Council Policies
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STANDING ORDERS
1. Meetings
2. The Statutory Annual Meeting
3. Chairman of the Meeting
4. Proper Officer
5. Quorum of the Council
6. Voting
7. Order of Business
9. Resolutions Moved On Notice
10. Resolutions Moved Without Notice
11. Questions
12. Rules of Debate
13. Closure
14. Disorderly Conduct
15. Right of Reply
16. Alteration of Resolution
17. Rescission of Previous Resolution
18. Voting On Appointments
19. Discussions and Resolutions Affecting Employees of the Council
20. Resolutions on Expenditure
22. Sealing of Documents
23. Committees and Sub Committees
25. Sub-Committees
26. Advisory Committees
27 Voting in Committees
29. Accounts and Financial Statement
30. Estimates / Precepts
32. Canvassing of and Recommendations By Members
33. Inspection of Documents
34. Unauthorised Activities
35. Admission of The Public and Press to Meetings
36. Confidential Business
37. Liaison with County and District Councillors
38. Planning Applications
39. Financial Matters
40. Code of Conduct on Complaints
41. Variation, Revocation and Suspension of Standing Orders
42. Standing Orders to be Given to Members
1. Meetings Back to top
(a) Meetings of the Council shall be held at the Council Chamber in the Institute, St. Teilo Street, Pontarddulais at 19.00 hours, unless the Council otherwise decides at a previous meeting, and be terminated no later than 22.00 hours.
(b) Smoking is not permitted at any meeting of the Council.
(c) The Council will not meet during the month of August.
(d) Notice of the meeting shall be placed in the Council’s noticeboard three clear days at least before a meeting. Where a meeting is called by or on the requisition of members of the Council, the notice shall be signed by those members and shall specify the business proposed to be transacted at the meeting.
(e) A summons to attend the meeting, specifying the business proposed to be transacted at the meeting and signed by the Proper Officer (Clerk to the Council), shall be sent by post to the usual place of residency of every member of the Council.
2. The Statutory Annual Meeting Back to top
(a) In an election year the Annual Council Meeting shall be held on or within 14 days following the day on which the councillors elected take office and
(b) in a year which is not an election year the Annual Council Meeting shall be held on such day in May as the Council may direct.
3. Chairman of the Meeting Back to top
The person presiding at a meeting may exercise all the powers and duties of the Chairman in relation to the conduct of the meeting.
4. Proper Officer Back to top
Where a statute, regulation or order confers function or duties on the proper officer of the Council in the following cases, he shall be the clerk or nominated officer: -
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To receive declarations of acceptance of office.
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To receive and record notices disclosing interests at meetings.
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To receive and retain plans and documents.
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To sign notices or other documents on behalf of the Council.
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To receive copies of bylaws made by another local authority.
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To certify copies of bylaws made by the Council.
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To sign and issue the summons to attend meetings of the Council.
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To keep proper records for all Council meetings.
5. Quorum of the Council Back to top
One third of the Members shall constitute a quorum.
(a) If a quorum is not present or if during a meeting the number of councillors present (not counting those debarred by reason of a declared interest) falls below the required quorum, the meeting shall be adjourned and business not transacted shall be transacted at the next meeting or on such other day as the Chairman may fix.
(b) For a quorum relating to a committee or sub-committee, please refer to Standing Order 25.
6. Voting Back to top
Members shall vote by show of hands or, if at least two members so request, by signed ballot.
(a) If a member so requires, the Clerk shall record the names of the members who voted on any question so as to show whether they voted for or against it. Such a request must be made before moving on to the next business.
(b) Subject to (c) and (d) below the Chairman may give an original vote on any matter put to the vote, and in any case of an equality of votes may give a casting vote whether or not he gave an original vote.
(c) If the person presiding at the annual meeting would have ceased to be a member of the council but for the statutory provisions which preserve the membership of the Chairman and Vice-Chairman until the end of their term of office he may not give an original vote in an election for Chairman.
(d) The person presiding must give a casting vote whenever there is an equality of votes in an election for Chairman.
7. Order of Business Back to top
At each Annual Council Meeting the first business shall be:-
(a) To elect a Chairman of the Council
(b) To receive the Chairman’s declaration of acceptance of office or, if not then received, to decide when it shall be received.
(c) In the ordinary year of election of the Council to fill any vacancies left unfilled at the election by reason of insufficient nominations.
(d) To decide when any declarations of acceptance of office which have not been received as provided by law shall be received.
(e) To elect a Vice-Chairman of the Council.
(f) To appoint representatives to outside bodies.
(g) To appoint committees and sub-committees.
(h) To consider the payment of any subscriptions falling to be paid annually.
(i) To inspect any deeds and trust investments in the custody of the Council as required;
and shall thereafter follow the order set out in the Standing Order (iii)
(i) At every meeting other than the Annual Council Meeting the first business shall be to appoint a Chairman if the Chairman and Vice-Chairman be absent and to receive such declarations of acceptance of office (if any) and undertaking to observe the Council’s code of conduct as are required by law to be made or, if not then received, to decide when they shall be received.
(ii) 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. Standing Order 38 must be read in conjunction with this requirement.
(iii) After the first business has been completed, the order of business, unless the Council otherwise decides on the ground of urgency, shall be as follows:-
a) To read and consider the Minutes; provided that if a copy has been circulated to each member not later than the day of issue of the summons to attend the meeting, the Minutes may be taken as read.
b) After consideration to approve the signature of the Minutes by the person presiding as a correct record.
c) To deal with business expressly required by statute to be done.
d) To dispose of business, if any, remaining from the last meeting.
e) To receive such communications as the person presiding may wish to lay before the Council.
f) To answer questions from Councillors.
g) To receive and consider reports and minutes of committees.
h) To receive and consider resolutions or recommendations in the order in which they have been notified.
i) To authorise the sealing of documents.
j) If necessary, to authorise the signing of orders for payment.
8. Urgent Business Back to top
A motion to vary the order of business on the ground of urgency:
a) May be proposed by the Chairman or by any member and, if proposed by the Chairman, may be put to the vote without being seconded, and
b) Shall be put to the vote without discussion.
9. Resolutions Moved On Notice Back to top
Except as provided by these Standing Orders, no resolution may be moved unless the business to which it relates has been put on the Agenda by the Clerk or the mover has given notice in writing of its terms and has delivered the notice to the Clerk at least 7 clear days before the next meeting of the Council.
The Clerk shall date every notice of resolution or recommendation when received by him, shall number each notice in the order in which it was received and shall enter it in a book which shall be open to the inspection of every member of the Council.
The Clerk shall insert in the summons for every meeting all notices of motion or recommendation properly given in the order in which they have been received unless the member giving a notice of motion has stated in writing that he intends to move at some later meeting or that he withdraws it.
If a resolution or recommendation specified in the summons is not moved either by the member who gave notice of it or by any other member, it shall, unless postponed by the Council, be treated as withdrawn and shall not be moved without fresh notice.
