Rolls/Responsibilities

Certain functions of the council must be carried out by the proper officer of the council which means the person specifically appointed for that purpose, for most matters this will be the Clerk.

The Clerk is required to sign the summons to attend meetings but cannot call a meeting of the Council unless requested to do so by the Chairman. The extent of general authority over the council’s affairs is governed by the wishes of the council.

  Summoning and attending the meetings.

  Preparation of the agenda and keeping of minutes.

  Safe keeping of the council’s documents and records including the accounts and attending to audit.

  Ensuring that policy documents are kept up to date.

  Ensuring that standing orders, financial regulations and the code of practice are observed.

  To receive information from and liaise with other bodies and keep up-to-date on behalf of the Councillors.

Councillors are the elected members or in some case co-opted. Every Councillor must sign a Declaration of Acceptance of Office, this includes an undertaking to observe the Council’s Code of Conduct in the performance of duties. Councillors also have a duty to register specific financial interest within 28 days of election and declare any items of a personal or prejudicial interest that may be on the agenda for Council meetings.

The councillor represents the interests of the whole community, discovering what the needs of the community are is an important role, as is being well-informed about diverse local issues.

Councillors have a duty to attend meetings when summoned and have a responsibility to ensure that the council is properly managed and to maintain proper standards of behaviour.

A Parish Councillor has no personal financial responsibility in respect of anything done in good faith for the purpose of any of the council’s statutory functions.

The Chairman has the role of team leader for meetings, it is a post recognised in law and must command respect. The Chairman is elected once a year at the Annual Meeting, they have a duty to ensure that all decisions are lawful and should take steps to involve all councillors in discussions.

In law the Chairman has few special powers. It is unlawful for the Chairman to make decisions on behalf of the Council; however where a vote has been taken on a proposal and is tied the Chairman has the casting vote.

The Chairman may convene a meeting of the Parish Council at any time or heed to a request to a call a meeting by councillors.

The minutes of a council meeting must be signed by the presiding Chairman; they are allowed to sign documents on behalf of the Council provided the other Councillors are in agreement.

The Chairman leads the Annual Parish meeting or Assembly, welcomes important visitors and represents the Council at official meetings or functions.

The Vice Chairman will assist the chairman for the smooth operation of the meeting. If and when the Chairman cannot perform his/her duties, the Vice Chairman will act in place of the Chairman in terms of Chairman's roles and responsibilities.

The Clerk To The Council

Councillors As Individuals

The Chairman

Vice Chairman