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Ladock Parish Council Register of Interests
Financial Regulations

FINANCIAL REGULATIONS Feb 2015.pdf

FINANCIAL REGULATIONS
CONTROL
1 The Finance Committee (SO 7 (b)) will present a written report to the December meeting of the Council which will include:-
1.1 recommendations to the Council in regard to the annual precept and other related matters, including the Clerk’s Salary
1.2 review and report on the Council’s Asset Register and the related insurance arrangements
1.3 recommendations regarding the appointment of an internal auditor and
1.4 review of the current Financial Regulations with recommendation regarding any amendments which may be deemed necessary.
1.5 review the effectiveness of its systems of internal control which shall be in accordance with proper practices.

2 The Finance Committee shall satisfy themselves that all income has been received.
The Responsible Financial Officer (RFO) holds a statutory office to be appointed by the Council. The Clerk has been appointed as RFO for this council and these regulations will apply accordingly.

3 As soon as possible after the financial year end at 31 March, the Responsible Financial Officer shall provide:
3.1 each councillor with a statement summarising the council’s receipts and payments for the year to date for information; and
3.2 to the full council the accounting statements for the year in the form of Section 1 of the annual return, as required by proper practices, for consideration and approval.

4 At each financial year end a member other than the Chairman shall be appointed to verify all bank reconciliations produced by the RFO. The member shall sign the reconciliations and the original bank statements as evidence of verification. This activity shall on conclusion be reported including any exceptions, to and noted by the Finance Committee.

5 The RFO shall, without undue delay, bring to the attention of all councillors any correspondence or report from internal or external auditors.

PAYMENTS

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

7 To indicate agreement of the details shown on the cheque with the counterfoil and the invoice or similar documentation, the signatories shall each also initial the cheque counterfoil.

8 Payment of accounts in excess of £100 (one hundred) which have not previously been approved (EG in the budget estimate for the current year) must be approved by resolution of the Council.

9 All payments shall be made by cheque drawn on the Council’s bank account and shall be signed by two members of the Finance Committee.

10 If the Clerk deems it necessary/prudent to make payment before it can be authorised by the Council, such payment shall be certified as to its correctness and urgency by two members of the Finance Committee who will then, if satisfied, sign the cheque.

INCOME

11 The collection of all sums due to the council shall be the responsibility of and under the supervision of the RFO.

12 The RFO shall promptly complete any VAT Return that is required. Any repayment claim due in accordance with VAT Act 1994 section 33 shall be made at least annually coinciding with the financial year end.

TENDERS/CONTRACTS

13.1 Where it is intended to enter into a contract which, it is estimated, will amount to less than £2000 for supply of goods or materials or the execution of works the Clerk shall invite tenders by notices posted in the same manner as for meeting of the Council (SO 4(b)) giving at least four weeks notice for return of tenders.
13.2 If it is anticipated that the value of the contract is likely to exceed £2000 the Council will invite not less than three appropriate Companies to tender for the contract. That invitation shall specify the date by which such tenders must be received by the Clerk.
13.3 The Council will not be obliged to accept the lowest, or any, tender.

Revised Feb 2015

Standing Orders

LADOCK PARISH COUNCIL

STANDING ORDERS

The Standing Orders contained in this document deal with matters relevant to the organisation and management of the business of Ladock Parish Council.

A copy of ‘ Standing Orders for Local Councils’, which deals with regulations/orders applicable to Local Councils in general, is held by the Clerk and is available for inspection on application.

General Principles

The Council will, at all times, endeavour to act in accordance with the ten General Principles incorporated in the Code of Conduct (Annex 1) for members of local authorities which all members, on acceptance of office, are required to sign.

These Rules or Standing Orders (SOs), which shall apply to meetings and functions of the Council, shall be not altered or deleted without the agreement of at least two thirds of the Members present at the meeting of the Council at which such change(s) are proposed.

Councillors and staff shall not disclose confidential or sensitive information which for special reasons would not be in the public interest.

Membership

1  The full Council shall comprise 10 (ten) duly elected (qualified) Councillors.

Meetings

2  The Council shall meet, at least, bi-monthly. Members shall be notified of the dates scheduled for those meetings at the Annual Meeting of the Council. The venue of the Annual Parish Meeting will alternate between Ladock and Grampound Road, unless specifically agreed otherwise at the ordinary meeting preceding the Annual Parish Meeting.

3.1 Notwithstanding SO 2, all meetings of the Council at which decisions may be made shall be summoned by the Clerk with not less than three days’ notice to be either sent or delivered to each member of the Council; such notice to contain an agenda of business to be transacted at the meeting.

