PROCEDURES FOR MAKING DECISIONS
On 11 November 2008, Sedlescombe Parish Council adopted the following policy for making decisions:
2. REFERRAL TO THE PARISH COUNCIL. Any matter referred to the Parish Council that requires a Parish Council decision should be placed on the next available main Council Meeting agenda. This might be a matter from, amongst others, another local authority, central government, another public body, a local voluntary group, a charity, a local resident, a parish, district or county councillor or one that the Chairman or the Clerk to the Parish Council believes should be considered by the Council. In order to assist deliberations, a draft resolution will be included with the agenda item wherever possible. In accordance with Standing Order No.12, notice of the subject and draft resolutions must be delivered to the Clerk not later than 12 noon on the Tuesday in the week before the Council meeting. Where necessary, the Clerk/Responsible Financial Officer, shall provide a Briefing Note to inform the Council.
3. ANNUAL VILLAGE INSPECTION. The Chairman of the Finance Committee and the Clerk shall, annually in the late summer, prepare a report to the Council of their inspection of the Village detailing jobs which should be included in the forthcoming budget preparations. At the September Meeting, the full Council shall consider and approve/amend the proposed jobs and defer further consideration to the Finance Committee for decisions on specifications, grant applications, raising the precept, contractors, tenders, payments etc.
4. FINANCIAL OR PLANNING MATTERS. If any matter referred to the Council is either a financial one or a planning one, it will be delegated to the Finance Committee or the Planning Committee unless the Chairman decides it is a matter of urgency which must be dealt with at the meeting.
4. NON-FINANCIAL OR PLANNING MATTERS. If not a financial or planning matter, or if it is a matter of urgency, after debate, a decision may be taken by the Council. In accordance with Standing Order No.5, members should vote by show of hands, or if at least two members so request, by signed ballot.
5. DEFERRAL. If insufficient information is available for a decision to be made, the matter shall be deferred to allow further information to be gathered and the matter included on the next available main Council agenda.
6. WORKING GROUP. Alternatively, the Council may set up a temporary working group without executive powers to consider the matter and report back to the Council. This may be made up of parish councillors but, also, local residents and other persons qualified in the subject under discussion. The working group must work in accordance with its Terms of Reference drawn up by the Parish Council.
7. TERMS OF REFERENCE. The Parish Council shall approve Terms of Reference for each committee, and working group which will allow business to be transacted without further approval by the full Council. All business transacted by an advisory committee must be approved by the full Council.