If the subject matter of a resolution comes within the province of a committee of the Council, it shall, upon being moved and seconded, stand referred without discussion to such committee or to such other committee as the Council may determine for report; provided that the Chairman, if he considers it to be a matter of urgency, may allow it to be dealt with at the meeting at which it was moved.
Every resolution or recommendation shall be relevant to some subject over which the Council has power or duties, which affects its area.
10. Resolutions Moved Without Notice Back to top
Resolutions dealing with the following matters may be moved without notice:-
a) To appoint a Chairman of the meeting.
b) To correct the Minutes.
c) To approve the Minutes.
d) To alter the order of business.
e) To proceed to the next business.
f) To close or adjourn the debate.
g) To refer a matter to a committee.
h) To appoint a committee or any members thereof.
i) To adopt a report.
j) To authorise the sealing of documents.
k) To amend a motion.
l) To give leave to withdraw a resolution or amendment.
m) To extend the time limit for speeches.
n) To exclude the press and public. (see Order 35 below)
o) To silence or eject from the meeting a member named for misconduct. (see order 14 below)
p) To give the consent of the Council where such consent is required by these Standing Orders.
q) To suspend any Standing Order. (see Order 41 below)
r) To adjourn the meeting.
11. Questions Back to top
A member may ask the Chairman of the Council or the Clerk any question concerning the business of the Council, provided 3 clear days notice of the question has been given to the person to whom it is addressed.
No questions not connected with business under discussion shall be asked except during the part of the meeting set aside for questions.
Every question shall be put and answered without discussion.
A person to whom a question has been put may decline to answer.
12. Rules of Debate Back to top
No discussion of the Minutes shall take place except upon their accuracy. Corrections to the Minutes shall be made by resolution and must be initialled by the Chairman.
a) A resolution or amendment shall not be discussed unless it has been proposed and seconded, and, unless proper notice has already been given, it shall, if required by the Chairman, be reduced to writing and handed to him before it is further discussed or put to the meeting.
b) A member when seconding a resolution or amendment may, if he then declares his intention to do so, reserve his speech until a later period of the debate.
c) A member shall direct his speech to the question under discussion or to a personal explanation or to a question of order.
d) No speech by a mover of a resolution shall exceed 10 minutes and no other speech shall exceed 5 minutes except by consent of the Council.
e) An amendment shall be either:-
i) To leave out words.
ii) To leave out words and insert others
iii) To insert or add words.
f) An amendment shall not have the effect of negating the resolution before the Council.
g) If an amendment be carried, the resolution, as amended, shall take the place of the original resolution and shall become the resolution upon which any further amendment may be moved.
h) A further amendment shall not be moved until the Council has disposed of every amendment previously moved.
i) The mover of a resolution or of an amendment shall have a right of reply, not exceeding 5 minutes.
j) A member, other than the mover of a resolution, shall not, without leave of the Council, speak more than once on any resolution except to move an amendment or further amendment, or on an amendment, or on a point of order, or in personal explanation, or to move a closure.
k) A member may speak on a point of order or a personal explanation. A member speaking for these purposes shall be heard forthwith. A personal explanation shall be confined to some material part of a former speech by him which may have been misunderstood.
l) A motion or amendment may be withdrawn by the proposer with the consent of the Council, which shall be signified without discussion, and no member may speak upon it after permission has been asked for its withdrawal unless such permission has been refused.
m) When a resolution is under debate no other resolution shall be moved except the following:-
i. To amend the resolution.
ii. To proceed to the next business.
iii. To adjourn the debate.
iv. That the question be now put.
v. That a member named be not further heard.
vi. That a member named leave the meeting.
vii. That the resolution be referred to a committee.
viii. To exclude the public and press.
ix. To adjourn the meeting.
A Member shall sit at his place in the Council Chamber when speaking at Council unless the Chairman allows movement for reasons of infirmity.
a) the ruling of the Chairman on a point of order or on the admissibility of a personal explanation shall not be discussed.
b) Members shall address the Chairman. If two or more members wish to speak, the Chairman shall decide who to call upon.
c) Whenever the Chairman speaks during a debate all other members shall be silent.
13. Closure Back to top
At the end of any speech a member may, without comment, move “that
the question be now put”, “that the debate be now adjourned” or “that the Council do now adjourn”. If such motion is seconded, the Chairman shall put the motion but, in the case of a motion “that the question be now put”, only if he is of the opinion that the question before the Council has been sufficiently debated. If the motion “that the question be now put” is carried, he shall call upon the mover to exercise or waive his right of reply and shall put the question immediately after that right has been exercised or waived. The adjournment of a debate or of the Council shall not prejudice the mover’s right of reply at the resumption.
14. Disorderly Conduct
a) All members must observe the Code of Conduct which was adopted by the council on 21st April 2008, a copy of which is annexed to these Standing Orders.
b) No member shall at a meeting persistently disregard the ruling of the Chairman, wilfully obstruct business, or behave irregularly, offensively, improperly or in such a manner as to bring the Council into disrepute.
c) If, in the opinion of the Chairman, a member has broken the provisions of paragraph (b) of this Order, the Chairman shall express that opinion to the Council and thereafter any member may move that the member named be no longer heard or that the member named do leave the meeting, and the motion, if seconded, shall be put forthwith and without discussion. If a member reasonably believes another member is in breach of the code of conduct, that member is under a duty to report the breach to the Local Commissioner (Wales).
d) If either of the motions mentioned in paragraph (c) is disobeyed, the Chairman may adjourn the meeting or take such further steps as may reasonably be necessary to enforce them.
15. Right of Reply Back to top
The mover of a resolution shall have a right to reply immediately before the resolution is put to the vote. If an amendment is proposed the mover of the amendment shall be entitled to reply immediately before the amendment is put to the vote. A member exercising a right of reply shall not introduce a new matter. After the right of reply has been exercised or waived, a vote shall be taken without further discussion.
16. Alteration of Resolution Back to top
A member may, with the consent of his seconder, move amendments to his own resolution.
17. Rescission of Previous Resolution Back to top
a) A decision (whether affirmative or negative) of the Council shall not be reversed within six months except either by a special resolution, the written notice whereof bears the names of at least 2 members of the Council, or by a resolution moved in pursuance of the report or recommendation of a committee.
b) When a special resolution or any other resolution moved under the provisions of paragraph (a) of this Order has been disposed of, no similar resolution may be moved within a further six months.
18. Voting On Appointments
Where more than two persons have been nominated for any position to be filled by the Council and of the votes given there is not an absolute majority in favour of one person, the name of the person having the least number of votes shall be struck off the list and a fresh vote taken, and so on until a majority of votes is given in favour of one person.
