How We Conduct Business
The Parish Council has decided to change its operational structure and how we do business with effect November 2013, primarily to improve effieciency. All Council business will now be dealt with by the Full Council on a monthly basis instead of utilising a number of Standing Committees.
The Full Council will normally meet on the second Wednesday of each month in the Conference Room of Urchfont Village Hall. Agendas for these meetings will be posted on the Parish Notice Boards and Website during the week before each meeting. Occasionally other meetings will be arranged to discuss urgent business. See 'Meeting Schedule' for dates of meetings.
Some significant planning business will be considered on the same night as the Full Council meeting, other planning applications and issues will be dealt with by the previous Small Planning Group with extended terms of reference and membership as follows:
With effect 6th November 2013, the following new operational structure should ensure that applications are properly inspected by councillors, but the process is open to further review in the coming months:
To be considered by:
Applications relating to all new house builds and wider developments in the Parish; extensions to listed buildings; extensions within the conservation area; together with any FULL application which is subject to objections by members of the public.
Full Council (all councillors)
At monthly scheduled Full Council meetings – see dates below
All other applications including those relating to trees.
Planning Group (Planning Chairman, Council Chairman, Council Vice Chairman and UP to two other councillors)
Site and other meetings will be called as and when necessary
Planning matters will be the first item to be taken at the Parish Council scheduled monthly meetings which will from December 2013 start at 7.00pm (unless otherwise advised via agenda publication) and be subject to a separate planning agenda. Lead Councillor Trevor Hill will be Chairman of all meetings dealing with planning and Sandra Johnston continues in her role as Planning Administrator.
LEAD COUNCILLOR ROLES - TERMS OF REFERENCE
Each councillor will be assigned Council lead roles based on areas of responsibility and work to the following generic terms of reference in relation to that specific area of responsibility:
- Being the primary point of contact.
- Liaising directly with and seeking legislative / administrative advice from the Clerk to the Council.
- Attending formal meetings.
- Working with other organisations where necessary.
- Presenting budgetary requirements and report every 3 months.
- Seeking support from other councillors.
- Reporting to the full council regularly, minimum twice a year.
- Bringing issues for debate to any council meeting, if put on the agenda.
- Ensuring that relevant papers are distributed prior to a meeting.
- Following up actions assigned during a council meeting.
- Where appropriate, managing agreed projects within their area of responsibility
LEAD COUNCILLOR ROLES
All lead councillor roles were reviewed and updated at the Full Council meeting on 9th December 2015 (Amended on 10th February 2016 and 9th March 2016 - CLICK HERE to see the updated listing.
The Clerk to the Council remains the Council focal point for interaction with the public and other organisations; he will consult with lead councillors as necessary. However, in future if you have a concern or suggestion about one of the above areas of responsibility you can contact the lead councillor direct if you wish - Click 'Councillors & Officers' for contact details or click the 'Contact Us' page to contact the Clerk by email.
Where necessary working groups will be established with defined terms of reference and deadlines to complete a task, these groups may include the co-option of non councillors from the Parish to widen expertise and knowledge available.
The following Committees have now been disbanded:
Cemetery, Allotments and Playing Field Committee (CAP)
The Amenities Committee