NPTC Aprvd Standing Orders Nov 2025

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North Petherton Town Council
Standing Orders (Procedure Rules)
Approved and adopted by The Town Council 19 December 2022
Reviewed 27 November 2023 & 25 November 2024
Reviewed and updated 24 November 2025

Standing Orders govern the conduct of business matters
These Standing Orders are based upon the 2025 update of model Standing Orders
from the National Association of Local Councils.

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Introduction
Standing Orders are the written rules of the Town Council and are essential to
regulate the proceedings of a meeting. Standing Orders may also be used to confirm
or refer to various internal organisational and administrative arrangements. Standing
Orders are not the same as the Town Council’s policies but standing orders may
refer to them.
Local Councils operate within a wide statutory framework. These Standing Orders
incorporate and reference many statutory requirements to which councils are
subject. It is not possible for the standing orders to contain or reference all the
statutory or legal requirements which apply to local councils. For example, it is not
practical for standing orders to document all obligations under data protection
legislation. The statutory requirements to which the council is subject apply whether
or not they are incorporated in the standing orders.
The Standing Orders do not include Financial Regulations. Financial Regulations are
standing orders to regulate and control the financial affairs and accounting
procedures of a local council. The financial regulations, as opposed to the standing
orders include most of the requirements relevant to the Town Council’s Responsible
Financial Officer.
Standing Orders that are in bold type contain legal and statutory requirements.
Standing Orders not in bold are designed to help the Town Council operate
effectively but they do not contain statutory requirements and may have been
adapted to suit the Town Council’s needs.
For convenience the word “councillor” is used in standing orders and, unless the
context suggests otherwise, includes a non-councillor with or without voting rights.

How the Town Council Operates
1. These Standing Orders provide part of the framework within which the Town
Council and its Committees make decisions (Financial Regulations and Council
and Committee Terms of Reference are the other major governance documents).
2. Councillors agree to follow a Code of Conduct to ensure high standards in the
way they undertake their duties. A copy of this Code is available on the Town
Council’s website ( https://nptc.info/wp-content/uploads/2022/08/2022Councillor-Code-of-Conduct-agreed.pdf ) or on request from the Town Council
office.

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3. The Mayor is the Chair of the Town Council. In the Town Council’s governance
documents the terms “Mayor”, “Council Chair” and “Chair of the Council” are
interchangeable.
4. The Town Council, that is all the Town Councillors meeting together, meets
approximately every six weeks. The Town Council meeting is responsible for
setting the Town Council’s policies and making the major decisions. The Town
Council is the policy making body; all Committees, Sub Committees- and
Working Groups should act within the policy and governance framework set by
the Town Council. Only a meeting of the Town Council can approve policy or
amend it.
5. The Council conducts the majority of its routine business through Committees.
The responsibilities of each committee are set out in the Council and
Committees Terms of Reference and are reviewed annually.
6. Members of the various committees, sub-committees and working groups are
appointed at the Council’s Annual Meeting (usually held in May) or when there is
a vacancy on a Committee or when a Committee etc is newly formed.
7. The Committee Chairs will be elected at the first meeting of the Committee
following the Annual Town Council meeting, or if the position of Chair becomes
vacant during the year at the first appropriate Committee meeting.
8. The civic year runs from annual meeting to annual meeting, that is usually May to
May. A schedule of meetings is compiled for the civic year and agreed by the
Town Council but may be subject to change in order to meet need and
circumstances.
9. Notice of meetings, including the agenda, will be published on the noticeboard
situated on Fore Street in North Petherton at least 3 clear days before the
meeting, (this meets the legal requirement of publishing the Notice in a
conspicuous place in the Parish). As the meeting schedule is subject to change
anyone wishing to attend a meeting is advised to contact the Town Clerk to
check the details regarding location, timing etc.
10. The rules to be followed for the conduct of meetings of the Council and its
Committees are detailed in these Standing Orders.
11. Any Town Councillor can request an item to be put on the agenda for a Town
Council or Committee meeting. The decision as to whether or not the item shall
be included on the agenda will be made by the Town Clerk following consultation
with the Mayor and Deputy Mayor in the case of Council or the Chair in the case
of a committee.
12. All Councillors will be sent the agenda, by email, for every Committee meeting
(with the exception of the Personnel Committee).

