HALEWOOD TOWN COUNCIL

STANDING ORDERS

2018

HALEWOOD TOWN COUNCIL

STANDING ORDERS

INDEX

Page

  1. Meetings of the Council (including Public Participation

and the Press)...... 4

  • general
  • Recording of meetings
  • minutes
  • draft minutes
  • Interests
  • quorum
  • Code of Conduct / declarations of interest
  • Annual meetings
  • Extraordinary meetings of the council, committees and sub committees
  1. Proper Officer. (The Town Manager)...... 12
  1. responsible financial officer (rfo) ...... 14
  1. dELEGATED / EMERGENCY DECISIONS...... 14.
  1. Motions Requiring Written Notice...... 14
  1. Motions not Requiring Written Notice...... 15
  1. Rules of Debate...... 16
  1. Code of Conduct (England) AND DISPENSATIONS...... 18
  1. CODE OF CONDUCT COMPLAINTS...... 20.
  1. Questions...... 20
  1. Disorderly Conduct (including Suspension of Sitting)...... 21
  1. Rescission of Previous Resolutions...... 21
  1. Voting on Appointments...... 22
  1. Expenditure...... 22
  1. Execution & Sealing of Legal Deeds...... 22
  1. Committees...... 22
  1. Sub-Committees...... 23
  1. Advisory Committees / Working Groups...... 24
  1. Accounts and Financial Statement...... 24
  1. FINANCIAL CONTROLS AND PROCUREMENT...... 25.
  1. Estimates/Precepts...... 27
  1. MANAGEMENT OF INFORMATION...... 27
  1. Matters affecting Council employees (Inc.Complaints Procedure)...... 27
  1. RESPONSIBILITIES TO PROVIDE INFORMATION...... 30
  1. RESPONSIBILITIES UNDER DATA PROTECTION LEGISLATION...... 30
  1. Canvassing of and recommendations by Councillors...... 31
  1. Inspection of Documents...... 32
  1. RESTRICTIONS ON COUNCILLOR ACTIVITIES...... 32
  1. STANDING ORDERS GENERALLY...... 33
  1. Confidential Business...... 33
  1. Power of Competence...... 33
  1. Freedom of Information Act 2000...... 34
  1. Relations with the Press/Media...... 34
  1. Liaison with Unitary Councillors...... 34
  1. Allegations of Breaches of the Code of Conduct...... 34
  1. Variation, Revocation and Suspension of Standing Orders...... 35
  1. Standing Orders to be Given to Councillors...... 36
  1. Powers of Meetings of the full Town Council...... 36

Please note that references relating to Committees are on the basis of “where one exists”, otherwise the responsibility relates to the meeting of the full Council, and the Chairperson or Vice-Chairperson accordingly.

Standing Orders in bold type incorporate statutory requirements and must not be ignored or substantively amended unless the legislation upon which they arebased, changes.

These Standing Orders were adopted by Halewood Town Council

at the Annual Meeting held on 10thMay 2018

1.Meetings(Including Public Participation and the Press)

General

1.1.Meetings of the Council shall be held at the Council Offices at 7.00 pm unless the Council otherwise decides at a previous meeting.

1.2.Smoking is not permitted at any meeting of the TownCouncil.

1.3.All Council and Committee Meetings shall terminate not later than 9:45 p.m. and any business not disposed of by the closure time shall stand adjourned to the next ordinary or adjourned meeting.

1.4.Any motion to add to, vary or revoke these Standing Orders shall when proposed and seconded stand adjourned without discussion to the next ordinary meeting of the Council.

1.5.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.

1.6.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.

1.7.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

Public Participation / Public Forum

1.8.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.

1.9.Subject to Standing Order 1.8 above, members of the public are permitted as part of the Public Forum and by prior arrangement with the Town Manager (being a minimum of 48 hours notice before the scheduled start of the meeting) to make representations, answer questions and give evidence in respect of any item of business included in the agenda, or on a matter concerning the Township.

1.10. The Public Forum will commence at the beginning of the meeting for a maximum period of thirty minutes, for a maximum of three separate addresses, not exceeding ten minutes each. The opening and closing of this period of time shall be explicitly identified and no resolutions or other business shall be conducted during this period during which the meeting of the Town Council will stand adjourned.

