Policies

Introduction to the role of Vice Chair of the Council – Information for all candidates

General:

Whilst the role of Vice Chair of a Council is not mandatory a Vice Chair will bring added skills, experience and perspective as well as helping to share the leadership role. The vice chair of a council is second in command at the council level. He or she should strive to maintain a relatively high profile in the council, be on friendly terms with all members and generally provide support and assistance to the chair. A Chair cannot be aware of everything that’s going on in the parish, and an extra pair of eyes and ears is a real help.

The Vice-Chair stands in for the Chair and helps with difficult decisions between meetings. The Chair should liaise regularly with the Vice-Chair and ensure he or she knows enough about the current issues within the organisation to be able to stand in at short notice.

They are also the first members considered to succeed the Chair should the Chair resign and as such, they cooperate with the Chair and make every effort to learn the Chair's role.

The Vice Chair needs to be aware that:

The Chair ensures the council makes decisions which conform to the law.

     The Chair should ensure that all resolutions are clear and recorded correctly.

The Vice Chair must be elected each year and this must follow the election of the Chair on the agenda of the Annual Meeting of the Council. The position of Vice Chair is for one year and the incumbent cannot be re-elected unless in exceptional circumstances (no other alternative or a specific event or issue that exceeds the 12 month window and requires consistency of approach). (This is specific to Wainfleet St Mary Parish Council)

A Declaration of Acceptance of Office must be signed following the election.

The Vice Chair should be aware of basic Council procedures and know where to find the guidance for any other procedures.

Basic knowledge to include:

Every council must hold a minimum of 4 meetings per year.

One of these must be the Annual Meeting of the Council, which must be held on any day in May (or, in an election year, within 14 days from the day when the new councillors take up office – four days after the elections).

All meetings must be publicly advertised a minimum of 3 clear days in advance (i.e. not counting the day the notice is put up, nor the day of the meeting itself, and allowing 3 clear days in between). More notice is better, and it is safer if you can achieve three clear working days’ notice, rather than just three clear days. (Sundays cannot be counted, neither can Bank Holidays, a day of the Christmas or Easter break or any national days of thanksgiving or mourning).

All councillors must receive a copy of the agenda, as a minimum, also 3 clear days in advance. The agenda does not have to be publicly displayed but it is good practice to do so.

Meetings may not be held on licensed premises unless no other room is available free, or at a reasonable rate.

The press and public have a right to attend meetings but not to speak. They may be excluded from all or part of a meeting if the council decides that “publicity could prejudice the public interest”. This exclusion should be used very sparingly and only for very good reason (see below).

Understanding the role of the Clerk:

The council as a corporate body is the employer of any staff, and staffing matters must be dealt with either by full council, or a committee with delegated responsibility. 

Try to keep up-to-date with any changes that affect local councils – there is always so much going on in the local council world. Try to ensure that other councillors play their full part and recognise their statutory responsibilities.

The Specific responsibilities for the Chair of a meeting include:

• formally open meetings
• consider if there are any procedural obstacles to the meeting proceeding.
• ensuring draft minutes of a previous meeting are approved by the meeting.
• order debate on motions.
• deciding points of order and other incidental questions.
• controlling disorderly or disruptive behaviour at the meeting.
• ensuring the business on the agenda is dealt with.
• exercising their casting vote when votes are tied for the election of the Chair at the annual meeting (mandatory)
• exercise a casting vote when votes are tied in other situations.
• declaring the result of a vote.
• temporarily suspending or adjourning a meeting if necessary.
• closing a meeting after the business has been concluded.

Before the meeting, the Chair will have consulted with the Clerk/RFO before finalising the agenda and this is usually covered in a council's standing orders.  

The Chair – and thus the Vice Chair - must be familiar with standing orders about the formality and duration of contributions from councillors during the debate of a motion.  Even during a heated debate, it is the responsibility of the Chair/Vice Chair to ensure that order is kept and that the meeting gets through the business on the agenda in the time allotted.

Councillors and the public present at a meeting are expected to respect the Chair and speakers should address their speech to the Chair at all times and not to other councillors, officers or members of the public who may also be present. 

The role of the Chair - and thus the Vice Chair - of a meeting is to keep order and control the meeting in accordance with standing orders.  A Chair can also exercise a second or casting vote in the event of a tie in votes on any question to be decided at the meeting.   For all other matters the status of a Chair is the same as any other councillor.