3.2  Notices of such meetings will be displayed on public notice boards within the Parish.

3.3 Notices, with invitation to attend, will also be sent to the member of Cornwall Council representing the Parish.

4  The Chairman or any three members of the Council may, by written requisition, authorise the Chairman or Clerk to summon a special meeting of the Council at a minimum of 3 (three) days’ notice to members (if so short a notice is unavoidable). Such requisition shall set out the business for which the meeting is to be summoned and no business other than that specified shall be transacted at that meetingMinutes of any such meeting(s) shall be presented at the next scheduled meeting of the Council.

5  Any matter(s) which a member wishes to be included in the agenda of a forthcoming meeting must be delivered to the Clerk, in writing, at least ten days prior to the scheduled date of that meeting.

6  Fifteen minutes will be the maximum time set aside to receive statements from the public, and any one member shall have three minutes to deliver their statement which may be extended at the discretion of the Chairman.

Filming and recording meetings

7.1  Whilst a meeting of the Council, its committees or sub committees is open to the public, any person, if present, may:

7.1.1  film, photograph or make an audio recording of a meeting;

7.1.2  use any other means for enabling persons not present to see or hear proceedings at a meeting as it takes place or later;

7.1.3  report or comment on the proceedings in writing during or after a meeting or orally report or comment after the meeting.

7.2  Oral reporting, commentary or broadcasting is not permitted during any part of a meeting of the council, its committees and sub committees.

7.3  An individual must be present and able to use their equipment in order to film, photograph or audio record a meeting.  There will be no opportunity to report on any part of the meeting where the council has resolved to exclude the press and public.

7.4  Disruptive behaviour

7.4.1  No filming, photographing or audio recording of a meeting should be carried out in such a way as to disrupt the proceedings of the meeting.

7.4.2  If person(s) disregard the request of the chairman of the meeting to moderate or improve their behaviour, any councillor or the chairman of the meeting may move that the person be instructed to cease filming, photographing or audio recording.  The motion, if seconded, shall be put to the vote without discussion

7.4.3  In the event of confidential information being discussed, the chairman of the meeting may take further reasonable steps to restore order to progress the meeting.  This may include temporarily suspending or closing the meeting.

7.4.5  Members of the council recording meetings are reminded of their obligations under the council’s Code of Conduct in respect of confidential matters.

Committees

8.1  Planning

The Planning (Contingency) Committee will deal with (i) planning applications and related matters and (ii) other miscellaneous matters which require a response by a date prior to that which can be met by the next scheduled meeting of the Council. It will comprise all members of the Council. A quorum will be 4 (four) members.

8.2   Finance

The Finance Committee will comprise the Chairman, Vice Chairman and 2 (two) other members who will be appointed at the AGM.  A quorum will be 3 (three) members.

9  The Council may set up such other Committees as may be deemed necessary. These will report back to the full Council.

10 The Chairman and Vice Chairman, if not specifically named as members, shall be considered ‘ex-officio’ members of all other committees and sub-committees.

Quorum

11 No business shall be transacted at a meeting of the Council unless more than one third of the total number of qualified members of the Council are present.

12  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.

13   If, at an ordinary meeting, called in the usual way, less than a quorum is present within twenty minutes of the hour appointed such members present may adjourn the meeting to a certain date which they shall there and then decide; the Clerk to give notice to the absent members of such an adjournment. If in the case of lengthened discussion at a meeting a majority are in favour of an adjournment the Chairman shall have power to close the meeting and the date of the adjourned meeting be there and then decided.

Minutes/Records

14   Notes of all business transacted at meetings of the Council, Committees and Sub- Committees shall be taken by the Clerk and recorded as minutes of the meeting. This shall include the names of all members present and apologies for absence received from any members not present.  Draft copies of minutes of meetings of the Council awaiting approval shall be distributed to members together with the notice of the next meeting as described in SO 3 and confirmed (after amendment if necessary) as an accurate record(s) at the commencement of that meeting and duly signed as such by the Chairman of that meeting.

15   A report of meeting(s) of any Committee(s) since the last Council Meeting, including any decisions taken, shall be presented at the next meeting of the Council and duly recorded in the minutes.

16  Unless standing orders provide otherwise, voting on a question shall be by a show of hands.  At the request of a councillor, the voting on any question shall be recorded so as to show whether each councillor present and voting gave his vote for or against that question.  Such a request shall be made before moving on the next item of business on the agenda.