19. Discussions and Resolutions Affecting Employees of the Council Back to top
If at a meeting there arises any question relating to the appointment, conduct, promotion, dismissal, salary or conditions of service, of any person employed by the Council, it shall not be considered until the Council or committee (as the case may be) has decided whether or not the press and public shall be excluded. (See Standing Order No. 35.)
20. Resolutions on Expenditure Back to top
Any resolution (which is moved otherwise than in pursuance of a recommendation of the Finance Committee or of another committee after recommendation by the Finance Committee) and which, if carried, would, in the opinion of the Chairman, substantially increase the expenditure upon any service which is under the management of the Council or reduce the revenue at the disposal of any committee, or which would involve capital expenditure, shall, when proposed and seconded, stand adjourned without discussion to the next ordinary meeting of the Council, and any committee affected by it shall consider whether it desires to report thereon (and the Finance Committee shall report on the financial aspect of the matters).
21. Expenditure Back to top
Orders for the payment of money shall be authorised by resolution of the Council and signed by two members and the Clerk to the Council.
22. Sealing of Documents Back to top
a) A document shall not be sealed on behalf of the Council unless its sealing has been authorised by a resolution.
23. Committees and Sub Committees Back to top
The Council may at its Annual Meeting appoint standing committees and may at any other time appoint such other committees as are necessary, but subject to any statutory provision in that behalf:-
a) Shall not appoint any member of a committee so as to hold office later than the next Annual Meeting.
b) May appoint persons other than members of the Council to any Committee; and
c) may subject to the provisions of Standing Order 17 above at any time dissolve or alter the membership of committee.
The Chairman and Vice-Chairman, ex-officio, shall be voting members of every committee.
Every committee shall at its first meeting before proceeding to any other business, elect a Chairman and may elect a Vice-Chairman who shall hold office until the next Annual Meeting of the council, and shall settle its programme of meetings for the year.
24. Special Meeting Back to top
The Chairman of a committee or the Chairman of the Council may summon an additional meeting of that committee at any time. An additional meeting shall also be summoned on the requisition in writing of not less than a quarter of the members of the committee. The summons shall set out the business to be considered at the special meeting and no other business shall be transacted at that meeting.
25. Sub-Committees Back to top
Every committee may appoint sub-committees for purposes to be specified by the committee.
The Chairman and Vice-Chairman of the committee shall be members of every sub-committee appointed by it unless they signify that they do not wish to serve.
Except where ordered by the Council in the case of a committee, or by the Council or by the appropriate committee in the case of a sub-committee, the quorum of a committee or sub-committee shall be one-half of its members.
The Standing Orders on rules of debate (except those parts relating to standing and to speaking more than once) and the Standing Order on interests of members in contracts and other matters shall apply to committee and sub-committee meetings.
26. Advisory Committees
1) The Council may create advisory committees, whose name, and number of members and the bodies to be invited to nominate members shall be specified.
2) The Clerk shall inform the members of each advisory committee of the terms of reference of the committee.
3) An advisory committee may make recommendations and give notice thereof to the Council
4) An advisory committee may consist wholly of persons who are not members of the Council.
27. Voting in Committees Back to top
Members of committees and sub-committees entitled to vote, shall vote by show of hands, or, if at least two members so request, by signed ballot.
Chairmen of committees and sub-committees shall in the case of an equality of votes have a second or casting vote
28. Presence of Non-Members of Committees at Committee Meetings
A member who has proposed a resolution, which has been referred to any committee of which he is not a member, may explain his resolution to the committee but shall not vote.
29. Accounts and Financial Statement Back to top
1) Except as provided in paragraph (2) of this Standing Order or by statute, all accounts for payment and claims upon the Council shall be laid before the Council.
2) Where it is necessary to make a payment before it has been authorised by the Council, such payment shall be certified as to its correctness and urgency by the appropriate officer. Such payment shall be authorised by the committee, if any, having charge of the business to which it relates, or by the proper officer for payment with the approval of the Chairman or Vice-Chairman of the Council.
3) All payments ratified under sub-paragraph (2) of this Standing Order shall be separately included in the next schedule of payments before the Council.
The Responsible Financial Officer shall supply to each member as soon as practicable after 31 March in each year a statement of the receipts and payments of the Council for the completed financial year. A Financial Statement prepared on the appropriate accounting basis (receipts and payments, or income and expenditure) for a year to 31 March shall be presented to each member before the end of the following month of May. The Statement of Accounts of the Council (which is subject to external audit) shall be presented to Council for formal approval before the end of the following month of September.
30. Estimates / Precepts Back to top
1) The council shall approve written estimates for the coming financial year at its meeting before the end of the month of January.
2) Any committee desiring to incur expenditure shall give the Clerk a written estimate of the expenditure recommended for the coming year no later than December.
31. Interests Back to top
(a) If a member has a personal interest as defined by the Code of Conduct adopted by the Council on 4th December 2008 then that interest must be declared and a decision made by the member whether to stay or withdraw.
(b)The Clerk may be required to compile and hold a register of member’s interests in accordance with agreement reached with the Monitoring Officer of the Responsible Authority and/or as required by statute.
(c) If a candidate for any appointment under the Council is to his knowledge related to any member of or the holder of any office under the Council, he and the person to whom he is related shall disclose the relationship in writing to the Clerk. A candidate who fails so to do shall be disqualified for such appointment, and, if appointed, may be dismissed without notice. The Clerk shall report to the Council or to the appropriate committee any such disclosure. Where a relationship to a member is disclosed, Standing Orders 31(a), (b) and (c) shall apply as appropriate.
(d) The Clerk shall make known the purpose of Standing Order 31(c) to every candidate.
32. Canvassing of and Recommendations By Members Back to top
1) Canvassing of members of the Council or of any committee, directly or indirectly, for any appointment under the Council shall disqualify the candidate for such appointment. The Clerk shall make known the purport of this sub-paragraph of this Standing Order to every candidate.
2) A member of the Council or of any committee shall not solicit for any person any appointment under the Council or recommend any person for such appointment or for promotion; but, nevertheless, any such member may give a written testimonial of a candidate’s ability, experience or character for submission to the Council with an application for appointment.
Standing Order Nos. 31(c) & 32 shall apply to tenders as if the person making the tender were a candidate for an appointment.
33. Inspection of Documents Back to top
A member may for the purpose of his duty as such (but not otherwise), inspect any document in possession of the Council or a committee, and if copies are available shall, on request, be supplied for the like purpose with a copy.
All minutes kept by the Council and by any committee shall be open for the inspection of any member of the Council.
34. Unauthorised Activities Back to top
No member of the Council or of any committee or sub-committee shall in the name of or on behalf of the Council:-
a) Inspect any lands or premises which the Council has a right or duty to inspect; or
b) Issue orders, instructions or directions.
Unless authorised to do so by the Council or the relevant committee or sub-committee.
