Cyngor Cymuned Llansannan Community Council Bro Aled

Rheolau Sefydlog / Standing Orders

Cyngor Cymuned Llansannan

Rheolau Sefydlog

Cyfarfodydd:- Y Gymraeg yw Iaith Swyddogol pob cyfarfod.

Cynhelir y cyfarfodydd yn Llansannan (Canolfan Addysg Bro Aled), yn y Groes (Neuadd Goffa Plwyf y Bylchau) neu yn Clwt (Canolfan Tan y Fron) am 7.30 yh ar yr ail nos Fercher o bob mis.

1. Cyfarfod Blynyddol y Cyngor
1.1 Cynhelir y Cyfarfod Blynyddol (a) mewn blwyddyn etholiad, rhwng 4 a 18 o ddiwrnodau ar Ôl dyddiad yr etholiad, a (b) mewn blwyddyn pan nad oes etholiad, ym mis Mai.
1.2 Ni fydd cyfarfod ym mis Awst, oni fydd materion pwysig iawn i’w trafod.

2. Y Cadeirydd
2.1 Llywydd y cyfarfod fydd y Cadeirydd etholedig, neu'r Is-gadeirydd. Yn absenoldeb y ddau ohonyn nhw bydd angen penodi cadeirydd am y noson o blith yr aelodau sydd yn bresennol.

3. Y Swyddog Priodol
3.1 Swyddog Priodol y Cyngor yw’r Clerc. Mae’r Clerc i’w benodi gan y Cyngor ac mae ei ddyletswyddau’n cynnwys:-
3.1.1 Derbyn datganiadau derbyn swydd oddi wrth y cynghorwyr.
3.1.2 Derbyn a chofnodi hysbysiadau ariannol.
3.1.3 Derbyn a chadw cynlluniau a dogfennau eraill.
3.1.4 Cyhoeddi hysbysiadau a dogfennau eraill ar ran y Cyngor.
3.1.5 Derbyn copïau o ddeddfau oddi wrth Awdurdodau Llywodraethol.
3.1.6 Llofnodi cyhoeddiadau i fynychu cyfarfodydd.
3.1.7 Unrhyw ddyletswyddau ychwanegol, gyda chaniatâd y Cyngor.

Cworwm
4.1 Mae angen tri aelod o’r Cyngor i ffurfio cworwm.
4.2 Os ydi llai na thri o’r rhai sy’n bresennol yn gymwys i bleidleisio ar fater penodol (e.e. yn sgil datganiadau o ddiddordeb) gall y Cadeirydd ohirio trafod y mater dan sylw tan gyfarfod arall.

5.Pleidleisio
5.1. Bydd yr aelodau’n pleidleisio drwy godi llaw os mai dyna yw dymuniad dau aelod.
Gall aelod, os dymuna, ofyn i’r Clerc gofnodi enwau’r aelodau a bleidleisiodd o blaid neu yn erbyn unrhyw gynnig a drafodwyd.
5.3 Bydd gan y Cadeirydd ddwy bleidlais, un ar gyfer y bleidlais gyntaf ac un pleidlais fwrw.
5.4 Os nad yw llywydd y Cyfarfod Blynyddol yn Gynghorydd, ond yn llywyddu’r cyfarfod hyd nes y dewisir Cadeirydd, nid oes ganddo fo neu hi bleidlais yn y bleidlais gyntaf i ddewis Cadeirydd.
5.5 Os, wrth ddewis Cadeirydd, y ceir pleidlais gyfartal bydd y Llywydd yn defnyddio pleidlais fwrw i benderfynu’r mater.

