Ingol and Tanterton Workshop

Roles & Responsibilities

Council - Councillor - Chairman

Application - Election Process

Standing Orders and Financial Regulations

The Agenda and Meeting Procedures in more detail

THE COUNCIL

Corporate body – with legal entity of its own separate to its members first established in 1894.

Makes decisions in the interests of the whole Community it serves which are then the responsibility of the whole body.

It can only ‘act’ where it has legal power to do so – these powers are encapsulated in legislation.

It has ‘duties’ which it must undertake and ‘powers’ which it may use if so desires.

It must appoint a ‘proper’ officer’.

It may raise a Precept which is not capped or limited by current government legislation nor is in any way limited by the principle authority for that area.

It has a range of powers to spend public money but must exercise proper management of those funds by appointing an officer to manage the financial aspects of the council and undertake risk management procedures which include proper  financial controls and audit arrangements.

The ‘proper officer’ and ‘financial officer’ is often the same person referred to as ‘the clerk’.

It is an elected tier of local government (vacancies may sometimes be filled by co-option).

It represents the community with a view to improving the quality of life and local environment.

It has an influencing role (consultations or identifiable of issues for resolution) may deliver local services itself or provide enhanced servicer, has a right to make representation on planning applications and may undertake projects for the betterment of the area it serves.

It may work with ‘partners’ to achieve objectives and can also apply for grant funding for projects for its area as required and if available.

It needs to communicate with its electors to identify need and/or areas for improvement.

It must elect a Chairman each year at its Annual Parish Council Meeting (APCM).

It must hold at least 4 meetings per year.

It mat delegate functions particularly to its officers but cannot delegate to any individual or group of councilors except by formal committee structure and with agreed terms of reference.
It will maintain standing orders and financial regulations and other policies that might be applicable.

Is a decision making body and not a talking shop.

THE COUNCILLOR

Is either elected or co-opted following legislative proceedures and requirements.

Is required to sign an 'acceptance of office' form which incorporates agreement to abide by the 'code of conduct'.

Must declare legally reqired 'interests' within 28 days on a standard form lidged at the principle autority - these are open to public examination.

Must declare at meeints personal or personal and prejudicial interests which will then decide what if any paticipation can be made by that member.

Is an individual working as part of a team to serve and better the community by improving or enhancing services, identifying and maybe resolving local issues and representing the views of the area as a whole.

May represent the council on outside bodies and be part of working groups used to investigate issues and consider potential options before making recommendations to the full council for agreement.

Must listen to the veiws of the electoroate, be visible and available to the community and may raise issues direct with the higher tier of authorities on behalf of residents provided that there is no requirement for a council resolution and the councillor is not seen to be making a decision on behalf of the council.

Must not take action alone or indicate a council policy or decision unless such a policy or decision has been resolved and appears in the minutes of the council.

Has a duty to attend meetings or risk disqualification.

Should consider and investigate items on the agenda with a veiw to formulating an opinion but after only after listening to the veiws of other members during the meeting debate before contributing to the decision which is normally done by way of voting by show of hands.

Should suggest and put forward motions for discussion and decision by council as approriate.

THE CHAIRMAN

Manages the meeting by ensuring proper procedures are followed and that the meeting is quorate.

Ensure the smooth running of the meetings, adherence to standing orders and preserves order.

Introduces agenda items seeking veiws from members and ensuring fair opportunity for members to speak on any issue.

Ensures that potential resolutions are clearly defined and fully discussed fefore allowing the vote to take place.

Has both an original and casting vote (in the case of an equality of votes).

Signs a seperate acceptance of office as chairman.

May call an extraordinary meeting should one be required.

Signs the minutes as a true record after approriate resolution by council.

ensures any decisions are lawful (in conjunction with the clerk).

Is often the public face of the council but must not act of his own volition or make any decisons on behalf of the council.

May represent council at events.