Building condition Employees, Members of the public at risk of injury caused by defect.
Regular building inspection internally and externally. Repairs carried out according to risk posed. Adequate storage facilities provided. Access/egress routes clear and in good condition – including internal and external areas. Adequate lighting inside provided. Equipment removed from use if defective. Use of electrical extension cables minimised. Use of circuit breakers on distribution board. Regular flushing of toilets by cleaner and regular hirers (weekly). Hot water cylinder is currently turned off reducing risk of harmful bacteria.
Fixed electrical installation inspected & maintained on a 5-7 year rolling programme. Portable electrical appliances tested annually by competent person. Water risk assessment to be carried out by a competent person. Obtain further advice on building schematic and requirement. Investigate use of alternative hot water heaters to reduce bacteria risk. Turn off water heaters until safety review complete. Review and monitor the green panel condition on outside of building.
Regular building inspection internally and externally.Repairs carried out according to risk posed.Adequate storage facilities provided.Access/egress routes clear and in good condition – including internal and external areas.Adequate lighting (internal & external) provided.Fixed electrical installation inspected & maintained on a 5 year rolling programme.Portable electrical appliances tested annually by competent person.Equipment removed from use if defective.Use of electrical extension cables minimised.Use of circuit breakers on distribution board.Gas installations inspected by CORGI engineer on an annual basisAsbestos survey carried out and condition of asbestos containing materials monitored.Asbestos register provided to all contractors carrying out work to the building structure.Water risk assessment carried out by a competent person.
Car park Employees Members of the public at risk of slips, trips, falls.
Surface condition regularly inspected and recorded. Defects repaired according to risk they pose. Unauthorised use (lorry parking) prohibited and monitored. Barrier inspected regularly for damage. Repairs carried out according to the risk posed. Clear visibility for oncoming traffic at entry/exit points.
Flooding of the car park to be investigated with solutions researched. Further lighting to be reviewed.
Low – Med
Surface condition regularly inspected and recorded.Defects repaired according to risk they pose.Unauthorised use (lorry parking) prohibited and monitored.Posts and markers inspected regularly and recorded.All barriers at a minimum of 2.2 metres high.Reflective strips on barriers.Width of barriers sufficient for private use only vehicles.Barrier inspected regularly for damage.Repairs carried out according to the risk posed.Lights inspected on a regular basis.Clear directional arrows/signs in place.Pavements or segregated area provided for pedestrians.Speed limit in place.Traffic calming measures in place.Separate entry and exit points.Clear visibility for oncoming traffic at entry/exit points.
Fire Employees, Members of the public at risk of Burns, Smoke inhalation, Death
Fire exits clearly marked and hirers to keep clear at all times. Users have mobile phones. First aid firefighting equipment available and maintained (recorded). Electrical equipment and installations inspected and well maintained (recorded). Employees advised on the safe use of extinguishers. Fire safety instructions given to hirers/users as part of hire agreement. Limited storage of flammable substances.
Separate fire risk assessment for site. Recorded inspection of the premises on a regular basis.
See fire risk assessment for site.Fire safety instructions given to hirers/users as part of hire agreement.Fire exits clearly marked and hirers to keep clear at all times.Access to emergency phone provided.Caretaker on site during event to monitor safety.First aid fire fighting equipment available and maintained (recorded).Fire detection system which alerts Fire Authority / Security Co. installed and maintained (recorded).Fire evacuation drills carried out and recorded.Adequate lighting installed and maintained.Electrical equipment and installations inspected and well maintained (recorded).Employees trained in fire awareness and or the safe use of extinguishers.Limited storage of flammable substances.External waste bins secured in a purpose built compound or at a distance of 8m or more from the building.Recorded inspection of the premises on a regular basis.
Security Employees at risk of arson, vandalism, injury
Regular premises inspections. Wooden entrance doors and steel roller shutter windows installed. Visibility of the building improved by cutting back surrounding vegetation.
CCTV cameras to be cleaned of dust by village operative. Review the access and security of IT equipment
Regular premises inspections.Steel entrance doors and steel roller shutter windows installed.Roof-light grilles, anti-climb barriers and paint, etc installed together with suitable warning signs.Visibility of the building improved by cutting back surrounding vegetation.Adequate lighting provided where the building is overlooked by neighbours.Intruder alarm, installed and maintained by a National Security Inspectorate (NSI) approved company with signaling to an alarm monitoring station.Intruder alarm system incorporates a high decibel interval sounder to discourage intruders from remaining in the building.Police or security firm response to intruder alarm activations. Key holders do not respond to an alarm activation alone
Hiring out facility Employees. Members of the public at risk of fire / injury
Check hall is considered suitable for activity. Request a risk assessment be completed for non-standard or large scale events.
Provide a hiring of facility risk assessment. Review the Kids club risk assessment suggestions from BANES
Provide a hiring of facility risk assessment.Hall considered suitable for activity.
Slips, trips and falls Employees Members of the public at risk of injury
Mops and bucket readily available to users for cleaning and drying of spillages. Hand towels available in kitchen and each toilet area. Building regularly inspected for defects. Defects repaired according to the risk posed. Wet weather ‘walk mat’ in situ at the main entrance.
Mops and buckets readily available to users for cleaning and drying of spillages.Building regularly inspected for defects.Carpets professionally fitted.Defects repaired according to the risk posed.Wet weather ‘walk mats’ used.
Hazardous substances Employees, Members of the public, Contract cleaners at risk of Burns/ rashes/ eye injuries/ poisoning
Non or least hazardous substances used where possible. Hazardous chemicals kept securely in locked cupboard. Chemicals supplied by competent suppliers. Use of professional cleaning contractor experienced in use of chemicals. Protective equipment provided where necessary. Storage facilities limited to authorised employees.
Hazard data sheets provided. COSHH assessments completed / obtained.
Non or least hazardous substances used where possible.Hazardous chemicals in locked cupboard.Chemicals supplied by competent suppliers.Employees trained in use of chemicals.Protective equipment provided where necessary.Storage facilities limited to authorised employeesHazard data sheets provided.COSHH assessments completed / obtained.
Lone working Employees at risk of Illness, Injury, Violence
Limited public opening times / by arrangement only. Hall / pavilion doors locked at times of lone working. Landline and or mobile telephone available. First aid equipment available.
CCTV coverage of exterior in place. Cleaning contractor and other lone workers advised to keep doors locked when working alone.
Limited public opening times.Hall / pavilion doors locked at times of lone working.Landline and or mobile telephone available.CCTV coverage of vulnerable areas.First aid equipment available.Logging in and out procedures adopted and monitored.
Cash handling and collections Employees at risk of violence, theft
No cash handling identified on site. Only authorised employees allowed to handle cash associated with the Village Hall and where cash is handled this is low value. Cash handling is kept to a minimum. Hirer is responsible for own class cash handling.
Sources of cash handling identified.Only authorised employees allowed to handle cash.Cash is kept to a minimum.Safe used to store cash.Restricted access to safe keys.Employees trained in procedures.Employees instructed to hand over monies if confronted.
Unsociable behaviour Employees. Members of the public at risk of injury
Communications available. Police notified. Employees advised/trained in ‘challenging behaviour’. Lone working not advised after dark.
Hirer to undertake a Risk Assessment for events and provide a copy of this to the Clerk with proof of public liability insurance cover and TENS licence if appropriate.
Stewards to be present at organised events.Communications available.Police notified.Employees advised/trained in ‘challenging behaviour’.No lone working after dark.
COVID-19 Employees, members of public at risk of infection.
Hire of Hall to be limited to events that can be shown to comply with government guidelines for CODIV-19 secure events. Hall hirers to provide a risk assessment. Wear a face covering in enclosed public spaces where there are people you do not normally meet. Hirers to maintain regular cleaning, with attention on touch points such as door handles, taps and light switches. Review and maintain social distance guidelines. Consider use of a one way system, with any entrance or exit monitored to prevent unwanted visitors. Use staggered entry and exit times for groups. Advise users of safe disposal and removal of waste such as PPE equipment and tissues. Hand sanitiser to be provided in lobby. Require covid-19 secure risk assessment from users. Require reporting of any potential infection incidents to Clerk. Limit groups to 25 people maximum in Hall or 10 people max in lobby to allow for safe social distancing relative to venue size. Hirers to bring their own disposable cups, plates and cutlery for food. All bookings to be subject to cancellation at short notice. Hall cleaner arrangements to be monitored and reviewed. See also: (separate risk assessment template for hirers) http://www.templecloud.org.uk/covid-19-hall-risk-assessment-for-hirers/ See also government guide: https://www.gov.uk/government/publications/staying-alert-and-safe-social-distancing/staying-alert-and-safe-social-distancing-after-4-july
Provide suitable posters to remind users of hygiene and guidelines. Review a multiple entry and exit strategy with one way system.