Trefn Busnes
6.1 Ethol Cadeirydd (hwn fydd y mater cyntaf ym mhob Cyfarfod Blynyddol).
6.2 Derbyn datganiad oddi wrth y Cadeirydd yn dangos ei fod yn derbyn y swydd.
6.3 Derbyn datganiadau derbyn swydd oddi wrth yr aelodau.
6.4Ethol is gadeirydd.
6.5Penodi is-bwyllgorau (os oes eu hangen).
6.6 Talu’r tansgrifiadau blynyddol sy’n ddyledus.
6.7 Ym mhob cyfarfod arall (ac eithrio’r Cyfarfod Blynyddol), os yw’r Cadeirydd a’r Is-gadeirydd ill dau’n absennol, y mater cyntaf i’w drafod fydd penodi aelod i fod yn Gadeirydd ar y cyfarfod.
Trefnu hysbysebu ar gyfer, a derbyn, amcanbrisiau am waith sydd i’w wneud ar ran y Cyngor gan gontractwyr (i ddigwydd bob yn ail flwyddyn).
Penderfynu ar drefn delio â’r materion sydd i’w trafod.
Cytuno bod y cofnodion wedi eu darllen gan yr aelodau i gyd.
Y Cadeirydd i lofnodi’r cofnodion er mwyn cadarnhau eu bod yn cywir.
Trafod materion sy’n codi o’r cofnodion neu faterion na lwyddwyd i’w datrus yn y cyfarfod blaenorol.
Derbyn a thrafod gohebiaeth neu gyfathrebiadau eraill a gyflwynwyd i’r Cyngor.
Ateb unrhyw gwestiynau.
Derbyn a thrafod adroddiadau oddi wrth bwyllgorau a/neu is-bwyllgorau’r Cyngor.
Derbyn a thrafod adroddiadau oddi wrth aelodau neu swyddogion y Cyngor.
Awdurdodi taliadau.
6.18 Trafod unrhyw fater arall sydd ar Ôl ar yr agenda.
6.19 Mae hawl gan y Cadeirydd neu unrhyw aelod arall o’r Cyngor gyflwyno cynnig i newid trefn eitemau’r agenda ar sail angen brys. Os daw’r cynnig oddi wrth y Cadeirydd fe gaiff bleidleisio ar y cynnig heb fod angen eilio ei hawl i bleidleisio na chynnal trafodaeth bellach.

Cynigion dirybudd
7.1 Mae hi’n dderbyniol cyflwyno cynigion yn ymwneud â’r materion canlynol heb roi rhybydd o flaen llaw:
7.1.1 Dewis Cadeirydd i’r cyfarfod.
7.1.2 Cywiro’r cofnodion.
7.1.3 Cadarnhau’r cofnodion.
7.1.4 Newid trefn trafod y materion sydd ar yr agenda.
7.1.5 Symud ymlaen at y mater nesaf.
7.1.6 Cau’r drafodaeth ar bwnc.
7.1.7 Trosglwyddo mater i’w drafod gan bwyllgor neu is-bwyllgor.
7.1.8 Creu pwyllgor neu is-bwyllgor a phenodi aelodau ar eu cyfer.
7.1.9 Derbyn adroddiadau.
7.1.10 Cynnig gwelliannau ar gynigion.
7.1.11 Tynnu cynigion yn eu hÔl.
7.1 12 Gwahardd y cyhoedd o’r cyfarfod.
7.1.13 Tawelu neu wahardd aelod o’r cyfarfod sydd wedi ei enwi am gamymddwyn.
7.1.14 Gwahodd aelod sydd wedi datgan diddordeb i aros yn y cyfarfod yn ystod y drafodaeth ar y mater dan sylw.
7.1.15 Rhoi caniatâd i’r Cyngor weithredu pan fydd y Rheolau Sefydlog yn gofyn am ganiatâd o’r fath.
7.1.16 Dirymu unrhyw Reol Sefydlog.

Cywiro Cofnodion
8.1. Ni chaniateir trafodaeth ynghylch y cofnodion ar unrhyw fater heblaw eu cywirdeb.
8.2 Rhaid i bob cywiriad i’r cofnodion fod wedi ei gyflwyno ar ffurf cynnig a’i gymeradwyo gan y cyfarfod.
8.3 Rhaid i’r Cadeirydd lofnodi pob un cywiriad.

Camymddwyn
Mae’n rhaid i bob aelod ufuddhau i benderfyniadau’r Cadeirydd, beidio ag amharu ar drafodaeth nac ymddwyn mewn modd a fyddai’n dwyn gwarth ar y Cyngor.
Os, ym marn y Cadeirydd, y mae aelod wedi anufuddhau i’r rheol uchod (9.1), fe all ofyn i’r aelod hwnnw dewi neu fynd o’r cyfarfod, a hynny’n ddioed ac heb unrhyw drafodaeth pellach (mae’n rhaid wrth eilydd i’r gorchymyn cyn gweithredu).
Os yw’r cynghorydd yn gwrthod ufuddhau i reolau 9.1 a 9.2 uchod, fe all y Cadeirydd ddod â’r cyfarfod i ben.

