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CONSTITUTION
SLOUGH BOROUGH COUNCIL:  May 2006

Contents
       
   Page No.
PART 1: Summary and Explanation   ............................................................      1
PART 2: Articles  ............................................................................................      5
Article 1
The Constitution ...........................................................      6
Article 2
Members of the Council   ..............................................      7
Article 3
Citizens and the Council   .............................................      9
Article 4
The Council Meeting   ...................................................    11
Article 5
Chairing the Council  ....................................................    13
Article 6
Scrutiny and Overview   ................................................    14
Article 7
The Executive   .............................................................    17
Article 8
Regulatory and Other Committees  ..............................    18
Article 9
The Standards Committee   ..........................................    19
Article 10
Audit Advisory Panel  ...................................................    24
Article 11
Champions  ..................................................................    27
Article 12
Joint Arrangements  .....................................................    28
Article 13
Officers Roles and Statutory Officer Functions    ..........    30
Article 14
Decision Making  ..........................................................    34
Article 15
Finance, Contracts and Legal Matters   ........................    36
Article 16
Review and Revision of the Constitution  .....................    37
Article 17
Suspension, Interpretation and Publication
of the Constitution   .......................................................    38
Schedule 1 Description of Executive Arrangements   ......................    39
PART 3: Responsibility for Functions  .........................................................    40
Responsibility for Local Choice Functions  ........................................    42
Responsibility for Council Functions   ................................................    44
Responsibility for Executive Functions  .............................................    51
Scheme of Delegation to Officers   ....................................................    53
Proper Officer Appointments   ............................................................  133
Cabinet Portfolios  .............................................................................  144
Appeals Panels and Other Bodies   ...................................................  146
PART 4: Procedure Rules  .............................................................................  149
4.1  Council Procedure Rules   .........................................................  150
4.2  Access to Information Procedure Rules   ..................................  176
4.3  Budget and Policy Framework Procedure Rules   .....................  186
4.4  Executive Procedure Rules   .....................................................  192
4.5  Overview and Scrutiny Procedure Rules   .................................  196
4.6  Financial Procedure Rules  .......................................................  220
4.7  Officer Employment Procedure Rules   .....................................  247

PART 5: Ethical Framework   .........................................................................  254
5.1 
Local Code of Conduct for Members  .................................  255
5.2 
Planning Code of Conduct for Members and Officers   .......  265
5.3  
Licensing Code of Conduct for Members and Officers   ......  287
5.4
Local Code of Conduct for Employees   ..............................  297
5.5
Local Code of Conduct Governing Relations
between elected Members and Council Employees
(Member and Officer Relations Code)  ...............................  325
5.6
Whistleblowing Policy and Procedure ...............................  349
5.7
Monitoring Officer Protocol   ................................................  361
5.8
Guidance on Gifts and Hospitality   .....................................  367
5.9
Anti Fraud and Corruption Strategy and Policy   .................  375
5.10
Protocol on seeking the Views of the External Auditor   ......  386
5.11
Policy Statement on Corporate Governance   .....................  393
5.12 
Guidance for Members and Staff in relation to Members’
involvement in housing and council tax benefits work   .......  402
PART 6: Members’ Allowances Scheme   ...................................................  405
PART 7: Management Structure   ................................................................  414

 
 
 
 
 

Part 1 
 
Summary and 
Explanation 
Part 1 - Summary & Explanation                                                                            Council - May 2006 
 
1 

 
 
The Council’s Constitution 
 

Slough Borough Council has agreed a new constitution which sets out how the 
Council operates, how decisions are made and the procedures which are 
followed to ensure that these are efficient, transparent and accountable to 
local people.  Some of these processes are required by law, while others are a 
matter for the Council to choose. 
 

The Constitution is divided into 17 articles which set out the basic rules 
governing the Council’s business.  More detailed procedures and codes of 
practice are provided in separate rules and protocols at the end of the 
document. 
 
 
What’s in the Constitution? 
 

Article 1 of the Constitution commits the Council to provide clear leadership 
within the local community through involving others in a transparent and 
accountable process of effective decision-making which will support 
improvements in the delivery of services.  Articles 2 – 17 explain the rights of 
citizens and how the key parts of the Council operate.  These are: 
 
•  Members of the Council (Article 2) 
•  Citizens and the Council (Article 3) 
•  The Council meeting (Article 4) 
•  Chairing the Council (Article 5) 
•  Overview and Scrutiny (Article 6) 
•  The Executive (Article 7) 
•  Regulatory and other committees (Article 8) 
•  The Standards Committee (Article 9) 
•  Audit Advisory Panel (Article 10) 
•  Champions (Article 11) 
•  Joint arrangements (Article 12) 
•  Officer Roles and Statutory Officer Functions (Article 13) 
•  Decision making (Article 14) 
•  Finance, contracts and legal matters (Article 15) 
•  Review and revision of the Constitution (Article 16) 
•  Suspension, interpretation and publication of the Constitution (Article 17) 
 
 
How the Council operates 
 

The Council is composed of 41 Members.  There are 14 Wards in Slough.  13 
Wards have three members representing them.  These members are elected 
in thirds for a period of four years.  No elections are held in the fourth year. 
One Ward (Colnbrook and Poyle) has two Members representing it.  Members 
in this Ward are elected in consecutive years to serve for a period of four 
years.  There are no elections in this Ward for the following two years.  
Members are democratically accountable to residents of their ward.  The 
Part 1 - Summary & Explanation                                                                            Council - May 2006 
 
2 

 
overriding duty of Members is to the whole community, but they have a special 
duty to their constituents, including those who did not vote for them. 
 

Members have to agree to follow a code of conduct to ensure high standards 
in the way they undertake their duties.  The Standards Committee trains and 
advises them on the code of conduct.   
 

All Members meet together as the Council.  Meetings of the Council are 
normally open to the public.  Here Members decide the Council’s overall 
policies and set the budget each year.  The Council appoints the Leader of the 
Council, the Executive Members, the Overview and Scrutiny Committee 
responsible for holding the Executive publicly accountable, the Regulatory 
Committees which deal with non–executive functions and the Standards 
Committee. 
 
How Decisions are Made 
 

The Executive is the part of the Council which is responsible for most day-to-
day decisions.  The Executive is made up of the Leader elected by the Council 
and a cabinet of between two and nine Members appointed by the Council.  
When major decisions are to be discussed or made, these are published in the 
Executives’ forward plan in so far as they can be anticipated.  If these major 
decisions are to be discussed with Council officers at a meeting of the 
Executive, this will generally be open for the public to attend except where 
personal or confidential matters are being discussed.  The Executive has to 
make decisions which are in line with the Council’s overall policies and 
budget.  If it wishes to make a decision which is outside the budget or policy 
framework, this must be referred to the Council as a whole to decide. 
 
Overview and Scrutiny 
 

There is one Overview and Scrutiny Committee and 4 Scrutiny Panels which 
support the work of the Executive and the Council as a whole.  They allow 
citizens to have a greater say in Council matters by holding public 
investigations into matters of local concern.  These lead to reports and 
recommendations which advise the Executive and the Council as a whole on 
its policies, budget and service delivery.  The Overview and Scrutiny 
Committee and its panels also monitor the decisions of the Executive.  They 
can ‘call-in’ a decision which has been made by the Executive but not yet 
implemented.  This enables them to consider whether the decision is 
appropriate.  They may recommend that the Executive reconsider the 
decision.  They may also be consulted by the Executive or the Council on 
forthcoming decisions and the development of policy. 
 
The Council’s Staff 
 

The Council has people working for it (called ‘officers’) to give advice, 
implement decisions and manage the day-to-day delivery of its services.  
Some officers have a specific duty to ensure that the Council acts within the 
law and uses its resources wisely.  A code of practice governs the 
relationships between officers and members of the Council. 
Part 1 - Summary & Explanation                                                                            Council - May 2006 
 
3 

 
 
Citizens’ Rights 
 
10 
Citizens have a number of rights in their dealings with the Council.  These are 
set out in more detail in Article 3.  Some of these are legal rights, whilst others 
depend on the Council’s own processes.  The local Citizens’ Advice Bureau 
can advise on individuals’ legal rights. 
 
11 
Where members of the public use specific Council services, for example as a 
parent of a school pupil or as a Council tenant, they have additional rights.  
These are not covered in this Constitution. 
 
12 
Citizens have the right to: 
 
•  vote at local elections if they are registered; 
•  contact their local Member about any matters of concern to them; 
•  obtain a copy of the Constitution; 
•  attend meetings of the Council and its committees except where, for 
example, personal or confidential matters are being discussed; 
•  petition to request a referendum on a mayoral form of Executive; 
•  participate in the meetings of the Council and contribute to overview and 
scrutiny investigations according to the Council’s scheme; 
•  find out, from the Executive’s forward plan, what major decisions are to be 
discussed by the Executive or decided by the Executive or officers, and 
when; 
•  attend meetings of the Executive where key decisions are being discussed 
or decided; 
•  see reports and background papers, and any record of decisions made by 
the Council and Executive; 
•  complain to the Council about any aspect of the services provided by the 
Council.  A leaflet will be provided on request; 
•  complain to the Ombudsman if they think the Council has not followed its 
procedures properly.  However, they should only do this after using the 
Council’s own complaints process; 
•  complain to the Standards Board for England if they have evidence which 
they think shows that a Member has not followed the Council’s Code of 
Conduct; and 
•  inspect the Council’s accounts and make their views known to the external 
auditor. 
 
13 
The Council welcomes participation by its citizens in its work.  For further 
information on your rights as a citizen, please contact the Assistant Director 
(Democratic Services). 
 
Part 1 - Summary & Explanation                                                                            Council - May 2006 
 
4 

 
 
 
 

Part 2 
 
Articles 
Part 2 – Articles 
 
Council - May 2006 


ARTICLE 1 – THE CONSTITUTION 
 
 

Powers of the Council 
 
The Council will exercise all its powers and duties in accordance with the law and 
this Constitution. 
 
 

The Constitution 
 
This Constitution, and all its appendices, is the Constitution of Slough Borough 
Council. 
 
 

Purpose of the Constitution 
 
The purpose of the Constitution is to: 
 

enable the Council to provide clear leadership to the community in 
partnership with citizens, businesses and other organisations; 

support the active involvement of citizens in the process of Local Authority 
decision-making; 

help Members represent their constituents more effectively; 

enable decisions to be taken efficiently and effectively; 

create a powerful and effective means of holding decision-makers to public 
account; 

ensure that no one will review or scrutinise a decision in which they were 
directly involved; 

ensure that those responsible for decision-making are clearly identifiable to 
local people and that they explain the reasons for decisions; and 

provide a means of improving the delivery of services to the community. 
 
 

Interpretation and Review of the Constitution 
 
Where the Constitution permits the Council to choose between different courses of 
action, the Council will always choose the option which it thinks is closest to the 
purposes stated above. 
 
The Council will monitor and evaluate the operation of the Constitution as set out in 
Article 16. 
 
Part 2 – Articles 
 
Council - May 2006 
6 
 

 
ARTICLE 2 – MEMBERS OF THE COUNCIL 
 
 

Composition and Eligibility 
 
(a) 
Composition.  The Council will comprise 41 Members, otherwise called 
Members, to be elected by the voters of each ward in accordance with a 
scheme drawn up by the Local Government Commission and approved by 
the Secretary of State. 
 
(b) 
Eligibility.  Only registered voters of the Borough or those occupying 
property or working there will be eligible to hold the office of Member. 
 

Election and Terms of Members 
 
Election and Terms.  Members are elected by thirds in three out of four years.  
Elections are held on the first Thursday in May.  The terms of office of Members will 
start on the fourth day after being elected and will finish on the fourth day after the 
date of the next regular election. 
 

Roles and functions of all Members 
 
(a) 
Key Roles.  All Members will: 
 
(i) 
collectively be the ultimate policy-makers and carry out a number of 
strategic and corporate management functions; 
 
(ii) 
represent their communities and bring their views into the Council’s 
decision-making process, ie become the advocate of and for their 
communities; 
 
(ii) deal 
with 
individual casework and act as an advocate for constituents 
in resolving particular concerns or grievances; 
 
(iv) 
balance different interests identified within the ward and represent the 
ward as a whole; 
 
(v) 
be involved in decision-making; 
 
(vi) 
be available to represent the Council on other bodies; and 
 
(vii) 
maintain the highest standards of conduct and ethics. 
 
(b) 
Rights and Duties 
(i) 
Members will have such rights of access to such documents, 
information, land and buildings of the Council as are necessary for the 
proper discharge of their functions and in accordance with the law. 
(ii) 
Members will not make public information which is confidential or 
exempt without the consent of the Council or divulge information given 
Part 2 – Article 2 
 
Council - May 2006 
7 

in confidence to anyone other than a Member or officer entitled to 
know it. 
(iii) 
For these purposes “confidential” and “exempt” information are defined 
in the Access to Information Rules in Part 4 of this Constitution. 

Conduct 
 
Members will at all times observe the Local Code of Conduct and the Protocol on 
Member/Officer Relations set out in Part 5 of this Constitution. 

Allowances 
 
Members will be entitled to receive allowances in accordance with the Members’ 
Allowances Scheme set out in Part 6 of this Constitution. 
Part 2 – Article 2 
 
Council - May 2006 
8 

 
ARTICLE 3 – CITIZENS AND THE COUNCIL 
 

Citizens’ Rights 
 
Citizens have the following rights.  Their rights to information and to participate are 
explained in more detail in the Access to Information Rules in Part 4 of this 
Constitution: 
(a) 
Voting and Petitions.  Citizens on the electoral roll for the area have the 
right to vote and sign a petition to request a referendum for an elected mayor 
form of Constitution. 
(b) 
Information.   Citizens have the right to: 
(i) 
attend meetings of the Council and its committees except where 
confidential or exempt information is likely to be disclosed, and the 
meeting is therefore held in private; 
(ii) 
attend meetings of the executive and executive committees when key 
decisions are being considered; 
(iii) 
find out from the forward plan what key decisions will be taken by or 
on behalf of the executive and when; 
(iv) 
see reports and background papers, and any records of decisions 
made by the Council and the Executive;  
(v) 
see reports and background papers, and any records of key decisions 
made on behalf the Executive; and 
(vi) 
inspect the Council’s accounts and make their views known to the 
external auditor. 
(c) 
Participation.  Citizens have the right to: 
(a) 
Present petitions to the Council, Executive, its committees and sub 
committees. 
(b) 
Ask a written question at the Council in accordance with the agreed 
procedures. 
(c) 
Ask a supplementary question at the meeting provided it is relevant to 
the original question. 
(d) 
Contribute to the work of Overview and Scrutiny by providing written or 
verbal submission either voluntarily or on request 
(d) 
Complaints.  Citizens have the right to complain to: 
(i) 
the Council itself under its complaints scheme; 
(ii) 
the Ombudsman after using the Council’s own complaints scheme; 
Part 2 – Article 3 
 
Council - May 2006 
9

  
(iii) 
the Standards Board for England about a breach of the Member’s 
Code of Conduct. 

Citizens’ Responsibilities 
Citizens must not be violent, abusive or threatening to Members or officers and 
must not wilfully harm things owned by the council, Members or officers. 
Part 2 – Article 3 
 
Council - May 2006 
10

ARTICLE 4 – THE FULL COUNCIL 
 
Meanings  
 
(a) 
Policy Framework.  The policy framework means the following plans and 
strategies:
  
 
(a) 
Those required to be included under the Local Government Act 2000: 
 
•  Best Value Performance Plan 
• Community 
Strategy(ies) 
•  Crime and Disorder reduction Strategy 
•  Early Years Development Plan 
•  Education Development Plan 
•  Local Transport Plan 
•  Plans and Strategies which together comprise the Development 
Plan. 
•  Youth Justice Plan 
•  Children and Young People’s Plan 
 
(b) 
Those other plans which the Government recommends should be 
adopted by the Council:- 
 
•  Plans comprising the Housing Investment Programme 
•  Local Agenda 21 Strategy 
•  Adult Learning Plan 
• Corporate 
Plan 
•  Quality Protects Management Action Plan. 
•  Food Law Enforcement Service Plan 
 
(c) 
Plans and Strategies which the Council has chosen to include as part 
of the Policy Framework: 
 
•  Admission Arrangements for Community and Voluntary Controlled 
Schools 
• Equality 
Plan 
•  Health Improvement and Modernisation Plan (HIMP) 
•  Joint Investment Plans (Older People, Mental Health, Learning  
Disability, Welfare to work and Intermediate Care) 
•  Healthy Environment Plan 
•  Waste Management Strategy 
 
(d) 
Such other plans or strategies as may be specified by the Council as 
part of the Policy Framework from time to time. 
(b) 
Budget.  The budget includes the allocation of financial resources to 
different services and projects, proposed contingency funds, the Council tax 
base, setting the Council tax and decisions relating to the control of the 
Council’s borrowing requirement, the control of its capital expenditure and 
the setting of virement limits. 
 
