conservation team. these will now be transferred to the ... · the rackheath neighbourhood area...

12th July 2015

Report from Coundllor John Ward

Broad land Distñct CounciA

The Council owns 35 woodlands and tree belts including Cottage Plantation inSprowston, and these are currently managed in-house by the Council’sConservation Team. These will now be transferred to the Norwich FringeProject for 3 years. Stephen Chesney-Beales, the Council’s ArboriculturalOfficer will transfer to the Norwich Fringe Project for the 3 years.The Conservation Team will now be called the Planning Projects andLandscape Team managed by Ben Burgess.Barbara Hornbrook has moved from her role as Conservation Manager to bepart-time Historic Environmental Officer.

The Rackheath Neighbourhood Area Plan has been received and approvedby Broadland District Council.

Norfolk County Council

The County Council has received a £36.600 grant from the Heritage LotteryFund to start a project to open up the industrial and natural heritage of the 26mile long Marriotts Way.

On 8th July I attended a consultation at Sprowston Community High School ona proposal, supported by the Head and Governors to move the school to anacademy within the Right for Success Academy Trust.

Norfolk Museums Service has secured a grant of £8O.000 to develop theOlive Edis exhibition at Cromer Museum and to have a travelling exhibition.Olive Edis was one of the leading female photographers of the early 20th

century and the only British female war photographer of the first world war.

During this year’s Summer Reading Challenge (last year 13,000 children tookpart), Norfolk libraries on 25th July will attempt to win a place in the recordbooks for the most people listening to the same story at the same time.‘Norfolk’s Big Story’ will be read at all of Norfolk’s 37 libraries.

9~6)27 July 2015 (2015/16)

St Andrew Town Counc~D

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349 Ollice relephone t.l5/07/2t’t±r Dank I Curt-ant Act dcl Mobile telephones 02 S 27.80 5.56 33.36:-so Telephone °F~/0720±S Sank I Cun~nt Act dcl Mobile telephones 02 5 51.38 10.28 6L66,:5J, Events- vaynientsfF3sca~: 07/0:710:tS Dank i Current Ac 5680 Goods for summer fete Ben Burgess 5 82.47 16.49 98.96

352 Newslecter costs n7/05/2011: bank .1 Current Act 6690 Ti-aining - MS Publisher Fl Carpenter Computer Cot S 139.00 0.00 :1.39.00353 Sidsliol caver ~7/07/20I3 Dank I Current Ac 6682 Lock unlock gates Mr I Cook E 5:1.60 0.00 51.60

07/072nt1 Dank I CurrentAc 5683 village Hall works G W Gooch S 38,000.00 7,600.00 45,600.00355 Miscellaneous (C/(P/20* Dank .1 Current Act 568$ ID cards Gowise Print S 15.00 9.00 54.00‘43t1 rctntract: Cleantrt~ Has, t’t7/07/2015 Dank I Current Act 5685 Cleaning-Fits &Morse Hays S 206.58 4:1.32 247.90

‘Jeanins bus shelters 07/07/2015 Dank I Current Ac’ 5686 Cleaning bus shelters R Marmoy 5 90.00 0.00 90.00353 Enerrr- chamne Ct?/t)7/2itl~ Dank 1, Current Ac 5687 Streetlight-energy charge Southern Electric S 1,454.79 270.91 1,725,70359 Maintenance tJE/03721t13 Eanl: .1 CurrentAct 5688 Donation Thorpe St Anclrew PCC S J.,650.00 0.00 1,650.00ten t:t:’ntract Cleanttm-i-Ha’.’. 07/07/2n 1,s DanI: I Current Ac 5689 Cleaning-Fitz &Morse Hays S 140.85 28.17 169.02351 Photocopier Lease 2(Vn7/2n15 Sank I Current Act dcl Photocopying First Copy S 161.04 32.21 193.25

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Amenities Officer Report - 24w jUly 2015

Recreation (3rou~dThe football season opens on Saturday lS~~ August. The new pitch layout will be marked out with anadditional youth 9v9 pitch to accommodate the loss of the pitch on Dussindale. The proposed layoutwill be:

o 2 full size livilo 2 youth llvllo 2 youth 9v9o 1 youth 7v7

Sadly this season Thorpe Village F.C has had to make the difficult decision to run without theirreserves team, so are only fielding their lS~ team.

We have however; put a package in place to provide facilities over our two parks for PlumsteadRangers F.C senior 1st and reserves teams.

We will be hosting a Norfolk FA ‘girls summer skills’ camp on the 29th July and 26th August to furtherpromote female football after the successful world cup run of the England Ladies squad earlier thisyear.

A meeting was held with the Forestry Commission Woodland Officer for the east of England on thegth July to approve the application for a Felling Licence required for the park improvement works.

The works have been verbally approved and we are now waiting to receive the licence so that theinitial tree removal works can commence. It is planned that works will be underway by mid-August.

The groundworks following the tree removal will be undertaken ‘in-house’. It is hoped that existingearth banks can be used to provide the top-soil required for this work.

The cricket season ends on the 30th August with the football season opener on Dussindale beingplayed on the 5th September, one week later.

Thorpe St Andrew Town Council

THORPE ST &NOREW TOWN COUNCIL

Town Council: 3~i~ August 2015

Report to update Standing Orders

Agenda Item: 82

Reason for this ReportThis report has been written to asic the Town Council to agree the attached updated Standing Orders.

Current Position

The current Town Council standing orders were agreed and signed in 2010. Since this time a numberof Town Council and legal changes have occurred which renders the current Standing Orders out ofdate.

Advice

It is of the upmost importance the Town Council has relevant and current Standing Orders to ensure itapplies both statutory and current regulations to its operation. The Town Council is therefore asked toagree the attached Standing Orders!

Legal ImplicationsAll decisions and actions taken by or on behalf ofThorpe St Andrew Town Council must (1) bewithin the local powers of the Authority; (2) comply with any procedural requirement imposed bylaw; (3) be within the powers of the body or person exercising powers on behalf of the Authority; (4)be undertaken in accordance with the Authority procedural rules inc. Standing Orders and FinancialRegulations; (5) be thIly and properly informed; (6) be properly motivated; (7) be taken with regard tothe fiduciary duty of the Authority to its residents; and (8) be reasonable and proper.

Financial ImplicationsThere are no financial implications arising from this report.

THORPE ST ANDREWTOWN COUNC~L

STANDUNG ORDERS

Thorpe St Andrew Town Council - Standing Orders - August 2015 Page 1

Contents1. Meetings .3

2. Ordinary Council Meetings 5

3. Proper Officer 6

4. Motions requiring written notice 7

5. Motions not requiring written notice 8

6. Rules of Debate 9

7. Code of Conduct (England) 11

8. Questions 11

9. Minutes 11

10. Disorderly Conduct 12

11. Recession of previous resolutions 12

12. Voting on appointments 12

13. Expenditure 12

14. Execution and sealing of legal deeds 13

15. Committees 13

16. Sub-Committees 13

17. Extraordinary meetings 13

18. Accounts and Financial Statements 14

19. Estimates/Precepts 14

20. Canvassing of and recommendations by Councillors 14

21. Inspection of documents 15

22. Unauthorised activities 15

23. Confidential business 15

24. Power of well-being (England) 15

25. Matters affecting council employees 16

26. Freedom of Information Act 2000 16

27. Relations with the press/media 16

29. Liaison with District Councillors 16

30. Financial matters 16

31. Members Duties and Duty to act within powers 17

32. Variation, revocation and suspension of Standing Orders 19

33. Standing Orders to he given to Councillors 19

34. Pre-election period 19

35. Policies, Procedures and Financial Regulations 19

36. Schedule 20


1. Meeting~The following codes show the meetings to which each order applies:

• Mandatory for full Council meetings

Mandatory for committee meetings• Mandatory for sub-committee meetings

• a) Meetings shall not take place in premises, which at the time of the meeting, areused for the supply of alcohol unless no other premises are available free ofcharge or at a reasonable cost.

• b) When calculating the 3 clear days for notice of a meeting to councillors and thepublic, the day on which notice was issued, the day of the meeting, a Sunday, aday of the Christmas break, a day of the Easter break (including MaundyThursday) or of a bank holiday or a day appointed for public thanksgiving ormourning shall not count.

• c) Meetings shall be open to the public unless their presence is prejudicial to thepublic interest by reason of the confidential nature of the business to betransacted or for other special reasons. The public’s exclusion from part or allof a meeting shall be by a resolution which shall give reasons for the public’sexclusion.

d) Subject to standing order 1(c) above, members of the public are permitted to makerepresentations, answer questions and give evidence in respect of any item ofbusiness included in the agenda during the public session and at the discretion ofthe meeting’s Chairman.

e) A question asked by a member of the public whilst a meeting is adjourned inaccordance with standing order 2(l)(-(v) below shall not require a response ordebate.

f) In accordance with standing order 1(e) above, the Chairman may direct that aresponse to a question posed by a member of the public be referred to a Councillorfor an oral response or to an employee for a written or oral response.

g) Subject to standing order 1(e) above, each member of the public is entitled to speakonce only in respect of business itemised on the agenda and shall not speak formore than three minutes, unless at the Chairman’s discretion.

h) Any person speaking at a meeting shall address his comments to the Chairman.

i) Only one person is permitted to speak at a time. If more than one person wishes tospeak, the Chairman shall direct the order of speaking.