Pleidleisio ynghylch swyddi gweigion
Lle bydd mwy na dau wedi cynnig ar gyfer swydd wag, a dim mwyafrif o blaid un, bydd enw’r ymgeisydd gyda'r lleiaf o bleidleisiau yn cael ei dynnu oddi ar y rhestr ymgeiswyr. Yna cynhelir pleidlais arall. Mae’r camau hyn i’w hailadrodd nes bod un ymgeisydd yn derbyn mwyafrif o’r pleidleisiau.

Trafodaethau sy’n effeithio ar un sy’n gweithio i’r Cyngor
Nid yw’r drafodaeth ar fater o’r math hwn i ddechrau nes bod penderfyniad wedi ei wneud, a’i weithredu, i wahardd y cyhoedd o’r Cyfarfod.

Taliadau
Rhaid awdurdodi pob taliad drwy gynnig mewn cyfarfod o’r Cyngor.
Rhaid cael dau aelod i lofnodi sieciau’r Cyngor (yn unol ag Adran 6 o’r Rheolau Ariannol).

Pwyllgorau ac Is-bwyllgorau
13.1Mae hawl gan y Cyngor i benodi, yn ystod y Cyfarfod Blynyddol neu unrhyw gyfarfod arall, pa nifer bynnag o bwyllgorau ag sydd arno ei angen.
13.2Mae cyfnod gwanasaeth aelodau pwyllgor yn dod i ben gyda’r Cyfarfod Blynyddol.
13.3 Fe all y Cyngor ddileu pwyllgor neu newid ei aelodau ar unrhyw adeg.
13.4 Bydd Cadeirydd ac Is-gadeirydd y Cyngor yn aelodau o bob pwyllgor.
13.5 Gweithred cyntaf cyfarfod cyntaf pob pwyllgor yw penodi Cadeirydd a fydd yn parhau yn ei swydd hyd at y Cyfarfod Blynyddol nesaf.
13.6 Fe all Cadeirydd y pwyllgor, neu Gadeirydd y Cyngor, alw cyfarfodydd ychwanegol o’r pwyllgor ar unrhyw adeg. Fe ellir hefyd galw cyfarfod ychwanegol pan fydd un rhan o bedair o aelodau’r pwyllgor yn cyflwyno cais ysgrifenedig yn gofyn am gyfarfod o’r fath.
Fe all pob pwyllgor sefydlu is-bwyllgorau i ddelio â materion penodol y pwyllgor.
13.8 Bydd cworwm pwyllgor neu is-bwyllgor yn hanner yr aelodau, oni fydd y Cyngor yn penderfynu’n wahanol.

Pleidleisio mewn pwyllgorau
14.1 Fe all aelodau pwyllgorau bleidleisio drwy godi llaw, neu ar gais dau aelod o’r pwyllgor, drwy bleidlais gudd.
14.2.Pan fydd y bleidlais yn gyfartal, mae’r Cadeirydd i ddefnyddio ei ail bleidlais fel pleidlais fwrw.

15.Presenoldeb un nad yw’n aelod o’r pwyllgor.
15.1 Fe all un nad yw’n aelod o bwyllgor fynychu cyfarfodydd y pwyllgor i leisio barn neu gynnig cymorth, ond ni chaiff bleidleisio.

