Date Agreed: 2nd July 2024 Review Date: 2nd September 2025 Completed
Minute 25/2663D refers
Next review date: September 2026.
Definitions
A grant is a financial award made by the Parish Council to an organisation for a specific application which will benefit the community of Leven.
A donation is a one-off payment made by the Parish Council for general or charitable purposes within the parish of Leven
2. Powers under the Local Government Act 1972, s 137.
In common with all Parish Councils, Leven Parish Council (“Council”) regularly receives requests from third parties for donations. The power of the Council to donate is contained in the Local Government Act 1972, Section 137, which allows a local authority to spend a limited amount on activities for which it has no specific power, but which the authority considers ‘will bring direct benefit to the area, or any part of it or all or some of its inhabitants’. The Local Government and Housing Act 1989 added the requirement that the benefit obtained should be commensurate with the expenditure incurred.
The total maximum annual amount available to a Parish for this purpose is prescribed by Government and is a ‘resident rate’ multiplied by the number of residents on the Parish Electoral roll. The resident rate is linked to the Retail Price Index. (The resident rate for 2025/26 is £11.10). Any grants made available for such purposes are funded directly from the Parish Precept or from Parish Council reserves. Leven’s electoral roll at June 2025 was 2128. In the 2025/26 budget the Parish Council earmarked a specific Section 137 budget of £2500 to support local applications but also has recourse to reserves.
3. Policy
Any grant made by the Parish Council must directly benefit the Parish of Leven and its Parishioners. The Parish Council cannot make donations to individuals unless the community directly benefits. (Thus, the Parish Council cannot, for example, make a grant to a disaster appeal unless the disaster in some way affected the Parish or a substantial number of Parishioners.)
Grants and donations cannot be made to fund political activities.
All proposed expenditure must be detailed in the Parish Council’s annual budget meeting, to enable calculation of the Council’s precept.
The organisation making a grant request should be a non-profit making voluntary organisation where membership is open (i.e. no discrimination of membership on grounds of gender, race, religion etc.).
The Parish Council will consider applications for funds in situations where:
There is no other way of obtaining the relevant funds;
The funds will enable the relevant group or organisation to access or “unlock” funds
or assistance from third parties; and or
Monies have been donated or raised but these are insufficient, and funds are needed
to bridge the resulting gap.
4. Grant Application Requirements
Applications for grants will not be considered unless the Leven Parish Council grant application form has been completed and sent to the Clerk for consideration at the appropriate meeting of the Council.
Applications for grants can only be considered from organisations whose work benefits the community of Leven Parish and its residents.
Applications from national charities will not be considered unless it can be shown that any donation made will be used locally and exclusively within Leven Parish.
Applications from individuals cannot be considered, nor can applications where the grant would benefit an individual. However, see Footnote 1 for clarification.
Applications for retrospective grants, where a project has already been completed, will not normally be considered.
All grants will be conditional upon submission of a financial statement (which must be audited accounts where available) in support of the application and supporting documentation detailing costs of the expenditure for which the funding is being sought.
The Council will only consider one grant application per organisation per financial year unless there are extenuating circumstances.
5. Special Grants and Donations
An application for a special grant or donation may be made at any time throughout the year, funds permitting, and the Council will consider applications where there is a genuine immediate need, such as a community project experiencing financial hardship.
No applicant may submit more than one special grant or donation application in a single financial year.
6. Total Grant Fund
The maximum total sum available for all grants and donations varies year upon year.
Where the total value of all grant and donation applications exceeds the available funds and the Council considers the applications of equal merit, the Council may offer a reduced grant to applicants.
7. Ongoing Grants
Repeat applications for grants year upon year will not normally be considered unless there are exceptional circumstances which the Council considers an appropriate use of its grant fund. For example, the need to prevent a worthwhile project from stalling or failing and other funding is not available. Such grants cannot exceed three years unless the applicant can demonstrate that other attempts at funding have been made.
8. Proof of Spend
A recipient of a grant must provide evidence of how the grant was spent in the form of a written report, supported by financial evidence where available. The report must be received by the Clerk within 12 months of receipt of the grant.
The report will become a document available to public inspection under the provisions of Section 228 of the Local Government Act 1972 (as amended).
Failure to comply with this requirement may affect consideration of future grant applications.
9. Acknowledgement of Grant
Recipients of grants are asked to acknowledge Leven Parish Council’s support on promotional material, press releases and/or stationery where appropriate.
10. Conditions
The Parish Council will assess applications with reference to the number of Parishioners likely to benefit, or whether any category of Parishioners would receive specific benefit (e.g. children, the elderly, persons with any form of disability etc.)
Where a request for a grant/donation is agreed, the Council shall determine the amount, using the figure stated by the applicant as a guide only.
The grant or donations shall be used only for the stated purpose otherwise the monies shall be returned to the Council, except where the Council’s prior written consent has been given for the funds to be used for another purpose.
The Council reserves the right to request repayment of any grant/donation where an applicant is found not to comply with these conditions.
The Council’s decision on any application is final and there is no right of appeal.
The Council reserves the right to decline any application without giving reasons for its decision.
The Council will not commit to any continuing expenditure.
Nothing in this Policy prevents the Council from providing a grant for donation to a group, organisation or project without application where the Council considers that the giving of such a grant or donation will bring benefits to residents of the Parish.
Where a Member of the Council is a member of a group/organisation applying for funding, that Member must declare, in accordance with the Code of Conduct, a prejudicial interest in the matter and refrain from voting. Advice may be sought from the Monitoring Officer.
Foot Note
The normal use to which this power is applied by local Councils is to provide funding to local organisations, e.g. Pre-School Groups, Scout Groups, Senior Citizens Groups etc. but clearly, one of the most important restrictions (as underlined above) is that a grant cannot be made to an individual for their own use, no matter what use and how good a cause that use may be (e.g. sponsorship for studying exchanges). However, there may indeed be occasions where the grant can be paid to an individual where that individual is carrying out a service which benefits the local population e.g. A Community First Responder (a NHS trained volunteer) whose role is to be the first on the scene as the result of an emergency call within a designated area (the Parish) to provide immediate life-saving support.
Please note that this application will not be considered unless it is accompanied by a copy of the latest set of annual accounts showing the organisation’s income, expenditure and level of bank balances. If the organisation does not prepare annual accounts, copies of the bank statements covering the previous six months must be enclosed.
Description Details (attach additional sheets if necessary)
Name of Organisation
Name, Address and Status of Contact
Telephone Number of Contact
Is the Organisation a Registered Charity? (if yes please state registered charity number)
Amount of grant/donation requested and Bank details, if successful.
Bank Sort Code:
Account Name:
Account Number:
For what purpose or project is the grant/donation requested?
What will be the total cost of the above project?
If the total cost of the project is more than the grant/donation, how will the residue be financed?
Have you applied for funding for the same project to another organisation? If so, which organisation?
How much?
Who will benefit from the project?
Approximately how many are Leven Parishioners?
You may use a separate sheet of paper to submit any other information which you feel will support this application.
Signed…………………………………………………………………… Date………………………..
Leven Parish Council FINANCIAL REGULATIONS
2025/26 review
Minutes refers 2526/63B
These Financial Regulations were adopted by the council at its meeting held on 2nd September 2025.
General
These Financial Regulations govern the financial management of the council and may only be amended or varied by resolution of the council. They are one of the council’s governing documents and shall be observed in conjunction with the council’s Standing Orders.
Councillors are expected to follow these regulations and not to entice employees to breach them. Failure to follow these regulations brings the office of councillor into disrepute.
Wilful breach of these regulations by an employee may result in disciplinary proceedings.
In these Financial Regulations:
‘Accounts and Audit Regulations’ means the regulations issued under Sections 32, 43(2) and 46 of the Local Audit and Accountability Act 2014, or any superseding legislation, and then in force, unless otherwise specified.
“Approve” refers to an online action, allowing an electronic transaction to take
place.
“Authorise” refers to a decision by the council, or a committee or an officer, to
allow something to happen.
‘Proper practices’ means those set out in The Practitioners’ Guide
Practitioners’ Guide refers to the guide issued by the Joint Panel on Accountability and Governance (JPAG) and published by NALC in England.
‘Must’ and bold text refer to a statutory obligation the council cannot change.
‘Shall’ refers to a non-statutory instruction by the council to its members and staff.
The Responsible Financial Officer (RFO) holds a statutory office, appointed by the council. The Clerk has been appointed as RFO and these regulations apply accordingly. The RFO;
acts under the policy direction of the council;
administers the council’s financial affairs in accordance with all Acts, Regulations and proper practices;
determines on behalf of the council its accounting records and control systems;
ensures the accounting control systems are observed;
ensures the accounting records are kept up to date;
seeks economy, efficiency and effectiveness in the use of council resources; and
produces financial management information as required by the council.
The council must not delegate any decision regarding:
setting the final budget or the precept (council tax requirement);
the outcome of a review of the effectiveness of its internal controls
approving accounting statements;approving an annual governance statement;borrowing;declaring eligibility for the General Power of Competence; andaddressing recommendations from the internal or external auditors
In addition, the council shall:
determine and regularly review the bank mandate for all council bank accounts;
authorise any grant or single commitment in excess of £2000;
Risk management and internal control
The council must ensure that it has a sound system of internal control, which delivers effective financial, operational and risk management.
The Clerk shall prepare, for approval by the council, a risk management policy covering all activities of the council. This policy and consequential risk management arrangements shall be reviewed by the council at least annually.
When considering any new activity, the Clerk shall prepare a draft risk assessment including risk management proposals for consideration by the council.
At least once a year, the council must review the effectiveness of its system of internal control, before approving the Annual Governance Statement.
The accounting control systems determined by the RFO must include measures to:
ensure that risk is appropriately managed;
ensure the prompt, accurate recording of financial transactions;
prevent and detect inaccuracy or fraud; and
allow the reconstitution of any lost records;
identify the duties of officers dealing with transactions and
ensure division of responsibilities.
Monthly, and at each financial year end, a member other than the Chair shall be appointed to verify bank reconciliations produced by the RFO. The member shall sign and date the reconciliations and the original bank statements as evidence of this. This activity, including any exceptions, shall be reported to and noted by the council.
Regular back-up copies shall be made of the records on any council computer and stored either online or in a separate location from the computer. The council shall put measures in place to ensure that the ability to access any council computer is not lost if an employee leaves or is incapacitated for any reason.
Accounts and audit
All accounting procedures and financial records of the council shall be determined by the RFO in accordance with the Accounts and Audit Regulations.
The accounting records determined by the RFO must be sufficient to explain the council’s transactions and to disclose its financial position with reasonable accuracy at any time. In particular, they must contain:
day-to-day entries of all sums of money received and expended by the council and the matters to which they relate;
a record of the assets and liabilities of the council;
The accounting records shall be designed to facilitate the efficient preparation of the accounting statements in the Annual Governance and Accountability Return (AGAR).
