15. 12 May 2026 Full Council Agenda_compressed
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The Council Office, Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich, NR6 5QB
Tel: 01603 301751 www.hellesdon-pc.gov.uk email: clerk@hellesdon-pc.gov.uk
ANNUAL MEETING OF THE FULL COUNCIL
Notice of meeting to be held on Tuesday 12 May 2026 at 7pm
in The Council Chamber,
Diamond Jubilee Lodge, Wood View Road, Hellesdon.
Councillors are summoned to attend for the purpose of transacting
the following business.
The Openness of Local Government Bodies Regulations 2014
Under the above regulations, any person may take photographs, film and audio-record the proceedings
and report on all public meetings. If you do not wish to be filmed / recorded, please notify an officer prior
to the start of the meeting.
AGENDA
Welcome by the Chairman
1. Election of Chairman of the Council and Declaration of Acceptance of Office
2. Election of Vice Chairman of the Council
3. Apologies and acceptance for absence
To receive and accept valid apologies for absence as previously notified to the Parish Clerk.
4. Declarations of Interest and Dispensations
To receive Members' Declarations of Interest and to note the granting of any Requests for
dispensations.
5. To Agree Minutes as a True and Accurate Record of Full Council meeting held 14 April
2026
6. Public Participation
To receive questions from the public.
(Public participation shall be in accordance with Standing Orders and shall not exceed 15
minutes unless such time is extended by the Chairman).
7. Council Reports
a. To receive a report from the Clerk and note.
b. To receive a report from the District and County Councillors and note.
c. To receive a report from the Chairman and note.
8. Financial Matters
a. Bank Reconciliation – 31 March 2026
b. Earmarked Reserves Summary 31 March 2026
c. Approval of Payments – 31 March 2026
d. Approval of Receipts – 31 March 2026
e. Detailed Income and Expenditure 31 March 2026
9. Committees
a) To Appoint Members to the Planning Committee (6), Appoint Chairman and Vice Chairman and
Review Terms of Reference
b) To Appoint Members to the Community Centre & Cafe Committee (6), Appoint Chairman and
Vice Chairman and Review Terms of Reference
c) To Appoint Members to the Events Committee (7), Appoint Chairman and Vice Chairman and
Review Terms of Reference
d) To Appoint Members to the Playing Fields, Allotments and Amenities Committee (6), Appoint
Chairman and Vice Chairman and Review Terms of Reference
e) To Appoint Members to the Staffing Committee (7), Appoint Chairman and Vice Chairman and
Review Terms of Reference
f) To Appoint members of an Environment Committee, Appoint Chairman and Vice Chairman and
Review Terms of Reference.
g) To Agree the Policy, Property and Resource Committee to made up of Committee Chairman for
all of the above and Appoint other Member(s) so Membership Equates to 7. To Appoint Chairman
and Vice Chairman and Review Terms of Reference
h) To Appoint Member to be the Parish Council Internal Scrutineer (as required by Financial
Regulations)
10. Local Bodies and Groups
a. To Appoint Member(s) to the Norwich Airport Consultative Committee
b. Appoint Members(s) to the Safer Neighbourhood Action Panel
c. To Appoint/Note Member to represent the council at meetings of Norfolk ALC
d. To Appoint Armed Forces Representative
e. To receive report from (outgoing) Member(s) of the Norwich Airport Consultative Committee
meeting held 22nd April 2026.
11. Committees
To receive reports from the (outgoing) Chairs of Committees and note:
a. Events Committee – meeting held 20 April 2026 draft minutes attached and 11 May 2026.
b. Planning Committee – meetings held 28 April 2026 and 12 May 2026.
c. Staffing Committee – meeting held 14 April 2026 draft minutes attached.
d. Environment Committee – meeting held 12 May 2026.
e. Playing fields, Allotments and Amenities Committee – no meetings since last Full Parish
Council meeting.
f. Community Centre & Café Committee - no meetings since last Full Parish Council meeting.
12. To Review the Following Primary Policies:
a. Standing Orders b. Financial Regulations c. Members’ Code of Conduct d. Scheme of Delegation e. Statement of Internal Controls f. Financial Reserves Management 13. To consider request from YMCA Norwich to hold an event in the foyer of the Community Centre.
14. To consider requesting permission for Gateway Vineyard Church to hold an event on
Hellesdon Recreational Ground on Sunday 16 August 2026.
15. Time and Venue of next Council meeting to be confirmed as:
Tuesday 9 June 2026, commencing at 7pm at Diamond Jubilee Lodge
Jonathan Hall
Clerk to the Council Dated 6 May 2026
The Council Office, Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich, NR6 5QB
Tel: 01603 301751 www.hellesdon-pc.gov.uk email: clerk@hellesdon-pc.gov.uk
Minutes of the Full Council meeting held on Tuesday 14 April 2026 at 7pm in
Council Chamber, Diamond Jubilee Lodge, Hellesdon.
Present: Cllr David Maidstone (Chairman)
Cllr David Britcher Cllr Roy Forder
Cllr Sue Holland Cllr Mel Maidstone
Cllr Robin Sear Cllr Shelagh Gurney
Cllr Andrew Locke Cllr Mike Hicks
Cllr Ian Duckett
In attendance
Rebecca Larke (Deputy Clerk)
David Marshall (Admin)
1. Apologies and acceptance for absence
Apologies were received from the following Councillors and ACCEPTED: Cllr Lacey Douglass, Cllr David
Fahy, Cllr Bill Johnson, Cllr Nigel Barker
2. Declarations of Interest and Dispensations
None
3. Minutes from Full Council meeting held 10 March 2026
The minutes of the meeting held on 10 March 2026 had been previously circulated. It was AGREED to accept
these minutes as a true and accurate record of the meeting.
4. Co Options a) After three rounds of voting the following applicants were ELECTED to the Parish Council:
John Knowles and Gemma Diffey
Cllr Gemma Diffey was not present. Cllr John Knowles signed his Office of Acceptance and joined the
meeting. The Chairman thanked the unsuccessful candidate for their interest in the position.
5. Appointments to Committees and Panels
It was AGREED that Cllr John Knowles be appointed to both the Staffing Committee and the Community
Centre and Café Committee plus act as a substitute for the Disciplinary Panel. It was AGREED that Cllr
Gemma Diffey be appointed to both the Events Committee and the Community Centre and Café
Committee plus to act as a substitute for the Grievance Panel.
6. Public Participation
No public present at the meeting.
Approved…………………………………………………...…
Cllr David Maidstone
Chairman of Hellesdon Parish Council
Date………………………………………
Hellesdon Parish Council, Full Council Minutes 14 April 2026
7. Council Reports
a) To receive a report from the Clerk
Report was previously circulated to Council members. The Deputy Clerk added that the Annual Parish
Meeting has been provisionally booked for Wednesday 27th May 2026. The Clerk is waiting for
confirmation that the CEO of Broadland District Council, Mr. Trevor Holden, can attend. Cllr David
Maidstone, Cllr Mel Maidstone and Cllr Sue Holland all advised they were unable to attend on that date.
The report was noted.
b) To receive reports from County and District Councillors.
Cllr Shelagh Gurney advised she had met with County Council officers in respect of the parking issues in
Middleton’s Lane adjacent to the Jet Garage and officers were looking to put permanent parking
restrictions within that area. It appears some vehicles have been present in that area for extended periods
and used for airport parking.
It was noted that the temporary traffic lights on Holt Road are not sequencing correctly and are not
communicating with each other, which is causing traffic issues. At present, the lights are being manually
operated.
It was noted that a reduction in the speed limit on Drayton High Road from 40mph to 30mph had been
suggested. It was further noted that Kier would be responsible for addressing the reported potholes.
Cllr Shelagh Gurney confirmed that the two Oak trees on Holt Road near the allotment site would be
remaining and those to be felled are near The Nest facility site although there has been no consultation as
yet. The report was noted.
c) Report from the Chairman
Cllr David Maidstone and Cllr David Britcher updated those present that they had met with the Clerk to
discuss how best to support him and the staff moving forward. The Chairman referred to a bullet point list
of notes which could be circulated to fellow Councillors after this was agreed with the Clerk. It was
suggested that members should drop the Clerk an email before calling to avoid unnecessary disruption.
The report was noted.
7. Financial Matters
Items a to d.
The Deputy Clerk in the absence of the RFO advised that financial reports were unable to be produced.
However reassurance was provided that the bank reconciliation has been completed for February and
March 2026. There are a few queries remaining that need to be processed and resolved prior to the
reports being produced. Richard Bishop will be returning this Thursday to resolve any outstanding issues.
e) Bank Mandate signatories.
The Council RESOLVED to add Cllr Mel Maidstone and Cllr Mike Hicks to the bank mandate.
8. Reports from Committees
Events Committee
Connie Ackers was commended for her work with the Events Committee in organising the Summer Fayre.
Further details regarding the event will be published on the Parish Council website in due course. It was
AGREED that the Christmas Carols on the Lawn event, including food and drink stalls, will take place on
19 December 2026.
Approved…………………………………………………...…
Cllr David Maidstone
Chairman of Hellesdon Parish Council
Date………………………………………
Hellesdon Parish Council, Full Council Minutes 14 April 2026
a) Playing Fields Allotments and Amenities Committee
Cllr Mike Hicks provided a verbal report and it was noted that repairs to the Beehive Shed had now been
completed. There were no updates available regarding the use of hosepipes or the repair of potholes at the
allotments. It was further requested that progress on compost bins and the new keys for the padlock on the
allotment entrance gate be followed up.
b) Staffing Committee
Cllr David Britcher advised that the Committee had engaged a professional HR consultancy for a five-year
period to assist the Clerk. Additionally, subject to an amendment to the Council’s Standing Orders,
mandatory HR training would be requested for members of the Staffing Committee, although this training
would be made available to all members who wished to attend. It was noted that the committee had asked
for the disciplinary panel to convene.
c) Planning Committee
Cllr Roy Forder updated council following the Planning meeting held earlier in the evening and advised of
the objections to the applications discussed.
It was noted no meetings have been held since previous Full Council meeting for Community Centre and
Café Property Policy and Resources and Environment Committees.
9. Other Business
The Chairman suggested it would be beneficial for all councillors to attend training. Cllr Sue Holland agreed
in principle but was mindful of only one year remaining before Parish Council elections and suggested an
amendment to Standing Orders to this effect. The Council RESOLVED that all new councillors, whether
they join by election or co-option should be offered and actively encouraged to undertake training. Costings
of training providers would be sought by the Clerk. Cllr Ian Duckett requested if the Clerk could obtain any
details of any environmental training.
10. Next Meeting
The next full Parish Council meeting will be on 12 May 2026 at 7pm in Council Chamber, Diamond Jubilee
Lodge, Woodview Road Hellesdon Norwich NR6 5QB. Members were advised to note this will be the
Annual Parish Council Meeting.
Meeting closed at 20.29
Approved…………………………………………………...…
Cllr David Maidstone
Chairman of Hellesdon Parish Council
Date………………………………………
Hellesdon Parish Council, Full Council Minutes 14 April 2026
ITEM NO: 7
Clerk’s report for Full Council meeting 12 May 2026
Period 14 April 2026 to 6 May 2026
We are approaching the busiest time of the year for the Council office with AGAR returns,
VAT quarter end as well as financial year end procedures. This has been complicated by the
switch to Scribe from Rialtas. Later on in the month we have the internal auditor visit and as
well as preparing for the Annual Parish Meeting.
An update on some matters below:
Rialtas accounts backlog
We have finally managed to complete the reconstruction of the accounts for January,
February and March and completed the reconciliation. This was no mean feat and the
Council owe a debt of gratitude to Richard Bishop who has worked diligently with the rest of
the office staff to sort queries and issues over 3 months worth of input. This has taken much
longer than we have anticipated, but for the longer term it was important to ensure that the
council’s financial records were on a firm footing before switching software. The VAT quarter
end return has been completed and submitted.
Scribe Software
The Deputy Clerk has continued to lead on this project and ensure all records for Allotments
and Room Hire bookings are transferred over to the new system. Once set up it is hoped
that users will be able to book rooms in real time directly from the website. Payments will
also be easier with invoicing being automatic and links to Stripe an online webpage which
will take and manage card payments. As Year End 25/26 has only been completed on
Rialtas we are a few weeks behind as we have been unable to input into Scribe as we did
not have balance transfers figures to start the new financial year. However, I am confident
that we can catch up as Scribe is much easier to use.
Committee Work
Whilst this is a busy period for administration, it is also a busy period for the Grounds Team
as the grass (and weeds!) start to grow and allotment holders return to their plots after the
winter. The football season has officially ended and work will begin on the summer
maintenance programme including reseeding goalmouths and worn areas. In addition, as
the new bowling season approaches, fine turf management requirements will be ongoing
now until late autumn.
Work is progressing well from the Events committee, with the next event being the Summer
Fayre on 20 June 2026. I will work closely with Dave Marshall and the Events committee to
ensure that all the necessary preparations are undertaken.
Clerk - 6 May 2026
ITEM NO: 9
Report for : Full Council
Date: 12 May 2026
Item Title: Committees – appointments and Terms of Reference (TOR)
Attached are the current positions held by members of the Council. For some committees
such as Community Centre and Café we have too many members appointed against the
agreed number. No committee should have more than 7 members to ensure that Full
Council still has the power of veto.
The internal scrutineer responsibilities will be disappearing in 2026/27 as I propose to
change the way Bank Reconciliations are reported to Full Council, making this more open
and transparent. However for the time being a member needs to be appointed. It must not
be a signatory on the Bank Account or the Chairman of the Council. Paragraph 2.6 of the
financial regulations outlines the responsibilities.
The appointment of the panels are not covered within the Terms of Reference for staffing.
However you may wish to amend standing orders so that full council decides the
appointments at the annual parish council meeting.
Any suggested changes to ToRs are highlighted in track changes within the documents
attached.
Clerk
Date 2026
Chairman David Maidstone Vice Chairman Bill Johnson
Hellesdon Community Centre& Cafe Committee (7) Staffing Committee (7)
Chairman Roy Forder (P) Chairman David Britcher (P)
Vice Chairman Nigel Barker Vice Chairman Shelagh Gurney (P)
Shelagh Gurney (P) Bill Johnson (P)
David Maidstsone Roy Forder (P)
Mel Maidstone (P) Andrew Lock
Members Mike Hicks Members David Maidstone
Lacey Douglass John Knowles
Gemma Diffey
John Knowles
Playingfields, Allotments & Amenities Committee (6) Planning Committee (6)
Chairman Mike Hicks Chairman Roy Forder (P)
Vice Chairman David Fahy Vice Chairman Robin Sear (P)
Nigel Barker David Maidstone
Shelagh Gurney (P) Mel Maidstone (P)
Members Members
David Maidstone Mike Hicks
Mel Maidstone (P) Susan Holland
Property, Policy & Resources Committee (7) Events Committee (6)
Chairman Shelagh Gurney (P) Chairman Mel Maidstone
Vice Chairman David Maidstone Vice Chairman Roy Forder (P)
David Britcher (P) Bill Johnson (P)
Roy Forder (P) David Britcher (P)
Members
Members Mike Hicks Lacey Douglass
Ian Duckett (P) Gemma Diffey
Vacancy
Local Bodies/Groups: Environment Committee (5)
Airport Consultative Committee Chairman Ian Duckett (P)
Cllr Gurney is Chair of Committee as Norfolk County Council Rep Vice Chairman Mel Maidstone
Robin Sear Mike Hicks (sub) Members David Britcher (P)
Western Link Project Andrew Lock
David Britcher Ian Duckett David Maidstone
Safer Neighbourhood Action Panel
Roy Forder Mel Maidstone
Norfolk AlC Representative Social Supermarket Feasibility Project
Shelagh Gurney Roy Forder Bill Johnson
Armed Forces Representative Shelagh Gurney
Nigel Barker
Internal Scrutineer
David Maidstone
(P) Print Pack
Version 5 14.04.26
Page 1
Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: contact@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk
TERMS OF REFERENCE
PLANNING COMMITTEE
Responsibilities specific to all committees:
• To be responsible for compiling its annual budget
• To present and obtain approval for its annual budget from Full Council
• To monitor its functions and expenditure
• To assess and budget for future maintenance, replacement or upgrading of items for
which it is responsible
• To set dates for ordinary meetings
• If a particular item under discussion is within the Committee’s delegated powers, the
minutes will record the decision as RESOLVED. If not, then the minutes will record
the decision as agreed to RECOMMEND and it will then be brought to the attention
of the Full Council for decision as appropriate.
Responsibilities specific to this committee:
Authority
The Planning Committee is constituted as a standing committee of the Full Council. It is
appointed by and is solely responsible to Hellesdon Parish Council to consider, comment and
make decisions in respect of planning and licensing matters and to respond as appropriate to
the responsible authority.
The Committee duties are defined and agreed by the Full Council which may resolve, at any
time, to modify the Committee’s powers.
Membership
Membership will be made up of six councillors.
All other councillors will be substitutes for this committee, and will be called upon on a
party basis by the member who cannot attend.
In addition to the nominated committee members, the Chairman of the Council is permitted
to form part of the committee ex officio. If the Chairman is unable to attend in their ex
officio capacity they may nominate the Vice Chairman as a substitute.
Quorum
Hellesdon Parish Council
Terms of Reference Planning Committee
Reviewed – 14th May 2024
Date of Next Review – May 2025
Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: contact@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk
The committee quorum shall be no fewer than three members
Frequency of Meetings
The Committee will meet as required to consider planning applications in accordance with
the timescales of the Local Planning Authority (inclusive of approved time extensions). The
ordinary meetings to consider committee general items and standing items in accordance
with set timetable.
Record of Proceedings
Written minutes will be taken to record the Committee’s decisions and recommendations and
will be circulated to all Councillors for the next Full Council meeting.
Delegated Powers
1. To comment and make representation in respect of all planning applications
pertaining to the parish of Hellesdon, other than large scale applications for which
ordinarily it would be considered appropriate for the Full Council to consider.
2. To comment and make representation in respect of all licensing and gambling
matters pertaining to the parish of Hellesdon.
3. To comment and make representation in respect of planning applications for
parishes adjoining Hellesdon Parish, as so consulted.
4. To comment and make representation in respect of the governing documents of the
Local Planning Authority or the Licensing Authority.
5. To make written representation or elect a member to attend any hearing the subject
of an appeal.