• j) Photographing, recording, broadcasting or transmitting the proceedings of ameeting by any means is permitted in accordance with the Openness of LocalGovernment Bodies Regulations 2014.

• k) In accordance with standing order 1(d) above, the press shall be providedreasonable facilities for the taking of their report of all or part of a meeting atwhich they are entitled to be present.

• I) Subject to standing orders which indicate otherwise, anything authorised orrequired to be done by, to or before the Chairman may in his absence be doneby, to or before the Vice-Chairman.

• m) The Chairman, if present, shall preside at a meeting. If the Chairman is absentFrom a meeting, the Vice-Chairman, if present, shall preside. If both the

Thorpe St Andrew Town Councfl - Standing orders - August 2015 Page 3

Chairman and the Vice~Chairman are absent from a meeting, a Couricillor aschosen by the Councillors present at the meeting shall preside at the meeting.

n) Subject to standing orders questions at a meeting shall be decided by amajority of the Councillors present and voting thereon.

~. o) The Chairman may give an original vote on any matter put to the vote, and inthe case of an equality of votes may exercise his casting vote whether or not

6 he gave an original vote. (See also standing orders 2 (i) and below.)

• p) Unless standing orders provide otherwise, voting on any question shall be bya show of hands. At the request of a Councillor, the voting on any questionshall be recorded so as to show whether each councillor present and votinggave his vote for or against that question. Such a request shall be madebefore moving on to the next item of business on the agenda, and providingthe request is made prior to the vote being taken.

• q) The minutes of a meeting shall record the names of councillors present, thosefrom whom apologies have been received (subject to standing order i(s)below), and absent.

r) If prior to a meeting, a Councillor has submitted reasons for his absence at themeeting which is then approved by a resolution, such resolution shall be recorded inthe minutes of the meeting at which the approval was given.

s) A deputation may be received at any meeting of the Council if permission is givenby the Council upon a motion duly moved, seconded and carried by a majority of themembers present: Provided that:

i. A deputation shall not be received unless notice in writing of the intendeddeputation and of the objects thereof has been given to the Town Clerk andreceived by him not later than 10a.m. on the day preceding the day of themeeting;

ii. The members of a deputation shall not exceed three in number; Speeches,inclusive of the reading of the memorial (if one be presented), shall be of notmore than 10 minutes duration; unless at the Chairman’s discretion.

ilL Not more than one deputation shall be received at any meeting of the Council

• t) The code of conduct adopted by the Council shall apply to councillors inrespect of the entire meeting.

• u) An interest arising from the code of conduct adopted by the Council, theexistence and nature of which is required to be disclosed by a Councillor at ameeting shall be recorded in the minutes. (See also standing orders 7 and 8 below.)

• v) No business may be transacted at a full Council meeting unless at least onethird of the whole number of members of the Council are present and in nocase shall the quorum of a full Council meeting be less than 4.

• w) If a meeting is or becomes inquorate no business shall be transacted and themeeting shall be adjourned. Any outstanding business of a meeting so adjournedshall be transacted at the next meeting.

x) Meetings shall not exceed a period of two hours unless a motion to suspend StandingOrders in this respect has been approved.

Thorpe St Andrew Town Council - Standing orders - August 2015 Page 4

~naryCounci[Meetins(See also standing Order I above)

a. In an election year, the statutory annual meeting of the Council shall beheld on or within 14 days following the day on which the new councillorselected take office.

b. In a year which is not an election year, the statutory annual meeting of theCouncil shall be held in May as the Council may direct.

c. If no other time is fixed, the annual meeting of the Council shall take placeat 6.OOpm.

d. The Annual Town Assembly meeting will take place on the first Monday inMay, if no other time is fixed, the Annual Parish Assembly meeting of theCouncil will take place at 6.3Opm.

e. In addition to the Annual meeting of the Council, at least three otherordinary meetings shall be held on such dates and times as the Councildirects. (Subject to Standing Order 33).

f. The election of the Chairman and Vice-Chairman of the Council shall be thefirst business completed at the annual meeting of the Council.

g. The Chairman of the Council shall hold office for no more than five consecutiveyears, with a 12 month period before seeking that office again.

h. The Chairman of the Council, unless he resigns or becomes disqualified,shall continue in office and preside at the annual meeting until hissuccessor is elected at the next annual meeting of the Council.

i. The Vice-Chairman of the Council, if any, unless he resigns or becomesdisqualified, shall hold office until immediately after the election of theChairman of the Council at the next meeting of the Council.

j. In an election year, if the current Chairman of the Council has not been reelected as a member of the Council, he shall preside at the meeting until asuccessor Chairman of the Council has been elected. The currentChairman of the Council shall not have an original vote in respect of theelection of the new Chairman of the Council but must give a casting vote inthe case of an equality of votes.

k. In an election year, if the current Chairman of the Council has been reelected as a member of the Council, he shall preside at the meeting until anew Chairman of the Council has been elected. He may exercise an originalvote in respect of the election of the new Chairman of the Council and mustgive a casting vote in the case of an equality of votes.

I. Following the election of the Chairman of the Council and Vice-Chairman ofthe Council, the order of business shall be as follows:

1) To accept apologies for absence.

2) In an election year, delivery by Councillors of their signed declarations ofacceptance of office.

3) In an election year, delivery by Councillors of their signed declarations ofinterests.

4) After consideration, to accept the minutes of the previous meeting asconstituting an accurate record and to approve their signing as such bythe Chairman of the meeting.

5) To review each Committee and appoint Members.

Thorpe St Andrew Town Council - Standing Orders - August 2015 PageS

6) To elect representatives to outside bodies.

m. The order of business at every other full meeting of the Town Council shallbe as follows:

1) To appoint a Chairman of the meeting if both the Chairman and the Vice-Chairman are absent.

2) To accept apologies for absence.

3) To record declaration of interest and to consider, vote upon and recordany requests for dispensation.

4) After consideration, to accept the minutes of the previous meeting asconstituting an accurate record and to approve their signing by theChairman of the meeting.

5) To deal with any matters arising from the previous minutes.

6) To adjourn the meeting to allow members of the public to address theCouncil.

7) To authorise the payment of accounts and to attend to any other financialrelated matters.

8) To accept Committee reports and minutes of any Committee meeting.

9) To consider the items on the agenda and correspondence list.

10) To receive items for information and consideration for the next agenda.

11) To confirm the date of the next meeting of the Town Council.

3. Prop~cQfficer

a. The Councils Proper Officer shall be either (I) the Clerk or such employee as maybe nominated by the Council from time to time or (ii) such other employeeappointed by the Council to undertake the role of Proper Officer during the ProperOfficer’s absence. The proper Officer and the employee appointed to act as suchduring the Proper Officer’s absence shall fulfil the duties assigned to the ProperOfficer in standing orders.

b. The Councils Proper Officer shall do the following.

i. Serve on Councillors electronically, by delivery or by Royal Mail to theCouncillor’s residence a summons confirming the time, date, venueand the agenda of a meeting of the Council and a meeting of acommittee and sub-committee at least three clear days before themeeting.

U. Give public notice of the time, date, venue and agenda at least threeclear days before a meeting of the Council or a meeting of a committeeor sub-committee (provided that the public notice with agenda of anextraordinary meeting of the Council convened Councillors is signedby them).

ii. Convene a meeting of full Council for the election of a new Chairmanof the Council, occasioned by a casual vacancy in his office, inaccordance with standing order (3bi) or (3bii) above.

iv. Make available for inspection the minutes of meetings.

Thorpe St Andrew Town Council - Standing orders - August 2015 Page 6

v. Receive and retain copies of byelaws made by other local authorities.

vi. Receive and retain declarations of acceptance of office fromCounciUors.

vii. Retain a copy of every Councillors register of interest, dispensationand any changes to it and keep copies of the same available forinspection.

viii. Keep proper records required before and after meetings.

ix. Process all requests made under the Freedom of Information Act 2000 andData Protection Act 1998, in accordance with and subject to the Council’sprocedures relating to the same.

x. Receive and send general correspondence and notices on behalf of theCouncil except where there is a resolution to the contrary.

xi. Manage the organisation, storage of and access to information held by theCouncil in paper and electronic form.

xii. Arrange for legal deeds (to be signed using the Council’s common seal) OR(to be signed by 2 Councillors) and witnessed (see also model standingorders 14(a) and (b)).

xiN. Arrange for prompt authorisation, approval and instruction regarding anypayments to be made by the Council in accordance with the Council’sFinancial Regulations.

xiv. Record every planning application notified to the Council and the Council’sresponses to the local planning authority in a book or electronically for suchpurposes.

xv. Refer a planning application received by the Council to the Chairman of thePlanning Committee within 2 working days of receipt to facilitate anextraordinary meeting if the nature of a planning application requiresconsideration before the next ordinary Council meeting of the Council.

xvi. Action or undertake activity or responsibilities instructed by resolution orcontained in Standing Orders.

xvii. All negotiations legal, commercial or otherwise must be dealt with by theProper Officer/Deputy. This duty cannot be carried out by a Councillor.

xviii. Retain custody of the seal of the Council (if any) which shall not be usedwithout a resolution to that effect.

xix. Destroy any anonymous correspondence received without taking any furtheraction.