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13. The agenda for Council and Committees will normally only include items where
decisions are necessary. Items for information will be dealt with by means of
Clerk’s Update, other emails or Chair’s Announcements at a meeting.
14. Council and Committee meetings will usually be open to the public to attend and
observe, however there will be occasions when matters will need to be discussed
and decided without the public being present e.g. if publicity of the matter for
discussion would prejudice the public interest.
15. Working Groups / Task and Finish Groups / Advisory Groups may be appointed
by Council or Committees to undertake detailed research and considerations
and then make recommendations to the parent Committee. Working Groups /
Task and Finish Groups / Advisory Groups do not make decisions and are not
subject to the rules about publishing agendas and meetings being open to the
press and public.
16. The Town Council and its Committees, Sub-Committees, Working Groups and
staff will endeavour to work within the policy framework set by the Town Council
and its Committees; if the Town Council or a Committee makes a decision which
deviates from an agreed, existing policy the reason for the deviation will be
included in the minute recording the decision. If a member of staff makes a
decision which deviates from an agreed, existing policy the reason it will be
reported to the next relevant Committee meeting.
17. All decisions will be made with due regard to the following principles:
• Legality (the Town Council must ensure its actions are intra vires)
• Financial prudence and value for money
• The management of risk in a proportionate and considered manner
• The exercise of power must be proportionate to the desired outcome
• Account will be taken of consultation with partners and the public
• Proper consideration of advice from Officers and professional advisors
• Respect for human rights, diversity and equality
• Environmental impact and sustainability
• Council, Committee and Sub Committee decisions will be made in public
whenever appropriate and possible
Specifically, decision makers will ensure that in arriving at a decision full and
proper consideration is given to:
• The likely effect on crime and disorder and the need for prevention
(Crime and Disorder Act 198 S 17)
• The Town Council’s duty to promote equality and diversity
• Human Rights Legislation
• Environmental impact and sustainability
• Health and safety
•
Obtaining and delivering value for money

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1.

Rules of debate at meetings

2.

Disorderly conduct at meetings

3.

Meetings generally

4.

Committees and sub-committees

5.

Ordinary council meetings

6.

Extraordinary meetings of the council and committees
and sub-committees

7.

Previous resolutions

8.

Voting on appointments

9.

Motions for a meeting that require written notice
to be given to the Proper Officer

10.

Motions at a meeting that do not require written notice

11.

Handling confidential or sensitive information

12.

Draft minutes

13.

Code of conduct and dispensations

14.

Code of conduct complaints

15.

Proper Officer

16.

Responsible Financial Officer

17.

Accounts and accounting statements

18.

Financial controls and procurement

19.

Handling staff matters

20.

Requests for information

21.

Relations with the press/media

22.

Execution and sealing of legal deeds

23.

Communicating with District and County or
Unitary councillors

24.

Restrictions on councillor activities

25.

Standing orders generally

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1. Rules of debate at meetings
a

Motions on the agenda shall be considered in the order that they appear unless the
order is changed at the discretion of the chair of the meeting.

b

A motion (including an amendment) shall not be progressed unless it has been moved
and seconded.

c

A motion on the agenda that is not moved by its proposer may be treated by the chair
of the meeting as withdrawn.

d

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.

e

An amendment is a proposal to remove or add words to a motion. It shall not negate
the motion.

f

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.

g

An amendment shall not be considered unless early oral notice of it is given at the
meeting and, if requested by the chair of the meeting, is expressed in writing to the
chair.

h

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.

i

If there is more than one amendment to an original or substantive motion, the
amendments shall be moved in the order directed by the chair of the meeting.

j

Subject to standing order 1(k), only one amendment shall be moved and debated at a
time, the order of which shall be directed by the chair of the meeting.

k

One or more amendments may be discussed together if the chair of the meeting
considers this expedient but each amendment shall be voted upon separately.

l

A councillor may not move more than one amendment to an original or substantive
motion.

m

The mover of an amendment has no right of reply at the end of debate on it.

n

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

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before it is put to the vote.
o

Unless permitted by the chair of the meeting, a councillor may speak once in the
debate on a motion except:
i.
ii.
iii.
iv.
v.

to speak on an amendment moved by another councillor;
to move or speak on another amendment if the motion has been amended since
he/she/they last spoke;
to make a point of order;
to give a personal explanation; or
to exercise a right of reply.

p

During the debate on 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/she/they is concerned by.

q

A point of order shall be decided by the chair of the meeting and their decision shall be
final.

r

When a motion is under debate, no other motion shall be moved except:
i.
ii.
iii.
iv.
v.
vi.
vii.
viii.
ix.

to amend the motion;
to proceed to the next business;
to adjourn the debate;
to put the motion to a vote;
to ask a person to be no longer heard or to leave the meeting;
to refer a motion to a committee or sub-committee for consideration;
to exclude the public and press;
to adjourn the meeting; or
to suspend particular standing order(s) excepting those which reflect mandatory
statutory or legal requirements.

s

Before an original or substantive motion is put to the vote, the chair 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 their right of reply.

t

Excluding motions moved under standing order 1(r) above, the contributions or
speeches by a councillor shall relate only to the motion under discussion and shall not
exceed three minutes without the consent of the chair of the meeting.

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2. Disorderly conduct at meetings
Note: This Standing Order applies to anyone present at a meeting including Councillors,
Officers, agents, representatives and members of the public
a
No person shall obstruct the transaction of business at a meeting or behave
offensively or improperly. If this standing order is ignored, the chair of the meeting shall
request such person(s) to moderate or improve their conduct.
b

If person(s) disregard the request of the chair 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.

c

If a resolution made under standing order 2(b) above is ignored, the chair 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.