16.Y Cyfrifon a’r Datganiad Ariannol
16.1 Mae’n rhaid cyflwyno pob taliad i’w gymeradwyo gan y Cyngor cyn ei dalu. Os yw’n amhosibl gwneud hynny rhaid gwneud fel a ganlyn:
16.1.1 Lle bod rhaid gwneud taliad cyn bod posib ei gymeradwyo mewn cyfarfod Cyngor
mae’n rhaid i’r Swyddog Priodol (y Clerc) ddangos pam fod angen ei dalu ar frys ac hefyd cadarnhau bod y swm taladwy’n gywir. Pan fydd wedi gwneud hynny fe all Cadeirydd neu Is-gadeirydd y Cyngor gymeradwyo’r taliad.
16.1.2 Pan fo taliad wedi ei wneud yn Ôl trefn 16.1.1 uchod, mae’r taliad i’w drafod fel eitem ar wahân pan fydd y Cyngor yn cyfarfod nesaf i drafod taliadau.
16.2 Mae’r Clerc i ddarparu adroddiad bob blwyddyn ar wariant a derbyniadau’r Cyngor am y flwyddyn a aeth heibio ac i’w ddosbarthu i bob aelod o’r Cyngor.

17.Diddordeb Ariannol
17.1 Os oes gan aelod ddiddordeb ariannol, uniongyrchol neu anuniongyrchol mewn unrhyw gytundeb neu weithgaredd arall o eiddo’r Cyngor (yn Ôl diffiniad CÔd Ymddygiad Aelodau Cyngor Cymuned Llansannan a fabwysiadwyd yn unol ag Adran 51 o Ddeddf Llywodraeth leol 2000, ar y 14eg o Fai 2008), mae’n rhaid i’r aelod hwnnw fynd o’r Cyfarfod yn ystod y drafodaeth ar y mater hwnnw. Serch hynny, fe all yr aelod hwnnw aros yn y cyfarfod os:
17.1.1 Yw’r Cyngor yn ei wahodd i aros.
17.1.2 Os yw’r mater dan sylw yn rhan o adroddiad pwyllgor a ddim yn bwnc penodol y drafodaeth.

18. Buddion Ariannol ac Eraill
18.1 Mae hi’n ofynnol, dan Adran 81 (1) o Ddeddf Llywodraeth Leol 2000, i bob aelod o Awdurdod Lleol gyflwyno Hysbysiad o Fuddion Ariannol ac Eraill. Mae Cyngor Llansannan yn defnyddio ffurflen LGA 1WW (Shaw & Sons) i'r pwrpas hwn.

19. Canfasio
19.1 Ni all aelod o’r Cyngor nac o unrhyw un o’i bwyllgorau ganfasio ar ran ymgeisydd ar gyfer unrhyw swydd neu gytundeb efo’r Cyngor. Bydd canfasio o’r fath yn arwain at wahardd yr ymgeisydd o’r proses ymgeisio.

20.Archwilio Dogfennau.
20.1 Mae hawl gan unrhyw aelod (yn rhinwedd ei swydd) archwilio unrhyw ddogfen o eiddo’r Cyngor a hawlio copi ohoni, os oes copïau ar gael.
20.2 Mae hawl gan unrhyw aelod o’r Cyngor archilio holl gofnodion y Cyngor a’i bwyllgorau.

21.Hawl y cyhoedd i fynychu cyfarfodydd.
21.1 Mae hawl gan y cyhoedd i fynychu pob cyfarfod o’r Cyngor, ei bwyllgorau a’i is-bwyllgorau. Gellir gwahardd y cyhoedd dros dro o gyfarfod am y rheswm canlynol:
bod mater cyfrinachol i’w drafod.
21.2 Os yw aelod o’r cyhoedd yn torri ar draws trafodaeth mewn cyfarfod Cyngor neu bwyllgor, mae’r Cadeirydd i’w rybuddio y gall cael ei yrru o’r cyfarfod os yw’n parhau i dorri ar draws. Os yw’r aelod cyhoedd yn parhau i dorri ar draws, mae gan y Cadeirydd yr hawl i’w anfon o’r cyfarfod.
21.3Gellir neilltuo hyd at ugain munud o unrhyw gyfarfod ar gyfer gwrando ar ddatganiadau oddi wrth y cyhoedd. Bydd gan bob unigolyn hyd at dri munud i gyflwyno’r hyn sydd ganddo i’w ddweud. Dim ond materion y mae’r Clerc wedi ei hysbysu yn eu cylch o flaen llaw (o leiaf 48 awr cyn y cyfarfod) y bydd y Cyngor neu bwyllgor yn cael gwrando arnyn nhw.