4.Motionsreq~jrinqwrfttennofice

a. Motions requiring written notice must be received by the Proper Officer at least 7clear days before the meeting. Motions submitted less than 7 clear days beforethe meeting will not be accepted, other than to be included on the agenda of thenext meeting.

b. The Proper Officer may, before including a motion in the agenda received inaccordance with standing orders, correct obvious grammatical errors ortypographical errors in the wording of the motion.

c. If the Proper Officer considers the wording of the motion received in accordancewith standing order 4(a) above is not clear in meaning, the motion shall be

Thorpe St Andrew Town Council - Standing Orders- August 2015 Page 7

rejected until the mover of the motion resubmits it in writing to the Proper Officerin clear and certain language at least 7 clear days before the meeting.

d. If the wording or nature of a proposed motion is considered unlawful or 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 considerwhether the motion shall be included or rejected in the agenda.

e. Having consulted the Chairman or Councillors pursuant to standing order 4(d)above, the decision of the Proper Officer as to whether or not to include themotion in the agenda shall be final.

f. Notice of every motion received in accordance with the Councils standing ordersshall be numbered in the order received and shall be entered into a book, whichshall be open to inspection by all Councillors.

g. Every motion rejected in accordance with the Councils standing orders shall beduly recorded with a note by the Proper Officer giving reasons for its rejection in abook for that purpose, which shall be open to inspection by all Councillors.

h. Every motion and resolution considered in this section shall relate to the Council’sstatutory functions, powers and lawful obligations or shall relate to an issue whichspecifically affects the Council’s area or its residents.

~ionsnotreuirinwrittennotice

a. Motions in respect to the following matters may be moved without written notice.

i. To appoint a person to preside at the meeting.

ii. To approve the absence of Councillors.

iN. To approve the accuracy of the minutes of the previous meeting.

iv. To correct an inaccuracy in the minutes of the previous meeting.

v. To dispose of business, if any, remaining from the last meeting.

vi. To alter the order of business on the agenda for reasons of urgency or

expedience.

vN. To proceed to the next business on the agenda.

vNi. To close or adjourn debate.

ix. To refer by formal delegation a matter to a committee or to a

sub-committee or an employee.

x. To appoint a committee or sub-committee or any Councillors (including

substitutes) thereto.

xi. To receive nominations for a committee or sub-committee.

xii. To dissolve a committee or sub-committee.

xiN. To note the minutes of a committee or sub-committee.

xiv. To consider a report and/or recommendation made by a committee or a

subcommittee or an employee.

xv. To consider a report and/or recommendation made by an employee,

professional advisor, expert or consultant.


xvi. To authorise legal deeds (to be sealed by the Council’s common seal) OR

(signed by two Councillors) and witnessed. (see standing orders 14(a) and (b)

below)

xvii. To authorise the payment of monies up to £500

xvHi.To amend a motion relevant to the original or substantive motion under

consideration which shall not have the effect of nullifying it.

xix. To extend the time limit for speeches.

xx. To exclude the press or public for all or part of a meeting.

xxi. To silence or exclude from the meeting a Councillor or a member of the public

for disorderly conduct.

xxH. To give the consent of the Council if such consent is required by standing

orders.

xxiU.To suspend any standing orders except those which are mandatory by

law.

xxiv.To adjourn a meeting.

xxv. To appoint representatives to outside bodies and to make arrangements for

those representatives to report back the activities of outside bodies.

xxvi.To answer questions from Councillors.

b. If a motion falls within the terms of reference of a committee or a sub-committee orwithin the delegated powers conferred on an employee, a referral of the samemay be made to such committee or sub-committee or employee provided that theChairman may direct for it to be dealt with at the present meeting for reasons ofurgency or expedience.

6. Rules_of_Debate

a. Motions included in an agenda shall be considered in the order that they appearon the agenda unless the order is changed at the Chairman’s direction for reasonsof expedience.

b. Except as provided by these standing orders any matter can be put forwardwithout notice and if, following discussion of the matter a majority clearly support aparticular course of action then their decision shall be treated as a resolution, dulyseconded and approved.

c. Subject to standing orders 4(a)-(e) above, a motion shall not be considered until ithas been proposed and seconded.

d. A motion included in an agenda not moved by the Councillor who tabled it, may hetreated as withdrawn.

e. A motion to amend an original or substantive motion shall not be consideredunless proper notice has been given after the orginal or substantive motion hasbeen seconded and notice of such amendment, shall, if required by the Chairman,be reduced to writing and handed to the Chairman who shall determine the orderin which they are considered.

Thorpe St Andrew Town Council- Standing Orders - August 2015 Page 9

f. A Councillor may move amendments to his own motion. If a motion has alreadybeen seconded, an amendment may be with the consent of the seconder.

g. Any amendments to a motion shall be either;

To leave out words;To add words;

To leave out words and add otherwords.

h. A proposed or carried amendment to a motion shall not have the effect ofrescinding negating or altering the basic intention of the original substantivemotion under consideration.

i. Only one amendment shall be moved and debated at a time, the order of whichshall be directed by the Chairman. No further amendment to a motion shall bemoved until the previous amendment has been disposed of.

j. Subject to Standing Order 6(h) above, one or more amendments may bediscussed together if the Chairman considers this expedient but shall be votedupon separately.

k. Pursuant to Standing Order 60) above, the number of amendments to an originalor substantive motion, which may be moved by a Councillor, is limited to one.

I. If an amendment is not carried, other amendments shall be moved in the orderdirected by the Chairman.

m. If an amendment is carried, the original motion, as amended, shall take the placeof the original motion and shall become the substantive motion upon which anyfurther amendments may be moved.

n. The mover of a motion or the mover of an amendment shall have a right of replynot exceeding 3 minutes unless at the discretion of the Chairman.

o. Where a series of amendments to an original motion are carried, the mover of theoriginal motion shall have a right to reply in respect of the substantive motion atthe very end of the debate and immediately before it is put to the vote.

p. Subject to Standing Order 6(m) and (n) above, a Councillor may not speak furtherin respect of any one motion except to speak once on an amendment moved byanother Councillor or to make a point of order or to give a personal explanation.

q. During the debate of a motion, a Councillor may interrupt only on a point of orderor a personal explanation and the Councillor who was interrupted shall stopspeaking. A Councillor raising a point of order shall identify the standing orderwhich he considers has been breached or specify the irregularity in the meeting heis concerned by.

r. A point of order shall be decided by the Chairman and his decision shall be final.

s. With the consent of the seconder and/or of the meeting, a motion or amendmentmay be withdrawn by the proposer. A Councillor shall not speak upon the saidmotion or amendment unless permission for the withdrawal of the motion oramendment has been refused.

t. Subject to standing order 6(o) above, when a Councillors motion is under debateno other motion shall be moved except:

i. To amend the motionii. To proceed to the next business;Ui. To adjourn the debate;iv. To put the motion to a vote;v. To ask a person to be silent or for him to leave the meeting;

Thorpe St Andrew Town Council Standing Orders - August 2015 Page 10

vi. To refer a motion to a committee or sub-committee for consideration;vii. To exclude the press and public;viii. To adjourn the meeting;ix. To suspend any standing order, except those which are mandatory.

u. In respect of standing order 6 (s) (iv) above, the Chairman shall first be satisfiedthat the motion has been sufficiently debated before it is seconded and put to thevote. The Chairman shall call upon the mover of the motion under debate toexercise his right of reply and shall put the motion to the vote after that right hasbeen exercised or waivered. The adjournment of a debate or of the meeting shallnot prejudice the movers right of reply at resumption.

of Oonduct En land

a. All Councillors shall observe the Code of Conduct adopted by the Council.

b. If paragraph 12(2) of the Code of Conduct contained in the Local Authorities(Model Code of Conduct) order 2002 (SI No.1159) has been adopted by theCouncil or pursuant to relevant provisions in a statutory Code of Conductin force at the time, Councillors may exercise the rights contained instanding order 7(c) below only if members of the public are permitted to (i)make representations, (ii) answer questions and (Ill) give evidence relatingto the business being transacted.

c. Councillors with a prejudicial interest in relation to any item of businessbeing transacted at a meeting may (i) make representations, (ii) answerquestions and (iii) give evidence relating to the business being transactedbut must, thereafter, leave the room.

8. Questions

a. A Councillor may seek an answer to a question concerning nay business of theCouncil provided five clear day’s notice of the question has been given to the ProperOfficer.

b. Questions not related to items of business on the agenda for a meeting shall only beasked during any adjournment to the meeting for the purposes of public participation.

c. Every question shall be put and answered without discussion.