Track and trace registration of users.Stagger events to allow a 3 day gap to reduce surface contamination risks.Wear a face covering in enclosed public spaces where there are people you do not normally meet
Reviewed and approved by Parish Council March 2020
Reviewed and updated by Clerk July 2020, awaiting council approval.
We currently require a risk assessment from any hirers wishing to use the Hall that demonstrates that the organisers have planned to comply with government guidelines on COVID-19 social distancing.
Please use this template as a guide to produce your own risk assessment. The main Hall is about 9m x 13m size and therefore we recommend a limit of 25 people in the main hall. We recommend a limit of 10 people in the lobby.
Cleanliness of hall and equipment, especially after other hires
Other hirers or hall cleaner have not cleaned hall or equipment used to standard required. Our group leaves hall or equipment without cleaning.
Hirer to check with clerk when hall is cleaned and to make sure regularly used surfaces are cleaned before, during and after hire e.g. tables, sinks, door and toilet handles.
Can we bring our own equipment?
Managing Social distancing and especially people attending who may be vulnerable
People do not maintain 2 m social distancing
Advise group they must comply with social distancing as far as possible and use one-way system and staggered arrival / departure. Adopt layout advised. Limit numbers using toilets at once. Require use of face masks if meeting people outside your immediate ‘bubble’
Should we avoid use of kitchen – ask people to BYO food and drink? Allow older people time to use toilets without others present.
Transmission to other members of group
Catch It, Bin It, Kill It. Encourage group to avoid touching mouth, eyes, and nose. Hirer to provide tissues, ask all to dispose into a bin or disposable rubbish bag, then wash or sanitise hands.
Remember to bring tissues and hand sanitiser. Remember to empty any bins used into kitchen bin at end of hire.
Transmission to other members of group and premises
Advise group to use sanitiser on entering and exiting the hall, to wash hands regularly using soap and paper towels.
Someone falls ill with COVID19 symptoms
Transmission to other members of group and premises
Follow hall instructions. Move person to safe area, obtain contacts, inform clerk.
Draft version updated by Clerk, pending Council review, July 2020
The Parish Council have agreed in their July meeting to partially open the village hall to allow organisations that are COVID-19 secure to hire the venue. These organistation need to provide a risk assessment to demonstrate that they are able to comply with government guidelines. A draft guide as been published pending final approval of the Council, which can be reviewed here: http://www.templecloud.org.uk/covid-19-hall-risk-assessment-for-hirers/
Following the government advice on codonavirus to avoid unnecessary social contact and to avoid gathering in groups, we are temporarily closing the village hall. We appreciate how difficult this situation is for our hirers and the local community and we ask our hirers to refer to and follow the government guidelines. We will review the situation regularly to see when it is suitable to reopen.
Booking fees can be returned without any cancellation fees. You may also postpone your refund and booking to a future date. If you ask us to postpone, the offer of a refund still stands if you still have to cancel due to the coronavirus situation.
The Hall will be made available for meetings or events necessary to assist with efforts to alleviate the effects of the virus outbreak.
When the circumstances improve, we would very much welcome your bookings again. If it will help, you are also welcome to make future provisional bookings to reserve the date on the same understanding that if they need to be cancelled due to government guidelines, we will not require payment.
We would insist that all users of the hall consider their usage and act with regard to the health and wellbeing of their groups and the community.
TEMPLE CLOUD WITH CAMELEY PARISH COUNCIL: STANDING ORDERS
These Standing Orders were adopted by the Council at its Meeting held on 12th April 2017.
Standing Orders are our written rules. Some rules are required by law (these are in bold type); others have been adopted as good practice. They are used to confirm our organisational, administrative and procurement procedures and procedural matters for meetings. Our overall aim is to make our proceedings as transparent and efficient as we can, and as such meetings will be kept as informal as possible, within the bounds of statutory regulation.
1.1. It is the duty of councillors to attend the meetings of Temple Cloud with Cameley Parish Council and, as well as stating their own views, to fairly represent the views and needs of the community.
1.2. In addition to the statutory Annual Meeting of the Parish Council, at least three other ordinary meetings shall be held in each year on such dates and times as the Council directs. The time of the meeting of the Council is to be agreed at the Annual Parish Council Meeting for that year.
1.3. Meetings of the Council shall be held at 7.30pm on the second Tuesday of every month, unless the Council decides otherwise at a previous meeting.
1.4. 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.
1.5. 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.
ADMISSION OF THE PUBLIC / PRESS & PUBLIC PARTICIPATION
2.1. 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.
2.2. There shall normally be a public session at the start of all meetings of the Council, which may last up to 15 minutes, or longer at the Chairman’s discretion. A member of the public shall not speak for more than 5 minutes unless at the discretion of the Chairman.
2.3. Members of the public and press may make representations, ask and answer questions and give evidence on any matter affecting or of concern at the public session, by addressing the Chairman.
2.4. 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.
2.5. District Councillor Ward Members and representatives of the District Council, Police and other services or organisations may be invited to attend and make brief reports during the public session of a Council meeting, on matters affecting or of concern to the parish.
2.6. Photographing, recording, broadcasting or transmitting the proceedings of a meeting by any means is permitted unless the public are excluded by reason of the confidential nature of the business or where publicity would be prejudicial to the public interest. The public are requested to notify the clerk if they intend to film a meeting in order that necessary arrangements can be made.
3.1. All councillors and non-councillors with voting rights must observe the Code of Conduct adopted by the Council.
3.2. Councillors shall treat each other with mutual respect, listen to the points of view of others, and address the Chairman when speaking. If two or more councillors wish to speak, the Chairman shall decide who to call upon.
3.3. No-one shall obstruct the transaction of business at a meeting or behave offensively or improperly, or in such a manner as to bring the Council into disrepute. If this Standing Order is ignored, the Chairman of the meeting shall request such person(s) to moderate or improve their conduct.
3.4. If person(s) disregard the request of the Chairman of the meeting to moderate or improve their conduct, any councillor or the Chairman of the meeting may move that the person be no longer heard or excluded from the meeting. The motion, if seconded, shall be put to the vote without discussion.
3.5. If a resolution made under Standing Order 3.4 above is ignored, the Chairman 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.
DECLARATIONS OF INTEREST AND DISPENSATIONS
4.1. All members of the Council shall be issued with a copy of the Code of Conduct on joining the council and all members shall conform to the Code of Conduct. 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. All members have to provide a record of their disclosable pecuniary interests in a public register of interest. Members must tell the Monitoring Officer at B&NES Council in writing within 28 days of taking office, or within 28 days of any change to the members register of interests of any interest which fall within the categories set out in the Code of Conduct.
4.3. Unless 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.
4.4. If a member has a non-pecuniary interest he shall declare such interest as soon as it becomes apparent, disclosing the existence and nature of the interest as required. The member may speak on the matter and not vote.
4.5. Dispensation requests shall be in writing and submitted to the Clerk as soon as possible before the meeting, or failing that, at the start of the meeting for which the dispensation is required.
4.5. A dispensation request shall confirm:
4.5.1. the description and the nature of the disclosable pecuniary interest or other interest to which the request for the dispensation relates;
4.5.2. whether the dispensation is required to participate at a meeting in a discussion only or a discussion and a vote;
4.5.3. the date of the meeting or the period (not exceeding four years) for which the dispensation is sought; and
4.5.4. an explanation as to why the dispensation is sought.
4.6. Subject to Standing Orders 4.5 and 4.6 above, dispensation requests shall be considered by the Clerk before the meeting or, if this is not possible, at the start of the meeting for which the dispensation is required.
4.7. A dispensation may be granted in accordance with Standing Order 4.9 below if, having regard to all relevant circumstances the following applies:
4.7.1. 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 or
4.7.2. granting the dispensation is in the interests of persons living in the Council’s area or
4.7.3. it is otherwise appropriate to grant a dispensation.
4.8. A decision as to whether to grant a dispensation shall be made by the Clerk and that decision is final.
QUORUM OF THE COUNCIL
5.1. 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. Three councillors shall constitute a quorum at Parish Council meetings.
5.2. 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. The Clerk, in consultation with the Chairman and Vice Chairman shall be authorised to progress any business that is considered essential to the continued running of the Council (subject to s101 LGA1972).
For the quorum of a committee or sub-committee, see Standing Order 14.1.5.
ORDINARY COUNCIL MEETINGS
6.1. The Chairman, if present, shall preside at a meeting. If the Chairman is absent from a meeting, the Vice-Chairman, if present, shall preside. If both the Chairman and the Vice-Chairman are absent from a meeting, a councillor as chosen by the councillors present at the meeting shall preside at the meeting.
6.2. The person presiding at a meeting may exercise all the powers and duties of the Chairman in relation to the conduct of the meeting.
6.3. The order of business at ordinary Council meetings shall be: 6.3.1. To receive any apologies for absence and approve the reasons given
6.3.2. To receive any declarations of interests or dispensations
6.3.3. To approve the accuracy of the minutes of the last meeting. If the draft minutes have been circulated to councillors beforehand, they shall be taken as read.
