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Parish Meeting Guidelines

In May 2007 the Parish Meeting approved the following guidelines for the conduct of its business. These guidelines supplement the statutory requirements of the Local Government Act 1972 (the Act), and have been formulated to comply with paragraph 20.-(2), Schedule 12, Part III of the Act, which reads as follows: “In a parish which does not have a separate parish council, the parish meeting may, subject to the provisions of this Act, regulate their own proceedings and business.”

Agreed Guidelines for the Conduct of the Parish Meeting, its Officers and Committees

1. The members of the Little Tew Parish Meeting are the local government electors for the parish. Persons other than members of the Meeting may, at the discretion of the Meeting, attend and be invited to contribute to its discussions, but they may not vote. The functions of the Parish Meeting are set out in law. These guidelines indicate agreed best practice. The Meeting may choose to vary its adherence to these guidelines at its discretion subject to the provisions of the Local Government Act 1972.

2. The Officers of the Parish Meeting – Chair, Vice- chair and Clerk – are appointed annually at the AGM. Minutes are taken of every meeting and a draft of these minutes should be circulated before the following meeting. The agenda for a meeting should be made available at least seven days beforehand. Other information of interest to members of the Meeting should be made available as appropriate, such as by posting on the noticeboard or the website, and by following good practice for transparency and openness in local government. Officers of the Meeting should consult with each other and circulate copies of correspondence as appropriate to ensure the smooth running of the Meeting.

3. The Parish Meeting may set up a committee to discharge some of its functions. Such committee should act in accordance with the directions of the Meeting and should have the following defined: (a) Function and remit. What it should cover and how it should do it. For decisions on matters of substance, the Meeting will have the final say. (b) Membership. Members of the committee should be members of the Meeting and are appointed by the Meeting. The committee should have a chair. A Vice-chair and secretary may also be appointed if required. Committees should publish dates of meetings in advance. Non- members of the Meeting may be invited to contribute to a committee, but should not vote on any resolutions of the committee. Members of the Meeting may attend as observers, but not vote. (c) Duration. Committees that are likely to fulfil their remit within a fixed time period should have a term set for their operation, after which time they are wound up. The membership of a committee should be reviewed annually by the Meeting. (d) Reporting. A committee should take minutes of its meetings which should be made available to the Meeting. The Chair of the committee should report on the committee’s activities at least once a year to the Meeting.

Mike Tomlinson (Chairman); Judith Walker (Clerk) - 21st May 2007

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