6. To identify and make representations to the relevant authorities in respect of
enforcement action or any matters considered to be breaches of planning
regulations
7. To deal with any other planning related matter that a meeting of the full Council
considers appropriate to be referred to the Planning Committee
Formatted: Indent: Left: 1.27 cm, No bullets or numbering
8.7. To monitor, review and where necessary make recommendations to the
Council for amendments to the planning consultation procedure.
Standing Items for Ordinary Meetings
First meeting –
• to set timetable of committee ordinary meetings
Second and subsequent meetings during the civic year to consider matters as
received within the responsibility of the committee
Hellesdon Parish Council
Terms of Reference Planning Committee
Reviewed – 14th May 2024
Date of Next Review – May 2025
Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: contact@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk
Hellesdon Parish Council
Terms of Reference Planning Committee
Reviewed – 14th May 2024
Date of Next Review – May 2025
Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: contact@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk
TERMS OF REFERENCE
HELLESDON COMMUNITY CENTRE & CAFÉ COMMITTEE
Responsibilities specific to all committees:
To be responsible for compiling the committee annual budget
To present and obtain approval for the committee annual budget from Full Council
To monitor committee functions and expenditure
To assess and budget for future maintenance, replacement or upgrading of items for
which the committee is responsible
To set dates for ordinary meetings
If a particular item under discussion is within the Committee’s delegated powers, the
minutes will record the decision as RESOLVED. If not, then the minutes will record
the decision as agreed to RECOMMEND and it will then be brought to the attention
of the full council for decision following presentation of the Committee draft
minutes.
Responsibilities specific to this committee:
Authority
The Community Centre & Café Committee is constituted as a standing committee of
Hellesdon Parish Council. It is appointed by and is solely responsible to the Council to
1. make decisions in respect of day to day running of the Community Centre & Café
subject to budget and expenditure limits.
2. to keep a general oversight of the Community Café.
3. to report to council staffing and equipment needs.
4. to deal with pricing structure and hire charges for the Community Centre
5. to deal with community rate & discount amount.
6. to manage and decide applications of community rate.
7. to manage and oversee list of those receiving community rate.
8. to set terms and conditions for hire of the Community Centre
Hellesdon Parish Council
Terms of Reference
Hellesdon Community Centre Committee
Adopted – 14th May 2024
Next Review Due – May 2025
Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: contact@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk
9. to set charges, terms and conditions for use by Council Community activities
10. to identify required improvements, developments and capital projects and make
recommendations to Full Council
The Committee duties are defined and agreed by the full council which may resolve, at any
time, to modify the Committee’s powers.
Membership
Membership will be made up of six councillors.
All other councillors will be substitutes for this committee, and will be called upon on a party
basis by the member who cannot attend.
In addition to the nominated committee members, the Chairman of the Council is permitted
to form part of the committee ex officio. If the Chairman is unable to attend in their ex officio
capacity they may nominate the Vice Chairman as a substitute.
Quorum
The committee quorum shall be no fewer than three members.
Frequency of Meetings
The Committee will meet at least four times during each civic year and will publish these
meetings in advance as ordinary meetings. The ordinary meetings to consider committee
general items and standing items in accordance with set timetable. A further meeting will be
held in December of each year to consider, for recommendation to Full Council, the budget
and precept for the next financial year. Additional meetings will be set as required.
Record of Proceedings
Written minutes will be taken to record the Committee’s decisions and recommendations and
will be circulated to all Councillors for the next Full Council meeting.
Delegated Powers Community Centre
1. To keep under review the provision of room hire and management of Hellesdon
Community Centre.
Hellesdon Parish Council
Terms of Reference
Hellesdon Community Centre Committee
Adopted – 14th May 2024
Next Review Due – May 2025
Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: contact@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk
2. To identify and submit to the full council proposals for any improvements,
developments or any capital expenditure when requesting funding for the following
financial year.
3. To lead on and approve quotes for all aspects of maintenance and replacement works
the responsibility of the committee in accordance with adopted financial regulations
4. To advise the full council of the impact of proposals by owners or occupiers of land
that may affect the hire of HCC.
5. To regularly monitor income and expenditure
6. To review and determine level of insurance required within the Council’s insurance
policy.
7. To make recommendations to the Council about the level of the room hire rates for
hire within HCC.
Delegated Powers Community Café
1. To keep under review the service provision of the Community Café.
2. To identify and submit to the full council proposals for any improvements,
developments or any capital expenditure when requesting funding for the following
financial year.
3. To set agree menu and pricing structure.
4. To regularly monitor income and expenditure of the community café.
Standing Items for Ordinary Meetings
First meeting –
to set dates of committee ordinary meetings
to consider the financial statement summarising the Centre’s receipts and
payments for the final (Jan – March) financial quarter and the year to date
to consider the financial statement summarising the Café’s receipts and
payments for the final (Jan – March) financial quarter and the year to date
Second meeting –
to consider the financial statement summarising the Centre’s receipts and
payments for the first (April – June) financial quarter
to consider the financial statement summarising the Café’s receipts and
payments for the first (April – June) financial quarter
Hellesdon Parish Council
Terms of Reference
Hellesdon Community Centre Committee
Adopted – 14th May 2024
Next Review Due – May 2025
Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: contact@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk
to consider previous financial year’s budget allocations with actual amounts
Third meeting –
to consider the financial statement summarising the Centre’s receipts and payments
for the second (July – September) financial quarter
to consider the financial statement summarising the Café’s receipts and payments for
the second (July – September) financial quarter
to review hire charges of the Community Centre
to review pricing of the Café
to review terms and conditions of hire of the Community Centre
to consider items for the committee budget for the following financial year
Budget meeting –
to consider, for recommendation to Full Council, the budget and precept for
the next financial year
Fourth meeting –
to consider the financial statement summarising the Centre’s receipts and payments
for the third (October – December) financial quarter
to consider the financial statement summarising the Café’s receipts and payments for
the third (October – December) financial quarter
Hellesdon Parish Council
Terms of Reference
Hellesdon Community Centre Committee
Adopted – 14th May 2024
Next Review Due – May 2025
Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: contact@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk
TERMS OF REFERENCE
EVENTS COMMITTEE
Responsibilities specific to all committees:
• To be responsible for compiling its annual budget
• To present and obtain approval for its annual budget from Full Council
• To monitor its functions and expenditure
• To assess and budget for future maintenance, replacement or upgrading of items for
which it is responsibleresponsible.
• To set dates for ordinary meetings
• If a particular item under discussion is within the Committee’s delegated powers, the
minutes will record the decision as RESOLVED. If not, then the minutes will record
the decision as agreed to RECOMMEND and it will then be brought to the attention
of the Full Council for decision as appropriate.
Authority
The Events Committee is constituted as a standing committee of the Full Council. It is
appointed by and is solely responsible to Hellesdon Parish Council to arrange events as agreed
by Full Council
The Committee duties are defined and agreed by the Full Council which may resolve, at any
time, to modify the Committee’s powers.
Membership
• Membership of the committee group should consist of seven parish councillors. All
other councillors will be substitutes for this committee, andcommittee and will be
called upon on a party basis by the member who cannot attend.
• Members of the public may be appointed in an advisory non-voting capacity on an
‘event by event’ basisbasis.
• A Quorum of the group’s meeting will consist of no fewer than three councillors.
In addition to the nominated committee members, the Chairman of the Council is permitted
to form part of the committee ex officio. If the Chairman is unable to attend in their ex
officio capacity they may nominate the Vice Chairman as a substitute.
Terms of Reference
Events Committee
Reviewed – 14th May 2024
Next Review – May 2025
Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: contact@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk
Frequency of Meetings
To meet as required to arrange events as determined by the Parish Council
Record of Proceedings
Record of Proceedings
Written minutes will be taken to record the Committee’s decisions and recommendations and
will be circulated to all Councillors for the next Full Council meeting.
A report will be provided of decisions and recommendations made by the working group to
the next Full Council meeting.
Roles & Responsibilities
Role
To arrange events, and the full detail of events as dictated by full council and under the
budgetary constraints as dictated by full council.
To plan, coordinate and oversee events organised or supported by the Parish Council,
ensuring they are safe, inclusive, financially sound, and aligned with the objectives of the
Council.
Responsibilities
Event Planning and Coordination
To identify, plan, arrange and coordinate community events on behalf of the Parish
Council, working in consultation with the Parish Clerk and relevant stakeholders.
Health, Safety and Risk Management
To ensure that appropriate risk assessments, health and safety measures, emergency and
evacuation plans, and safeguarding considerations are prepared and implemented for all
events, in accordance with legislation and best practice.
Compliance and Permissions
To ensure that all necessary permissions, licences, insurance requirements and statutory
notifications (including liaison with external bodies where required) are obtained in
advance of events.
Financial Planning
To prepare and submit a draft annual events budget for consideration by the Policy,
Planning & Resources (PP&R) Committee, and to monitor expenditure for events within
any agreed budgets.
Terms of Reference
Events Committee
Reviewed – 14th May 2024
Next Review – May 2025
Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: contact@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk
Procurement and Contractors
To oversee the selection and engagement of suppliers, contractors, entertainers and
volunteers required for events, ensuring value for money and compliance with the
Council’s financial regulations and procurement policies.
Promotion and Communication
To assist with the promotion and publicity of events through appropriate channels,
including noticeboards, newsletters, social media and the Parish Council website, in
liaison with the Parish Clerk.
Partnership Working
To work collaboratively with community groups, volunteers, local organisations and other
councils where appropriate to support or deliver events.
Accessibility and Inclusion
To ensure that events are, wherever possible, accessible and inclusive for all members of
the community.
Post-Event Review
To conduct post-event evaluations and report outcomes, including attendance, feedback
and any lessons learned, to the Parish Council.
Reporting and Accountability
To report regularly to the Parish Council on planned events, associated expenditure, and
any matters requiring Council approval or decision.
1. To ensure the relevant risk assessments are in place for events.
2. To ensure the correct licenses and insurances are in place for events.
3. If required, to create a proposed site plan for the event.
4. If require, arrange for external first aid provision for the event.
5. If appropriate, to create a running order for the day.
6. To book appropriate entertainments for the event and ensure that they have the
correct insurances and licenses in place. This should be kept within the correct
budget for the event.
7. If appropriate, arrange for Broadland Council to be notified of the event, providing
the authority with any information they so require.
8. If appropriate, arrange for the emergency services to be notified of the event,
providing them with any information they so require.
9. To liaise with and book stall holders, ensuring that they have the appropriate
licenses and insurances in place.
10. To agree the fees charged to stall holders for the relevant event.
11. To allocate roles for each event, advising full council of the staffing requirements for
set up, during the event, and clearing away.
12. To arrange for marketing and promotion of the event, as the committee sees fit.
Terms of Reference
Events Committee
Reviewed – 14th May 2024
Next Review – May 2025
Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: contact@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk
Terms of Reference
Events Committee
Reviewed – 14th May 2024
Next Review – May 2025
Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: clerk@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk
TERMS OF REFERENCE
PLAYING FIELDS, AMENITIES & ALLOTMENTS COMMITTEE
Responsibilities specific to all committees:
• To be responsible for compiling its annual budget
• To present and obtain approval for its annual budget from Full Council
• To monitor its functions and expenditure
• To assess and budget for future maintenance, replacement or upgrading of items for
which it is responsible
• To set dates for ordinary meetings
• If a particular item under discussion is within the Committee’s delegated powers, the
minutes will record the decision as RESOLVED/AGREED. If not, then the minutes will
record the decision as agreed to RECOMMEND and it will then be brought to the
attention of the Full Council for decision following approval of the Committee minutes.
Responsibilities specific to this committee:
Authority
The Playing Fields, Amenities & Allotments Committee is constituted as a standing committee
of the Full Council. It is appointed by and is solely responsible to Hellesdon Parish Council to
make decisions about council owned playing fields, play areas, parks and gardens, green and
open space and allotment sites upon delegation by the full council after land purchase or
acquisition subject to budget and expenditure limits.
The Committee duties are defined and agreed by the Full Council which may resolve, at any
time, to modify the Committee’s powers.
Membership
Membership of the committee will consist of six Councillors.
All other councillors will be substitutes for this committee, and will be called upon on a party
basis by the member who cannot attend.
In addition to the nominated committee members, the Chairman of the Council is permitted
to form part of the committee ex officio. If the Chairman is unable to attend in their ex officio
capacity they may nominate the Vice Chairman as a substitute.
Hellesdon Parish Council
Terms of Reference
Playing Fields, Amenities & Allotments Committee
Reviewed - 14th May 2024
Date of Next Review – May 2025
Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: clerk@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk
Quorum
The committee quorum shall be no fewer than three members.
Frequency of Meetings
The Committee will meet at least four times during each civic year and to publish these
meetings in advance as ordinary meetings. The ordinary meetings to consider committee
general items and standing items in accordance with set timetable. Additional meetings will
be set as required.
Record of Proceedings
Written minutes will be taken to record the Committee’s decisions and recommendations and
will be circulated to all Councillors for the next Full Council meeting.
Delegated Powers
1. To keep under review the provision of allotments, sports & recreational facilities of
the council.
2. To consider and put forward to the full council proposals for any improvements,
developments or any capital expenditure when requesting funding for the following
financial year.
3. To manage a list of residents in the parish who are waiting for a tenancy of an
allotment garden.
4. To lead on and approve quotes for all aspects of maintenance and ground works in
accordance with adopted financial regulations
5. To manage use of the councils playing fields and parks by sports clubs to include the
grant of a tenancy.
6. To advise the full council of the impact of proposals by owners or occupiers of land
that may affect its allotments, sports and recreational facilities.
7. To make recommendations to the council about the level of the annual rents for
allotments and other fees for use of sports and recreational facilities.
8. To review and recommend byelaws or such orders for the allotments, parks and
playing fields.
9. To work in partnership with appropriate funding bodies to improve allotments, sports
& recreational facilities.
10. To work in partnership with the police to alleviate anti-social behaviour and vandalism
within the allotments, sports & recreational facilities
11. To maintain and update rules in relation to hiring of allotment, sports and recreational
facilities
Hellesdon Parish Council
Terms of Reference
Playing Fields, Amenities & Allotments Committee
Reviewed - 14th May 2024
Date of Next Review – May 2025
Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: clerk@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk
12. To appoint from its membership and in accordance with standing orders, panels or
groups with a specification of the role and procedures, for liaising with outside bodies
which have an interest with the council, currently
• Allotment Liaison Group
Standing Items for Ordinary Meetings
First meeting –
• to appoint members to panels/groups in respect of matters the responsibility
of the Committee as identified in delegated power 12
• to consider Roles & Procedures of Panels/Groups
• to set dates of committee ordinary meetings
• to consider the current report from the Allotment Liaison Group
Second meeting –
• to consider the current report from the Allotment Liaison Group
• to address capital projects as identified in the budget the responsibility of the
committee.
Third meeting –
• to consider the current report from the Allotment Liaison Group
• to consider hire rates for the forthcoming financial year for sports facilities and
allotments
• to consider the committee budget for recommendation to the Full Council for
approval
Fourth meeting –
• to consider the current report from the Allotment Liaison Group
Hellesdon Parish Council
Terms of Reference
Playing Fields, Amenities & Allotments Committee
Reviewed - 14th May 2024
Date of Next Review – May 2025
Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: contact@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk
TERMS OF REFERENCE
STAFFING COMMITTEE
Responsibilities specific to all committees:
• To be responsible for compiling its annual budget
• To present and obtain approval for its annual budget from Full Council
• To monitor its functions and expenditure
• To assess and budget for future maintenance, replacement or upgrading of items for
which it is responsible.
• To set dates for ordinary meetings
• If a particular item under discussion is within the Committee’s delegated powers, the
minutes will record the decision as RESOLVED. If not, then the minutes will record
the decision as agreed to RECOMMEND and it will then be brought to the attention
of the Full Council for decision following presentation of the Committee draft
minutes.
Responsibilities specific to this committee:
Authority
The Staffing Committee is constituted as a standing committee of the Full Council. It is
appointed by and is solely responsible to Hellesdon Parish Council to make decisions about
all staffing matters subject to budget and expenditure limits. The Committee duties are
defined and agreed by the Full Council which may resolve, at any time, to modify the
Committee’s powers.
Membership
Membership will be made up of seven councillors. All other councillors will be substitutes
for this committee, and will be called upon on a party basis by the member who cannot
attend.
In addition to the nominated committee members, the Chairman of the Council is permitted
to form part of the committee ex officio. If the Chairman is unable to attend in their ex
officio capacity they may nominate the Vice Chairman as a substitute.
Hellesdon Parish Council
Terms of Reference Staffing Committee
Reviewed – 14th May 2024
Date for Next Review – May 2025
Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: contact@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk
Quorum
The committee quorum shall be three members.
Frequency of Meetings
The Committee will meet at least four times during each civic year and to publish these
meetings in advance as ordinary meetings. The ordinary meetings to consider committee
general items and standing items in accordance with set timetable. Additional meetings will
be set as required.
Record of Proceedings
Written minutes will be taken to record the Committee’s decisions and recommendations and
will be circulated to all Councillors for the next Full Council meeting.
Delegated Powers
1. To establish and keep under review the staffing structure and to implement as
appropriate any action as needed
2. To draft, implement, review, monitor and revise policies for staff
3. To establish and review salary pay scales for all categories of staff and to be
responsible for their administration and review
4. To oversee the recruitment and appointment of staff other than for the position of
Clerk to the Council
5. To oversee any process leading to dismissal of staff (including redundancy)
6. To arrange execution of new employment contracts and changes to contracts
7. To establish and review performance management (including annual appraisals) and
staff training programmes for staff
8. To keep under review staff working conditions and staff health & safety at work
matters
9. To monitor and address regular or sustained staff absence
10. To consider the dismissal of an employee
11. To supervise and performance manage the Clerk to the Councils work, administer
his/her leave requests and record and monitor his/her other absences
Standing Items for Ordinary Meetings
First meeting –
• to consider Procedures of Staffing Panels
• to set dates of committee ordinary meetings
Second meeting –
• to receive a report on the annual appraisal process
• to address capital projects as identified in the budget the responsibility of the
committee
Hellesdon Parish Council
Terms of Reference Staffing Committee
Reviewed – 14th May 2024
Date for Next Review – May 2025
Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: contact@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk
Third meeting –
• to consider the committee budget for recommendation to the Full Council for
approval
Fourth meeting –
• to review policies for staff and staffing related matters
Hellesdon Parish Council
Terms of Reference Staffing Committee
Reviewed – 14th May 2024
Date for Next Review – May 2025
Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: clerk@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk
TERMS OF REFERENCE
ENVIRONMENT COMMITTEE
Responsibilities specific to all committees:
• To be responsible for compiling its annual budget
• To present and obtain approval for its annual budget from Full Council
• To monitor its functions and expenditure
• To assess and budget for future maintenance, replacement or upgrading of items for
which it is responsible
• To set dates for ordinary meetings
• If a particular item under discussion is within the Committee’s delegated powers, the
minutes will record the decision as RESOLVED/AGREED. If not, then the minutes will
record the decision as agreed to RECOMMEND and it will then be brought to the
attention of the Full Council for decision following approval of the Committee minutes.