The RFO shall complete and certify the annual Accounting Statements of the council contained in the AGAR in accordance with proper practices, as soon as practicable after the end of the financial year. Having certified the Accounting Statements, the RFO shall submit them (with any related documents) to the council, within the timescales required by the Accounts and Audit Regulations.
The council must ensure that there is an adequate and effective system of internal audit of its accounting records and internal control system in accordance with proper practices.
Any officer or member of the council must make available such documents and records as the internal or external auditor consider necessary for the purpose of the audit and shall, as directed by the council, supply the RFO, internal auditor, or external auditor with such information and explanation as the council considers necessary.
The internal auditor shall be appointed by the council and shall carry out their work to evaluate the effectiveness of the council’s risk management, control and governance processes in accordance with proper practices specified in the Practitioners’ Guide.
The council shall ensure that the internal auditor:
is competent and independent of the financial operations of the council;
reports to council in writing, or in person, on a regular basis with a minimum of one written report during each financial year;
can demonstrate competence, objectivity and independence, free from any actual or perceived conflicts of interest, including those arising from family relationships; and
has no involvement in the management or control of the council
Internal or external auditors may not under any circumstances:
perform any operational duties for the council;
initiate or approve accounting transactions;
provide financial, legal or other advice including in relation to any future transactions; or
direct the activities of any council employee, except to the extent that such employees have been appropriately assigned to assist the internal auditor.
For the avoidance of doubt, in relation to internal audit the terms ‘independent’ and ‘independence’ shall have the same meaning as described in The Practitioners Guide.
The RFO shall make arrangements for the exercise of electors’ rights in relation to the accounts, including the opportunity to inspect the accounts, books, and vouchers and display or publish any notices and documents required by the Local Audit and Accountability Act 2014, or any superseding legislation, and the Accounts and Audit Regulations.
The RFO shall, without undue delay, bring to the attention of all councillors any correspondence or report from internal or external auditors.
Budget and precept
Before setting a precept, the council must calculate its council tax (England)/budget requirement for each financial year by preparing and approving a budget, in accordance with The Local Government Finance Act 1992 or succeeding legislation.
Budgets for salaries and wages, including employer contributions shall be reviewed by the council at least annually in October for the following financial year and the final version shall be evidenced by a hard copy schedule signed by the Clerk and the Chair of the Council. {The RFO will inform the Finance committee of any salary implications before they consider their draft budget.}
No later than December each year, the RFO shall prepare a draft budget with detailed estimates of all receipts and payments for the following financial year along with a forecast for the following year, taking account of the lifespan of assets and cost implications of repair or replacement.
Unspent budgets for completed projects shall not be carried forward to a subsequent year. {Unspent funds for partially completed projects may only be carried forward (by placing them in an earmarked reserve) with the formal approval of the full council.}
The council shall review its draft budget and submit any proposed amendments to the council {finance committee} not later than the end of December each year.
The draft budget with any committee proposals and annual forecast, including any recommendations for the use or accumulation of reserves, shall be considered by the finance committee and a recommendation made to the council.
Having considered the proposed budget and annual forecast, the council shall determine its council tax (England) /Precept requirement by setting a budget. The
council shall set a precept for this amount no later than the end of January for the ensuing financial year.
Any member with council tax unpaid for more than two months is prohibited from voting on the budget or precept by Section 106 of the Local Government Finance Act 1992 and must disclose at the start of the meeting that Section 106 applies to them.
The RFO shall issue the precept to the billing authority no later than the end of February and supply each member with a copy of the agreed annual budget.
The agreed budget provides a basis for monitoring progress during the year by comparing actual spending and income against what was planned.
Any addition to, or withdrawal from, any earmarked reserve shall be agreed by the council.
Procurement
Members and officers are responsible for obtaining value for money at all times. Any officer procuring goods, services or works should ensure, as far as practicable, that the best available terms are obtained, usually by obtaining prices from several suppliers.
The RFO should verify the lawful nature of any proposed purchase before it is made.
Every contract shall comply with the council’s Standing Orders and these Financial Regulations and no exceptions shall be made, except in an emergency.
For a contract for the supply of goods, services or works where the estimated value will exceed the thresholds set by Parliament, the full requirements of The Procurement Act 2023 and The Procurement Regulations 2024 or any
superseding legislation (“the Legislation”), must be followed in respect of the
tendering, award and notification of that contract.
Where the estimated value is below the Government threshold, the council shall (with the exception of items listed in paragraph 5.12) obtain prices as follows:
For contracts estimated to exceed £10,000 including VAT, the Clerk shall seek formal tenders from at least 3 suppliers agreed by the council. Tenders shall be invited in accordance with Appendix 1.
For contracts estimated to be over £30,000 including VAT, the council must comply with any requirements of the Legislation regarding the publication of invitations and notices.
For contracts greater than £3,000 excluding VAT the Clerk/RFO shall seek at least 3 fixed-price quotes;
where the value is between [£500] and [£3,000] excluding VAT, the Clerk/RFO shall try to obtain 3 estimates {which might include evidence of online prices, or recent prices from regular suppliers.}
For smaller purchases, the clerk/RFO shall seek to achieve value for money.
Contracts must not be split to avoid compliance with these rules.
The requirement to obtain competitive prices in these regulations need not apply to contracts that relate to items (i) to (iv) below:
specialist services, such as legal professionals acting in disputes;
repairs to, or parts for, existing machinery or equipment.
works, goods or services that constitute an extension of an existing contract;
goods or services that are only available from one supplier or are sold at a fixed price.
When applications are made to waive this financial regulation to enable a price to be negotiated without competition, the reason should be set out in a recommendation to the council. Avoidance of competition is not a valid reason.
The council shall not be obliged to accept the lowest or any tender, quote or estimate.
Individual purchases within an agreed budget for that type of expenditure may be authorised by:
the Clerk/RFO, under delegated authority, for any items below £500 excluding VAT.
the Clerk/RFO, in consultation with the Chair of the Council, for any items below
£2,000 excluding VAT.
in respect of grants, within any limits set, by the council and in accordance with any policy statement agreed by the council.
the council for all items over £5,000;
Such authorisation must be supported by a minute in the case of council or committee decisions or other auditable evidence trail.
No individual member, or informal group of members may issue an official order
{unless instructed to do so in advance by a resolution of the council} or make any contract on behalf of the council.
No expenditure may be authorised that will exceed the budget for that type of expenditure other than by resolution of the council except in an emergency.
In cases of serious risk to the delivery of council services or to public safety on council premises, the clerk may authorise expenditure of up to £2,000 excluding VAT on repair, replacement or other work that in their judgement is necessary, whether or not there is any budget for such expenditure. The Clerk shall report such action to the Chair as soon as possible and to the council as soon as practicable thereafter.
No expenditure shall be authorised, no contract entered into or tender accepted in relation to any major project, unless the council is satisfied that the necessary funds are available and that where a loan is required, Government borrowing approval has been obtained first.
An official order or letter shall be issued for all work, goods and services {above
£500 excluding VAT} unless a formal contract is to be prepared or an official order
would be inappropriate. Copies of orders shall be retained, along with evidence of receipt of goods.
Any ordering system can be misused and access to them shall be controlled by the clerk/RFO.
Banking and payments
The council’s banking arrangements, including the bank mandate, shall be made by the clerk/RFO and authorised by the council; banking arrangements shall not be delegated to a committee. The council has resolved to bank with Unity Trust Bank. The arrangements shall be reviewed every 3 years for security and efficiency.
The council must have safe and efficient arrangements for making payments, to safeguard against the possibility of fraud or error. Wherever possible, more than one person should be involved in any payment, for example by dual online authorisation or dual cheque signing. Even where a purchase has been authorised, the payment must also be authorised and only authorised payments shall be approved or signed to allow the funds to leave the council’s bank.
All invoices for payment should be examined for arithmetical accuracy, analysed to the appropriate expenditure heading and verified to confirm that the work, goods or services were received, checked and represent expenditure previously authorised by the council before being certified by the Clerk/RFO.
Personal payments (including salaries, wages, expenses and any payment made in relation to the termination of employment) may be summarised to avoid disclosing any personal information.
All payments shall be made by online banking/cheque, in accordance with a resolution of the council or a delegated decision by the clerk/RFO, unless the council resolves to use a different payment method.
For each financial year[the clerk/ RFO may draw up a schedule of regular payments due in relation to a continuing contract or obligation (such as Salaries, PAYE, National Insurance, regular maintenance contracts and similar items), which the council may authorise in advance for the year.
A copy of this schedule of regular payments shall be signed by two members on each and every occasion when payment is made – to reduce the risk of duplicate payments.
A list of such payments shall be reported to the next appropriate meeting of the council for information only.
The Clerk/RFO shall have delegated authority to authorise payments in the following circumstances:
any payments of up to £500 excluding VAT, within an agreed budget.
payments of up to £2,000 excluding VAT in cases of serious risk to the delivery of council services or to public safety on council premises.
any payment necessary to avoid a charge under the Late Payment of Commercial Debts (Interest) Act 1998 {or to comply with contractual terms}, where the due date for payment is before the next scheduled meeting of the council, where the Clerk and RFO certify that there is no dispute or other reason to delay payment, provided that a list of such payments shall be submitted to the next appropriate meeting of council.
6.9.1 The clerk/RFO shall present a schedule of payments requiring authorisation, forming part of the agenda for the meeting, together with the relevant invoices, to the council. The council shall review the schedule for compliance and, having satisfied itself, shall authorise payment by resolution.. A detailed list of all payments shall be disclosed within or as an attachment to the minutes of that meeting.
Electronic payments
Where internet banking arrangements are made with any bank, the clerk/RFO shall be appointed as the Service Administrator. The bank mandate agreed by the council shall identify 3 councillors and the clerk/RFO who will be authorised to approve transactions on those accounts and a minimum of two people will be involved in any online approval process.
All authorised signatories shall have access to view the council’s bank accounts
online.
No employee or councillor shall disclose any PIN or password, relevant to the council or its banking, to anyone not authorised in writing by the council or a duly delegated committee.
The Service Administrator shall set up all items due for payment online. A list of payments for approval, shall be sent to 2 authorised signatories.
In the prolonged absence of the Service Administrator an authorised signatory shall set up any payments due before the return of the Service Administrator.
Two councillors who are authorised signatories shall check the payment details against the invoices before approving each payment using the online banking system.
Evidence shall be retained showing which members approved the payment online
A full list of all payments made in a month shall be provided to the next council meeting and recorded in the minutes.
With the approval of the council in each case, regular payments may be made by variable direct debit, provided that the instructions are signed/approved by two authorised members. The approval of the use of each variable direct debit shall be reviewed by the council at least every two years.
