Council Policies

EAST KEAL PARISH COUNCIL STANDING ORDERS Revised July 2020 Adopted:
1. Meetings
a) Meetings of the Council shall be held in each year on such dates and times and at such place as the Council may direct.
b) 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.
c) Smoking is not permitted at any meeting of the Council.
d) There shall be 3 clear days notice given to Councillors and members of the public of the date of the East Keal Parish Council Meeting. The said 3 days will exclude the date of issue of the notice, any Bank Holiday or any day designated as a public day of thanksgiving or mourning.
e) 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.
f) Members of the public may make representations, answer questions and give evidence at a meeting which they are entitled to attend in respect of the business on the agenda.
g) The period of time designated for public participation at a meeting in accordance with standing order 1(e) shall not exceed ten minutes unless directed by the chair of the meeting.
h) Subject to standing order 1(f), a member of the public shall not speak for more than three minutes.
i) In accordance with standing order 1(e), 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.
j) 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.
k) A person who speaks at a meeting shall direct their comments to the chair of the meeting.
l) 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.
m) Subject to standing order 3(n), 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.
n) A person present at a meeting may not provide an oral report or oral commentary about a meeting as it takes place without permission.
o) 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.
p) The Chair of the Council, if present, shall preside at a meeting. If the Chair is absent from a meeting, the Deputy Chair of the Council if present, shall preside. If both the Chair and the Deputy Chair are absent from a meeting, a councillor as chosen by the councillors present at the meeting shall preside at the meeting.
q) Subject to a meeting being quorate, all questions at a meeting shall be decided by a majority of the councillors present and voting.
r) 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 4(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.
s) 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.
t) The minutes of a meeting shall include an accurate record of the following:
i. the time and place of the meeting;
ii. the names of councillors who are present and the names of councillors who are absent;
iii. interests that have been declared by councillors; iv. the grant of dispensations (if any) to councillors. v. whether a councillor left the meeting when matters that they held interests in were being considered;
vi. if there was a public participation session; and vii. the resolutions made.
u) A councillor 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.
v) 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. w) 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.
2. Rules of debate at meetings
a) 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.
b) A motion (including an amendment) shall not be progressed unless it has been moved and seconded.
c) A motion on the agenda that is not moved by its proposer may be treated by the chair of the meeting as withdrawn.
d) 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.
e) An amendment is a proposal to remove or add words to a motion. It shall not negate the motion.
f) 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.
g) 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.
h) 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.
i) 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.
j) Subject to standing order 2(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.
k) One or more amendments may be discussed together if the chair of the meeting considers it expedient but each amendment shall be voted upon separately.
l) A councillor may not move more than one amendment to an original or substantive motion.
m) The mover of an amendment has no right of reply at the end of debate on it.
n) 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.
o) Unless permitted by the chair of the meeting, a councillor may speak once in the debate on a motion except:
i. to speak on an amendment moved by another councillor;
ii. to move or speak on another amendment if the motion has been amended since they last spoke;
iii. to make a point of order;
iv. to give a personal explanation; or
v. to exercise a right of reply.
p) 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 considers has been breached or specify the other irregularity in the proceedings of the meeting they are concerned by.
q) A point of order shall be decided by the chair of the meeting and their decision shall be final.
r) When a motion is under debate, no other motion shall be moved except:
i. to amend the motion;
ii. to proceed to the next business
;iii. to adjourn the debate;
iv. to put the motion to a vote;
v. to ask a person to be no longer heard or to leave the meeting;
vi. to refer a motion to a committee or sub-committee for consideration;
vii. to exclude the public and press;
viii. to adjourn the meeting; or
ix. to suspend particular standing order(s) excepting those which reflect mandatory statutory or legal requirements.
s) 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.
t) Excluding motions moved understanding order 2(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.
3. Disorderly conduct at meetings
a) 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.
b) 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.
c) If a resolution made under standing order 3(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.