Specific to Wainfleet St Mary Parish Council.

• Be conversant with the Chair’s involvement with outside bodies and have sufficient knowledge to be able to stand in for the Chair should the need arise – eg – to cover holidays or sickness leave.
• To be aware of the allotments workings and tenants
• To be aware of the geographical area and demographics of the Parish.
• To Chair at least one meeting during the 12-month term of Office.
• To undertake learning and training to improve knowledge of Council procedures as part of developing the role.
• To understand and participate in Committee/Group Meetings without prejudice. 
• To represent the council at external meetings and events and to ensure the reputation of the council is held to the highest standard and is not brought into disrepute by their own or the actions of others.
• To act in accordance with best practice and the code of conduct in respect of behaviour befitting a councillor.

Vice Chair - Role Profile

Outline of the role of Vice Chair

The Vice Chair is required to have an in-depth knowledge of both the Chair and Vice Chair role.   Whilst the Vice Chair has their own responsibilities and areas of accountability, they are also required to step into the role of Chair should the need arise.  This may be due to planned absence or unexpected absence due to illness or emergency.  It is therefore necessary for the Vice Chair to understand the requirements of both roles. 

The Vice Chair will be accountable for a set of tasks and activities agreed between themselves and the Chair.  They will be expected to provide written reports to the Chair and to council meetings to share the progress of these tasks and activities. The Vice Chair will be familiar with all standing orders and regulation to ensure compliance.   

Both the Chair and Vice Chair will be accountable for the conduct of the council.  They will ensure that the council remains unbiased and neutral and can demonstrate that all decisions are made with the best interests of the parish at heart.  They will ensure that all council members act without personal prejudice and make decisions that are neutral and impartial.

 The Vice Chair will support the Chair to ensure that all councillors are kept informed and up to date regarding council activity. 

All councillors have agreed to training and development.  The Vice Chair will support arrangements, assessments of training needs and identifying gaps in council knowledge and facilitate accessing training collectively and for individual members.  The Vice Chair will also ensure their own training for both the role of Vice Chair and that of Chair.

Key Functions of the Role

In order to perform the above role the Vice Chair will need to fulfil the following responsibilities:

1. When required due to the absence of the Chair, they will make themselves available to chair formal and informal meetings connected with the work of the council and ensure that such meetings are conducted fairly, efficiently and in accordance with standing orders and other legislative requirements.

2. In consultation with the chair, decide which areas of council business will be delegated to the Vice Chair.  This will be documented and agreed at full council meeting.

3. The Vice Chair will be accountable for efficient and effective completion of all tasks and programs within their defined area and remit (as agreed under point 2 above)

4. The Vice Chair will have an active role in supporting the Chair and Clerk/RFO in designing and agreeing agendas for all relevant meetings – and will act as an intermediary in differences of opinion involving the Chair.

5. The Vice Chair will help ensure that meetings are conducted in an efficient and appropriate manner that encourages contributions from all Councillors.  This should include being cognitive of reaching clear decisions that can practically be implemented in accordance with legislation and the general policies of the Council. 

6. The Vice Chair will maintain awareness of national and local issues pertinent to the Council and its work.

7. The Vice Chair will co-operate in full with the council's scrutiny processes.

8. The Vice Chair will take an active role in ensuring that the Council, Councillors, and the community are kept appropriately informed regarding the work and activities of the Council and any issues that may affect it.

9. The Vice Chair will support the Chair to hold annual meetings with individual councillors to keep under review and assist with agreeing the training and development requirements of the Council.

10. Liaison with other bodies, councils and organisations is a role that will be shared, by agreement with the Chair.  The Vice Chair will be accountable for positive relationships with external bodies as appropriate to ensure the success of the Council work programme and projects.

11. The Vice Chair must be committed to maintaining knowledge of and acting in accordance with relevant legislation and the council's own constitution and protocols.  This includes a robust approach to decision making, compliance with codes of conduct and ethical governance.  The Vice Chair must support the Chair to maintain good and productive relationships between members, officers and the public.

12. The Vice Chair must always act without prejudice and with impartially and in the best interest of the Council.

Note:     **The Vice Chair will be elected annually for a period of 12 months

**The Chair and Vice Chair will not hold the roles of Chair or Vice Chair of any committees or sub committees of the council.  Thus avoiding conflicts of interest or creating a burden of responsibility that creates risk in the event of absence or illness of the Chair or Vice Chair