Payment may be made by BACS by resolution of the council provided that each payment is approved online by two authorised bank signatories, evidence is retained, and any payments are reported to the council at the next meeting. The approval of the use of BACS shall be renewed by resolution of the council at least every two years.
If thought appropriate by the council, regular payments of fixed sums may be made by banker’s standing order, provided that the instructions are signed or approved online by two members, evidence of this is retained and any payments are reported to council when made. The approval of the use of a banker’s standing order shall be reviewed by the council at least every two years.
Account details for suppliers may only be changed upon written notification by the supplier verified by two the Clerk/RFO] and a member. This is a potential area for fraud and the individuals involved should ensure that any change is genuine. Data held should be checked with suppliers every two years.
Members and officers shall ensure that any computer used for the council’s financial business has adequate security, with anti-virus, anti-spyware and firewall software installed and regularly updated.
Remembered password facilities {other than secure password stores requiring separate identity verification} should not be used on any computer used for council banking.
Cheque payments
Cheques or orders for payment in accordance with a resolution or delegated decision shall be signed by two members and countersigned by the Clerk/RFO.
A signatory having a family or business relationship with the beneficiary of a payment shall not, under normal circumstances, be a signatory to that payment.
To indicate agreement of the details on the cheque with the counterfoil and the invoice or similar documentation, the signatories shall also initial the cheque counterfoil and invoice.
Cheques or orders for payment shall not normally be presented for signature other than at, or immediately before or after a council meeting. Any signatures obtained away from council meetings shall be reported to the council at the next convenient meeting.
Payment cards
Any Debit Card issued for use will be specifically restricted to the Clerk/RFO and will also be restricted to a single transaction maximum value of £500 unless authorised by council or in writing before any order is placed.
A pre-paid debit card may be issued to employees with varying limits. These limits will be set by the council. Transactions and purchases made will be reported to the council and authority for topping-up shall be at the discretion of the council.
Any corporate credit card or trade card account opened by the council will be specifically restricted to use by the Clerk/RFO.
Personal credit or debit cards of members or staff shall not be used except for expenses of up to £250 including VAT, incurred in accordance with council policy.
Petty Cash
The council will not maintain any form of cash float. All cash received must be banked intact. Any payments made in cash by the Clerk/RFO (for example for postage or minor stationery items) shall be refunded on a regular basis, at least quarterly.
Payment of salaries and allowances
As an employer, the council must make arrangements to comply with the statutory requirements of PAYE legislation.
Councillors allowances (where paid) are also liable to deduction of tax under PAYE rules and must be taxed correctly before payment.
Salary rates shall be agreed by the council, or a duly delegated committee. No changes shall be made to any employee’s gross pay, emoluments, or terms and conditions of employment without the prior consent of the council or relevant committee.
Payment of salaries shall be made, after deduction of tax, national insurance, pension contributions and any similar statutory or discretionary deductions, on the dates stipulated in employment contracts.
Deductions from salary shall be paid to the relevant bodies within the required timescales, provided that each payment is reported, as set out in these regulations above.
Each payment to employees of net salary and to the appropriate creditor of the statutory and discretionary deductions shall be recorded in a payroll control account or other separate confidential record, with the total of such payments each calendar month reported in the cashbook. Payroll reports will be reviewed to ensure that the correct payments have been made.
Any termination payments shall be supported by a report to the council, setting out a clear business case. Termination payments shall only be authorised by the full council.
Before employing interim staff, the council must consider a full business case.
Loans and investments
Any application for Government approval to borrow money and subsequent arrangements for a loan must be authorised by the full council and recorded in the minutes. All borrowing shall be in the name of the council, after obtaining any necessary approval.
Any financial arrangement which does not require formal borrowing approval from the [Secretary of State (such as Hire Purchase, Leasing of tangible assets or loans to be repaid within the financial year) must be authorised by the full council, following a written report on the value for money of the proposed transaction.
The council shall consider the requirement for an Investment Strategy and Policy in accordance with Statutory Guidance on Local Government Investments, which must be written in accordance with relevant regulations, proper practices and guidance.
Any Strategy and Policy shall be reviewed by the council at least annually.
All investment of money under the control of the council shall be in the name of the council.
All investment certificates and other documents relating thereto shall be retained in the custody of the clerk/RFO.
Payments in respect of short term or long-term investments, including transfers between bank accounts held in the same bank, shall be made in accordance with these regulations.
Income
The collection of all sums due to the council shall be the responsibility of and under the supervision of the clerk/RFO.
The council will review all fees and charges for work done, services provided, or goods sold at least annually as part of the budget-setting process, following a report of the Clerk. The clerk/RFO shall be responsible for the collection of all amounts due to the council.
Any sums found to be irrecoverable and any bad debts shall be reported to the council by the clerk/ RFO and shall be written off in the year. The council’s approval shall be shown in the accounting records.
All sums received on behalf of the council shall be deposited intact with the council’s bankers, with such frequency as the clerk/RFO considers necessary. The origin of each receipt shall clearly be recorded on the paying-in slip or other record.
Personal cheques shall not be cashed out of money held on behalf of the council.
The clerk/ RFO shall ensure that VAT is correctly recorded in the council’s accounting software and that any VAT Return required is submitted from the software by the due date.
Where significant sums of cash are regularly received by the council, the clerk/RFO shall ensure that more than one person is present when the cash is counted in the first instance, that there is a reconciliation to some form of control record such as ticket issues, and that appropriate care is taken for the security and safety of individuals banking such cash.
Any income that is the property of a charitable trust shall be paid into a charitable bank account. Instructions for the payment of funds due from the charitable trust to the council will be given by the Managing Trustees of the charity meeting separately from any council meeting.}
Payments under contracts for building or other construction works
Where contracts provide for payment by instalments the clerk/RFO shall maintain a record of all such payments, which shall be made within the time specified in the contract based on signed certificates from the architect or other consultant engaged to supervise the works.
Any variation of, addition to or omission from a contract must be authorised by the Clerk/RFOto the contractor in writing, with the council being informed where the
final cost is likely to exceed the contract sum by 5% or more, or likely to exceed the budget available.
Stores and equipment
The clerk and handy person shall be responsible for the care and custody of stores and equipment related to their roll.
Delivery notes shall be obtained in respect of all goods received into store or otherwise delivered and goods must be checked as to order and quality at the time delivery is made.
The clerk/ RFO shall be responsible for periodic checks of stocks and stores, at least annually.
Assets, properties and estates
The clerk/RFO shall make arrangements for the safe custody of all title deeds and Land Registry Certificates of properties held by the council.
The clerk/RFO shall ensure that an appropriate and accurate Register of Assets and Investments is kept up to date, with a record of all properties held by the council, their location, extent, plan, reference, purchase details, nature of the interest, tenancies granted, rents payable and purpose for which held, in accordance with Accounts and Audit Regulations.
The continued existence of tangible assets shown in the Register shall be verified at least annually, possibly in conjunction with a health and safety inspection of assets.
No interest in land shall be purchased or otherwise acquired, sold, leased or otherwise disposed of without the authority of the council, together with any other consents required by law. In each case a written report shall be provided to council in respect of valuation and surveyed condition of the property (including matters such as planning permissions and covenants) together with a proper business case (including an adequate level of consultation with the electorate where required by law).
No tangible moveable property shall be purchased or otherwise acquired, sold, leased or otherwise disposed of, without the authority of the council, together with any other consents required by law, except where the estimated value of any one item does not exceed £500. In each case a written report shall be provided to council with a full business case.
Insurance
The clerk/ RFO shall keep a record of all insurances effected by the council and the property and risks covered, reviewing these annually before the renewal date in conjunction with the council’s review of risk management.
The Clerk/RFO in conjunction with the Councillor Health and safety lead shall give prompt notification of all new risks, properties or vehicles which require to be insured and of any alterations affecting existing insurances.
The clerk/RFO shall be notified of any loss, liability, damage or event likely to lead to a claim, and shall report these to the councila t the next available meeting. The clerk/RFO shall negotiate all claims on the council’s insurers.
All appropriate members and employees of the council shall be included in a suitable form of security or fidelity guarantee insurance which shall cover the maximum risk exposure as determined annually by the council.
[Charities]
Where the council is sole managing trustee of a charitable body the Clerk/RFO shall ensure that separate accounts are kept of the funds held on charitable trusts and separate financial reports made in such form as shall be appropriate, in accordance with Charity Law and legislation, or as determined by the Charity Commission. The Clerk/RFO shall arrange for any audit or independent examination as may be required by Charity Law or any Governing Document.]
Suspension and revision of Financial Regulations
The council shall review these Financial Regulations annually and following any change of clerk/RFO. The Clerk/RFO shall monitor changes in legislation or proper practices and advise the council of any need to amend these Financial Regulations.
The council may, by resolution duly notified prior to the relevant meeting of council, suspend any part of these Financial Regulations, provided that reasons for the suspension are recorded and that an assessment of the risks arising has been presented to all members. Suspension does not disapply any legislation or permit the council to act unlawfully.
The council may temporarily amend these Financial Regulations by a duly notified resolution, to cope with periods of absence, local government reorganisation, national restrictions or other exceptional circumstances.
Appendix 1 – Tender process
Any invitation to tender shall state the general nature of the intended contract and the Clerk/RFO shall obtain the necessary technical assistance to prepare a specification in appropriate cases.
The invitation shall in addition state that tenders must be addressed to the Clerk/RFO in the ordinary course of post, unless an electronic tendering process has been agreed by the council.
Where a postal process is used, each tendering firm shall be supplied with a specifically marked envelope in which the tender is to be sealed and remain sealed until the prescribed date for opening tenders for that contract. All sealed tenders shall be opened at the same time on the prescribed date by the Clerk/RFO in the presence of at least one member of council.
Where an electronic tendering process is used, the council shall use a specific email address that will be monitored to ensure that nobody accesses any tender before the expiry of the deadline for submission.
Any invitation to tender issued under this regulation shall be subject to Standing Order [insert reference of the council’s relevant standing order] and shall refer to the terms of the Bribery Act 2010.
Where the council, or duly delegated committee, does not accept any tender, quote or estimate, the work is not allocated and the council requires further pricing, no person shall be permitted to submit a later tender, estimate or quote who was present when the original decision-making process was being undertaken.
LEVEN PARISH COUNCIL STANDING ORDERS 2025/26 UPDATE
Agreedatthemeetingon2nd September2025
Minute 2526/63A refers
DRAFTING NOTES
Standing orders that are in bold type contain legal and statutory requirements. It is recommended all councils adopt them without changing them or their meaning.
Unbolded text are orders which are recommended to local councils but discretionary in application or have been amended in line with local policy.
The Standing Orders and reviewed and if necessary, amended annually.in accordance with legislation and local policy changes.
