STANDING ORDERS FOR TEMPLE EWELL PARISH COUNCIL
1. Meetings of the Council shall be held at the Baptist Church at 7.15pm in the evening, unless the Council decides otherwise at a previous meeting
2. The Statutory Annual Meeting (a) in an election year shall be held on the Tuesday next following the fourth day after the ordinary day of elections to the Council and (b) in a year which is not an election year shall be held on the last Tuesday in May.
3. The three other statutory meetings shall be held on the last Tuesday in the months of October, July, and January.
4. Six additional meetings shall be held on the last Tuesday in the months of February, March, April, June, September and November.
CHAIR PERSON OF THE MEETING
5. The person presiding at a meeting may exercise all the powers and duties of the Chair Person in relation to the conduct of the Meeting.
6. Where a statute, regulation or order confers functions or duties on the proper officer of the Council in the following cases, she/he shall be the clerk:-
(a) To receive declarations of acceptance of office.
(b) To receive and record notices disclosing pecuniary interests.
(c) To receive and retain plans and documents.
(d) To sign notices or other documents on behalf of the Council.
(e) To receive copies of bylaws made by the District Council.
(f) To certify copies of bylaws made by the Council.
(g) To be Responsible Finance Officer.
(h) To sign and issue summons to attend meetings of the Council
(i) To keep proper records for all Council meetings.
In any other case the proper officer shall be the person nominated by the Council and, in default of nomination, the clerk.
7. Four councillors shall constitute a quorum.
8. If a quorum is not present when the Council meets or if during a meeting the number of councillors present and (not counting those debarred by the reason of declared) interest falls below the quorum, the meeting shall be adjourned and business not transacted shall be transacted at the next meeting or on such other day as the Chair Person may fix.
9. 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.
11. (1) Subject to (2) and (3) listed below the Chair Person may give an original vote on any matter put to the vote, and in the case of an equality of votes may give a casting vote even though he gave no 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 Chair Person and Vice-Chair Person until the end of their term of office he may not give an original vote in election for the Chair Person.
(3) The person presiding must give a casting vote whenever there is an equality of votes in an election for Chair Person.
ORDER OF BUSINESS
(In an election year councillors should execute Declarations of Acceptance of Office
in each other’s presence, or in the presence of a proper officer previously
authorised by the Council to take such declaration, before the annual meeting
12. At each Annual Parish Council Meeting the first business shall be
(a) To elect a Chair Person.
(b) To receive the Chair Person’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 seek to fill any vacancies left unfilled at the election by reasons of insufficient nominations.
(d) To decide when any declarations of acceptance of office and Written Undertakings to observe the code of conduct adopted by the Council which have not been received as provided by law shall be received.
(e) To elect a Vice-Chair Person.
(f) To appoint committees.
And shall thereafter follow the order set out in Standing Order 15.
13. At every meeting other than the Annual Meeting the first business shall be to appoint a Chair Person if the Chair Person and Vice-Chair Person 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 budgets for the next year are settled the Council shall review the pay and conditions of service of existing employees (see Standing Order 20, below).
15. After the first business has been completed, the order of business, unless the Council decides otherwise on the grounds 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 reports from the Clerk
(i) To receive resolutions or recommendations in the order in which they have been notified.
(j) Any other business specified in the agenda.
(k) If necessary, to authorise the signing of orders for payment
16. A motion to vary the order of business on the ground of urgency
(a) may be proposed by the Chair Person or by any member and, if
proposed by the Chair Person, may be put to the vote without being seconded, and
(b) shall be put to the vote without discussion.
RESOLUTIONS MOVED ON NOTICE
17. Except as provided by these Standing Orders, no resolution may be moved unless the business to which it relates has 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 fourteen clear days before the next meeting of the Council, when it will be added to the agenda.
RESOLUTIONS MOVED WITHOUT NOTICE
18. Resolutions dealing with the following matters may be moved without notice:-
(a) To appoint a Chair Person 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 or amend a resolution or an amendment.
(l) To exclude the public (see Order 35 below).
(m) To silence or eject from the meeting a member named for misconduct (see Order 19 below)
(n) To invite a member having an interest in the subject matter under debate to remain.
(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 43 below).
(q) To adjourn the meeting.
All members must observe the Code of Conduct which was adopted by the Council on October 2007, a copy of which is annexed to these Standing Orders.
19. (a) No member shall at a meeting persistently disregard the ruling of the
Chair Person, wilfully obstruct business or behave irregularly, offensively, improperly or in such a manner as to bring the Council into disrepute..
(b) If, in the opinion of the Chair Person, a member has broken the
provisions of paragraph (a) of this Order, the Chair Person 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.
(c) If either of the motions mentioned in paragraph (b) is disobeyed, the
Chair Person may suspend the meeting or take such further steps as may reasonably be necessary to enforce them.
DISCUSSIONS AND RESOLUTIONS AFFECTING EMPLOYEES
OF THE COUNCIL
20. 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 public shall be excluded.