3. Meetings generally
Full Council meetings
Committee meetings
◆Sub-committee meetings
Where there is no key shown against a provision it shall apply to Council, Committee and SubCommittee meetings

 a


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.

 b

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.



c

The minimum three clear days’ public notice for a meeting does not
include the day on which the notice was issued or the day of the meeting
unless the meeting is convened at shorter notice



d

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.

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



e

Members of the public may make representations, answer questions and give
evidence at a meeting which they are entitled to attend in respect of the business
on the agenda.

f

The period of time designated for public participation at a meeting in accordance
with standing order 3(e) above shall not exceed 15 minutes unless directed by
the chair of the meeting.

g

Subject to standing order 3(f) above, a member of the public shall not speak for
more than three minutes.

h

In accordance with standing order 3(e) above, a question shall not require a
response at the meeting nor start a debate on the question. The chair of the
meeting may direct that a written or oral response be given.

i

A person shall raise his hand when requesting to speak and stand when
speaking (except when a person has a disability or is likely to suffer discomfort)].
The chair of the meeting may at any time permit a person to be seated when
speaking.

j

A person who speaks at a meeting shall direct his comments to the chair of the
meeting.

k

Only one person is permitted to speak at a time. If more than one person wants
to speak, the chair of the meeting shall direct the order of speaking.

l

Subject to standing order 3 (m), a person who attends a meeting is
permitted to report on the meeting whilst the meeting is open to the
public. To “report” means to film, photograph, make an audio
recording of meeting proceedings, use any other means for enabling
persons not present to see or hear the meeting as it takes place or
later to report or to provide oral or written commentary about the
meeting so that the report or commentary is available as the meeting
takes place or later to persons not present

person present at a meeting may not provide an oral report or oral
 m Acommentary
about a meeting as it takes place without permission.



n

 o

The press shall be provided with reasonable facilities for the taking of their
report of all or part of a meeting at which they are entitled to be present.
Subject to standing orders which indicate otherwise, anything authorised
or required to be done by, to or before the Chair of the Council may in
his/her/their absence be done by, to or before the Vice-Chairman of the
Council (if there is one).

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 p

◆
◆

The Chair of the Council, if present, shall preside at a meeting. If the Chair
is absent from a meeting, the Vice-Chair of the Council, (if there is one) if
present, shall preside. If both the Chair and the Vice-Chair are absent from
a meeting, a councillor as chosen by the councillors present at the meeting
shall preside at the meeting.

q

Subject to a meeting being quorate, all questions at a meeting shall be
decided by a majority of the councillors and non-councillors with voting
rights present and voting.

r

The chair 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/she/they gave an original vote.
See standing orders 5(h) and (i) for the different rules that apply in the election of
the Chair of the Council at the annual meeting of the Council.

S Unless standing orders provide otherwise, voting on a question 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 present
and voting gave his vote for or against that question. Such a request shall
be made before the vote is taken.
T The minutes of a meeting shall include an accurate record of the following:
i. the time and place of the meeting;
ii. the names of councillors present and the names of councillors who are on
the Committee etc and have submitted apologies;
iii. interests that have been declared by councillors and non-councillors with
voting rights;
iv. the grant of dispensations (if any) to councillors and non-councillors with
voting rights;
v. whether a councillor or non-councillor with voting rights stated when
making their declaration of interest that they would be abstaining from
voting on the matter.
vi. whether a councillor or non-councillor with voting rights left the meeting
when matters that they held interests in were being considered;
vii. if there was a public participation session; and
viii. the resolutions made.

◆



U 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.
V No business may be transacted at a meeting unless at least one-third of

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the whole number of members of the council are present and in no case
shall the quorum of a meeting be less than three.
See standing order 4d(viii) below for the quorum of a committee or subcommittee meeting.

◆

W 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.
X A meeting shall not exceed a period of two hours Should a meeting reach that
period then a vote shall be taken over its continuation

4. Committees and sub-committees
a

Unless the council determines otherwise, a committee may appoint a subcommittee whose terms of reference and members shall be determined by the
committee.

b

The members of a committee may include non-councillors unless it is a
committee which regulates and controls the finances of the council.

c

Unless the council determines otherwise, all the members of an advisory
committee and a sub-committee of the advisory committee may be noncouncillors.

d

The council may appoint standing committees or other committees as may be
necessary, and:
i.
shall determine their terms of reference;
ii.
shall determine the number and time of the ordinary meetings of a standing
committee up until the date of the next annual meeting of full council;
iii.
shall permit a committee, other than in respect of the ordinary meetings of a
committee, to determine the number and time of its meetings;
iv.
shall, subject to standing orders 4(b) and (c) above, appoint and determine the
terms of office of members of such a committee;
v.
may, subject to standing orders 4(b) and (c) above, appoint and determine the
terms of office of the substitute members to a committee whose role is to replace
the ordinary members at a meeting of a committee if the ordinary members of
the committee confirm to the Proper Officer two days before the meeting that
they are unable to attend;
vi.
shall, after it has appointed the members of a standing committee, appoint the
chair of the standing committee;
vii. shall permit a committee other than a standing committee, to appoint its own

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viii.
ix.
x.

xi.
xii.

chair at the first meeting of the committee;
shall determine the place, notice requirements and quorum for a meeting of a
committee and a sub-committee which shall be no less than three;
shall determine if the public may participate at a meeting of a committee;
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;
shall determine if the public may participate at a meeting of a sub-committee that
they are permitted to attend; and
may dissolve a committee or a sub-committee.