4. Annual and Ordinary Council Meetings
a) In an election year the annual meeting of the Council shall be held on or within 14 days following the day on which the new councillors elected take office.
b) In a year which is not an election year, the annual meeting of a Council shall be held on such day in May as the Council may direct.
c) If no other time is fixed, the annual meeting of the Council shall take place at 7pm.
d) 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 directs.
e) The election of the Chair and Deputy Chair of the Council shall be the first business completed at the annual meeting of the Council.
f) The Chair of the Council, unless they have resigned or become disqualified, shall continue in office and preside at the annual meeting until their successor is elected at the next annual meeting of the Council.
g) The Deputy Chair of the Council, unless they resign or become disqualified, shall hold office until immediately after the election of the Chair of the Council at the next annual meeting of the Council. h) 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 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 must give a casting vote in the case of an equality of votes.
i) 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 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 must give a casting vote in the case of an equality of votes.
j) Following the election of the Chair of the Council and Deputy Chair of the Council at the annual meeting of the Council, the order of business shall be as follows.
i. In an election year, delivery by Chair of the Council and Deputy Chair and councillors of their declarations of acceptance of office.
ii. Confirmation of the accuracy of the minutes of the last meeting of the Council.
iii. Review and adoption of appropriate standing orders and financial regulations.
iv. Review of arrangements, including any charters, with other local authorities and review of contributions made to expenditure incurred by other local authorities.
v. Review of arrangements (including legal agreements) with other local authorities, not-forprofit bodies, and businesses.
vi. Review of representation on or work with external bodies and arrangements for reporting back.
vii. 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.
viii. Review of inventory of land and assets including buildings and office equipment.
ix. Review and confirmation of arrangements for insurance cover in respect of all insured risks.
x. Review of the Council’s and/or employees’ memberships of other bodies.
xi. Review the Council’s complaints procedure.
xii. Review of the Council’s policies, procedures and practices in respect of its obligations under freedom of information and data protection legislation.
xiii. Review of the Council’s policy for dealing with the press/media.
xiv. Review of the Council’s employment policies and procedures.
xv. Determining the time and place of ordinary meetings of the Council up to and including the next annual meeting of the Council.
5. Extraordinary meetings of the council, committees and sub-committees
a) The Chair of the Council may convene an extraordinary meeting of the Council at any time.
b) 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.
6. Voting on appointments
a) 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.
b) New Councillors can be co-opted on to the Council by a majority vote. Subject to their appointment being confirmed by election ballot at the next convenient opportunity.
7. Motions for a meeting that require written notice to be given to the proper officer
a) 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.
b) 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 7 clear days before the meeting. Clear days do not include the day of the notice or the day of the meeting.
c) The Proper Officer may, before including a motion on the agenda, received in accordance with standing order 7(b), correct obvious grammatical or typographical errors in the wording of the motion.
d) If the Proper Officer considers the wording of a motion received in accordance with standing order 7(b) is not clear in meaning, the motion shall be rejected until the mover of the motion re-submits it, so that it can be understood, in writing, to the Proper Officer at least 3 clear days before the meeting.
e) 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.
f) The decision of the Proper Officer as to whether or not to include the motion on the agenda shall be final.
g) Motions received shall be recorded and numbered in the order that they are received.
h) Motions rejected shall be recorded with an explanation by the Proper Officer of the reason for rejection.
8. 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
i. to correct an inaccuracy in the draft minutes of a meeting;
ii. to move to a vote;
iii. to defer consideration of a motion;
iv. to refer a motion to a particular committee or sub-committee;
v. to appoint a person to preside at a meeting;
vi. to change the order of business on the agenda;
vii. to proceed to the next business on the agenda;
viii. to require a written report;
ix. to appoint a committee or sub-committee and their members;
x. to extend the time limits for speaking;
xi. to exclude the press and public from a meeting in respect of confidential or other information which is prejudicial to the public interest; xii. to not hear further from a councillor or a member of the public;
xiii. to exclude a councillor or member of the public for disorderly conduct;
xiv. to temporarily suspend the meeting;
xv. to suspend a particular standing order (unless it reflects mandatory statutory or legal requirements);
xvi. to adjourn the meeting; or
xvii. to close the meeting.
9. Management of information
a) 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.
b) 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).
c) 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.
d) Councillors, staff, the Council’s contractors and agents shall not disclose confidential information or personal data without legal justification.
10. Draft minutes
a) 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.
b) 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 8(a)(i).
c) 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.
d) 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 their view was not upheld by the meeting and the minutes are confirmed as an accurate record of the proceedings”.
e) The Council 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.