Responsibilities specific to this committee:
Authority
The Environment Committee is constituted as a standing committee of the Full Council. It is
appointed by and is solely responsible to Hellesdon Parish Council to make decisions about
biodiversity and environmental impact on council owned sites upon delegation by the full
council after land purchase or acquisition subject to budget and expenditure limits.
The Committee duties are defined and agreed by the Full Council which may resolve, at any
time, to modify the Committee’s powers.
Membership
Membership of the committee will consist of six Councillors.
All other councillors will be substitutes for this committee, and will be called upon on a party
basis by the member who cannot attend.
In addition to the nominated committee members, the Chairman of the Council is permitted
to form part of the committee ex officio. If the Chairman is unable to attend in their ex officio
capacity they may nominate the Vice Chairman as a substitute.
Quorum
Hellesdon Parish Council
Terms of Reference
Environment Committee
Adopted - 14th May 2024
Date of Next Review – May 2025
Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: clerk@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk
The committee quorum shall be no fewer than three members.
Frequency of Meetings
The Committee will meet at least four times during each civic year and to publish these
meetings in advance as ordinary meetings. The ordinary meetings to consider committee
general items and standing items in accordance with set timetable. Additional meetings will
be set as required.
Record of Proceedings
Written minutes will be taken to record the Committee’s decisions and recommendations and
will be circulated to all Councillors for the next Full Council meeting.
Delegated Powers
1. To keep under review the Parish Council’s policy on Trees and Biodiversity Duty.
2. To seek ways to improve the Parish Council’s environmental impact.
3. To create and review a biodiversity action plan for areas in the control of the Parish
Council
4. To work in partnership with local businesses, community groups and residents to
improve the environment and biodiversity on private land and/or buildings which are
outside the control of the Parish Council.
5. To work in partnership with other local authorities to improve the environment and
biodiversity on public land and/or buildings which are outside the control of the Parish
Council.
6. To promote methods of improvement of biodiversity and lessening environmental
impact.
7. To consider and put forward to the full council proposals for any improvements,
developments or any capital expenditure when requesting funding for the following
financial year.
8. To work in partnership with appropriate funding bodies to improve biodiversity and
lessen environmental impact.
Standing Items for Ordinary Meetings
First meeting –
• to review Parish Council policies on trees and biodiversity
• to set annual plan for the committee
Second meeting –
• to update on committee annual plan
Hellesdon Parish Council
Terms of Reference
Environment Committee
Adopted - 14th May 2024
Date of Next Review – May 2025
Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: clerk@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk
• to address capital projects as identified in the budget the responsibility of the
committee.
Third meeting –
• to consider the committee budget for recommendation to the Full Council for
approval
Fourth meeting –
• to review current year budget to ensure all funds have been allocated.
Hellesdon Parish Council
Terms of Reference
Environment Committee
Adopted - 14th May 2024
Date of Next Review – May 2025
Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: clerk@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk
TERMS OF REFERENCE
PROPERTY, POLICY & RESOURCES COMMITTEE
Responsibilities specific to all committees:
• To be responsible for compiling the committee annual budget
• To present and obtain approval for the committee annual budget from Full Council
• To monitor committee functions and expenditure
• To assess and budget for future maintenance, replacement or upgrading of items for
which the committee is responsible
• To set dates for ordinary meetings
• If a particular item under discussion is within the Committee’s delegated powers, the
minutes will record the decision as RESOLVED. If not, then the minutes will record the
decision as agreed to RECOMMEND and it will then be brought to the attention of the
full council for decision following presentation of the Committee draft minutes.
Responsibilities specific to this committee:
Authority
The Property, Policy & Resources Committee is constituted as a standing committee of
Hellesdon Parish Council. It is appointed by and is solely responsible to the Council to
make decisions in respect of council owned property held within Hellesdon
and the parish on non parish council owned land (on H/Way land - grit bins etc) subject to
budget and expenditure limits.
1 To deal with financial policies
2 To advise and recommend to full council in respect of Council Policies
3 To determine and deal with the general financial resources of the Council
4 The Committee duties are defined and agreed by the full council which may resolve,
at any time, to modify the Committee’s powers.
5 Responsibility for approving Section 106 and CIL payments for projects and assets with
recommendations to go to the Full Parish Council.
6 To review the replacement and upgrade of all IT equipment
Hellesdon Parish Council
Terms of Reference
Property, Policy & Resources Committee
Reviewed – 14th May 2024
Date of Next Review – May 2025
Membership
The committee will be made up of 7 members of the council, the committee will be made up
of 7 members of the council. These will include the Chairman of all committees, plus other
appointed members to bring to membership to 7.
All other councillors will be substitutes for this committee, and will be called upon on a
party basis by the member who cannot attend.
In addition to the nominated committee members, the Chairman of the Council is permitted
to form part of the committee ex officio. If the Chairman is unable to attend in their ex officio
capacity they may nominate the Vice Chairman as a substitute.
Quorum
The committee quorum shall be no fewer than three members.
Frequency of Meetings
The Committee will meet at least four times during each civic year and to publish these
meetings in advance as ordinary meetings. The ordinary meetings to consider committee
general items and standing items in accordance with set timetable. A further meeting will be
held in December of each year to consider, for recommendation to Full Council, the budget
and precept for the next financial year. Additional meetings will be set as required.
Record of Proceedings
Written minutes will be taken by the Clerk to the Council to record the Committee’s decisions
and recommendations and will be circulated to all Councillors for the next Full Council
meeting.
Delegated Powers
1. To consider and put forward to the full council proposals for any improvements,
developments or any capital expenditure when requesting funding for the following
financial year.
2. To lead on and approve quotes for all aspects of maintenance and replacement works
the responsibility of the committee in accordance with adopted financial regulations
3. To consider all committees proposed annual budgets, concurrent funding and precept
requirements and to prepare the annual budget for recommendation to the full
council
4. To regularly monitor income and expenditure and to make any recommendations to
the full council
5. To consider financial policies
6. To consider the Internal Control of the Council and to make recommendations to the
full council
7. To deal with and control the general revenue financial resources as listed in Cost
Centre 6 of the annual budget
8. To review and determine the Council’s Insurance arrangements
9. To guide and advise on the Council’s banking arrangements
Hellesdon Parish Council
Terms of Reference
Property, Policy & Resources Committee
Reviewed – 14th May 2024
Date of Next Review – May 2025
10. To guide and advise the full council generally in respect of Policies
11. To secure the implementation of any measures agreed by full council following the
external auditor report
12. To ensure the proper management of all property owned by Hellesdon Parish Council
• On parish council owned land
• on non parish council owned land
and to be responsible for the strategic and routine maintenance of such property
13. To be responsible for the Council’s Financial Reserves Management
14. To consider and determine donations to organisations in line with the Council
donation policy
15. To consider and determine all grant applications to organisations in line with the
Council grants policy
16. To lead on Council projects relating to Hellesdon Parish Council owned property and
approve works relating to this
Standing Items for Ordinary Meetings
First meeting –
• to set dates of committee ordinary meetings
• to consider the financial statement summarising the council’s receipts and
payments for the final (Jan – March) financial quarter and the year to date
Second meeting –
• to consider the financial statement summarising the council’s receipts and
payments for the first (April – June) financial quarter
• to consider previous financial year’s budget allocations with actual amounts
• to address capital projects as identified in the budget the responsibility of the
committee.
Third meeting –
• to consider the financial statement summarising the council’s receipts and
payments for the second (July – September) financial quarter
• to consider the committee budget for recommendation to the Full Council for
approval
Budget meeting –
• to consider, for recommendation to Full Council, the budget and precept for
the next financial year
• to review the Financial Reserve Management of the council for
recommendation to the Full Council.
Fourth meeting –
Hellesdon Parish Council
Terms of Reference
Property, Policy & Resources Committee
Reviewed – 14th May 2024
Date of Next Review – May 2025
• to consider the financial statement summarising the council’s receipts and
payments for the third (October – December) financial quarter
• to consider the Statement of Internal Control and review of its effectiveness
for recommendation to the Full Council
Hellesdon Parish Council
Terms of Reference
Property, Policy & Resources Committee
Reviewed – 14th May 2024
Date of Next Review – May 2025
The Council Office, Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich, NR6 5QB
Tel: 01603 301751 www.hellesdon-pc.gov.uk email: contact@hellesdon-pc.gov.uk
Minutes of the Meeting of Hellesdon Events Committee held on Monday
20 April 2026 at 7pm in the Council Chamber, Diamond Jubilee Lodge,
Wood view Road, Hellesdon Norwich NR6 5QB
Present at the Meeting
Cllr Mel Maidstone (Chair)
Cllr Roy Forder
Cllr David Britcher
Cllr Lacey Douglass
Cllr Gemma Diffey
Also, in attendance
Dave Marshall - Admin Officer
Rebecca Larke – Deputy Clerk
Connie Ackers – Best of Norfolk
Jack- Jenkins - Compere
The Chairman welcomed all attendees, and opened the meeting at 7pm
1. Apologies and acceptance for absence
Apologies were received from Cllr Bill Johnson. These were accepted.
2. Declarations of Interest and Dispensations
No declarations were made or dispensations requested.
3. Approval of the Minutes Held on Wednesday 20th March 2026
The minutes were APPROVED and signed as a true and accurate record of the meeting and were
signed by the Chairman.
4. Public Participation
No members of the public in attendance.
5. Summer Fayre update on current progress
Connie Ackers provided a verbal update.
Rides and Stalls
Rides with side stalls were confirmed, including two roundabouts requiring approximately 100 ft of
space, with a larger pitch fee proposed of £100. Stallholder uptake is progressing, with numbers
expected to be capped at 70, including charities. A total of 55 invoices have been sent out to date
with 28 paid so far. Connie Ackers agreed to send confirmation of the stalls to members. The
committee agreed a process for unpaid stall fees, with one reminder being issued before reallocating
pitches.
Approved…………………………………………………...…
Date………………………………………
HPC Events Committee Minutes 20 April 2026
Arena
The arena programme has two acts confirmed at this stage. The proposed dog show has yet to be
confirmed. The entertainment bookings were confirmed, with further enquiries ongoing including
Creation Station children’s crafts. It was noted that consumables for crafts would incur a charge. Cllr
Forder suggested that Foolhardy Circus Entertainment could be invited to the next meeting as the
Parish Council have secured their services directly. Connie Ackers requested information from
previous Fayre events is forwarded on to her. There will be a reception table for people to sign in for
the 3-legged race and the egg and spoon race. Medals and certificates will need to be purchased.
Sweets also need to be purchased along with vegan options. Connie Ackers agreed to provide
details of acts in the main arena. Dave Marshall will chase up Bert’s amazing creatures as this will
create a gap if they are unable to attend. Jack Jenkins requested a list of the running order from the
previous year which Dave Marshall will organise. Jack Jenkins discussed the running order of the
event, and a discussion was held about whether there was any budget left for singers to fill any gaps
in the schedule. Cllr Douglass felt it would be nice to have some music on arrival.
Beer Tent
Alcohol provision was noted, with licence responsibility to be confirmed. Councillors felt the licence
responsibility sits with the person(s) operating the bar. Dave Marshall to confirm details.
Site layout and equipment requirements, including bar positioning, seating, generators, and banners,
will be reviewed. Actions were discussed and agreed regarding communications, risk assessment,
liaison with Police and Fire Service, contracts, and documentation. Jack Jenkins suggested that if the
bar area was closer or adjacent to the main arena this would encourage people to watch what is
going on. Dave Marshall will check with the Facilities Manager if using the old chairs in the storeroom
for the bar area was viable.
Administration
The Chair and Connie Ackers agreed to meet with the Facilities Manager in due course. Cllr Britcher
noted that Connie Ackers’ contract was still being finalised. Advertising of the Summer Fayre needs to
step up including putting something on the Parish Council website. Connie Ackers has posted a
Facebook event. Dave Marshall agreed to book first aid cover. Dave Marshall in conjunction with the
Clerk will review last year’s risk assessment and suggest any amendments for approval. Cllr Mel
Maidstone requested a draft copy of the risk assessment prior to her discussion with Connie Ackers
and the Facilities Manager.
6. Senior Christmas party update on current progress
The Office will coordinate entertainment arrangements and provide updates to the Committee as
appropriate. The Senior Christmas Party for 2027 has been booked for 11 December 2027. The
Office agreed to contact Annie Threadgold to book her for the 2027 event. The committee agreed to
provisionally book the Halloween event for Saturday 30 October 2026, subject to availability of rooms.
Cllr Forder agreed to contact the DJ and bar staff to confirm availability for this date
7. Community Hearts award update
Nominations for potential award winners will need to be confirmed by late November 2026.
The committee recognised the need to attract potential sponsors and a Master of
Ceremonies/Compere. Officers agreed to try to source a photographer for the venue. Officers will
prepare a photography disclaimer/consent form for attendees to sign as part of the sign-in process.
Approved…………………………………………………...…
Date………………………………………
HPC Events Committee Minutes 20 April 2026
Confirmation of the photographer’s copyright/licensing arrangements and any required paperwork will
be sought and reported back at the next meeting.
8. Christmas Events 2026, including Carol Service and Stalls update.
The committee discussed arrangements for the Carol Service scheduled for 19th December 2026. It
was agreed that food and drink stalls will be provided, with Connie Ackers supporting their
organisation. Children’s craft activities will also be included as part of the event. The event will run
from 3:00pm to 7:00pm, taking place across both gardens and part of the fields. Carols are scheduled
for 5:00pm and 6:00pm. Cllr Forder will be approached regarding outside lighting.
Additional requirements were identified, including sourcing another Christmas tree, decorations, and a
Father Christmas. The Sylvia Watling and Olive Haseltine rooms have been provisionally booked for
this event.
Proposed date for next meeting Monday May 11th 7pm
Meeting closed at 8:45pm
Approved…………………………………………………...…
Date………………………………………
HPC Events Committee Minutes 20 April 2026
The Council Office, Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich, NR6 5QB
Tel: 01603 301751 www.hellesdon-pc.gov.uk email: clerk@hellesdon-pc.gov.uk
Clerk: Jonathan Hall
Minutes of a Staffing Committee Meeting 14 April 2026 at 3pm
In the Council Chamber, Diamond Jubilee Lodge, Woodview Road, Hellesdon NR6 5QB
Present: Cllr David Britcher – Chair of the Committee
Cllr Roy Forder
Cllr Shelagh Gurney
Cllr David Maidstone
Cllr Andrew Lock
In attendance:
Rebecca Larke (Deputy clerk)
Dave Marshall (Admin)
1. Apologies and acceptance for absence
Apologies had been received from Cllr Bill Johnson. These were accepted.
2. Declarations of Interest and Dispensations
No declarations were made or dispensations applied for.
3. Public Participation
There were no public present.
4. To receive and consider minutes of meetings held on 3 March 2026.
The minutes of 3 March 2026 were AGREED by the Committee as a true record and signed by
the Chairman.
5. To consider appointment of HR Governance and Support specialist services at an annual
cost of £1900 for a five year contract or £2200 for a three year contract
Cllr Maidstone stated that he supported the appointment of such specialist services, noting that it
was needed to support the Clerk and proposed that the quote was accepted for the longest time.
Cllr Gurney asked whether the cost was included in the budget and whether the matter should be
discussed and/or approved at a Full Council meeting. Cllr Gurney also asked if the appointment
meant attendance at future meetings. A discussion about reviewing staff contracts resulted in the
committee pausing this discussion.
6. To consider recommending to Full Council, as an addition to standing orders, that all
members of the staffing committee must undertake HR training within 3 months of their
appointment to the committee. (Cllr Britcher)
Cllr Britcher explained the rationale behind this agenda item following his own attendance
recently at such training. Members discussed HR training. It was noted that, ideally, all
councillors, would undertake HR training. Cllr Maidstone noted that the Council, as the corporate
body, is responsible for staff.
Approved…………………………………………………...…
Date………………………………………
HPC Staffing Committee Minutes 14 April 2026
The clerk would be requested to propose wording for an amendment to Standing Orders to reflect
this new requirement. Cllr Britcher advised that the requirement related to members of the
Staffing Committee only, at a cost of approximately £65 per person, and that mandatory and
awareness training could be completed online. The Clerk would be requested to propose wording
for the Standing Orders to reflect this new requirement.
It was RESOLVED to recommend to Full Council, as an amendment to standing orders, that all
members of the staffing committee must undertake HR training within 3 months of their
appointment to the committee.
7. To consider the date, time and venue of next meeting.
The date and time of next meeting to be confirmed.
8. It was RESOLVED under the Public Bodies (Admission to Meetings) Act 1960 to exclude the
press and public for the remainder of the meeting in view of the confidential and personal nature
of the business to be transacted.
Cllr Gurney proposed that the Deputy Clerk and Admin staff member temporarily leave the
meeting. All agreed.
3.45pm The Deputy Clerk and Admin staff member left the room.
9. To receive and consider report from independent investigator.
The Chairman, Cllr Maidstone explained the current situation regarding the confidential
investigation. Item 6 was read out including recommendations at 6.1 and 6.2. It was
RESOLVED to accept the recommendations of the report.
4.20 pm Deputy Clerk and Admin member of staff returned to the meeting
On reconvening, the Chair reinstated the press and public. It was RESOLVED to accept
quotation for the five-year HR contract at an annual cost of £1,900.
Meeting closed 4:30 pm
Approved…………………………………………………...…
Date………………………………………
HPC Staffing Committee Minutes 14 April 2026
HELLESDON PARISH COUNCIL – STANDING ORDERS 20264
BASED UPON MODEL STANDING ORDERS 2018 FOR ENGLAND (REVISED 2020)
Introduction .............................................................................................................................. 2
Rules of debate at meetings ............................................................................................. 3
Disorderly conduct at meetings........................................................................................ 4
Meetings generally ........................................................................................................... 5
Committees and sub-committees .................................................................................... 8
Ordinary council meetings ................................................................................................ 9
Extraordinary meetings of the council, committees and sub-committees .................... 11
Previous resolutions ....................................................................................................... 11
Voting on appointments ................................................................................................. 11
Motions for a meeting that require written notice to be given to the proper
officer.............................................................................................................................. 11
Motions at a meeting that do not require written notice .............................................. 12
Management of information .......................................................................................... 13
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............................................................................... 18
Handling staff matters .................................................................................................... 20
Responsibilities to provide information ......................................................................... 21
Responsibilities under data protection legislation ......................................................... 21
Relations with the press/media ...................................................................................... 21
Execution and sealing of legal deeds .............................................................................. 22
Communicating with district and county or unitary councillors .................................... 22
Restrictions on councillor activities ................................................................................ 22
Standing orders generally ............................................................................................... 22
1
Introduction
These model standing orders update the National Association of Local Council (NALC) model
standing orders contained in “Local Councils Explained” by Meera Tharmarajah (© 2013
NALC). This publication contains new model standing orders which reference new legislation
introduced after 2013 when the last model standing orders were published.