5. Ordinary council meetings
a

In an election year, the annual meeting of the council shall be held on or within
14 days following the day on which the councillors elected take office.

b

In a year which is not an election year, the annual meeting of a council shall be
held on such day in May as the Council decides.

c

If no other time is fixed, the annual meeting of the Council shall take place at
6pm.

d

In addition to the annual meeting of the Council, at least three other ordinary
meetings shall be held in each year on such dates and times as the Council
decides.

e

The first business conducted at the annual meeting of the council shall be the
election of the Chair and Vice-Chair (if there is one) of the Council.

f

The Chair of the Council, unless he/she/they 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.

g

The Vice-Chair of the Council, if there is one , unless he/she/they resigns or
becomes disqualified, shall hold office until immediately after the election of the
Chair of the Council at the next annual meeting of the Council.

h

In an election year, if the current Chair of the Council has not been re-elected as a
member of the Council, he/she/they shall preside at the annual meeting until a
successor Chair of the Council has been elected. The current Chair of the Council
shall not have an original vote in respect of the election of the new Chair of the
Council but must give a casting vote in the case of an equality of votes.

i

In an election year, if the current Chair of the Council has been re-elected as a
member of the Council, he/she/they shall preside at the meeting until a new

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Chair of the Council has been elected. He/she/they may exercise an original vote
in respect of the election of the new Chair of the Council and shall give a casting
vote in the case of an equality of votes.
j

Following the election of the Chair of the Council and Vice-Chair (if there is one) of the
Council at the annual meeting of the council, the business shall include:
In an election year, delivery by the Chair of the Council and councillors of
i.
their acceptance of office forms unless the Council resolves for this to be
done at a later date. In a year which is not an election year, delivery by the
Chair of the Council of his acceptance of office form unless the Council
resolves for this to be done at a later date;
Confirmation of the accuracy of the minutes of the last meeting of the council;
ii.
iii. Receipt of the minutes of the last meeting of a committee;
iv. Consideration of the recommendations made by a committee;
Review of delegation arrangements to committees, sub-committees, staff and
v.
other local authorities;
vi. Review of the terms of reference for committees;
vii. Appointment of members to existing committees;
viii. Appointment of any new committees in accordance with standing order 4;
ix. Review and adoption of appropriate standing orders and financial regulations;
Review of arrangements, (including legal agreements) , with other local
x.
authorities, not-for profit bodies and businesses. ;
xi. Review of representation on or work with external bodies and arrangements for
reporting back;
xii. In an election year, to make arrangements with a view to the Council becoming
eligible to exercise the general power of competence in the future;
xiii. Review of inventory of land and other assets including buildings and office
equipment;
xiv. Confirmation of arrangements for insurance cover in respect of all i insurable
risks;
xv. Review of the Council’s and/or staff subscriptions to other bodies;
xvi. Review of the Council’s complaints procedure;

xvii. Review of the Council’s polices, procedures and practices in respect of its
obligations under the Freedom of Information and the Data Protection legislation.
;(see also standing orders 11, 20 and 21);
xviii. Review of the council’s policy for dealing with the press/media;
xix. Review of eth Council’s employment policies and procedures
xx. Review of the Council’s expenditure incurred under s.137 of the Local
Government Act 1972 or the general power of competence.
xxi. Determining the time and place of ordinary meetings of the full council up to and
including the next annual meeting of full council.

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6. Extraordinary meetings of the council,
committees and sub-committees
a

The Chair of the Council may convene an extraordinary meeting of the Council
at any time (subject to giving the required Notice).

b

If the Chair of the Council does not 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.

c

The chair of a committee or a sub-committee may convene an extraordinary meeting
of the committee of the sub-committee at any time.

d

If the chair of a committee or a sub-committee does not call an extraordinary meeting
within seven days of having been requested by to do so by at least 50% of the
members of the committee or the sub-committee, any members of the comprising at
least 50% of the Committee or the sub-committee may convene an extraordinary
meeting of a committee or a sub-committee.

7. Previous resolutions
a

A resolution shall not be reversed within six months except either by a special motion,
which requires written notice by at least five councillors to be given to the Proper
Officer in accordance with standing order 9, or by a motion moved in pursuance of the
recommendation of a committee or a sub-committee.

b

When a motion moved pursuant to standing order 7(a) above has been disposed of,
no similar motion may be moved within a further six months.