9. Minutes

d. If a copy of the draft minutes of a preceding meeting has been circulated toCouncillors no later than the day of service of the summons to attend the scheduledmeeting they shall be taken as read.

e. No discussion of the draft minutes of a preceding meeting shall take place except inrelation to their accuracy. A motion to correct an inaccuracy in the minutes shall beraised in accordance with standing order 5(a) (iv) above.

f. Minutes, including any amendments to correct their accuracy, shall be confirmed byresolution and shall be signed by the Chairman of the meeting and stand as anaccurate record of the meeting to which the minutes relate.

g. If the Chairman of the meeting does not consider the minutes to be an accuraterecord of the meeting to which they relate, he shall sign the minutes and include aparagraph in the following terms orto the same effect: “The Chairman of this meetingdoes not believe that the minutes of the meeting of the ( ) held on (date) in respect of


()were a correct record but his view was not upheld on the majority of the ( ) and theminutes are confirmed as an accurate record of the proceedings”.

h. Upon a resolution which confirms the accuracy of the minutes of the meeting, anyprevious draft minutes or recordings of the meeting shall be destroyed.

~Qj~sorderIConduct

a. No persons shall obstruct the transaction of business at a meeting or behaveoffensively or improperly.

b. If, in the opinion of the Chairman, there has been a breach of standing order 10(a)above, the Chairman shall express the opinion and thereafter any councillor(including the Chairman) may move that the person be silenced or excluded from themeeting, and the motion, if seconded, shall be put forth with and without discussion.

c. If a resolution made in accordance with standing order 10(b) above, is disobeyed, theChairman may take such further steps as may reasonably be necessary to enforce itand/or he may adjourn the meeting.

~

a. A decision (whether affirmative or negative) of the Council shall not be reversedwithin 6 months except by way of either by a special motion, the written notice whereof bears the names of at least 4 elected members of the Council, and is placed on theagenda for the next full Council meeting.

b. When a special motion or any other motioned moved pursuant to standing order11(a) above has been disposed of, no similar motion may be moved within a further 6months.

~

a. Where more than 2 persons have been nominated for a position to be filled by theCouncil and none of those persons has received an absolute majority of votes in theirfavour, the name of the person having the least number of votes shall be struck offthe list and a fresh vote taken. This process shall continue until a majority of votes isgiven in favour of one person. Any tie may be settled by the Chairman’s casting vote.

1L~ci2dnciRvI~a. Any expenditure incurred by the Council shall be in accordance with the Council’s

financial regulations.

b. The Council’s financial regulations shall be reviewed once a year.

c. The Councils financial regulations may make provision for the authorisation ofthe payment of money in exercise of any of the Councils functions to bedelegated to a committee, sub-committee or its employee.

d. Any recommendations or motion which, if carried, would, in the opinion of the personchairing the meeting, substantially increase the expenditure upon any service whichis under the management of or reduce the revenue at the disposal of the Councilshall stand adjourned without discussion to the next ordinary meeting of the Council.

Thorpe St Andrew Town Council - Standing Orders August 2015 Page 12

e. All cheques and other orders or instructions authorising the payment of money shallbe signed on behalf of the Council by the Clerk or other nominated person, and anytwo members of the Council.

f. All requests to deliver up any item held on behalf of the Council in safe custody or forany other purpose or requests to transfer funds between current and depositaccounts shall be signed by the Clerk or nominated person.

~ecution and sea un of Ic a~ deeds

a. A document shall not be sealed on behalf of the Council unless its sealing has beenauthorised by a resolution

b. In accordance with a resolution made under standing order 14(a.) above, anytwo members of the Council, may sign, on behalf of the Council, any deedrequired by law and the Proper Officer shall witness their signatures.

15. Committees

(See also standing order 1 above)

a. The Council may, at its annual meeting, appoint standing committees and may at anyother time appoint such other committees as may be necessary, and:

i. Shall determine their terms of reference;

ii. May permit committees to determine the dates of their meetings;

iii. Shall appoint and determine the term of office of councillors or non-councillormembers of such a committee (unless the appointment of non-councillors isprohibited by law) so as to hold office no later than the next annual meeting;

iv. May appoint substitute Councillors to a committee whose role is to replaceordinary Councillors at a meeting to a committee if ordinary Councillors of thecommittee have confirmed to the Proper Officer 3 days before the meeting thatthey are unable to attend.

v. Any Councillors may attend committee meetings and participate in any debate,but only those Councillors appointed to the committee, and then chairman, asex-officio member of the committee, are permitted to vote.

vi. No committee shall commit the Council to any course of action or expenditureor shall make representations in the name of the Council, without the Council’sprior and express consent.

16. Sub~Comrnittees


a. Unless there is a Council resolution to the contrary, every committee may appoint asub-committee whose terms of reference and members shall be determined byresolution of the committee.

jj~faQfdifl~jy meetings



a. The Chairman of the Council may convene extraordinary meeting of theCouncil at any time. In the absence of the Chairman, the Vice-Chairman mayconvene an extra ordinary meeting in his absence.

b. If the Chairman of the Council does not or refuses to call an extraordinarymeeting of the Council within 7 days of having been requested to do so by 2Councillors, those 2 Councillors may convene an extraordinary meeting of theCouncil. The statutory public notice giving the time, venue and agenda forsuch a meeting must be signed by the 2 Councillors.

c. The Chairman of a committee (or a sub-committee) may convene an extraordinarymeeting of the committee or sub-committee at any time.

d. If the Chairman of a committee (or a sub-committee) does not or refuse to call anextraordinary meeting within 7 days of having been requested to do so by 2committee members, those 2 Councillors may convene an extraordinary meeting ofthe committee (or sub-committee). The statutory public notice giving the time, venueand agenda for such a meeting must be signed by the 2 Councillors.

18. Accounts and Financial Statements

a. The Council shall approve written estimates for the coming financial year at itsmeeting before the end of January

b. All payments by the Council shall be authorised, approved and paid in accordancewith the Council’s financial regulations, which shall be reviewed at least annually.

c. The Responsible Finance Officer shall supply to each Councillor as soon aspracticable after 31 March, 30 June, 30 September and 31 December in each year astatement summarising the Council’s receipts and payments for each quarter and thebalances held at the end of each quarter. The statement should include acomparison with the budget for the financial year. A Financial Statement prepared onthe appropriate accounting basis (receipts and payments or income and expenditure)for a year to 31 March shall be presented to each Councillor before the end of thefollowing month on May. The Statement of Accounts of the Council (which is subjectto external audit), including the Annual Governance Statement, shall be presented toCouncil for formal approval before the 30 June and if applicable before thedesignated audit date as provided by the external auditor.

19. Estimates/Precepts

a. The Council shall approve written estimates for the coming year at its meeting beforethe end of January

b. Any committee desiring to incur expenditure shall give the Proper Officer a writtenestimate of the expenditure recommended for the coming year no later thanDecember.

~ndafionsbyCo~~pfflors

a. Canvassing Councillors or the members of a committee or sub-committee, directly orindirectly, for appointment to or by the Council shall disqualify the candidate fromsuch an appointment. The Proper Officer shall disclose the requirements of thisstanding order to every candidate.


b. A Councillor or the members of a committee or sub-committee shall not solicit aperson for appointment to or by the Council or recommend a person for suchappointment or promotion; but nevertheless, any such person may give a writtentestimonial of a candidate’s ability, experience or character for submission to theCouncil with an application for appointment.

c. This standing order shall apply to tenders as if the person making the tender were acandidate for an appointment.

21. Inspection of documents

a. Subject to standing orders to the contrary or in respect of matters which areconfidential, a Councillor may, for the purpose of his official duties (but nototherwise), inspect any document in the possession of the Council or a committee orsubcommittee, and request a copy for the same purpose. The minutes of themeeting of the Council, its committee’s or sub-committees shall be available orinspection by councillors.

22. Unauthorised activities

a. Unless authorised by a resolution, no individual councillor shall in the name or onbehalf of the Council, a committee or sub-committee:

i. Inspect any land and/or premises which the Council has a right or duty toinspect.or

U. Issue orders, instructions or directions.

23. Confidential business

a. Councillors shall not disclose information given in confidence or which they believe,or ought to be aware is of a confidential nature.

b. A Councillor in breach of the provision of standing order 22(a) above may beremoved from a committee or sub-committee by a resolution of the Council.

24. Power of well-be n gJ~gj~pd)

a) Before exercising the power to promote well-being, a meeting of the fullcouncil shall have passed a resolution to confirm it has satisfied theprescribed statutory requirement to qualify as an eligible parish council.

b) The council’s period of eligibility begins on the day that the resolution understanding order 24(a) above was made and expires on the day before the annualmeeting of the council that takes place in a year of ordinary elections.

c) After the expiry of its preceding period of eligibility, the council continues to bean eligible council solely for the purpose of completing any activity undertakenin the exercise of the power to promote well-being which was not completedbefore the expiry of the councNs preceding period of eligibility referred to instanding order 24(a).