35. Admission of The Public and Press to Meetings Back to top
The public and press shall be admitted to all meetings of the Council and its committees and sub-committees, which may, however, temporarily exclude the public by means of the following resolutions: -
“That in view of the [special] [confidential] nature of the business about to be transacted, it is advisable in the public interest that the press and public be temporarily excluded and they are instructed to withdraw”
The Council shall state the special reason for exclusion.
At all meetings of the Council the Chairman may at his discretion and at a convenient time in the transaction of business, adjourn the meeting so as to allow any members of the public to address the meeting in relation to the business to be transacted at that meeting.
The Clerk shall afford to the press reasonable facilities for the taking of their report of any proceedings at which they are entitled to be present. There shall be no audio or video recording or photographs of the meeting without the express approval of the Council.
If a member of the public interrupts the proceedings at any meeting, the Chairman may, after warning, order that he be removed from the meeting and may adjourn the meeting for such period as is necessary to restore order.
36. Confidential Business Back to top
1) No member of the Council or of any committee or sub-committee shall disclose to any person not a member of the Council any business declared to be confidential by the Council, the committee or the sub-committee as the case may be.
2) Any member in breach of the provisions of paragraph (1) of this Standing Order shall be removed from any committee or sub-committee of the Council by the Council.
37. Liaison with County and District Councillors Back to top
A summons and Agenda for each meeting shall be sent, together with an invitation to attend, to the County Councillors for the area.
Unless the Council otherwise orders, a copy of each letter ordered to be sent to the County Council shall be transmitted to the County Councillors for the area.
38. Planning Applications Back to top
1) The Clerk shall, as soon as it is received, enter in a book kept for the purpose the following particulars of every planning application notified to the Council: -
a) the date on which it was received
b) the name of the applicant
c) the place to which it relates;
2) The Clerk shall refer every planning application received to the Members of the Estates and Development Committee within 48 hours of receipt.
39. Financial Matters Back to top
The Council shall consider and approve Financial Regulations drawn up by the Responsible Financial Officer.
1) Such Regulations shall include detailed arrangements for the following:
a) the accounting records and systems of internal control;
b) the assessment and management of risks faced by the Council;
c) the work of the Internal Auditor and the receipt of regular reports from the Internal Auditor which shall be required at least annually;
d) the financial reporting requirements of members and local electors and
e) procurement policies (subject to (2) below) including the setting of values for different procedures where the contract has an estimated value less than £50,000.
2) Any proposed contract for the supply of goods, materials, services and the execution of works with an estimated value in excess of [£50,000] shall be procured on the basis of a formal tender as summarised in (3) below.
3) Any formal tender process shall comprise the following steps:
a) a public notice of intention to place a contract to be placed in a local newspaper;
b) a specification of the goods, materials, services and the execution of works shall be drawn up;
c) tenders are to be sent, in a sealed marked envelope, to the Clerk by a stated date and time;
d) tenders submitted are to be opened, after the stated closing date and time, by the Clerk and at least one member of Council;
e) tenders are then to be assessed and reported to the appropriate meeting of Council or Committee.
4) The Council, nor any Committee, is not bound to accept the lowest tender, estimate or quote. Any tender notice shall contain a reference to the Standing Orders 59, 61 & 62 regarding improper activity.
5) The Financial Regulations of the Council shall be subject to regular review, at least once every four years.
{Council is reminded that the European Union Public Sector Procurement Rules are likely to apply to contracts with a value in excess of £140,000 and advice should be sought at this level}
(Note: Some Standing Order must be made for contracts for the supply of goods or the execution of works)
40. Code of Conduct on Complaints Back to top
The Council shall deal with complaints of maladministration allegedly committed by the Council or by any officer or member in such manner as adopted by the Council except for those complaints which should be properly directed to the Commission (Wales) for consideration.
41. Variation, Revocation and Suspension of Standing Orders
Any or every part of the Standing Orders except those printed in bold type may be suspended by resolution in relation to any specific item of business.
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.
42. Standing Orders to be Given to Members Back to top
A copy of these Standing Orders shall be given to each member by the Clerk upon delivery to him of the member’s declaration of acceptance of office and written undertaking to observe the Code of Conduct adopted by the Council.
WELSH LANGUAGE POLICY Back to top
Statement.. 2
Objectives. 2
Introduction to Pontarddulais Town Council 2
Service Planning and Delivery. 3
New policies and initiatives. 3
Service planning and delivery. 3
Commitment to standard. 4
Dealing with the Welsh Speaking Public. 4
Written communication.. 4
Telephone communication.. 4
Public meetings. 4
Council Meetings. 5
Face to Face Meetings with the Public. 5
Other dealings with the public. 5
The Council's Public Face. 5
Corporate identity. 5
Signage. 5
Published and printed material 6
Statutory and promotional functions. 6
Services by other parties. 7
Implementing and monitoring the scheme 7
Staffing. 7
Administrative Arrangements. 7
The Translation Service. 7
Monitoring. 7
Publicity. 8
Contacting the Council 8
STATEMENT Back to top
Pontarddulais Town Council has adopted the principle that in the conduct of public business it will treat the English and Welsh languages on a basis of equality. The scheme sets out how the Council will give effect to that principle when providing services to the public.
Objectives Back to top
To enable everyone who receives or uses the Council’s services or contributes to the democratic process to do so through the medium of Welsh or English, according to personal choice
Introduction to Pontarddulais Town Council
Amongst the Council’s main duties are:
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Maintain public footpaths;
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Consider planning matters;
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Suggest improvements regarding highways;
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Work with the police to safeguard the community;
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Provide Christmas lights;
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Provide financial assistance for various voluntary organisations and charities;
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Look after public seating and notice boards;
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Appoint representatives to numerous local and outside bodies;
There are a number of social, cultural and community groups that play a prominent part in the life of the community. The Council is working to promote community development and social activities and respond to local needs to improve the standard of life in the area.
The Council has sixteen elected Members, and the Clerk works part time from the office and his home. Eight Members and the Clerk are able to communicate orally through the medium of Welsh. Four Members are able to communicate in written form through the medium of Welsh.
Pontarddulais is regarded as one of the strongest Welsh-speaking communities in the City and County of Swansea. 38% of its 5,121 residents are Welsh speakers. Only the ward of Mawr, with 44%, has a larger percentage of Welsh speakers. The overall percentage for Swansea is significantly lower (22.5% have one or more Welsh language skills.)
There has been a steady growth in demand for Welsh medium education in Pontarddulais. Currently, 225 children attend Ysgol Gynradd Bryniago, the Welsh medium primary school in Pontarddulais. The majority continue their education through the medium of Welsh at Ysgol Gyfun Gwyr in Gowerton. Gorseinon College offers many Welsh courses for adults in the Pontarddulais area, and a CYD group holds regular meetings to give learners an opportunity to practise their Welsh in informal surroundings.