Part 2 – Article 4 
 
Council - May 2006 
 11

 
Functions of the full Council 
Only the Council will exercise the following functions: 
(a) 
adopting and changing the Constitution; 
(b) 
approving or adopting the policy framework, the budget and any application 
to the Secretary of State in respect of any Housing Land Transfer; 
(c) 
subject to the urgency procedure contained in the Access to Information 
Procedure Rules in Part 4 of this Constitution, making decisions about any 
matter in the discharge of an executive function which is covered by the 
policy framework or the budget where the decision maker is minded to make 
it in a manner which would be contrary to the policy framework or contrary 
to/or not wholly in accordance with the budget; 
(d) appointing 
the 
leader; 
(e) agreeing 
and/or 
amending the terms of reference for Regulatory 
Committees, Overview and Scrutiny Committees, the Standards Committee 
and Audit Advisory Panel, deciding on their composition and making 
appointments to them; 
(f) appointing 
representatives to outside bodies; 
(g) 
adopting an allowances scheme; 
(h) 
confirming the appointment of the head of paid service; 
(i) 
making, amending, revoking, re-enacting or adopting bylaws and promoting 
or opposing the making of local legislation or personal Bills; 
(j) 
all local choice functions set out in Part 3 of this Constitution which the 
Council decides should be undertaken by itself rather than the executive; and 
(k) 
all other matters which, by law, must be reserved to Council. 
 
Council Meetings 
 
There are three types of Council meeting: 
 (a) 
the 
annual 
meeting; 
 (b) 
ordinary 
meetings; 
 (c) 
extraordinary 
meetings. 
 
Meetings will be conducted in accordance with the Council Procedure Rules in Part 
4 of this Constitution. 
 
Responsibility for Functions 
 
The Council will maintain the tables in Part 3 of this Constitution setting out the 
responsibilities for the Council’s functions which are not the responsibility of the 
Executive. 
Part 2 – Article 4 
 
Council - May 2006 
 12

ARTICLE 5 – CHAIRING THE COUNCIL 
 
Chairing the Council Meeting 
 
The Mayor will be elected by the Council annually and will have the following 
responsibilities: 
 

To uphold and promote the purposes of the Constitution, and to interpret the 
Constitution when necessary; 
 

To preside over meetings of the Council so that its business can be carried 
out efficiently and with regard to the rights of Members and the interests of 
the community; 
 

To ensure that the Council meeting is a forum for the debate of matters of 
concern to the local community and at which Members are able to hold the 
Executive to account; 

To promote public involvement in the Council’s activities; 
 

To act in a neutral manner on matters that affect the Council; 
 

To attend such civic and ceremonial functions as the Council and he/she 
determines appropriate. 
Part 2 – Article 5 
 
Council - May 2006 
 13

ARTICLE 6 –OVERVIEW AND SCRUTINY  

The Council will appoint an Overview and Scrutiny Committee and Panels as shown 
in the table below to discharge the functions conferred by Section 21 of the Local 
Government Act 2000 and regulations made thereunder. 
 
Committee/Sub Committee 
Scope 
Overview and Scrutiny Committee 
•  All Overview and Scrutiny functions on 
behalf of the Council. 
•  The co-ordination of the Overview and 
Scrutiny work plan including the 
allocation of issues to Scrutiny  Panels. 
• Consideration of the details of the 
Executive’s Forward Plan. 
Panels: 
Each Scrutiny Panel shall be responsible 
•  Health  Panel 
for: 
•  Education & Children’s 
•  Scrutiny of functions falling within the 
Services Panel 
scope of the Cabinet portfolios 
•  Adult & Community Services 
allocated to them and any non-
Panel 
executive functions or matters 
•  Green & Built Environment 
associated with those portfolio 
Panel 
functions.  
•  Matters within its area of responsibility 
which have been : 
• Referred to it by the Council or 
Overview and Scrutiny  Committee 
•  Referred to it by the Overview and 
Scrutiny Committee on receipt of a 
member call in 
•  Agreed by the Panel for inclusion in 
its agenda plan or work programme. 
Each Panel shall make recommendations 
or reports to the Overview and Scrutiny 
Committee, Cabinet, other Committee or 
Council as appropriate. 
 
General Role 

Within its terms of reference, the Overview and Scrutiny Committee will: 
 
(i) 
review and/or scrutinise decisions made or actions taken in connection with 
the discharge of any of the Council’s functions; 
 
(ii) 
make reports and/or recommendations to the full Council and/or the 
Executive and/or any other Committee in connection with the discharge of 
any functions; 
 
(iii) 
consider any matter affecting the Borough or its inhabitants; and 
 
(iv) 
review decisions made but not yet implemented by the Executive and any 
other Committee, where these have been called-in. 
Part 2 – Article 6 
 
Council - May 2006 
 14


The Committee (and its Panels) will meet in public unless confidential or exempt 
information is being considered. 

The position of Chair of the Committee will be offered to an opposition group 
member and the position of Vice-Chair offered to a member of the Joint 
Administration.  The Committee may appoint as Chair any of its voting members if 
that offer is not accepted. 
 
Specific Functions

Policy Development and Review - The Overview and Scrutiny Committee may: 
(i) 
Assist the Council and the Executive in the development of its budget 
and policy framework by in-depth analysis of policy issues; 
(ii) 
conduct research, community and other consultation in the analysis of 
policy issues and possible options; 
(iii) 
consider and implement mechanisms to encourage and enhance 
community participation in the development of policy options; 
(iv) 
question Members of the Executive, other Committees and Chief 
Officers about their views on issues and proposals affecting the area; 
and 
(v) 
liaise with other external organisations operating in the area whether 
national, regional or local, to ensure that the interests of local people 
are enhanced by collaborative working. 

Scrutiny - The Overview and Scrutiny Committee may:  
 
(i) 
review and scrutinise the decisions made by and performance of the 
Executive, Committees and Council Officers both in relation to 
individual decisions and over time; 
 
(ii) 
review and scrutinise the performance of the Council in relation to its 
policy objectives, performance targets and/or particular service areas; 
 
(iii) 
question Members of the Executive, Committees and Chief Officers 
about their decisions and performance, whether generally in 
comparison with service plans and targets over a period of time or in 
relation to particular decisions, initiatives or projects; 
 
(iv)  make recommendations to the Executive and/or appropriate 
Committee and/or Council arising from the outcome of the scrutiny 
process; 
 
(v) 
review and scrutinise the performance of other public bodies in the 
area and invite reports from them by requesting them to address the  
Committee and local people about their activities and performance; 
and 
 
(vi) 
question and gather evidence from any person (with their consent). 
 
Part 2 – Article 6 
 
Council - May 2006 
 15


Annual Report.  The Overview and Scrutiny Committee must report annually to the 
full Council on future work programmes and amended working methods if 
appropriate. 
 
 
Proceedings of Overview and Scrutiny Committee 
 

The Overview and Scrutiny Committee will conduct its proceedings in accordance 
with the Overview and Scrutiny Procedure rules set out in part 4 of this Constitution. 
Part 2 – Article 6 
 
Council - May 2006 
 16

ARTICLE 7 – THE EXECUTIVE 
 
 
Role 
 
1 
The Executive will carry out all of the Authority’s functions which are not the 
responsibility of any other part of the Authority whether by law or under this 
Constitution. 
 
 
Form and Composition 
 

The Executive will consist of the Executive Leader together with the Deputy Leader 
and at least one but not more than eight, Members appointed to the Executive by 
the Council on the nomination of the Executive Leader.   
 

The Executive cannot include the Mayor or Deputy Mayor. 
 
4 Executive 
Members 
will 
be known as Commissioners. 
 
 
Leader 
 

The Leader will be a Member elected to the position of Leader by the Council.  The 
Leader will hold office until: 
 
(a) 
he/she resigns from the office; or 
 
(b) 
he/she is suspended from being a Member under Part III of the Local 
Government Act 2000 (although he/she may resume office at the end of the 
period of suspension); or 
 
(c) 
he/she is no longer a Member;  or 
 
(d) 
the commencement of the next annual meeting of the Council except that the 
Council may remove the Leader from office at an earlier date by resolution of 
the Council. 
 
 
Other Executive Members (Commissioners) 
 

Commissioners shall hold office until: 
 
 
(a) 
they resign from office;  or 
 
 
(b) 
they are suspended from being Members under Part III of the Local 
Government Act 2000 (although they may resume office at the end of the 
period of suspension);  or 
 
 
(c) 
they are no longer Members;  or 
 
 
(d) 
until the commencement of the next annual meeting of the Council or until 
they are removed from office at an earlier date by resolution of the Council. 
 
 
Proceedings of the Executive 
 

Proceedings of the Executive shall take place in accordance with the Executive 
procedure rules set out in Part 4 of this Constitution. 
 
 
Responsibility for Functions 
 

The Leader will maintain a list in Part 3 of this Constitution setting out where 
responsibility lies for the exercise of particular executive functions. 
Part 2 – Article 7 
 
Council - May 2006 
 17

 
ARTICLE 8 – REGULATORY AND OTHER COMMITTEES 
 
 
 
Regulatory and Other Committees 
 
 
The Council will appoint the Committees set out in the left-hand column of the table 
entitled Responsibility for Council Functions contained in Part 3 of this Constitution, 
to discharge the functions set out in column 3 of that table. 
Part 2 – Article 8 
 
Council - May 2006 
 18

 
ARTICLE 9 – THE STANDARDS COMMITTEE
 
 
 Standards 
Committee 
 
1 
The Council will establish a Standards Committee. 
 
 
Composition 
 
2 General 
 
 
The Standards Committee does not have to comply with the political proportionality 
rules set out in Section 15 of the Local Government and Housing 1989 Act.  
 Parish 
Council 
business 
will be conducted through the main committee and this 
arrangement will be reviewed after one year. 
 
3 Membership 
 
 
The Standards Committee will be composed of at least: 
 
(a)  Six Members (and shall not include the Leader, Commissioners, Mayor and 
Deputy Mayor and the Chairs and Vice Chairs of Planning and Licensing 
Committee) at least three of whom must be drawn from the Opposition 
 
(b)  Four persons who are not Members or officers of the Council or any other body 
having a standards committee (Independent Members). 
 
(c)  One Member of a Parish Council wholly or mainly in the Council’s area (a 
Parish Member) 
 

Independent Members, the Parish Council Member and, in his/her absence, his/her 
Standing Deputy will be entitled to vote at meetings. 
 

Parish Members.   
 
(a)  At least one Parish Member must be present when matters relating to those 
Parish Councils or their Members are being considered. 
 
(b)  The Parish Councils wholly or mainly in the Council’s area will nominate the 
Parish Council Member to serve on the Committee and a Standing Deputy to 
act in his/her place in the event of the Member being unable to act. In the event 
of more than one nomination being received in respect of the Parish Council 
Member and/or the Standing Deputy the matter will be referred to the Council 
for agreement on the recommendation of the Standards Committee. 
 
 Quorum 
 

The quorum of the Committee shall be  
 
(a)  Subject to (b) below a minimum of three Members including at least one 
Independent Member. If matters relating to parish councils or their members are 
Part 2 – Article 9 
 
Council - May 2006 
 19

to be considered one of the three must be the Parish Council Member or his/her 
Standing Deputy.  
 
(b)  Where an Independent Member is prevented from participating under the 
Council’s Local Code of Conduct for Members referred to in Part 5 of the 
Constitution, the requirement to have one Independent Member shall not apply. 
 
 
Chair 
 

The Chair of the Committee will be an Independent Member elected by the 
Committee. 
 
 
Roles and Functions 
 

The Standards Committee will have the following roles and functions: 
 
(a)  Promoting and maintaining high standards of conduct by Members, Co-opted 
Members and Church and Parent Governor Representatives. 
 
(b)  Assisting Co-opted Members and Church and Parent Governor representatives 
to observe the Council’s Ethical Framework including the Local Code of 
Conduct. 
 
(c)  Advising the Council on the adoption or revision of the Council’s Ethical 
Framework including the Local Code of Conduct. 
 
(d)  Monitoring the operation of the Council’s Ethical Framework including the Local 
Code of Conduct. 
 
(e)  Advising, training or arranging to train Members and Co-opted Members and 
Church and Parent Governor Representatives on matters relating to the 
Council’s Ethical Framework including the Local Code of Conduct. 
 
(f)  Granting dispensations to Members, Co-opted Members and Church and 
Parent Governor representatives from requirements relating to interests set out 
in the Local Code of Conduct. 
 
(g)  The exercise of (a) to (f) above in relation to the Parish Councils wholly or 
mainly in its area and the Members of those Parish Councils. 
 
(h)  Keep under review and make recommendations to the Council on the Whistle-
Blowing Policy and Procedure. 
 
(i)  In conjunction with the Monitoring Officer to produce an annual report for 
submission to Council on matters within the purview of the Committee. 
 
(j)  To put in place and keep under review arrangements for monitoring Members’ 
performance. 
 
(k)    To receive and consider reports on individual Members’ performance. 
 
Part 2 – Article 9 
 
Council - May 2006 
 20

Working Arrangements 
 

The Committee must meet at least twice a year but may hold such other meetings, as 
it considers necessary. 
 
10 
The Committee will be subject to the statutory access to information provisions.  The 
press and public may be excluded and papers withheld from access only if they meet 
statutory definitions of exempt or confidential information. 
 
11  All Members of the Council and Members of the press and public can attend the 
Committee when it is discussing business in Part I of the agenda.  When the 
Committee is discussing exempt or confidential information (Part II) only Members of 
the Committee and Members of the Council (with the consent of the Committee given 
by majority resolution) can attend. 
 
12  The Committee may appoint Panels and Working Parties for the purposes specified 
by the Committee providing these purposes are within the Committee’s terms of 
reference.  It may appoint to those bodies Members of the Council who are not 
Members of the Committee and may co-opt in a non-voting capacity, other persons. 
 
13  Agenda and reports will meet and be distributed in accordance with statutory and 
corporate standards and formats. 
 
14  The Committee may require Members of the Council and Officers of the Authority to 
attend before it to answer questions. 
 
15  The Committee may require the production of any document or record in the 
possession of the authority to be submitted to it, unless to do so would involve a 
breach of data protection or other statutory provisions. 
 
16.  The Committee may require the Monitoring Officer or his/her nominee to investigate 
on its behalf allegations of impropriety referred to the Committee.  
 
17 
The Committee will not take any executive action on behalf of the Council. 
 
Standards (Local Determination) Sub-Committee 
 
Composition 
 
1. 
The Sub-Committee shall comprise 5 Members of the Standards Committee.  
 
2. 
One Member of the Sub-Committee shall be the Chair of the Committee and the 
remaining four Members shall be drawn from a pool of six appointed Members of the 
Standards Committee comprising, the three remaining non-elected independent 
Members and three elected Members. Two independent Members and two elected 
Members will be selected in alphabetical order in strict rotation. 
 
3. 
In the event of a Member, whose turn it is to be selected to serve on the Sub 
Committee, being unable to attend a meeting another Member of the pool of 
appointed members will be asked to attend in his/her place.  If an independent 
member is unable to attend, the remaining independent member in the pool will be 
appointed in his/her place.  In the event of an elected member being unable to attend 
Part 2 – Article 9 
 
Council - May 2006 
 21

the remaining elected member or independent member in th epool, in that order, will 
be appointed in his/her place.  
 
4. 
A minimum of three of the five Members of the Sub-Committee shall be non-elected 
independent Members (i.e. non-Councillors). 
 
5. 
The Members of the Sub-Committee shall hold office until the commencement of the 
next Annual Meeting of the Council unless determined prior to that date. 
 
6. 
The quorum of the Sub-Committee shall be three Members, two of whom must be 
non-elected independent Members. 
 
7. 
The Chair of the Sub-Committee shall be appointed from one of the non-elected 
independent Members. 
 
8. 
The Sub-Committee shall include the Parish Member of the Standards Committee 
where the Sub-Committee is considering a report or recommendations that relate to 
a Member of either the Britwell Parish Council, Colnbrook with Poyle Parish Council 
and/or Wexham Court Parish Council.  The quorum for such meetings shall be as set 
out in paragraph 5 above and the Parish Council Member. 
 
Notes 
 
(a) 
The Sub-Committee is not a body which is subject to Section 15 of the Local 
Government and Housing Act 1989 (Duty to Allocate Seats to Political Groups) 
as expressed in Section 53 (10) and Section 54 A (4)(b) of the Local 
Government Act 2000. 
 
(b) The 
Sub-Committee 
shall be supported by the Monitoring Officer and the 
Member Services Manager or their representatives. 
 
Terms of Reference  
 
9. 
To receive and consider reports from Ethical Standards Officers which have been 
referred to the Monitoring Officer under Section 64(2) of the 2000 Act and to take all 
necessary and appropriate action in accordance with the provisions of the Local 
Authorities (Code of Conduct) (Local Determination) Regulations 2003 (as 
amended). 
 
10. 
To receive and consider reports from the Monitoring Officer referred to him for 
investigation by an Ethical Standards Officer under Section 60 (2) of the 2000 Act 
and to take all necessary and appropriate action in accordance with the Local 
Authorities (Code of Conduct) (Local Determination) Regulations 2003 (as 
amended). 
 
11. 
To consider and act upon any recommendations of an Ethical Standards Officer or 
the Monitoring Officer (or his nominated representative) and where appropriate 
make recommendations for consideration and adoption. 
 