8. Voting on appointments
a

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 chair of the meeting.

b

A vote by secret ballot may take place provided that a secret ballot is proposed,

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seconded and supported by a total of at least two-thirds of the Councillors present and
eligible to vote at the meeting (such a proposal and vote to be in public with voting by a
show of hands).
The Meeting Administrator or the Town Clerk will administer and manage the secret
ballot.
The Meeting Chair will announce the result of the ballot immediately he / she has been
given the results by the Meeting Administrator or the Town Clerk.

9.

Motions for a meeting that
require written notice to be
given to the Proper Officer

a

A motion shall relate to the responsibilities of the meeting for which it is tabled and in
any event shall 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.

b

No motion may be moved at a meeting unless it is on the agenda and the mover has
given written notice of its wording to the Proper Officer at least 14 clear days before
the meeting. Clear days do not include the day of the notice or the day of the meeting.

c

The Proper Officer may, before including a motion on the agenda received in
accordance with standing order 9(b) above, correct obvious grammatical or
typographical errors in the wording of the motion.

d

If the Proper Officer considers the wording of a motion received in accordance with
standing order 9(b) above is not clear in meaning, the motion shall be rejected until the
mover of the motion resubmits it, so that it can be understood, in writing to the Proper
Officer so that it can be understood at least twelve clear days before the meeting.

e

If the wording or subject of a proposed motion is considered improper, the Proper
Officer shall consult with the chair 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.

f

, The decision of the Proper Officer as to whether or not to include the motion on the
agenda shall be final.

g

Motions received shall be recorded in a book for that purpose and numbered in the
order that they are received.

h

Motions rejected shall be recorded in a book for that purpose with an explanation by
the Proper Officer for their rejection.

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10.Motions at a meeting that do not require
written notice
a

The following motions may be moved at a meeting without written notice to the Proper
Officer;
i.
to correct an inaccuracy in the draft minutes of a meeting;
ii.
to move to a vote;
iii.
to defer consideration of a motion;
iv.
to refer a motion to a particular committee or sub-committee;
v.
to appoint a person to preside at a meeting;
vi.
to change the order of business on the agenda;
vii. to proceed to the next business on the agenda;
viii. to require a written report;
ix.
to appoint a committee or sub-committee and their members;
x.
to extend the time limits for speaking;
xi.
to exclude the press and public from a meeting in respect of confidential or
sensitive information which is prejudicial to the public interest;
xii. to not hear further from a councillor or a member of the public;
xiii. to exclude a councillor or member of the public for disorderly conduct;
xiv. to temporarily suspend the meeting;
xv. to suspend a particular standing order (unless it reflects mandatory statutory
requirements);
xvi. to adjourn the meeting; or
xvii. to close a meeting.

11.Management of information
See also standing order 20

a

b

c

The Council shall have in place and keep under review, technical and
organisational measures to keep secure information (including personal data)
which it holds in paper and electronic form. Such arrangements shall include
deciding who has access to personal data and encryption of personal data.
The Council shall have in place, and keep under review, policies for the retention
and safe destruction of all information (including personal data) which it holds in
paper and electronic form. The Council’s retention policy shall confirm the
period for which information (including personal data) shall be retained or if this
is not possible the criteria used to determine that period (e.g. the Limitation Act
1980)
The agenda, papers that support the agenda and the minutes of a meeting shall
not disclose or otherwise undermine confidential information or personal data
without legal justification.

Source page 17

d

Councillors, staff, the Council’s contractors and agents shall not disclose
confidential information or personal data without legal justification.

12.Draft minutes
Full Council meetings
Committee meetings
Sub-committee meetings

●
●
●

a

If the draft minutes of a preceding meeting have been served on councillors with the
agenda to attend the meeting at which they are due to be approved for accuracy,
they shall be taken as read.

b

There shall be no discussion about the draft minutes of a preceding meeting except in
relation to their accuracy. A motion to correct an inaccuracy in the draft minutes shall
be moved in accordance with standing order 10(a)(i).

c

The accuracy of draft minutes, including any amendment(s) made to them, shall be
confirmed by resolution and shall be signed by the chair of the meeting and stand as
an accurate record of the meeting to which the minutes relate.

d

If the chair of the meeting does not consider the minutes to be an accurate record of
the meeting to which they relate, he/she/they shall sign the minutes and include a
paragraph in the following terms or to the same effect:
“The chair 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.”
If the Council’s gross annual income or expenditure (whichever is higher) does
not exceed £25,000, it shall publish draft minutes on a website which is publicly
accessible and free of charge not later than one month after the meeting has
taken place.
Subject to the publication of draft minutes in accordance with standing order 12€ and
standing order 20(a) and following 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.

e

f

13. Code of conduct and dispensations
See also standing order 3(u) above.
a

All councillors and non-councillors with voting rights shall observe the code of conduct
adopted by the Council.

b

Unless he/she/they has been granted a dispensation, a councillor or non-councillor
with voting rights shall withdraw from a meeting when it is considering a matter in

Source page 18

which he/she/they has a disclosable pecuniary interest. He/she/they may return to the
meeting after it has considered the matter in which he/she/they had the interest.
c

