shall be handled by the Clerk and Chair, in consultation as appropriate with other councillors.

23.      EXECUTION AND SEALING OF LEGAL DEEDS

A legal deed shall not be executed on behalf of the Council unless authorised by a resolution.

1. Subject to standing order 23 (a), any two councillors may sign, on behalf of the Council, any deed required by law and the Proper Officer shall witness their signatures.

24.      STANDING ORDERS GENERALLY

1. All or part of a standing order, except one that incorporates mandatory statutory or legal requirements, may be suspended by resolution in relation to the consideration of an item on the agenda for a meeting.
2. A motion to add to or vary or revoke one or more of the Council’s standing orders, except one that incorporates mandatory statutory or legal requirements, shall, when proposed and seconded, stand adjourned without discussion until the next ordinary meeting of the Council.
3. The Proper Officer shall provide a copy of the Council’s standing orders to a councillor as soon as possible.
4. The decision of the chair of a meeting as to the application of standing orders at the meeting shall be final.
5. A Councillor's failure to observe standing orders more than three times in any one meeting may result in them being excluded from the meeting.

Adopted: 12th November 2024