Pontarddulais has a strong musical tradition, and most of its choirs – such as Côr Meibion y Bont and Lleisiau Lliw - sing mainly in Welsh. The town has 3 Welsh chapels, who organise many Welsh medium activities in the community. There is also a Merched y Wawr group in Pontarddulais, a bilingual patchwork club and a Welsh medium dining club (Clwb Cinio Glannau Llwchwr). A Cylch Meithrin is held at St Teilo’s Church, and a weekly Welsh medium youth club meets in Ysgol Gynradd Bryniago.
Service Planning and Delivery
New policies and initiatives Back to top
The Council is committed to treat Welsh and English equally in any new policies and initiatives; the linguistic consequences of which will be assessed during the formulation process.
New policies and initiatives will be consistent with the scheme, will promote and facilitate the use of Welsh whenever possible and will move the Council closer to implementing the principles of equality at every opportunity.
Measures contained in the scheme will be applied to new policies and initiatives.
The scheme will not be altered without the agreement of the Welsh Language Board. The Welsh Language Board will be consulted in advance regarding proposals which will affect the scheme or the schemes of other organisations.
Any members of staff, councillors or external advisers involved in the process of formulating new policies and initiatives will be made aware of the Council's language scheme and the means of its implementation.
A working group of councillors shall be established to assess and evaluate the effects of the introduction of new policies and initiatives in relation to the language scheme. It will review the relevance of the scheme to its stated aims and objectives on an annual basis. The group is referred to as the Welsh Language Working Group. Other councillors may be co-opted as necessary.
If any measure currently not included in the Council's language scheme should become relevant in the future, the scheme will be amended accordingly.
Timetable: March 2009
Service planning and delivery Back to top
The Council will ensure that members of the public will be able to communicate with it in English or Welsh, according to personal preference, across the whole spectrum of its work.
The Council will achieve the commitments set out in the scheme by:
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Arranging that Welsh- speaking employees or councillors are available to assist when necessary;
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Employing professional external translators; and
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Adopting systems which facilitate service provision in the language chosen by the member of public.
To facilitate contact, the Council will provide the names and telephone numbers of designated Welsh speaking employees and councillors in the Council
Timetable: March 2009
Commitment to standard Back to top
The Council will ensure that the standard of service delivery will be equally high in both languages. This commitment will be stated in relevant corporate documents, in recruitment advertisements and in other situations where statements on equal opportunities and quality of service are made.
The content of stated standards and their implementation will be monitored. Details concerning compliance with standards and monitoring procedures will be provided in guidelines issued to employees and councillors.
Timetable: March 2009
Dealing with the Welsh Speaking Public
Written communication Back to top
The Council will welcome correspondence in both English and Welsh.
All correspondence will be dealt with promptly, whether in Welsh or in English.
All correspondence with the Council requiring a reply will receive a signed reply in the language in which it was written.
Correspondence following a face-to-face or telephone conversation will be in the language of the conversation unless otherwise requested.
Correspondence initiated by the Council will be in the preferred language of the recipient, if known, or bilingually if not known.
A standard sentence will be incorporated into all official notepaper and compliment slips indicating that communication with the Council is welcomed in both languages.
All employees and councillors will be provided with guidance on language equality in relation to written communication.
Timetable: October 2009
Telephone communication
The Council welcomes telephone calls in Welsh or English.
The Clerk will give a bilingual greeting and will welcome telephone calls to the office in Welsh or English.
Where there is an answerphone facility in operation the message on the answerphone will be bilingual and will invite messages to be left in either Welsh or English.
The Welsh Language Working Group will provide all employees and councillors with guidance on language equality in relation to telephone communication.
Timetable: March 2009
Public meetings Back to top
Contributions are welcomed in either Welsh or English at public meetings held by the Council. This will be stated clearly in the notices that inform or publicise the meeting.
When the Council is aware that a member of the public wishes to speak Welsh in a public meeting that would otherwise be conducted in English, this should be respected by providing appropriate translation arrangements.
Council Meetings Back to top
Council meetings, which are open to the public but where the public are not part of the meeting, are conducted in English.
The notice and agenda for the Council’s meetings will be bilingual.
A bilingual version of the minutes will be available to the public on request.
The Council will respond to requests for information in relation to the minutes, or sections of the minutes in the preferred language of the individual.
Face to Face Meetings with the Public Back to top
The Council will welcome meetings with the public in either Welsh or English, and will ensure that appropriate arrangements are taken to enable any member of the public to discuss matters with the Clerk in Welsh should they wish to do so.
Other dealings with the public
The Council contacts the public via modern technology, namely computers and e-mail, and these mediums are available in Welsh and English for the public.
Timetable: March 2009
The Council's Public Face
Corporate identity Back to top
The Council's name is Cyngor Tref Pontarddulais Town Council.
The Council will adopt a bilingual corporate identity by March 2009
The Council's name will appear in both languages on all external and internal signs, whether free standing or attached to, or painted on, buildings.
The Council will have bilingual letter headings, fax covers, compliment slips and where used, bilingual business cards, visiting cards and identification badges, in and on which the address will appear in both languages. All other goods and materials displaying the Council's name, logo, address etc. will also be bilingual.
The logo, where used, will include the name of the Council in both languages.
A standard sentence in both Welsh and English will be incorporated into all official notepaper and compliment slips indicating that correspondence in both languages is welcome.
All Welsh text will be produced or checked by competent writers of Welsh.
Timetable: March 2009
Signage Back to top
All new or replacement signs erected outside the Council's premises or attached to, or painted on, buildings will be bilingual; and all signs inside the Council's premises will also be bilingual.
Format, size, equality, legibility and prominence of text on signs will respect the principle of equality.
If separate signs are used for the two languages both texts will be equal in format, size, quality, legibility and prominence.
Timetable: March 2009
Published and printed material
All material printed and published by the Council for the use of the public will be bilingual. Publication of Welsh and English versions together in one document will be the norm. If the two language versions are published separately, both versions will be issued simultaneously, distributed together and equally accessible.
Both languages will be treated equally in key documents produced by the Council for the public.
All press releases will be bilingual and will include a contact name for Welsh language interviews, and will specifically target papurau bro (monthly community papers).
All advertising and publicity activities will be bilingual.
Council advertisements and notices to be placed in the press, on notice boards or any other medium will be bilingual.
Job advertisements will appear bilingually in English/bilingual publications, and will appear in Welsh in Welsh language publications.
Guidance on publishing and printing materials will be issued to consultants, designers and publishers. Copywriters and translators will be directed to the Guidelines on Bilingual Design published by the Welsh Language Board.
Timetable: March 2009
Statutory and promotional functions Back to top
In the information that is sent to those intending to apply for financial assistance towards local activities, the Council will make it clear that there is need for applicants to describe how they intend to reflect the bilingual nature of the community and their audience in the activity(ies) for which they require financial support. When considering applications, the Council will ensure that applicants have appropriately reflected the linguistic nature of the community and their audience in their application.