RULES OF DEBATE AT MEETINGS
Motions on the agenda shall be considered in the order that they appear unless the order is changed at the discretion of the chair of the meeting.
A motion (including an amendment) shall not be progressed unless it has been moved and seconded.
A motion on the agenda that is not moved by its proposer may be treated by the chair of the meeting as withdrawn.
If a motion (including an amendment) has been seconded, it may be withdrawn by the proposer only with the consent of the seconder and the meeting.
An amendment is a proposal to remove or add words to a motion. It shall not negate the motion.
If an amendment to the original motion is carried, the original motion (as amended) becomes the substantive motion upon which further amendment(s) may be moved.
An amendment shall not be considered unless early verbal notice of it is given at the meeting and, if requested by the chair of the meeting, is expressed in writing to the chair.
A councillor may move an amendment to their own motion if agreed by the meeting. If a motion has already been seconded, the amendment shall be with the consent of the seconder and the meeting.
If there is more than one amendment to an original or substantive motion, the amendments shall be moved in the order directed by the chair of the meeting.
Subject to standing order 1(k), only one amendment shall be moved and debated at a time, the order of which shall be directed by the chair of the meeting.
One or more amendments may be discussed together if the chair of the meeting considers this expedient but each amendment shall be voted upon separately.
A councillor may not move more than one amendment to an original or substantive motion.
The mover of an amendment has no right of reply at the end of debate on it.
Where a series of amendments to an original motion are carried, the mover of the original motion shall have a right of reply either at the end of debate on the first amendment or at the very end of debate on the final substantive motion immediately before it is put to the vote.
Unless permitted by the chair of the meeting, a councillor may speak once in
the debate on a motion except:
to speak on an amendment moved by another councillor;
to move or speak on another amendment if the motion has been amended since they last spoke;
to make a point of order;
to give a personal explanation; or
to exercise a right of reply.
During the debate on a motion, a councillor may interrupt only on a point of order or a personal explanation and the councillor who was interrupted shall stop speaking. A councillor raising a point of order shall identify the standing order which they considers has been breached or specify the other irregularity in the proceedings of the meeting they are concerned by.
A point of order shall be decided by the chair of the meeting and their decision shall be final.
When a motion is under debate, no other motion shall be moved except:
to amend the motion;
to proceed to the next business;
to adjourn the debate;
to put the motion to a vote;
to ask a person to be no longer heard or to leave the meeting;
to refer a motion to a committee or sub-committee for consideration;
to exclude the public and press;
to adjourn the meeting; or
to suspend particular standing order(s) excepting those which reflect mandatory statutory or legal requirements.
Before an original or substantive motion is put to the vote, the chair of the meeting shall be satisfied that the motion has been sufficiently debated and that the mover of the motion under debate has exercised or waived their right of reply.
Excluding motions moved under standing order 1(r), the contributions or speeches by a councillor shall relate only to the motion under discussion and shall not exceed 5 minutes without the consent of the chair of the meeting.
DISORDERLY CONDUCT AT MEETINGS
No person shall obstruct the transaction of business at a meeting or behave offensively or improperly. If this standing order is ignored, the chair of the meeting shall request such person(s) to moderate or improve their conduct.
If person(s) disregard the request of the chair of the meeting to moderate or improve their conduct, any councillor or the chair of the meeting may move that the person be no longer heard or be excluded from the meeting. The motion, if seconded, shall be put to the vote without discussion.
If a resolution made under standing order 2(b) is ignored, the chair of the meeting may take further reasonable steps to restore order or to progress the meeting. This may include temporarily suspending or closing the meeting.
MEETINGS GENERALLY
Full Council meetings ●
Committee meetings ●
Sub-committee meetings ●
a Meetings shall not take place in premises which at the time of the meeting are used for the supply of alcohol, unless no other premises are available free of charge or at a reasonable cost.
b The minimum three clear days for notice of a meeting does not include the day on which notice was issued, the day of the meeting, a Sunday, a day of the Christmas break, a day of the Easter break or of a bank holiday or a day appointed for public thanksgiving or mourning.
c The minimum three clear days’ public notice for a meeting does not include the day on which the notice was issued or the day of the meeting unless the meeting is convened at shorter notice.
d Meetings shall be open to the public unless their presence is prejudicial
to the public interest by reason of the confidential nature of the
business to be transacted or for other special reasons. The public’s exclusion from part or all of a meeting shall be by a resolution which shall give reasons for the public’s exclusion.
The period of time designated for public participation at a meeting shall not exceed 10 minutes unless directed by the chair. A member of the public shall not speak for more then 3 minutes unless directed by the chair. A question shall not require a response at the meeting nor start a debate on the question.
The chair of the meeting may direct that a written or oral response be given.
A person shall raise their hand when requesting to speak and stand when speaking (except when a person has a disability or is likely to suffer discomfort). The chair of the meeting may at any time permit a person to be seated when speaking.
A person who speaks at a meeting shall direct their comments to the chair of the meeting.
i Only one person is permitted to speak at a time. If more than one person
wants to speak, the chair of the meeting shall direct the order of speaking.
j Subject to standing order 3(m), a person who attends a meeting is
permitted to report on the meeting whilst the meeting is open to the
public. To “report” means to film, photograph, make an audio recording of meeting proceedings, use any other means for enabling persons not present to see or hear the meeting as it takes place or later or to report or to provide oral or written commentary about the meeting so that the report or commentary is available as the meeting takes place or later to persons not present.
k A person present at a meeting may not provide an oral report or oral
commentary about a meeting as it takes place without permission.
l The press shall be provided with reasonable facilities for the taking of their report of all or part of a meeting at which they are entitled to be present.
m Subject to standing orders which indicate otherwise, anything authorised or required to be done by, to or before the Chair of the Council may in their absence be done by, to or before the Vice-Chair of the Council.
n The Chair of the Council, if present, shall preside at a meeting. If the
Chair is absent from a meeting, the Vice-Chair of the Council if present,
shall preside. If both the Chair and the Vice-Chair are absent from a meeting, a councillor as chosen by the councillors present at the meeting shall preside at the meeting.
o Subject to a meeting being quorate, all questions at a meeting shall be
decided by a majority of the councillors and non-councillors with voting
rights present and voting.
p The chair of a meeting may give an original vote on any matter put to the vote, and in the case of an equality of votes may exercise their casting vote whether or not they gave an original vote.
See standing orders 5(h) and (i) for the different rules that apply in the election of the Chair of the Council at the annual meeting of the Council.
Unless standing orders provide otherwise, voting on a question shall be by a show of hands. At the request of a councillor, the voting on any question shall be recorded so as to show whether each councillor present and voting gave their vote for or against that question. Such a request shall be made before moving on to the next item of business on the agenda.
s The minutes of a meeting shall include an accurate record of the following:
i. the time and place of the meeting;
the names of councillors who are present and the names of councillors who are absent;
interests that have been declared by councillors and non-councillors with voting rights;
the grant of dispensations (if any) to councillors and non-councillors with voting rights;
whether a councillor or non-councillor with voting rights left the meeting when matters that they held interests in were being considered;
if there was a public participation session; and the resolutions made.
t A councillor or a non-councillor with voting rights who has a disclosable pecuniary interest or another interest as set out in the
Council’s code of conduct in a matter being considered at a meeting is subject to statutory limitations or restrictions under the code on their right to participate and vote on that matter.
No business may be transacted at a meeting unless at least one-third of the whole number of members of the Council are present and in no case shall the quorum of a meeting be less than three.
See standing order 4d(viii) for the quorum of a committee or sub-committee meeting.
v If a meeting is or becomes inquorate no business shall be transacted
and the meeting shall be closed. The business on the agenda for the meeting
shall be adjourned to another meeting.
w A meeting shall not exceed a period of 2.5 hours.
COMMITTEES AND SUB-COMMITTEES
Unless the Council determines otherwise, a committee may appoint a sub-committee whose terms of reference and members shall be determined by the committee.
The members of a committee may include non-councillors unless it is a committee which regulates and controls the finances of the Council.
Unless the Council determines otherwise, all the members of an advisory committee and a sub-committee of the advisory committee may be non-councillors.
The Council may appoint standing committees or other committees as may be necessary, and:
shall determine their terms of reference;
shall determine the number and time of the ordinary meetings of a standing committee up until the date of the next annual meeting of the Council;
shall permit a committee, other than in respect of the ordinary meetings of a committee, to determine the number and time of its meetings;
shall, subject to standing orders 4(b) and (c), appoint and determine the terms of office of members of such a committee;
may, subject to standing orders 4(b) and (c), appoint and determine the terms of office of the substitute members to a committee whose role is to replace the ordinary members at a meeting of a committee if the ordinary members of the committee confirm to the Proper Officer 5 days before the meeting that they are unable to attend;
shall, after it has appointed the members of a standing committee, appoint the chair of the standing committee;
shall permit a committee other than a standing committee, to appoint its own chair at the first meeting of the committee;
shall determine the place, notice requirements and quorum for a meeting of a committee and a sub-committee which, in both cases, shall be no less than three;
shall determine if the public may participate at a meeting of a committee;
shall determine if the public and press are permitted to attend the meetings of a sub-committee and also the advance public notice requirements, if any, required for the meetings of a sub-committee;
shall determine if the public may participate at a meeting of a sub-committee that they are permitted to attend; and
may dissolve a committee or a sub-committee.
ORDINARY COUNCIL MEETINGS
In an election year, the annual meeting of the Council shall be held on or within 14 days following the day on which the councillors elected take office.
In a year which is not an election year, the annual meeting of the Council shall be held on such day in May as the Council decides.
If no other time is fixed, the annual meeting of the Council shall take place at 6pm.
In addition to the annual meeting of the Council, at least three other ordinary meetings shall be held in each year on such dates and times as the Council decides.
The first business conducted at the annual meeting of the Council shall be the election of the Chair and Vice-Chair (if there is one) of the Council.
The Chair of the Council, unless they has resigned or becomes disqualified, shall continue in office and preside at the annual meeting until their successor is elected at the next annual meeting of the Council.
The Vice-Chair of the Council, if there is one, unless they resign or becomes disqualified, shall hold office until immediately after the election of the Chair of the Council at the next annual meeting of the Council.
In an election year, if the current Chair of the Council has not been re-elected as a member of the Council, they shall preside at the annual meeting until a successor Chair of the Council has been elected. The current Chair of the Council shall not have an original vote in respect of the election of the new Chair of the Council but shall give a casting vote in the case of an equality of votes.
In an election year, if the current Chair of the Council has been re-elected as a member of the Council, they shall preside at the annual meeting until a new Chair of the Council has been elected. they may exercise an original vote in respect of the election of the new Chair of the Council and shall give a casting vote in the case of an equality of votes.