12. 
To take all necessary action required by any report or decision of a Case Tribunal, 
Interim Case Tribunal or Appeals Tribunal under the 2000 Act and the Local 
Part 2 – Article 9 
 
Council - May 2006 
 22

Authorities (Code of Conduct) (Local Determination) Regulations 2003 (as 
amended). 
 
13. 
The Sub-Committee will consider any relevant statutory guidance issued by the 
Standards Board for England from time to time in carrying out its duties and 
responsibilities. 
 
Working Arrangements 
 
14. 
The Sub-Committee may require Members of the Council and Officers of the 
Authority to attend before it to answer questions. 
 
15. 
The Sub-Committee may require the production of any document or record in the 
possession of the authority to be submitted to it, unless to do so would involve a 
breach of the Data Protection legislation or other relevant statutory provisions. 
 
 
Part 2 – Article 9 
 
Council - May 2006 
 23

ARTICLE 10 -  AUDIT ADVISORY PANEL  
  

The Council will appoint an Audit Advisory Panel  
 
 Statement of Purpose 
 
The purpose of this Panel is to provide independent assurance of the 
adequacy of the risk management framework and the associated control 
environment, independent scrutiny of the authority framework and non-
financial performance, to the extent that it affects the authority’s exposure to 
risk and weakens the control environment and to oversee the financial 
reporting process. 
 
Terms of Reference 
 

Within the Terms of Reference of the Panel it will be  
 
a.  the member forum for external auditors matters, [formal approval of the 
auditors statement of accounts will remain a full council responsibility.] 
b. 
the member forum for internal audit matters, 
c.  a key element of the internal control framework for the Council and take 
responsibility for the Annual Statement of Internal Control, 
d. 
be the member forum for risk management matters, 
e. 
be the member forum for corporate governance matters. 
  
General Role/Membership 
 

The Panel is advisory and therefore not subject to the provisions of the Local 
Government Access to Information Act 1985. 
  

The Panel will comprise 7 people (3 Councillors on a proportional basis), with co-
opted members from outside the Council with suitable experience.   
 

That Panel will meet four or more times per year. 
 

In order to promote the independence of the Panel there should be limited cross 
membership between Overview and Scrutiny Committee and the Audit Advisory 
Panel limited to a maximum of 2 members.  The chair should  be a  co-opted 
member of the Panel from an outside body with suitable experience. 
 
Specific Functions 
 

The Panel’s specific functions shall include but not be limited to  
  
(a) External 
Audit 
  
•  To consider the external audit report to those charged with governance 
on issues arising from the audit of the accounts, and ensure that 
appropriate action is taken in relation to the issues raised 
•  To consider the external auditor’s annual letter and ensure that 
appropriate action is taken in relation to the issues raised 
Part 2 – Article 10 
 
Council - May 2006 
 24

•  To consider and comment on any plans of the external auditors 
•  To comment on the scope and depth of the external audit work and to 
ensure it gives value for money 
•  To consider any other reports by the external auditors 
•  To liaise with the Audit Commission over the appointment of the Council’s 
external auditor 
•  To identify areas of potential work that may be appropriate for the  
external auditors 
  
(b)         Internal Audit. 
  
•  To consider the Chief Internal Auditor’s annual audit opinion and the level 
of assurance given over the Councils Corporate governance 
arrangements, 
• To consider regular reports, including statistics, abstracts and 
performance of the work of internal audit as presented by the Chief 
Internal Auditor, 
•  To consider and approve the Internal Audit Strategy, 
•  To consider and approve an annual programme of audit work, ensuring 
that there is sufficient and appropriate coverage , 
•  To consider reports from Internal Audit on agreed recommendations not 
implemented in accordance within the agreed timescale 
•  To identify areas of potential work that may be appropriate for  internal 
audit 
•  To comment on the scope and depth of the internal audit work and to 
ensure it gives value for money 
•  To identify areas of potential work that may be appropriate for  internal 
audit 
•  To consider any other reports the Chief Internal Auditor may make to the 
Panel. 
  
(c)          Internal Control 
  
•  To manage the production of the Councils annual Statement of Internal 
Control  
•  To recommend the adoption of the Statement of Internal Control to the 
Council 
•  To ensure that an appropriate action is taken with respect the issues 
raised in the Statement of Internal Control  
  
(d)         Risk Management  
  
•  Consider the effectiveness of risk management arrangement, the control 
environment and associated anti-fraud and anti-corruption arrangements 
•  Seek assurances that action is being taken on risk related issues 
•  Ensure that assurance statements, including the Statement of Internal 
Control, properly reflect the risk environment 
•  Manage the production of the Risk Management strategy 
  
Part 2 – Article 10 
 
Council - May 2006 
 25

 
(e)          Governance 
  
•  To consider the arrangements for Corporate Governance and to make 
appropriate recommendations to ensure Corporate Governance meets 
appropriate standards  
•  To consider the Council’s compliance with its own and other published 
standards and controls 
•  To review any issues of governance referred to the Committee by 
stakeholders 
•  To take ownership of the various financial and associated codes within 
the constitution including  
•  The Financial Procedure rules 
•  Protocol on referring Matters to the External Auditor 
•  The Anti-Fraud and Corruption policy 
[The Whistle-blowing Policy remains within the responsibility of the 
Standards Constitution. The Panel has a right of comment on changes to 
this policy] 
  
(h) Other 
 
  
•  To liaise with the Overview and Scrutiny Committee to ensure that the 
work of the two committees is complementary 
•  To promote effective relationships between external audit, internal audit, 
inspection agencies and other relevant bodies to ensure that the value of 
the audit and inspection processes are enhanced and actively promoted 
•  To consider financial and non-financial performance issues to the extent 
that this impacts upon financial management and governance 
  
  

The Panel shall report annually to the Council. 
  
Part 2 – Article 10 
 
Council - May 2006 
 26

ARTICLE 11 – CHAMPIONS 
 
11.1  Appointment of Champions 
 
At its discretion the Council may from time to time designate Champions from 
amongst Councillors. 
 
11.2 Term 
of 
Office 
 
 
Councillors who are designated as Champions shall hold office until: 
 
(a) 
they resign from office; 
 
(b) 
they are suspended from being Councillors under Part III of the Local 
Government Act 2000 (although they may resume office at the end of the 
period of suspension); 
 
(c) 
they are no longer Councillors; or 
 
(d) 
until the commencement of the next Annual Meeting of the Council except 
that the Council may remove from office at its discretion. 
 
11.3  Role and Functions 
 
To act as a positive focus for the local community at elected member level in 
respect of the relevant section of the community or range of activities designated by 
the Council so as to ensure that full consideration is given to the impact of Council 
activities and decisions upon the section of the community or range of activities. 
 
11.4 Key 
Tasks 
 
(a)  To make contact with local organisations concerned with the designated section 
of the community or range of activities and to establish effective and regular 
consultation arrangements with those organisations. 
 
(b)  To represent the views of such organisations to the Council, Cabinet, Overview 
and Scrutiny and other Committees and to officers on all relevant aspects of the 
Council’s activities. 
 
(c)  To act as an advocate on behalf of the relevant section of the community or 
range of activities within the Council as an organisation and to the wider 
community. 
 
(d)  To become familiar with the needs and priorities of the relevant section of the 
community or range of activities concerned and to weigh up interests expressed 
in order to provide sound advice on the implications of alternative courses of 
action. 
 
(e) To feedback decisions of the Borough Council and to explain the Council’s 
position on specific issues of concern to relevant organisations and to 
individuals involved. 
 
(f) To publish an annual report on work undertaken over each year for 
consideration by the Council. 
 
Part 2 – Article 11 
 
Council - May 2006 
 27

ARTICLE  12 –  JOINT ARRANGEMENTS 
 
Arrangements to Promote Wellbeing* 
 

The Council or the Executive, in order to promote the economic, social or 
environmental wellbeing of its area may: 
 
 
(a) 
enter into arrangements or agreements with any person or body; 
 
 
(b) 
co-operate with or facilitate or co-ordinate the activities of any personal body; 
and 
 
 
(c) 
exercise on behalf of that person or body any functions of that person or 
body. 
 
Joint Arrangements 
 

(a) 
The Council may establish joint arrangements with one or more local 
authorities and/or their executives to exercise functions, which are not 
executive functions in any of the participating authorities, or to advise the 
Council.  Such arrangements may involve the appointment of a joint 
committee with the other local Authorities. 
 
 
(b) 
The Executive may establish joint arrangements with one or more local 
Authorities to exercise functions, which are executive functions.  Such 
arrangements may involve the appointment of joint committees with these 
other local Authorities. 
 
 
(c) 
Except as set out below, the Executive may only appoint executive Members 
to a joint committee and those Members need not reflect the political 
composition of the Local Authority as a whole. 
 
 
(d) 
The Executive may appoint Members to a joint committee from outside of the 
Executive in the following circumstances: 
 
 
 
 
The joint committee has functions for only part of the area of the 
Authority, and that area is smaller than two fifths of the Authority 
by area or population.  In such cases, the Executive may appoint 
to the joint committee any person who is a Member for a Ward, 
which is wholly or partly contained within the area. 
 
 
 
The political balance requirements do not apply to such appointments. 
 
 
(e)  Details of any joint arrangements including any delegations to joint 
committees will be found in the Council’s Scheme of Delegations in Part 3 of 
this Constitution. 
 
Part 2 – Article 12 
 
Council - May 2006 
 28

Access to Information 
 

(a) 
The access to information rules in Part 4 of this Constitution apply. 
 
 
(b) 
If all the Members of a joint committee are Members of the Executive in each 
of the participating authorities, then its access to information regime is the 
same as that applied to the Executive. 
 
 
(c) 
If the joint committee contains Members who are not on the Executive of any 
participating Authority then the access to information rules in part V A of the 
Local Government Act 1972 will apply. 
 
Delegation to and from Other Local Authorities 
 

(a) 
The Council may delegate functions to another Local Authority or, in certain 
circumstances the Executive of another Local Authority. 
 
 
(b) 
The Executive may delegate executive functions to another Local Authority or 
the Executive of another Local Authority in certain circumstances. 
 
 
(c) 
The decision whether or not to accept such a delegation from another Local 
Authority shall be reserved to the Council meeting. 
 
Contracting Out 
 

The Executive may contract out to another body or organisation functions which 
may be exercised by an officer and which are subject to an order under Section 70 
of the Deregulation and Contracting Out Act 1994, or under contracting 
arrangements where the contractor acts as the Council’s agent under usual 
contracting principles, provided there is no delegation of the Council’s discretionary 
decision making. 
 
 
 
 
*Wellbeing means –  the health of the community in economic, social and environmental 
terms 
 
Part 2 – Article 12 
 
Council - May 2006 
 29

ARTICLE 13– OFFICER ROLES AND STATUTORY OFFICER FUNCTIONS 
 

Management Structure 
 
 

(a) 
General.  The Council may engage such staff (referred to as officers) as it 
considers necessary to carry out its functions. 
 
 (b) 
Chief Executive and Directors.  The Council will engage persons for the 
following posts: 
 
Post 
Functions and areas of responsibility 
 
 
Chief Executive 
• Overall corporate management and 
(and Head of Paid Service) 
operational responsibility (including overall 
management responsibility for all officers). 
•  Provision of professional advice to all 
parties in the decision making process. 
• Together with the Monitoring Officer, 
responsibility for a system of record 
keeping for all the Council’s decisions. 
•  Representing the Council on partnership 
and external bodies (as required by 
statute or the Council). 
 
 
Strategic Director of 
Responsibility for: 
Education and Children’s 
•  Education Services 
Services 
•  Services for Vulnerable Children and 
 
Pupils 
•  Children’s Trust 
•  Youth Services 
Strategic Director of 
 
Community and Cultural 
Responsibility for: 
Services 
• Housing 
Services 
 
•  Older People’s Services 
•  Services for Vulnerable Adults 
• Health 
Partnerships 
• Cultural 
Services 
•  Community Participation and 
Neighbourhood Planning 
• Customer 
Services operation of the 
Service Centre once established 
 
 
Strategic Director Law and 
Responsibility for: 
Corporate Governance 
• Legal 
Services 
(and Monitoring Officer) 
• Democratic 
Services 
 
•  Local Land Charges 
• Corporate 
Procurement 
•  Mayoral and Civic Matters 
•  Electoral Registration and Elections 
 
Part 2 – Article 13 
 
Council - May 2006 
 30

 
Post 
Functions and areas of responsibility 
Strategic Director The 
Responsibility for: 
Green and Built 
• Planning 
Environment 
• Transportation 
 
• Public 
Protection 
•  Community Safety and drugs action 
• Physical 
Regeneration 
•  Green Strategies – Sustainability 
 
Assistant Chief Executive 
Responsibility for: 
(Policy and Performance) 
• Policy/Performance 
 
•  Local Strategic Partnerships 
• Communications 
• IT 
• Economic 
Development 
• Equalities 
•  Implementation of efficiency programme 
related to Service Centre  
 
Strategic Director of Human 
•  Personnel Policy Practice 
Resources 
•  Recruitment & Retention 
•  Employee Relations 
•  Health & Safety 
•  Training and Development 
 
Strategic Director of Finance  Responsibility for: 
and Property 
•  Forward Financial Strategy 
• Corporate 
Accounts 
• Exchequer 
Services 
• Property 
Services 
• Efficiency 
•  Heart of Slough Regeneration 
 
 
(c) 
Head of Paid Service, Monitoring Officer and Chief Finance Officer.   
The Council will designate the following posts as shown: 
 
Post 
Designation 
 
 
Chief Executive 
Head of Paid Service 
 
 
Strategic Director of Law 
Monitoring Officer 
and Corporate Governance    
 
 
Director of Finance and 
Chief Finance Officer 
Property  
 
 
 
 
Part 2 – Article 13 
 
Council - May 2006 
 31

 
Such posts will have the functions described below. 
 
 (d) 
Structure.  The Head of Paid Service will determine and publicise a 
description of the overall departmental structure of the Council showing the 
management structure and deployment of officers.  This is set out at Part 7 of 
this Constitution. 
 

Functions of the Head of Paid Service 
 
 

(a)  Discharge of functions by the Council.  The Head of Paid Service will report 
to full Council on the manner in which the discharge of the Council’s functions 
is co-ordinated, the number and grade of officers required for the discharge of 
functions and the organisation of officers. 
 
 (b) 
Restrictions on functions. The Head of Paid Service may not be the 
Monitoring Officer but may hold the post of Chief Finance Officer if a qualified 
accountant. 
 

Functions of the Monitoring Officer 
 
 (a) 
Maintaining the Constitution.  The Monitoring Officer will maintain an up-to-
date version of the Constitution and will ensure that it is widely available for 
consultation by Members, staff and the public. 
 
 (b) 
Ensuring lawfulness and fairness of decision making.  After consulting 
with the Head of Paid Service and Director of Finance and Property, the 
Monitoring Officer will report to the full Council or to the Executive in relation to 
an executive function if he or she considers that any proposal, decision or 
omission would give rise to unlawfulness or if any decision or omission has 
given rise to maladministration.  Such a report will have the effect of stopping 
the proposal or decision being implemented until the report has been 
considered. 
 
 (c) 
Supporting the Standards Committee.  The Monitoring Officer will contribute 
to the promotion and maintenance of high standards of conduct through 
provision of support to the Standards Committee. 
 
 (d) 
Receiving reports.  The Monitoring Officer will receive and act on reports 
made by Ethical Standards Officers and decisions of the Case Tribunals. 
 
 (e) 
Conducting investigations.  The Monitoring Officer will conduct 
investigations into matters referred by Ethical Standards Officers and make 
reports or recommendations in respect of them to the Standards Committee. 
 
 

(f) 
Access to information.  The Monitoring Officer will ensure that executive 
decisions, together with the reasons for those decisions and relevant officer 
reports and background papers are made publicly available as soon as 
possible. 
 
 (g) 
Advising whether executive decisions are within the budget and policy 
framework.
  The Chief Executive in consultation with the Monitoring Officer 
and Director of Finance and Property will advise whether decisions of the 
Executive are in accordance with the budget and policy framework. 
 
Part 2 – Article 13 
 
Council - May 2006 
 32

 (h) 
Providing advice.  The Monitoring Officer will provide advice on the scope of 
powers and authority to take decisions, maladministration, financial 
impropriety, probity and budget and policy framework issues to all Members. 
 
 (i) 
Restrictions on posts.  The Monitoring Officer cannot be the Chief Finance 
Officer or the Head of Paid Service. 
 

Functions of Director of Finance and Property  
 
 (a) 
Ensuring lawfulness and financial prudence of decision making.    After 
consulting with the Head of Paid Service and the Monitoring Officer, the 
Director of Finance and Property will report to the full Council or to the 
Executive in relation to an executive function and the Council’s external 
auditor if he or she considers that any proposal, decision or course of action 
will involve incurring unlawful expenditure, or is unlawful and is likely to cause 
a loss or deficiency or if the Council is about to enter an item of account 
unlawfully. 
 
 (b) 
Administration of financial affairs.  The Director of Finance and Property  
will have responsibility for the administration of the financial affairs of the 
Council. 
 