6.3.4. To receive and consider reports and minutes of committees
6.3.5. To consider motions or recommendations
6.3.6. To authorise payments
6.3.7. To note the year to date budget and bank balances
6.4. A motion to vary the order of business on the ground of urgency, or for any other reason, may be proposed by the Chairman or by any councillor, and if proposed by the Chairman, may be put to the vote without being seconded; and shall be put to the vote without discussion.
HOW DECISIONS ARE MADE
7.1. The Council and its Committees take decisions by means of voting on a motion at meetings. A motion is a proposal which is discussed and voted upon, and a simple majority decides. The outcome then forms a resolution upon which the Council acts.
7.2 A delegated power enables the Clerk to make day to day decisions relating to the running of Temple Cloud Village Hall in line with existing Financial Regulations and Parish Council Policy. The strategic direction, overall vision and etc. will be reviewed on a quarterly basis and agreed by the Parish Council.
7.3. A motion shall relate to the responsibilities of the meeting which it is tabled for and in any event must 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.
7.4. Except as provided by these Standing Orders, no motion may be moved at a meeting unless the business to which it relates it is on the agenda and the mover has given written notice of its wording to the Clerk at least 7 clear days before the meeting. Clear days do not include the day of the notice or the day of the meeting.
7.5. Significant proposals shall be supported by a short paper explaining the recommendations, which will be published with the agenda for the meeting.
7.6. The Clerk may correct obvious grammatical or typographical errors in the wording of the motion.
7.7. If the Clerk considers the wording of a motion is not clear in meaning, the motion shall be rejected until the mover of the motion resubmits it in writing to the Clerk so that it can be understood at least 7 clear days before the meeting.
7.8. If the wording or subject of a proposed motion is considered improper, the Clerk 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.
7.9. Subject to Standing Order 7.6 above, the decision of the Clerk as to whether or not to include the motion on the agenda shall be final.
7.10 The following motions may be moved at a meeting without prior written notice to the Clerk;
7.10.1. to correct an inaccuracy in the draft minutes of a meeting;
7.10.2. to move to a vote;
7.10.3. to defer consideration of a motion;
7.10.4. to refer a motion to a particular committee or sub-committee;
7.10.5. to appoint a person to preside at a meeting;
7.10.6. to change the order of business on the agenda;
7.10.7. to proceed to the next business on the agenda;
7.10.8. to require a written report;
7.10.9. to appoint a committee or sub-committee and their members;
7.10.10. to extend the time limits for speaking;
7.10.11. to exclude the press and public from a meeting in respect of confidential or sensitive information which is prejudicial to the public interest;
7.10.12. to not hear further from a councillor or a member of the public;
7.10.13. to exclude a councillor or member of the public for disorderly conduct;
7.10.14. to temporarily suspend the meeting;
7.10.15. to suspend a particular Standing Order (unless it reflects mandatory statutory requirements); 7.9.16. to adjourn the meeting; or 7.9.17. to close a meeting.
7.11. A resolution shall not be reversed within six months except either by a special motion, which requires written notice by at least four councillors to be given to the Parish Clerk in accordance with Standing Order 7.3 above, or by a motion moved in pursuance of the recommendation of a committee or a subcommittee.
7.12. When a motion moved pursuant to Standing Order 7.10 above has been disposed of, no similar motion may be moved within a further six months.
7.13. Subject to standing orders which indicate otherwise, anything authorised or required to be done by, to or before the Chairman of the Council may in his absence be done by, to or before the Vice Chairman of the Council.
HANDLING MOTIONS AND AMENDMENTS
8.1. Motions on the agenda shall be considered in the order that they appear unless the order is changed at the discretion of the Chairman of the meeting.
8.2. A motion on the agenda that is not moved by its proposer may be treated by the Chairman of the meeting as withdrawn.
8.3. If a motion (including an amendment) has been seconded, it may be withdrawn by the proposer only with the consent of the seconder and the meeting.
8.4. An amendment is a proposal to remove or add words to a motion. It shall not negate the motion.
8.5. If an amendment to the original motion is carried, the original motion as amended becomes the substantive motion upon which further amendment(s) may be moved.
8.6. A councillor may move an amendment to his own motion if agreed by the meeting. If a motion has already been seconded, the amendment shall be with the consent of the seconder and the meeting.
8.7. If there is more than one amendment to an original or substantive motion, the amendments shall be moved in the order directed by the Chairman.
8.8. Subject to Standing Order 8.9 below, only one amendment shall be moved and debated at a time, the order of which shall be directed by the Chairman of the meeting.
8.9. One or more amendments may be discussed together if the Chairman of the meeting considers this expedient but each amendment shall be voted upon separately.
8.10. A councillor may not move more than one amendment to an original or substantive motion.
8.11. The mover of an amendment has no right of reply at the end of debate on it.
8.12. Where a series of amendments to an original motion are carried, the mover of the original motion shall have a right of reply either at the end of debate of the first amendment or at the very end of debate on the final substantive motion immediately before it is put to the vote.
8.13. Unless permitted by the Chairman of the meeting, a councillor may speak once in the debate on a motion except:
8.13.1. to speak on an amendment moved by another councillor;
8.13.2. to move or speak on another amendment if the motion has been amended since he last spoke;
8.13.3. to make a point of order;
8.13.4. to give a personal explanation; or
8.13.5. in exercise of a right of reply.
8.14. During the debate of a motion, a councillor may interrupt only on a point of order or a personal explanation and the councillor who was interrupted shall stop speaking. A councillor raising a point of order shall identify the Standing Order which he considers has been breached or specify the other irregularity in the proceedings of the meeting he is concerned by.
8.15. A point of order shall be decided by the Chairman of the meeting and his decision shall be final.
8.16. When a motion is under debate, no other motion shall be moved except:
8.16.1. to amend the motion;
8.16.2. to proceed to the next business;
8.16.3. to adjourn the debate;
8.16.4. to put the motion to a vote;
8.16.5. to ask a person to be no longer heard or to leave the meeting;
8.16.6. to refer a motion to a committee or sub-committee for consideration;
8.16.7. to exclude the public and press;
8.16.8. to adjourn the meeting; or
8.16.9. to suspend particular Standing Order(s) excepting those which reflect mandatory statutory requirements.
8.17. 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.
8.18. Excluding motions moved under Standing Order 8.16 above, the contributions or speeches by a councillor shall relate only to the motion under discussion and shall not exceed 5 minutes without the consent of the Chairman of the meeting.
9.1. Voting 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 voted for or against that question, or abstained. Such a request must be made before moving on to the next item of business on the agenda.
9.2. The Chairman 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 his casting vote whether or not he gave an original vote.
9.3. Where more than two persons have been nominated for a position to be filled by the Council and none of those persons has received an absolute majority of votes in their favour, the name of the person having the least number of votes shall be struck off the list and a fresh vote taken. This process shall continue until a majority of votes is given in favour of one person. A tie in votes may be settled by the casting vote exercisable by the Chairman of the meeting.
See Standing Order 12.7 below for the different rules that apply in the election of the Chairman of the Council at the annual meeting of the Council
9.4 A secret ballot may be requested by at least two members when electing the Chairman, Vice Chairman or when voting on co-option.
MINUTES AND DRAFT MINUTES
10.1. The minutes of a meeting shall include an accurate record of the following:
10.1.1. the time and place of the meeting;
10.1.2. the names of councillors present and absent;
10.1.3. interests that have been declared by councillors and non-councillors with voting rights;
10.1.4. whether a councillor or non-councillor with voting rights left the meeting when matters that they
held interests in were being considered;
10.1.5. if there was a public participation session;
10.1.6. if the public were excluded for any part of the meeting, together with the reasons for their exclusion, and
10.1.7. the resolutions made.
10.2. There shall be no discussion about the draft minutes of a preceding meeting except in relation to their accuracy. Corrections to the minutes must be made by resolution and must be initialled by the Chairman.
10.3. The accuracy of draft minutes, including any amendment(s) made to them, shall be confirmed by resolution and shall be signed by the Chairman of the meeting and stand as an accurate record of the meeting to which the minutes relate.
10.4. If the Chairman 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 Chairman 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.”
10.5. Upon 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.
CONFIDENTIAL BUSINESS AND SENSITIVE INFORMATION
11.1 The agenda, papers that support the agenda and the minutes of a meeting shall not disclose or otherwise undermine confidential or sensitive information which for special reasons would not be in the public interest.
11.2 Councillors and staff shall not disclose confidential or sensitive information which for special reasons would not be in the public interest.
THE STATUTORY ANNUAL COUNCIL MEETING
12.1. In an election year, the annual meeting of the Council shall be held on or within 14 days following the day on which the new councillors elected take office.
12.2. 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 may direct.
12.3. If no other time is fixed, the annual meeting of the Council shall take place at 6pm.
12.4. The Chairman 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.
12.5. The Vice-Chairman of the Council, if any, unless he resigns or becomes disqualified, shall hold office until immediately after the election of the Chairman of the Council at the next annual meeting of the Council.