Following the election of the Chair of the Council and Vice-Chair of the Council at the annual meeting, the business shall include:
In an election year, delivery by the Chair of the Council and councillors of their acceptance of office forms unless the Council resolves for this to be done at a later date. In a year which is not an election year, delivery by the Chair of the Council of their acceptance of office form unless the Council resolves for this to be done at a later date;
Confirmation of the accuracy of the minutes of the last meeting of the Council;
Receipt of the minutes of the last meeting of a committee;
Consideration of the recommendations made by a committee;
Review of delegation arrangements to committees, sub-committees, staff and other local authorities;
Review of the terms of reference for committees;
Appointment of members to existing committees;
Appointment of any new committees in accordance with standing order 4;
Review and adoption of appropriate standing orders and financial regulations;
Review of arrangements (including legal agreements) with other local authorities, not-for-profit bodies and businesses.
Review of representation on or work with external bodies and arrangements for reporting back;
In an election year, to make arrangements with a view to the Council becoming eligible to exercise the general power of competence in the future;
Review of inventory of land and other assets including buildings and office equipment;
Confirmation of arrangements for insurance cover in respect of all insurable risks;
Review of the Council’s and/or staff subscriptions to other bodies;
Review of the Council’s complaints procedure;
Review of the Council’s policies, procedures and practices in respect of its obligations under freedom of information and data protection
legislation (see also standing orders 11, 20 and 21);
Review of the Council’s policy for dealing with the press/media;
Review of the Council’s employment policies and procedures;
Review of the Council’s expenditure incurred under s.137 of the Local Government Act 1972 or the general power of competence.
Determining the time and place of ordinary meetings of the Council up to and including the next annual meeting of the Council.
EXTRAORDINARY MEETINGS OF THE COUNCIL, COMMITTEES AND SUB-COMMITTEES
The Chair of the Council may convene an extraordinary meeting of the Council at any time.
If the Chair of the Council does not call an extraordinary meeting of the Council within seven days of having been requested in writing to do so by two councillors, any two councillors may convene an extraordinary meeting of the Council. The public notice giving the time, place and agenda for such a meeting shall be signed by the two councillors.
The chair of a committee [or a sub-committee] may convene an extraordinary meeting of the committee [or the sub-committee] at any time.
If the chair of a committee [or a sub-committee] does not call an extraordinary meeting within 7 days of having been requested to do so by 3 members of the committee, any 5 members of the committee may convene an extraordinary meeting of the committee.
PREVIOUS RESOLUTIONS
A resolution shall not be reversed within six months except either by a special motion, which requires written notice by at least 5 councillors to be given to the Proper Officer in accordance with standing order 9, or by a motion moved in pursuance of the recommendation of a committee or a sub-committee.
When a motion moved pursuant to standing order 7(a) has been disposed of, no similar motion may be moved for a further six months.
VOTING ON APPOINTMENTS
Where more than two persons have been nominated for a position to be filled by the Council and none of those persons has received an absolute majority of
votes in their favour, the name of the person having the least number of votes shall be struck off the list and a fresh vote taken. This process shall continue until a majority of votes is given in favour of one person. A tie in votes may be settled by the casting vote exercisable by the chair of the meeting.
MOTIONS FOR A MEETING THAT REQUIRE WRITTEN NOTICE TO BE GIVEN TO THE PROPER OFFICER
A motion shall relate to the responsibilities of the meeting for which it is tabled and in any event shall relate to the performance of the Council’s statutory functions, powers and obligations or an issue which specifically affects the Council’s area or its residents.
No motion may be moved at a meeting unless it is on the agenda and the mover has given written notice of its wording to the Proper Officer at least 10 clear days before the meeting. Clear days do not include the day of the notice or the day of the meeting.
The Proper Officer may, before including a motion on the agenda received in accordance with standing order 9(b), correct obvious grammatical or typographical errors in the wording of the motion.
If the Proper Officer considers the wording of a motion received in accordance with standing order 9(b) is not clear in meaning, the motion shall be rejected until the mover of the motion resubmits it, so that it can be understood, in writing, to the Proper Officer at least 8 clear days before the meeting.
If the wording or subject of a proposed motion is considered improper, the Proper Officer shall consult with the chair of the forthcoming meeting or, as the case may be, the councillors who have convened the meeting, to consider whether the motion shall be included in the agenda or rejected.
The decision of the Proper Officer as to whether or not to include the motion on the agenda shall be final.
Motions received shall be recorded and numbered in the order that they are received.
Motions rejected shall be recorded with an explanation by the Proper Officer of the reason for rejection.
MOTIONS AT A MEETING THAT DO NOT REQUIRE WRITTEN NOTICE
a The following motions may be moved at a meeting without written notice to the Proper Officer:
to correct an inaccuracy in the draft minutes of a meeting;
to move to a vote;
to defer consideration of a motion;
to refer a motion to a particular committee or sub-committee;
to appoint a person to preside at a meeting;
to change the order of business on the agenda;
to proceed to the next business on the agenda;
to require a written report;
to appoint a committee or sub-committee and their members;
to extend the time limits for speaking;
to exclude the press and public from a meeting in respect of confidential or other information which is prejudicial to the public interest;
to not hear further from a councillor or a member of the public;
to exclude a councillor or member of the public for disorderly conduct;
to temporarily suspend the meeting;
to suspend a particular standing order (unless it reflects mandatory statutory or legal requirements);
to adjourn the meeting; or
to close the meeting.
MANAGEMENT OF INFORMATION
See also standing order 20.
The Council shall have in place and keep under review, technical and organisational measures to keep secure information (including personal data) which it holds in paper and electronic form. Such arrangements shall include deciding who has access to personal data and encryption of personal data.
The Council shall have in place, and keep under review, policies for the retention and safe destruction of all information (including personal data) which it holds in paper and electronic form. The Council’s retention policy shall confirm the period for which information (including personal data) shall be retained or if this is not possible the criteria used to determine that period (e.g. the Limitation Act 1980).
The agenda, papers that support the agenda and the minutes of a meeting shall not disclose or otherwise undermine confidential information or personal data without legal justification.
Councillors, staff, the Council’s contractors and agents shall not disclose
confidential information or personal data without legal justification.
DRAFT MINUTES
Full Council meetings ●
Committee meetings ●
Sub-committee meetings ●
If the draft minutes of a preceding meeting have been served on councillors with the agenda to attend the meeting at which they are due to be approved for accuracy, they shall be taken as read.
There shall be no discussion about the draft minutes of a preceding meeting except in relation to their accuracy. A motion to correct an inaccuracy in the draft minutes shall be moved in accordance with standing order 10(a)(i).
The accuracy of draft minutes, including any amendment(s) made to them, shall be confirmed by resolution and shall be signed by the chair of the meeting and stand as an accurate record of the meeting to which the minutes relate.
If the chair of the meeting does not consider the minutes to be an accurate record of the meeting to which they relate, they shall sign the minutes and include a paragraph in the following terms or to the same effect:
“The chair of this meeting does not believe that the minutes of the meeting of the ( ) held on [date] in respect of ( ) were a correct record but this view was not upheld by the meeting and the minutes are confirmed as an accurate record of the proceedings.”
e If the Council’s gross annual income or expenditure (whichever is
higher) does not exceed £25,000, it shall publish draft minutes on a
website which is publicly accessible and free of charge not later than one month after the meeting has taken place.
f Subject to the publication of draft minutes in accordance with standing order 12(e) and standing order 20(a) and following a resolution which confirms the accuracy of the minutes of a meeting, the draft minutes or recordings of the meeting for which approved minutes exist shall be destroyed.
CODE OF CONDUCT AND DISPENSATIONS
All councillors and non-councillors with voting rights shall observe the code of conduct adopted by the Council.
Unless they have been granted a dispensation, a councillor or non-councillor with voting rights shall withdraw from a meeting when it is considering a matter in which they have a disclosable pecuniary interest. They may return to the meeting after it has considered the matter in which they had the interest.
Unless they have been granted a dispensation, a councillor or non-councillor with voting rights shall withdraw from a meeting when it is considering a matter in which they have another interest if so required by the Council’s code of conduct. They may return to the meeting after it has considered the matter in which they had the interest.
Dispensation requests shall be in writing and submitted to the Proper Officer as soon as possible before the meeting, or failing that, at the start of the meeting for which the dispensation is required.
A decision as to whether to grant a dispensation shall be made by the Proper Officer and that decision is final.
A dispensation request shall confirm:
the description and the nature of the disclosable pecuniary interest or other interest to which the request for the dispensation relates;
whether the dispensation is required to participate at a meeting in a discussion only or a discussion and a vote;
the date of the meeting or the period (not exceeding four years) for which the dispensation is sought; and
an explanation as to why the dispensation is sought.
A dispensation request shall be considered by the Proper Officer before the meeting or, if this is not possible, at the start of the meeting for which the dispensation is required.
A dispensation may be granted in accordance with standing order 13(e) if having regard to all relevant circumstances any of the following apply:
without the dispensation the number of persons prohibited from participating in the particular business would be so great a proportion of the meeting transacting the business as to impede the transaction of the business;
granting the dispensation is in the interests of persons living in the Council’s area; or
it is otherwise appropriate to grant a dispensation.
CODE OF CONDUCT COMPLAINTS
Upon notification by the Principal Council that a councillor or non-councillor with voting rights has breached the Council’s code of conduct, the Council shall consider what, if any, action to take against them. Such action excludes disqualification or suspension from office.
PROPER OFFICER
The Proper Officer is the the clerk or another nominated by the Council to undertake the work of the Proper Officer when the Proper Officer is absent. The Proper Officer is also the Responsible Financial Officer.
The Proper Officer shall:
at least three clear days before a meeting of the council, a committee.
serve on councillors by delivery or post at their residences or by email authenticated in such manner as the Proper Officer thinks fit, a signed summons confirming the time, place and the agenda (provided the councillor has consented to service by email), and
Provide, in a conspicuous place, public notice of the time, place and agenda (provided that the public notice with agenda of an extraordinary meeting of the Council convened by councillors is signed by them).