22.Materion Cyfrinachol
22.1.Ni chaniateir i unrhyw aelod o’r Cyngor neu bwyllgor ddatgelu gwybodaeth a ystyrir ei fod yn gyfrinachol gan y Cyngor, i berson nad yw’n aelod o’r Cyngor. (Gweler ganllawiau Cyngor Bwrdeistref Sirol Conwy ar ddatgelu Gwybodaeth Gyfrinachol).

Cydweithredu â Chynghorwyr Bwrdeistref Sirol Conwy
23.1 Mae hysbysiad a gwahoddiad i gyfarfodydd y Cyngor Cymuned i’w hanfon at gynrychiolydd yr ardal ar y Cyngor Bwrdeistref Sirol.

Tendro
24.1 Nid oes gorfodaeth ar y Cyngor na’i bwyllgorau i dderbyn y tendr rhataf.
24.2 Gellir hysbysu am dendrau yn y wasg leol, ar hysbysfwrdd y Cyngor ac yn siopau a swyddfeydd post yr ardal.
24.3 Bydd angen tendro o’r newydd bob dwy flynedd am waith parhaol megis torri glaswellt y fynwent.
24.4 Os na dderbynnir tendr neu bod y tendrau a dderbynnir yr un fath yn union â’i gilydd mae’r Cyngor i wneud trefniadau priodol yn Ôl doethineb yr aelodau.
24.5 Gellir cynnig cytundeb ar un ddyfynbris yn unig os yw’r gwaith angenrheidiol yn waith brys a’r taliad ar ei gyfer yn fach (£150 neu lai). Fe ganiateir awdurdodi gwaith o’r fath gan y Clerc wedi iddo drafod y mater gyda Chadeirydd y Cyngor.

CÔd Ymddygiad ynghylch Cwynion
25.1 Bydd Cyngor Cymuned Llansannan yn dilyn y camau sydd wedi eu nodi yn ei Bolisi Cwynion wrth ddelio â honiadau o gamweinyddu gan y Cyngor neu unrhyw un o’i aelodau.

Newid, dirymu neu ohirio Rheolau Sefydlog
26.1 Gellir gohirio unrhyw ran o’r Rheolau Sefydlog hyn heblaw y rhai sydd mewn print bras anitalig (ddim mewn italics), ar unrhyw adeg, ynghylch unrhyw eitem o fusnes mewn cyfarfod Cyngor neu bwyllgor drwy gyflwyno cynnig i’r perwyl hwnnw.
26.2 Bydd unrhyw gynnig i newid, dirymu neu ohirio Rheol Sefydlog sydd ag eilydd iddo yn sefyll heb drafodaeth pellach nes y cynhelir Cyfarfod Blynyddol nesaf y Cyngor.
Cyfieithu (ychwanegiad)
i. Aelod (o’r Cyngor) sydd yn bresennol mewn Cyfarfod,sydd yn gallu darllen ysgrifennu a siarad Cymraeg i gyfieithu i Aelod (o’r Cyngor) sydd yn bresennol mewn Cyfarfod, sydd ddim yn gallu darllen,ysgrifennu neu siarad Cymraeg er mwyn fod pob Aelod (o’r Cyngor) yn medru deall beth sydd yn cael ei drafod yn y Cyfarfod.
ii. Ni fydd Aelodau (o’r Cyngor) yn cyfieithu i aelodau’r cyhoedd mewn Cyfarfodydd;penderfynwyd fodd bynnag fod rhyddid i aelodau’r cyhoedd ddod a chyfieithydd neu offer cyfieithu gyda hwynt i Gyfarfod os yn dymuno gwneud hynnu.
iii. Yn ystod eitem “ Annerch gan y Cyhoedd” bydd gan aelodau’r cyhoedd yr hawl i annerch Y Cyfarfod yn y Gymraeg neu’r Saesneg.Rhaid i Aelodau’r Cyngor annerch aelodau’r cyhoedd yn yr iaith a ddymunir gan yr aelod o’r Cyhoedd,sef Y Gymraeg neu’r Saesneg.
iv,Gyda 10 (deg) diwrnod gwaith o rybudd gall aelod o’r Cyhoedd wneud cais i Glerc Y Cyngor ddarparu Cyfieithydd ar gyfer Y Pwyllgor mae’n dewis ei fynychu. Ni fydd y Cyngor (oherwydd costau) yn darparu cyfieithydd ond ar gyfer pwyllgor gyda chais rhagflaenedig am un.