How to use model standing orders
Standing orders are the written rules of a local council. Standing orders are essential to
regulate the proceedings of a meeting. A council may also use standing orders to confirm or
refer to various internal organisational and administrative arrangements. The standing
orders of a council are not the same as the policies of a council but standing orders may
refer to them.
Local councils operate within a wide statutory framework. NALC model standing orders
incorporate and reference many statutory requirements to which councils are subject. It is
not possible for the model standing orders to contain or reference all the statutory or legal
requirements which apply to local councils. For example, it is not practical for model
standing orders to document all obligations under data protection legislation. The statutory
requirements to which a council is subject apply whether or not they are incorporated in a
council’s standing orders.
The model standing orders do not include model 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 of a council,
include most of the requirements relevant to the council’s Responsible Financial Officer.
Model financial regulations are available to councils in membership of NALC.
Standing orders that are in bold type contain legal and statutory requirements. Standing
orders not in bold are designed to help councils operate effectively but they do not contain
statutory requirements so they may be adopted as drafted or amended to suit a council’s
needs.
For convenience, the word “councillor” is used in model standing orders and, unless the
context suggests otherwise, includes a non-councillor with or without voting rights.
Reviewed and Adopted by Hellesdon Parish Council: May 2026 2024
2
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 chairman 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
chairman 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 verbal notice of it is given at the
meeting and, if requested by the chairman of the meeting, is expressed in writing to
the chairman.
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 chairman 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 chairman of the meeting.
k 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.
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 on the first
amendment or at the very end of debate on the final substantive motion immediately
before it is put to the vote.
o Unless permitted by the chairman of the meeting, a councillor may speak once in the
debate on a motion except:
i. to speak on an amendment moved by another councillor;
3
ii. to move or speak on another amendment if the motion has been amended
since he last spoke;
iii. to make a point of order;
iv. to give a personal explanation; or
v. 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 is concerned by.
q A point of order shall be decided by the chairman of the meeting and his decision shall
be final.
r When a motion is under debate, no other motion shall be moved except:
i. to amend the motion;
ii. to proceed to the next business;
iii. to adjourn the debate;
iv. to put the motion to a vote;
v. to ask a person to be no longer heard or to leave the meeting;
vi. to refer a motion to a committee or sub-committee for consideration;
vii. to exclude the public and press;
viii. to adjourn the meeting; or
ix. 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 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.
t Excluding motions moved under standing order 1(r), the contributions or speeches by
a councillor shall relate only to the motion under discussion and shall not exceed 5 Formatted: Not Highlight
minutes without the consent of the chairman of the meeting.
Disorderly Conduct at Meetings
a No person shall obstruct the transaction of business at a meeting or behave
offensively or improperly. If this standing order is ignored, the chairman of the
4
meeting shall request such person(s) to moderate or improve their conduct.
b 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 be 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) 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.
Meetings Generally
Full Council meetings ●
Committee meetings ●
Sub-committee 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.
● 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.
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. Time will be designated for members of the public to speak.
f The period of time designated for public participation at a meeting in accordance
with standing order 3(e) shall not exceed 15 minutes unless directed by the
chairman of the meeting.
g Subject to standing order 3(f), a member of the public shall not speak for more than
5 minutes, unless permission given by the chairman.
h In accordance with standing order 3(e), a question shall not require a response at
the meeting nor start a debate on the question. The chairman of the meeting may
5
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 chairman
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 chairman of the
meeting.
k Only one person is permitted to speak at a time. If more than one person wants to
speak, the chairman 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 or 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.
● m A person present at a meeting may not provide an oral report or oral commentary ● about a meeting as it takes place without permission.
● n 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.
● o 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 (if there is
one).
● p The Chairman of the Council, if present, shall preside at a meeting. If the Chairman
is absent from a meeting, the Vice-Chairman of the Council (if there is one) 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.
● 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 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.
See standing orders 5(h) and (i) for the different rules that apply in the election of
the Chairman 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
6
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 moving on to the
next item of business on the agenda.the vote takes place.
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 who are present and the names of councillors who
are absent;
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 left the meeting
when matters that they held interests in were being considered;
vi. if there was a public participation session; and
vii. 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 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) for the quorum of a committee or sub-committee
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 2.5 hours.
7
Committees and Sub-committees
a Unless the Council determines otherwise, a committee may appoint a sub-
committee 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 non-councillors.
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 the 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), appoint and determine the terms
of office of members of such a committee;
v. may, subject to standing orders 4(b) and (c), 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 3 days before the meeting that they
are unable to attend;
vi. shall, after it has appointed the members of a standing committee, appoint the
chairman of the standing committee;
vii. shall permit a committee other than a standing committee, to appoint its own
chairman at the first meeting of the committee;
viii. shall determine the place, notice requirements and quorum for a meeting of a
committee and a sub-committee which, in both cases, shall be no less than
three;
ix. shall determine if the public may participate at a meeting of a committee;
x. 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;
xi. shall determine if the public may participate at a meeting of a sub-committee
that they are permitted to attend; and
8
xii. may dissolve a committee or a sub-committee.
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 the 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 7pm.
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.
Ordinary meetings of the Parish Council should be held on the 2nd Tuesday of each
month, commencing at 7pm
e The first business conducted at the annual meeting of the Council shall be the
election of the Chairman and Vice-Chairman (if there is one) of the Council.
f 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.
g The Vice-Chairman of the Council, if there is one, 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.
h 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 annual 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 shall give a casting vote in the case of an equality of votes.
i 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 annual 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 shall give a casting vote in the case
of an equality of votes.
j Following the election of the Chairman of the Council and Vice-Chairman (if there is
one) of the Council at the annual meeting, the business shall include:
i. In an election year, delivery by the Chairman of the Council and councillors of
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
Chairman of the Council of his acceptance of office form unless the Council
resolves for this to be done at a later date;
9
ii. Confirmation of the accuracy of the minutes of the last meeting of the Council;
iii. Receipt of the minutes of the last meeting of a committee;
iv. Consideration of the recommendations made by a committee;
v. Review of delegation arrangements to committees, sub-committees, staff and
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;
x. Review of arrangements (including legal agreements) with other local
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 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 policies, procedures and practices in respect of its
obligations under freedom of information and 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 the 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 Council up to and
including the next annual meeting of the Council.
10
Extraordinary meetings of the council, committees and sub-committees
a The Chairman of the Council may convene an extraordinary meeting of the Council
at any time.
b If the Chairman 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 shall be signed by
the two councillors.
c The chairman of a committee [or a sub-committee] may convene an extraordinary
meeting of the committee [or the sub-committee] at any time.
d If the chairman of a committee [or a sub-committee] does not call an extraordinary
meeting within 7 days of having been requested to do so by 2 members of the
committee [or the sub-committee], any 2 members of the committee [or the sub-
committee] may convene an extraordinary meeting of the committee [or a sub-
committee].
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 6 4 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) has been disposed of, no
similar motion may be moved for a further six months.
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 chairman of the meeting.
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.
11
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 10 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), 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) 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 at least 10 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 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.
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 and numbered in the order that they are received.
h Motions rejected shall be recorded with an explanation by the Proper Officer of the
reason for rejection.
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;
12
xi. to exclude the press and public from a meeting in respect of confidential or
other 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 or
legal requirements);
xvi. to adjourn the meeting; or
xvii. to close the meeting.
Management of Information
See also standing order 20.
a 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.
b 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).
c 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.
d Councillors, staff, the Council’s contractors and agents shall not disclose confidential
information or personal data without legal justification.
Draft Minutes
Full Council meetings ●
Committee meetings ●
Sub-committee meetings ●
13
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 chairman of the meeting and
stand as an accurate record of the meeting to which the minutes relate.
d 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 [council / committee] held on [date] in respect of
[item/description] 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.”
● e 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.
f Subject to the publication of draft minutes in accordance with standing order 12(e)
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.
Code of Conduct and Dispensations
See also standing order 3(u).
a All councillors and non-councillors with voting rights shall observe the code of conduct
adopted by the Council.
b Unless he 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 has a
disclosable pecuniary interest. He may return to the meeting after it has considered
the matter in which he had the interest.
c Unless he 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 has
another interest if so required by the Council’s code of conduct. He may return to the
14
meeting after it has considered the matter in which he 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), a dispensation request shall be considered [by
the Proper Officer before the meeting or, if this is not possible, at the start of the
meeting for which the dispensation is required] OR [at the beginning 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) if having
regard to all relevant circumstances any of the following apply:
i. 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;
ii. granting the dispensation is in the interests of persons living in the Council’s
area; or
iii. it is otherwise appropriate to grant a dispensation.
Code of Conduct Complaints
a Upon notification by the District or Unitary 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 Proper Officer shall, subject to standing order 11, report this to the
Council.
b Where the notification in standing order 14(a) relates to a complaint made by the
Proper Officer, the Proper Officer shall notify the Chairman of Council of this fact, and
the Chairman shall nominate another staff member to assume the duties of the
15
Proper Officer 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
14(d).
c The Council may:
i. provide information or evidence where such disclosure is necessary to
investigate the complaint or is a legal requirement;
ii. seek information relevant to the complaint from the person or body with
statutory responsibility for investigation of the matter;
d Upon notification by the District or Unitary 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.
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 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). This
will also be uploaded to the council’s website.
See standing order 3(b) for the meaning of clear days for a meeting of a full
council and standing order 3(c) for the meaning of clear days 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 5 days before the
meeting confirming his withdrawal of it;
iii. convene a meeting of the Council for the election of a new Chairman of the
Council, occasioned by a casual vacancy in his office;
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iv. facilitate inspection of the minute book by local government electors.
Minutes will also be uploaded to the parish council’s website;
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.vii.assist with responding to requests made under freedom of information
legislation and rights exercisable under data protection legislation, in
accordance with the Council’s relevant policies and procedures;
ix.viii. act as the Council’s Data Protection Officer (unless otherwise delegated);
x.ix. receive and send general correspondence and notices on behalf of the Council
except where there is a resolution to the contrary;
xi.x. assist in the organisation of, storage of, access to, security of 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 requirements (e.g. the Limitation Act 1980);
xii.xi. arrange for legal deeds to be executed;
(see also standing order 23);
xiii.xii. arrange or manage the prompt authorisation, approval, and instruction
regarding any payments to be made by the Council in accordance with its
financial regulations;
xiv.xiii. refer a planning application received by the Council to the Chairman or in his
absence Vice-Chairman 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
xv.xiv. manage access to information about the Council via the publication scheme;
and
xvi.xv. 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).
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 (or income and expenditure) 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.
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 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.
e The year-end accounting statements shall be prepared in accordance with proper
practices and apply 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 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 the Council for consideration and
formal approval before 30 June.
Financial Controls and Procurement
a. 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:
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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 contracts with an estimated value below £25,000 due to special
circumstances are exempt from a tendering process or procurement exercise.
b. Financial regulations shall be reviewed regularly and at least annually for fitness of
purpose.
c. A public contract regulated by the Public Contracts Regulations 2015 with an
estimated value in excess of £25,000 but less than the relevant thresholds in
standing order 18(f) is subject to Regulations 109-114 of the Public Contracts
Regulations 2015 which include a requirement on the Council to advertise the
contract opportunity on the Contracts Finder website regardless of what other
means it uses to advertise the opportunity unless it proposes to use an existing list
of approved suppliers (framework agreement).
d. 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 contractors contacting councillors or staff to encourage or
support their tender outside the prescribed process;
iii. the invitation to tender shall be advertised in any other manner that is
appropriate;
iv. tenders are to be submitted in writing in a sealed marked envelope addressed
to the Proper Officer;
v. 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;
vi. tenders are to be reported to and considered by the appropriate meeting of the
Council or a committee or sub-committee with delegated responsibility.
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e. Neither the Council, nor a committee or a sub-committee with delegated
responsibility for considering tenders, is bound to accept the lowest value tender.
f. A public contract regulated by the Public Contracts Regulations 2015 with an
estimated value in excess of £213,477 for a public service or supply contract or in
excess of £5,336,937 for a public works contract; or £663,540 for a social and other
specific services contract (or other thresholds determined by the European
Commission every two years and published in the Official Journal of the European
Union (OJEU)) shall comply with the relevant procurement procedures and other
requirements in the Public Contracts Regulations 2015 which include advertising the
contract opportunity on the Contracts Finder website and in OJEU.
g. A public contract in connection with the supply of gas, heat, electricity, drinking
water, transport services, or postal services to the public; or the provision of a port
or airport; or the exploration for or extraction of gas, oil or solid fuel with an
estimated value in excess of £426,955 for a supply, services or design contract; or in
excess of £5,336,937 for a works contract; or £663,540 for a social and other specific
services contract (or other thresholds determined by the European Commission
every two years and published in OJEU) shall comply with the relevant procurement
procedures and other requirements in the Utilities Contracts Regulations 2016.
Handling Staff Matters
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a All members of the staffing committee must undertake recognised professional HR Formatted: Normal, Space After: 0 pt, Line spacing: single,
Tab stops: Not at 1 cm
training within 3 months of their appointment.
ab A matter personal to a member of staff that is being considered by a meeting of the
Staffing Committee is subject to standing order 11.
bc Subject to the Council’s policy regarding absences from work, the Council’s most
senior member of staff shall notify the chairman of council and the chairman of the
Staffing Committee of absence occasioned by illness or other reason.
cd The chairman of the Staffing Committee or in his absence, the vice-chairman shall
conduct a review of the performance and annual appraisal of the work of the Clerk.
The reviews and appraisal shall be reported in writing and are subject to approval by
resolution by the Staffing Committee.
de Subject to the Council’s policy regarding the handling of grievance matters, the
Council’s most senior member of staff (or other members of staff) shall contact the
chairman of the Staffing Committee or in his absence, the vice-chairman in respect of
an informal or formal grievance matter, and this matter shall be reported back and
progressed by resolution of the Staffing Committee.
ef Subject to the Council’s policy regarding the handling of grievance matters, if an
informal or formal grievance matter raised by the Clerk relates to the chairman or
20
vice-chairman of the Staffing Committee this shall be communicated to another
member of the Staffing committee, which shall be reported back and progressed by
resolution of the Staffing Committee.
fg Any persons responsible for all or part of the management of staff shall treat as
confidential the written records of all meetings relating to their performance,
capabilities, grievance or disciplinary matters.
gh 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).
Responsibilities to Provide Information
See also standing order 21.
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.
b. The Council, shall publish information in accordance with the requirements of the
Local Government (Transparency Requirements) (England) Regulations 2015.
Responsibilities Under Data Protection Legislation
Below is not an exclusive 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.
Relations with the Press/Media
a Requests from the press or other media for an oral or written comment or statement
21
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.
Execution and Sealing of Legal Deeds
See also standing orders 15(b)(xii) and (xvii).
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), any two councillors may sign, on behalf of the
Council, any deed required by law and the Proper Officer shall witness their
signatures.
The above is applicable to a Council without a common seal.
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 OR Unitary Council shall be sent to the ward councillor(s) representing
the area of the Council.
Restrictions on Councillor Activities
a. Unless duly authorised 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.
Standing Orders Generally
a All or part of a standing order, except one that incorporates mandatory statutory or
legal 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 or legal requirements, shall be
proposed by a special motion, the written notice by at least 4 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.
22
d The decision of the chairman of a meeting as to the application of standing orders at
the meeting shall be final.
23
HELLESDON PARISH COUNCIL
FINANCIAL REGULATIONS
1
HELLESDON PARISH COUNCIL - FINANCIAL REGULATIONS
Contents
1. General ..........................................................................................................................4
2. Risk management and internal control ............................................................................5
3. Accounts and audit .........................................................................................................6
4. Budget and precept ........................................................................................................7
5. Procurement ...................................................................................................................8
6. Banking and payments ................................................................................................. 10
7. Electronic payments ..................................................................................................... 11
8. Cheque payments ........................................................................................................ 12
9. Payment cards.............................................................................................................. 12
10. Petty Cash .................................................................................................................... 13
11. Payment of salaries and allowances ............................................................................. 13
12. Loans and investments ................................................................................................. 14
13. Income ......................................................................................................................... 14
14. Payments under contracts for building or other construction works ............................... 15
15. Stores and equipment ................................................................................................... 15
16. Assets, properties and estates ...................................................................................... 15
17. Insurance...................................................................................................................... 16
18. Suspension and revision of Financial Regulations ........................................................ 16
Appendix 1 - Tender process................................................................................................ 17
These Financial Regulations were adopted by the council at its meeting held on (insert date)
2
1. General
1.1. These Financial Regulations govern the financial management of the council and
may only be amended or varied by resolution of the council. They are one of the
council’s governing documents and shall be observed in conjunction with the
council’s Standing Orders.
1.2. Councillors are expected to follow these regulations and not to entice employees to
breach them. Failure to follow these regulations brings the office of councillor into
disrepute.
1.3. Wilful breach of these regulations by an employee may result in disciplinary
proceedings.
1.4. In these Financial Regulations:
• ‘Accounts and Audit Regulations’ means the regulations issued under Sections
32, 43(2) and 46 of the Local Audit and Accountability Act 2014, or any
superseding legislation, and then in force, unless otherwise specified.
• “Approve” refers to an online action, allowing an electronic transaction to take
place.
• “Authorise” refers to a decision by the council, or a committee or an officer, to
allow something to happen.
• ‘Proper practices’ means those set out in The Practitioners’ Guide
• Practitioners’ Guide refers to the guide issued by the Joint Panel on
Accountability and Governance (JPAG) Smaller Authorities Proper Practices
Panel (SAPPP)and published by NALC in England or Governance and
Accountability for Local Councils in Wales – A Practitioners Guide jointly
published by One Voice Wales and the Society of Local Council Clerks in
Wales.
• ‘Must’ and bold text refer to a statutory obligation the council cannot change.