12.6. In an election year, if the current Chairman of the Council has not been re-elected as a member of the Council, he shall preside at the meeting until a successor Chairman of the Council has been elected. The current Chairman of the Council shall not have an original vote in respect of the election of the new Chairman of the Council but must give a casting vote in the case of an equality of votes.
12.7. In an election year, if the current Chairman of the Council has been re-elected as a member of the Council, he shall preside at the meeting until a new Chairman of the Council has been elected. He may exercise an original vote in respect of the election of the new Chairman of the Council and must give a casting vote in the case of an equality of votes.
12.8. The order of business at the statutory Annual Council Meeting shall be:
12.8.1. to elect a Chairman of the Council;
12.8.2. to receive the Chairman’s declaration of acceptance of office or, if not then received, to decide when it shall be received;
12.8.3. to elect a Vice-Chairman of the Council;
12.8.4. to receive the Vice Chairman’s declaration of acceptance of office or, if not then received, to decide when it shall be received;
12.8.5. in an election year, to receive councillors’ declarations of acceptance of office or, if not then received, to decide when they shall be received;
12.8.6. in an election year, to fill any vacancies left unfilled at the election by reason of insufficient nominations;
12.8.7. to appoint committees and working parties, and to review their terms of reference;
12.8.8. to appoint representatives to outside bodies;
12.8.9. to review and adopt Standing Orders and Financial Regulations
12.8.10.to review such other policies and procedures as may be necessary
12.8.11.to adopt a schedule of Council meetings up to and including the next statutory annual meeting and shall thereafter follow the order set out in Standing Order 6.3.
EXTRAORDINARY COUNCIL MEETINGS
13.1. The Chairman may at their discretion summon an extraordinary meeting of Council.
13.2. If the Chairman of the Council does not or refuses to 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 must be signed by the two councillors.
14.1. The Council may appoint standing committees or other committees as may be necessary, and:
14.1.1. shall determine their terms of reference;
14.1.2. shall permit a committee to determine the number and time of its meetings;
14.1.3. shall, subject to Standing Orders 14.3 and 14.4, appoint and determine the terms of office of members of such a committee. A term of office may not exceed the next Annual Council Meeting;
14.1.4. shall, after it has appointed the members of a committee, appoint the Chairman of the standing committee;
14.1.5. shall determine the quorum for a meeting of a committee and a sub-committee which shall be no less than three;
14.1.6. 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; and
14.1.7. may dissolve a committee.
14.2. Unless the Council determines otherwise, a committee may appoint a sub-committee whose terms of reference and members shall be determined by the committee.
14.3. The members of a committee may include non-councillors unless it is a committee which regulates and controls the finances of the Council.
14.4. Unless the Council determines otherwise, all the members of an advisory committee and a sub-committee of the advisory committee may be non-councillors, unless it is an advisory committee or sub- committee which regulates and controls the finances of the Council.
14.5. The Chairman of a committee or a sub-committee may convene an extraordinary meeting of the committee or the sub-committee at any time.
14.6. If the Chairman of a committee (or a sub-committee) does not or refuses to call an extraordinary meeting within 7 working days of having been requested by to do so by 2 members of the committee (or the sub-committee), any 2 members of the committee (and the sub-committee) may convene an extraordinary meeting of a committee (and a sub-committee).
15.1. The Proper Officer shall be the Parish Clerk.
15.2. The Council may appoint an appropriate person to undertake the work of the Proper Officer when the Proper Officer is absent.
15.3. The Clerk shall:
15.3.1. at least three clear days before a meeting of the Council, a committee and a sub-committee serve on councillors a summons, by email confirming the time, place and the agenda provided that any such email contains the electronic signature and title of the Clerk.
15.3.2. give public notice of the time, place and agenda at least three clear days before a meeting of the council or a meeting of a committee or a sub-committee (provided that the public notice with agenda of an extraordinary meeting of the council convened by councillors is signed by them);
15.3.3. convene a meeting of full Council for the election of a new Chairman of the Council, occasioned by a casual vacancy in his office;
15.3.3. have delegated authority to declare a casual vacancy;
15.3.4. facilitate inspection of the minutes of Council and committee meetings by local government electors;
15.3.5. receive and retain copies of byelaws made by other local authorities;
15.3.6. retain acceptance of office forms from councillors;
15.3.7. retain a copy of every councillor’s register of interests;
15.3.8. assist with responding to requests made under the Freedom of Information Act 2000 and Data Protection Act 1998, in accordance with and subject to the Council’s policies and procedures relating to the same;
15.3.9. receive and send general correspondence and notices on behalf of the Council except where there is a resolution to the contrary;
15.3.10.manage the organisation, storage of, access to and destruction of information held by the Council in paper and electronic form;
15.3.11.arrange for legal deeds to be executed;
15.3.12.arrange or manage the prompt authorisation, approval, and instruction regarding any payments to be made by the Council in accordance with the Council’s financial regulations;
15.3.13.record every planning application notified to the Council and the Council’s response to the local planning authority;
15.3.14.refer a planning application received by the Council to the Chairman or in his absence the Vice-Chairman of the Council within two working days of receipt, and to facilitate an extraordinary meeting if the nature of a planning application requires consideration before the next ordinary meeting of the Council ;
15.3.15.keep proper records for all Council and committee meetings, and other Council business
15.3.16.manage access to information about the Council via the publication scheme; and
CODE OF CONDUCT COMPLAINTS
16.1. Upon notification by the District or 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 Clerk shall, subject to Standing Order 11 above, report this to the Council.
16.2. Where the notification in Standing Order 16.1 above relates to a complaint made by the Clerk, the Clerk shall notify the Chairman of Council of this fact, and the Chairman shall nominate an appropriate person to assume the duties of the Clerk 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 16.4 below.
16.3. The Council may:
16.3.1. provide information or evidence where such disclosure is necessary to progress an investigation of the complaint or is required by law;
16.3.2. seek information relevant to the complaint from the person or body with statutory responsibility for investigation of the matter.
16.4. Upon notification by the District or 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.
RESPONSIBLE FINANCIAL OFFICER
17.1. The Responsible Financial Officer shall be the Clerk.
17.2. The Council may appoint an appropriate person to undertake the work of the Responsible Financial Officer when the Responsible Financial Officer is absent.
ACCOUNTS AND ACCOUNTING STATEMENTS
18.1. “Proper practices” in Standing Orders refer to the most recent version of Governance and Accountability for Local Councils – a Practitioners’ Guide (England).
18.2. All payments by the Council shall be authorised, approved and paid in accordance with the law, proper practices and the Council’s financial regulations.
18.3. The Responsible Financial Officer shall supply to each councillor as soon as practicable a statement to summarise:
18.3.1. the Council’s receipts and payments for the previous month;
18.3.2. the Council’s aggregate receipts and payments for the year to date;
18.3.3. the balances held at the end of the month being reported
18.3.4. and which includes a comparison with the budget for the financial year and highlights any actual or
18.4. As soon as possible after the financial year end at 31 March, the Responsible Financial Officer shall provide:
18.4.1. each councillor with a statement summarising the Council’s receipts and payments for the last month and the year to date for information; and
18.4.2. to the full Council the accounting statements for the year in the form of Section 1 of the annual return, as required by proper practices, for consideration and approval.
18.5. The year-end accounting statements shall be prepared in accordance with proper practices and applying the form of accounts determined by the Council (receipts and payments, or income and expenditure) for a year to 31 March. A completed draft annual return shall be presented to each councillor before the end of the following month of May. The annual return of the Council, which if subject to external audit, including the annual governance statement, shall be presented to Council for consideration and formal approval before 30 June, or such date as the external auditors request.
FINANCIAL CONTROLS AND PROCUREMENT
19.1. 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:
19.1.1. the keeping of accounting records and systems of internal controls;
19.1.2. the assessment and management of financial risks faced by the Council;
19.1.3. 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;
19.1.4. the inspection and copying by councillors and local electors of the Council’s accounts and/or orders of payments; and
19.1.5. The Councils Procurement Policy sets out a framework for dealing with contracts and tenders including the setting of values for different procedures where a contract has an estimated value of less than £10,000.
19.2. Financial regulations shall be reviewed regularly and at least annually for fitness of purpose.
19.3. Financial regulations shall confirm that a proposed contract for the supply of goods, materials, services and the execution of works with an estimated value in excess of £10,000 shall be procured on the basis of a formal tender as summarised in the council’s Procurement Policy which must be followed at all times.
ESTIMATES AND PRECEPT
20.1. The Parish Council shall endeavour to approve its budgets for the coming financial year at its meeting in the month of January.
HANDLING STAFF MATTERS
21.1. A matter personal to a member of staff that is being considered by a meeting of Council, is treated as confidential business and is subject to Standing Order 11 above.
