Roles, Duties and Responsibilities of the Council as a Corporate Body
The Council is a body, corporate by its name and must appoint a Chairman, Clerk, Responsible Financial Officer, independent and competent Internal Auditor, hold a minimum of four meetings per year (the Annual Meeting must be one), and comply with the duties vested in the Local Government Act 1972. The Council can only consider matters to which it has been given statutory powers, but can incur expenditure for functions which are in the best interests of its electorates, subject to certain provisions. The Government appoints an External Auditor to review the annual accounts return which must be approved by the Council. The Council formulates and adopts a budget, in respect of revenue and capital, and a precept is then levied for the ensuing year. The quorum at a meeting must be three or at least one third of the total number of Councillors, whichever is the greater. The Council must hold an Annual Town Meeting for its electorate.
Roles and Responsibilities:
- Provide a friendly, professional service which demonstrates value for money to the electorates.
- Develop and enhance the residents’ quality of life.
- Serve the community and involve them, when appropriate, in Council aimed projects.
- Influence and act on decisions on behalf of the community.
Roles, Duties and Responsibilities of Councillors as Individuals
The Councillor is an elected, bye-elected or co-opted member of the Council whose duty it is to carry out legal governance in good faith. The Councillor must be over eighteen, be a UK, EU or Commonwealth citizen and live and/or work in the Parish/Town. The Councillor must sign a Declaration of Acceptance of Office, undertake the Code of Conduct and register their Declarations of Interests. In any six-month period at least one meeting of the Council, its Committees, sub-Committees or other delegated Committee must be attended. The term of office will be four years; the bye-elected/co-opted Councillor’s will be until the current term of office ends. Resignation must be by written notice to the Chairman/Mayor. The Councillor cannot receive remuneration as an officer of the Council, or for a period of twelve months after ceasing to be a Councillor.
Roles and Responsibilities:
- Embody the Council at community/Town events and Civic functions.
- Signify/influence community interests to the Council without prejudice.
- Participate at Councillor Surgeries.
- Encourage public participation in Council work.
- Build relationships with organisations and principal authorities.
- If unable to attend a meeting, provide notice to the Clerk of the reason for absence.
- Partake in constructive debate at meetings.
Roles, Duties and Responsibilities of the Chairman
The Chairman is elected by the Councillors at the Annual Meeting. A local Council is not constituted until it has appointed its Chairman and the election must therefore be the first business transacted. The Chairman must sign a Declaration of Acceptance of Office. The Chairman works with the Clerk to ensure the Councils’ decisions are lawful. At a meeting of the Council, the Chairman must preside if present. The Chairman leads the Council by encouraging and guiding debate, progresses objectives, enforces the rules of the Councils’ Standing Orders and coordinates resolutions. If there is an equal amount of votes the Chairman has a second or casting vote. The Chairman may convene the Council at any time, providing three days notice is given. Formal meeting minutes must be signed by the Chairman at the following meeting. The Chairman may be paid expenses for attending Civic functions and authorised Council events.
Roles and Responsibilities:
- Study agenda items with the Clerk to clarify how the business can be achieved and whether research is required.
- Lead the Council by planning, organising and motivating Councillors.
- Be an Ambassador for the Council and its Parish/Town.
- Maintain good relationships with other Parish/Town Chairmen, predominantly at Civic functions.
Roles, Duties and Responsibilities of the Clerk
The Clerk is the ‘Proper Officer’ of the Council whose overall responsibility is to carry out the policy decisions of the Council and provide guidance on matters relating to law and procedure. The Clerk may also be the ‘Responsible Financial Officer’, ensuring that the Council’s financial transactions are properly authorised and recorded. The Clerk is responsible for ensuring that the business of the Council runs efficiently and is conducted in accordance with the law and the Standing Orders of the Council. The Clerk is expected to provide objective advice to the Council as part of its decision making, and assist in the formation or modification of the statutory policies of the Council. The Clerk prepares, distributes and displays agendas three clear days of a meeting of the Council. The Clerk will attend the formal meetings of the Council and prepare and distribute accurate minutes of the proceedings in a timely manner. The Clerk will prepare press releases about activities or decisions of the Council, ensure Members’ declarations of interest records are up to date, provide administrative support, supervise staff, ensure health and safety/equality requirements are being complied with, effectively manage the Council’s resources and act as a representative of the Council.