~tersaffectincounciIemDloees

a) If a meeting considers any matter personal to a Council employee it shall not beconsidered until the Council OR (the cub-committee) has decided whether or not thepress and public shall be excluded pursuant to standing order 1(c) above.

b) Employees rights are protected by the Employment at Work Act 2002.

26. Freedom of hiformation Act 2000a) All requests for information held by the Council shall be processed in accordance with

the Council’s policy in respect of handling requests under the Freedom of InformationAct 2000

b) Thorpe St Andrew Town Council’s response to all Freedom of Information Act 2000requests will be sent only to the person or organisation making the request.

~Iations with the ress/mediaa) The Clerk may give the press a factual statement of the matters discussed at any

meeting of the Council.

b) The only members entitled to make statements to the press on behalf of the Councilshall be the chairman of the council or in his absence the vice chairman.

c) Nothing in 27(b) above, shall prevent other members of the Council speaking to thepress, provided they make it clear that they are speaking personally, and not onbehalf of the Council.

d) No leaflet shall be published under the impress of the Council, without the Council’sexpress prior approval.

29. Liaison with District Councillors1. An invitation to attend a meeting of the Council shall be sent together with the

agenda, to the councillor of the District Council representing its electoral ward. Theywill be invited as a guest who like any other member of the public can participate inthe meeting understanding order 1(e).

30. Financia’ matters

a) The Council shall consider and approve financial regulations annually as drawn up bythe Responsible Finance Officer, which shall include detailed arrangements inrespect of the following:

i. The accounting records and systems of internal control.

ii. The assessment and management of financial risks faced by the Council.

iU. The work of the Internal Auditor and the receipt of regular reports from theInternal Auditor, which shall be required at least annually;

iv. The inspection and copying by Councillors and local electors of the Councilsaccounts and/or orders of payments.

v. Procurement policies (subject to standing order 29(b) below) including thesetting of values for different procedures where the contract has an estimatedvalue of less than £60,000.


b) Any proposed contract for the supply of goods, materials, services and theexecution of works with an estimated value in excess of £60,000 shall beprocured on the basis of a formal tender as required by the Public ContractRegulations 2006 (as amended) or the Utilities Contracts Regulations 2006 (asamended).

c) Where any proposed contract for the supply of goods, materials services and theexecution of works with an estimate below that stated in 30(b) above, is beingconsidered, the Council can, without restriction, who to instruct subject to clause 30(b).

d) any formal tender process shall comprise of the following steps:

i. A specification of the goods, materials, services and the execution of works shallbe drawn up.

H. Tenders are to be sent, in a sealed, marked envelope to the Proper Officer bya stated date and time.

Hi. Tenders submitted are to be opened, after the stated closing date and time,by the Proper Officer and at least one other person (Finance Officer ormember of the Council)

iv. Tenders are then to be assessed and reported to the appropriate meeting ofthe Council

e) The Council is not bound to accept the lowest tender, estimate or quote but must givethe reasons for their decision. Where the value of a contract is likely to exceed£138,893 (or other threshold specified by the Office of Government Commerceregulations 2006 (SI no 5 as amended) and the Utilities Contracts Regulations(SI no 6 as amended) apply to the contract and, if those regulations apply, theCouncil must comply with EU procurement rules.

~owers1) A member of the Council must-

a) Act in accordance with the Councils Standing Orders.b) Only exercise powers for the purpose for which they are conferred.

Duty to promote the SUCCCSS of the Council1) Any decision which the Council takes must be taken in a way they consider, in good

faith, would be most likely to promote the success of the local community for thebenefit of its residents as a whole, and in doing so have regard (amongst othermatters to -

a) The likely consequences of any decision in the long termb) The interests of the residents

c) The need to foster the Council’s relationships with community groups, localbusinesses and others.

d) The impact on the Councils operations on the community and theenvironment.

e) The desirability of the Council to maintain a reputation for high standards ofconduct and

f) The need to act fairly as between members of the Council and residents.

Duty to exercise independent judgement1) A member of the Council must exercise independent judgement

Thorpe St Andrew Town CouncH - Standing Orders - August 2015 Page 17

2) This duty is not infringed by his acting-a) In accordance with agreement duly entered into by the Council that restricts

the future exercise of discretion by its members, orb) In a way authorised by the Councils constitution.

Duty to avoid conflicts of interest1) A member of the Council must avoid a situation in which he has, or can have, a

direct or indirect interest, or possibly may conflict, with the interests of the Council.2) This applies in particular to the exploitation of any property, information or

opportunity (and it is immaterial whether the Council could take advantage of theproperty, information or opportunity).

3) This duty does not apply to conflict of interest arising in relation to a transaction orarrangement with the Council.

4) This duty is not infringed-a) If the situation cannot reasonably be regarded as likely to give rise to a

conflict of interest; or;b) If the matter has been authorised by the Council.

5) The authorisation is effective only ifa) Any requirements as to the quorum at the meeting at which the matter is

considered is met without counting the member in question or any otherinterested member, and

b) The matter was agreed without their voting or would have been agreed to iftheir votes had not been counted.

6) Any reference in this section to a conflict of interest includes a conflict of interest andduty and a conflict of duties.

Duty not to accept benefits from third parties1) A member of the Council must not accept a benefit from a third party conferred by

reason ofa) His being a member of the Council.b) His doing (or not doing) anything as a member of the Council.

2) A “third party’ means a person other than the Council, an associated bodycorporate or a person acting on behalf of the Council or an associated bodycorporate.

3) Benefits received by a member of the Council from a person by whom his services(as a member or otherwise) are provided to the Council are not regarded asconferred by third parties.

4) This duty is not infringed if the acceptance of the benefit cannot reasonably heregarded as likely to give rise to a conflict of interest.

5) Any reference in this section to a conflict of interest includes a conflict of interestand duty and a conflict of duties.

Allegations of breaches of the Code of Conducta) Under the Localism Act 2011 an alleged failure to comply with the Town Council’s

Code of Conduct and Nolan Principles must be dealt with under arrangementsestablished by a principal authorty (not a Town Council) under which allegations canbe investigated and decisions on allegations can be made.

Thorpe St Andrew Town Council - Standing Orders- August 2015 Page 18

b) On receipt of a notification that there has been an alleged breach of the Code ofConduct the Proper Officer shall refer it to Broadland District Council’s MonitoringOfficer.

c) A notification shall be taken to refer to a communication of any kind which relates to abreach or an alleged breach of the Code of Conduct by a Councillor.

d) The subject matter of notification shall be confidential.e) If an alleged breach of the Code of Conduct is upheld it is for the Town Council to

decide whether to take action and what action to take in relation to its Member.

~Ordersa) 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.

b) A motion to permanently add to or to vary or to revoke one or more of the Council’sStanding Orders not mandatory by law shall not be carried unless two thirds of thecouncillors at a meeting of the Council vote in favour of the same.

~ndin Orders to be iven to Councillorsa) The Proper Officer shall provide a copy of the Councils Standing Orders to a

councillor upon delivery of his acceptance of office.

b) The Chairman’s decision as to the application of the standing orders at a meetingshall be final.

c) A councillor’s failure to observe standing orders more than three times in one meetingmay result in him being excluded from the meeting in accordance with standingorders.

~e-eIection~oda) In an election year, special rules will apply to meetings for 25 days prior to polling day

i.e. from the day the election is usually called.

b) During this period the Council’s powers, facilities and resources must not be used forelectoral campaigning or political purposes.

c) The Town Council’s normal business should be transacted as usual with any itemswhich could be deemed as influential to political gain removed. The Town Councilcannot make a decision to spend a large amount of money on a project as it ispossible that the Councillors may not be re-elected and it may leave the new Councilbeholding to a financial burden.

~fgflcie~Procedures_and Anancial_Reguiaflo~a) These Standing Orders should be read in conjunction with the Policies, Procedures

and Financial Regulations of the Town Council.


36. Schedu~ePlans Committee

1. Terms of Referencea. To receive, consider and comment on all planning applications

concerning the Town.b, Aim to visit the sites of planning applications where appropriatec. To notify the applicant of the date of the meeting when the application

would be considered and also notify neighbours where appropriate.d. To take into account any planning matters raised by members of the

public.e. To make recommendations to Broadland District Council, NorFolk County

Council, the Broads Authority and neighbouring authorities.f. To report all planning decisions to the Town Councilg. To take any other action needed to achieve the above objective.

2. Delegated Functiona. Where necessary in order to meet statutory limits a response would be

delegated to the clerk.

Finance and Staffing

1. Terms of Referencea. To assist the Responsible Financial Officer in producing and monitoring

the annual budget by receiving and reviewing budget requests as perguidelines.

b. To recommend an annual budget to the Town Council.c. To review the financial risk assessments and regulations of the Council

on an annual basis.d. To oversee and approve staff appointments. To require new employees

to serve a probationary period and to confirm that appointment in writingwhen the probationary period has been satisfactorily completed.

e. To provide all staff with a job description, terms of conditions and servicecontract and copies of the Disciplinary and Grievance policy

f. To provide job descriptions to all Council membersg. To conduct annual staff appraisalsh. To ensure satisfactory working conditions for all staff and the protection

of their employment rights.