Dosbarthu’r Rheolau Sefydlog
Rhoddir copi o’r Rheolau Sefydlog i bob aelod o’r Cyngor wedi iddyn nhw dderbyn eu swyddi a llofnodi eu datganiadau derbyn swydd.

Mai 13eg 2015

Llansannan Community Council

Standing Orders

Meetings:- The Official Language of all meetings is Welsh.

Council meetings are held on the second Wednesday of each month in Llansannan (at Canolfan Addysg Bro Aled – the School and Community Centre), in Groes (at the Bylchau Parish Memorial Hall) or in Clwt (at Canolfan Tan y Fron – the Community Centre). Meetings start at 7.30 pm.

1. The Council AGM
1.1 The AGM is held (a) in an election year, between 4 and 18 days after the day of the election and (b) in non-election years, in May.
1.2 No meetings are held in August unless a matter of particular importance needs resolving.

2. Chair
2.1 The presiding officer at Council meetings is the elected Chair or the elected Vice-chair. In the absence of both, a Chair will be appointed from those present.

3.The Designated Officer
3.1 The Council’s Designated Officer is the Clerk.The Clerk is appointed by the Council and his duties include:-
3.1.1 The receiving of statements from councillors regarding their acceptance of positions and duties.
3.1.2 The receiving and maintaining of financial records.
3.1.3 The receiving and safekeeping of planning and other documents.
3.1.4 Bringing Council notices and other documents to the attention of the public.
3.1.5 Receiving copies of Governmental Authorities’ legislation and regulations.
3.1.6 The signing of notices summoning councillors to meetings.
3.1.7 Any additional duties as required, with the Council’s permission.

4.Quorum
4.1 Three members are the minimum requirement for a quorum.
4.2 Should there be fewer than three of those present able to vote on a given matter (e.g. following declarations of members’ interests) the Chair may postpone the discussion and vote on that matter until another meeting.

5.Voting
5.1 Voting is by a show of hands if agreed by two members.
5.2 A member has the right, should he or she so wish, to ask the Clerk to record the names of those who voted for or against any proposal.
5.3 The Chair will have two votes, one on the first vote and one casting vote.
5.4 If the Presiding Officer at the Council’s AGM is not an elected Councillor but is presiding until a new Chair is elected, he or she does not have a first vote during the voting for the new Chair.
5.5 During the election of a new Chair, the Presiding Officer is required to use his or her casting vote in the event of a tie.

6. Order of Business.
6.1 At every Council AGM, the first matter to be decided will be the election of a new Chair
6.2 Receiving a statement of acceptance from the new Chair.
6.3 Receiving statements of acceptance from new members.
6.4 Election of a Vice-Chair.
6.5 Appointment of sub-committees (if required).
6.6 Payment of outstanding annual subscriptions.
6.7 In all other meetings (i.e. other than the Council AGM), if both Chair and Vice-Chair are absent, the first matter to be dealt with will be the appointment of a Chair for that meeting.
6.8. Every other year the Council will advertise for and accept quotations for work to be carried out by contractors on behalf of the Council.
6.9. Decisions as to the order in which matters are to be discussed.
6.1.0. Agreement that the minutes have been read by every member.
6.1.1. The Chair to sign the minutes as confirmation of their accuracy.
6.1.2. Dealing with matters arising from the minutes or with matters not resolved at the previous meeting.
6.1.3. Receiving and discussing of correspondence or other communication presented to the Council.
6.1.4. Answering of any questions.
6.1.5. Accepting reports from committees and / or su.b-committees.
6.1.6. Accepting reports from Council members or officers.
6.1.7.Authorising payments.
6.1.8 Dealing with any other business included on the Agenda. -
6.1.9 A proposal can be made by the Chair or any other member to change the order of business on the basis of urgent need. If proposed by the Chair, he or she can vote on the change of order without having his ability to do so seconded or require further discussion.