In submitting proposals the bilingual element will be a matter for the Council to consider and when appropriate could be a condition of grant.
When the Council is consulted on planning applications, the Council will encourage applicants to erect signs bilingually in locations such as offices, businesses and shops and supermarkets by referring to the linguistic nature of the area.
When the Council is consulted on the naming of streets, developments and new estates, the Council will support the use of bilingual names.
Where only minor differences exist between the Welsh and English spelling of place, street, ward or community names, the Council will support the adoption of the Welsh version.
Timetable: March 2009
Services by other parties
Any arrangements made by the Council to use a third party to deliver services to the public on its behalf will comply with the specific requirements in the Scheme as outlined by the Council. The Council will outline which relevant measures in the Scheme the third party will have to adhere to within the tendering or contract specifications.
The third party will need to confirm that it has complied with the relevant aspects of the Scheme by letter.
Timetable: March 2009
IMPLEMENTING AND MONITORING THE SCHEME Back to top
Staffing
The Clerk of the Council is bilingual. When that post becomes vacant the advert for the post will note that having bilingual skills will be desirable for the post to ensure that the Council can implement the clauses contained in this Scheme.
Timetable: March 2009
Administrative Arrangements Back to top
This Scheme has the full support of the Council.
The Clerk will be responsible for implementing the Scheme on a day-to-day basis within the Council.
Timetable: March 2009
The Translation Service Back to top
The Clerk will be responsible for arranging the written translation needs of the Council, and will also be responsible for the standard of all Welsh text produced.
The Clerk will be responsible for arranging simultaneous translation facilities for all the Council’s needs.
When needed, this facility will be available for all public meetings arranged by or on behalf of the Council, and in any other Council meeting if that is the decision of the Council.
Timetable: March 2009
Monitoring Back to top
Responsibility for monitoring the scheme will rest with the Council’s Welsh Language Working Group.
The Council will receive a brief annual report on implementing the Scheme that will be displayed locally (for example, the local press, local information boards, monthly papur bro etc) with a copy being sent to the Welsh Language Board. Also the Council will invite local Welsh speaking residents to offer their views on the service and how it could be improved, by placing a copy of the report in the local library.
The Report will deal with every aspect of the Scheme.
The Council will welcome suggestions from the public regarding improvements to any aspect of the Scheme via letter.
Timetable: March 2010
Publicity Back to top
The Council will publicise the Scheme regularly through its noticeboards.
Timetable: March 2009
Contacting the Council Back to top
Any comments, complaints or suggestions regarding the Scheme should be addressed to:
Phillip Aneurin John, Clerk of the Council, The Institute, 45 St Teilo Street, Pontarddulais Swansea SA4 8SY. Tel: No: 01792 884544
E-mail – pontarddulaistowncouncil@yahoo.co.uk
1. GENERAL.. 1
2. ANNUAL ESTIMATES (BUDGET) 1
3. BUDGETARY CONTROL.. 2
4. ACCOUNTING AND AUDIT.. 2
5. BANKING ARRANGEMENTS AND CHEQUES.. 3
6 PAYMENT OF ACCOUNTS.. 3
7 PAYMENT OF SALARIES.. 3
8 LOANS AND INVESTMENTS.. 4
9 INCOME.. 4
10 ORDERS FOR WORK, GOODS AND SERVICES.. 4
11 CONTRACTS.. 5
12 PAYMENTS UNDER CONTRACTS FOR BUILDING OR OTHER CONSTRUCTION WORKS 6
13 STORES AND EQUIPMENT.. 6
14 ASSETS, PROPERTIES AND ESTATES.. 6
15 INSURANCE.. 6
16 RISK MANAGEMENT.. 7
17 REVISION OF FINANCIAL REGULATIONS.. 7
1. GENERAL Back to top
1.1 These financial regulations govern the conduct of financial management by the Council and may only be amended or varied by resolution of the Council. The council is responsible in law for ensuring that its financial management is adequate and effective and that the council has a sound system of financial control which facilitates the effective exercise of the council’s functions, including arrangements for the management of risk and for the prevention and detection of fraud and corruption. These financial regulations are designed to demonstrate how the council meets these responsibilities.
1.2 The Responsible Financial Officer (RFO) is a statutory office and shall be appointed by the council. [The Clerk has been appointed as RFO for this council and these regulations will apply accordingly.] The RFO, acting under the policy direction of the Council, shall administer the Council's financial affairs in accordance with proper practices. The RFO shall determine on behalf of the council its accounting records, and accounting control systems. The RFO shall ensure that the accounting control systems are observed and that the accounting records of the council are maintained and kept up to date in accordance with proper practices.
1.3 The RFO shall produce financial management information as required by the council.
1.4 At least once a year, prior to approving the annual return, the council shall conduct a review of the effectiveness of its system of internal control which shall be in accordance with proper practices.
1.5 In these financial regulations, references to the Accounts and Audit Regulations shall mean the Regulations issued under the provisions of section 27 of the Audit Commission Act 1998 and then in force.
1.6 In these financial regulations the term ‘proper practice’ or ‘proper practices’ shall refer to guidance issued in Governance and Accountability in local Councils in England and Wales – a Practitioners’ Guide which is published jointly by NALC and SLCC and updated from time to time.
2. ANNUAL ESTIMATES (BUDGET) Back to top
2.1 Each Member shall formulate and submit proposals to the Council in respect of revenue and capital including the use of reserves and sources of funding for the following financial year not later than the end of December each year.
2.2 Detailed estimates of all receipts and payments including the use of reserves and all sources of funding for the year shall be prepared each year by the RFO in the form of a budget to be considered by the council.
2.3 The Council shall review the budget not later than the end of January each year and shall fix the Precept to be levied for the ensuing financial year. The RFO shall issue the precept to the billing authority and shall supply each member with a copy of the approved budget.
2.4 The annual budgets shall form the basis of financial control for the ensuing year.
3. BUDGETARY CONTROL Back to top
3.1 Expenditure on revenue items may be incurred up to the amounts included for that class of expenditure in the approved budget.
3.2 No expenditure may be incurred that will exceed the amount provided in the revenue budget for that class of expenditure. During the budget year and with the approval of council having considered fully the implications for public services, unspent and available amounts may be moved to other budget headings or to an earmarked reserve as appropriate.
3.3 The RFO shall regularly provide the Council with a statement of receipts and payments to date under each head of the budgets, comparing actual expenditure to the appropriate date against that planned as shown in the budget. These statements are to be prepared at least at the end of each financial quarter.
3.4 The Clerk may incur expenditure on behalf of the Council which is necessary to carry out any repair replacement or other work which is of such extreme urgency that it must be done at once, whether or not there is any budgetary provision for the expenditure, subject to a limit of [£1000]. The Clerk shall report the action to the Council as soon as practicable thereafter.
3.5 Unspent provisions in the revenue budget shall not be carried forward to a subsequent year unless placed in an earmarked reserve by resolution of the council.