2. Delegated Powera. To commit to spend up to £10,000 on any one project without referral to

the Town Council meeting, with a limit of £15,000 at any one meeting.

Events and Media Committee

1. Terms of Referencea. To organise recreational events with a budget set and agreed with the

Town Council.b. To put forward a budget for the Conimittee’s proposed recreational

activities in the following financial year to meet any deadline set by theTown Council.

c. To ensure meetings are held to discuss the format, timings, staffing andhealth and safety issues at each event.

d. To ensure that Thorpe St Andrew News is produced each year.e. To ensure that meetings are held to discuss the content of each issue

well in advance of the publication date, to allow for compilation, printingand distribution.


f. To negotiate and determine the cost of production and delivery for thecouncil and to ensure that this is allowed for in the yearly budget.

g. To try and ensure that there are sufficient volunteers available todistribute the Town Council News throughout Thorpe St Andrew andwhere a shortfall occurs to employ deliverers as required.

h. To review and evaluate the content of the town council website and toensure that it is updated regularly.

i. To provide a platform to represent the views of local people and toadvertise events in Thorpe St Andrew.

j. To coordinate and approve publicity material where appropriate includingthe Town Council Christmas cards and the Town Council calendar.

2. Delegated Powera. To commit to spend up to £6,000 on any one event without referral to the

Town Council, with a limit of £6,000 at any one meeting.

Signed __________________________________

John Ward

Town Mayor of Thorpe St Andrew Town Council

Signed ____________________________________

Thomas Foreman

Proper Office and Clerk to Thorpe St Andrew Town Council

Dated this _____ day of ___________ 201_



THORPE ST ANDREW TOWN COUNCIL

Town Council Meeting: 3’~’ August 2015Creation of Freeman of the Town award

Agenda Item: 83

Reason for this ReportThis report has been prepared to advise the Council on the proposal to create the office of ‘Freeman’of Thorpe St Andrew.

BackgroundThe honorary title Freeman of the Town is historic and traditionally bestowed to those who arepersons of distinction who have in the opinion of the Council rendered eminent services to the localarea. The power for a modern town such as Thorpe St Andrew to convey the titles comes throughthe Local Democracy, Economic Development and Construction Act 2009 (“the 2009 Act”)amendment of the Local Government Act 1972.The Town are required to set out qualifications for the office; proposed guidelines are outlined inAppendix A. Within statute there is no legal power drawn from the office of Freeman of the Town,however the Town has the ability to convey special privilege upon the holders of the office. Theseshould be proposed and decided upon by the Town Council.Under the 2009 Act, the title can be claimed by a son or daughter, making it a hereditary title. TheTown Council would need to decide whether the title should be made hereditary or honorary. Eachtime a nomination is made this will need to be considered as it is possible to have both hereditaryand honorary Freeman within a Town. The title ‘Freeman’ can be bestowed to either gender,however the Town Council could decide to also make a ‘Freewoman’ of the Town award available.

OutcomeThe Council are asked to decide:

o Whether to create the office of Freeman of Thorpe St Andrewo What special qualifications should be consideredo What special privileges (if any) should be conveyedo When to open nominations

Legal lmpllcatbnsAll decisions and actions taken by or on behalf of Thorpe St Andrew Town Council must (1) be withinthe local powers of the Authority; (2) comply with any procedural requirement imposed by law; (3)be within the powers of the body or person exercising powers on behalf of the Authority; (4) beundertaken in accordance with the Authority procedural rules inc. Standing Orders and FinancialRegulations; (5) be fully and properly informed; (6) be properly motivated; (7) be taken with regardto the fiduciary duty of the Authority to its residents; and (8) be reasonable and proper.

Financia~ lmplkaUonsThere are no financial implications arising from this report.

1

Appendix A

Qualifications for Freeman of Thorpe St Andrew

1. Preference will be given to a person who performs in a voluntary capacity, but this should notpreclude the honour being awarded to a person whose dedication and contribution is significantlyabove that expected for their occupation.

2. All nominees should have carried out their largely voluntary roles for a period of at least 20years.

3. Nominees need not necessarily be resident with the Thorpe St Andrew Town Council area.

4. Any nominated Town Councillor should have retired from the post.

5, Nominations should be made by citizens of Thorpe St Andrew and be sponsored by a least oneTown Councillor

6. The contribution to the community of Thorpe St Andrew should involve one or more of thefollowing:

a. A significant allocation of the person’s time in serving members of the Thorpe StAndrew community for the improvement of their well-being

b. The promotion, achievement and/or delivery of community services in which a realpersonal contribution has been made

c. A contribution which is seen to stand above the contributions of most others.

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THORPE ST AXDRE~V TOWN COUNCIL

Town Council: 3~ August 2015

Relocation of Town Council Office

Agenda Item: 84

Reason for this ReportThis report has been prepared for the Town Council to give an update on the relocation of the TownCouncil office; for Members to consider any additional works to be included and decide if any namechanges to the building or park are to be considered.

BackgroundAl the Town Council of July 6th 2015 it resolved to have detailed plans produced to enable therelocation of the Town Council Office. This has been awarded to Hamson WA and the work to havethese in place for quotations to be sought are progressing. With the relocation to the FitzmauricePavilion, additional works on the building may be considered while the contractor is on site.

Due to the changes to the park, the Town Council may choose to consider recommending a namechange.

AdviceTo ensure any quotations include this for a ffiture decision the Town Council are asked to considerany additional works, if any, to be quoted. Potential works that have been suggested include:

Upgraded CCTV inc. interior camera in the new reception area. The existing CCTV could beused at the Village Hall upon its competition.

o Repainting or cladding of the facia boards/beamsPainting the exterior of the building

o Improving the Commonwealth Way entrance gate and the current bar gate dividero New roller shutters

In addition it is anticipated the Town Council would want to ensure that the new Office and eventspace is well known to residents, while being aware that the ‘Fitzmaurice’ name is associated with thepark area.

Legal ImplicationsAll decisions and actions taken by or on behalf of Thorpe St Andrew Town Council must (1) bewithin the local powers of the Authority; (2) comply with any procedural requirement imposed bylaw; (3) be within the powers of the body or person exercising powers on behalf of the Authority; (4)be undertaken in accordance with the Authority procedural rules inc. Standing Orders and FinancialRegulations; (5) be fully and properly informed; (6) be properly motivated; (7) be taken with regard tothe fiduciary duty of the Authority to its residents; and (8) be reasonable and proper.

Financial ImplicationsThere are some financial implications arising from tlus report which are clearly detailed.

1

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Thorpe St Andrew Town Council QTHORPE ST ANDREW TOWN COUNCIL

Town Council 3’~’ August 2015SAM 2 Speed Reports

Agenda Item: 87

Reason for this ReportThis report has been written to provide Members with the results of the Ring Road speed and trafficdata from Friday 19th June 2015 to Friday 10” July 2015. The charts with this information areattached.

Background

The Town Council purchased the SAM2 signs through the Parish Parmership scheme with NorfolkCounty Council. The data from the ring road is attached and labelled for outgoing (towards the city)and incoming (towards Sainsbury’s).

The SAM2 signs are now in position on Laundry Lane.

Advice

There is no advice relating to this item.

Legal ImplicationsAll decisions and actions taken by or on behalf of Thorpe St Andrew Town Council must (1) bewithin the local powers of the Authority; (2) comply with any procedural requirement imposed bylaw; (3) be within the powers of the body or person exercising powers on behalf of the Authority; (4)be undertaken in accordance with the Authority procedural rules inc. Standing Orders and FinancialRegulations; (5) be thlly and properly informed; (6) be properly motivated; (7) be taken with regard tothe fiduciary duty of the Authority to its residents; and (8) be reasonable and proper.


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Town Council : 3rd August 2015Certificate in Local Council Administration (CiLCA)

Agenda Item: 88

Reason for this ReportThis report has been prepared to advise the Council of CiLCA certificate which is due to begin iii

September 2015.BackgroundThe CiLCA qualification is like an A-Level, undertaken by officers who are required to be aware ofthe law and procedures for local councils and helps officer work with the planning system. The TownClerk is also required to have gained the CiLCA qualification if the Council seeks to gain the ‘generalpower of competence’ and a Quality or Quality Golf Council award.The course requires a portfolio of work for 30 activities across five themes. These are:

o Core Roles in Local Council Administrationo Law and Procedure for Local Councilso Finance for Local Councilso Management for Local Councilso Community Engagement

It can take 6 months to a year for the CiLCA to be completed, on average a task is completed eachweek. The Society for Local Council Clerks suggests the following proposals for how a Council cansupport (lie CiLCA application:

o Make sure the officer really wants to do ito Pay all costs. The investment is rewarded from the outset.o Manage workload. Too many demands can hinder achievemento Provide and protect study time, if the employee’s hours allow ito Show an interest in progress• Listen to your trained officer’s advice.