 (c) 
Contributing to corporate management.  The Director of Finance and 
Property will contribute to the corporate management of the Council, in 
particular through the provision of professional financial advice. 
 
 (d) 
Providing advice.  The Director of Finance and Property will provide advice 
on the scope of powers and authority to take decisions, financial impropriety, 
probity and budget and policy framework issues to all Members and the 
elected Mayor and will support and advice Members and officers in their 
respective roles. 
 
 (e) 
Giving financial information.  The Director of Finance and Property will 
provide financial information to the media, Members of the public and the 
community. 
 

Duty to provide sufficient resources to the Monitoring Officer and Director of 
Finance and Property 
 
 
 
The Council will provide the Monitoring Officer and the Director of Finance and 
Property with such officers, accommodation and other resources as are in their 
opinion sufficient to allow their duties to be performed. 
 

Conduct 
 
 
Officers will comply with the Officers’ Code of Conduct and the Protocol on 
Officer/Member Relations set out in Part 5 of this Constitution. 
 

Employment 
 
 
The recruitment, selection and dismissal of officers will comply with the Officer 
Employment Rules set out in Part 4 of this Constitution. 
 
Part 2 – Article 13 
 
Council - May 2006 
 33

ARTICLE 14– DECISION MAKING 
 
 
Responsibility for decision making 
 

The Council will issue and keep up to date a record of what part of the Council or 
individual has responsibility for particular types of decisions or decisions relating to 
particular areas or functions.  This record is set out in Part 3 of this Constitution. 
 
 
Principles of decision making 
 

All decisions of the Council will be made and recorded in accordance with the terms 
of this Constitution. 
 

Whichever body or individual is responsible for making a decision, the decision 
should be made, as far as possible, in accordance with the following principles: 
 
(a) 
there should be a presumption in favour of decision-making being open and 
transparent, with Members of the public being afforded effective access to 
relevant information and the processes by which decisions are taken; 
 
(b) 
due consultation should take place with those likely to be affected by a 
decision.  So far as practicable, decision-making should be planned in 
advance and the public given due notification of forthcoming decisions; 
 
(c) 
where a decision is likely to have wide-ranging or significant impact on the 
community, additional time and emphasis should be given to consultation 
and Members of the public actively encouraged to contribute their views 
 
(d) 
decisions must be made with regard to all relevant considerations and 
ignoring all irrelevant matters; 
 
(e) 
decisions should be made having regard to any approved policies or 
procedures of the Council; 
 
(f) 
decisions should be made having regard to appropriate professional advice 
obtained from suitably-qualified officers; 
 
(g) 
the action required by a decision must be proportionate to the desired 
outcome 
 
(h) 
decisions must be made in accordance with any relevant statutory 
requirements and  with respect for human rights 
 
 
Types of decision 
 

The following types of decision exist: 
 
(a) 
Decisions reserved to full Council.  
 
 
Decisions relating to the functions listed in Article 4 will be made by the full 
Council and not delegated. 
Part 2 – Article 14 
 
Council - May 2006 
 34

 
(b) 
Key decisions.   
 
A ‘key decision’ is an Executive decision which is likely either: 
 
•  to result in the Council incurring expenditure which is, or the making of 
savings which are, significant, having regard to the Council’s budget for 
the service or function to which the decision relates; or 
 
•  to be significant in terms of its effects on communities living or working in 
an area comprising two or more wards within the Borough. 
 
 
A decision taker may only make a key decision in accordance with the 
requirements of the Executive Procedure Rules set out in Part 4 of this 
Constitution. 
 
 

Decision making by the Council 
 

Subject to Paragraph 9 below, the Council meeting will follow the Council 
Procedures Rules set out in Part 4 of this Constitution when considering any matter. 
 
 
Decision making by the Executive 
 

Subject to Paragraph 9, the Executive will follow the Executive Procedures Rules 
set out in Part 4 of this Constitution when considering any matter. 
 
 
Decision making by Overview and Scrutiny Committee 
 

The Overview and Scrutiny Committee will follow the Overview and Scrutiny 
Procedures Rules set out in Part 4 of this Constitution when considering any matter. 
 
 
Decision making by other Committees and Sub-Committees established by 
the Council
 
 

Subject to Paragraph 9 below, other Council committees and sub-committees will 
follow those parts of the Council Procedures Rules set out in Part 4 of this 
Constitution as apply to them. 
 
 
Decision making by Council bodies acting as tribunals 
 

The Council, a Member or an officer acting as a tribunal or in a quasi judicial 
manner of determining/considering (other than for the purposes of giving advice) the 
civil rights and obligations or the criminal responsibility of any person will follow a 
proper procedure which accords with the requirements of natural justice and the 
right to a fair trial contained in Article 6 of the European Convention on Human 
Rights. 
 
 

Part 2 – Article 14 
 
Council - May 2006 
 35

ARTICLE 15 – FINANCE, CONTRACTS AND LEGAL MATTERS 
 
 
Financial management 
 
1 
The management of the Council’s financial affairs will be conducted in accordance 
with the financial rules set out in Part 4 of this Constitution. 
 
 
Contracts 
 
 
 
 

Every contract made by the Council will comply with the financial rules set out in 
Part 4 of this Constitution. 
 
 
Legal proceedings 
 

The Strategic Director of Law and Corporate Governance is authorised to institute, 
defend or participate in any legal proceedings in any case where such action is 
necessary to give effect to decisions of the Council or in any case where he/she 
considers that such action is necessary to protect the Council’s interests. 
 
 
Authentication of documents 
 

Where any document is necessary to any legal procedure or proceedings on behalf 
of the Council, it will be signed by Strategic Director of Law and Corporate 
Governance or other person authorised by him/her, unless any enactment 
otherwise authorises or requires, or the Council has given requisite authority to 
some other person. 
 
 
 
Common Seal of the Council 
 
5 
The Common Seal of the Council will be kept in a safe place in the custody of the 
Strategic Director of Law and Corporate Governance.  A decision of the Council, or 
of any part of it, will be sufficient authority for sealing any document necessary to 
give effect to the decision.  The Common Seal will be affixed to those documents, 
which in the opinion of the Strategic Director of Law and Corporate Governance 
should be sealed.  The affixing of the Common Seal will be attested by the Strategic 
Director of Law and Corporate Governance or some other person authorised by 
him/her. 
 
Part 2 – Article 15 
 
Council - May 2006 
 36

ARTICLE 16 REVIEW AND REVISION OF THE CONSTITUTION 
 
 
Duty to monitor and review the constitution 
 

The Monitoring Officer will monitor and review the operation of the Constitution to 
ensure that the aims and principles of the Constitution are given full effect. 
 
 
Protocol for monitoring and review of constitution by monitoring officer 
 

A key role for the Monitoring Officer is to be aware of the strengths and weaknesses 
of the Constitution adopted by the Council, and to make recommendations for ways 
in which it could be amended in order better to achieve the purposes set out in 
Article 1.  In undertaking this tasks the Monitoring Officer may: 
 
observe meetings of different parts of the Member and officer structure; 
 
undertake an audit trail of a sample of decisions; 
 
record and analyse issues raised with him/her by Members, officers, the public 
and other relevant stakeholders; and 
 
compare practices in this authority with those in other comparable authorities, or 
national examples of best practice. 
 
 
Approval 
 
3 
Changes to the Constitution will only be approved by the Council after consideration 
of the proposal by the Monitoring Officer. 
 
 
Part 2 – Article 16 
 
Council - May 2006 
 37

ARTICLE 17 – SUSPENSION, INTERPRETATION AND PUBLICATION OF THE  
CONSTITUTION 
 
 
Suspension of the Constitution
 
 

Limit to suspension.  The Articles of this Constitution may not be suspended.  The 
Procedure Rules specified in Part 4 of the Constitution may be suspended only to 
the extent permitted within those Rules and the law. 
 

Procedure to suspend.  A motion to suspend any rules will not be moved without 
notice unless at least one half of the whole number of Members are present.  The 
extent and duration of suspension will be proportionate to the result to be achieved; 
taking account of the purposes of the Constitution set out in Article 1. 
 
 
Interpretation 
 

The ruling of the Mayor as to the construction or application of this Constitution or 
as to any proceedings of the Council shall not be challenged at any meeting of 
Council.  Such interpretation will have regard to the purposes of this Constitution 
contained in Article 1. 
 
 
Publication 
 

The Chief Executive will give a copy of this Constitution to each Member of the 
Authority upon delivery to him/her of that individual’s declaration of acceptance of 
office on the Member first being elected to the Council. 
 

The Strategic Director of Law and Corporate Governance will ensure that copies are 
available for inspection at Council offices, Libraries and other appropriate locations, 
and can be purchased by Members of the local press and the public on payment of 
a reasonable fee. 
 

The Strategic Director of Law and Corporate Governance will ensure that the 
summary of the Constitution is made widely available within the area and is updated 
as necessary. 
 
Part 2 – Article 17 
 
Council - May 2006 
 38

SCHEDULE 1: DESCRIPTION OF EXECUTIVE ARRANGEMENTS 
 
The following part of this Constitution constitutes the executive arrangements: 
 
Article 6 (Overview and Scrutiny) and the Overview and Scrutiny Procedure Rules; 
 
Article 7 (The Executive) and the Executive Procedure Rules; 
 
Article 12 (Joint arrangements). 
 
Article 14 (Decision making) and the Access to Information Procedure Rules; 
 
Part 3 (Responsibility for Functions). 
 
Part 2 – Schedule 1 
 
Council - May 2006 
 39

 
 
 
 

Part 3 
 
Responsibility for 
Functions 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 40

 
Part 3   Responsibility for Functions and Scheme 

of Delegation 
 
 
1. 
This Section of the Constitution summarises which part of the new decision making 
process is responsible for which functions.  Further details are set out in the 
Scheme of Officer Delegation. 
 
2. 
The aim is to show which functions are the responsibility of the Council and its 
various Committees and which are the responsibility of the Cabinet.  This section 
also clarifies which functions are the responsibility of the Cabinet to the extent 
specified in Tables 1 or 3. 
 
3. 
The information is set out in a tabular form as follows: 
 
•  Table 1 – Responsibility for Local Choice Functions. 
 
•  Table 2 – Responsibility for Council Functions. 
 
•  Table 3 – Responsibility for Executive functions discharged through 
the Cabinet. 
 
4. 
Unless prohibited by law Council and Executive functions can be delegated to a 
Committee, Joint Committee, an Individual Commissioner (executive functions only) 
or an Officer  
 
5. 
The Authority’s Scheme of Delegation to Officers and Proper Officer Appointments 
is set out at Appendix 1 to Part 3 of the Constitution. 
 
6. 
Members appointed to the Planning and Licensing Committee (and its Sub 
Committee) must attend the compulsory training sessions provided before they 
serve on the Committee. 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 41

TABLE 1:  RESPONSIBILITY FOR “LOCAL CHOICE” FUNCTIONS 
 

Function 
Responsible Body 
Delegation of 
Functions 
1. 
All functions under Local Acts (not 
Cabinet 
Operational decisions 
specified in Regulation 2 or 
 
are delegated to Officers 
Schedule 1 of the Local Authorities   
in accordance with the 
(Functions and Responsibilities)  
Scheme of Delegation. 
(England) Regulations 2000 (as 
amended). 
 
2. 
Conduct of Best Value Reviews. 
The Cabinet agrees  
Not delegated. 
 
the programme and is 
responsible for the 
conduct of reviews.  
Scrutiny and Overview 
Committee oversees 
the review process. 
 
3. 
Determination of an appeal against 
Council 
3-7 (inclusive) 
any decision made by or on behalf 
The Council appoints 
of the authority. 
Appeal Panels for 
 
various appeals (See 
4. 
The appointment of review boards 
Council 
attached schedule) 
under regulations under sub 
General arrangements 
section (4) of Section 34 of the 
for dealing with appeals 
Social Security Act 1998 (a). 
are delegated to officers 
 
in accordance with the 
5. 
Arrangements for Appeals Against 
Council 
Scheme of Delegation. 
Exclusion of Pupils. 
 
 
6. 
Arrangements for Admission 
Council 
Operational decisions 
Appeals. 
 
are delegated to Officers 
 
in accordance with the 
Scheme of Delegation. 
 
7.  Arrangements for appeals by 
Council 
 
Governing Bodies Under Section 
 
87 of the 1998 Act. 
 
8. 
Arrangements for enabling 
Council 
Not delegated. 
questions to be put at the Council 
 
meeting on Police Authority 
functions. 
 
9.  Appointments to the Police 
Council Not 
delegated. 
Authority. 
 
10.  The making of agreements with 
Council Not 
delegated. 
other local authorities for the 
placing of staff at the disposal of 
those other authorities.  
(secondments) 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 42

 
Function 
Responsible Body
Delegation of 
Functions 
11.  Any function relating to contaminated 
Council 11-19 
(inclusive) 
land. 
Operational decisions 
 
are delegated to Officers 
in accordance with the 
Scheme of Delegation. 
12.  The discharge of any function relating 
Council  
to the control of pollution or the 
management of air quality. 
 
13.  Service of an Abatement Notice in 
Council 
 
respect of a Statutory Nuisance. 
 
 
 
14.  The passing of a resolution that 
Council  
Schedule 2 to the Noise and 
Statutory Nuisance Act 1993 should 
apply in the authorities area. 
 
15.  The inspection of the Council’s area 
Council  
to detect any statutory nuisance. 
 
16.  The investigation of any complaint as 
Council  
to the existence of a statutory 
nuisance. 
 
17.  The obtaining of information under 
Council  
Section 330 of the Town and Country 
Planning Act 1990 as to interests in 
land. 
 
18.  The obtaining of particulars of 
Council  
persons interested in land under 
Section 16 of the Local Government 
(Miscellaneous Provisions) Act 1976. 
 
19.  The making of agreements for the 
Council  
Execution of Highways Works. 
 
20. Appointments/revocation 
of 
Council Not 
Delegated 
appointments to external 
offices/bodies. 
 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 43

TABLE 2 -  RESPONSIBILITY FOR COUNCIL FUNCTIONS 
 
Body 
Functions 
Delegation of 
Responsible 
Functions 
Council  
1.  The functions specified in The Local Authorities   
(Functions and Responsibilities) (England) 
 
Regulations 2000 (as amended)- Schedule 2 (Local   
Choice Functions) to be the responsibility of the 
Council are set out in Table 1 
 
 
2.  Approval of and any amendment to the Constitution  Not Delegated 
or any part thereof. 
 
 
3.  Suspension of any of the Rules of the Constitution. 
Not Delegated 
 
 
4.  Approval of the Policy and Financial Framework of  Not Delegated 
the Council and any amendment to the framework 
strategies or plans therein. 
 
 
5.  The approval or adoption of applications to the  Not Delegated 
Secretary of State for approval of a programme of   
disposal of properties to a person under the 
Leasehold Reform, Housing and Urban 
Development Act 1993 or to dispose of land used for 
residential purposes where approval is required 
under Sections 32 or 43 of the Housing Act 1985. 
 
 
6.  Matters incapable of being delegated by law (e.g.  Not Delegated 
objection to or support of a Government Bill, 
Statutory Orders, The making of by-laws, 
appropriation and or disposal of allotment and public 
open space land etc.). 
 
 
7.  Consideration and approval of recommendations  Not Delegated 
from the Cabinet for revenue and capital 
supplementary estimates. 
 
 
8.  Consideration and approval of recommendations  Not Delegated 
from the Cabinet for revenue budget virement   
between approved budget heads of expenditure in   
excess of £500,000 in any one case or in aggregate   
in any year or approval of allocation of funds from   
reserves or from windfall receipts. 
 
 
 
9.  Matters relating to electoral or electoral boundary  Not Delegated 
reforms and to local referendums. 
 
 
10. Proposals for the reorganisation of, or transfer  Not Delegated 
between, statutory bodies. 
 
 
 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 44

 
Body 
Functions 
Delegation of 
Responsible 
Functions 
 
11. To consider and determine any matters of the  Not Delegated 
Standards Committee which have not been 
 
delegated. 
 
 
 
12. Approval of the Scheme of Members’ Allowances. 
Not Delegated 
 
 
13. Confirmation of the appointment, responsibilities and  Confirmation of 
terms and conditions of the Council Chief Executive  appointment of 
and Chief Officers. 
Chief Officers 
 
can be delegated 
to Employment 
Committee by 
the Council. 
 
 
14. Reports from the Council’s Head of Paid Service, 
Not Delegated 
Monitoring Officer or Section 151 Officer in 
pursuance of their statutory responsibilities or on 
matters which they consider should be referred to 
the full Council’s for consideration. 
 
 
15. To authorise payments or other benefits under  Chief Officers 
Section 92, Local Government Act 2000 
provided within 
(maladministration). 
delegated 
budget. 
 