1.11. If no formal lodging of topics for the public open forum are made to the Town Manager pursuant to Standing Order 1.9 then the Chairperson of that meeting may welcome any members of the public present during “Public Open Forum”, and ask if anyone would like to address the meeting on an urgent topic appertaining to the Township, as deemed by the Chairperson for a period not exceeding ten minutes. (Maximum of three addresses per meeting).

1.12. In accordance with standing order 1.8 a question shall not require a response at the meeting nor start a debate on the question. The chairperson of the meeting may direct that a written or oral response be given.notwithstanding that, at the Chairperson’s discretion, Members of the Council may be invited to ask questions of the member of the public who is addressing the meeting.

1.13.In accordance with Standing Order 1.12 above, the Chairperson may direct that a response to a question posed by a member of the public be referred to a Councillor for an oral response or to an employee for a written or oral response.

1.14. A brief record of a public participation session at a meeting shall be included in the minutes of that meeting.

1.15. A person shall raise his hand when requesting to speak and stand when speaking (except when a person has a disability or is likely to suffer discomfort)]. The chairperson of the meeting may at any time permit a person to be seated when speaking.

1.16. A person who speaks at a meeting shall direct his comments to the chairperson of the meeting.

1.17. Only one person is permitted to speak at a time. If more than one person wants to speak, the chairperson of the meeting shall direct the order of speaking.

1.18. A person present at a meeting may not provide an oral report or oral commentary about a meeting as it takes place without permission.

1.19. 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.

1.20.Subject to standing orders which indicate otherwise, anything authorised or required to be done by, to or before the Chairperson of the Council may in his absence be done by, to or before the Vice-Chairperson of the Council (if there is one).

1.21. The Chairperson of the Council, if present, shall preside at a meeting. If the Chairperson is absent from a meeting, the Vice-Chairperson of the Council (if there is one) if present, shall preside. If both the Chairperson and the Vice-Chairperson are absent from a meeting, a councillor as chosen by the councillors present at the meeting shall preside at the meeting.

1.22. 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.

1.23.The chairpersonof 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.

1.24. Unless standing orders provide otherwise, voting on a 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. Such a request shall be made before moving on to the next item of business on the agenda.

1.25.If prior to a meeting, a Councillor has submitted reasons for his absence at the meeting which is then approved by a resolution, such resolution shall be recorded in the minutes of the meeting at which the approval was given.

The Recording of Meetings

1.26. Subject to standing order 1.8.under the Openness of Local Government Bodies Regulations 2014 amended the Public Bodies (Admission to Meetings) Act 1960 in terms of any 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.

See also the Town Council Policy ‘Filming, Recording and Social Media Reporting of (Public) Town Council Meetings approved by the Town Council on 20th November 2014.

1.27. Minutes

The minutes of a meeting shall include an accurate record of the following:

  • the time and place of the meeting;
  • the names of councillors who are present and the names of councillors who are absent;
  • every member of the Council attending a meeting of the Council, or any of its Committees orSub-Committees of which he is a member, shall sign his name in the attendance book or sheet provided for that purpose.
  • interests that have been declared by councillors and non-councillors with voting rights;
  • the grant of dispensations (if any) to councillors and non-councillors with voting rights;
  • whether a councillor or non-councillor with voting rights left the meeting when matters that they held interests in were being considered;
  • if there was a public participation session; and the resolutions made.

1.28.Draft Minutes

  • 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.
  • 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 6.1.
  • The accuracy of draft minutes, including any amendment(s) made to them, shall be confirmed by resolution and shall be signed by the chairperson of the meeting and stand as an accurate record of the meeting to which the minutes relate.
  • If the chairperson of the meeting does not consider the minutes to be an accurate record of the meeting to which they relate, he shall sign the minutes and include a paragraph in the following terms or to the same effect:

“The chairpersonof 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.”

  • If the Council’s gross annual income or expenditure (whichever is higher) does not exceed £25,000, it shall publish draft minutes on a website which is publicly accessible and free of charge not later than one month after the meeting has taken place.
  • Subject to the publication of draft minutes in accordance with standing order 12(e) and standing order 20(a) and following a resolution which confirms the accuracy of the minutes of a meeting, the draft minutes or recordings of the meeting for which approved minutes exist shall be destroyed.

1.29. Interests

A councillor or a non-councillor with voting rights who has a disclosablepecuniary interest or another interest as set out in the Council’s code of conduct in a matterbeing considered at a meeting is subject to statutory limitations or restrictions under the code on his right to participate and vote on that matter.

