Policies & Procedures

Standing Orders Updated 20th March 2026

Parish Council Standing Orders (Updated 2026 – Based on NALC Model Standing Orders 2025)  

Contents 

  1. Meetings 
  1. Statutory Annual Council Meeting 
  1. Ordinary Council Meetings 
  1. Chair of the Meeting 
  1. Proper Officer 
  1. Quorum 
  1. Voting 
  1. Order of Business 
  1. Minutes 
  1. Public Participation 
  1. Remote and Hybrid Meetings 
  1. Motions Requiring Written Notice 
  1. Motions Not Requiring Written Notice 
  1. Rules of Debate 
  1. Disorderly Conduct 
  1. Previous Resolutions 
  1. Voting on Appointments 
  1. Staff Matters 
  1. Financial Controls & Procurement 
  1. Accounts and Financial Statements 
  1. Code of Conduct & Interests 
  1. Dispensations 
  1. Confidential Business 
  1. Committees & Sub‑Committees 
  1. Advisory Committees 
  1. Liaison with District/County Councillors 
  1. Planning Matters 
  1. Management of Information & Data Protection 
  1. Responsibilities to Provide Information 
  1. Variation, Suspension & Review of Standing Orders 
  1. Standing Orders Issued to Members 

 

1. Meetings 

1.1 The Council shall meet at least six times per year, at dates agreed annually.

1.2 Meetings may be held physically, remotely, or in hybrid form in accordance with Standing Order 11.

1.3 Notice of meetings shall comply with statutory requirements and specify time, place (physical or virtual), and business. 

2. Statutory Annual Council Meeting 

2.1 In an election year, the Annual Council Meeting shall be held within 14 days of councillors taking office.

2.2 In other years, it shall be held in May. 

3. Ordinary Council Meetings 

3.1 Business shall include: 

  • Election of a Chair if absent. 
  • Approval of minutes. 
  • Financial matters. 
  • Committee reports. 
  • Motions properly submitted. 

4. Chair of the Meeting 

4.1 The Chair presiding may exercise all powers and duties for the proper conduct of the meeting. 

5. Proper Officer 

The Proper Officer shall: 

  • Issue agendas and public notices. 
  • Hold the Council’s records. 
  • Receive declarations of interest. 
  • Manage legal documents. 
  • Maintain registers required by law. 

6. Quorum 

6.1 A quorum shall be one‑third of members or three, whichever is greater.

6.2 If a meeting becomes inquorate, remaining business is deferred. 

7. Voting 

7.1 Voting shall be by show of hands, or by electronic equivalent during remote/hybrid meetings.

7.2 Recorded votes must be requested before moving to next business. 7.3 The Chair has a casting vote where votes are equal. 

8. Order of Business 

8.1 The order shall follow the agenda unless varied for urgency. 8.2 Annual Meeting business includes: 

  • Election of Chair & Vice‑Chair. 
  • Appointment to committees. 
  • Review of governance documents. 

9. Minutes 

9.1 Draft minutes shall be circulated promptly. 9.2 Minutes are approved and signed (physically or electronically) at the next meeting. 

10. Public Participation 

10.1 A public participation period shall be provided. 10.2 Members of the public may speak on items on the agenda. 10.3 Filming, recording, and reporting are permitted. 

11. Remote and Hybrid Meetings 

11.1 Meetings may be held by remote or hybrid means using approved technology. 11.2 A member attending remotely shall be treated as present if: 

  • They can be seen and heard; and 
  • They can see and hear others. 

11.3 Remote attendance for the public shall enable observation and participation rights.

11.4 The Council shall maintain a Remote Meeting Policy covering: 

  • Technical standards 
  • Failure of connection 
  • Voting procedures 
  • Public access 

12. Motions Requiring Written Notice 

12.1 Motions must be submitted in writing to the Proper Officer at least five clear days before a meeting. 

13. Motions Not Requiring Written Notice 

Permitted motions without notice include: 

  • To amend a motion 
  • To correct or approve minutes 
  • To adjourn 
  • To proceed to next business 
  • To exclude the press/public 

14. Rules of Debate 

14.1 A motion must be properly moved and seconded.

14.2 Members speak only through the Chair.

14.3 Amendments must not negate the original motion.

14.4 Time limits apply unless varied by Council. 

15. Disorderly Conduct 

15.1 Members shall act in accordance with the Code of Conduct. 15.2 The Chair may require a member to be silent or leave. 

16. Previous Resolutions 

16.1 A resolution may not be reversed within six months unless by special resolution. 

17. Voting on Appointments 

17.1 Where more than two candidates exist, the lowest‑scoring candidate is eliminated until a majority is reached. 

18. Staff Matters 

18.1 Employment matters shall be considered confidential. 18.2 The Council shall follow relevant employment policies. 18.3 Appraisals, grievances, and disciplinary matters are overseen by the Staffing Committee. 

19. Financial Controls & Procurement 

19.1 The Council shall adopt and periodically review Financial Regulations. 19.2 Procurement thresholds shall follow the Council’s Financial Regulations and modern UK procurement law. 19.3 Formal tendering is required above the threshold specified in Financial Regulations. 

20. Accounts & Financial Statements 

20.1 The Responsible Financial Officer (RFO) shall prepare accounts and statements as required by law. 20.2 Annual Governance and Accountability Return (AGAR) shall be approved by deadline. 

21. Code of Conduct & Interests 

21.1 Members must observe the adopted Code of Conduct. 21.2 Members must declare interests and withdraw where required. 

22. Dispensations 

22.1 The Proper Officer may grant dispensations where permitted. 

23. Confidential Business 

23.1 Confidential items shall be excluded from public access as permitted by law. 23.2 Members must not disclose confidential information. 

24. Committees & Sub‑Committees 

24.1 The Council may appoint committees and define terms of reference. 24.2 The Chair and Vice‑Chair are ex officio voting members unless they opt out. 

25. Advisory Committees 

25.1 Advisory committees may include non‑councillors.

25.2 They make recommendations but cannot make decisions. 

26. Liaison with District & County Councillors 

26.1 Agendas shall be copied to ward/division councillors. 

27. Planning Matters 

27.1 Planning applications shall be considered at Council or delegated under a Planning Protocol.

27.2 Council shall ensure appropriate consultation with residents. 

28. Management of Information & Data Protection 

28.1 The Council shall comply with: 

  • Data Protection Act 2018 
  • UK GDPR 
  • FOI legislation 

28.2 A Publication Scheme shall be maintained. 28.3 Records shall be retained and disposed of in accordance with law. 

29. Responsibilities to Provide Information 

29.1 The Council shall provide information to the public in accordance with statutory rights.

29.2 Requests under FOI or EIR shall be handled by the Proper Officer. 

30. Variation, Suspension & Review of Standing Orders 

30.1 Standing Orders may be suspended unless they are mandatory by law. 30.2 Amendments must be proposed and seconded and then decided at the next ordinary meeting. 30.3 These Standing Orders shall be reviewed at least every three years. 

31. Standing Orders to be Given to Members 

31.1 All members shall receive a copy of these Standing Orders upon signing their declaration of acceptance of office.