3.6 No expenditure shall be incurred in relation to any capital project and no contract entered into or tender accepted involving capital expenditure unless the Council is satisfied that the necessary funds are available, or the requisite borrowing approval has been obtained.
3.7 All capital works shall be administered in accordance with the Council's standing orders and financial regulations relating to contracts.
4. ACCOUNTING AND AUDIT Back to top
4.1 All accounting procedures and financial records of the Council shall be determined by the RFO in accordance with the Accounts and Audit Regulations.
4.2 The RFO shall complete the annual financial statements of the Council, including the council’s annual return, as soon as practicable after the end of the financial year and shall submit them and report thereon to the Council.
4.3 The RFO shall complete the Accounts of the Council contained in the Annual Return (as supplied by the Auditor appointed from time to time by the Audit Commission) and shall submit the Annual Return for approval and authorisation by the Council within the timescales set by the Accounts and Audit Regulations.
4.4 The RFO shall ensure that there is adequate and effective system of internal audit of the Council's accounting, financial and other operations in accordance with proper practices. Any officer or member of the Council shall, if the RFO or Internal Auditor requires, make available such documents of the Council which appear to the RFO or Internal Auditor to be necessary for the purpose of the internal audit and shall supply the RFO or Internal Auditor with such information and explanation as the RFO or Internal Auditor considers necessary for that purpose.
4.5 The Internal Auditor shall be appointed by and carry out the work required by the council in accordance with proper practices. The Internal Auditor, who shall be competent and independent of the operations of the Council, shall report to Council in writing, or in person, on a regular basis with a minimum of one annual written report in respect of each financial year. In order to demonstrate objectivity and independence, the internal auditor shall be free from any conflicts of interest and have no involvement in the financial decision making, management or control of the council.
4.6 The RFO shall make arrangements for the opportunity for inspection of the accounts, books, and vouchers and for the display or publication of any Notices and statements of account required by Audit Commission Act 1998 and the Accounts and Audit Regulations.
4.7 The RFO shall, as soon as practicable, bring to the attention of all councillors any correspondence or report from the Internal or External Auditor, unless the correspondence is of a purely administrative matter.
5. BANKING ARRANGEMENTS AND CHEQUES Back to top
5.1 The Council's banking arrangements, including the Bank Mandate, shall be made by the RFO and approved by the Council. They shall be regularly reviewed for efficiency.
5.2 A schedule of the payments required, forming part of the Agenda for the Meeting, shall be prepared by the RFO and, together with the relevant invoices, be presented to Council. If the schedule is in order it shall be authorised by a resolution of the Council and shall be initialled by the Chairman of the Meeting. If more appropriate the detail may be shown in the Minutes of the Meeting.
5.3 Cheques drawn on the bank account in accordance with the schedule referred to in paragraph 5.2 or in accordance with paragraph 6.4, shall be signed by two members of Council [,and countersigned by the Clerk].
5.4 To indicate agreement of the details shown on the cheque or order for payment with the counterfoil and the invoice or similar documentation, the signatories shall each also initial the cheque counterfoil.
6 PAYMENT OF ACCOUNTS Back to top
6.1 All payments shall be effected by cheque or other order drawn on the Council's bankers.
6.2 All invoices for payment shall be examined, verified and certified by the Clerk. The Clerk shall satisfy him/herself that the work, goods or services to which the invoice relates shall have been received, carried out, examined and approved.
6.3 The RFO shall examine invoices in relation to arithmetic accuracy and shall analyse them to the appropriate expenditure heading. The Clerk shall take all steps to settle all invoices submitted, and which are in order, at the next available Council Meeting.
6.4 If a payment is necessary to avoid a charge to interest under the Late Payment of Commercial Debts (Interest) Act 1998, and the due date for payment is before the next scheduled Meeting of Council, where the Clerk certifies that there is no dispute or other reason to delay payment, the Clerk may (notwithstanding para 6.3) take all steps necessary to settle such invoices provided that a list of such payments shall be submitted to the next appropriate meeting of Council.
6.5 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 (for example for postage or minor stationery items) shall be refunded on a regular basis, at least quarterly.
6.6 If thought appropriate by the council, payment for utility supplies (energy, telephone and water) may be made by variable Direct Debit provided that the instructions are signed by two members and any payments are reported to council as made. The approval of the use of a variable Direct Debit shall be renewed by resolution of the council at least every two years.
7 PAYMENT OF SALARIES Back to top
7.1 As an employer, the council shall make arrangements to meet fully the statutory requirements placed on all employers by PAYE and National Insurance legislation. The payment of all salaries shall be made in accordance with payroll records and the rules of PAYE and National Insurance currently operating, and salaries shall be as agreed by Council.
7.2 Payment of salaries and payment of deductions from salary such as may be made for tax, national insurance and pension contributions, may be made in accordance with the payroll records and on the appropriate dates stipulated in employment contracts, provided that each payment is reported to and ratified by the next available Council Meeting.
8 LOANS AND INVESTMENTS Back to top
8.1 All loans and investments shall be negotiated in the name of the Council and shall be for a set period in accordance with Council policy.
8.2 All investments of money under the control of the Council shall be in the name of the Council.
8.3 All borrowings shall be effected in the name of the Council, after obtaining any necessary borrowing approval. Any application for borrowing approval shall be approved by Council as to terms and purpose. The terms and conditions of borrowings shall be reviewed at least annually.
8.4 All investment certificates and other documents relating thereto shall be retained in the custody of the RFO.
9 INCOME Back to top
9.1 The collection of all sums due to the Council shall be the responsibility of and under the supervision of the RFO.
9.2 Particulars of all charges to be made for work done, services rendered or goods supplied shall be agreed annually by the Council, notified to the RFO and the RFO shall be responsible for the collection of all accounts due to the Council.
9.3 The Council will review all fees and charges annually, following a report of the Clerk.
9.4 Any sums found to be irrecoverable shall be reported to the Council and shall be written off in the year.
9.5 All sums received on behalf of the Council shall be banked intact as directed by the RFO. In all cases, all receipts shall be deposited with the Council's bankers with such frequency as the RFO considers necessary.
9.6 The origin of each receipt shall be entered on the paying-in slip.
9.7 Personal cheques shall not be cashed out of money held on behalf of the Council.
9.8 The RFO shall promptly complete any VAT Return that is required. Any repayment claim due in accordance with VAT Act 1994 section 33 shall be made at least coinciding with the financial year end.
9.9 Where any significant sums of cash are regularly received by the Council, the RFO shall take such steps as are agreed by the Council to 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 such as ticket issues, and that appropriate care is taken in the security and safety of individuals banking such cash.
10 ORDERS FOR WORK, GOODS AND SERVICES Back to top
10.1 An official order or letter shall be issued for all work, goods and services unless a formal contract is to be prepared or an official order would be inappropriate. Copies of orders shall be retained.