• ‘Shall’ refers to a non-statutory instruction by the council to its members and
staff.
1.5. The Responsible Financial Officer (RFO) holds a statutory office, appointed by the
council. The Clerk has been appointed as RFO and these regulations apply
accordingly. The RFO;
• acts under the policy direction of the council;
• administers the council's financial affairs in accordance with all Acts,
Regulations and proper practices;
• determines on behalf of the council its accounting records and control systems;
• ensures the accounting control systems are observed;
• ensures the accounting records are kept up to date;
• seeks economy, efficiency and effectiveness in the use of council resources;
and
• produces financial management information as required by the council.
1.6. The council must not delegate any decision regarding:
3
• setting the final budget or the precept (council tax requirement);
• the outcome of a review of the effectiveness of its internal controls
• approving accounting statements;
• approving an annual governance statement;
• borrowing;
• declaring eligibility for the General Power of Competence; and
• addressing recommendations from the internal or external auditors
1.7. In addition, the council shall:
• determine and regularly review the bank mandate for all council bank accounts;
• authorise any grant or single commitment in excess of [£5,000]; and
2. Risk management and internal control
2.1. The council must ensure that it has a sound system of internal control, which
delivers effective financial, operational and risk management.
2.2. The Clerk shall prepare, for approval by the council or relevant committee, a risk
management policy covering all activities of the council. This policy and
consequential risk management arrangements shall be reviewed by the council at
least annually.
2.3. When considering any new activity, the Clerk shall prepare a draft risk assessment
including risk management proposals for consideration by the council or relevant
committee.
2.4. At least once a year, the council must review the effectiveness of its system
of internal control, before approving the Annual Governance Statement.
2.5. The accounting control systems determined by the RFO must include
measures to:
• ensure that risk is appropriately managed;
• ensure the prompt, accurate recording of financial transactions;
• prevent and detect inaccuracy or fraud; and
• allow the reconstitution of any lost records;
• identify the duties of officers dealing with transactions and
• ensure division of responsibilities.
2.6. At least once in each quarter, and at each financial year end, a member other than
the Chair or a cheque signatory shall be appointed to verify bank reconciliations (for
all accounts) produced by the RFO. The member shall sign and date the
reconciliations and the original bank statements (or similar document) as evidence
of this. This activity, including any exceptions, shall be reported to and noted by the
council.
4
2.7. Regular back-up copies shall be made of the records on any council computer and
stored either online or in a separate location from the computer. The council shall
put measures in place to ensure that the ability to access any council computer is
not lost if an employee leaves or is incapacitated for any reason.
3. Accounts and audit
3.1. All accounting procedures and financial records of the council shall be determined
by the RFO in accordance with the Accounts and Audit Regulations.
3.2. The accounting records determined by the RFO must be sufficient to explain
the council’s transactions and to disclose its financial position with
reasonably accuracy at any time. In particular, they must contain:
• day-to-day entries of all sums of money received and expended by the
council and the matters to which they relate;
• a record of the assets and liabilities of the council;
3.3. The accounting records shall be designed to facilitate the efficient preparation of the
accounting statements in the Annual Governance and Accountability Return.
3.4. The RFO shall complete and certify the annual Accounting Statements of the
council contained in the Annual Governance and Accountability Return in
accordance with proper practices, as soon as practicable after the end of the
financial year. Having certified the Accounting Statements, the RFO shall submit
them (with any related documents) to the council, within the timescales required by
the Accounts and Audit Regulations.
3.5. The council must ensure that there is an adequate and effective system of
internal audit of its accounting records and internal control system in
accordance with proper practices.
3.6. Any officer or member of the council must make available such documents
and records as the internal or external auditor consider 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.
3.7. The internal auditor shall be appointed by the council and shall carry out their work
to evaluate the effectiveness of the council’s risk management, control and
governance processes in accordance with proper practices specified in the
Practitioners’ Guide.
3.8. The council shall ensure that the internal auditor:
• is competent and independent of the financial operations of the council;
• reports to council in writing, or in person, on a regular basis with a minimum of
one written report during each financial year;
• can demonstrate competence, objectivity and independence, free from any
actual or perceived conflicts of interest, including those arising from family
relationships; and
5
• has no involvement in the management or control of the council
3.9. Internal or external auditors may not under any circumstances:
• perform any operational duties for the council;
• initiate or approve accounting transactions;
• provide financial, legal or other advice including in relation to any future
transactions; or
• direct the activities of any council employee, except to the extent that such
employees have been appropriately assigned to assist the internal auditor.
3.10. For the avoidance of doubt, in relation to internal audit the terms ‘independent’ and
‘independence’ shall have the same meaning as described in The Practitioners
Guide.
3.11. 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 documents required by the Local
Audit and Accountability Act 2014, or any superseding legislation, and the Accounts
and Audit Regulations.
3.12. The RFO shall, without undue delay, bring to the attention of all councillors any
correspondence or report from internal or external auditors.
4. Budget and precept
4.1. Before setting a precept, the council must calculate its council tax
requirement for each financial year by preparing and approving a budget, in
accordance with The Local Government Finance Act 1992 or succeeding
legislation.
4.2. Budgets for salaries and wages, including employer contributions shall be reviewed
by Staffing Committee at least annually for the following financial year and the final
version shall be evidenced by a hard copy schedule signed by the Clerk and the
Chair of the Staffing committee. The RFO will inform committees of any salary
implications before they consider their draft their budgets.
4.3. No later than November each year, the RFO shall prepare a draft budget with
detailed estimates of all income and expenditure for the following financial year
forecast report on predicted lifespan of assets for the next three financial years
4.4. Unspent budgets for completed projects shall not be carried forward to a
subsequent year. Unspent funds for partially completed projects may only be
carried forward by placing them in an earmarked reserve with the formal approval of
the full council.
4.5. Each committee shall review its draft budget and submit any proposed amendments
to the PP&R committee not later than the end of November each year.
4.6. The draft budget with any committee proposals and forecast reports, including any
recommendations for the use or accumulation of reserves, shall be considered by
the PP&R committee and a recommendation made to the council.
6
4.7. Having considered the proposed budget and forecast reports, the council shall
determine its council tax requirement by setting a budget. The council shall set a
precept for this amount no later than the end of February for the ensuing financial
year.
4.8. Any member with council tax unpaid for more than two months is prohibited
from voting on the budget or precept by Section 106 of the Local Government
Finance Act 1992 and must and must disclose at the start of the meeting that
Section 106 applies to them.
4.9. The RFO shall issue the precept to the billing authority no later than the end of
February and supply each member with a copy of the agreed annual budget.
4.10. The agreed budget provides a basis for monitoring progress during the year by
comparing actual spending and income against what was planned.
4.11. Any addition to, or withdrawal from, any earmarked reserve shall be agreed by the
council.
5. Procurement
5.1. Members and officers are responsible for obtaining value for money at all
times. Any officer procuring goods, services or works should ensure, as far as
practicable, that the best available terms are obtained, usually by obtaining prices
from several suppliers.
5.2. The RFO should verify the lawful nature of any proposed purchase before it is made
and in the case of new or infrequent purchases. The General Power of
Competence is always the power of first resort
5.3. Every contract shall comply with these the council’s Standing Orders and these
Financial Regulations and no exceptions shall be made, except in an emergency.
5.4. For a contract for the supply of goods, services or works where the estimated
value will exceed the thresholds set by Parliament, the full requirements of
The Public Contracts Regulations 2015 or any superseding legislation (“the
Legislation”), must be followed in respect of the tendering, award and
notification of that contract.
5.5. Where the estimated value is below the Government threshold, the council shall
(with the exception of items listed in paragraph 6.12) obtain prices as follows:
5.6. For contracts estimated to exceed £25,000 excluding VAT, the Clerk shall seek
formal tenders from at least three suppliers. If three suppliers are unable to tender,
then and advertisement for an open tender should be placed. Tenders shall be
invited in accordance with Appendix 1.
5.7. For contracts estimated to be over £30,000 including VAT, the council must
comply with any requirements of the Legislation1 regarding the advertising of
1
The Regulations require councils to use the Contracts Finder website if they advertise contract opportunities and also to publicise the
award of contracts over £30,000 including VAT, regardless of whether they were advertised.
7
contract opportunities and the publication of notices about the award of
contracts.
5.8. For contracts greater than £3,000 excluding VAT the Clerk shall seek at least 3
fixed-price quotes;
5.9. where the value is between £500 and £3,000 excluding VAT, the Clerk shall try to
obtain 3 estimates which might include evidence of online prices, or recent prices
from regular suppliers.
5.10. For smaller purchases, all officers shall seek to achieve value for money.
5.11. Contracts must not be split into smaller lots to avoid compliance with these
rules.
5.12. The requirement to obtain competitive prices in these regulations need not apply to
contracts that relate to items (i) to (iv) below:
i. specialist services, such as legal professionals acting in disputes;
ii. repairs to, or parts for, existing machinery or equipment;
iii. works, goods or services that constitute an extension of an existing contract;
iv. goods or services that are only available from one supplier or are sold at a
fixed price.
5.13. When applications are made to waive this financial regulation to enable a price to
be negotiated without competition, the reason should be set out in a
recommendation to the council or relevant committee. Avoidance of competition is
not a valid reason.
5.14. The council shall not be obliged to accept the lowest or any tender, quote or
estimate.
5.15. Individual purchases within an agreed budget for that type of expenditure may be
authorised by:
• the Clerk, under delegated authority, for any items below £500£3,000 excluding
VAT.
• the Clerk, in consultation with the Chair of the Council or Chair of the appropriate
committee} for any items below above £500£3,000 and below £2,000 £5,000
excluding VAT.
• a duly delegated committee of the council for all items of expenditure within their
delegated budgets for items under above £2,000£3,000 and below £5,000
excluding VAT}
• in respect of grants, a duly authorised committee within any limits set by council
and in accordance with any policy statement agreed by the council.
• the council for all items over £5,000 excluding VAT;
Such authorisation must be supported by a minute (in the case of council or
committee decisions) or other auditable evidence trail.
5.16. No individual member, or informal group of members may issue an official order or
make any contract on behalf of the council.
8
5.17. No expenditure may be authorised that will exceed the budget for that type of
expenditure other than by resolution of the council or a duly delegated committee
acting within its Terms of Reference except in an emergency.
5.18. In cases of serious risk to the delivery of council services or to public safety on
council premises, the clerk may authorise expenditure of up to £2,000 excluding
VAT on repair, replacement or other work that in their judgement is necessary,
whether or not there is any budget for such expenditure. The Clerk shall report such
action to the Chair as soon as possible and to the council as soon as practicable
thereafter.
5.19. No expenditure shall be authorised, no contract entered into or tender accepted in
relation to any major project, unless the council is satisfied that the necessary funds
are available and that where a loan is required, Government borrowing approval
has been obtained first.
5.20. An official purchase order or letter shall be issued for all work, goods and services
above £250 excluding VAT unless a formal contract is to be prepared or an official
order would be inappropriate. Copies of purchase orders shall be retained in
accordance with the councils retention policy, along with evidence of receipt of
goods.
5.21. Any ordering system can be misused and access to them shall be controlled by the
RFO.
6. Banking and payments
6.1. The council's banking arrangements, including the bank mandate, shall be made by
the RFO and authorised by the council; banking arrangements shall not be
delegated to a committee. The council has resolved to bank with Barclays Bank
and Unity Trust Bank. The arrangements shall be reviewed at least [annually] for
security and efficiency.
6.2. The council must have safe and efficient arrangements for making payments, to
safeguard against the possibility of fraud or error. Wherever possible, more than
one person should be involved in any payment, for example by dual online
authorisation or dual cheque signing. With dual authorisation, at least one signatory
should be a member of council Even where a purchase has been authorised, the
payment must also be authorised and only authorised payments shall be approved
or signed to allow the funds to leave the council’s bank.
6.3. All invoices for payment should be examined for arithmetical accuracy, analysed to
the appropriate expenditure heading and verified to confirm that the work, goods or
services were received, checked and represent expenditure previously authorised
by the council before being certified by the RFO. Where the certification of invoices
is done as a batch, this shall include a statement by the RFO that all invoices listed
have been ‘examined, verified and certified’ by the RFO.
6.4. Personal payments (including salaries, wages, expenses and any payment made in
relation to the termination of employment) may be summarised to avoid disclosing
any personal information.
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6.5. All payments shall be made in accordance with a resolution of the council or a
delegated decision by an officer.
6.6. The Clerk and RFO shall have delegated authority to authorise payments in the
following circumstances:
i. any payments of up to £500 excluding VAT, within an agreed budget.
ii. payments of up to £2,000 excluding VAT in cases of serious risk to the
delivery of council services or to public safety on council premises.
iii. any payment necessary to avoid a charge under the Late Payment of
Commercial Debts (Interest) Act 1998 or to comply with contractual terms,
where the due date for payment is before the next scheduled meeting of [the
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.
6.7. The RFO shall present a schedule of payments requiring authorisation, forming part
of the agenda for the meeting, together with the relevant invoices, to the council
The council shall review the schedule for compliance and, having satisfied itself,
shall authorise payment by resolution. The authorised schedule shall be initialled
immediately below the last item by the person chairing the meeting. A detailed list of
all payments shall be disclosed within or as an attachment to the minutes of that
meeting. ( not required covered by 7.8)
7. Electronic payments
7.1. Where internet banking arrangements are made with any bank, [the RFO] shall be
appointed as the Service Administrator. The bank mandate agreed by the council
shall identify 2 councillors who will be authorised to approve transactions on those
accounts and a minimum of two people will be involved in any online approval
process. The Clerk and Deputy Clerk will also be authorised signatories. At least
one member who is an authorised signatory should be involved in the approval
process and no signatory should be involved in approving any payment to
themselves.
7.2. All authorised signatories shall have access to view the council’s bank accounts
online.
7.3. No employee or councillor shall disclose any PIN or password, relevant to the
council or its banking, to anyone not authorised in writing by the council or a duly
delegated committee.
7.4. The Service AdministratorClerk or Deputy Clerk shall set up all items due for
payment online. A list of payments for approval, together with copies of the
relevant invoices, shall be sent [by email] to [two] authorised signatories.
7.5. In the prolonged absence of theboth the Clerk and Deputy Clerk Service
Administrator an another authorised signatory shall set up any payments due
before the return of the Clerk or Deputy Clerk.Service Administrator.
7.6. Two [councillors who are] authorised signatories shall check the payment details
against the invoices before approving each payment using the online banking
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system, at least one of these authorised signatories should be a member of the
council.
7.7. Evidence shall be retained showing which members approved the payment online
7.8. A full list of all payments made in a month shall be provided to the next council
meeting for approval.
7.9. With the approval of the council in each case, regular payments (such as gas,
electricity, telephone, broadband, water, National Non-Domestic Rates, refuse
collection, pension contributions and HMRC payments) may be made by variable
direct debit, provided that the instructions are signed/approved online by two
authorised signatories.
7.10. Payment may be made by BACS or CHAPS by resolution of the council provided
that each payment is approved online by two authorised bank signatories, one of
which being a member of the council, evidence is retained and any payments are
reported to the council at the next meeting. The approval of the use of BACS or
CHAPS shall be renewed by resolution of the council at least every two years.
7.11. If thought appropriate by the council, regular payments of fixed sums may be made
by banker’s standing order, provided that the instructions are signed or approved
online by two authorised signatories, at least one being a member of the council,
evidence of this is retained and any payments are reported to council when made.
The approval of the use of a banker’s standing order shall be reviewed by [the
council] at least every two years.
7.12. Account details for suppliers may only be changed upon written notification by the
supplier verified by the Clerk and Deputy Clerk. This is a potential area for fraud
and the individuals involved should ensure that any change is genuine.
7.13. Members and officers shall ensure that any computer used for the council’s
financial business has adequate security, with anti-virus, anti-spyware and firewall
software installed and regularly updated.
7.14. Remembered password facilities {other than secure password stores requiring
separate identity verification} should not be used on any computer used for council
banking.
8. Cheque payments
8.1. Cheques or orders for payment in accordance with a resolution or delegated
decision shall be signed by two authorised signatories, at least one being a member
of the council.
8.2. A signatory having a family or business relationship with the beneficiary of a
payment shall not, under normal circumstances, be a signatory to that payment.
8.3. To indicate agreement of the details on the cheque with the counterfoil and the
invoice or similar documentation, the signatories shall also initial the cheque
counterfoil and invoice.
9. Payment cards
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9.1. Any Debit Card issued for use will be specifically restricted to the Clerk and the
Deputy Clerk 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.
9.2. 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.
9.3. Any corporate credit card or trade card account opened by the council will be
specifically restricted to use by the Clerk and Deputy Clerk and any balance shall
be paid in full each month.
9.4. Personal credit or debit cards of members or staff shall not be used except for
expenses of up to [£25] including VAT, incurred in accordance with council policy.
10. Petty Cash
10.1. All cash received must be banked intact. The exception to banking money intact
would be income for the Friday Friends Group. Income from Friday Friends, whilst
the group is run as a Parish Council activity, may be used to facilitate future group
activities. At the end of each month, a statement of income and expenditure should
be passed to the RFO for accounting purposes. Any amount held in excess of the
Parish Council’s insurance liabilities must be passed to the RFO for banking.
10.2. The RFO shall maintain a petty cash of up to £250 and may provide petty cash to
officers for the purpose of defraying operational and other expenses.
10.3. The café shall have a cash float of £100
10.4. The bar shall have a cash float of up to £300, which will be banked after every event
a) Vouchers for payments made from petty cash shall be kept, along with receipts to
substantiate every payment.
b) Cash income received must not be paid into the petty cash float but must be
separately banked, as provided elsewhere in these regulations.
c) Payments to maintain the petty cash float shall be shown separately on any
schedule of payments presented for approval.}
11. Payment of salaries and allowances
11.1. As an employer, the council must make arrangements to comply with the
statutory requirements of PAYE legislation.
11.2. Councillors allowances (where paid) are also liable to deduction of tax under
PAYE rules and must be taxed correctly before payment.
11.3. Salary rates shall be agreed by the council, or a duly delegated committee. No
changes shall be made to any employee’s gross pay, emoluments, or terms and
conditions of employment without the prior consent of the council or Staffing
Committee.
11.4. Payment of salaries shall be made, after deduction of tax, national insurance,
pension contributions and any similar statutory or discretionary deductions, on the
dates stipulated in employment contracts.
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11.5. Deductions from salary shall be paid to the relevant bodies within the required
timescales, provided that each payment is reported, as set out in these regulations
above.