 
16. Make arrangements for the discharge of functions by 
Not Delegated 
a Committee or Officer. 
 
 
17. To make appointments of Committees under Section 
Not Delegated 
102, Local Government Act 1972. 
 
Planning 
1  To exercise the powers and duties of the Council  1-10 (inclusive)  
Committee 
under the provisions of Parts III, IV and V of the  Most Operational 
(9 Members of 
Town and Country Planning Act 1990, the Planning  aspects fall to be 
the Authority) 
(Listed Buildings and Conservation Areas) Act 1990  dealt with by 
No Executive 
and the Planning (Hazardous Substances) Act 1990,  Officers under 
Member other 
except the making of Revocation, Modification and  the Scheme of 
than 
Discontinuance Orders and Agreements relating to  Delegation. 
Commissioner 
development or the use of land (Sections 97, 99, 
for Planning/ 
102 and 106 of the Town and Country Planning Act 
Transportation/ 
1990) where any payment by the Council is 
Legal and 
involved. 
Democratic 
 
Services 
Not Mayor 
2  To exercise the provisions of the Building Act 1984   
and supporting Building Regulations with regard to 
the regulation of buildings, and to deal with plans 
and drawings submitted in connection therewith. 
 
 
3  To authorise the issue and service of Stop Notices   
to support Enforcement Notice proceedings. 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 45

 
Body 
Functions 
Delegation of 
Responsible 
Functions 
 

To consider “special urgency” applications which   
require a reply within 14 days, and to take 
appropriate action arising from planning 
applications submitted by government departments 
under Department of the Environment Circular 
18/84 (Crown Land and Crown Development). 
 
 

To consider published planning policy guidance   
(PPG’s) and circulars/white papers etc for adoption 
subject to any issue of local policy being referred to 
the Council for determination. 
 

To consider the local statutory development plan 
and non-statutory planning policy guidance for 
information. 
 

To receive petitions in accordance with the Council 
Procedure Rules. 
 

To agree consultation responses on Technical 
Planning Policy Issues. 
 

Approval of Technical Non-Statutory Planning 
Guidance (e.g. development control guidelines). 
 
10  Confirmation of orders under Sections 198 and 201 
of the Town and Country Planning Act 1990 for the 
preservation of trees in the Borough, where 
objections have been received. 
 
11  To exercise the functions contained within Part 8 of 
the Anti Social Behaviour Act 2003 relating to High 
Hedges. 
Licensing 

To determine annually the number and allocation of  1-11 (inclusive) 
Committee 
Hackney Carriages. 
Most Operational 
(11Members of 
 
aspects fall to be 
the Authority) 
2  Within the Policy Framework agreed by the Council  dealt with by 
No Executive 
to determine operational guidelines on Taxi Officers under 
Member or 
Licensing. 
the Scheme of 
Mayor  
 
Delegation. 
3  To consider and determine applications for licences   
for Private Hire Vehicles, operators and drivers and  A Licensing 
Hackney Carriage drivers where (1) the individuals  Hearing Sub 
involved have been convicted of traffic or other  Committee will 
offences (2) Where the CRB checks on an be appointed to 
individual gives cause for concern with regard to  hear licensing 
their suitability as a fit and proper person to hold  applications 
such a license (3) in any other special referred to 
circumstances where the Officers consider it Committee. 
appropriate to refer the matter to the Committee. 
 
 
4  To exercise the functions of the Licensing Act 2003 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 46

 
Body 
Functions 
Delegation of 
Responsible 
Functions 
 
5  To determine conditions of licences; set fares and   
charges; and to determine the extent of delegation 
to Officers regarding the issue or suspension of 
licences under Part II of the Local Government 
(Miscellaneous Provisions) Act 1976 relating to 
Hackney Carriages and Private Hire Vehicles and to 
authorise enforcement action. 
 
 
6  To hear and determine any appeal against a   
decision of the Strategic Director of Law and 
Corporate Governance taken under delegated 
powers to refuse an application for approval of 
premises or to revoke any approval previously 
granted under the Marriage Act 1994. 
 
 
7  To consider and determine applications for the   
exhibition of films which have not been allocated a 
film category by the British Board of Film 
Classification. 
 
 
8  To determine such other licensing appeals or other   
licensing matters referred by the Officers from time 
to time including but not restricted to: 
 
(a) Private Places of Entertainment 
(b) Public Entertainment 
(c) Sex Establishments 
(d) Street Trading. 
 
 
9  To consider any issues of major new policy with   
regard to licensing matters and to make 
recommendations thereon to the Council. 
 
 
10  Health and Safety at Work Regulatory Matters. 
 
 
11  Regulatory functions in respect of control of pollution   
(air, water and land); statutory nuisances and other 
environmental protection functions. 
 
 
12 To receive petitions in accordance with the Council   
Procedure Rules. 
 
Standards 
1. Promoting and maintaining high standards of 1-11 (inclusive) 
Committee 
conduct by Members, Co-opted Members and Operational 
No Executive 
Church and Parent Governor Representatives. 
aspects are to be 
 
Member,  
dealt with by 
2. Assisting Co-opted Members and Church and 
Mayor or 
Officers under 
Parent Governor representatives to observe the 
Chair/Vice Chair 
the Scheme of 
Council’s Ethical Framework including the Local 
of Planning,  
Delegation. 
Code of Conduct. 
Licensing or 
 
Employment and  3.  Advising the Council on the adoption or revision of   
Appeals 
the Council’s Ethical Framework including the Local 
Committee 
Code of Conduct. 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 47

 
Body 
Functions 
Delegation of 
Responsible 
Functions 
Must Include at 
4.  Monitoring the operation of the Council’s Ethical   
least two  
Framework including the Local Code of Conduct. 
Elected 
 
Members and 
5.  Advising, training or arranging to train Members   
one Independent 
and Co-opted Members and Church and Parent 
Non Elected 
Governor representatives on matters relating to the 
Member 
Council’s Ethical Framework including the Local 
Code of Conduct. 
 
No requirement 
6.  Granting dispensations to Members, Co-opted  
to be politically 
Members and Church and Parent Governor 
proportionate 
representatives from requirements relating to 
interests set out in the Local Code of Conduct. 
 
 
7.  Dealing with any reports from a Case Tribunal or  This matter is 
Interim Case Tribunal, and any report from the  delegated to the 
Monitoring Officer on any matter which is referred  Standards (Local 
by an Ethical Standards Officer to the Monitoring  Determination) 
Officer. 
Sub Committee  
 
 
8.  The exercise of (1) to (7) above in relation to the   
Parish Councils wholly or mainly in its area and the 
Members of those Parish Councils. 
 
 
9.  Keep under review and make recommendations to   
the Council on the Whistle-Blowing Policy and 
Procedure. 
 
 
10. Consideration of any report or recommendations   
made to it by the Monitoring Officer and to take 
action prescribed by regulations made under 
Section 66 and other sections contained within Part 
III of the Local Government Act 2000 (including 
action against any Member or Co-opted Member 
(or former Member or Co-opted Member) of the 
Council which is the subject of the report or 
recommendation). 
 
 
11. In conjunction with the Monitoring Officer to  
produce an annual report for submission to Council 
on matters within the purview of the Committee. 
 
 
12. 
To put in place and keep under review  
arrangements for monitoring members’ 
performance.  
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 48

 
Body 
Functions 
Delegation of 
Responsible 
Functions 
Employment  
1.  To be responsible for all the functions relating to the 
Staffing matters 
and Appeals 
Council’s responsibilities as an employer and for 
generally are 
Committee 
Local Government Pensions. 
dealt with by 
(9  Members of 
 
Officers under 
the Authority) 
the Scheme of 
Delegation. 
 
Must include at 
2. To determine (or make recommendation to the  An appointments 
least one 
Council in regard to the appointment or dismissal of  and Investigating  
Member of the 
the Head of the Paid Service) matters relating to the  Sub-Committee 
Executive. 
appointment, conditions of service and discipline of  will be appointed 
Not the Mayor  
the Chief Executive and officers holding designated  as required in 
posts and in accordance with the Council’s Officer  accordance with 
Employment Procedure Rules 
the Officer 
 
Employment 
Procedure Rules 
 
  

Sub-
Committee will 
be appointed as 
required to 
consider 
allegations of 
misconduct/lack 
of capability 
against the Chief 
Executive in 
accordance with 
the Officer 
Employment 
Procedure 
Rules. 
 
 
3. To consider and determine appeals against An Employment 
dismissal and other appeals arising from the Appeal Sub 
Council’s HR procedures. 
Committee will 
 
be appointed to 
 
 
hear appeals 
under 3 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 49

 
Body 
Functions 
Delegation of 
Responsible 
Functions 
 

To consider and agree reports on major changes 
An Appeals Sub-
in Human Resource Management and to monitor 
Committee will 
performance in the following areas: 
be appointed to 
•  HR Policies and Practices 
hear appeals 
•  Equal Opportunities and Diversity in 
under 5. 
Employment 
•  Workforce Planning and Monitoring 
•  Learning and Development 
•  Communication and Consultation 
•  Employee Well Being 
•  Risk, Health and Safety Management 
 
 

To consider and determine appeals: 
 
 
•  Against refusal by the Local Education 
Authority of applications for Home to School 
transport which do not fall within the LEA’s 
policy for provision of such transport. 
 
•  Complaints about the School Curriculum and 
collective worship in accordance with Section 
23 of the Education Reform Act 1988. 
 
•  Requests for the allocation of accommodation 
outside the Council’s approved policies on 
referral by the Officers or by three Members 
of the Council. 
 
•  Appeals under the Statutory Provisions 
relating to nurseries, playgroups, child 
minders and Residential Homes. 
 
•  Against refusal by the Authority of application 
for Local Council Tax Discount. 
 
•  In accordance with Section 17(3) of the 
Health & Social Services and Social Security 
Adjudication Act 1983. 
 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 50

TABLE 3.  RESPONSIBILITY FOR EXECUTIVE FUNCTIONS 
 
Who is 
Functions 
Onward limits on 
responsible 
delegations 
Executive 
The Cabinet’s role is to be responsible for: 
Functions 
(Cabinet) 
 
championed by 
1  The conduct of Best Value Reviews. 
Commissioners with 
 
portfolio 
responsibilities 
attached. 
 
 
2  Functions undertaken under Local Acts (e.g.  Functions delegated 
Berkshire Act 1986) not specified in Regulation 2  to Officers in 
or Schedule 1 of The Local Authorities (Functions  accordance with the 
and Responsibilities) (England) Regulations 2000  Scheme of 
(as amended). 
Delegation. 
 
 
 
3  Effective political and community leadership. 
Functions carried out 
 
by whole Cabinet. 
 
 
4  Annually recommending to the full Council a   
policy and financial framework and revenue and 
capital budgets. 
 
 
5  Leading the community planning process and the   
formulation and preparation of statutory plans and 
local strategies. 
 
 
6  Consulting within the Council and with other  Not Delegated 
stakeholders, agencies and with business and the 
voluntary sectors to identify and address local 
needs. 
 
 
7  Leading preparation of the Performance Plan for  Not Delegated 
recommendation to full Council, the 
implementation of the Plan and to carry out the 
duty of Best Value and continuous improvement. 
 
 
8  Executive decisions and effective implementation  Not Delegated 
of Council policy and the setting and delivery of 
service standards in line with the approved Policy 
Framework and budget. 
 
 
9  Forming partnerships with other agencies and the  Not Delegated 
business and voluntary/ community sectors.   
 
 
10  In-year decisions on resources and priorities. 
Not Delegated 
 
 
11 Approval of transfer of funds (virement) between  Not Delegated 
Departments or Services within approved budgets 
up to a maximum of £500,000 in any one case or 
in aggregate in any year or where additional 
savings are demanded across Departments or 
Services in order to create funds for reallocation. 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 51

 
Who is 
Functions 
Onward limits on 
responsible 
delegations 
 
12 
Disposal, acquisition and/or appropriation of Not Delegated 
property for rationalisation of the Council’s  
property portfolio or for facilitation of development 
 
initiatives within the approved policy and Financial   
framework and budgets. 
 
 
 
13 
Reorganisation of Council Departments or Not Delegated 
Services involving more than 20 redundancies or   
likely to give rise to operational disruption or 
 
interruption of services or involving a change from 
direct to indirect provision or vice-versa. 
 
 
14 The Subject to any matter reserved to full  Not Delegated 
Council, consideration and approval of responses   
to consultation papers having significant policy or 
 
financial implications for the Council or the 
Borough. 
 
 
15 The awarding of grants (financial and in kind)  Not Delegated 
within overall approved budgets and the policy 
framework. 
 
 
 
16  The write-off of debts over £10,000. 
Not Delegated 
 
 
17 Transport matters (including Traffic Regulation  Operational 
Orders and related management matters). 
Transport and Traffic 
 
matters are 
delegated to Officers 
in accordance with 
the Scheme of 
Delegation. 
 
 
18 
Consulting with the Overview and Scrutiny Not Delegated 
Committee and Standing Committees, 
appropriate Officers and any other person or body 
necessary to ensure proposed decisions of the 
Executive are taken on a properly informed basis. 
 
 
19  Any other functions which are not specified under  Not Delegated 
the law or in the Local Authorities (Functions and 
Responsibilities) (England) Regulations 2000 (as 
amended) as Council or non-executive functions. 
 
 
20 To delegate to a Committee or the Cabinet,  Not Delegated 
Commissioner or an Officer any of the Cabinet’s 
Executive functions. 
 
 
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Council - May 2006 
 52

SCHEME OF DELEGATION TO OFFICERS
 
 Introduction 
 
 
Specific Directorate Delegations 
 
 
 
  Chief 
Executive’s 
Directorate 
 
 
 
Law & Corporate Governance 
 
  Monitoring 
Officer 
Function 
 
  Finance 

Property 
Services 
 
 
 
The Green and Built Environment 
 
 
 
  Development 
Control 
Functions 
 
 
Highways & Transportation Regulatory Functions 
  Public 
Health 
Functions 
 
 
 
Trading and Environmental Health Regulatory & Legislative Standards 
  Licensing 
Functions 
  Community 
Safety 
 
 
 
 
Community & Cultural Services  
 
  Housing 
Management 
Function 
 
 
Housing – Private Sector Housing Functions 
  Social 
Care 
 
 
 
Education & Children’s Services
 
  Children’s 
Legislation/powers 
  Education 
legislation/powers 
 
Proper Officer Appointments
 
 
Note : 
 
By Virtue of an agreement with People 1st (Slough) Ltd. the Council has delegated to 
that company a number of functions under the broad headings of housing 
management, leasehold services, repairs and maintenance and stock investment, 
details of which are contained in the schedule to the contract.    
 
The Community & Cultural Services Directorate and Green and Built Environment 
Directorate have only recently formed as a result of this restructuring during the year 
may change the details of the delegations listed. 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
53 

SCHEME OF DELEGATION TO OFFICERS 
 
1. 
Introduction
 
1.1 
This Scheme delegates powers and duties of Slough Borough Council to 
Officers under Section 101 of the Local Government Act 1972 and all other 
powers enabling such delegation.  It is adopted with the intent that it should 
lead to a streamlining and simplification of the decision-making processes of 
the Council, and accordingly it should be interpreted widely rather than 
narrowly. 
 
1.2 
This Scheme delegates to Directors and other Authorised Officers the powers 
and duties necessary for the discharge of the Council’s functions within the 
broad functional description set out, together with the specific delegations 
therein, and should be taken to include powers and duties within those 
descriptions under all present and future legislation, and all powers incidental 
to that legislation including the application of the incidental powers under 
Section 111 of the Local Government Act 1972, including the power to affix 
the Common Seal of the Council. 
 
1.3 
An Officer may decline to exercise delegated powers and instead report to the 
Cabinet or appropriate Committee. 
 
1.4 
For the purpose of this Scheme: 
 
(a) 
“Authorised Officer” means an Officer who is specified under this 
Scheme as having the authority to exercise delegated powers and 
duties on behalf of the Council. 
 
(b) 
“Commissioner” shall be taken to mean a Councillor (including the 
Leader of the Council if so nominated) nominated in writing to the 
Proper Officer by the Leader of the Council as a Member of the 
Cabinet. 
 
(c) 
“Director” means any one of those Officers specified in Article 13, 
Paragraph 1(b) of the Constitution. 
 
(d) 
“Head of Profession” means the Officer appointed by the Council to 
have responsibility for the establishment and maintenance of 
professional standards in respect of a specific area of Council activity 
(other than the Statutory Officers). 
 
(e) 
“Leader of the Council” shall mean the person elected to that position at 
the Annual Council meeting. 
 
(f) 
“Proper Officer” shall be taken to mean the Officer appointed by the 
Council for the purpose of the Scheme, or in default of such 
appointment the Chief Executive of the Council. 
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Council - May 2006 
 
 
54 

(g) “Statutory 
Officer” 
means:- 
 
(i) 
the Head of Paid Service in respect of the manner in which the 
co-ordination by the Council of the discharge of their different 
functions is co-ordinated, the number of staff required for the 
discharge of those functions, the organisation of those staff and 
the appointment and proper management of those staff; 
 
(ii) 
the Monitoring Officer in respect of any proposal, decision or 
omission which has given rise to or is likely to give rise to a 
breach of law or of any statutory code of practice, or mal-
administration; 
 
(iii) 
the Strategic Director of Finance and Property in respect of the 
proper administration of the Council’s financial affairs. 
 