The course costs £250. Attendance on the course starts loam-lpm on 2’~ September 2015 atCringleford. Then attendance is required lOam-lpm on 2,d October, ~ November, 2~ December, 3rd1

February, 21~d March with an optional ‘wrap up’ on l3~’ April. The commitment is 200 hours, acrossthe 18—20 hours of training, 40 hours studying and 160 hours of work which is normally undertakenby a Clerk in thc performance of their duties.AdviceThe Council are advised to consider whether to support the Cleric undertaking the CiLCAqualification. If so, it should consider the Learning Agreement attached and above SLCC advice.

Legal ImplicationsAll decisions and actions taken by or on behalf of Thorpe St Andrew Town Council must (1) bewithin the local powers of the Authority; (2) comply with any procedural requirement imposed bylaw; (3) be within the powers of the body or person exercising powers on behalf of the Authority; (4)be undertaken in accordance with the Authority procedural rules inc. Standing Orders and FinancialRegulations; (5) be hilly and properly informed; (6) be properly motivated; (7) be taken with regard tothe fiduciary duty of the Authority to its residents; and (5) be reasonable and proper.

Financial ImplicationsThere are significant financial implications arising from this report which are clearly detailed.

1

CiLCA 2015

The Learning Agreement

The aim of this learning agreement is to ensure the best possible experience for theCiLCA student. It is important that the course is delivered via a successfulpartnership.

The student’s commitment — the student should embark on this course if they areconfident that the time is available to commit to it fully. Students will be provided withsupport to manage time, but ultimately time management is the student’sresponsibility. The student will submit the portfolio within one year of registration.

The trainer’s commitment—the trainer commits to deliver appropriate and effectivetraining to the student and to respond to communications in a reasonable timescale.The trainer will be able to offer some support by assessing whether or not thestudent is on the right lines.

The coundll~s commitment—the council will provide the following support:

o Pay course costs of £250 to Norfolk Parishes Training Partnership (NPTP)*o Pay the registration fee of £250 to the Society of Local Council Clerks (SLCC)

o Pay travel expenses to and from the course being held atCringleford/Swaffham* from September2015 to March 2016: six trainingsessions of three hours each plus an additional ‘wrap-up’ session in April atCringleford*

o Pay the Clerk at their usual rate of pay for attendance on the CiLCA course:18 hours for the six sessions*

o Pay x additional hours at the Clerk’s usual rate of pay towards the workrequired to complete the portfolio*

*Amend or delete as appropriate. This is a matter of negotiation between the student andcouncil

Name of Student:

Name of Trainer:

Name of Council(s):

Additional information:

Date paid non-returnable deposit (due 20 August2015) to NPTP:

Date course paid to NPTP:

Date of registration to the SLCC:

Latest date for submission of portfolio: _______________________________________________

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THORPE ST ANDRE~V TOWN COUNCIL

Town Council : 3~ August 2015

Town Council Newsletter Delivery

Agenda Item: 90

Reason for this ReportThis report has been written to inform members of changes to the Town Council Newsletter and seeka decision for the delivery of future Newsletters

Background

The July 15111 2015 Events and Media Committee meeting resolved to design the newsletter in housefollowing the review of draft pages produced in house (proposed draft front page attached). Thenumber of editions of the Newsletter has been reduced from 3 to 2 (Spring and Autumn editionsremain). The delivery of the newsletters was also discussed as it currently is intensive on the time ofboth Councillors and Staff. In addition many residents have found that 3 copies have been delivered,while in nearby streets none have been received.

It was therefore proposed for each Councillor to take responsibility for an area in the Town. TheCouncillor would oversee the delivery via a method of their choosing. It was suggested that a list ofthe active volunteers in each area is given to Members and they arrange and managedelivery/collection. Proposed areas will be tabled at the Town Council meeting.

Advice

There is no advice provided for this item,

Outcome

Councillors are asked to decide on whether to accept individual responsibility for newsletter deliveryin an area.

Legal ImplicationsAll decisions and actions taken by or on behalf of Thorpe St Andrew Town Council must (1) bewithin the local powers of the Authority; (2) comply with any procedural requirement imposed bylaw; (3) be within the powers of the body or person exercising powers on behalf of the Authority; (4)be undertaken in accordance with the Authority procedural rules inc. Standing Orders and FinancialRegulations; (5) be fully and properly informed; (6) be properly motivated; (7) be taken with regard tothe fiduciary duty of the Authority to its residents; and (8) be reasonable and proper.



Town Council 3t1 August 2015 mORFESTANDREwTO;VN000NCIL

Western Avenue Street LightAgenda Item: 92

Reason for this ReportThis report has been written to request authorisation to replace a concrete streetlight on Western

Avenue.

Current PositionThe streetlight outside number 6 Western Avenue is a concrete column with a sodium light. The lightemitted from the colunm is currently unevenly dispersed causing nuisance to local residents. This isffirther exacerbated by the change in building levels both up and down from road level.Councillor Hancock has requested that the column be replaced with a steel streetlight with an LEDhead. If this is not accepted it is further suggested that an LED head is fitted to the concrete column.

AdviceLight nuisance from older streetlights is a regular complaint of residents due to its uneven lightdistribution. The Town Council is committed to replacing concrete streetlight columns if there are anyunused monies within the streetlight budget at the end of each financial year. It would therefore beadvised that if an LED head is required, that the column also be replaced. The proposed cost of theremoval and refitting of a new column with LED head will be tabled at the Town Council meeting

Legal ImplicationsAll decisions and actions taken by or on behalf ofThorpe St Andrew Town Council must (1) bewithin the local powers of the Authority; (2) comply with any procedural requirement imposed bylaw; (3) be within the powers of the body or person exercising powers on behalf of the Authority; (4)be undertaken in accordance with the Authority procedural rules inc. Standing Orders and FinancialRegulations; (5) be frilly and properly informed; (6) be properly motivated; (7) be taken with regard tothe fiduciary duty of the Authority to its residents; and (8) be reasonable and proper.

Financial ImplicationsThe financial implications arising from this report are clearly detailed.

Thorpe St Andrew Town Council OW—‘

THORPE ST &NOREW TOWN COUNCTL

Town Council: 3’~’ August 2015Car Parking in Thorpe St Andrew

Agenda Item: 93

Reason for this ReportThis report has been written to advise Members on the current school car parking problems within theThorpe St Andrew. Members are asked to support the distribution of questionnaires to residents andrequest delegated powers from Broadland District Council for enforcement of car parking offences.Current PositionThe problem within Thorpe St Andrew of car parking has had a significant history for residents andMembers alike. The issue of car parking around schools has recently intensified and is also a currentSNAP priority.QuestionnairesCouncillor Lawn has designed a survey to capture the views and experiences of residents aroundschools to seek a resolution to the current situation. A draft is attached for consideration. Members areasked to suggest additional questions and delegate power to the Clerk to make any additionalalterations prior to distribution.Delegated PowersCouncillor Lawn has proposed that the Town Council request delegated powers from Broadland totaclde the issue of problem parking throughout the Town. Currently it is enforced by the BoroughCouncil of Kings Lynn and West Norfolk on an ad-hoc basis. Broadland District Council haveindicated that this delegated power could be requested and a trial be undertaken which could result inthe idea being rolled out to other local authorities.Advice

QuestionnairesThe Town Council is advised that surveying residents within the vicinity of schools would providevaluable and quantifiable information which could bc relayed to Highways relating to the currentrestrictions in place outside schools.

Delegated PowersAt the Finance and Staff meeting of 20th July 2015 the committee supported the proposal ofemploying a by-law enforcement and buildings maintenance officer. Tlus role would provide muchneeded enforcement powers for the recreation grounds and the River Green when it is returned to theTown Council in 2017. The inclusion of car parking enforcement would ensure that the post could bemaintained on a frill—time basis.

Legal ImplicationsAll decisions and actions taken by or on behalf of Thorpe St Andrew Town Council must (1) bewithin the local powers of the Authority; (2) comply with any procedural requirement imposed bylaw; (3) be within the powers of the body or person exercising powers on behalf ofthe Authority; (4)be undertaken in accordance with the Authority procedural rules inc. Standing Orders and FinancialRegulations; (5) be frilly and properly informed; (6) be properly motivated; (7) be taken with regard tothe fiduciary duty of the Authority to its residents; and (8) be reasonable and proper.


Thorpe St Andrew Town CouncH ResMents Survey

Mary Chapman Close, Vane Close, Cavalier Ceose, Roundhead Court, Royalist

Drive, Dragoon Close, Muskateer Way,

It has been brought to the attention of the Town Council that residents on certain streets inthe vicinity of Dussindale Primary School would like us tore assess the need for “Yellowlines” outside their property. The Town Council would appreciate your views on this matterand would ask that you complete the short questionnaire below.

Question 1

Do you feel it is necessary to have the Yellow lines as is at present?