11.6. Each payment to employees of net salary and to the appropriate creditor of the
statutory and discretionary deductions shall be recorded in a payroll control account
or other separate confidential record, with the total of such payments each calendar
month reported in the cashbook. Payroll reports will be reviewed by the Clerk to
ensure that the correct payments have been made.
11.7. Any termination payments shall be supported by a report to the council, setting out
a clear business case. Termination payments shall only be authorised by the full
council.
11.8. Before employing interim staff, the council must consider a full business case.
12. Loans and investments
12.1. Any application for Government approval to borrow money and subsequent
arrangements for a loan must be authorised by the full council and recorded in the
minutes. All borrowing shall be in the name of the council, after obtaining any
necessary approval.
12.2. Any financial arrangement which does not require formal borrowing approval from
the Secretary of State (such as Hire Purchase, Leasing of tangible assets or loans
to be repaid within the financial year) must be authorised by the full council,
following a written report on the value for money of the proposed transaction.
12.3. The council shall consider the requirement for an Investment Strategy and Policy in
accordance with Statutory Guidance on Local Government Investments, which must
written be in accordance with relevant regulations, proper practices and guidance.
Any Strategy and Policy shall be reviewed by the council at least annually.
12.4. All investment of money under the control of the council shall be in the name of the
council.
12.5. All investment certificates and other documents relating thereto shall be retained in
the custody of the RFO.
12.6. Payments in respect of short term or long-term investments, including transfers
between bank accounts held in the same bank, shall be made in accordance with
these regulations.
13. Income
13.1. The collection of all sums due to the council shall be the responsibility of and under
the supervision of the RFO.
13.2. The council will review all fees and charges for work done, services provided, or
goods sold at least annually as part of the budget-setting process, following a report
of the Clerk. The RFO shall be responsible for the collection of all amounts due to
the council.
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13.3. Any sums found to be irrecoverable and any bad debts shall be reported to the
council by the RFO and shall be written off in the year. The council’s approval shall
be shown in the accounting records.
13.4. All sums received on behalf of the council shall be deposited intact with the
council's bankers, with such frequency as the RFO considers necessary. The origin
of each receipt shall clearly be recorded on the paying-in slip or other record.
13.5. Personal cheques shall not be cashed out of money held on behalf of the council.
13.6. The RFO shall ensure that VAT is correctly recorded in the council’s accounting
software and that any VAT Return required is submitted form the software by the
due date.
13.7. Where significant sums of cash are regularly received by the council, the RFO shall
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 record such as ticket
issues, and that appropriate care is taken for the security and safety of individuals
banking such cash.
14. Payments under contracts for building or other construction works
14.1. Where contracts provide for payment by instalments the RFO shall maintain a
record of all such payments, which shall be made within the time specified in the
contract based on signed certificates from the architect or other consultant engaged
to supervise the works.
14.2. Any variation of, addition to or omission from a contract must be authorised by [the
Clerk] to the contractor in writing, with the council being informed where the final
cost is likely to exceed the contract sum by 5% or more, or likely to exceed the
budget available.
15. Stores and equipment
15.1. The officer in charge of each section] shall be responsible for the care and custody
of stores and equipment in that section.
15.2. Delivery notes shall be obtained in respect of all goods received into store or
otherwise delivered and goods must be checked as to order and quality at the time
delivery is made.
15.3. Stocks shall be kept at the minimum levels consistent with operational
requirements.
15.4. The RFO shall be responsible for periodic checks of stocks and stores, at least
annually.
16. Assets, properties and estates
16.1. The Clerk shall make arrangements for the safe custody of all title deeds and Land
Registry Certificates of properties held by the council.
16.2. The RFO shall ensure that an appropriate and accurate Register of Assets and
Investments is kept up to date, with a record of all properties held by the council,
their location, extent, plan, reference, purchase details, nature of the interest,
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tenancies granted, rents payable and purpose for which held, in accordance with
Accounts and Audit Regulations.
16.3. 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.
16.4. No interest in land 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. In each case a written report 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 where required by
law).
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, except where the estimated value of any one
item does not exceed £500. In each case a written report shall be provided to
council with a full business case.
17. Insurance
17.1. The RFO shall keep a record of all insurances effected by the council and the
property and risks covered, reviewing these annually before the renewal date in
conjunction with the council’s review of risk management.
17.2. The Clerk shall give prompt notification of all new risks, properties or vehicles which
require to be insured and of any alterations affecting existing insurances.
17.3. The RFO shall be notified of any loss, liability, damage or event likely to lead to a
claim, and shall report these to the council at the next available meeting. The RFO
shall negotiate all claims on the council's insurers.
17.4. 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
18. Suspension and revision of Financial Regulations
18.1. The council shall review these Financial Regulations annually and following any
change of clerk or RFO. The Clerk shall monitor changes in legislation or proper
practices and advise the council of any need to amend these Financial Regulations.
18.2. The council may, by resolution 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
presented to all members. Suspension does not disapply any legislation or permit
the council to act unlawfully.
18.3. The council may temporarily amend these Financial Regulations by a duly notified
resolution, to cope with periods of absence, local government reorganisation,
national restrictions or other exceptional circumstances.
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Appendix 1 - Tender process
1) Any invitation to tender shall state the general nature of the intended contract and the
Clerk shall obtain the necessary technical assistance to prepare a specification in
appropriate cases.
2) The invitation shall in addition state that tenders must be addressed to the Clerk in
the ordinary course of post, unless an electronic tendering process has been agreed
by the council.
3) Where a postal process is used, each tendering firm shall be supplied with a
specifically marked envelope in which the tender is to be sealed and remain sealed
until the prescribed date for opening tenders for that contract. 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.
4) Where an electronic tendering process is used, the council shall use a specific email
address that will be monitored to ensure that nobody accesses any tender before the
expiry of the deadline for submission.
5) Any invitation to tender issued under this regulation shall be subject to Standing
Order 18 and shall refer to the terms of the Bribery Act 2010.
6) Where the council, or duly delegated committee, does not accept any tender, quote
or estimate, the work is not allocated and the council requires further pricing, no
person shall be permitted to submit a later tender, estimate or quote who was present
when the original decision-making process was being undertaken.
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Local Government Association
Model Councillor Code of Conduct 2020
Joint statement
The role of councillor across all tiers of local government is a vital part of our country’s
system of democracy. It is important that as councillors we can be held accountable and all
adopt the behaviours and responsibilities associated with the role. Our conduct as an
individual councillor affects the reputation of all councillors. We want the role of councillor to
be one that people aspire to. We also want individuals from a range of backgrounds and
circumstances to be putting themselves forward to become councillors.
As councillors, we represent local residents, work to develop better services and deliver local
change. The public have high expectations of us and entrust us to represent our local area,
taking decisions fairly, openly, and transparently. We have both an individual and
collective responsibility to meet these expectations by maintaining high standards and
demonstrating good conduct, and by challenging behaviour which falls below expectations.
Importantly, we should be able to undertake our role as a councillor without being intimidated,
abused, bullied, or threatened by anyone, including the general public.
This Code has been designed to protect our democratic role, encourage good conduct and
safeguard the public’s trust in local government.
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Introduction
The Local Government Association (LGA) has developed this Model Councillor Code of
Conduct, in association with key partners and after extensive consultation with the sector,
as part of its work on supporting all tiers of local government to continue to aspire to high
standards of leadership and performance. It is a template for councils to adopt in whole
and/or with local amendments.
All councils are required to have a local Councillor Code of Conduct.
The LGA will undertake an annual review of this Code to ensure it continues to be fit- for-
purpose, incorporating advances in technology, social media and changes in legislation. The
LGA can also offer support, training and mediation to councils and councillors on the
application of the Code and the National Association of Local Councils (NALC) and the
county associations of local councils can offer advice and support to town and parish
councils.
Definitions
For the purposes of this Code of Conduct, a “councillor” means a member or co-opted
member of a local authority or a directly elected mayor. A “co-opted member” is defined in
the Localism Act 2011 Section 27(4) as “a person who is not a member of the authority but
who
a) is a member of any committee or sub-committee of the authority, or;
b) is a member of, and represents the authority on, any joint committee or joint sub-
committee of the authority;
and who is entitled to vote on any question that falls to be decided at any meeting of that
committee or sub-committee”.
For the purposes of this Code of Conduct, “local authority” includes county councils, district
councils, London borough councils, parish councils, town councils, fire and rescue
authorities, police authorities, joint authorities, economic prosperity boards, combined
authorities and National Park authorities.
Purpose of the Code of Conduct
The purpose of this Code of Conduct is to assist you, as a councillor, in modelling the
behaviour that is expected of you, to provide a personal check and balance, and to set out
the type of conduct that could lead to action being taken against you. It is also to protect you,
the public, fellow councillors, local authority officers and the reputation of local
government. It sets out general principles of conduct expected of all councillors and your
specific obligations in relation to standards of conduct. The LGA encourages the use of
support, training and mediation prior to action being taken using the Code. The
fundamental aim of the Code is to create and maintain public confidence in the role of
councillor and local government.
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Adopted by Hellesdon Parish Council October 2022 – Reviewed May 2024 – Date for next review May 2025
General principles of councillor conduct
Everyone in public office at all levels; all who serve the public or deliver public services,
including ministers, civil servants, councillors and local authority officers; should uphold the
Seven Principles of Public Life, also known as the Nolan Principles.
Building on these principles, the following general principles have been developed
specifically for the role of councillor.
In accordance with the public trust placed in me, on all occasions:
• I act with integrity and honesty
• I act lawfully
• I treat all persons fairly and with respect; and
• I lead by example and act in a way that secures public confidence in the role of
councillor.
In undertaking my role:
• I impartially exercise my responsibilities in the interests of the local community
• I do not improperly seek to confer an advantage, or disadvantage, on any
person
• I avoid conflicts of interest
• I exercise reasonable care and diligence; and
• I ensure that public resources are used prudently in accordance with my local
authority’s requirements and in the public interest.
Application of the Code of Conduct
This Code of Conduct applies to you as soon as you sign your declaration of acceptance of
the office of councillor or attend your first meeting as a co-opted member and continues to
apply to you until you cease to be a councillor.
This Code of Conduct applies to you when you are acting in your capacity as a councillor
which may include when:
• you misuse your position as a councillor
• Your actions would give the impression to a reasonable member of the public with
knowledge of all the facts that you are acting as a councillor;
The Code applies to all forms of communication and interaction, including:
• at face-to-face meetings
• at online or telephone meetings
• in written communication
• in verbal communication
• in non-verbal communication
• in electronic and social media communication, posts, statements and
comments.
You are also expected to uphold high standards of conduct and show leadership at all times
when acting as a councillor.
Your Monitoring Officer has statutory responsibility for the implementation of the Code of
Conduct, and you are encouraged to seek advice from your Monitoring Officer on any
matters that may relate to the Code of Conduct. Town and parish councillors are
encouraged to seek advice from their Clerk, who may refer matters to the Monitoring
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Adopted by Hellesdon Parish Council October 2022 – Reviewed May 2024 – Date for next review May 2025
Officer.
Standards of councillor conduct
This section sets out your obligations, which are the minimum standards of conduct required of
you as a councillor. Should your conduct fall short of these standards, a complaint may be made
against you, which may result in action being taken.
Guidance is included to help explain the reasons for the obligations and how they should be
followed.
General Conduct
1. Respect
As a councillor:
1.1 I treat other councillors and members of the public with respect.
1.2 I treat local authority employees, employees and representatives of partner
organisations and those volunteering for the local authority with respect and
respect the role they play.
Respect means politeness and courtesy in behaviour, speech, and in the written word.
Debate and having different views are all part of a healthy democracy. As a councillor, you can
express, challenge, criticise and disagree with views, ideas, opinions and policies in a robust
but civil manner. You should not, however, subject individuals, groups of people or
organisations to personal attack.
In your contact with the public, you should treat them politely and courteously. Rude and
offensive behaviour lowers the public’s expectations and confidence in councillors.
In return, you have a right to expect respectful behaviour from the public. If members of the
public are being abusive, intimidatory or threatening you are entitled to stop any
conversation or interaction in person or online and report them to the local authority, the
relevant social media provider or the police. This also applies to fellow councillors, where
action could then be taken under the Councillor Code of Conduct, and local authority
employees, where concerns should be raised in line with the local authority’s councillor-
officer protocol.
2. Bullying, harassment and discrimination
As a councillor:
2.1 I do not bully any person.
2.2 I do not harass any person.
2.3 I promote equalities and do not discriminate unlawfully against any
person.
The Advisory, Conciliation and Arbitration Service (ACAS) characterises bullying as
offensive, intimidating, malicious or insulting behaviour, an abuse or misuse of power
through means that undermine, humiliate, denigrate or injure the recipient. Bullying might be a
regular pattern of behaviour or a one-off incident, happen face-to-face, on social media, in
emails or phone calls, happen in the workplace or at work social events and may not always
be obvious or noticed by others.
The Protection from Harassment Act 1997 defines harassment as conduct that causes
alarm or distress or puts people in fear of violence and must involve such conduct on at least
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two occasions. It can include repeated attempts to impose unwanted communications and
contact upon a person in a manner that could be expected to cause distress or fear in any
reasonable person.
Unlawful discrimination is where someone is treated unfairly because of a protected
characteristic. Protected characteristics are specific aspects of a person's identity defined by the
Equality Act 2010. They are age, disability, gender reassignment, marriage and civil partnership,
pregnancy and maternity, race, religion or belief, sex and sexual orientation.
The Equality Act 2010 places specific duties on local authorities. Councillors have a central
role to play in ensuring that equality issues are integral to the local authority's performance
and strategic aims, and that there is a strong vision and public commitment to equality
across public services.
3. Impartiality of officers of the council
As a councillor:
3.1 I do not compromise, or attempt to compromise, the impartiality of
anyone who works for, or on behalf of, the local authority.
Officers work for the local authority as a whole and must be politically neutral (unless they
are political assistants). They should not be coerced or persuaded to act in a way that would
undermine their neutrality. You can question officers in order to understand, for example,
their reasons for proposing to act in a particular way, or the content of a report that they have
written. However, you must not try and force them to act differently, change their advice, or alter
the content of that report, if doing so would prejudice their professional integrity.
4. Confidentiality and access to information
As a councillor:
4.1 I do not disclose information:
a. given to me in confidence by anyone
b. acquired by me which I believe, or ought reasonably to be
aware, is of a confidential nature, unless
i. I have received the consent of a person authorised to give it;
ii. I am required by law to do so;
iii. the disclosure is made to a third party for the purpose of
obtaining professional legal advice provided that the third
party agrees not to disclose the information to any other
person; or
iv. the disclosure is:
1. reasonable and in the public interest; and
2. made in good faith and in compliance with the
reasonable requirements of the local authority; and
3. I have consulted the Parish Clerk, who may in turn
contact the Monitoring Officer, prior to its
release.
4.2 I do not improperly use knowledge gained solely as a result of my role as a
councillor for the advancement of myself, my friends, my family members,
my employer or my business interests.
4.3 I do not prevent anyone from getting information that they are entitled to by law.
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Local authorities must work openly and transparently, and their proceedings and printed
materials are open to the public, except in certain legally defined circumstances. You should
work on this basis, but there will be times when it is required by law that discussions,
documents and other information relating to or held by the local authority must be treated in
a confidential manner. Examples include personal data relating to individuals or information
relating to ongoing negotiations.
5. Disrepute
As a councillor:
5.1 I do not bring my role or local authority into disrepute.
As a Councillor, you are trusted to make decisions on behalf of your community and your
actions and behaviour are subject to greater scrutiny than that of ordinary members of the
public. You should be aware that your actions might have an adverse impact on you, other
councillors and/or your local authority and may lower the public’s confidence in your or your
local authority’s ability to discharge your/its functions. For example, behaviour that is
considered dishonest and/or deceitful can bring your local authority into disrepute.
You are able to hold the local authority and fellow councillors to account and are able to
constructively challenge and express concern about decisions and processes undertaken by
the council whilst continuing to adhere to other aspects of this Code of Conduct.
6. Use of position
As a councillor:
6.1 I do not use, or attempt to use, my position improperly to the advantage or
disadvantage of myself or anyone else.
Your position as a member of the local authority provides you with certain opportunities,
responsibilities, and privileges, and you make choices all the time that will impact others.
However, you should not take advantage of these opportunities to further your own or
others’ private interests or to disadvantage anyone unfairly.
7. Use of local authority resources and facilities
As a councillor:
7.1 I do not misuse council resources.
7.2 I will, when using the resources of the local authority or authorising their use
by others:
a. act in accordance with the local authority's requirements; and
b. ensure that such resources are not used for political purposes unless
that use could reasonably be regarded as likely to facilitate, or be
conducive to, the discharge of the functions of the local authority or of
the office to which I have been elected or appointed.
You may be provided with resources and facilities by the local authority to assist you in
carrying out your duties as a councillor.
Examples include:
• office support
• stationery
• equipment such as phones, and computers
• transport
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• access and use of local authority buildings and rooms.
These are given to you to help you carry out your role as a councillor more effectively and are not to
be used for business or personal gain. They should be used in accordance with the purpose for which
they have been provided and the local authority’s own policies regarding their use.
8. Complying with the Code of Conduct
As a Councillor:
8.1 I undertake Code of Conduct training provided by my local authority.
8.2 I cooperate with any Code of Conduct investigation and/or determination.
8.3 I do not intimidate or attempt to intimidate any person who is likely to be
involved with the administration of any investigation or proceedings.
8.4 I comply with any sanction imposed on me following a finding that I have
breached the Code of Conduct.
It is extremely important for you as a councillor to demonstrate high standards, for you to
have your actions open to scrutiny and for you not to undermine public trust in the local authority
or its governance. If you do not understand or are concerned about the local authority’s
processes in handling a complaint you should raise this with your Monitoring Officer.
Protecting your reputation and the reputation of the local authority
9. Interests
As a councillor:
9.1 I register and disclose my interests.
Section 29 of the Localism Act 2011 requires the Monitoring Officer to establish and maintain a
register of interests of members of the authority.
You need to register your interests so that the public, local authority employees and fellow
councillors know which of your interests might give rise to a conflict of interest. The register is a
public document that can be consulted when (or before) an issue arises. The register also protects
you by allowing you to demonstrate openness and a willingness to be held accountable. You are
personally responsible for deciding whether or not you should disclose an interest in a meeting, but
it can be helpful for you to know early on if others think that a potential conflict might arise. It is also
important that the public know about any interest that might have to be disclosed by you or other
councillors when making or taking part in decisions, so that decision making is seen by the public
as open and honest. This helps to ensure that public confidence in the integrity of local governance
is maintained.