11. Code of conduct and dispensations
a) All councillors shall observe the code of conduct adopted by the Council.
b) Unless they have been granted a dispensation, a councillor 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.
c) Unless they have been granted a dispensation, a councillor 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.
d) 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. e) A decision as to whether to grant a dispensation shall be made by a meeting of the Council, and that decision is final.
f) A dispensation request shall confirm:
i. the description and the nature of the disclosable pecuniary interest or other interest to which the request for the dispensation relates;
ii. whether the dispensation is required to participate at a meeting in a discussion only or a discussion and a vote;
iii. the date of the meeting or the period (not exceeding four years) for which the dispensation is sought; and
iv. an explanation as to why the dispensation is sought.
g) Subject to standing orders 11(d) and (f), a dispensation request shall be considered at the beginning of the meeting of the Council.
h) A dispensation may be granted in accordance with standing order 11(e) if having regard to all relevant circumstances any of the following apply:
i. 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;
ii. granting the dispensation is in the interests of persons living in the Council’s area; or
iii. it is otherwise appropriate to grant a dispensation.
12. Code of conduct complaints
a) Upon notification by the District or Unitary Council that it is dealing with a complaint that a councillor has breached the Council’s code of conduct, the Proper Officer shall, subject to standing order 9, report this to the Council.
b) Where the notification in standing order 12(a) relates to a complaint made by the Proper Officer, the Proper Officer shall notify the Chair of Council of this fact, and the Chair shall nominate another staff member to assume the duties of the Proper Officer in relation to the complaint until it has been determined and the Council has agreed what action, if any, to take in accordance with standing order 12(d).
c) The Council may: i. provide information or evidence where such disclosure is necessary to investigate the complaint or is a legal requirement; ii. seek information relevant to the complaint from the person or body with statutory responsibility for investigation of the matter;
d) Upon notification by the District or Unitary 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.
13. Proper Officer
a) The Council’s Proper Officer shall be the Clerk. The Proper Officer (Clerk) shall fulfil the duties assigned to the Proper Officer in standing orders.
b) The Council’s Proper Officer shall:
i. at least three clear days before a meeting of the council: • serve on councillors by email delivery or post at their residences a signed summons confirming the time, place and the agenda; 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) and publish electronically notice of the time and place and, as far as reasonably practicable, any documents relating to the business to be transacted at the meeting unless they relate to business which is likely to be considered in private or if their disclosure would be contrary to any enactment.
ii. subject to standing order 7, include on the agenda all motions in the order received unless a councillor has given written notice at least 7 days before the meeting confirming his withdrawal of it;
iii. convene a meeting of Council for the election of a new Chair of the Council, occasioned by a casual vacancy in this office;
iv. facilitate inspection of the minute book by local government electors;
v. receive and retain copies of byelaws made by other local authorities;
vi. hold acceptance of office forms from councillors;
vii. hold a copy of every councillor’s register of interests;
viii. 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;
ix. liaise, as appropriate, with the Council’s Data Protection Officer (if there is one);
x. receive and send general correspondence and notices on behalf of the Council except where there is a resolution to the contrary;
xi. 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 freedom of information and data protection legislation and other legitimate requirements (e.g. the Limitation Act 1980);
xii. arrange for legal deeds to be executed;
xiii. arrange or manage the prompt authorisation, approval, and instruction regarding any payments to be made by the Council in accordance with its financial regulations;
xiv. record every planning application notified to the Council and the Council’s response to the local planning authority in a book for such purpose;
xv. refer a planning application received by the Council to the Chair or in their absence the Deputy 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.
xvi. manage access to information about the Council via the publication scheme; and
xvii. retain custody of the seal of the Council (if there is one) which shall not be used without a resolution to that effect.
14. Finance and Expenditure
a) The Council’s financial regulations shall be reviewed once a year.
b) Orders for the payment of money shall be authorised by resolution of the Council and signed by two members.
c) The Council shall approve written estimates for the coming financial year at its meeting before the end of January.
d) The Responsible Financial Officer shall supply to each councillor as soon as practicable after 30 June, 30 September and 31 December in each year a statement to summarise:
i. the Council’s receipts and payments (or income and expenditure) for each quarter;
ii. the Council’s aggregate receipts and payments (or income and expenditure) for the year to date;
iii. the balances held at the end of the quarter being reported and which includes a comparison with the budget for the financial year and highlights any actual or potential overspends.
e) As soon as possible after the financial year end at 31 March, the Responsible Financial Officer shall provide:
i. 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
ii. 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.
f) 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 or income and expenditure) 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.
g) In every year, not later than the meeting at which the estimates for next year are settled, the Council shall review the pay and conditions of service of existing employees. 
h) The Council’s financial regulations may make provision for the authorisation of the payment of money in exercise of any of the Council’s functions to be delegated to a committee, sub committee or an employee.