(h) 
“Ward Member” means a Councillor for any electoral area, which is 
identified in an Officer’s report for a decision as being particularly 
affected by the proposed decision. 
 
2. 
Limitations
 
2.1 
This Scheme does not delegate to Officers: 
 
(a) 
any matter reserved by law or by the Terms of Reference of the 
Cabinet, Committees and Sub-Committees to the Council, or to a 
Committee or Sub-Committee of the Council; 
 
(b) 
any matter which by law may not be delegated to an officer; 
 
(c) 
any matter which is specifically excluded from delegation by this 
Scheme or by resolution of Council, the Cabinet or a Committee or 
Sub-Committee. 
 
2.2 
Officers may only exercise delegated powers in accordance with the: 
 
(a)  policies, plans and programmes approved by or on behalf of the Council; 
 
(b)  budget and policy framework and executive procedural rules; 
 
(c)  officer employment procedural rules; 
 
(d)  contract and financial procedural rules; 
 
(e)  any statutory restrictions, statutory guidance/circulars or statutory code of 
practice. 
 
2.3 
In exercising delegated powers, Officers shall act only within the revenue and 
capital budgets for the relevant service as approved by the Council, subject to 
any variation thereof which is permitted by the Council’s contract and financial 
procedural rules. 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
55 

 
3. 
Sub-Delegation
 
3.1 
This Scheme includes the power for Officers to further delegate any function 
which has been delegated to them under this Scheme, to another Officer or to 
other Officers.  Every such sub-delegation shall be in writing, setting out the 
name of the delegate, the terms and conditions upon which that function is to 
be performed, and accountability for the performance of the sub-delegated 
function.  The Officer making such sub-delegation shall record the sub-
delegation in a register maintained for the purpose by the Director responsible 
for the function. 
 
3.2 
Directors shall devolve operational responsibilities for day to day service 
delivery and management to the nearest practicable point to the service user. 
 
3.3 
The Officer named shall have the power to act for the purposes of these 
delegated matters as if he/she were the Director or Authorised Officer.  Sub-
delegated decisions are taken in the name of the Director or Authorised 
Officer. 
 
4. 
Delegated Decision-Making – General Principles
 
4.1  In exercising any delegated function, Officers shall have regard to the 
requirement to comply with the limitations set out in paragraph 2.2 above, and 
shall be responsible for undertaking any appropriate consultation with the 
Council’s Statutory Officers before taking any decision. 
 
4.2 
Where any matter involves professional or technical considerations not within 
the sphere of competence of the Director or Authorised Officer concerned, he 
shall consult with the appropriate Head of Profession or technical officer of the 
Council before authorising action.  Such constraints are kept to the absolute 
minimum necessary for internal check. 
 
4.3 
The Officers exercising such powers shall take account of any previous 
decision of the Council on any relevant policies or procedures. 
 
4.4 
All decisions shall be taken in the name of, but not necessarily personally by, 
the Officer(s) to whom the power is delegated.  Arrangements shall be made 
for the recording of action taken pursuant to these powers. 
 
4.5 
In any case, where an Officer, exercising a delegated power or duty considers 
that a new departure in policy,  procedure or a significant change in financial 
practice is likely to be involved, he/she shall consult with the Statutory 
Officer(s), who shall, if necessary, refer the matter to the appropriate decision-
making machinery. 
 
4.6  Where Officers consider that a decision which they have taken under 
delegated authority is significant, they shall inform the Assistant Director 
(Democratic Services) who will report decisions for scrutiny purposes.  Any 
decisions and consultation undertaken in respect of decisions by Officers 
taken under delegated powers shall be recorded by Directorates at the time of 
such decisions.  
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56 

 
4.7 
Where there is a dispute between Directors or Authorised Officers, either 
Officer may refer the matter to the Chief Executive for appropriate action. 
 
4.8 
The Chief Executive as the Head of Paid Service shall monitor the exercise of 
delegated powers and duties other than statutory functions for which Directors 
or other Authorised Officers have responsibility.  The Chief Executive may 
require any Officer to cease the exercise of such powers and duties pending a 
report to the next meeting of the Council, Cabinet or appropriate Committee. 
 
5. 
Interpretation
 
5.1 
References in the Scheme to any statute, statutory instrument, regulation, 
rule, circular, agency or other agreement or any such matter in respect of 
which a power or duty is delegated shall be deemed to include any 
modification or re-enactment of the same as may be made from time to time. 
 
6. 
GENERAL DELEGATIONS OF POWERS AND DUTIES TO CHIEF 
DIRECTORS

 
 
Subject to the general principles and requirements of the Scheme, the 
following powers/duties are exercisable on the Chief Executive and/or Chief 
Officer’s own authority. 
 
 
A. 
Employment
 
 
1. 
Subject always to: 
 
  (a) 
Budget 
provision; 
 
(b) 
Approval of reorganisation of Directorates or Services involving 
more than 20 redundancies being reserved to the Cabinet; 
[redundancies over 5 in service area or a 2nd/3rd tier officer 
require reporting as a significant decision] 
 
(c) 
The policies and practices adopted by the Council from time to 
time; 
 
(d) 
Observance of contracts of employment and conditions of 
service including any discretions incorporated within them; and 
 
(e) 
Rights of appeal. 
 
The Chief Executive and Directors shall be fully empowered in the 
following matters of HR management as regards their respective 
Directorates and employees (other than those specifically subject to 
Member participation under the Officer Employment Procedural Rules):- 
 
(i) 
To add new posts, delete posts, re-grade posts, hold posts 
vacant, amend the titles of posts and to make interim 
arrangements as necessary 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
57 

 
(ii)  To suspend and/or dismiss employees, make employees 
redundant and terminate contracts of employment. 
 
(iii) 
To action matters arising from the application of the Council’s HR 
policies and procedures. 
 
(iv)  To authorise the application of conditions of employment for 
employees. 
 
2. 
Subject always to budget provision to appoint and instruct when 
necessary outside agents or consultants to carry out specific work 
within the normal terms of reference of the Directorate of the relevant 
Chief Officer. 
 
3. 
To nominate an officer to deputise in the Director’s absence. 
 
B. 
Land and Property
 
1. 
Subject always to: 
 
 (a) 
Budget 
provision; 
 
(b) 
Having due regard to the professional advice pertinent to the 
particular matter. 
 
All Directors be authorised, in respect of the land and property for which 
they are responsible, in consultation with the Strategic Director Law & 
Corporate Governance and the Strategic Director of Finance & Property 
Services:- 
 
(i) 
To authorise the granting, renewal, termination, assignment or 
sub-letting of leases, tenancies or other interests in land and 
property. 
 
(ii) 
To approve variations in rent arising from rent reviews of land 
and property leased to or by the Council. 
 
(iii) 
To authorise the acquisition of legal estates or interests in land 
and property up to a value of £250,000 plus appropriate and 
reasonable incidental fees and costs. 
 
(iv) 
To authorise the disposal of legal estates or interests in land and 
property not required by the Council up to a value of £250,000 
plus appropriate and reasonable incidental fees and costs. 
 
(v) 
To approve the payment of interest on the purchase price of land 
and property in those cases where entry on to the land is 
required in advance of completion. 
 
(vi) 
To authorise the taking, granting, revocation or termination of 
covenants, easements, wayleaves, licences and other rights or 
user and to undertake the management of land and property. 
 
(vii) 
To arrange for payment of appropriate rates, charges and taxes. 
 
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Council - May 2006 
 
 
58 

(viii)  To approve claims for disturbance arising out of compulsory and 
voluntary acquisitions. 
 
(ix) 
To commence preliminary negotiations with respect to any land 
or property to be acquired so as to be able to ascertain questions 
of willingness to sell and general terms. 
 
(x) 
Having due regard to the Council’s staff recruitment and 
retention policies, to offer or allocate properties specifically held 
by the Council for staff housing purposes. 
 
(xi)  To approve modifications or additions to Council land and 
property funded by third parties. 
 
(xii) 
To authorise works of improvement or repair to Council land and 
property. 
 
(xiii)  To authorise building maintenance work subject, in the case of 
schools, to the Council’s Scheme for Local Management of 
Schools. 
 
(xiv)  To authorise the design and execution of building and incidental 
work. 
 
(xv)  To commission building contracts to be entered into by the 
Council. 
 
(xvi)  To commission feasibility studies and value for money appraisals 
on all capital investments. 
 
(xvii)  To authorise persons to apply for liquor and associated licences 
for use on premises. 
 
(xviii)  To authorise the issue and service of Requisitions for Information 
under the Local Government (Miscellaneous Provisions) Act 
1976 and other relevant legislation. 
 
 
C. 
Finance
 
 1. 
Subject 
to: 
 
  (a) 
Budget 
provision; 
 
(b) 
Having due regard to the professional advice pertinent to the 
particular matter; 
 
(i) 
To authorise expenditure within approved revenue budgets and 
decisions on works programmes within those budgets except any items 
reserved by the Council or Cabinet for further approval. 
 
(ii) 
To approve expenditure within approved capital budgets and decisions 
on work programmes within those budgets.  Authority to approve 
additional expenditure up to either 10% or £50,000, whichever is the 
lower of the total cost of the capital scheme subject to the annual 
capital payments of the additional expenditure not exceeding the 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
59 

annual amounts included within the capital programme by more than 
either 10% or £25,000, whichever is the lowest. 
 
(iii)  To authorise the transfer of funds (virement) between approved 
revenue budget headings within a service area subject to there being 
no commitment to recurring expenditure in future years. 
 
(iv) 
In consultation with the Strategic Director of Finance and Property and 
the appropriate Commissioner, to set rent, fee, charges and other 
income levels unless any changes:- 
 
 
(a) 
exceed inflation by more than 3% and/or 
 
 
(b) 
involve a change in policy, or 
 
 
(c) 
potentially have significant political implications. 
 
(v) 
To authorise the write-off of individual sums up to £1,000 due to the 
Council which are considered to be irrecoverable. 
 
(vi) 
In consultation with the Strategic Director of Finance and Property to 
write-off individual sums between £1,000 and up to £15,000, due to the 
Council, which are considered to be irrecoverable. 
 
(vii) 
With the agreement of the Director of Finance and Property, authority to 
carry forward from one financial year to another any approved planned 
expenditure that remains unspent (excluding wages and salaries 
budgets) provided a decision is taken before the end of June in the new 
financial year. 
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60 

D. 
Contracts 
 
1. 
Subject to consultation with the Strategic Director of Finance and 
Property in respect of the acceptance of any tender exceeding 
£100,000 to make all decisions on the approval of the select lists of 
tenderers, the invitation, evaluation and acceptance of quotations and 
tenders and the entering into contracts or agreements for the supply of 
goods, equipment, materials or services subject to:- 
 
(a) 
The intention to tender or enter into a contract of a value exceeding 
£250,000 having been previously reported and approved by the 
Cabinet or the appropriate Committee of the Council. 
 
(b) 
Exemptions to competitive tendering being reported for information to 
the Cabinet or the appropriate Committee of the Council (half yearly). 
 
(c) 
Any special requirements or directions given by the Council, its 
Committees or the Cabinet. 
 
2. 
To sign all contracts which fall outside the categories set out in 
Paragraph 8.22 of the Financial Procedure Rules. 
 
 
E.  
Miscellaneous 
 
1. 
In consultation with Group Leaders and other Directors as appropriate 
to respond to consultation papers on matters which are routine or which 
do not have significant policy or financial implications. 
 
2. 
Subject to securing independent valuation advice, to sell surplus 
vehicles, stores, equipment and services.  All such sales shall be 
notified to the Director of Finance and Property before the property is 
handed over to the purchaser. 
 
3. 
To exercise the Council’s powers under Section 41 of the Local 
Government (Miscellaneous Provisions) Act 1982 (disposal of lost and 
unconnected property) and to notify the Director of Finance and 
Property before actual disposal. 
 
4. 
After consultation with the Assistant Chief Executive (Policy & 
Performance) to authorise the installation, replacement or removal of 
telephones in Council establishments and in premises occupied by 
employees. 
 
5. 
To formulate the requirements for property use and occupation of the 
services and Directorates for which he is responsible. 
 
6. 
To authorise the provision of equipment at Council premises. 
 
7. 
To accept on behalf of the Authority contributions by individuals or 
bodies towards approved capital or revenue projects subject to the 
concurrence of the Strategic Director of Law & Corporate Governance  
and Strategic Director of Finance and Property as appropriate and 
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Council - May 2006 
 
 
61 

report to the next meeting of the Cabinet or relevant committee; 
provided always that any modifications or additions to Council property 
to be funded by third parties shall be agreed by the Director concerned 
subject to the advice of the Strategic Director of Law & Corporate 
Governance. 
 
8. 
To grant ex gratia payments not exceeding £1,000 to:- 
 
(a) 
employees of the Council, or to workers whilst carrying out 
voluntary duties on behalf of the Council who have in the normal 
course of their duties suffered accidental loss or damage; or 
 
(b) 
clients of the Council who have suffered accidental loss or 
damage to their persons or their possessions which may arise 
from the actions of the Council or its employees in the normal 
course of their duties; 
 
provided that the nature of the damage or loss is such that the Strategic  
Director of Finance and Property advises that it cannot be dealt with 
under the Council’s insurance. 
 
9. 
To authorise payments or other benefits under Section 92, Local 
Government Act 2000 (Maladministration). 
 
10. 
To act as Proper Officer for the purposes of Section 100D(1)(a) of the 
Local Government (Access to Information) Act 1985 (compilation of List 
of Background Papers) where the Director is the first named officer in 
whose name a report is published. 
 
11. 
To issue, sign and serve all statutory notices and orders properly 
authorised by the Council, any decision-making body or an officer 
exercising delegated powers under this scheme and not specifically 
delegated under this Scheme to an Authorised Officer. 
 
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62 

SPECIFIC DIRECTORATE  DELEGATIONS
 
Subject to the general principles and requirements of the Scheme the following 
powers/duties (expressed as functions) are delegated to the specified Authorised Officer. 
 
CHIEF EXECUTIVE’S DIRECTORATE 
 
 
FUNCTION AUTHORISED 
OFFICER 
 
 
 
1. 
Urgent Action 
 
 
 
To take urgent action to protect the interests  Chief Executive in consultation with 
of the Council and the inhabitants of the 
the Leader of the Council and 
Borough. 
opposition group leaders so far as is 
practicable. 
 
 
 
2. 
Corporate Complaints 
 
 
 
The administration of the Corporate 
Chief Executive 
Complaints Procedure. 
 
 
 
3. 
Local Government Ombudsman 
 
 
 
To respond to the Local Government 
Chief Executive in consultation with 
Ombudsman in respect of complaints of 
the appropriate Director and the 
maladministration made against the Council.
Monitoring Officer. 
 
 
 
4. 
Head of Paid Service 
 
 
 
To carry out the statutory duties as Head of 
Chief Executive in consultation with 
the Council’s Paid Service together with the 
appropriate Directors. 
following specific powers: 
 
 
 
           
 
(a)  To chair Director or other multi-
Chief Executive in consultation with 
disciplinary Groups. 
appropriate Directors.          
 
 
 
 
 
(b)  To appoint multi-disciplinary teams or 
Chief Executive in consultation with 
engage consultants to undertake 
appropriate Directors. 
projects falling outside the remit of any 
                   
specific Director. 
 
 
 
 
 
(c)  To assume the delegated powers of 
Chief Executive in consultation with 
Chief Officers in specific cases when 
appropriate Directors.                
requested so to do by such Director. 
 
 
 
 
 
(d)  To make appropriate arrangements for  Chief Executive in consultation with 
the resolution of disputes between 
appropriate Directors. 
Directors. 
 
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63 

 
 
FUNCTION AUTHORISED 
OFFICER 
 
 
 
 
 
(e)  On behalf of the Council where 
Chief Executive in consultation with 
necessary and, having consulted the 
appropriate Directors.       
Leader of the Council, to suspend 
Directors pending the institution of 
disciplinary procedures. 
 
 
 
 
 
(f) 
To undertake the duties of Proper 
Chief Executive in consultation with 
Officer in default of a specific 
appropriate Directors. 
appointment by the Council. 
 
 
 
 
Banking Arrangements and Cheques
 
 
 
5. 
All necessary arrangements with the 
Strategic Director of Finance and 
Council’s bankers and National Giro 
Property. 
concerning the Council’s banking 
requirements. 
 
 
 
6. 
Arrangements for overdraft facilities as 
Strategic Director of Finance and 
necessary within the limit authorised by the 
Property. 
Council. 
 
 
 
7. 
The creation, investment, realisation and 
Strategic Director of Finance and 
utilisation of sinking funds, reserves, capital 
Property. 
funds and receipts and other special funds. 
 
 
 
8. 
The raising and management of all loans 
Strategic Director of Finance and 
(except stock) for the purpose and amount 
Property. 
for which the Council is authorised to borrow 
money in accordance with Section 172 and 
Schedule 13 of the Local Government Act 
1972. 
 
 
 
 
National Non Domestic Rates and any 
residual Community Charge
 
 
 
9. 
The powers, duties and functions as 
Assistant Director, Audit & Exchequer 
required/granted under the Local 
Government Finance Act 1988. 
 