7. Proposals put to the Council without prior notice
7.1 Proposals regarding the following matters can be presented without prior notice:
7.1.1 Choosing a member to Chair the meeting.
7.1.2 Correcting the minutes.
7.1.3 Confirming the minutes.
7.1.4 Changing the order in which matters are to be discussed.
7.1.5 Moving on to the next matter.
7.1.6 Bringing discussion of a given topic to a close.
7.1.7 Referring a given matter to a sub-committee.
7.1.8 Choosing a sub-committee and its members.
7.1.9 Receiving a report.
7.1.10 Amending a proposal.
7.1.11 Withdrawing a proposal.
7.1 12 Excluding the public from a meeting.
7.1.13 Silencing or excluding from a meeting a member who has been named for misconduct.
7.1.14 Inviting a member who has declared an interest in a matter under discussion to remain in the meeting.
7.1.15 Giving the Council permission when permission is necessary to conform with the requirements of these Standing Orders.
7.1.16 Annulment of any Standing Order.

8. Amendments to Council Minutes
8.1. Discussion of the minutes is not permitted, other than to confirm their accuracy.
8.2 Amendments to the minutes are to be made by means of a formal proposal put to the meeting.
8.3 Each amendment must be signed by the Chair.

9.Misconduct
9.1 .Members are not to ignore any decision made by the Chair, spoil discussions or behave in any manner that might bring the Council into disrepute.
9.2. If the Chair is of the opinion that a councillor has broken the above rule (9.1), the Chair can order the councillor to be silent or leave the meeting immediately without any further discussion (subject to this order being seconded).
9.3. If a councillor refuses to abide by the above (rules 9.1. and 9.2) and to the decisions deriving from them, the Chair can bring the meeting to a close.

10.Voting on vacant posts
10.1. When more than two members have been proposed for the same post, and where there is no majority in favour of one or other of the candidates, the individual with the least votes will be taken off the list of candidates. Another vote will then be taken. These steps will be repeated until one individual receives a majority of the votes.

11. Discussions affecting an employee of the Council
11.1. A discussion of this nature is not to be conducted until a decision has been made and enforced, to exclude the public from the meeting.

12. Payments
12.1. Payments must be authorized by means of a proposal to the meeting.
12.2. Cheques must be signed by two of the members (as required by Section 6 of the Financial Regulations)

13. Committees and Sub-committees
13.1 Any committee deemed necessary can be appointed by the Council, during the AGM or any other meeting.
13.2 No member of a committee can continue as a member of any committee beyond the AGM.
13.3 The Council can terminate a committee or change its membership at any time. *
13.4 The Chair and Vice-Chair will sit on all committees.
13.5 The first step in the first meeting is to appoint a Chair who will remain in post until the AGM.
13.6 The Chair of the committee or the Chair of the Council can convene additional meetings of the committee at any time. Additional meetings may also be convened when a quarter of the committee members present an application for such a meeting in writing.
13.7 Every committee can establish sub-committees to deal with specific committee matters.
13.8 The quorum for committees will be half of the committee’s members, unless the Council has decided otherwise.

14. Voting in committees.
14.1 Committee members can vote by a show of hands, or on the request of two members, via a secret ballot.
14.2. When votes are tied, the Chair will use his or her second or casting vote.

15. Attendance of a non-committee member
15.1 An individual can attend a committee to give an opinion, or to help, without having been appointed to that committee as a member. That individual, however, cannot vote.

16.Accounts and Financial Statement
16.1 All payments due must be presented to the Council for approval prior to payment. If this is not possible, the following procedure is to be followed:
16.1.1 When it is necessary to make an urgent payment before the Council next meets, the Designated Officer (the Clerk) must demonstrate why the payment is necessary and must also confirm that the sum payable is correct. When this has been done, payment can be authorised by the Council Chair or Vice Chair.
16.1.2 When a payment has been paid as in 16.1.1 above, it is to be discussed as a separate item when the Council next meets to approve payments.
16.2 At the end of each financial year the Clerk will prepare a report on the Council’s income and expenditure for that year and distribute it to all members of the Council.