You should note that failure to register or disclose a disclosable pecuniary interest as set
out in Table 1, is a criminal offence under the Localism Act 2011.
Appendix B sets out the detailed provisions on registering and disclosing interests. If in
doubt, you should always seek advice from your Monitoring Officer.
10. Gifts and hospitality
As a councillor:
10.1 I do not accept gifts or hospitality, irrespective of estimated value, which
could give rise to real or substantive personal gain or a reasonable
suspicion of influence on my part to show favour from persons seeking to
acquire, develop or do business with the local authority or from persons
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Adopted by Hellesdon Parish Council October 2022 – Reviewed May 2024 – Date for next review May 2025
who may apply to the local authority for any permission, licence or other
significant advantage.
10.2 I register with the Monitoring Officer any gift or hospitality with an
estimated value of at least £50 within 28 days of its receipt.
10.3 I register with the Monitoring Officer any significant gift or
hospitality that I have been offered but have refused to accept.
In order to protect your position and the reputation of the local authority, you should
exercise caution in accepting any gifts or hospitality which are (or which you reasonably
believe to be) offered to you because you are a councillor. The presumption should always
be not to accept significant gifts or hospitality. However, there may be times when such a
refusal may be difficult if it is seen as rudeness in which case you could accept it but must
ensure it is publicly registered. However, you do not need to register gifts and hospitality
which are not related to your role as a councillor, such as Christmas gifts from your friends
and family. It is also important to note that it is appropriate to accept normal expenses and
hospitality associated with your duties as a councillor. If you are unsure, do contact your
Monitoring Officer for guidance.
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Adopted by Hellesdon Parish Council October 2022 – Reviewed May 2024 – Date for next review May 2025
Appendices
Appendix A – The Seven Principles of Public Life
The principles are:
Selflessness
Holders of public office should act solely in terms of the public interest.
Integrity
Holders of public office must avoid placing themselves under any obligation to people or
organisations that might try inappropriately to influence them in their work. They should not act or
take decisions in order to gain financial or other material benefits for themselves, their family, or
their friends. They must disclose and resolve any interests and relationships.
Objectivity
Holders of public office must act and take decisions impartially, fairly and on merit, using
the best evidence and without discrimination or bias.
Accountability
Holders of public office are accountable to the public for their decisions and actions and
must submit themselves to the scrutiny necessary to ensure this.
Openness
Holders of public office should act and take decisions in an open and transparent manner.
Information should not be withheld from the public unless there are clear and lawful
reasons for so doing.
Honesty
Holders of public office should be truthful.
Leadership
Holders of public office should exhibit these principles in their own behaviour. They should
actively promote and robustly support the principles and be willing to challenge poor
behaviour wherever it occurs.
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Appendix B Registering interests
Within 28 days of becoming a member or your re-election or re-appointment to office you must
register with the Monitoring Officer the interests which fall within the categories set out in
Table 1 (Disclosable Pecuniary Interests) which are as described in “The Relevant
Authorities (Disclosable Pecuniary Interests) Regulations 2012”. You should also register
details of your other personal interests which fall within the categories set out in Table 2
(Other Registerable Interests).
“Disclosable Pecuniary Interest” means an interest of yourself, or of your partner if you are
aware of your partner's interest, within the descriptions set out in Table 1 below.
"Partner" means a spouse or civil partner, or a person with whom you are living as husband
or wife, or a person with whom you are living as if you are civil partners.
1. You must ensure that your register of interests is kept up-to-date and within 28 days of
becoming aware of any new interest, or of any change to a registered interest, notify the
Monitoring Officer.
2. A ‘sensitive interest’ is as an interest which, if disclosed, could lead to the councillor, or a
person connected with the councillor, being subject to violence or intimidation.
3. Where you have a ‘sensitive interest’ you must notify the Monitoring Officer with the
reasons why you believe it is a sensitive interest. If the Monitoring Officer agrees they will
withhold the interest from the public register.
Non participation in case of disclosable pecuniary interest
4. Where a matter arises at a meeting which directly relates to one of your Disclosable
Pecuniary Interests as set out in Table 1, you must disclose the interest, not participate in
any discussion or vote on the matter and must not remain in the room unless you have
been granted a dispensation. If it is a ‘sensitive interest’, you do not have to disclose the
nature of the interest, just that you have an interest. Dispensation may be granted in
limited circumstances, to enable you to participate and vote on a matter in which you have
a disclosable pecuniary interest.
Disclosure of Other Registerable Interests
5. Where a matter arises at a meeting which directly relates to the financial interest or
wellbeing of one of your Other Registerable Interests (as set out in Table 2), you must
disclose the interest. You may speak on the matter only if members of the public are
also allowed to speak at the meeting but otherwise must not take part in any
discussion or vote on the matter and must not remain in the room unless you have
been granted a dispensation. If it is a ‘sensitive interest’, you do not have to disclose
the nature of the interest.
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Adopted by Hellesdon Parish Council October 2022 – Reviewed May 2024 – Date for next review May 2025
Disclosure of Non-Registerable Interests
6. Where a matter arises at a meeting which directly relates to your financial interest
or well-being (and is not a Disclosable Pecuniary Interest set out in Table 1) or a
financial interest or well-being of a relative or close associate, you must disclose the
interest. You may speak on the matter only if members of the public are also allowed to
speak at the meeting. Otherwise you must not take part in any discussion or vote on the
matter and must not remain in the room unless you have been granted a dispensation. If it
is a ‘sensitive interest’, you do not have to disclose the nature of
the interest.
7. Where a matter arises at a meeting which affects –
a. your own financial interest or well-being;
b. a financial interest or well-being of a relative or close associate; or
c. a financial interest or wellbeing of a body included under Other Registrable Interests as
set out in Table 2
you must disclose the interest. In order to determine whether you can remain in the
meeting after disclosing your interest the following test should be applied
8. Where a matter (referred to in paragraph 8 above) affects the financial interest or well-being:
a. to a greater extent than it affects the financial interests of the majority of
inhabitants of the ward affected by the decision and;
b. a reasonable member of the public knowing all the facts would believe that it
would affect your view of the wider public interest
You may speak on the matter only if members of the public are also allowed to speak at the
meeting. Otherwise you must not take part in any discussion or vote on the matter and must not
remain in the room unless you have been granted a dispensation.
If it is a ‘sensitive interest’, you do not have to disclose the nature of the interest.
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Adopted by Hellesdon Parish Council October 2022 – Reviewed May 2024 – Date for next review May 2025
Table 1: Disclosable Pecuniary Interests
This table sets out the explanation of Disclosable Pecuniary Interests as set out in the
Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012.
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Subject Description
Employment, office, trade, Any employment, office, trade,
profession or vocation profession or vocation carried on for
profit or gain.
Sponsorship Any payment or provision of any other
financial benefit (other than from the
council) made to the councillor during the
previous 12-month period for expenses
incurred by him/her in carrying out
his/her duties as a councillor, or towards
his/her election expenses.
This includes any payment or financial
benefit from a trade union within the
meaning of the Trade Union and Labour
Relations (Consolidation) Act 1992.
Contracts Any contract made between the
councillor or his/her spouse or civil
Licences Any licence
partner or the(alone
personorwithjointly
whomwiththe
others) to
occupy land
councillor in theasarea
is living of were
if they the council for a
month or longer
spouses/civil partners (or a firm in which
Corporate tenancies such person is
Any tenancy a partner,
where (to theorcouncillor’s
an incorporated
body of which such person is a director* or
knowledge)—
a(a)body
the that suchisperson
landlord has a and
the council; beneficial
interest in the securities of*) and
(b) the tenant is a body that the councillor,the council
—or his/her spouse or civil partner or the
(a) under
person withwhich
whom goods or servicesisare
the councillor to as
living be
provided
if they wereor works are to
spouses/ bepartners
civil executed; is aand
(b) which
partner of has
or anot been fully
director* of ordischarged.
has
beneficial interest in the securities* of.
Securities Any beneficial interest in securities* of a
Land and Property Any
bodybeneficial
where— interest in land which is
within
(a) thatthe area
body (toofthe
thecouncillor’s
council.
‘Land’ excludes an easement,
knowledge) has a place of business or
servitude,
land in the area of the council; and
interest or right in or over land
(b) either—
which does not give the councillor
(i) his/her
or ) the total nominal
spouse or value of the or
civil partner
securities* exceeds
the person with whom the £25,000 or one
hundredth of the total issued
councillor is living as if they were share
capital of that
spouses/ civil body;
partnersor (alone or
(ii) if the
jointly withshare
another) capital
a rightof tothat body is of
more than
occupy or to one
receive class,
income the total nominal
value of the shares of any one class in
which the councillor, or his/ her spouse or
civil partner or the person with whom the
councillor is living as if they were
spouses/civil partners have a beneficial
interest exceeds one hundredth of the total
issued share capital of that class.
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Adopted by Hellesdon Parish Council October 2022 – Reviewed May 2024 – Date for next review May 2025
* ‘director’ includes a member of the committee of management of an industrial and
provident society.
* ‘securities’ means shares, debentures, debenture stock, loan stock, bonds, units of a
collective investment scheme within the meaning of the Financial Services and Markets Act
2000 and other securities of any description, other than money deposited with a building
society.
Table 2: Other Registrable Interests
You must register as an Other Registerable Interest :
a) any unpaid directorships
b ) any body of which you are a member or are in a position of general control or
management and to which you are nominated or appointed by your authority
c) any body
(i) exercising functions of a public nature
(ii) directed to charitable purposes or
(iii) one of whose principal purposes includes the influence of public opinion
or policy (including any political party or trade union)
of which you are a member or in a position of general control or management
Appendix C – the Committee on Standards in Public Life
The LGA has undertaken this review whilst the Government continues to consider the
recommendations made by the Committee on Standards in Public Life in their report on
Local Government Ethical Standards. If the Government chooses to implement any of the
recommendations, this could require a change to this Code.
The recommendations cover:
• Recommendations for changes to the Localism Act 2011 to clarify in law when the
Code of Conduct applies
• The introduction of sanctions
• An appeals process through the Local Government Ombudsman
• Changes to the Relevant Authorities (Disclosable Pecuniary Interests)
Regulations 2012
• Updates to the Local Government Transparency Code
• Changes to the role and responsibilities of the Independent Person
• That the criminal offences in the Localism Act 2011 relating to Disclosable
Pecuniary Interests should be abolished
The Local Government Ethical Standards report also includes Best Practice
recommendations. These are:
Best practice 1: Local authorities should include prohibitions on bullying and harassment in
codes of conduct. These should include a definition of bullying and harassment,
supplemented with a list of examples of the sort of behaviour covered by such a definition.
Best practice 2: Councils should include provisions in their code of conduct requiring
councillors to comply with any formal standards investigation and prohibiting trivial or
malicious allegations by councillors.
Best practice 3: Principal authorities should review their code of conduct each year and
regularly seek, where possible, the views of the public, community organisations and
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Adopted by Hellesdon Parish Council October 2022 – Reviewed May 2024 – Date for next review May 2025
neighbouring authorities.
Best practice 4: An authority’s code should be readily accessible to both councillors and
the public, in a prominent position on a council’s website and available in council premises.
Best practice 5: Local authorities should update their gifts and hospitality register at least
once per quarter, and publish it in an accessible format, such as CSV.
Best practice 6: Councils should publish a clear and straightforward public interest test
against which allegations are filtered.
Best practice 7: Local authorities should have access to at least two Independent
Persons.
Best practice 8: An Independent Person should be consulted as to whether to undertake a
formal investigation on an allegation, and should be given the option to review and comment
on allegations which the responsible officer is minded to dismiss as being without merit,
vexatious, or trivial.
Best practice 9: Where a local authority makes a decision on an allegation of misconduct
following a formal investigation, a decision notice should be published as soon as possible on
its website, including a brief statement of facts, the provisions of the code engaged by the
allegations, the view of the Independent Person, the reasoning of the decision-maker,
and any sanction applied.
Best practice 10: A local authority should have straightforward and accessible guidance
on its website on how to make a complaint under the code of conduct, the process for
handling complaints, and estimated timescales for investigations and outcomes.
Best practice 11: Formal standards complaints about the conduct of a parish councillor
towards a clerk should be made by the chair or by the parish council, rather than the clerk in
all but exceptional circumstances.
Best practice 12: Monitoring Officers’ roles should include providing advice, support and
management of investigations and adjudications on alleged breaches to parish councils
within the remit of the principal authority. They should be provided with adequate training,
corporate support and resources to undertake this work.
Best practice 13: A local authority should have procedures in place to address any conflicts
of interest when undertaking a standards investigation. Possible steps should include asking
the Monitoring Officer from a different authority to undertake the investigation.
Best practice 14: Councils should report on separate bodies they have set up or which
they own as part of their annual governance statement and give a full picture of their
relationship with those bodies. Separate bodies created by local authorities should abide by
the Nolan principle of openness and publish their board agendas and minutes and annual
reports in an accessible place.
Best practice 15: Senior officers should meet regularly with political group leaders or group
whips to discuss standards issues.
The LGA has committed to reviewing the Code on an annual basis to ensure it is still
fit for purpose.
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Adopted by Hellesdon Parish Council October 2022 – Reviewed May 2024 – Date for next review May 2025
Scheme of Delegation
1. Introduction
• This Scheme of Delegation authorises the Proper Officer and Responsible Financial Officer
to act with delegated authority in the specific circumstances detailed. It also sets out those
matters reserved to Full Council for decision.
2. Matters Reserved for Council
The following matters are reserved to the Council for decision:
• Elect a Chairman and Vice Chairman, and appoint councillors to Committees and Working
Groups and outside organisations.
• The Co-option of a member to fill a Casual Vacancy.
• The Approval of the Council’s Annual Budget and Precept
• The Approval of the Council’s Statement of Internal Control.
• Borrowing money
• Approval of the Council’s Annual Accounts and completion of the Annual Governance
Statement.
• Appointment of the Internal Auditor and Consideration of Internal Audit Reports.
• The Consideration of the External Auditor’s Report.
• Making, amending, revoking or waiving Standing Orders, Financial Regulations, policies or
this Scheme of Delegation.
• The Approval of the Council’s Code of Conduct
• Set up, amend or disband any Committees, Sub-Committees, Advisory Groups or Working
Groups
• Making, amending or revoking by-laws
• Making of Orders under any statutory powers
• Strategic decision making on matters of principle
• Approval and review of matters of policy relating to administration, facilities, risk, and
corporate management
• Any proposed new undertakings / function / contracts of the Council
• Approval of payment of the monthly schedule of accounts
• Consideration and approval of grants and donations
• The Incurring of Expenditure not in the Budget or above Committee Budgetary Provision.
• Consideration of requests for expenditure outside of the Council’s approved budget
• Receive and respond to complaints as set out within the Complaints Policy
• All strategic matters relating to staff including contractual arrangements, salary scales for
positions, conditions of service, and staffing structure
• Appointment of the Parish Clerk and other employees
• Hear any grievance, disciplinary and/or capability matters in accordance with the Council’s
agreed procedures, including any appeals as required.
• Resolution to make the Council Eligible to Exercise the General Power of Competence.
• Consider statutory demands from electors e.g. allotments, parish polls
Hellesdon Parish Council Scheme of Delegation
Reviewed May 2024
Review Date May 2025 Page 1 of 4
• All other matters which must, by law, be reserved to the Full Council
3. Matters Reserved for Planning Committee
• Responding to consultations both national and local, including those dealing with planning
matters
4. Proper Officer
Delegated actions of the Parish Clerk and Responsible Financial Officer shall be in accordance with
Standing Orders, Financial Regulations and the Scheme of Delegation and in line with directions
given by the Council from time to time.
The Parish Clerk shall be the Proper Officer of the Council and as such is specifically authorised by
law to:
• Receive Declarations of Acceptance of Office
• Receive and record notices disclosing pecuniary interests
• Receive plans and documents
• Sign notices and other documents on behalf of the Council
• Receive copies of by-laws made by a Primary Local Authority
• Certify copies of by-laws made by the Council
• Sign summons to attend meetings of the Council
• Authorisation to call any extra meetings of the Council or any Committees as necessary,
having consulted with the appropriate Chairman
In addition, the Proper Officer has the delegated authority to undertake the following matters on
behalf of the Council:
• Undertake the duties of the “Head of Paid Service”.
• Implement national pay awards and conditions of service, together with any contractual
pay awards unless directed otherwise by Council.
• Engage temporary staff as required, in the event of long-term unavailability of an existing
member of staff, until such time as other arrangements can be put in place as directed by
Council as outlined in the appropriate Financial Risk Assessment
• Day to day administration of services, together with routine inspection and control
• Day to day supervision and management of all staff employed by the Council
• Authorisation to respond immediately to correspondence in all forms (including on social
media) requiring or requesting information, or relating to previous decisions of the Council,
but not correspondence requiring an opinion to be taken by the Council.
• Authorisation to agree the Council’s Agenda for publication within the statutory
timeframes, in consultation with the Chairman of the Council.
• Act on behalf of the Council in an urgent situation and report back to the Council as soon
as practical
• Approve emergency expenditure of up to £10,000 in consultation with the Chairman of the
Council if possible.
• Approve general expenditure of up to £2,500, together with expenditure as set out within
the Council’s approved budget.
• Develop income generating activities.
Hellesdon Parish Council Scheme of Delegation
Reviewed May 2024
Review Date May 2025 Page 2 of 4
5. Day to Day Delegations to Officers
The following day to day administrative matters are delegated to the Clerk to the Council, who
may delegate these to any employee of the Council as appropriate:
• Implementation of decisions made at Council meetings.
• Management of the Council’s services and facilities in accordance with the agreed policies
and budgets of the Council.