21.2. The members of the HR Working Group shall conduct a review of the performance and annual appraisal of the work of the Clerk. The review and appraisal shall be reported in writing to the Parish Council and are subject to approval by resolution.
21.3. The Clerk shall conduct an annual appraisal of all other paid employees. These shall be reported to the Parish Council.
21.4. The Council’s most senior member of staff shall notify the members of the HR Working Party of absence occasioned by illness or other reason which can be reported to the full council if required.
21.5. Subject to the Council’s policy regarding the handling of grievance matters, the Council’s most senior employee (or other employees) shall contact the Chairman and HR Working Group in respect of an informal or formal grievance matter, and this matter shall be reported back and progressed by resolution of the Council.
21.6. Subject to the Council’s policy regarding the handling of grievance matters, if an informal or formal grievance matter raised by an employee relates to a member of the HR Working Group, this shall be communicated to another member of the HR Working Group, which shall be reported back and progressed by resolution of the Parish Council.
21.7. Any persons responsible for all or part of the management of staff shall treat the written records of all meetings relating to their performance, capabilities, grievance or disciplinary matters as confidential and secure.
21.8. The Council shall keep all written records relating to employees secure. All paper records shall be secured and locked and electronic records shall be password protected.
21.9. Only members of the HR Working Group shall have access to staff records referred to in Standing Orders 21.7 and 21.8 above if so justified.
21.10. Access and means of access by keys and/or computer passwords to records of employment referred to in Standing Orders 21.7 and 21.8 above shall be provided only to the post holder, the Clerk and the Chairman of the Council.
REQUESTS FOR INFORMATION
22.1. Requests for information held by the Council shall be handled in accordance with the Council’s policy in respect of handling requests under the Freedom of Information Act 2000 and the Data Protection Act 1998.
22.2. Correspondence from, and notices served by, the Information Commissioner shall be referred by the Clerk to the Chairman of the Council. The said Chairman shall have the power to do anything to facilitate compliance with the Freedom of Information Act 2000.
RELATIONS WITH THE PRESS AND MEDIA
23.1. 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, or in his absence, the Chairman.
23.2. Councillors shall not provide oral or written statements or written articles to the press or other media that purport, or may be construed, to be on behalf of the Council.
EXECUTION AND SEALING OF LEGAL DEEDS
24.1. A legal deed shall not be executed on behalf of the Council unless authorised by a resolution.
24.2. Subject to Standing Order 24.1 above, any two councillors may sign, on behalf of the Council, any deed required by law and the Clerk shall witness their signatures.
The above is applicable to a Council without a common seal. See also Standing Orders 15.3.11 and 15.3.17 above.
RESTRICTIONS ON COUNCILLOR ACTIVITIES
25.1. Unless authorised by a resolution, no councillor shall:
25.1.1. inspect any land and/or premises which the Council has a right or duty to inspect; or
25.1.2. issue orders, instructions or directions.
STANDING ORDERS GENERALLY
26.1. All or part of a Standing Order, except one that incorporates mandatory statutory requirements, may be suspended by resolution in relation to the consideration of an item on the agenda for a meeting.
26.2. A motion to add to or vary or revoke one or more of the Council’s Standing Orders, except one that incorporates mandatory statutory requirements, shall be proposed by a special motion, the written notice by at least 5 councillors to be given to the Clerk in accordance with Standing Order 7.3 above.
26.3. The decision of the Chairman of a meeting as to the application of Standing Orders at the meeting shall be final.
26.4. The Clerk shall provide a copy of the Council’s Standing Orders to a councillor as soon as possible after he has delivered his acceptance of office form, and, shall publish them.
12th April 2017
Council to consider approval
10th May 2017
Change to recording
10th Jan 2018
1.3 new start time of 7.00pm agreed by resolution of the council on 10/01/18.
13th June 2018
Order 7 updated (7.2) to include a delegated power to enable the Clerk to make day to day decisions on the running of Temple Cloud Village Hall in line with existing Financial Regulations and Parish Council Policy. The strategic direction, overall vision and etc. will be reviewed on a quarterly basis and agreed by the Parish Council. Existing items re-numbered accordingly.
11th July 2018
1.3 start time changed back to 7.30pm agreed by resolution of the council on 11/07/18.
Day of meeting updated to reflect resolution of council. Public participation updated to be ‘normally’ at the start of the meeting to allow flexibility of order if required.
1.1. These financial regulations govern the conduct of financial management by the council and may only be amended or varied by resolution of the council. Financial regulations are one of the council’s three governing policy documents providing procedural guidance for members and officers. Financial regulations must be observed in conjunction with the council’s standing orders and any individual financial regulations relating to contracts.
1.2. The council is responsible in law for ensuring that its financial management is adequate and effective and that the council has a sound system of internal control which facilitates the effective exercise of the council’s functions, including arrangements for the management of risk.
1.3. The council’s accounting control systems must include measures:
1.3.1. for the timely production of accounts;
1.3.2. that provide for the safe and efficient safeguarding of public money;
1.3.3. to prevent and detect inaccuracy and fraud; and
1.3.4. identifying the duties of officers.
1.4. These financial regulations demonstrate how the council meets these responsibilities and requirements.
1.5. At least once a year, prior to approving the Annual Governance Statement, the council must review the effectiveness of its system of internal control which shall be in accordance with proper practices.
1.6. Deliberate or wilful breach of these Regulations by an employee may give rise to disciplinary proceedings.
1.7. Members of Council are expected to follow the instructions within these Regulations and not to entice employees to breach them. Failure to follow instructions within these Regulations brings the office of councillor into disrepute.
1.8. The Responsible Financial Officer (RFO) holds a statutory office to be appointed by the council. The Clerk has been appointed as RFO for this council and these regulations will apply accordingly.
1.9. The RFO;
1.9.1. acts under the policy direction of the council;
1.9.2. administers the council’s financial affairs in accordance with all Acts, Regulations and proper practices;
1.9.3. determines on behalf of the council its accounting records and accounting control systems;
1.9.4. ensures the accounting control systems are observed;
1.9.5. maintains the accounting records of the council up to date in accordance with proper practices;
1.9.6. assists the council to secure economy, efficiency and effectiveness in the use of its resources; and
1.9.7. produces financial management information as required by the council.
1.10. The accounting records determined by the RFO shall be sufficient to show and explain the council’s transactions and to enable the RFO to ensure that any income and expenditure account and statement of balances, or record of receipts and payments and additional information, as the case may be, or management information prepared for the council from time to time comply with the Accounts and Audit Regulations.
1.11. The accounting records determined by the RFO shall in particular contain:
1.11.1. entries from day to day of all sums of money received and expended by the council and the matters to which the income and expenditure or receipts and payments account relate;
1.11.2. a record of the assets and liabilities of the council; and
1.11.3. wherever relevant, a record of the council’s income and expenditure in relation to claims made, or to be made, for any contribution, grant or subsidy.
1.12. The accounting control systems determined by the RFO shall include:
1.12.1. procedures to ensure that the financial transactions of the council are recorded as soon as reasonably practicable and as accurately and reasonably as possible;
1.12.2. procedures to enable the prevention and detection of inaccuracies and fraud and the ability to reconstruct any lost records;
1.12.3. identification of the duties of officers dealing with financial transactions and division of responsibilities of those officers in relation to significant transactions;
1.12.4. procedures to ensure that uncollectable amounts, including any bad debts are not submitted to the council for approval to be written off except with the approval of the RFO and that the approvals are shown in the accounting records; and
1.12.5. measures to ensure that risk is properly managed.
1.13. The council is not empowered by these Regulations or otherwise to delegate certain specified decisions. In particular any decision regarding:
1.13.1. setting the final budget or the precept (council tax requirement);
1.13.2. approving accounting statements;
1.13.3. approving an annual governance statement;
1.13.5. writing off bad debts;
1.13.6. declaring eligibility for the General Power of Competence; and
1.13.7. addressing recommendations in any report from the internal or external auditors, shall be a matter for the full council only.
1.14. In addition the council must:
1.14.1. determine and keep under regular review the bank mandate for all council bank accounts; approve any grant; or a single commitment in excess of £500; and
1.14.2. in respect of the annual salary for any employee have regard to recommendations about annual salaries of employees made by the relevant committee in accordance with its terms of reference.
1.15. In these financial regulations, references to the Accounts and Audit Regulations or ‘the regulations’ shall mean the regulations issued under the provisions of section 27 of the Audit Commission Act 1998, or any superseding legislation, and then in force unless otherwise specified.
1.16. In these financial regulations the term ‘proper practice’ or ‘proper practices’ shall refer to guidance issued in Governance and Accountability for Local Councils – a Practitioners’ Guide (England) issued by the Joint Practitioners Advisory Group (JPAG), available from the websites of NALC and the Society for Local Council Clerks (SLCC).
2.1. All accounting procedures and financial records of the council shall be determined by the RFO in accordance with the Accounts and Audit Regulations, appropriate guidance and proper practices.