 
 
 
Rating
 
 
 
10. 
The issue of demands for void rates in 
Strategic Director of Finance and 
respect of empty properties within such 
Property. 
class or classes of hereditaments which the 
Council shall have determined to be subject 
to change under Section 17 of the General 
Rate Act, 1967. 
 
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Council - May 2006 
 
 
64 

 
 
FUNCTION AUTHORISED 
OFFICER 
 
 
 
11. 
Any action necessary in respect of the 
Strategic Director of Finance and 
recovery of rates including void rates. 
Property. 
 
 
 
12. 
Action on Valuation Officer’s proposals for 
Strategic Director of Finance and 
revision of rating assessments. 
Property. 
 
 
 
13. 
Lodging of proposals by the Council for 
Strategic Director of Finance and 
revision of existing rating assessments. 
Property. 
 
 
 
Strategic Director of Finance and 
14. 
To deal with the remission of general or void  Property 
rates under statute. 
 
 
 
 
15. 
To determine, where necessary, whether or 
Strategic Director of Finance and 
not objection should be made to any 
Property 
proposal for the amendment of the Valuation 
Lists, and whether or not compromises 
should be agreed. 
 
 
 
 
Mortgages & Advances
 
 
 
 
16. 
To determine the rate of interest to be 
Head of Treasury & Capital 
applied to advances on mortgage for house 
Management and Strategic Director 
purchase, etc., The Housing (Financial 
of Finance and Property. 
Provisions) Act 1958 and the Section 110 of 
the Housing Act 1980. 
 
 
 
17. 
To deal with applications for advances on 
Assistant Director, Audit & Exchequer 
mortgages for house purchase, etc., under 
the Housing Act 1980 where no special 
considerations arise. 
 
 
 
 
Sundry Debts & Miscellaneous Rents
 
 
 
18. 
To take any action necessary in respect of 
Assistant Director, Audit & Exchequer 
the recovery of Sundry Debts and 
in conjunction with The Assistant 
Miscellaneous rents. 
Director, Property Services. 
 
 
 
Insurances
 
 
 
19. 
Management of the Council’s insurances 
Assistant Director, Audit & Exchequer 
including the renewal of policies within long 
& Insurance & Risk Management 
term agreements. 
Manager. 
 
 
 
20. 
Approval of payments from the insurance 
Strategic Director of Finance and 
fund in respect of claims meeting the criteria  Property. 
and terms of self-insured risks. 
 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
65 

 
FUNCTION AUTHORISED 
OFFICER 
 
 
 
 
Car Loans & Allowances
 
 
 
21. 
To review the interest rate charged on loans  Assistant Director, Audit & Exchequer 
and adjust the rate to provide that the true 
annual interest rate charged on loans is 
equal to the Bank of England base rate 
prevailing at the time the loan is approved. 
 
22. 
Review annually the maximum sum 
Assistant Director, Audit & Exchequer 
available from the Assisted Car Purchase 
Scheme and adjust, if necessary and 
certainly by a sum no greater than the latest 
annual RPI figure calculated to the nearest 
£100. 
 
23. 
Determination of eligibility for the amount of 
Assistant Director, Audit & Exchequer 
loan within approved policy. 
 
24. 
Determination of eligibility for car purchase 
Director of Human Resources in 
loans within approved policy. 
consultation with appropriate 
 
Director. 
 
 
 
25. 
Management of the Council’s Car Allowance  Strategic Director of Human 
Scheme in accordance with approved 
Resources in consultation with 
guidelines. 
appropriate Director and Head of 
Exchequer and Business Services. 
 
 
 
26. 
In cases of particular hardship where there 
Assistant Director, Audit & Exchequer 
is likely to be an inconvenience to the 
Council, decisions on individual applications 
for major car repair loans. 
 
 
 
 
Car Contract Hire Scheme
 
 
 
27. 
Management of the Council’s Car Contract 
Assistant Director, Audit & Exchequer 
Hire Scheme in accordance with approved 
guidelines. 
 
 
 
 
Remuneration & Organisational Review
28. 
(a)  Application of  Local and National 
Strategic Director of HR and 
Salary Awards and consequent 
Assistant Director, Audit & Exchequer 
amendment of council Scales (except 
in those cases where interpretation is 
not clear or where a discretionary 
decision is necessary). 
 
 
(b)  Advance payments of salaries, wages 
Assistant Director, Audit & Exchequer
and allowances (excluding Member 
allowances) to be made in accordance 
with the Financial Regulations. 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
66 

 
FUNCTION AUTHORISED 
OFFICER 
 
 
 
 
Ex-Gratia Settlement
 
 
 
29. 
Settlement of claims up to £600 in respect of  Risk & Insurance Manager in 
loss of or damage to an employee’s 
consultation with Officer’s Service 
personal effects in cases where the 
Manager where necessary. 
Council’s insurances do not provide cover. 
 
 
 
Representation of Council in Court
 
 
 
30. 
To authorise appropriate staff to represent 
Assistant Director, Audit & Exchequer 
the Council in Court in respect of Council 
/Head of Revenues, Benefits & 
Tax and Business Rates debt. 
Business Services. 
 
 
 
Government Initiatives
 
 
 
31. 
Management of the Council’s involvement 
Strategic Director of Human 
In Government training initiatives. 
Resources 
 
 
 
32. 
Determination of revised level of allowance 
Strategic Director of Human 
paid to trainees under Government Training 
Resources in consultation with 
Programmes. 
Assistant Director, Audit & 
Exchequer. 
 
 
 
33. 
Authority to determine, the number of 
Strategic Director of Human 
trainee places to be offered under 
Resources in consultation with 
Government Programmes within approved 
appropriate Director in whose 
budget limits. 
Directorate(s) trainees are to be 
placed. 
 
 
 
Health & Safety
 
 
 
34. 
In respect of the Council’s own premises 
Strategic Director of Human 
and land, authority to instruct contractor(s) 
Resources in consultation with Chief 
to cease work where it may constitute a risk 
Executive and the appropriate 
to the health and safety of the public and/or 
Director. 
employees or where there is a breach of a 
contractual requirement or statutory duty. 
 
 
 
Write-offs 
35. 
 
 
 
In respect of all write-off’s below £15,000. 
Strategic Director of Finance and 
 
Property. 
 
 
 
 
Emergency Planning
 
 
 
36. 
All matters relating to the preparation, 
Assistant Chief Executive (Policy and 
production, maintenance and 
Performance) 
implementation of the Council’s Emergency 
Peacetime and Civil Defence Plans. 
 
 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
67 

LAW & CORPORATE GOVERNANCE 
 
 
FUNCTION AUTHORISED 
OFFICER 
 
 
 
Monitoring Officer
 
 
 
1. 
To act as the Council’s Monitoring Officer and  Strategic Director of Law & Corporate 
carry out the statutory duties set out in the 
Governance 
Local Government & Housing Act 1989 and 
the Local Government Act 2000. 
 
 
 
Returning Officer
 
 
 
2. 
To carry out the duties of Acting Returning 
Strategic Director of Law & Corporate 
 
Officer and Returning Officer for 
Governance 
 
Parliamentary & Local Elections (including 
 
 
Parish Council elections). 
 
 
 
 

To designate Polling Places where necessary  Strategic Director of Law & Corporate 
in exceptional circumstances for 
Governance 
Parliamentary, European, Local and Parish 
Elections. 
 
 
 
Electoral Registration Officer
 
 
 
 
4. 
To act at the Council’s Electoral Registration 
Strategic Director of Law & Corporate 
Officers. 
Governance 
 
 
 
Local Land Charges
 
 
 
5. 
To reply to requisitions for a search of the 
Strategic Director of Law & Corporate 
Local Land Charges Register and Enquiries 
Governance 
of Local Authorities. 
 
 
Trainee Solicitors
 
 
 
 
6. 
Authority to take Trainee Solicitors within the 
Assistant Director (Legal Services). 
currently approved establishment. 
 
 
 
Representation in Court
 
 
 
7. 
To authorise the appearance of persons other  Assistant Director (Legal Services). 
than Solicitors pursuant to Section 223 of the 
Local Government Act 1972. 
 
 
 
Legal Proceedings (Civil)
 
 
 
8. 
(a) To institute, defend, appeal from, settle or 
Strategic Director of Law & Corporate 
abandon legal proceedings whether 
Governance/ Assistant Director 
administrative or civil in any matter in 
(Legal Services) in consultation with 
which the Council or its officers may 
the appropriate Director. 
institute or defend proceedings in any 
 
court or arbitration or administrative 
 
tribunal. 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
68 

 
 
FUNCTION 
AUTHORISED OFFICER 
 
 
(b) To institute proceedings in the 
Strategic Director of Law & Corporate 
Magistrates or Crown Court where there 
Governance in consultation with the 
has been a breach of any statutory 
appropriate Director.  
notice issues/served by the Council or 
where the Authority has a general power 
or duty to enforce the law through the 
criminal courts. 
 
 
Implementation of Decisions 
 
 
9. 
To take all such steps as are in his/her 
Strategic Director of Law & Corporate 
opinion necessary, including the affixing of 
Governance / Assistant Director 
the Common Seal of the Council and the 
(Legal  Services) in consultation with 
bringing of legal proceedings and the 
the appropriate Chief Officer. 
making of orders to give effect to any 
decision or action taken properly by the 
Council, or any duly authorised body or 
officer acting on its behalf, or to protect the 
interests of the Council or any person or 
property to whom or for which the Council 
has responsibility. 
 
 
Legal Agreements/Public Notices
 
 
10. 
To be responsible for: 
 
 
 
 
 
 
(a)  the execution of legal agreements 
Strategic Director of Law & Corporate 
pursuant to the Council’s Procedural 
Governance /Assistant Director 
and Contract Rules. 
(Legal Services). 
 
 
 
 
(b)  the issue of Public Notices 
Strategic Director of Law & Corporate 
Governance/ Assistant Director 
(Legal Services).        
 
11. 
To make a charge on a property when an 
Assistant Director (Legal Services). 
individual enters Part III residential 
accommodation. 
 
 
 
12. 
To enter into Deed of Release and/or 
Assistant Director (Legal Services). 
Variation in landlord tenant matters. 
 
 
 
13. 
To take peaceable re-entry of leasehold 
Strategic Director of Law & Corporate 
property in the event of occupation of 
Governance 
property not in agreement with agreed 
terms. 
 
 
 
14. 
To enter into nomination agreements on 
Assistant Director (Legal Services). 
housing matters. 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
69 

 
 
FUNCTION AUTHORISED 
OFFICER 
 
 
 
15. 
To enter into Highway Bond Agreements 
Assistant Director (Legal Services). 
under Sections 219 to 220 Highways Act 
1980. 
 
 
 
 
Compulsory Purchase Orders
 
 
 
 
16. 
To make, vary and/or amend Compulsory 
Assistant Director (Legal Services) in 
Purchase Orders. 
consultation with any appropriate 
Director. 
 
 
 
Property Management
 
 
 
17. 
Service of notices under Section 25 of the 
Assistant Director (Legal Services) in 
Landlord & Tenant Act 1954 to enable 
consultation with the appropriate 
rents and any other new terms to be 
Director. 
negotiated. 
 
 
 
18. 
Arrangement of defective title indemnity 
Assistant Director (Legal Services). 
cover in respect of land or property being 
disposed of by the Council up to a 
premium limit of £6,500 each such costs to 
be met from sale proceeds. 
 
 
 
 
Council Halls/Meeting Rooms
 
 
 
19. 
To determine any applications for the use 
Strategic Director of Law & Corporate 
of Council halls or meeting rooms by 
Governance in consultation with the 
extremist organisations other than use 
Leader of the Council  
required under the Representation of the 
People Acts. 
 
 
 
 
Hire of Civic Accommodation
 
 
 
20. 
To waive the charges for the hire of Civic 
Strategic Director of Law & Corporate 
 
meeting rooms to outside organisations 
Governance. 
 
where such organisations are of a 
 
 
charitable or non-profit making nature or 
 
 
where there are exceptional 
 
 
circumstances. 
 
 
 
Regulation of Investigatory Powers Act 
 
 
21. 
To make any necessary amendments to 
Strategic Director of Law & Corporate 
the Covert Surveillance Policy and 
Governance 
Procedural Guidance documentation 
 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
70 

 
 
FUNCTION AUTHORISED 
OFFICER 
 
 
 
Local Government (Access to Information) 
 
Act 1985
 
 
 
22. 
To adjust in the light of inflation the figure 
Assistant Director (Democratic 
below which no charge be made for the 
Services) 
supply of copies of documents under the 
Act on a one-off basis. 
 
 
 
23. 
To determine arrangements for the 
Assistant Director (Democratic 
inspection of background papers for 
Services) 
meetings. 
 
 
 
 
Members’ Allowances Scheme
 
 
 
24. 
To consider on its merits and make 
Assistant Director (Democratic 
payment in respect of any claim not 
Services) 
received within 2 months of the date of 
performance of the duty. 
 
 
 
25. 
To consider and determine requests by 
Assistant Director (Democratic 
Members of the Council for advance 
Services) 
payment of part of their basic allowance as 
provided for in the current Members’ 
Allowance Scheme. 
 
 
 
 
Entertainment of Civic Guests
 
 
 
26. 
Authority to approve arrangements and 
Assistant Director (Democratic 
expenditure in respect of the entertainment  Services) 
of civic guests within approved budget. 
 
 
 
Courses & Seminars
 
 
 
27. 
To approve the attendance of Members at 
Assistant Director (Democratic 
courses and seminars. 
Services) 
 
28. 
Admission and Exclusion Appeals 
 
 
 
To make arrangements for the 
Assistant Director (Democratic 
determination of admission and exclusion 
Services) 
appeals in accordance with the schools 
Standards and Framework Act 1998 (as 
amended by the Education Act 2002) and 
Regulations.   
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
71 

GREEN & BUILT ENVIRONMENT 
 
 
FUNCTION AUTHORISED 
OFFICER 
 
 
 
 
Building Regulations
 
 
 
1. 
Notices and action under Sections 16, 
Head of  Building Control  
16(2) and 18 of the Building Act 1984. 
 
 
 
2. 
Directions under Sections 8, 10, 15, 19, 20,  Head of  Building Control  
21, 24, 25, 30, 32, 33, 35, 36, 47, 72, 77, 
78, 80, 81, 95, 96 and 107 of the Building 
Act 1984. 
 
 
 
3. 
Notices and action under the Building 
Head of Building Control 
Regulations 2000 and subsequent 
amendments thereto. 
 
 
 
 
Clean Air – Height of Chimney
 
 
 
4. 
Notices and action under Section 10 of the 
Head of Planning & Strategic Policy 
Clean Air Act 1956 (Height of Chimneys – 
for development control purposes). 
 
 
 
 
Scaffolding & Hoarding
 
 
 
 
5. 
Issue of licences and appropriate actions 
Head of Building Control 
under Section 169, 171 and 172 of the 
Highways Act 1980. 
 
 
 
 
Party Wall Act 1996
 
 
 
6. 
Appointment of “third” surveyor under 
Head of Building Control  
Section 10 of the Party Wall Act 1996. 
 
 
 
 
Protection of Buildings during Demolition
 
 
 
7. 
Action under Section 29 of the Local 
Head of Building Control  
Government (Miscellaneous Provisions) 
Act 1982 
 
 
 
 
Uninspected Work
 
 
 
8. 
Laying open uninspected work under 
Head of Building Control  
Regulation 15 of the Building Regulations 
2000. 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
72 

 
 
FUNCTION AUTHORISED 
OFFICER 
 
 
 
 
Fire Precautions
 
 
 
9. 
Action under Sections 32, 33, 35, 37 and 
Head of Building Control 
38 of the Berkshire Act 1986. 
 
 
 
 
10. 
Action under Sections 23 and 24 of the 
Assistant Director (Legal Services) in 
Local Government (Miscellaneous 
consultation with Head of Planning 
Provisions) Act 1976 in cases of 
and Strategic Policy. 
emergency (including the institution of legal 
proceedings and prosecutions) 
 
 
 
Development Control Functions 
 
 
 
 
11. 
The Development Control Functions set 
Head of Planning & Strategic Policy. 
out in the Appendix “1” hereto. 
 
 
 
Emergency Tree Works
 
 
 
12. 
The making and confirmation of orders 
Strategic Director of Law & Corporate 
under Sections 198 and 201 of the Town &  Governance in consultation with Head 
Country Planning Act 1990 for the 
of Planning & Strategic Policy. 
preservation of trees in the Borough 
(where no objections have been received) 
and issue of consents to the felling, 
topping, lopping, etc. of individual trees. 
 
 
 
 
Cable Television
 
 
 
13. 
Response to consultations between The 
Head of Planning & Strategic Policy. 
Cable Corporation and the Local Planning 
Authority regarding the proposed 
installation of cable television apparatus 
except for proposals relating to installations 
within conservation areas or affecting listed 
buildings or where it is considered an 
objection should be raised. 
 