Unless he/she/they has been granted a dispensation, a councillor or non-councillor
with voting rights shall withdraw from a meeting when it is considering a matter in
which he/she/they has another interest if so required by the Council’s code of conduct.
He/she/they may return to the meeting after it has considered the matter in which
he/she/they had the interest.

d

Dispensation requests shall be in writing and submitted to the Proper Officer as
soon as possible before the meeting, or failing that, at the start of the meeting for
which the dispensation is required.

e

A decision as to whether to grant a dispensation shall be made by the Proper Officer
and that decision is final.

f

A dispensation request shall confirm:
i.
the description and the nature of the disclosable pecuniary interest or other
interest to which the request for the dispensation relates;
ii.
whether the dispensation is required to participate at a meeting in a discussion
only or a discussion and a vote;
iii.
the date of the meeting or the period (not exceeding four years) for which the
dispensation is sought; and
iv.
an explanation as to why the dispensation is sought.

g

Subject to standing orders 13(d) and (f) above, dispensations requests shall be
considered by the Proper Officer before the meeting or, if this is not possible, at the start
of the meeting of The Council, or committee or sub-committee for which the dispensation
is required.

h

A dispensation may be granted in accordance with standing order 13(e) above if
having regard to all relevant circumstances the following applies:
i.

ii.
iii.

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
granting the dispensation is in the interests of persons living in the council’s
area or
it is otherwise appropriate to grant a dispensation.

14.Code of conduct complaints
Note: The Town Council has no authority to deal with complaints about Councillor behaviour

Source page 19

a

under the Code of Conduct. All such complaints must be made to the Monitoring
officer at the Unitary authority – Somerset Council
Upon notification by the Principal 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 them. Such action excludes
disqualification or suspension from office.

15.Proper Officer
a

The Proper Officer shall be either (i) the clerk or (ii) other staff member(s) nominated
by the council to undertake the work of the Proper Officer when the Proper Officer is
absent.

b

The Proper Officer shall:
i. at least three clear days before a meeting of the council, a committee or a
sub-committee
• serve on councillors, by delivery or post at their residences or by
email authenticated in such a manner as the Proper officer thinks fit,
a signed summons confirming the time, place and the agenda
(provided the councillor has consented to service by email), and
• Provide, in a conspicuous place, public notice of the time, place and
agenda (provided that the public notice with agenda of an
extraordinary meeting of the Council convened by councillors is
signed by them) .
See standing order 3(b) for the meaning of clear days for a meeting of a full
council and standing order 3 (c) for a meeting of a committee.
ii. subject to standing order 9 include on the agenda all motions in the order
received unless a councillor has given written notice at least seven days before
the meeting confirming his withdrawal of it;
iii. convene a meeting of full council for the election of a new Chair of the
Council, occasioned by a casual vacancy in his office;
iv. facilitate inspection of the minute book by local government electors;
v. receive and retain copies of byelaws made by other local authorities;
vi. hold acceptance of office forms from councillors;
vii. hold a copy of every councillor’s register of interests;
viii. assist with responding to requests made under the Freedom of Information
legislation and rights exercisable under data protection legislation , in
accordance with the Council’s relevant policies and procedures;
ix. liaise, as appropriate, with the Council’s Data protection officer (if there is one)
x. receive and send general correspondence and notices on behalf of the Council
except where there is a resolution to the contrary;
xi. assist in the organisation of, storage of, access to and destruction of information
held by the Council in paper and electronic form subject to the requirements of
data protection and freedom of information legislation and other legitimate

Source page 20

xii.
xiii.

xiv.
xv.

xvi.
xvii.

requirements (e.g. the Limitation act 1980) ;
arrange for legal deeds to be executed;
See also standing order 23 below.
arrange or manage the prompt authorisation, approval, and instruction regarding
any payments to be made by the Council in accordance with the its financial
regulations;
record every planning application notified to the Council and the Council’s
response to the local planning authority in a book for such purpose;
refer a planning application received by the Council to the Chair of the Planning
Committee or in his absence the Vice-Chair (if there is one) of the Planning
Committee within two working days of receipt to facilitate an extraordinary
meeting if the nature of a planning application requires consideration before the
next ordinary meeting of the Planning Committee or the Council.
manage access to information about the council via the publication scheme; and
retain custody of the seal of the council (if there is one) which shall not be used
without a resolution to that effect.
See also standing order 23 below.

16.Responsible Financial Officer
a

The Council shall appoint appropriate staff member(s) to undertake the work of the
Responsible Financial Officer when the Responsible Financial Officer is absent.

17.Accounts and accounting statements
a

“Proper practices” in standing orders refer to the most recent version of Governance
and Accountability for Local Councils – a Practitioners’ Guide

b

All payments by the Council shall be authorised, approved and paid in accordance with
the law, proper practices and the Council’s financial regulations.

c

The Responsible Financial Officer shall supply to each councillor as soon as
practicable after 30 June, 30 September and 31 December in each year a statement to
summarise:
i.
the council’s receipts and payments (or income and expenditure) for each
quarter;
ii.
the council’s aggregate receipts and payments for the year to date;
iii.
the balances held at the end of the quarter being reported
and which includes a comparison with the budget for the financial year and highlights
any actual or potential overspends.