See standing order 3(b) for the meaning of clear days for a meeting of a full council and standing order 3(c) for the meaning of clear days for a meeting of a committee;
subject to standing order 9, include on the agenda all motions in the order received unless a councillor has given written notice at least 10 days before the meeting confirming their withdrawal of it;
convene a meeting of the Council for the election of a new Chair of the Council, occasioned by a casual vacancy in their office;
facilitate inspection of the minute book by local government electors;
receive and retain copies of byelaws made by other local authorities;
hold acceptance of office forms from councillors;
hold a copy of every councillor’s register of interests;
assist with responding to requests made under freedom of information legislation and rights exercisable under data protection legislation, in accordance with the Council’s relevant policies and procedures;
receive and send general correspondence and notices on behalf of the Council except where there is a resolution to the contrary;
assist in the organisation of, storage of, access to, security of and destruction of information held by the Council in paper and electronic form subject to the requirements of data protection and freedom of information legislation and other legitimate requirements (e.g. the Limitation Act 1980);
arrange for legal deeds to be executed; (see also standing order 23);
arrange or manage the prompt authorisation, approval, and instruction regarding any payments to be made by the Council in accordance with its financial regulations;
record every planning application notified to the Council and the Council’s response to the local planning authority in a book for such purpose;
refer a planning application received by the Council to the Chair or in their absence the Vice-Chair of the Council] within two working days of receipt to facilitate an extraordinary meeting if the nature of a planning application requires consideration before the next ordinary meeting of the Council;
xv The Proper Officer has devolved authority under the Local Government Act 1972,section 101, to make decisions on planning applications where;
The application falls between meetings, and it is not possible to obtain from the Planning Authority an extension of time to consider the matter, and
The Chair is unavailable to convene an extra-ordinary meeting, or particular circumstances are such that the convening of an extra-ordinary meeting is impractical.
In both circumstances the Clerk shall have authority to respond on the Council’s behalf, taking into account the Local Plan, the content of any planning policies adopted by the Council and precedent. Moreover, where practicable, the clerk is to contact ALL Councillors to confirm they are content with the responseto the Application requiring this action. The authority will not apply to applications where there is known objections by neighbours, multiple housing development and new land allocations.
manage access to information about the Council via the publication scheme
RESPONSIBLE FINANCIAL OFFICER (RFO)
The Council shall appoint an appropriate locum to undertake the work of the Responsible Financial Officer when the Responsible Financial Officer is absent.
ACCOUNTS AND ACCOUNTING STATEMENTS
“Proper practices” in standing orders refer to the most recent version of
“Governance and Accountability for Local Councils – a Practitioners’ Guide”.
All payments by the Council shall be authorised, approved and paid in accordance with the law, proper practices and the Council’s financial regulations.
The Responsible Financial Officer shall supply to councillor: a monthly budger summary showing:
the Council’s receipts and payments ;
the Council’s aggregate receipts and payments for the year to date;
the balances held at the end of the month being reported which includes a comparison with the budget for the financial year and highlights any actual or potential overspends.
As soon as possible after the financial year end at 31 March, the Responsible Financial Officer shall provide:
each councillor with a statement summarising the Council’s receipts and payments (or income and expenditure) for the last quarter and the year to date for information; and
to the Council the accounting statements for the year in the form of Section 2 of the annual governance and accountability return, as required by proper practices, for consideration and approval.
The year-end accounting statements shall be prepared in accordance with proper practices and apply the form of accounts determined by the Council (receipts and payments, for the year to 31 March. A completed draft annual governance and accountability return shall be presented to all councillors at least 14 days prior to anticipated approval by the Council. The annual governance and accountability return of the Council, which is subject to external audit, including the annual governance statement, shall be presented
to the Council for consideration and formal approval before 30 June.
FINANCIAL CONTROLS AND PROCUREMENT
The Council shall consider and approve financial regulations drawn up by the Responsible Financial Officer, which shall include detailed arrangements in respect of the following:
the keeping of accounting records and systems of internal controls;
the assessment and management of financial risks faced by the Council;
the work of the independent internal auditor in accordance with proper practices and the receipt of regular reports from the internal auditor, which shall be required annually;
the inspection and copying by councillors and local electors of the Council’s accounts and/or orders of payments; and
whether contracts with an estimated value below £5000 or due to special circumstances are exempt from a tendering process or procurement exercise.
Financial regulations shall be reviewed annually for fitness of purpose.
Subject to additional requirements in the financial regulations of the Council, the tender process for contracts for the supply of goods, materials, services or the execution of works shall include, as a minimum, the following steps:
a specification for the goods, materials, services or the execution of works shall be drawn up;
an invitation to tender shall be drawn up to confirm (i) the Council’s specification (ii) the time, date and address for the submission of tenders
(iii) the date of the Council’s written response to the tender and (iv) the prohibition on prospective contractors contacting councillors or staff to encourage or support their tender outside the prescribed process;
tenders are to be submitted in writing in a sealed marked envelope addressed to the Proper Officer;
tenders shall be opened by the Proper Officer in the presence of at least one councillor after the deadline for submission of tenders has passed;
tenders are to be reported to and considered by the appropriate meeting of the Council.
The the Council with delegated responsibility for considering tenders, is not bound to accept the lowest value tender.
Where the value of a contract is likely to exceed the threshold specified by the Government from time to time, the Council must consider whether the contract is subject to the requirements of the current procurement legislation and, if so, the Council must comply with procurement rules. NALC’s procurement guidance contains further details.
HANDLING STAFF MATTERS
A matter personal to a member of staff that is being considered by a meeting of Council OR the Personnel committee is subject to standing order 11.
Subject to the Council’s policy regarding absences from work, the Council’s most senior member of staff shall notify the chair of the Personnel Committee, if they are not available, the vice-chair of the Council of absence occasioned by illness or other reason and that person shall report such absence to the Council at its next meeting.
The chair of the Personnel Committee or in their absence, the vice-chair shall upon a resolution conduct a review of the performance and annual appraisal of the work of the clerk and RFO. The reviews and appraisal shall be reported in writing and are subject to approval by resolution by the Personnel committee.
Subject to the Council’s policy regarding the handling of grievance matters, the Council’s Clerk/RFO shall contact the chair of the Personnel committee or in their absence, the vice-chair of the Council in respect of an informal or formal grievance matter, and this matter shall be reported back and progressed by resolution of Personnel Committee.
Subject to the Council’s policy regarding the handling of grievance matters, if an informal or formal grievance matter raised by the Clerk and RFO relates to the chair or vice-chair of the Personnel Committee, this shall be communicated to another member of the Personnel committee, which shall be reported back and progressed by resolution of the Personnel committee.
Any persons responsible for all or part of the management of staff shall treat as confidential the written records of all meetings relating to their performance, capabilities, grievance or disciplinary matters.
In accordance with standing order 11(a), persons with line management responsibilities shall have access to staff records referred to in standing order 19(f).
RESPONSIBILITIES TO PROVIDE INFORMATION
See also standing order 21.
In accordance with freedom of information legislation, the Council shall publish information in accordance with its publication scheme and respond to requests for information held by the Council.
b. If gross annual income or expenditure (whichever is higher) does not exceed
£25,000 The Council shall publish information in accordance with the requirements of the Smaller Authorities (Transparency Requirements) (England) Regulations 2015.
OR
If gross annual income or expenditure (whichever is the higher) exceeds
£200,000 The Council, shall publish information in accordance with the requirements of the Local Government (Transparency Requirements) (England) Regulations 2015.
RESPONSIBILITIES UNDER DATA PROTECTION LEGISLATION
See also standing order 11.
The Council will appoint a Data Protection Officer.
The Council shall have policies and procedures in place to respond to an individual exercising statutory rights concerning their personal data.
The Council shall have a written policy in place for responding to and managing a personal data breach.
The Council shall keep a record of all personal data breaches comprising the facts relating to the personal data breach, its effects and the remedial action taken.
The Council shall ensure that information communicated in its privacy notice(s) is in an easily accessible and available form and kept up to date.
The Council shall maintain a written record of its processing activities.
RELATIONS WITH THE PRESS/MEDIA
Requests from the press or other media for an oral or written comment or statement from the Council, its councillors or staff shall be handled in accordance with the Council’s policy in respect of dealing with the press and/or other media.
EXECUTION AND SEALING OF LEGAL DEEDS
See also standing orders 15(b)(xii) and (xvii).
A legal deed shall not be executed on behalf of the Council unless authorised by a resolution.
[Subject to standing order 23(a), the Council’s common seal shall alone be used for sealing a deed required by law. It shall be applied by the Proper Officer in the presence of two councillors who shall sign the deed as witnesses.]
The above is applicable to a Council with a common seal.
OR
[Subject to standing order 23(a), any two councillors may sign, on behalf of the Council, any deed required by law and the Proper Officer shall witness their signatures.]
The above is applicable to a Council without a common seal.
COMMUNICATING WITH DISTRICT AND COUNTY OR UNITARY COUNCILLORS
An invitation to attend a meeting of the Council shall be sent, together with the agenda, to the ward councillor(s) of the East Riding of Yorkshire Council.
Unless the Council determines otherwise, a copy of each letter sent to the Unitary Council shall be sent to the ward councillor(s) representing the area of the Council.
RESTRICTIONS ON COUNCILLOR ACTIVITIES
Unless duly authorised no councillor shall:
inspect any land and/or premises which the Council has a right or duty to inspect; or
issue orders, instructions or directions.
STANDING ORDERS GENERALLY
All or part of a standing order, except one that incorporates mandatory statutory or legal requirements, may be suspended by resolution in relation to
the consideration of an item on the agenda for a meeting.
A motion to add to or vary or revoke one or more of the Council’s standing orders, except one that incorporates mandatory statutory or legal requirements, shall be proposed by a special motion, the written notice by at least 4 councillors to be given to the Proper Officer in accordance with standing order 9.
The Proper Officer shall provide a copy of the Council’s standing orders to a
councillor as soon as possible.
The decision of the chair of a meeting as to the application of standing orders at the meeting shall be final.
LEVEN PARISH COUNCIL
SCHEME OF DELEGATION
This Scheme of Delegation authorises the Proper Officer and Responsible Financial Officer to act with delegated authority in the specific circumstances detailed.
Responsible Financial Officer Duties & Powers
The Clerk shall be the Responsible Financial Officer to the Council and shall be responsible for the Council’s accounting procedures, in accordance with the Accounts and Audit Regulations in force at any given time.
Proper Officer Duties & Powers
The Clerk shall be the Proper Officer of the Council and as such is specifically authorised to:
Receive declarations of acceptance of office.
Receive and record notices disclosing interests at meetings.
Receive and retain plans and documents.
Sign notices, agreements, licences, or other documents on behalf of the Council.
Receive copies of By-laws made by another local authority.
Sign and issue summonses to attend meetings of the Council.
Keep proper records for all Council Meetings.
Notify the Returning Officer of any casual vacancies and liaise with them regarding the conduct of elections.
Delegated Authority
In addition, the Clerk has the delegated authority to undertake the following matters on behalf of the Council:
The day-to-day administration of services, together with routine inspection and control.
Authorisation of routine expenditure within the agreed budgets.
Emergency or necessary expenditure up to £500 outside of the agreed budget (see 4 Urgent matters below).
Dealing with all press and public relations on behalf of the Council in consultation with the Chair or Vice-Chair.
Liaise with The East Riding of Yorkshire Council on clear uncontentious matters of concern raised by members of the public or Councillors without first putting it on a Council agenda i.e., fly tipping, graffiti, abandoned vehicles, dog fouling, minor faults, or repairs.