10.2 Order books shall be controlled by the RFO under the supervision of the Council.
10.3 All members and Officers are responsible for obtaining value for money at all times. An officer issuing an official order shall ensure as far as reasonable and practicable that the best available terms are obtained in respect of each transaction, usually by obtaining three or more quotations or estimates from appropriate suppliers, subject to any de minimis provisions in Regulation 11 (I) below.
10.4 The RFO shall verify the lawful nature of any proposed purchase before the issue of any order, and in the case of new or infrequent purchases or payments, the RFO shall ensure that the statutory authority shall be reported to the meeting at which the order is approved so that the Minutes can record the power being used.
11 CONTRACTS Back to top
11.1 Procedures as to contracts are laid down as follows:
(a) Every contract shall comply with these financial regulations, and no exceptions shall be made otherwise than in an emergency provided that these regulations shall not apply to contracts which relate to items (i) to (vi) below:
(i) for the supply of gas, electricity, water, sewerage and telephone services;
(ii) for specialist services such as are provided by solicitors, accountants, surveyors and planning consultants;
(iii) for work to be executed or goods or materials to be supplied which consist of repairs to or parts for existing machinery or equipment or plant;
(iv) for work to be executed or goods or materials to be supplied which constitute an extension of an existing contract by the Council;
(v) for additional audit work of the external Auditor up to an estimated value of £250 (in excess of this sum the Clerk and RFO shall act after consultation with the Chairman and Vice Chairman of Council);
(vi) for goods or materials proposed to be purchased which are proprietary articles and/or are only sold at a fixed price.
(b) Where it is intended to enter into a contract exceeding £5,000 in value for the supply of goods or materials or for the execution of works or specialist services other than such goods, materials, works or specialist services as are excepted as set out in paragraph (a) the Clerk shall invite tenders from at least three firms to be taken from the appropriate approved list.
(c) When applications are made to waive financial regulations relating to contracts to enable a price to be negotiated without competition the reason shall be embodied in a recommendation to the Council.
(d) Such invitation to tender shall state the general nature of the intended contract and the Clerk 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 in the ordinary course of post. 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.
(f) All sealed tenders shall be opened at the same time on the prescribed date by the Clerk in the presence of at least one member of Council.
(g) If less than three tenders are received for contracts above £5,000 or if all the tenders are identical the Council may make such arrangements as it thinks fit for procuring the goods or materials or executing the works.
(h) Any invitation to tender issued under this regulation shall contain a statement to the effect of Standing Orders 31 and 32.
(i) When it is to enter into a contract less than £5,000 in value for the supply of goods or materials or for the execution of works or specialist services other than such goods, materials, works or specialist services as are excepted as set out in paragraph (a) the Clerk or RFO shall obtain 3 quotations (priced descriptions of the proposed supply); where the value is below £1,000 and above £100 the Clerk or RFO shall strive to obtain 3 estimates. Otherwise, Regulation 10 (3) above shall apply.
(j) The Council shall not be obliged to accept the lowest or any tender, quote or estimate.
12 PAYMENTS UNDER CONTRACTS FOR BUILDING OR OTHER CONSTRUCTION WORKS Back to top
12.1 Payments on account of the contract sum shall be made within the time specified in the contract by the RFO upon authorised certificates of the architect or other consultants engaged to supervise the contract subject to any percentage withholding as may be agreed in the particular contract).
12.2 Where contracts provide for payment by instalments the RFO shall maintain a record of all such payments. In any case where it is estimated that the total cost of work carried out under a contract, excluding agreed variations, will exceed the contract sum of 5% or more a report shall be submitted to the Council.
12.3 Any variation to a contract or addition to or omission from a contract must be approved by the Council and the Contractor in writing, the Council being informed where the final cost is likely to exceed the financial provision.
13 STORES AND EQUIPMENT Back to top
13.1 Stocks shall be kept at the minimum levels consistent with operational requirements.
13.2 The RFO shall be responsible for periodic checks of stocks and stores at least annually.
14 ASSETS, PROPERTIES AND ESTATES Back to top
14.1 The Clerk shall make appropriate arrangements for the custody of all title deeds of properties owned by the Council. The RFO shall ensure a record is maintained of all properties owned by the Council, recording the 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.
14.2 No property shall be sold, leased or otherwise disposed of without the authority of the Council, together with any other consents required by law, save where the estimated value of any one item of tangible movable property does not exceed £50.
14.3 The RFO shall ensure that an appropriate and accurate Register of Assets and Investments is kept up to date. 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.
15 INSURANCE Back to top
15.1 Following the annual risk assessment the RFO shall effect all insurances and negotiate all claims on the Council's insurers.
15.2 The RFO shall keep a record of all insurances effected by the Council and the property and risks covered thereby and annually review it.
15.3 The RFO shall be notified of any loss liability or damage or of any event likely to lead to a claim, and shall report these to Council at the next available meeting.
15.4 All appropriate employees of the Council shall be included in a suitable fidelity guarantee insurance which shall cover the maximum risk exposure as determined by the Council.
16 RISK MANAGEMENT
16.1 The Council is responsible for putting in place arrangements for the management of risk. The Clerk shall prepare, for approval by the Council, risk management policy statements in respect of all activities of the Council. Risk policy statements and consequential risk management arrangements shall be reviewed by the Council at least annually.
16.2 When considering any new activity, the Clerk shall prepare a draft risk assessment including risk management proposals for consideration and adoption by the council.
17 REVISION OF FINANCIAL REGULATIONS Back to top
17.1 It shall be the duty of the Council to review the Financial Regulations of the Council from time to time. The Clerk shall make arrangements to monitor changes in legislation or proper practices and shall advise the council of any requirement for a consequential amendment to these financial regulations.
GRANT AWARDING POLICY Back to top
1.Applications are welcomed from within and outside the Council boundary. (any reference in this policy to local organisations should be read as any organisation based within the Council’s boundary).
2.Every application will be judged on its merits, within the parameters of this policy.
3.Applications will be considered in March of each year. Where there are urgent or extenuating circumstances, applications from local organisations can, at the discretion of the Council, be considered at any time.
4.Applications must be accompanied by the Council’s application form and the organisation’s most recent balance sheet. Failure to provide these documents will result in the application being not considered.
5.An organisation’s bank statements will not be deemed acceptable as a replacement for a balance sheet.
6.The maximum grant that can be awarded to an organisation outside the Council’s boundary is £75 (seventy five pounds).
7.The maximum grant that can be awarded to a local organisation is £250 (two hundred and fifty pounds).
8.Every applicant will receive a copy of this policy document.
9.Any application not complying with this policy will not be considered.
10.Applications from individuals will not be considered under this policy.
11.Applicants should consider the bilingual nature of the community of Pontarddulais.
This policy document was approved by Council on the 2nd April 2009
Application form cam be accessed via this link
/UserFiles/Files/Application form.doc Back to top