Source page 21

d

As soon as possible after the financial year end at 31 March, the Responsible
Financial Officer shall provide:
i.
each councillor with a statement summarising the Council’s receipts and
payments (or income and expenditure) for the last quarter and the year to date
for information; and
ii.
to the full Council the accounting statements for the year in the form of Section 2
of the annual governance and accountability return, as required by proper
practices, for consideration and approval.
iii.
Any other documents as required legislation and proper practices e.g. CIL
statement

e

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 the year to 31 March. A completed draft
annual governance and accountability return shall be presented to all councillors at
least 14 days prior to the anticipated approval by the Council. The annual governance
and accountability return of the Council, which is subject to external audit, including the
annual governance statement, shall be presented to Council for consideration and
formal approval before 30 June.

18.Financial controls and procurement
a

b

c

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:
i.
the keeping of accounting records and systems of internal controls;
ii.
the assessment and management of financial risks faced by the council;
iii.
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;
iv.
the inspection and copying by councillors and local electors of the council’s
accounts and/or orders of payments; and
v.
whether contract with an estimated value below £60,000 due to special
circumstances are exempt from a tendering process or procurement exercise.
Financial regulations shall be reviewed regularly and at least annually for fitness of
purpose.
Subject to additional requirements in the financial regulations of the Council, the tender
process for contracts for the supply of goods, materials, services or the execution of
works shall include, as a minimum, the following steps:
i.
a specification for the goods, materials, services or the execution of works shall
be drawn up;
ii.
an invitation to tender shall be drawn up to confirm (i) the Council’s specification
(ii) the time, date and address for the submission of tenders (iii) the date of the
Council’s written response to the tender and (iv) the prohibition on prospective

Source page 22

d

e

contractors contacting councillors or staff to encourage or support their tender
outside the prescribed process;
iii.
tenders are to be submitted in writing in a sealed marked envelope addressed to
the Proper Officer;
iv.
tenders shall be opened by the Proper Officer in the presence of at least one
councillor after the deadline for submission of tenders has passed;
v.
tenders are to be reported to and considered by the appropriate meeting of the
Council or a committee or sub-committee with delegated responsibility.
Neither the Council, nor a committee or a sub-committee with delegated responsibility
for considering tenders, is bound to accept the lowest value tender (but will take into
account any assessment criteria previously agreed including but neither exclusively
nor limited to: the likely effect on crime and disorder and the need for prevention
(Crime and Disorder Act 198 S 17); the Town Council’s duty to promote equality and
diversity; Human Rights Legislation; Environmental impact and sustainability; Health
and safety; Obtaining and delivering value for money)
Where the value of a contract is likely to exceed the threshold specified by the
Government from time to time the Council must consider whether the contract is
subject to the requirements of the current procurement legislation and, if so, the
Council must comply with procurement rules. NALC’s procurement guidance
contains further details.

19.Handling staff matters
a

A matter personal to a member of staff that is being considered by a meeting of
Council or the staffing / personnel committee is subject to standing order 11 above.

b

Subject to the Council’s policy regarding absences from work, the council’s most
senior member of staff shall notify the chair of the staffing / personnel committee of
absence occasioned by illness or other reason and that person shall report such
absence to the staffing / Personnel committee at its next meeting.

c

The chair of the staffing / personnel committee or in his absence, the vice-chair shall
upon a resolution conduct a review of the performance and annual appraisal of the
work of the Town Clerk. The reviews and appraisal shall be reported in writing and is
subject to approval by resolution by staffing / personnel committee.

d

Subject to the Council’s policy regarding the handling of grievance matters, the
Council’s most senior employee (or other members of staff) shall contact the chair of the
staffing committee or in his absence, the vice-chair] in respect of an informal or formal
grievance matter, and this matter shall be reported back and progressed by resolution of
Staffing / Personnel Committee.

e

Subject to the Council’s policy regarding the handling of grievance matters, if an
informal or formal grievance matter raised by the Town Clerk relates to the chair or
vice-chair of the staffing / personnel committee, this shall be communicated to another

Source page 23

member of the staffing / personnel committee ,which shall be reported back and
progressed by resolution of the committee.
f

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.

g

In accordance with standing order 11(a) persons with line management responsibilities
shall have access to staff records referred to in standing order 19(f)

20.Responsibilities to provide information
a

In accordance with freedom of information legislation, the Council shall publish
information in accordance with its publication scheme and respond to requests
for information held by the Council..

21.Responsibilities under data protection
legislation
(below is not an exhaustive list)
See also standing order 11.
a

The Council may appoint a Data Protection Officer.

b

The Council shall have policies and procedures in place to respond to an
individual exercising statutory rights concerning his personal data.

c

The Council shall have a written policy in place for responding to and managing
a personal data breach.

d

The Council shall keep a record of all personal data breaches comprising the
facts relating to the personal data breach, its effects and the remedial action
taken.

e

The Council shall ensure that information communicated in its privacy notice(s)
is in an easily accessible and available form and kept up to date.

f

The Council shall maintain a written record of its processing activities.