Authorisation to request that The East Riding of Yorkshire Council extend planning application timescale for comments to be agreed at the next full Council meeting. If this is not approved, the Clerk is granted delegated authority to make planning comments in consultation with full Council, via email. Such comments will be recorded at the next meeting.
Make decisions as to whether items are appropriate for inclusion on the website and/or social media channels.
Delegated actions of the Clerk shall be in accordance with Standing Orders, Financial Regulations, and this Scheme of Delegation and with directions given by the Council from time to time.
Items outside of this scheme of delegation shall be discussed under a relevant Agenda item at the next Council or Committee meeting for a decision to be made by full Council.
Urgent Matters
In the event of any matter arising which requires an urgent decision notwithstanding delegated powers granted by paragraph 3. above, the Clerk will consult with the Chair and/or Vice-Chair and will have delegated power to act on behalf of the Council in respect of the matter, then under consideration.
Before exercising the delegated powers granted by paragraph above, those Members consulted shall consider whether the matter is of sufficient interest to justify recommending to the Chair that an Extraordinary Meeting of the Council should be called.
Whenever any action is taken under this Standing Order, full details of the circumstances justifying the urgency and of the action taken shall be submitted in writing to the next available meeting of the Council.
Date of policy: September 2023 Date of meeting: 5 September 2023
Minutes: 23-24/84
Date policy reviewed 2nd September 2025 Policy version reference: v2
Minutes: 25-26/63C
Date for next review: September 2027
Agenda
Tuesday, 2nd December 2025 7pm
Church Meeting Room
Councillors Summoned
Cllr. S. Mathison (chair)| Cllr. J. Richardson (vice chair) | Cllr. A. Fearnall | Cllr.G. Jones | Cllr. I. Lamping Cllr. G. Oldroyd | Cllr. D. Robins | Cllr. K. Roydhouse | Councillor B. Towse |
A 10 minute public session is scheduled where any parishioners can raise issues
(ERYC refers to East Riding of Yorkshire Council)
25/26 Item Owner
Co-option of a new councillor All
Apologies Clerk
Declaration of pecuniary and non-pecuniary interests Chairman
Approval of minutes of the last meeting as a true record Chairman
Report from the East Riding of Yorkshire Council (ERYC) Cllr. P. Smith
Report from the local police team Humberside Police PCSO Legard
To receive and approve the Clerk’s Report
Handyman discussion
Grit Bins Clerk
To consider the Action Tracker and report updates Clerk
To note and if required AGREE action related to correspondence
a Kate Saunby – Routh Wind Farm – small grants fund
b ERYC -Anti Social behaviour ward data
To consider and respond to ERYC planning applications
a 25/03139/PLF Erection of single story extensions to rear following demolition of existing conservatory, alterations to ground floor windows to both sides and installation of two additional windows to side. Rectory Farm, Beverley Road, Leven
b Installation of a motor control centre kiosk (MCC) and chemical (ferric) dosing kiosk (Retrospective Application) – Yorkshire Water Services Ltd
All
To note ERYC planning decisions
a Listed building consentfor installation of a log burner to the first floor installation olog burner to the first floor and matte black flue passing through north facing
roof terminating 600m above ridge – 44B South Street, Leven All
Finance
To consider the Budget Monitoring Report
To APPROVE the bank reconciliation
c. To consider and AUTHORISE payment and recciepts in the Appendix
d.To discuss and AGREE the budget for 2026/27
All
To discuss, identify and AUTHORISE training and development
Meeting discipline and general communications – training element for discussion
To receive and discuss Cllr. representatives’ updates as relevant Specific Cllrs
122 To discuss and if agreed, AUTHORISE expenditure
related to the following matters: All
a.Commuted Sums update – Clerk
b Events Committee – Cllr G, Oldroyd
c New bus shelter progress – Clerk
d Public Bleed Control Kits – Clerk
e Website update to .gov.uk – Clerk
f Sandholme Lane bridges – Clerk
g Newsletter – Cllr. Richardson
123 Confidential Issues (public and press excluded)
A) Personnel Committee Membership All
B) Discussion re job descriptions All
To agree a date for an Extraordinary Meeting in case of late precept calculator
125 Date and Time of Next scheduled meeting, Tuesday 3rd February 2026
ANN WOODWARD Clerk and RFO Leven Parish Council
APPENDIX
Payments for December Meeting
Who
What
Amount inc Vat if appropriate
Adobe
Software
£19.97
Amazon
Laptop stand
£9.76
Severnside defibs and training
Bleed Kits x 2
£213.60
Amazon
Vinyl Sticker Paper x 3
£46.48
Amazon
Ergonomic Seat Pad
£27.80
Scribe
Accounts software subscription
£37.20
Lloyds
Charge card fee
£3
Get Extra
Website/email hosting/ security
£0.56 (previous underpayment)
Clerk
Salary Dec 25
£862.69
Handyman
Salary Dec 25
£581.51
Receipts
Page 2
MINUTES
Tuesday, 2nd September 2025 7pm
Church Meeting Room
Councillors Summoned
Cllr. S. Mathison (chair)| Cllr. J. Richardson (vice chair) | Cllr, L. Burrows | Cllr. A. Fearnall | Cllr. F. Hood | Cllr. G. Jones | Cllr. I. Lamping Cllr. G. Oldroyd | Cllr. D. Robins | Cllr. K. Roydhouse | Councillor B. Towse |
In attendance: A. Woodward – Clerk to the Parish Council, PCSO Legard, 3 members of the public.
10 minute public session:
A member of the public attended to express concern about speeding in the village, in particular on the Orchard and High Stile.
A member of the public attended to express concern about the increased level of dog fouling both on pavements and public rights of way
A member of the public attended to express concern about inconsiderate and hazardous parking in the village particularly on High Stile,
It was AGREED that the Parish would raise awareness of these issues in the community and with the Local Authority.
The chairman thanked those attending for raise these issues.
25/26
Item
Owner
58
Apologies NONE
Clerk
59
Declaration ofpecuniaryandnon-pecuniary interests Cllr. Oldroyd declared he is working with the church on their accounts
Chairman
60
Approval of minutes of the last meeting as a true record APPROVED , proposed by Cllr. Richardson and seconded by Cllr. Jones
Chairman
61
Report from the East Riding of Yorkshire Council (ERYC) Councillor Smith could not attend due to a meeting at County Hall. The clerk outlined the Boundary Commission decision to change some ward boundaries in the East Riding. It will mean that Leven would no longer sit in the Beverley Rural Ward but in a new ward called East Wolds, alongside Brandesburton, Beeford, Hutton Cranswick and other smaller parishes. This may impact on future election outcomes
Cllr. P. Smith
62
Report of the local policing team Humberside Police The PCSO had no crimes to report for the Leven Parish. Cllrs. asked for guidance on how to report poor parking practices in the village including vehicles parking on the pavement on South Street. PCSO Legard advised the police could only act if there was a clear obstruction to pedestrians. He advised councillors who had photo evidence to upload this to the ‘Operation Snap Police Website
PCSO Legard
63
To receive and approve the Clerk’s Report The clerk reported that key governance documents had been updated. These were considered at this meeting and included: Updated Standing OrdersUpdated Financial RegulationsUpdated Scheme of DelegationUpdated Grants and Donations Policy All these documents were considered and APPROVED. Proposed by Cllr. Burrows and Seconded by Councillor Robins.
Clerk
64
To note and consider correspondence RWE (Peartree farm solar) proposed changes to application for development consent . This relates to the access arrangements for the site of the proposed development. AGREED that a response will be made to RWE, however these amendments do not affect this parish only neighbouring parishes An email has been received reminding the parish that the pads need renewal in the school defibrillator.ERYC have written to the Parish, confirming that it was successful in bidding for the cost of a new bus shelter to be met via a government grant. This will be installed on South Street near Nursery Walk and was the subject of a village consultation earlier this year.
All
65
To note and comment upon ERYC planning applications None received
All
66
To note ERYC planning decisions 25/00307/STVAR Variation of condition 2 (approved plan house types -to allow a change in house type from Adstock to Addington and alterations to the Apartment Block’s design . The Paddocks, High Stile, Leven. DECISION – The Authority granted permission with conditions 25/01417/PLF Erection of a single-story extension to the rear, including new garage, patio area and Log Store. 8 South Street, Leven DECISION – The Authority granted permission with conditions 25/01461/PLF Erection of a dwelling Land south of 37 Rosedale, Leven DECISION – The Authority granted permission with conditions
67
Finance To note the budget monitoring report NOTED To authorise the Bank Reconciliation AUTHORISED – it was noted that the parish was charged twice in August for its Scribe subscription in error, Scribe confirmed it would rectify this To note and authorise payments outlined in the appendix AUTHORISED To note receipts, outline in the appendix NOTED To note feedback from the external auditor After clarifying issues on some expenditure codes, the external auditor has completed their review
Clerk
68
To discuss, identify and authorise Training and Development Cllr. Oldroyd recommended as very helpful the training resource pack which has been compiled and is available to all councillors.
69
To receive and discuss Cllr. Representatives updates as relevant Cllr. Towse reported there are ongoing issues with the accommodation arrangements at the school for the youth group. Cllr. Robins reported she is no longer a representative for Leven Scouts Cllr. Richardson reported that the Recreation Hall has been decorated and that a new flooring surface is being installed soon.
70
To discuss and if agreed, to authorise expenditure related to the following General Purpose Matters Events Committee – Cllr. Hood Cllr. Hood reported that the events committee is waiting for clarification from ERYC of the power source used for the xmas tree lights. It is recommended that new lights are obtained. It was AGREED that new Christmas lights would be purchased and Cllr. Hood would source quotes. Bus shelters – The replacement bus shelter near the church was installed successfully and has attracted positive feedback from the community. It was AGREED that the area around it would be planted up subject to the landowner being happy with this. The other new bus shelter was covered under correspondence on this agenda. Car parking issues in the Parish – All This was discussed in the public session but it was agreed a public campaign aimed at improving parking behaviour would be undertaken in the community. Jubilee Gardens – Cllr. Hood A quote for new hedging and tidying of the area has been received from Phils, Gardening Services. This will be £400. It was AGREED that this would be accepted. Thanks were expressed to Cllrs. Hood and Oldroyd for work to improve this area Commuted Sums – Clerk The Clerk had held a meeting with officers at County Hall and the Cllr. Smith from ERYC to discuss the next steps. A meeting of the Action Group is being held tomorrow to progress the bidding process Planting – Chairman A large quantity of daffodil bulbs have arrived or planting this autumn. Decisions need to be made on where to plant them. Some will be donated to pupils at the school to plant for their families Defrib pads – The Clerk reported that new pads needed to be ordered for the School defrib. AGREED that the pads should be ordered
71
Feedback and recommendations on Annual pay award from Personnel Committee (public excluded) and to authorise recommendations if agreed The Personnel Committee recommended that the 2025/26 pay award for local authority staff be accepted for the clerk and the handyperson back dated to April 2025. It was also agreed to move the clerk up to SCP 11 from January 2026. This was agreed and AUTHORISED by the council and Autela Payroll services would be informed accordingly.