15. Execution and sealing of legal deeds.
a) A legal deed shall not be executed on behalf of the Council unless the same has been authorised by a resolution.
b) In accordance with a resolution made under standing order (9a) above, any two members of the Council, may sign, on behalf of the council, any deed required by Law and the Proper Officer shall witness their signatures.
16. Responsibilities to provide information
a) 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) The Council shall publish information in accordance with the requirements of the Smaller Authorities (Transparency Requirements) (England) Regulations 2015.
17. Canvassing of and recommendations by councillors
a) Canvassing councillors or the members of a committee or sub-committee, directly or indirectly, for appointment to or by the Council shall disqualify the candidate from such an appointment.
b) The Proper Officer shall disclose the requirements of standing order to every candidate.
c) A councillor or a member of a committee or sub-committee shall not solicit a person for appointment to or by the Council or recommend a person for such appointment or for promotion; but, nevertheless, any such person may give a written testimonial of a candidate’s ability, experience or character for submission to the Council with an application for appointment.
18. Inspection of documents
a) Subject to standing orders to the contrary or in respect of matters which are confidential, a councillor may, for the purpose of their official duties (but not otherwise), inspect any document in the possession of the Council or a committee or a sub-committee, and request a copy for the same purpose. The minutes of meetings of the Council, its committees or sub-committees shall be available for inspection by councillors.
19. Restrictions on councillor activities
a) Unless duly authorised no councillor shall:
i. inspect any land and/or premises which the Council has a right or duty to inspect; or
ii. issue orders, instructions or directions.
20. Planning Applications
a) Planning Applications will normally be considered at the next most convenient scheduled meeting of the Council.
b) Where Notice of a Planning Application is received and the Council is not due to meet within the timescales required for a response, the Clerk will consult the Chair or, in their absence, the Vice Chair.
c) If it is considered that due to the nature of the application, including the degree of public interest likely to be generated, the matter ought to be dealt with by a proper meeting of the Council the Chair / Vice Chair will convene an extra -ordinary meeting of the full Council so that the matter can be properly discussed and members of the public given the opportunity to air their views.
d) If it is considered that Para. (c) above does not apply; the Clerk will circulate details of the Application to each councillor and invite a response. In the absence of any further discussion being necessary with the Chair or Vice Chair, the Clerk will formally respond to the Planning Authority. Such response will indicate that no Council meeting has taken place and that councillors without prejudicial interest wish to convey their particular views which should then be stated.
21. Communicating with county borough or county council councillors
a) An invitation to attend a meeting of the Council shall be sent, together with the agenda, to the ward councillor(s) of the District and County Council OR Unitary Council representing the area of the Council.
b) Unless the Council determines otherwise, a copy of each letter sent to the District and County Council OR Unitary Council shall be sent to the ward councillor(s) representing the area of the Council.
c) LALC will respond to written/e mail requests raised through the Clerk and/or the Chair.
d) Where the Council, as a body, is seeking employment advice in relation to the Clerk, it will be raised through the Chair and replies sent to them.
e) LALC will only respond to matters raised on the telephone by the Clerk or Chair.
22. Youth Councillor The council may appoint a youth councillor to serve as a non-voting member of the council. The youth councillor will be required to abide by the code of conduct, especially as regards declarations of personal interest (following which they can still speak) and prejudicial ones. The youth councillor shall receive all agendas and background paperwork for meetings and notes/minutes of the meeting after it has taken place. The youth councillor will be present for all business dealt with in open session and either
a) may, by council resolution, also remain present for confidential business where appropriate, providing the need for confidentiality is acknowledged Or
b) they will be required to leave the meeting when items are discussed and press and public are excluded. The youth councillor shall participate in discussion and debate by permission of the Chair.  23. Training All new Councillors are expected to undertake initial Councillor Training. And all Councillors are encouraged to engage in further training and development as the opportunity arises.
24. Standing Orders to be Given to Members A copy of these Standing Orders shall be given to each member by the Clerk upon delivery to them of the member’s declaration of acceptance of office and written undertaking to observe the Code of Conduct adopted by the Council.
25. Standing Orders generally
a) 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.
b) 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 2 councillors to be given to the Proper Officer in accordance with standing order 7.
c) The Proper Officer shall provide a copy of the Council’s standing orders to a councillor as soon as possible.
d) A resolution permanently to add, vary or revoke a Standing Order shall when proposed and seconded, stand adjourned without discussion to the next ordinary meeting of the Council.
e) The decision of the chair of a meeting as to the application of standing orders at the meeting shall be final.
Signed Grahame Smith. 
Chair of East Keal Parish Council
Dated 16.09.2020