No~_ Yes __

Question 2

Do you feel the time scale for the yellow lines is adequate?

No~____ Yes ____

Question 3

What do you feel can be done to improve the parking situation in

your area.

Please return your completed form to the Town Council Offices, Dussindale CommunityCentre, Thorpe St Andrew, NR7 OSR no later than Friday 28/8/2015.

The findings of this survey will be available for consideration and discussion 2t a TownCouncil meeting to be confirmed to concerned residents at a date in the near future.

Please contact Town Council Offices 01603701048 should you require any otherinformation.

Thorpe St Andrew Town Council QTHORPE ST ANDREW TOWN COUNCIL

Town Council: 3~ August 2015

River Green Planning Application

Agenda Item: 94

Reason for this ReportThis report has been written to advise Members on the planning application for the bike hoops onriver green.

Current Position

The Town Council previously supported the installation of three bicycle hoops on River Green. Oncegranted, the planning application will be valid for 3 years. To save on any ffiture planning costs theTown Council are asked to propose any additional installations which they can foresee in the nextthree years. Adding additional proposed items will not add any cost, but future proposals for the sitewill attracted a new application fee. Application for planning does not commit the Town Council toany of the projects.

Advice

If any additional features or furniture for River Green are projected in the next three years, the TownCouncil is advised to include it on this application to save future application costs.

Legal ImplicationsAll decisions and actions taken by or on behalf of Thorpe St Andrew Town Council must (1) bewithin the local powers of the Authority; (2) comply with any procedural requirement imposed bylaw; (3) be within the powers of the body or person exercising powers on behalf of the Authority; (4)be undertaken in accordance with the Authority procedural rules inc. Standing Orders and FinancialRegulations; (5) be filly and properly informed; (6) be properly motivated; (7) be taken with regard tothe fiduciary duty of thc Authority to its residents; and (8) be reasonable and proper.




Town Council Meeting: 3fl~ August 2015

Proposa’ to move to Online Payments

Agenda Item: 95

Reason for this ReportThis report has been prepared to seek permission to move to an online payments system.

BackgroundThe Legislative Reform (Payments by Parish Councils, Community Councils and Charter Trustees)Order 2013 introduced changes to the way first tier local authorities manage banking and payments.Following a wide ranging consultation it was found that requiring two Councillors to sign cheques forpayment was a significant barrier to using electronic banking means, while also imposing additionalburden and cost both to themselves and contractors who undertake work on their behalf.The Order further explains that the current financial and audit frameworks in which the Counciloperates ensures that it maintains controls of payments as an integrated part of its financial controlsystem.It was 5.150(5) of the Local Government Act 1972 which states “every cheque or other order for thepayment of money by a porish or community council shall be signed by two members of the council”.This Order revokes this requirement in the move to electronic payment. However during thetransition the requirements of the 1972 Act would remain in force.

ProposalThe Town Council is asked to give permission for the Responsible Financial Officer (RFO) and TownClerk to proceed with establishing an online payment system. The electronic payments systemwould work as follows:

o The Town Clerk or RFO would set up a bulk payment schedule for payment of salaries,services, suppliers and goods

• The invoices and timesheets would be signed off by the Town Clerk or RFO as authorised topay prior Lu he schedule being produced

o The online payment schedule will then be available for authorisation by Members who aresignatories on the account

o TWO members would be required to make the payment (retaining the three check ruleelectronically)

o Once this approval has been given the payments would be made as per the schedule onspecific dates

o Members would be issued debit cards and card readers to log-on and authorise thesepayments from any internet enabled computer

The Town Clerk and RFO will continue to use Business Credit Cards which are each capped at £1,000.The Town Council will receive the same level of information as is currently provided at meetings. TheTown Clerk and RFO will have full user permission with the accounts, but alone will not be able toauthorise any payments. The system will be checked on a weekly basis by the RFO and Town Clerk.The three-signatory cheque system will continue to function alongside this.

1

AdviceAs outlined within the Background, the current cheque payment system has additional costs anddelays which are detrimental to both the Town Council and its suppliers. Because of this, manysuppliers are becoming insistent upon bank transfers or online payments instead of receivingcheques which is demonstrated by the DCLG finding that cheques accounted for 7% of non-cashpayments in 2010.The online three-checking system would retain the existing safeguards but prevent Members fromneeding to attend the Town Council office for cheques to be signed and instead can monitor andmake payments from any internet enabled computer using a card and card reader. The TownCouncil are asked to

o Delegate authority to the Town Clerk and RFO to put the aforementioned payment system inplace

o Make appropriate changes to the financial regulations and present this to the next meetingof the Finance and Staff committee for ratification.

Legal ImplicationsAll decisions and actions taken by or on behalf of Thorpe St Andrew Town Council must (1) be withinthe local powers of the Authority; (2) comply with any procedural requirement imposed by law; (3)be within the powers of the body or person exercising powers on behalf of the Authority; (4) beundertaken in accordance with the Authority procedural rules inc. Standing Orders and FinancialRegulations; (5) be fully and properly informed; (6) be properly motivated; (7) be taken with regardto the fiduciary duty of the Authority to its residents; and (8) be reasonable and proper.

Financial ImplicationsThere are significant financial implications arising from this report which are clearly detailed.

2

Thorpe St Andrew Town Council OW~

riloapi SI k\I~RFSS TO~’.N COI~NCIL

Town Council Meeting: 3”’ August 2015Review of Hiring Asset Charges

Agenda Item: 97

Reason for this Report

Tins ~.eport has been wHtten to consider the cuHent hnmg costs of Town Council assets and seekappi oval foi standaidising the cuirent chaiging system

Current PositionEach of the non-tenanted buildings owned by the Town Council has a charging rate which applies tohirers on an hourly basis. The current rate is as follows:Roxley Village Hall £13.20 (inc. 20% VAT) per hourFitzmaurice Pavilion £11.00 per hourMorse Pavilion £1 1.00 per hour

As indicated above, the Roxley Village I-Jail now charges VAT as the Town Council has taken the‘option to tax’ in order to reclaim VAT on the construction and refurbishment costs.This refurbishment cost has been covered by a PWLB loan and is due to be serviced by monies leviedwithin the precept. In order to ensure best consideration for the ratepayer, a root and branch review ofcurrent hiring costs has taken place. This has found that at present there is a two tier charging systemin operation in both the Roxley Village Hail and the Fitzmaurice Pavilion.

Roxley Village HallThe Town Council has a number of permanent hirers for the Roxley Village Hall. The majority ofusers paid the £10.50 per hour charge (20 14/15), however one group paid an annual booking chargefor all the hours required. The table below represents the cost of this

User Group Hours used Amount Paid Cost per hour‘A’ 214 £2247 £10.50‘B’ 114 £1197 £10.50‘C’ 391,75 £1852 £4.73

Each user group is confined with what times they can use the Village Hall and all work around othergroup’s bookings. Although some of User Groups C’s hours were booked for when the Hall is empty,other user groups have questioned the fairness of this policy.This has become increasingly significant with the increase of 20% to all hirers for the VAT costs.It is proposed to create a single hourly rate ofU3.20 per hour for all users with no additionalarrangement with any one user group.

F/Fun an rice PavilionThe Fitzniaurice Pavilion is currently used by User Group U from 8.3Oam to 330pm (7 hours) eachday during school term time. All the equipment and belongings of the group are stored throughout thebuilding all year round, including school holidays. The total 2014/15 payment received from the usergroup was £7,497. The fee per day totals £23.15 giving an hourly rate of £3.31. The rate for all other

1

users is £11.00 per hour. It is proposed to create a single hourly rate of £11.00 per hour for all userswith no additional arrangement with any one user group.

AdviceAs the Town Council is aware, it has a fiduciary responsibility to the ratepayer to ensure bestconsideration of its assets, this includes reducing any current or ffiture financial burden to theratepayer. In standardising its payment rates, the Town Council will ensure parity for all users offacilities while also demonstrating its intention to raise monies through its assets where appropriate.

Outcome

The Town Council is asked to introduce a single tiered payment system across all its assets as follows:

Roxley Village Hall £13.20 (inc. 20% VAT) per hourFitzmaurice Pavilion £11.00 per hourMorse Pavilion £11.00 per hour

The Town Council is asked to delegate power to the Town Clerk to vary any charges as may bereasonably and operationally necessary.

Legal ImplicationsAll decisions and actions taken by or on behalf of Thorpe St Andrew Town Council must (1) bewithin the local powers of the Authority; (2) comply with any procedural requirement imposed bylaw; (3) be within the powers of the body or person exercising powers on behalf of the Authority; (4)be undertaken in accordance with the Authority procedural rules inc. Standing Orders and FinancialRegulations; (5) be hilly and properly informed; (6) be properly motivated; (7) be taken with regard tothe fiduciary duty of the Authority to its residents; and (8) be reasonable and proper.

Financial ImplicationsThere are financial implications arising from this report which are clearly detailed.

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conservation team. these will now be transferred to the ... · the rackheath neighbourhood area...

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