17   Declarations of interest(s) made by members, as required by the Code of Conduct, shall be recorded by the Clerk in the report on the relevant item.

18   At the start of each meeting the Chairman will call for declarations of interest in items on the agenda.  Members should declare any interest at this point, either disclosable pecuniary or non-registerable, regardless of whether the interest has already been recorded on the Cornwall register, and any gift received to a value over £50.

Subject to clause 22 below the member must leave the room during the course of any discussion leading to a decision on a matter in which an interest has been declared.

20.1  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.

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

20.3  A dispensation request shall confirm:

20.3.1  the description and the nature of the disclosable pecuniary interest or other interest to which the request for the dispensation relates;

20.3.2  whether the dispensation is required to participae at a meeting in a discussion only or a discussion and a vote;

20.3.3  the date of the meeting or the period (not exceeding four years) for which the dispensation is sought; and

20.3.4  an explanation as to why the dispensation is sought.

Subject to 20.1 and 20.3 above, dispensation requests shall be considered at the beginning of the council for which the dispensation is required.

20.4  A dispensation may be granted in accordance with standing order 20.2 above if having regard to all relevant circumstances the following applies:

20.4.1  without the dispensation the number of persons prohibited from participating in the particular business would be so great a proportion of the meeting transacting the business as to impede the transaction of the business or

20.4.2  granting the dispensation is in the interests of persons living in the council’s area or

20.4.3  it is otherwise appropriate to grant a dispensation.

21.1   All current books, documents and papers, the property of the Council, shall remain in the custody of the Clerk and shall, in accordance with the Freedom of Information Act 2007, be available for inspection by members of the Council and electors of the Parish by prior appointment. The Clerk shall not part with any such documents etc. except for the temporary use by a Member of the Council. Any papers so taken shall be returned as soon as possible thereafter or immediately on order of the Council. A register shall be kept of all such requests and/or complaints.

21.2   Formal records e.g. Minute Books etc. which are no longer required shall be deposited in the County Records Office.

Conduct of Meetings

22.1   If both the Chairman and Vice Chairman are absent, the first business, other than at the Annual Meeting, shall be to appoint a member to act as Chairman in their absence for the duration of that meeting.

22.2 The person presiding at a meeting of the council shall exercise all the powers and duties of the Chairman in relation to voting and to the conduct of that meeting

23.1  The first business conducted at the annual meeting of the council shall be the election of the chairman and vice-chairman of the council.

23.2  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.

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

24   The Chairman may adjourn a meeting at any time. This fact and the reason for doing so shall be recorded.

25   Any or every part of the standing orders, except those which are mandatory by law, may be suspended by resolution in relation to any specific item of business.

26.1  The Chairman may give an original vote on any matter put to the vote, and in the case of an equality of votes may give a casting vote even though he may not have given an original vote.

26.2   If the person presiding at the Annual Meeting would have ceased to be a member of the Council but for the statutory provisions which preserve membership of the Chairman and Vice-Chairman until the end of their term of office he/she may not give an original vote in an election for Chairman.

26.3   The person presiding must give a casting vote whenever there is an equality of votes in an election for Chairman.

27   Consideration of items not appearing on the agenda will not be allowed unless the Chairman is prepared to certify that a proposed item is “urgent” in which case the special circumstances which make it so must be explained and recorded in the minutes.

28   A resolution or amendment shall not be discussed unless it has first been properly proposed and seconded.

29   Any Member wishing to speak should indicate to the Chairman by raising a hand.

30   Any Member, other than the mover of a resolution shall not, without leave of the Council, speak more than once on any resolution or amendment except to move a further amendment, or on a point of order, or in a personal explanation, or to move the closure.

31.1   Subject to S.O.31.2, only members of the Council may speak at a meeting of the Council unless the meeting is properly adjourned by resolution.

31.2   Appointees of the Council and members of Public Bodies who are in attendance may be invited to speak at the Chairman’s discretion.

32  The public and press shall be admitted to all meetings of the Council and its committees and sub-committees, which may however temporarily exclude the public or the press, or both, by means of a simple majority vote.  The reason for the temporary exclusion to be recorded.

Revised February 2015

SpeedVisor B3275 Ladock (northbound) Report by Cormac Consultancy
Application Form for Ladock Community Benefit Money
End of Year Accounts 2015/16
Public Land

Ladock Playing Field (enclosure number 972 on the Ordnanace Survey Map of 1907) in the parish of Ladock, together with the access and parking area.  See area shaded red and blue on attached map.

Ladock play field map