2.2. On a regular basis, at least once in each quarter, and at each financial year end, a member other than the Chairman shall be appointed to verify bank reconciliations (for all accounts) produced by the RFO. The member shall sign the reconciliations and the original bank statements (or similar document) as evidence of verification. this activity shall on conclusion be reported, including any exceptions, to and noted by the council.
2.3. The RFO shall complete the annual statement of accounts, annual report, and any related documents of the council contained in the Annual Return (as specified in proper practices) as soon as practicable after the end of the financial year and having certified the accounts shall submit them and report thereon to the council within the timescales set by the Accounts and Audit Regulations.
2.4. The council shall ensure that there is an adequate and effective system of internal audit of its accounting records, and of its system of internal control in accordance with proper practices. Any officer or member of the council shall make available such documents and records as appear to the council to be necessary for the purpose of the audit and shall, as directed by the council, supply the RFO, internal auditor, or external auditor with such information and explanation as the council considers necessary for that purpose.
2.5. The internal auditor shall be appointed by and shall carry out the work in relation to internal controls required by the council in accordance with proper practices.
2.6. The internal auditor shall:
2.6.1. be competent and independent of the financial operations of the council;
2.6.2. report to council in writing, or in person, on a regular basis with a minimum of one annual written report during each financial year;
2.6.3. to demonstrate competence, objectivity and independence, be free from any actual or perceived conflicts of interest, including those arising from family relationships; and
2.6.4. have no involvement in the financial decision making, management or control of the council.
2.7. Internal or external auditors may not under any circumstances:
2.7.1. perform any operational duties for the council;
2.7.2. initiate or approve accounting transactions; or
2.7.3. direct the activities of any council employee, except to the extent that such employees have been appropriately assigned to assist the internal auditor.
2.8. For the avoidance of doubt, in relation to internal audit the terms ‘independent’ and ‘independence’ shall have the same meaning as is described in proper practices.
2.9. The RFO shall make arrangements for the exercise of electors’ rights in relation to the accounts including the opportunity to inspect the accounts, books, and vouchers and display or publish any notices and statements of account required by Audit Commission Act 1998, or any superseding legislation, and the Accounts and Audit Regulations.
2.10. The RFO shall, without undue delay, bring to the attention of all councillors any correspondence or report from internal or external auditors.
3.1. The RFO must each year, by no later than December, prepare detailed estimates of all receipts and payments including the use of reserves and all sources of funding for the following financial year in the form of a budget to be considered by the council.
3.2. The council shall consider annual budget proposals in relation to the council’s three year forecast of revenue and capital receipts and payments including recommendations for the use of reserves and sources of funding and update the forecast accordingly.
3.3. The council shall fix the precept (council tax requirement), and relevant basic amount of council tax to be levied for the ensuing financial year not later than by the end of January each year. The RFO shall issue the precept to the billing authority and shall supply each member with a copy of the approved annual budget.
3.4. The approved annual budget shall form the basis of financial control for the ensuing year.
4.1. Expenditure on revenue items may be authorised up to the amounts included for that class of expenditure in the approved budget. This authority is to be determined by:
4.1.1. the council for all items over £500;
4.1.2. the Clerk, in conjunction with Chairman of Council for any items below £500.
4.2. Such authority is to be evidenced by a minute or by an authorisation slip duly signed by the Clerk, and where necessary also by the appropriate Chairman.
4.3. Contracts may not be disaggregated to avoid controls imposed by these regulations.
4.4. No expenditure may be authorised that will exceed the amount provided in the revenue budget for that class of expenditure other than by resolution of the council, or duly delegated committee. During the budget year and with the approval of council having considered fully the implications for public services, unspent and available amounts may be moved to other budget headings or to an earmarked reserve as appropriate (‘virement’).
4.5. Unspent provisions in the revenue or capital budgets for completed projects shall not be carried forward to a subsequent year.
4.6. The salary budgets are to be reviewed at least annually by January for the following financial year and such review shall be evidenced by a hard copy schedule signed by the Clerk and the Chairman of Council or relevant committee. The RFO will inform committees of any changes impacting on their budget requirement for the coming year in good time.
4.7. In cases of extreme risk to the delivery of council services, the clerk may authorise revenue expenditure on behalf of the council which in the clerk’s judgement it is necessary to carry out. Such expenditure includes repair, replacement or other work, whether or not there is any budgetary provision for the expenditure, subject to a limit of £500. The Clerk shall report such action to the Chairman as soon as possible and to the council as soon as practicable thereafter.
4.8. No expenditure shall be authorised in relation to any capital project and no contract entered into or tender accepted involving capital expenditure unless the council is satisfied that the necessary funds are available and the requisite borrowing approval has been obtained.
4.9. All capital works shall be administered in accordance with the council’s standing orders and financial regulations relating to contracts. Further guidance detailing the council’s procurement values, thresholds for contracts and the formal process for contracts exceeding £10,000 is contained within the council’s Procurement Policy.
4.10. The RFO shall at least quarterly provide the council with a statement of receipts and payments to date under each head of the budgets, comparing actual expenditure to the appropriate date against that planned as shown in the budget. These statements are to be prepared at least at the end of each financial quarter and shall show explanations of material variances. For this purpose “material” shall be in excess of £100 of the category budget.
4.11. Changes in earmarked reserves shall be approved by council as part of the budgetary control process.
5.1. The council’s banking arrangements, including the bank mandate, shall be made by the RFO and approved by the council; banking arrangements may not be delegated to a committee. They shall be annually reviewed for safety and efficiency.
5.2. The RFO shall prepare a schedule of payments requiring authorisation, forming part of the Agenda for the Meeting and, together with the relevant invoices, present the schedule to council. The council shall review the schedule for compliance and, having satisfied itself shall authorise payment by a resolution of the council. The approved schedule shall be ruled off and initialled by the Chairman of the Meeting. A detailed list of all payments shall be disclosed within or as an attachment to the minutes of the meeting at which payment was authorised. Personal payments (including salaries, wages, expenses and any payment made in relation to the termination of a contract of employment) may be summarised to remove public access to any personal information.
5.3. All invoices for payment shall be examined, verified and certified by the RFO to confirm that the work, goods or services to which each invoice relates has been received, carried out, examined and represents expenditure previously approved by the council.
5.4. The RFO shall examine invoices for arithmetical accuracy and analyse them to the appropriate expenditure heading. The RFO shall take all steps to pay all invoices submitted, and which are in order, at the next available council meeting.
5.5. The Clerk and RFO shall have delegated authority to authorise the payment of items only in the following circumstances:
a. If a payment is necessary to avoid a charge to interest under the Late Payment of Commercial Debts (Interest) Act 1998, and the due date for payment is before the next scheduled Meeting of council, where the Clerk and RFO certify that there is no dispute or other reason to delay payment, provided that a list of such payments shall be submitted to the next appropriate meeting of council;
b. An expenditure item authorised under regulation 5.6 below (continuing contracts and obligations) provided that a list of such payments shall be submitted to the next appropriate meeting of council; or
c. fund transfers within the councils banking arrangements up to the sum of £10,000, provided that a list of such payments shall be submitted to the next appropriate meeting of council.
5.6. For each financial year the Clerk and RFO shall draw up a list of due payments which arise on a regular basis as the result of a continuing contract, statutory duty, or obligation (such as but not exclusively) Salaries, PAYE and NI, Superannuation Fund and regular maintenance contracts and the like for which council may authorise payment for the year provided that the requirements of regulation 4.1 (Budgetary Controls) are adhered to, provided also that a list of such payments shall be submitted to the next appropriate meeting of council.
5.7. A record of regular payments made under 5.6 above shall be drawn up and be signed by two members on each and every occasion when payment is authorised – thus controlling the risk of duplicated payments being authorised and / or made.
5.8. In respect of grants a duly authorised committee shall approve expenditure within any limits set by council and in accordance with any policy statement approved by council. Any Revenue or Capital Grant in excess of £5,000 shall before payment, be subject to ratification by resolution of the council.
5.9. Members are subject to the Code of Conduct that has been adopted by the council and shall comply with the Code and Standing Orders when a decision to authorise or instruct payment is made in respect of a matter in which they have a disclosable pecuniary or other interest, unless a dispensation has been granted.
5.10. The council will aim to rotate the duties of members in these Regulations so that onerous duties are shared out as evenly as possible over time.
5.11. Any changes in the recorded details of suppliers, such as bank account records, shall be approved in writing by a Member.
6.1. The council will make safe and efficient arrangements for the making of its payments.
6.2. Following authorisation under Financial Regulation 5 above, the council, a duly delegated committee or, if so delegated, the Clerk or RFO shall give instruction that a payment shall be made.
6.3. All payments shall be effected by cheque or other instructions to the council’s bankers, or otherwise, in accordance with a resolution of council
6.4. Cheques or orders for payment drawn on the bank account in accordance with the schedule as presented to council or committee shall be signed by two members of council in accordance with a resolution instructing that payment. A member who is a bank signatory, having a connection by virtue of family or business relationships with the beneficiary of a payment, should not, under normal circumstances, be a signatory to the payment in question.