1.30.Quorum

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.

See standing order 16.4 (viii) for the quorum of a committee or sub-committee meeting.

1.31.Code of Conduct & Declarations of Interest

The Code of Conduct adopted by the Council shall apply to councillors in respect of the entire meeting(of the Council, its Committees, Sub-Committees, Advisory Committees or Working Groups). An interest arising from the code of conduct adopted by the Council, the existence and nature of which is required to be disclosed by a Councillor at a meeting shall be recorded in the minutes.

1.32.Annual Meetings

aIn 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.

bIn 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.

cIf no other time is fixed, the annual meeting of the Council shall take place at 7pm.

dIn 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.

eThe first business conducted at the annual meeting of the Council shall be the election of the Chairperson and Vice-Chairperson (if there is one) of the Council.

fThe Chairperson 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.

gThe Vice-Chairperson of the Council, if there is one, unless he resigns or becomes disqualified, shall hold office until immediately after the election of the Chairperson of the Council at the next annual meeting of the Council.

hIn an election year, if the current Chairperson of the Council has not been re-elected as a member of the Council, he shall preside at the annual meeting until a successor Chairperson of the Council has been elected. The current Chairperson of the Council shall not have an original vote in respect of the election of the new Chairperson of the Council but shall give a casting vote in the case of an equality of votes.

iIn an election year, if the current Chairperson of the Council has been re-elected as a member of the Council, he shall preside at the annual meeting until a new Chairperson of the Council has been elected. He may exercise an original vote in respect of the election of the new Chairperson of the Council and shall give a casting vote in the case of an equality of votes.

jFollowing the election of the Chairperson of the Council and Vice-Chairperson (if there is one) of the Council at the annual meeting, the business shall include:

  1. In an election year, delivery by the Chairperson 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 Chairperson of the Council of his acceptance of office form unless the Council resolves for this to be done at a later date;
  1. Confirmation of the accuracy of the minutes of the last meeting of the Council;
  2. Receipt of the minutes of the last meeting of a committee;
  3. Consideration of the recommendations made by a committee;
  4. Review of delegation arrangements to committees, sub-committees, staff and other local authorities;
  5. Review of the terms of reference for committees;
  6. Appointment of members to existing committees;
  7. Appointment of any new committees in accordance with standing order 16.4.
  8. Review and adoption of appropriate standing orders and financial regulations and Code of Conduct;
  9. Review of arrangements (including legal agreements) with other local authorities, not-for-profit bodies and businesses.
  10. Review of representation on or work with external bodies and arrangements for reporting back;
  11. 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;
  12. Review of inventory of land and other assets including buildings and office equipment;
  13. Confirmation of arrangements for insurance cover in respect of all insurable risks;
  14. Review of the Council’s and/or staff subscriptions to other bodies;
  15. Review of the Council’s complaints procedure;
  16. 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 25 and 32);
  17. Review of the Council’s policy for dealing with the press/media;
  18. Review of the Council’s employment policies and procedures;
  19. Review of the Council’s expenditure incurred under s.137 of the Local Government Act 1972 or the general power of competence.
  20. Determining the time and place of ordinary meetings of the Council up to and including the next annual meeting of the Council.

1.33.Extraordinary Meetings of the Council, Committees and Sub Committees

The Chairperson of the Council may convene an extraordinary meeting of the Council at any time.

aIf the Chairperson 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.

bThe chairperson of a committee [or a sub-committee] may convene an extraordinary meeting of the committee [or the sub-committee] at any time.

c If the Chairperson of a committee (or a sub-committee) does not or refuses to call an extraordinary meeting within 4 days of having been requested by to do so by 4 councillors, those 4 councillors may convene an extraordinary meeting of a committee (or a sub-committee). The statutory public notice giving the time, venue and agenda for such a meeting must be signed by 4 councillors.

e In the month of April each year, and not less than one week prior to each Annual Meeting of the Council a Special Committee consisting of the whole members of the Council and of which Committee not less than one third of the number of the whole Council shall be a quorum shall meet to prepare a report to the Council as to the formation and duties of any Committee, or the full Council for the next municipal year.

f Except where otherwise provided by statute or a scheme, made under statutory authority, the Chairperson of the Council shall be an ex-officio member of every Standing Committee appointed by the Council.