17. Financial Interest -
17.1 Should a member have a financial interest in any item discussed by the Council, be it direct or indirect (as defined in the Llansannan Community Council Code of Conduct adopted under Section 51 of the Local Government Act 2000 on May the 14th 2008) in relation to a contract or any other activity, that member should leave the meeting while the matter is being discussed. However, the member may remain in the meeting if:
17.1.1 The Council invites the member in question to stay.
17.1.2 The matter being discussed is an aspect of a committee report and not itself the matter under discussion.

18. Financial and Other Benefits
18.1 Under Section 81(1) of the Local Government Act 2000, a Local Authority member is required to submit a Notice of Financial and Other Benefits. To this end Llansannan Community Council makes use of LGA form 1WW (Shaw & Sons).

19. Canvassing
19.1 Committee or Council members are not permitted to canvass on behalf of an applicant for any post or contract. So doing will disqualify the applicant from the post or from being considered for the contract.

20. Inspection of Documents
20.1 Any member (in line with his or her role as Council or committee member) can inspect any documents held by the Council and request a copy if available.
20.2 All Council or Committee minutes will be available for inspection by any Council member.

21. Attendance at meetings by the public
21.1 Members of the public have the right to attend all Council, Committee and Sub-committee meetings. They can be excluded from meetings temporarily under the following circumstances: when confidential matters are being discussed.
21.2 Should a member of the public interrupt a discussion during a Council or committee meeting, he or she is to be warned that interruption can lead to them being excluded from the meeting. Should the member of public persist with his or her interruptions, the Chair has the right to ask them to leave.
21.3 Up to twenty minutes of any meeting can be set aside for the public to present statements, and each individual is allowed a maximum of three minutes to present his or her statement. The Council or committee will only hear statements about matters presented to the Clerk beforehand (no less than 48 hours before the meeting).

22.Confidential Matters
22.1 No Council or Committee member is permitted to disclose to any non-member any matter deemed confidential by the Council (see Conwy County Borough Council’s guidelines regarding disclosure of Confidential Information).

23.Co-operation with Conwy County Borough Councillors
23.1 A notice and invitation to attend Community Council meetings will be sent to the area’s representative on the County Borough Council.

24.Tenders
24.1 There is no requirement for the Council or any of its committees to accept the lowest priced tender.
24.2 Applications for tenders can be advertised in the local press, on the Council’s notice board and in local shops and post offices.
24.3 A tender will need to be re-submitted every two years in respect of recurring contracts such as grass cutting in the cemetery.
24.4 If no tenders are received, or if those received are identical, the Council is to make appropriate arrangements as it sees fit.
24.5 A contract can be granted on a single quotation if the work is urgent and the sum of money involved is small (£150 or less), and can be authorised by the Clerk following discussion with the Chair.

25. Code of Conduct regarding Complaints
25.1 The Council will follow the procedure laid down in its Complaints Policy when dealing with allegations brought by the public of maladministration by Llansannan Community Council or its members.

26. Change, annulment or suspension of Standing Orders
26.1 All parts of these Standing Orders except those in unitalicised bold print can be suspended at any time in reference to any item of business by submitting a proposal to this end.
26.2 Any proposal to change, annul or revoke a Standing Order that has been seconded will stand without discussion until the Council’s next AGM.
Translation (addition)
i. A Member (of the Council)who is present at a meeting who is able to read ,write and speak Welsh ,to translate to a Member (of the Council) who is present at a meeting ,who is unable to read, write or speak Welsh to enable every Member to understand and follow what is being discussed at a meeting.
ii. Members will not be translating to members of the public, however, resolved that members of the public do have the right to bring their own translator or translation equipment with them to the meetings if they wish to.
iii. During the item ”Public address to Council’s meeting”, members of the public can address the meeting in Welsh or English. Members must address members of the public in the language preferred by the member of the public; namely in Welsh or English.
iv. With a ten (10) working day notice to the Council’s Clerk, members of the public can, if they wish, request translation facilities to be made available for the meeting they wish to attend. However the Council (because of costs) will not provide translation facilities except for a meeting with a prior request for the service.
27. Distribution of Standing Orders
27.1 A copy of the Council’s Standing Orders is to be distributed to all Council members following their acceptance of the post and their signing of the acceptance document.

May 13th 2015

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Rheolau Sefydlog / Standing Orders

Cyngor Cymuned Llansannan Community Council Henllan Conwy

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