22.Relations with the press/media

Source page 24

a

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 in accordance with the
Council’s policy in respect of dealing with the press and/or other media.

23.Execution and sealing of legal deeds
See also standing orders 15(b)(xii) and (xvii) above.
a

A legal deed shall not be executed on behalf of the council unless authorised by a
resolution.

b

Subject to standing order 23(a) above, any two councillors may sign, on behalf
of the council, any deed required by law and the Proper Officer shall witness
their signatures.

24. Communicating with District and
County or Unitary councillors
a

An invitation to attend a meeting of the Council shall be sent, together with the agenda,
to the ward councillor(s) of the District and County Council or unitary council
representing the area of the Council .

b

Unless the Council determines otherwise, a copy of each letter sent to the District and
County Council shall be sent to the ward councillor(s) representing the area of the
council.

25.Restrictions on councillor activities
a.

Unless authorised by a resolution, no councillor shall:
i.
inspect any land and/or premises which the council has a right or duty to inspect;
or
ii.
issue orders, instructions or directions.

Source page 25

26.Canvassing of and Recommendations
by Councillors
Note: this standing order applies to candidates for employment with the Town
Council and persons submitting estimates, quotations and tenders

b.

a. Canvassing councillors or the members of a committee or sub
committee, directly or indirectly shall disqualify a candidate from such
an appointment. The Proper Officer shall disclose the requirements of
the Standing Order to every candidate
A Councillor or a member of a committee or sub-committee shall not
solicit a person for appointment to or by the Council or recommend a
person for such appointment or for promotion; but, nevertheless, any
such person may give a written testimonial of a candidate’s ability
experience or character for submission to the Council with an
application for appointment.
c. This standing order shall apply to the submission of tenders, quotations
and estimates as if the person making the submission were a
candidate for appointment.

27.Urgency procedure
If an urgent decision is required the procedure given in Appendix 1 to these
standing orders will be implemented.
Note: in this context “urgent” means a decision that needs to be taken as a high
priority but where it is impracticable to either arrange a special Council/ Committee
meeting and / or wait until the next meeting of Council or a relevant Committee (this
may include responding to a planning application or authorising expenditure which
exceed the Town Clerk’s or a Committee’s usual limits)

28.Standing orders generally
a

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.

b

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 five councillors to be given to the Proper
Officer in accordance with standing order 9

c

The Proper Officer shall provide a copy of the council’s standing orders to a councillor
as soon as possible..

Source page 26

d

The decision of the chair of a meeting as to the application of standing orders at the
meeting shall be final.

29.Councillor Training
a

b

Within 6 months of being elected / co-opted / appointed the following training
should be undertaken or proof provided that such training has been attended
within the last 4 years:
• Chairing Skills – Mayor, Deputy Mayor, Committee Chairs
• Councillor Essentials / Roles and Responsibilities – all Town
Councillors
• Council Governance and finance – all Town Councillors
• Equality & Diversity Training – All Town Councillors
• Code of Conduct – all Town Councillors
• Responding to Planning Applications - Councillors on the Planning
Committee
If the training is offered by the Town Council but not attended or, evidence of
a attendance at a similar training session within the last 4 years is not
provided, within the 6 month period following election / co=option /
appointment a report will be made to Council as to why attendance has not
been possible and Council will decide whether or not the person should
remain in their position / as a Committee member.

Source page 27

NPTC Standing Orders Appendix 1
Urgent Decision Procedure
Note:
(i)
in this context “urgent” means a decision that needs to be taken as a high
priority but where it is impractical to either arrange a special Council /
Committee meeting and / or wait until the next meeting of the Council or a
relevant Committee (this may include responding to a planning application or
authorising expenditure which exceed the Town Clerk’s or a Committee’s
usual limits.
(ii)
A person holding more than 1 of the roles of Mayor, Deputy Mayor, Chair of
Planning Committee, Chair of the Finance & Strategic Development
Committee or Chair of the General Purposes Committee will only be entitled
to 1 vote (not a vote per position they hold)
Town Clerk is made aware /
becomes aware that an urgent
decision is required

Can a quorate meeting of the
Council or relevant Committee be
advertised and take place within the
required timescale?
No

The Town Clerk will email all the
relevant information to the Mayor,
Deputy Mayor, Chair of the Planning
Committee, Chair of the Finance
Committee and Chair of the General
Purposes Committee. The email will
specify why an urgent decision is
required, any timescale and request
a response by email.

The Town Clerk collates the email
responses to determine the
decision, based on the majority of
responses.

(i)
(ii)
(iii)
(iv)

Town Clerk implements the decision
Town Clerk notifies all Town Councillors of the decision
(within 3 working days of the decision being made)
usually by means of a Clerk’s Update email
A formal report is made to the next Council / relevant
Committee explaining why the urgent decision was
needed and giving the decision made
Details of decision placed on appropriate electronic and
paper files.