SHALFLEET PARISH COUNCIL STANDING ORDERS-GENERAL AND FINANCIAL

EFFECTIVE:-

1. MeetingsMeetings of the parish council shall be held on the second Wednesday of each month (except Agust) unless otherwise agreed at one of the following venues: Shalfleet CE Primary School, The Shalfleet Hall, Wellow Literary Institute, or the Newbridge Community Centre at such times that are advertised.

2. Election of Chairman and Vice-Chairman.At the Annual Meeting of the Parish Council first business shall be the election of a Chairman and Vice-Chairman who at that meeting shall make and sign their declaration of office.

3. Absence of Chairman or Vice-Chairman In the absence of the Chairman and Vice-Chairman any councilor may preside exercising all the powers and duties of Chairman in relation to the conduct of the meeting.

4. Membership of Committees.

At the annual meeting of the parish council membership of committees ,sub-commitees, and representation on outside bodies shall be decided and approved.

5. QuorumThree members shall constitute a quorum, but a motion to suspend standing orders shall not be moved without notice unless two thirds of the membership are present. A council may not sit in the event that the meeting is in-quorate.

6. VotingMembers shall vote by simple show of hands.

7. Record of votingIf a member requires , the Clerk shall record the names of members who voted on a proposal so as to show votes for, against, or abstentions.

8. Casting vote.In the event of an equality of votes the Chairman shall have a second or casting vote.

9. Rules of debate.The commonly accepted rules of debate shall apply at all meetings of the council, the proposer of the motion having a right of reply.

10. Recision of a previous resolution.A decision (whether affirmative or negative) of the council shall not be reversed within a period ofsix months unless strong material new reasons arise such as to render the original decision invalid or unsafe.

11. ClerkA Clerk shall be employed by the council under such pay and conditions that are recommended by the NALC/SLCC and applicable for the current level of council activity. A written contract shall be issued within one month of commencement of employment.

Proper OfficerWhere a statute, regulation ,or order confers functions or duties on the Proper Officer of the council he/she shall be the Clerk.

12. Code of Conduct.All councilors on assuming office shall agree to be bound by the provisions of the Code of Conduct adopted by Shalfleet Parish Council in June 2012. The Clerk shall agree to be bound by an employees code should such an order be incepted.

13. Emergency Decisions

The Clerk shall be authorized to act in cases of emergency or where circumstance require appropriate expedient action, such action should be reported in full at the next meeting of the council. Where it is possible such action shall be subject to prior liaison with the Chairman or Vice-Chairman (Local Government Act 1972).

14. Questions.

a) GeneralOn every normal agenda time is allocated at the end of meetings to allow members of the public toput questions to the council, this is for information only and may involve items not on the current agenda. No decision or formal debate may take place until the said item is placed on the next agenda advertised, and considered at a subsequent meeting.

b) Right to make Representation.(i) Any member of the public wishing to make representation to the council, on an item which is considered to be the business of the council (ie agenda item) may speak at a council meetingat the start of the agenda item for a period not exceeding fifteen minutes prior to councilors formulating their comments. Members of the council will then be allowed, at the discretion of the Chairman, to ask questions to members of the public. Such representation shall be subject to prior written request submitted to the Clerk at least 24 hours prior to the meeting.

(ii) Where a group of members of the public wishes to make representation on an item which is considered to be the business of the council, and is listed on the agenda they will be required to nominate a representative, from amongst themselves to speak for a period not exceeding fifteen minutes . Such representation shall be subject to prior written notice given to the Clerk at least 24 hours before the meeting.

(iii) The Chairman will reserve the right to limit the number of speakers on any given item of business and his/her decision will be final.

(iv) If after speaking for the allotted time, any member of the public or group persistently interrupts proceedings; the Chairman, after due warning to that person/s may order that they be removed and adjourn the meeting for such a period as necessary to restore order.

(v) Any member of the council, with a prejudicial interest in any item before the council, will be entitled to attend the meeting to make representation, give evidence or answer questions in the same way as any member of the public and under the same constraints laid down by the council in these standing orders, before leaving the council chamber.

FINANCIAL STANDING ORDERS

1. Responsible Financial Officer.The Clerk shall act as the responsible financial officer of the council except where a separate officer is employed to discharge this function.

2. ExpenditureOrders for the payment of money shall be authorized by resolution of the council and signed by at least two members, the exception to this being any minor expenditure made by the Clerk under petty cash imprest arrangements.

3. Contracts.a) Where a contract for work or goods is to be issued that exceeds £5000 but does not exceed £10000, the Clerk shall give at least three weeks public notice of such intention via public notice or agenda listing. Where possible such contracts shall comply with the spirit of best value.

b) Contracts for goods or execution of works below £5000 in value may be awarded by the council as considered best providing proper estimates have been sought and consideration to value has taken place.

4. TendersContracts as defined in standing order 3a above shall be subject to tender on receipt of detailed specifications or where possible, the provision of three independent estimates.

5. Indemnity and Health and Safety All contractors executing services to the council to values as defined in standing order 3a above or in circumstances where risk is high must have fullindemnity insurance to current values as required by the Isle of Wight Unitary Council. Adherence to the provisions and requirements of all relevant and current health and safety lawis required at all times by the Parish Council

6. Internal Auditor.The council shall employ an internal auditor as defined and required by regulation 5 of the Local Government accounts and audit regulations 1996.Such person shall not be a member of the council and should possess reasonable financial experience.

7. Payments between meeting dates Payments between meeting dates including standing orders or BACS may be sanctioned provided they do not accrue beyond the approved budget heading figure and cheques bear two councillor signatures.

Signed………………………Chairman Date……………………

Signed………………………Clerk& RFO Date…………………….