• Maintenance of the Council’s equipment within the agreed budget and in accordance with
the agreed policies of the Council
• Creation, content, production and distribution of the Council’s contribution to Just
Hellesdon, annual report and website, together with press releases and media contact, and
public consultations as directed by the Council
• Carry out staff appraisals
• Enforcement of by-laws
• Receive and respond to complaints
• Report routine matters of maintenance to the relevant authorities where they do not fall
within the remit of the Council
• Notify the Returning Officer of all casual vacancies arising in the membership of the Council
as required by statute and to liaise with him or her regarding the conduct of elections
• In consultation with the Chairman of the Council (if available), lead the Council’s response
in the case of a major emergency
• Have overall responsibility for the Council’s Freedom of Information Scheme
• Have overall responsibility for General Data Protection Regulations (GDPR)
• Provision and management of information and communication technology provided
throughout the Council including the replacement of out-dated equipment, the purchase
of necessary software, and the planned purchase of new equipment or facilities
• Purchase of necessary goods and supplies in order to manage the council’s facilities in a
timely and appropriate manner, within the approved budget
• To order additional facilities and grounds maintenance work as required, within the
approved budget or subject to the emergency or additional powers set out elsewhere
within this document
• Implementation of risk management as set out within the Council’s risk assessments,
including the safety of all facilities and open spaces within the remit of the Council
• Authorisation of all short-term lettings of the Council’s properties (for example general hire
of the community centre) in accordance with the approved scale of charges
• Initiation of new arrangements and revision of existing arrangements for the improved
management of Council facilities or services providing the cost is included within the
current revenue budget
• From time to time, the Council may delegate further matters to the Clerk on either a one-
off or a permanent basis. Those matters delegated on a permanent basis will be
immediately added to this Scheme of Delegation.
6. Responsible Financial Officer
The clerk also acts as the Responsible Finance Officer. In a period of extended absence the Parish
Council will need to appoint someone else to the role as required by law. The Responsible Finance
Hellesdon Parish Council Scheme of Delegation
Reviewed May 2024
Review Date May 2025 Page 3 of 4
Officer shall be responsible for the Parish Council’s accounting procedures, in accordance with the
Accounts and Audit Regulations in force at any given time.
This includes but is not limited to:
• Administer the Council’s bank balances
• Implement the Council’s Investment Strategy
• Make arrangements to pay the salaries and wages of employees of the Council, and to
ensure that all necessary returns are made to outside organisations including (but not
limited to) HMRC and Norfolk Pension Fund
• Maintain adequate insurance cover for the Council’s activities and property, and
recommend any necessary changes to Council
• Maintain a continuous internal audit
• Manage budgetary control including the allocation of financial resources within the
approved budget
• Provide regular financial monitoring reports to Council, no less than quarterly
• Recommend the annual budget and precept
• Recommend capital works and resourcing their implementation
Hellesdon Parish Council Scheme of Delegation
Reviewed May 2024
Review Date May 2025 Page 4 of 4
Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich, NR6 5QB
Tel: 01603 301751 www.hellesdon-pc.gov.uk email: Clerk@hellesdon-pc.gov.uk
STATEMENT OF INTERNAL CONTROLS
1. SCOPE OF RESPONSIBILITY
Hellesdon Parish Council (the Council) is responsible for ensuring that its business is conducted in
accordance with the law and proper standards, and that public money is safeguarded and properly
accounted for, and used economically, efficiently and effectively.
In discharging this overall responsibility, the Council is also responsible for ensuring that there is a sound
system of internal control which facilitates the effective exercise of the Council’s functions and which
includes arrangements for the management of risk.
2. THE PURPOSE OF THE SYSTEM OF INTERNAL CONTROL
The system of internal control is designed to ensure that the council’s activities are carried out
properly and as intended. Controls will include the checking of routine financial procedures; the
examination of financial comparisons; the recording of assets and liabilities; the identification of risk
and to evaluate the likelihood of those risks being realised and the impact should they be realised, and
to manage them efficiently, effectively and economically.
3. PERSONNEL INVOLVED WITH THE INTERNAL CONTROL ENVIRONMENT
3.1 The Council:
The Council has appointed a Chairman who is responsible for the smooth running of meetings and for
ensuring that all Council decisions are lawful. Decisions made should be within the Standing Orders
and Financial Regulations laid down and approved by the Council. The Council reviews its obligations
and objectives and approves budgets for the following year at its meetings during October to
December. The January meeting of the Council approves the level of precept for the following
financial year. The Council will receive reports and recommendations from the Effectiveness of
Internal Control Working Party. The Council receives a monthly summary financial statement which it
approves at its Council meetings. Payments are made in accordance with Standing Orders and
Financial Regulations.
3.2 Parish Clerk and Responsible Finance Officer:
The Council has appointed a Parish Clerk as the Council’s advisor and administrator who is also the
Responsible Finance Officer. The Council has also appointed a Finance Officer who is responsible for
administering the Council’s finances. The Parish Clerk and Finance Officer are responsible for the day-
to-day compliance with laws and regulations that the Council is subject to and for managing risks. The
Parish Clerk and Finance Officer also ensure that the Council’s procedures, control systems and
1 Hellesdon Parish Council
Statement Internal Controls Adopted May 2024
Next Review May 2025
policies are maintained.
3.3 Internal Auditor:
The Council has appointed an Independent Internal Auditor who reports to the Council on the
adequacy of it’s:
• Proper bookkeeping arrangements
• Corporate governance, financial regulations and risk management procedures
• Payment, petty cash and salaries procedures
• Precept determination
• Budgetary control
• Income control
• Asset registers
• Investment and loans
• Bank reconciliation
• Financial statements
The Council appoints the Independent Internal Auditor on an annual basis. The Internal Auditor, who is
competent and independent, is advised of the scope of the work required by the Council.
4. Review of Effectiveness:
The Council has responsibility for conducting an annual review of the effectiveness of internal control.
The review of the effectiveness of internal control is informed by the work and any issues identified
by:
• Full Council – identification of new activities
• Parish Clerk and Finance Officer who have responsibility for the development and maintenance
of the internal control environment and managing risks
• Independent Internal Auditor who reviews the Council’s system of internal control. The
Independent Internal Auditor will make written reports to the Council (in addition to the report
contained in Section 4 of the Annual Governance and Accountability Return - AGAR)
• The Council’s External Auditors, who make the final check using the Annual Return, a form
completed and signed by the Responsible Finance Officer, the Parish Clerk, the Chairman and the
Internal Auditor. The External Auditor issues an annual audit certificate.
System of Internal Financial Control
Cash Book/Bank Reconciliations
• The cash book is kept electronically (in accounts software – RBS), maintained up to date from
original documents (cash received, invoices, payments and direct debits made and cheques as
they are prepared).
• The cash book is reconciled to the bank statement at least monthly.
• Reconciled accounts are presented at each Parish Council meeting for approval.
• The cash books, payments and receipts and bank reconciliation is reviewed and approved by
council appointed internal scrutineer as per Financial Regulations, with reference to the
underlying records (bank statements and minutes plus copies of accounts papers etc.) at least
annually.
• The bank reconciliation is reported to the full Parish Council and minuted as such.
2 Hellesdon Parish Council
Statement Internal Controls Adopted May 2024
Next Review May 2025
• The latest financial position and movements on the Parish Council’s cash balances are reported
at each council meeting and can be traced back to the expenditure approved in the previous
meeting via the expenditure lists.
Financial Regulations
• The Parish Council has adopted financial regulations, based on the model version prepared by
NALC/SLCC. The regulations are reviewed annually for continued relevance and amended
where necessary by the Responsible Financial Officer with any proposed amendments subject to
approval by the Parish Council.
• The Financial Regulations list the number of estimates, quotes or full tenders that must be
invited depending on the value and nature of the work.
• Official orders/letters are sent to suppliers for services which are not regular in nature.
Payment Controls
• Purchase orders/emails/letters ordering the work are matched to purchase invoices where
applicable.
• Payments will be listed in voucher number order in the cash books and in accounts files.
• Every payment has a unique sequential transaction number which is matched to the payment
invoice and the corresponding transaction on the bank statement.
• All invoices for payment are listed and presented each week to two of the four nominated
councillors. The expenditure is authorised for payment.
• Payments made are listed, on a separate sheet & presented at the next meeting of the full
council to be noted and agreed.
• Original invoices are available to the Councillors signing the cheques or authorising BACS
payments.
• Cheques will be signed by two Councillors, who are authorised to sign on the council’s bank
mandate.
• The council has an online banking system in place, for the purpose of viewing statements,
transferring funds between accounts, and making Bacs Payments only once authorisation has
been made (as below)
• Bacs payments are authorised to be made by two councillors, who are authorised to sign on the
council’s bank mandate. Upon authorisation the payment is set up on the online banking
system by the finance officer, and is agreed/authorised by The RFO.
• The Finance Officer under the guidance of the RFO, is authorised to set up direct debit
payments.
• The Finance Officer under the guidance of the RFO maintains control of the cheque book at all
times.
• Every payment is identified by a sequential unique number. This number is used to identify the
transaction in the payments cashbook, the invoice and cross referenced on the bank statement.
• When invoices are paid by cheque, they are identified by the cheque number and referenced in
the cashbook by the cheques number, as well by the unique identifier. This is cross checked
with the bank statements.
VAT Repayment Claims
• The RFO along with the Finance Officer ensures that all invoices are addressed to the Parish
Council.
3 Hellesdon Parish Council
Statement Internal Controls Adopted May 2024
Next Review May 2025
• The RFO along with the Finance Officer ensures that proper VAT invoices are received where
VAT is payable.
• The RFO along with the Finance Officer maintains a VAT account to show that the correct
amount of VAT is reclaimed in the year.
Income Controls
• The RFO ensures that amount of the precept received is correct in accordance with the precept
request sent to the District Council.
• The RFO along with the Finance Officer ensures that the precept instalments are received when
due.
• The RFO along with the Finance Officer ensures that other receipts (deposit interest, allotment
and land rents) are received when due and correctly calculated.
• Receipts are issued for all cash received. Receipt numbers are recorded against payments.
• Income is banked promptly.
Financial Reporting
• A Budget control, comparing actual receipts and payments to the budget and the previous year
is prepared monthly, and presented to Full Council in advance of the meeting and minuted
accordingly.
• The budget is prepared in consultation with the Parish Council, as evidenced by reports and
minutes in advance of the start of the year.
• The precept is set on the basis of the budget by the deadline set by Broadland District Council.
Payroll Controls
• The Clerk is paid under PAYE as an employee and the necessary system for HMRC RTI is in place.
• Other employees are paid under PAYE and the necessary system for HMRC RTI is in place.
• Salaries are set as per Contracts of Employment.
• Salary is paid by Bacs.
• The Clerk will ensure that all the necessary payroll returns are made to HMRC and will retain
evidence that this has been done.
Officers and Members Expenses
• Requests for reimbursement of monies owing by way of an expense incurred is made
immediately the purchase is paid and is authorised by the RFO or an appropriate official
independent of the claim.
• Expenses are paid by cash, cheque and Bacs and the expense is treated as an invoice for
accounting purposes.
Asset Control
• The RFO along with the Finance Officer maintains a full asset register.
• The existence and condition of assets is checked on a regular basis by Officers of the Parish
Council or as a need is identified.
• The adequacy of insurance of the Parish Council’s assets is considered annually in advance of the
insurance renewal
4 Hellesdon Parish Council
Statement Internal Controls Adopted May 2024
Next Review May 2025
The Council Office, Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich, NR6 5QB
Tel: 01603 301751 www.hellesdon-pc.gov.uk email: clerk@hellesdon-pc.gov.uk
FINANCIAL RESERVES MANAGEMENT
1. Purpose
1.1 Hellesdon Parish Council (HPC) is required to maintain adequate financial reserves to meet the
needs of the organisation. The purpose of this document is to set out how the Council will
determine and review the level of reserves.
1.2 Section 50 of the Local Government Finance Act 1992 require a local precepting authority to
have regard to the level of reserves needed for meeting estimated future expenditure when
calculating the budget requirement. However, there is no specified minimum level of reserves
that an authority should hold but it is generally accepted that general (un-earmarked) revenue
reserves usually lie within the range of three to twelve months of gross expenditure.
(Governance and Accountability for Local Councils A Practitioners’ Guide (England) 2014 Part 2 -
2.26)
It is the responsibility of the Responsible Financial Officer to advise the Council about the level
of reserves and to ensure that agreed procedures are adhered to for their establishment and
use. w
2. Types of reserves
2.1 Reserves are categorised as general or earmarked.
2.2 Earmarked reserves can be held for several reasons:
• Renewals – to enable services to plan and finance an effective programme of vehicle and
equipment replacement and planned property maintenance. These reserves are a
mechanism to smooth expenditure so that a sensible replacement programme can be
achieved without the need to vary budgets.
• Carry forward of underspend - some services commit expenditure to projects, but cannot
spend in the current budget year. Reserves are used as a mechanism to carry forward
these resources.
• Insurance reserve – to enable the Council to meet the excesses of claims not covered by
insurance.
• Other earmarked reserves may be set up from time to time to meet known or predicted
liabilities.
• Monies received from CIL (Community Infrastructure Levy) payments must be held in an
earmarked reserve in order to account for spending in accordance with government
policy.
• Monies due to the Council under s.106 Agreements are held by Broadland District
Council and released to this council following approval of expenditure and submission of
relevant receipted invoices which confirm payment.
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Hellesdon Parish Council
Financial Reserve Management May 2024
Reviewed May 2025
2.3 General reserves are funds which do not have any restrictions as to their use. These reserves can
be used to smooth the impact of uneven cash flows, offset the budget requirement if necessary
or can be held in case of unexpected events or emergencies.
3. Earmarked reserves
3.1 Earmarked reserves will be established on a “needs” basis, in line with anticipated
requirements.
3.2 Any decision to set up a reserve must be given by the Council.
3.3 Expenditure from reserves can only be authorised by the Council.
3.4 Reserves should not be held to fund ongoing expenditure. This would be unsustainable as at
some point, the reserves would be exhausted. To the extent that reserves are used to meet
short term funding gaps, it must be resolved that they must be replenished in the following
year. However, earmarked reserves that have been used to meet a specific liability would not
need to be replenished, having served the purpose for which they were originally established.
3.5 All earmarked reserves are recorded on a central schedule held by the Responsible Financial
Officer and lists the various earmarked reserves and the purpose for which they are held.
3.6 The Council’s Financial Risk Assessment is considered within the budgeting procedure and year
end accounting procedures and identifies planned and unplanned expenditure items and
thereby indicates an appropriate level of reserves.
4. General Reserves
4.1 The level of general reserves is a matter of judgement and so this document does not attempt
to prescribe a blanket level. The primary means of accumulating general reserves will be
through an allocation from the annual budget. This will be in addition to any amounts needed to
replenish reserves that have been consumed in the previous year.
4.2 Setting the level of general reserves is one of several related decisions in the formulation of the
medium term financial strategy and the annual budget. The Council must accumulate and
maintain sufficient working balances to cover the key risks it faces, as expressed in its Financial
Risk Assessment.
4.3 If in extreme circumstances general reserves were exhausted due to major unforeseen spending
pressures within a particular financial year, the Council would be able to draw down from its
earmarked reserves to provide short-term resources.
4.4 Even at times when extreme pressure is put on the Council’s finances the Council must keep a
minimum balance sufficient to pay one month’s salaries to staff in general reserves at all times.
5. Opportunity cost of holding reserves
5.1 In addition to allowing the Council to manage unforeseen financial pressures and plan for known
or predicted liabilities, there is a benefit to holding reserves in terms of the interest earned on
funds which are not utilised. This investment income is fed into the budget strategy.
5.2 However, there is an “opportunity cost” of holding funds in reserves, in that these funds cannot
then be spent on anything else. As an example, if these funds were used to repay debt the
opportunity cost would equate to the saving on the payment of interest and the minimum
revenue provision, offset by the loss of investment income on the funds. However, using
reserves to pay off debt in this way would leave the Council with no funds to neither manage
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Hellesdon Parish Council
Financial Reserve Management May 2024
Reviewed May 2025
unexpected risks nor provide a mechanism to fund the planned expenditure for which the
reserves were earmarked.
5.3 Given the opportunity costs of holding reserves, it is critical that reserves continue to be
reviewed each year as part of the budget process to confirm that they are still required and that
the level is still appropriate.
6. Current level of financial reserves
6.1 The level of financial reserves held by the Council will be agreed by the Property Policy &
Resources Committee during the discussions held regarding the setting of the budget and
precept for the forthcoming financial year.
6.2 The current level of general reserves to be held by the Council is no less than £150,000.00 as
this is considered to be adequate for 3 months running costs of the council.
6.3 The current level of earmarked reserves to be agreed by the Property Policy & Resources
Committee
7. Current Financial Service Provider
7.1 The current financial service provider is Barclays Bank plc. The credit rating and reputation of
the provider is considered by the Property Policy & Resources Committee during the discussions
held regarding the level of financial reserves.
7.2 The Council may consider other providers as appropriate in order to achieve the best return on
its investments. The credit rating and reputation of the provider must be relevant to local
government policies and best practice.
7.3 HPC currently has 2 loans with PWLB, both agreed by Full council following recommendations
from Property, Policy and Resources Committee, payback of these loans are included in the
precept amount requested from Broadland District Council.
3
Hellesdon Parish Council
Financial Reserve Management May 2024
Reviewed May 2025
ITEM NO: 13
Report for : Full Council
Date: 12 May 2026
Item Title: To consider request from YMCA Norwich to hold an event in the foyer of
the Community Centre.
We have been contacted by YMCA who wish to hold an event within the foyer of the
Community Centre to promote their service of supported lodgings.
This event would be similar to that proposed by Yorkshire Building Society in that they would
set up a table in the foyer and engage users of the centre as they pass.
I have attached a copy of their brochure which provides more details about the service.
Recommendation
This event is similar to that proposed by Yorkshire Building Society which was approved by
Ful Council. The service being offered is much needed in the community and beyond and I
would recommend that permission is granted.
Clerk
Date 6th May 2026
ITEM NO: 14
Report for : Full Council
Date: 12 May 2026
Item Title: To consider requesting permission for Gateway Vineyard Church to hold an
event on Hellesdon Recreational Ground on Sunday 16 August 2026.
Please see email below from Marc Lilystone of Grapeway Vineyard Church in Hellesdon.
Please note the 16 August 2026 is a Sunday and no caretakers would be on site during the
event.
Clerk
Date 6th May 2026
Hello,
We're exploring the possibility of doing a community Sunday event on 16th August instead of
our usual church service. The aim would be to have a range of activities happening in
Hellesdon - we will have a free cafe at the chapel, some teams of volunteers doing
gardening for local households that get nominated in advance and a free family event on the
recreation ground field with games, sports and activities that would be free for local families
to take part in that morning.
We're thinking games like rounders, football, tag sports etc. but also keen to have an
inflatable or two that we would hire in. We have Public liability insurance (and the hire of
inflatables comes with their insurance and set up) that would cover the event which would be
risk assessed and supervised by a team of volunteers. I wanted to ask whether that would
be permissible from a parish council perspective and whether we need to complete any
forms etc.?
Kind regards,
Marc Lillystone
Site Pastor at The Chapel Site
Assistant Pastor for Gateway Vineyard
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