Acceptance of Office
Every councillor must sign a declaration before taking part in council business. It confirms they agree to follow the Code of Conduct.
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Standing Orders & Code of Conduct
These are the council’s rulebook and ethical standard. Standing Orders set meeting procedures; the Code defines expected behaviour.
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See Conduct
Declarations of Interest
Councillors must declare any personal or pecuniary interests at meetings to ensure transparency and public trust. Members must complete or update their Register of Interests within 28 days of election, re-election, or becoming aware of a new interest. Declarations made at meetings must be recorded in the minutes.
Full Council Meeting
Full Council is the primary decision-making body. All major decisions must be taken in a properly convened public meeting. A minimum of three meetings per year is required by law, but most councils meet monthly or bi-monthly to ensure effective governance. The Annual Council Meeting each May elects the Chair, appoints committees, and confirms core governance documents.
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Scheme of Delegation
Councils should avoid making informal decisions outside council meetings. The Scheme of delegation defines what powers are delegated to committees, the Clerk, or officers. Keeps decisions lawful between meetings.
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Committees & Sub-Committees
Committees are formally established by the Council to carry out specific functions and must operate under approved Terms of Reference (ToR). Their membership, quorum, powers, and reporting arrangements must be set by Full Council. Sub-committees report to their parent committee and can only exercise powers that have been expressly delegated to them.
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Working Groups
Working groups (sometimes called task groups or panels) are advisory only — they cannot make decisions or spend money unless the Council has authorised specific actions through a resolution. They should report their findings or recommendations back to Full Council or the relevant committee.
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Agendas & Notice of Meetings
Agendas are the Council’s official notice that a meeting is taking place. They must be issued by the Proper Officer (the Clerk) and signed to confirm authenticity. The agenda must be sent to every councillor and published for the public at least three clear days before the meeting. Agendas must clearly state the date, time, and place of the meeting and list the business to be transacted in sufficient detail for transparency. No substantive decisions can be made on matters not listed.
Meeting Conduct & Chair's Role
Meetings must be quorate and follow Standing Orders. The Chair ensures orderly debate and adherence to the Code of Conduct.
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Minutes
Minutes are the formal record of decisions. They must show clear resolutions and be approved at the next meeting and published on the council's website.
Decisions
Delegated and urgent decisions keep the council functioning between meetings, but they must be used carefully and transparently. Only the Clerk or an officer/committee authorised under the Scheme of Delegation may make them. Urgent decisions should follow an agreed protocol, usually involving the Chair (and Vice-Chair if available), and must be reported to the next meeting for ratification.