6.5. To indicate agreement of the details shown on the cheque or order for payment with the counterfoil and the invoice or similar documentation, the signatories shall each also initial the cheque counterfoil.
6.6. Cheques or orders for payment shall not normally be presented for signature other than at a council or committee meeting (including immediately before or after such a meeting). Any signatures obtained away from such meetings shall be reported to the council at the next convenient meeting.
6.7. If thought appropriate by the council, payment for utility supplies (energy, telephone and water) and any National Non-Domestic Rates may be made by variable direct debit provided that the instructions are signed by two members and any payments are reported to council as made. The approval of the use of a variable direct debit shall be renewed by resolution of the council at least every two years.
6.8. If thought appropriate by the council, payment for certain items (principally salaries) may be made by banker’s standing order provided that the instructions are signed, or otherwise evidenced by two members are retained and any payments are reported to council as made. The approval of the use of a banker’s standing order shall be renewed by resolution of the council at least every two years.
6.9. If thought appropriate by the council, payment for certain items may be made by BACS or CHAPS methods provided that the instructions for each payment are signed, or otherwise evidenced, by two authorised bank signatories, are retained and any payments are reported to council as made. The approval of the use of BACS or CHAPS shall be renewed by resolution of the council at least every two years.
6.10. If thought appropriate by the council payment for certain items may be made by internet banking transfer provided evidence is retained showing which members approved the payment.
6.11. Where a computer requires use of a personal identification number (PIN) or other password(s), for access to the council’s records on that computer, a note shall be made of the PIN and Passwords and shall be handed to and retained by the Chairman of Council or Vice Chair in a sealed dated envelope. This envelope may not be opened other than in the presence of two other councillors. After the envelope has been opened, in any circumstances, the PIN and / or passwords shall be changed as soon as practicable. The fact that the sealed envelope has been opened, in whatever circumstances, shall be reported to all members immediately and formally to the next available meeting of the council. This will not be required for a member’s personal computer used only for remote authorisation of bank payments.
6.12. No employee or councillor shall disclose any PIN or password, relevant to the working of the council or its bank accounts, to any person not authorised in writing by the council or a duly delegated committee.
6.13. Regular back-up copies of the records on any computer shall be made and shall be stored securely away from the computer in question, and preferably off site.
6.14. The council, and any members using computers for the council’s financial business, shall ensure that anti-virus, anti-spyware and firewall software with automatic updates, together with a high level of security, is used.
6.15. Where internet banking arrangements are made with any bank, the Clerk and RFO shall be appointed as the Service Administrator. The bank mandate approved by the council shall identify a number of councillors who will be authorised to approve transactions on those accounts. The bank mandate will state clearly the amounts of payments that can be instructed by the use of the Service Administrator alone, or by the Service Administrator with a stated number of approvals.
6.16. Access to any internet banking accounts will be directly to the access page (which may be saved under “favourites”), and not through a search engine or e-mail link. Remembered or saved passwords facilities must not be used on any computer used for council banking work. Breach of this Regulation will be treated as a very serious matter under these regulations.
6.17. Changes to account details for suppliers, which are used for internet banking may only be changed on written hard copy notification by the supplier and supported by hard copy authority for change signed by two Councillors. A programme of regular checks of standing data with suppliers will be follow.
6.18. Any Debit Card issued for use will be specifically restricted to the Clerk and RFO and will also be restricted to a single transaction maximum value of £500 unless authorised by council or finance committee in writing before any order is placed.
6.19. A pre-paid debit card may be issued to employees with varying limits. These limits will be set by the council. Transactions and purchases made will be reported to the council and authority for topping-up shall be at the discretion of the council.
6.20. Any corporate credit card or trade card account opened by the council will be specifically restricted to use by the Clerk and RFO and shall be subject to automatic payment in full at each month-end. Personal credit or debit cards of members or staff shall not be used under any circumstances.
6.21. The council will not maintain any form of cash float. All cash received must be banked intact. Any payments made in cash by the Clerk or RFO (for example for postage or minor stationery items) shall be refunded on a regular basis, at least quarterly.
7.1. As an employer, the council shall make arrangements to meet fully the statutory requirements placed on all employers by PAYE and National Insurance legislation. The payment of all salaries shall be made in accordance with payroll records and the rules of PAYE and National Insurance currently operating, and salary rates shall be as agreed by council, or duly delegated committee.
7.2. Payment of salaries and payment of deductions from salary such as may be required to be made for tax, national insurance and pension contributions, or similar statutory or discretionary deductions must be made in accordance with the payroll records and on the appropriate dates stipulated in employment contracts, provided that each payment is reported to the next available council meeting, as set out in these regulations above.
7.3. No changes shall be made to any employee’s pay, emoluments, or terms and conditions of employment without the prior consent of the council.
7.4. Each and every payment to employees of net salary and to the appropriate creditor of the statutory and discretionary deductions shall be recorded in a separate confidential record (confidential cash book). This confidential record is not open to inspection or review (under the Freedom of Information Act 2000 or otherwise) other than:
7.4.1. by any councillor who can demonstrate a need to know;
7.4.2. by the internal auditor;
7.4.3. by the external auditor; or
7.4.4. by any person authorised under Audit Commission Act 1998, or any superseding legislation.
7.5. The total of such payments in each calendar month shall be reported with all other payments as made as may be required under these Financial Regulations, to ensure that only payments due for the period have actually been paid.
7.6. Any termination payments shall be supported by a clear business case and reported to the council. Termination payments shall only be authorised by council.
7.7. Before employing interim staff the council must consider a full business case.
8.1. All borrowings shall be effected in the name of the council, after obtaining any necessary borrowing approval. Any application for borrowing approval shall be approved by Council as to terms and purpose. The application for borrowing approval, and subsequent arrangements for the loan shall only be approved by full council.
8.2. Any financial arrangement which does not require formal borrowing approval from the Secretary of State (such as Hire Purchase or Leasing of tangible assets) shall be subject to approval by the full council. In each case a report in writing shall be provided to council in respect of value for money for the proposed transaction.
8.3. The council will arrange with the council’s banks and investment providers for the sending of a copy of each statement of account to the Chairman of the council at the same time as one is issued to the Clerk or RFO.
8.4. All loans and investments shall be negotiated in the name of the council and shall be for a set period in accordance with council policy.
8.5. The council shall consider the need for an Investment Strategy and Policy which, if drawn up, shall be in accordance with relevant regulations, proper practices and guidance. Any Strategy and Policy shall be reviewed by the council at least annually.
8.6. All investments of money under the control of the council shall be in the name of the council.
8.7. All investment certificates and other documents relating thereto shall be retained in the custody of the RFO.
8.8. Payments in respect of short term or long term investments, including transfers between bank accounts held in the same bank, or branch, shall be made in accordance with Regulation 5 (Authorisation of payments) and Regulation 6 (Instructions for payments).
9.1. The collection of all sums due to the council shall be the responsibility of and under the supervision of the RFO.
9.2. Particulars of all charges to be made for work done, services rendered or goods supplied shall be agreed annually by the council, notified to the RFO and the RFO shall be responsible for the collection of all accounts due to the council.
9.3. The council will review all fees and charges at least annually, following a report of the Clerk.
9.4. Any sums found to be irrecoverable and any bad debts shall be reported to the council and shall be written off in the year.
9.5. All sums received on behalf of the council shall be banked intact as directed by the RFO. In all cases, all receipts shall be deposited with the council’s bankers with such frequency as the RFO considers necessary.
9.6. The origin of each receipt shall be entered on the paying-in slip.
9.7. Personal cheques shall not be cashed out of money held on behalf of the council.
9.8. The RFO shall promptly complete any VAT Return that is required. Any repayment claim due in accordance with VAT Act 1994 section 33 shall be made at least annually coinciding with the financial year end.
9.9. Where any significant sums of cash are regularly received by the council, the RFO shall take such steps as are agreed by the council to ensure that more than one person is present when the cash is counted in the first instance, that there is a reconciliation to some form of control such as ticket issues, and that appropriate care is taken in the security and safety of individuals banking such cash.
10.1. An official order or letter shall be issued for all work, goods and services unless a formal contract is to be prepared or an official order would be inappropriate. Copies of orders shall be retained.
10.2. Order books shall be controlled by the RFO.
10.3. All members and officers are responsible for obtaining value for money at all times. An officer issuing an official order shall ensure as far as reasonable and practicable that the best available terms are obtained in respect of each transaction, usually by obtaining three or more quotations or estimates from appropriate suppliers, subject to any de minimis provisions in Regulation 11.1 below.
10.4. A member may not issue an official order or make any contract on behalf of the council.
10.5. The RFO shall verify the lawful nature of any proposed purchase before the issue of any order, and in the case of new or infrequent purchases or payments, the RFO shall ensure that the statutory authority shall be reported to the meeting at which the order is approved so that the minutes can record the power being used.