Cllr. Jones
72
Date and time of the next meeting– THURSDAY 2nd OCTOBER 7pm, Church Meeting Room
Apologies for absence Cllr. Robins and Cllr. Burrows
Chairman
31
Declaration of pecuniary and non-pecuniary interests None
Chairman
32
Approval of minutes of the last meeting as a true record AGREED Proposed by Cllr. Richardson was seconded by Cllr. Fearnall
Chairman
33
Report of East Riding of Yorkshire Council (ERYC) Cllr. Smith could not attend
Cllr. P. Smith
34
ReportfromHumbersidePolice No officer attended
PCSO Legrove
35
To receive and approve the Clerk’s Report The clerk had forwarded the AGAR and associated documentation to the external auditor. All documents are also on the website. Councillor names, roles and contacts are now up to date. The website and noticeboards have been updated in relation to changes of councillors and updated documentation. To date 36 questionnaires have been processed for the commuted sums survey.
Clerk
36
To note and update the Parish Action Tracker Action tracker updates have been archived and a new tracker set up for 25/26. It was AGREED to ask the Handyman to trim the grass around the Westlands Way planter and the one up Hornsea Road.
Clerk
37
To consider and comment on (ERYC) planning applications A -25/01366/VAR Variation of Condition 2 (parking facilities and Condition 4 (approved plans) of planning permission 24/00716/1PLF (conversion of dwelling to form 2 dwellings; erection of a single story extension; demolition of link extension and associated works and infrastructure (regularision application) to allow alteration to access and parking arrangement. The Maltings and the Granary, Hornsea Road, Leven It was AGREED to support the application unanimously B- Erection of a single-storey extension to the rear, including a new garage patio area and log store 25/01417/PLF, 8 South Street, Leven It was AGREED to support this application unanimously
All
38
To note ERYC planning decisions A – Change of use of self-contained annex to holiday let (retrospective) 8 The Bryants, Leven 25/00562/PLF Noted
Clerk
39
To note and consider correspondence A – ERYC re bus shelter Grant fund Confirmation of receipt and information has been received on the timeline for decisions B – ERYC re The Close ERYC has written to confirm they are planning to turn the office in the Close into an on-bedroom bungalow subject to consultation with residents. It was AGREED to contact ERYC and see if the premises can be used by the Parish Council until such time it is converted.
All
40
Finance A – To note and consider the budget monitoring report NOTED the clerk has also now posted these reports on the website B – To note and AUTHORISE bank reconciliation NOTED and AUTHORISED C – To note and AUTHORISE payments Leven Playing Fields Association £60 Amazon (recycling bin liners) 40×3 £30.41 Amazon Doggy Bags 50×10 £11.24 Cllr. Lamping (Wood varnish) £53.48 Get Extra (email changes for councillors) £22.50 Jack Price CDG Limited (items for memorial construction) £150.60 Zurich Municipal Insurance £363 Salary Clerk Salary Handyman Promptprint newsletter printing £92.66 Promptprint commuted sums questionnaire £493.50 D – To note receipts None E – End of year position – update The AGAR has been submitted we will be subject to a limited review by the external auditors due to an increase in gross expenditure in 2024/25. Financial information will be available for public inspection as per requirements in July in accordance with the notice on the website/noticeboards
Clerk
41
Toconsidertraining anddevelopment needs Access to the ERYC Safeguarding training was discussed
All
42
To receive and discuss Cllr. Representative updates A – Playing Fields Association – Cllr Fearnall No further action has been taken to resolve the outstanding debt for utilities. B – Recreation Hall – Cllr. Richardson Cllr. Richardson reported that she attended a productive meeting last night and feels there is much she can do to support the committee C – Walking for Health – Cllr. Jones The group continues to be well supported. D – Leven School – Cllr. Jones Cllr. Jones had a tour of the school and was very impressed with the work school leaders had undertaken. E – Scouts – Cllr. Robins Not Present
All
43
General Purpose Matters A – Events Committee terms of reference- Cllr. Hood The clerk circulated draft terms of reference for the group which were AGREED. B – Reprovision of the South Street bus shelter given the level of grant received from the Routh Wind Farm Panel. To AGREE a way forward – All After discussion regarding the reduced level of funding offered by the Panel it was AGREED to support a further quote of £8952 provided by Littlethorpe for a hardwood bus shelter; this was more affordable. C – Update on The Close – Clerk Discussed under correspondence D – Jubilee Gardens – to AGREE and AUTHORISE replacement plaque – Cllr Hood It was AGREED to replace the worn plaque on the gardens. The improvement of the electrics was discussed, and it was AGREED to ask a local electrician to look at it prior to a decision being made. It was also AGREED to consider if other improvements could be made to the gardens.
Two Members of the public joined the meeting after the start and the chairman invited them to speak.
They discussed with parish councillors a matter related to a tree preservation order and matters related to the infill of a local drain which was under investigation.
Next Meeting: Tuesday 1st July 2025, 7pm Holy Trinity Church Meeting Room
Ann Woodward Clerk to the Parish Council
Chairman Cllr. Stuart Mathison____________________________________________________________
Events Committee Terms of Reference
There will be up to 5 members of the parish council including the chair
The Committee may co-opt none- councillors onto the Committee to support specific event planning but these should not be permanent members
A member of the Committee should be tasked with making notes/minutes to submit to the normal parish meetings.
The Committee will plan arrangements for specific events, but no expenditure should be committed. Any requests for expenditure must come to the next full parish meeting.
Membership and chair will be reviewed annually at the Annual Meeting.
Agreed at the Parish meeting 3rd June 2025
Leven Parish Council
Scheme of Delegation
GENERAL
Section 101 of the Local Government Act 1972 provides that a council may delegate its powers (except those incapable of delegation) to a committee, or an officer.
This Scheme of Delegation authorises the (Clerk) Proper Officer and Responsible Financial Officer (Clerk), and any Sub-committees and Working Groups of the Council to act with delegated authority in the specific circumstances detailed.
RESPONSIBLE FINANCIAL OFFICER DUTIES & POWERS
The Parish Clerk shall be The Responsible Financial Officer to the Council and shall be responsible for all the Council’s accounting procedures in accordance with the Accounts and Audit Regulations in force at any given time.
The Officer will have the power to release any financial related report or document in discharge of the Responsible Financial Officer’s responsibilities.
The RFO shall ensure the approved precept request is issued to the billing authority (East Riding of Yorkshire Council).
PROPER OFFICER (Clerk) DUTIES & POWERS
The Parish Clerk shall be the Proper Officer of the Council and as such is specifically authorised by the Council to:
Receive declarations of acceptance of office.
Be responsible for ensuring that the instructions of the Council in connection with its function as a Local Authority are undertaken.
Advise the Council on, and assist in the formation of, overall policies to be followed in respect to its activities.
Take appropriate steps to ensure the Council does not exceed its powers.
Sign and issue summonses to attend meetings of The Council.
Receive and record notices disclosing interests at meetings.
Keep proper records for all Council Meetings.
Receive and retain plans and documents.
Sign Notices on behalf of the Council.
Receive correspondence and documents on behalf of the Council and deal with the correspondence or documents or bring such items to the attention of the Council. To issue correspondence as a result of instructions or the known policy of the Council.
Certify copies of By-laws made by the Council.
Maintain the Council’s Fixed Assets Register.
Make arrangements for insurance provision and manage any insurance claims.
After conferring with the Chairman, make Civic arrangements as are necessary.
Notify the Returning Officer of any casual vacancies and liaise with the Returning Officer regarding the conduct of elections.
Act immediately on all Health and Safety or emergency issues without waiting for endorsement by the full Council.
Update the Parish website.
Act as line manager for the Parish Handyperson
DELEGATED DUTIES & POWERS
The Parish Clerk has the delegated authority to undertake the following matters on behalf the Council:
The day to day administration of all services.
Manage all the Council’s resources in accordance with the Council’s policies.
Day to day supervision and control of all staff and contractors employed by The Council.
Authorisation of expenditure and payment of invoices up to £150, within agreed budget and subject to authorisation by the Chairman and two bank signatories.
Authorisation of expenditure and payment of invoices over £150, within agreed budget, in consultation with all Councillors by email and a response from a quorum of the Council and two bank signatories.
Emergency expenditure up to £150, outside of the agreed budget, in consultation with all Chairman and two bank signatories.
The consideration of planning applications in consultation with all Councillors by email and a response from a quorum of the Council.
Report any enforcement issues to the relevant authority
Delegated actions of the Parish Clerk shall be in accordance with the Council’s policies, Standing Orders, Financial Regulations, Risk Management Scheme and this Scheme of Delegation.
Where the Parish Clerk is contemplating any action under delegated powers which is likely to have a significant impact in a particular area, they should also consult the Chairman of the Council and must ensure that they obtain appropriate legal, financial and other specialist advice before action is taken.
Where the Parish Clerk has a conflict of interest in any matter, they shall not participate in that matter unless approved by the Council and this is formally recorded in the Council minutes.
THE COUNCIL The following matters are reserved to The Council for decision:
Setting the Budget & Precept.
Borrowing money.
Making, amending or revoking Standing Orders, Financial Regulations, Risk Management Scheme or this Scheme of Delegation.
Matters relating to the Council’s Code of Conduct
Making, amending or revoking By-laws.
Making of Orders under any Statutory powers.
Matters of principle or policy.
Election of Chairman and vice Chairman.
The adoption of the schedule of meetings for the ensuing year.
Nomination and appointment of representatives of The Council to any other authority, organisation or body.
Annual review of any direct debits and standing orders.
Approval of the Annual Return (Statement of Accounts). • Approval of the year end accounts.
Any proposed new undertakings.
Awarding donations and grants fund to other bodies other than those specifically named in the budget.
Prosecution or defence in a court of law.
Nomination or appointment of representatives of the Council at any inquiry on matters affecting the Parish.
Creation of Committees and Working Parties and membership therein.
Confirming the appointment and job description of the Parish Clerk and approval of any subsequent appraisal, salary and allowances.
COMMITTEES AND SUB-COMMITTEES
The Council currently has 2 sub- committees formed by resolution of the Council. These are a Finance -sub committee and a personnel sub committee. Terms of Reference for these sub-committees are in Appendix one of this document.
WORKING GROUPS
The Council currently has no working groups.
REVOCATION
The Council may, at any time and without prejudice to executive action taken already, revoke any executive power delegated to an Officer, Committee, Sub-committee or Working Group.