11.1. Guidance contained within the council’s Procurement Policy must be followed at all times. Every contract shall comply with the policy, and no exceptions shall be made otherwise than in an emergency provided that this regulation need not apply to contracts which relate to items 11.1.1 to 11.1.6 below:
11.1.1. for the supply of gas, electricity, water, sewerage and telephone services;
11.1.2. for specialist services such as are provided by solicitors, accountants, surveyors and planning consultants;
11.1.3. for work to be executed or goods or materials to be supplied which consist of repairs to or parts for existing machinery or equipment or plant;
11.1.4. for work to be executed or goods or materials to be supplied which constitute an extension of an existing contract by the council;
11.1.5. for additional audit work of the external auditor up to an estimated value of £250 (in excess of this sum the Clerk and RFO shall act after consultation with the Chairman and Vice Chairman of council); and
11.1.6. for goods or materials proposed to be purchased which are proprietary articles and / or are only sold at a fixed price
11.2. Further instruction and guidance including threshold and procedures for managing of tenders is included within the Councils Procurement Policy and shall be followed. This includes that all sealed tenders shall be opened at the same time on the prescribed date by the Clerk in the presence of at least one member of council.
11.3. Any invitation to tender issued under this regulation shall be subject to Standing Orders 19.4.
12. PAYMENTS UNDER CONTRACTS FOR BUILDING OR OTHER CONSTRUCTION WORKS (PUBLIC WORKS CONTRACTS)
12.1. Payments on account of the contract sum shall be made within the time specified in the contract by the RFO upon authorised certificates of the architect or other consultants engaged to supervise the contract (subject to any percentage withholding as may be agreed in the particular contract).
12.2. Where contracts provide for payment by instalments the RFO shall maintain a record of all such payments. In any case where it is estimated that the total cost of work carried out under a contract, excluding agreed variations, will exceed the contract sum of 5% or more a report shall be submitted to the council.
12.3. Any variation to a contract or addition to or omission from a contract must be approved by the council and Clerk to the contractor in writing, the council being informed where the final cost is likely to exceed the financial provision.
13.1. The Clerk shall make appropriate arrangements for the custody of all title deeds and Land Registry Certificates of properties held by the council. The RFO shall ensure a record is maintained of all properties held by the council, recording the location, extent, plan, reference, purchase details, nature of the interest, tenancies granted, rents payable and purpose for which held in accordance with Accounts and Audit Regulations.
13.2. No tangible moveable property shall be purchased or otherwise acquired, sold, leased or otherwise disposed of, without the authority of the council, together with any other consents required by law, save where the estimated value of any one item of tangible movable property does not exceed £250.
13.3. No real property (interests in land) shall be sold, leased or otherwise disposed of without the authority of the council, together with any other consents required by law. In each case a report in writing shall be provided to council in respect of valuation and surveyed condition of the property (including matters such as planning permissions and covenants) together with a proper business case (including an adequate level of consultation with the electorate).
13.4. No real property (interests in land) shall be purchased or acquired without the authority of the full council. In each case a report in writing shall be provided to council in respect of valuation and surveyed condition of the property (including matters such as planning permissions and covenants) together with a proper business case (including an adequate level of consultation with the electorate).
13.5. Subject only to the limit set in Regulation 14.2 above, no tangible moveable property shall be purchased or acquired without the authority of the full council. In each case a report in writing shall be provided to council with a full business case.
13.6. The RFO shall ensure that an appropriate and accurate Register of Assets and Investments is kept up to date. The continued existence of tangible assets shown in the Register shall be verified at least annually, possibly in conjunction with a health and safety inspection of assets.
14.1. Following the annual risk assessment (per Regulation 16), the RFO shall effect all insurances and negotiate all claims on the council’s insurers
14.2. The RFO shall keep a record of all insurances effected by the council and the property and risks covered thereby and annually review it.
14.3. The RFO shall be notified of any loss liability or damage or of any event likely to lead to a claim, and shall report these to council at the next available meeting.
14.4. All appropriate members and employees of the council shall be included in a suitable form of security or fidelity guarantee insurance which shall cover the maximum risk exposure as determined annually by the council, or duly delegated committee.
15.1. Where the council is sole managing trustee of a charitable body the Clerk and RFO shall ensure that separate accounts are kept of the funds held on charitable trusts and separate financial reports made in such form as shall be appropriate, in accordance with Charity Law and legislation, or as determined by the Charity Commission. The Clerk and RFO shall arrange for any audit or independent examination as may be required by Charity Law or any Governing Document.
16.1. The council is responsible for putting in place arrangements for the management of risk. The Clerk shall prepare, for approval by the council, risk management policy statements in respect of all activities of the council. Risk policy statements and consequential risk management arrangements shall be reviewed by the council at least annually.
16.2. When considering any new activity, the Clerk shall prepare a draft risk assessment including risk management proposals for consideration and adoption by the council.
17.1. It shall be the duty of the council to review the Financial Regulations of the council from time to time. The Clerk shall make arrangements to monitor changes in legislation or proper practices and shall advise the council of any requirement for a consequential amendment to these Financial Regulations.
17.2. The council may, by resolution of the council duly notified prior to the relevant meeting of council, suspend any part of these Financial Regulations provided that reasons for the suspension are recorded and that an assessment of the risks arising has been drawn up and presented in advance to all members of council.
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Where the word “regularly” is used in the text it is for the individual council to determine the required interval, monthly, quarterly, or half-yearly. This period should never exceed 12 months.
Temple Cloud With Cameley Parish Council Clerk To Temple Cloud With Cameley Parish Council
Temple Cloud Bristol Bath And North East Somerset
TOWN AND COUNTRY PLANNING ACTS NOTIFICATION OF DECISION Application Type: Outline Application Site Location: Parcel 3200 The Street Stowey Bristol Description of Proposal: Outline application for the erection of an agriculturally tied dwelling Name of Applicant: Mr Rhys Hickery Application Number: 19/05434/OUT Case Officer: Chloe Buckingham Further to our earlier letter regarding the application as described above, I write to advise you that the decision was made on 10th July 2020 and was as follows:- PERMIT Details of the decision can be found on the Planning Services pages of the Council’s website by clicking on the link – Public Access Alternatively, they can be viewed at all Council Connect Offices. They are available at all One Stop Shops, 3-4 Manvers Street in Bath, Keynsham Civic Centre, Market Walk in Keynsham and The Hollies in Midsomer Norton. If you have any queries, please contact the case officer Chloe Buckingham on 01225 477165 quoting the application number stated above. Planning Services Bath & North East Somerset Council
Objections by Bath & North East Somerset Council to a local plan which proposes more than 500 houses on sites near Midsomer Norton will be heard in September.
The Planning Inspectorate has confirmed that a two-week re-opened hearing, into the Mendip Local Plan, will start on September 22 giving the council the opportunity to put forward its concerns around the impacts of additional housing on the infrastructure and services in Midsomer Norton and Westfield.
All local authorities have to produce Local Plans which set out a vision for the future of each area and a framework for addressing housing needs and other economic, social and environmental priorities.
Mendip Local Plan (Part 2) is currently being examined by a Planning Inspector and the Inspector concluded that an additional 505 dwellings should be planned for and provided in the north/north east of Mendip District.
In response Mendip District Council has proposed changes to its Local Plan Part 2 to allocate three sites on the edge of Midsomer Norton to provide a total of 450 dwellings.
Mendip District Council published these proposed changes for public consultation in earlier this year and B&NES Council objecting to the proposed changes on the grounds that:
The need for the additional 505 dwellings is not clear and specific focussing on the north/north east of Mendip not justified
Even if 505 dwellings are needed they should be directed to more sustainable locations in Mendip (in accordance with Mendip spatial strategy)
Allocating sites on the edge of Midsomer Norton does not accord with the B&NES spatial strategy and will worsen the existing imbalance between homes and jobs in the area and high levels of out commuting
The impact of additional housing on the infrastructure, services & facilities in Midsomer Norton & Westfield and the environment has not been properly considered
Insufficient opportunity for the affected communities in B&NES (as well as B&NES Council) to be properly engaged in the work/process
Due to Covid-19 the hearing was delayed and it will now happen in September. The hearing will relate to the additional 505 dwellings and the sites identified to accommodate them including those on the edge of Midsomer Norton and Westfield.
Councillor Tim Ball, cabinet member for Housing, Planning and Economic Development, said: “Mendip Local Plan Inspector has considered issues raised by us as well as the parish and town councils and residents and in April agreed to re-open the Examination hearings so that the issues could be properly discussed. These hearings were delayed due to Covid-19 and I am pleased that we will now have the opportunity to raise our objections at the two-week hearing scheduled for September.”
Further information on the Examination, including the Inspector’s recently issued notes (ID29 & ID30) can be found here: https://www.mendip.gov.uk/article/7764/Examination