 
 
Advertising Boards
 
 
 
14. 
Determination of applications for display of 
Head of Planning & Strategic Policy 
“For Sale/To Let” boards requiring the 
consent of the Council. 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
73 

 
 
FUNCTION AUTHORISED 
OFFICER 
 
 
 
 
Demolition
 
 
 
15. 
To determine whether the approval of the 
Head of Planning & Strategic Policy. 
Council will be required to the method of 
the proposed demolition and any proposed 
restoration of the site. 
 
 
 
16. 
To determine whether to approve the 
Head of Planning & Strategic Policy 
submission of subsequent details of 
demolition/restoration. 
 
 
 
Town & Country Planning Act 1990 (as amended)
 
 
 
17. 
(a)  To issue & serve planning 
Head of Planning & Strategic Policy in 
contravention notices under Section 
consultation with Assistant Director 
171C of the Act and to consider any 
(Legal) Services. 
representations subsequently received.
 
(b)  To authorise the issue and service of 
Strategic Director of Law and 
an Enforcement Notice & Stop Notice 
Corporate Governance in consultation 
under the Town & Country Planning 
with the Head of Planning & Strategic 
Act 1990 where urgent action is 
Policy. 
required to protect the amenities of 
local residents and the surrounding 
area. 
 
(c)  To authorise the issue and service of 
Strategic Director of Law and 
an enforcement notice where 
Corporate Governance  in consultation 
operational development (i.e. building, 
with the Head of Planning & Strategic 
engineering, mining or other 
Policy. 
operations) or an unauthorised change 
of use has occurred. 
 
(d)  To authorise the issue and service of a  Strategic Director of Law and 
 
notice requiring the proper 
Corporate Governance  in consultation 
 
maintenance of land under Section 215  with the Head of Planning & Strategic 
 
of the Town and Country Planning Act 
Policy. 
 
1990. 
 
(e)  To authorise the raising and issuing of 
Strategic Director of Law and 
notices under the provisions of S.330 
Corporate Governance  in consultation 
and S. 172 of the Town and Country 
with the Head of Planning & Strategic 
Planning Act 1990 and/or S.16 of the 
Policy. 
Local Government (Miscellaneous) 
(Provisions) Act 1976 and the Local 
Government and Planning 
(Amendment) Act 1981 and Planning 
Contravention Notices under S.171c 
and 171d of the Town & Country 
Planning Act 1990. 
 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
74 

 
 
FUNCTION AUTHORISED 
OFFICER 
 
(f)  Not to take enforcement action in those  Head of Planning & Strategic Policy 
cases where it would be in expedient. 
 
 
 
Planning & Compensation Act 1991
 
 
 
 
18. 
To decide to decline to determine 
Head of Planning & Strategic Policy 
applications if he/she is satisfied that they 
fall within all provisions of Section 17 of the 
Act. 
 
 
 
Listed Buildings
 
 
 
19. 
To take urgent action in respect of Listed 
Head of Planning & Strategic Policy 
Buildings and Conservation Areas under 
the provisions of the Planning (Listed 
Buildings & Conservation Areas) Act 1990. 
 
Planning Briefs 
 
 
 
 
 
20. 
Approval of planning briefs in accordance 
Head of Planning & Strategic Policy 
with planning policy. 
 
 
Highways & Transportation Services -Regulatory Functions 
 
 
 
 
21. 
The Highway & Transportation functions 
set out in Appendix “2” hereto. 
 
22. 
Authority to remove all unauthorised signs 
Assistant Director (Transport & 
and free standing advertisement boards on  Planning)  
or projecting over highway or Council land; 
charge for their return and following 
warning to the owners, destroy any signs 
not collected within 21 days and instigate 
legal proceedings against persistent 
offenders as necessary. 
 
 
 
 
Traffic Signs
 
 
 
23. 
Provision and maintenance of traffic signs 
Assistant Director (Transport & 
in accordance with Directorate for 
Planning)  
Transport regulations and manuals. 
 
 
Street Lighting
 
 
 
 
24. 
Provision of additional street lighting units. 
Assistant Director (Transport & 
Planning)  
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
75 

 
 
FUNCTION AUTHORISED 
OFFICER 
 
 
 
Roads & New Streets 
 
25. 
Authority to prepare and execute 
Assistant Director (Legal Services in 
agreements under Section 38 of the 
consultation with the Assistant Director 
Highways Act 1980 for construction, 
(Transport & Planning). 
dedication and adoption of new roads & 
streets built to approved widths and 
standards and acceptance of free 
dedication of land for highways widening 
and improvement purposes. 
 
 
 
Street Furniture, etc.
 
 
 
26. 
Siting and re-siting of pillar boxes, street 
Assistant Director (Transport & 
seats and telephone kiosks. 
Planning)  
 
 
 
27. 
Erection on ornamental grass verges of 
Assistant Director (Transport & 
notices applying byelaws prohibiting driving  Planning) 
of vehicles thereon. 
 
 
 
28. 
Selection of sites for street seats. 
Assistant Director (Transport & 
Planning)  
 
 
 
29. 
Position of litter bins. 
Assistant Director (Transport & 
Planning)  
 
 
 
30. 
Selection of sites for and planting of street 
Assistant Director (Transport & 
trees within approved estimates. 
Planning)  
 
 
 
Footway Crossings
 
 
 
31. 
Construction of footway crossings on 
Assistant Director (Transport & 
rechargeable basis or in accordance with 
Planning)  
agreed policy. 
 
 
 
 
Street Naming and Numbering
 
 
 
32. 
Numbering and re-numbering of premises 
Assistant Director (Transport & 
in streets. 
Planning)  
33. 
Allocation of new street names. 
Assistant Director (Transport & 
Planning)  
 
 
Permits
 
34. 
Issue of permits for vehicles to enter the 
Assistant Director (Transport & 
High Street in accordance with the terms of  Planning)  
the Traffic Order(s). 
 
 
 
Temporary Closures
 
 
 
 
35. 
Making temporary restrictions or 
Assistant Director (Transport & 
prohibitions under Section 14 of the Road 
Planning)  
Traffic Regulation Act 1984. 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
76 

 
FUNCTION AUTHORISED 
OFFICER 
 
 
 
36. 
To exercise the Council’s powers under the  Assistant Director Legal Services in 
Road Traffic Regulations (Special Events) 
consultation with Assistant Director 
Act 1994 to restrict or prohibit vehicular 
(Transport & Planning)  
and pedestrian movements as necessary 
to facilitate the holding of a relevant event 
where the Strategic Director of Law and 
Corporate Governance considers an order 
under the Town Police Clauses Act 1847 is 
inappropriate. 
 
 
 
HGV & PSV Operators
 
 
 
37. 
Consideration of and lodging of objections 
Assistant Director (Transport & 
to, applications for Heavy Goods Vehicles 
Planning)   in consultation with the 
Operators Licences under the Transport 
Assistant Director (Legal Services) 
Act 1968. 
 
 
 
38. 
To exercise the powers of the Council 
Assistant Director (Transport & 
under the Public Passenger Vehicles Act 
Planning)   in consultation with the 
1981 including the submission of 
Assistant Director (Legal Services) 
objections to applications for the grant of 
operators Licenses under Section 14A. 
 
 
 
 
Hackney Carriages & Private Hire Vehicles
 
 
 
 
39. 
(a)  Substitution of vehicles under existing  Assistant Director (Transport & 
Hackney Carriages and Private Hire 
Planning)  
Licences. 
 
(b)  Transfer of ownership of Hackney 
Assistant Director (Transport & 
Carriages and Private Hire Vehicles. 
Planning)  
 
 (c) 
The grant or renewal of Hackney 
Assistant Director (Transport & 
Carriage Drivers and Private Hire 
Planning)  
Vehicles, Operators and Driver’s 
Licences (except when drivers have 
convictions) in accordance with 
guidelines laid down. 
 
 
 
 
Emergency Works on the Highway 
 
40. 
To undertake emergency works of any kind  Assistant Director (Transport & 
whether or not provision has been made in  Planning)   
the estimates where justified in his/her 
opinion by the scale of a potential hazard 
and legal liability. 
 
41. 
Pursuant to Section 4 of the Berkshire Act 
Assistant Director (Transport & 
1986 to recover expenses reasonably 
Planning)  in consultation with the 
incurred in fencing or lighting of source of 
Assistant Director (Legal Services) 
danger or obstruction to persons or 
vehicles using a highway from the owner or 
other person responsible for the danger of 
obstruction. 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
77 

 
FUNCTION AUTHORISED 
OFFICER 
 
 
 
Public Transport
 
 
 
42. 
To exercise the power of the Council under  Assistant Director (Transport & 
Section 7 of the Transport Act 1985 to 
Planning)  in consultation with the 
request the Traffic Commission to make, 
Assistant Director (Legal Services) 
vary or revoke Traffic Regulation 
conditions affecting local services or to 
hold an inquiry prior to determination of 
such conditions. 
43. 
To enter into public transport service 
Assistant Director (Transport & 
subsidy agreements under the Transport 
Planning)  in consultation with the 
Act 1985 where they are exempted from 
Assistant Director (Legal Services) 
the tendering requirements in that Act. 
 
44. 
To lodge holding objections regarding 
Assistant Director (Transport & 
proposals by operators for withdrawals of 
Planning)  in consultation with the 
or alterations to rail services, or the fares 
Assistant Director (Legal Services) 
and charges thereof, where it is anticipated 
that extra Council expenditure would result, 
and to pursue objections before the 
Transport Users Consultative Committee. 
 
 
 
45. 
To serve a 42 day Notice of Deregulation  
Assistant Director (Transport & 
Planning)  in consultation with the 
Assistant Director (Legal Services) 
 
 
 
 
Concessionary Travel
 
 
 
46. 
To negotiate and agree the concessionary 
Assistant Director (Transport & 
fares scheme with bus operators and set 
Planning) 
the level of annual subsidy to them. 
 
 
Stopping Up 
 
 
47. 
To exercise the powers of the Highway 
Strategic Director of Law & Corporate 
Authority to stop up or divert the highway 
Governance in consultation with the 
or private access to the highway under the 
Assistant Director (Transport and 
Highways Act 1980 and the Town and 
Planning). 
Country Planning Act 1990 (if applicable) 
and to undertake all necessary legal 
procedures in connection therewith. 
 
 
 
 
Works Contracts
 
 
 
48. 
To act as the “Engineer” to works contracts  Assistant Director (Transport & 
for Highways and Transportation projects. 
Planning)  
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
78 

 
 
FUNCTION AUTHORISED 
OFFICER 
 
 
 
 
Goods & Services Contracts
 
 
 
49. 
To act as “Supervising Officer” for Goods &  Assistant Director (Transport & 
Services contracts for Highways & 
Planning)  
Transportation projects. 
 
 
 
 
 
 
Traffic Regulation Orders
 
 
 
50. 
To consider objections to proposed Traffic 
Assistant Director (Transport and 
Regulation Orders and formal notices to 
Planning) in consultation with the 
other traffic management matters including  relevant Commissioner and the Local 
traffic calming measures and Public Rights  Ward Members. 
of Way and to authorise the making of the 
 
necessary orders with or without 
modification or to refer to the Cabinet as 
appropriate. 
 
 
 
 
Erection of Banners
 
 
 
51. 
To determine applications for the erection 
Assistant Director (Transport & 
of banners in Slough High Street or 
Planning)  
elsewhere in the town. 
 
 
 
 
Consultancy Agreements for Highways & Transportation Professional Services
 
 
 
52. 
To act as the designated officer 
Assistant Director (Transport & 
representing the Client. 
Planning)  
 
 
 
 
 
Cemetery & Crematorium 
 
53. 
Management of the Cemetery and 
Head of Customer Services – will 
Crematorium in accordance with Cemetery  change after restructure 
and Crematorium Rules and appropriate 
statutory provisions. 
 
54. 
Environmental Health, Trading Standards, 
Head of Public Protection,  Head of 
Community Safety, Licensing and 
Environmental Services and Policy 
Registration Functions as set out in 
Appendix 4 hereto 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
79 

 
 
FUNCTION AUTHORISED 
OFFICER 
 
 
 
 
Cleansing of Private Roads and Land 
 
55. 
To exercise discretion concerning the 
Public Protection Services and 
exceptions allowed in respect of cleansing 
appropriate Directors - will change 
private roads and land (Environmental 
after restructure. 
Health and Control Committee 22.10.91 
refers) 
 
 
 
Formal Cautions 
 
 
 
56. 
To issue formal cautions with respect  to 
Head of Public Protection Services and 
Environmental Health, Trading Standards, 
appropriate Directors - will change 
Community Safety, Licensing and 
after restructure. 
Registration functions (to meet current 
Private Sector Housing Manager 
Home Office requirements) on behalf of the 
Council.  To delegate authority to suitably 
qualified officers to issue cautions. 
 
 
 
 
Public Health    Public Health Act 1936 
 
 
 
57. 
Incurring of expenditure in premises 
Head of Public Protection, Services will 
requiring emergency cleansing on a 
change after restructure. 
discretionary basis. 
 
 
 
 
Public Health Acts (Amendment) Act 1907 
 
 
 
58. 
Authority to act on behalf of the Council in 
Head of Public Protection Services and 
respect of the provisions of the Public 
appropriate Directors - will change 
Health Acts (Amendment) Act 1907 
after restructure. 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
80 

 
 
 
 
 
 
 
 
 
 
 
APPENDIX 1 
 
DEVELOPMENT CONTROL FUNCTIONS 
 
 
The following functions are delegated to the Head of Planning & Strategic Policy 
subject to any conditions set out below:- 
 
1. 
Determination of all applications for planning permission (except for major 
development, i.e. development of 10 or more dwellings (0.5 hectare where no 
numbers given and for all other uses, 1,000 square metres floorspace/or 1 
hectare or more) within the constraints set out below:- 
 
(a) 
Approval of applications which comply with existing approved 
statutory statements of policy and substantially comply with non-
statutory policy guidelines. 
 
(b) 
Refusal of applications which do not comply with existing 
approved statutory and non-statutory statements of policy. 
 
2. 
Matters of mutual interest referred to the Council by adjoining authorities when 
the proposed development has no adverse affect on the planning policies 
operating within the Borough. 
 
3. 
Authorising the felling, lopping or other works to trees within a Conservation 
Area or any trees which are subject to a Tree Preservation Order. 
 
4. 
The withdrawal or amendment of an Enforcement Notice when there has been 
a change in circumstances. 
 
5. Directions 
requiring 
further details, information, evidence or particulars in 
respect of an application for planning permission pursuant to Article 10(4) of 
the Town & Country Planning General Development Order 1988. 
 
6. 
Preparation and signature of decision notices in respect of planning 
applications after consultation with the Strategic Director of Law & Corporate 
Governance in appropriate cases. (Such decision notices shall be dated with 
the date upon which the decision was taken). 
 
7. 
The power to issue a Breach of Condition Notice under Section 187A of the 
Town and Country Planning Act 1990 is delegated to the Head of Planning 
and Strategic Policy in consultation with the Strategic Director of Law & 
Corporate Governance. 
 
8. 
In consultation with the Strategic Director of Law & Corporate Governance to 
determine applications for Certificates of Lawful Use or Development. 
 
9. 
In consultation with the Strategic Director of Law & Corporate Governance, 
authority to enter into planning agreements in cases where in all other 
respects the application falls within this Scheme of Delegation. 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
81 

10. 
Determination of applications deferred by the Planning Committee which are 
subsequently amended such that they comply with the provisions of 1(a) 
above, unless the Committee specifically reserves the determination to itself. 
 
11.  Decisions under the Town & Country Planning (Environmental Impact 
Assessment) (England & Wales) Regulations 1999 as to:- 
 
(a) 
whether or not an environmental impact assessment is needed;  
 
and 
 
(b) 
the main effects of a development which an Environmental 
Statement should cover. 
 
12. 
Preparation and approval of conservation area character assessments. 
 
13 
In consultation with the Strategic Director of Law and Corporate Governance 
to issue and serve a high hedge Remedial Notice under the Anti Social 
Behaviour Act 2003. 
 
Conditions 
 
 
Ward Members 
 
The Head of Planning and Strategic Policy shall refer applications under 
Paragraph 1(a) above to the Planning Committee for determination provided 
any Ward Member in which the Application Site is situated has:- 
 
(i) 
set out in writing to the Planning Case Officer the detailed planning 
issues/concerns which s/he has in respect of the Application and 
 
(ii) 
s/he has had an official and formal discussion on such planning 
issues/concerns with the Planning Case Officer or the Head of Development 
Control or the Head of Planning and Strategic Policy and the issues/concerns 
remain unresolved.  The Ward Member will be informed of the date of the 
meeting so that s/he can attend and speak in support of the referral. 
 
 
Council Applications 
 
In the case of Applications made by the Council paragraph 1(a) shall apply 
unless an objection has been received against the proposal and if so the 
Application shall be referred to the Planning Committee for determination 
 
 
 
Petitions 
 
Petitions submitted in respect of Planning Applications shall be copied to the 
relevant Ward Members and normally dealt with by the Head of Planning and 
Strategic Policy/Assistant Director (Democratic Services) in accordance with 
the Public Participation Scheme. 
 
 
 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
82 

HIGHWAYS & TRANSPORTATION 
 
REGULATORY FUNCTIONS 
 
 
60. 
The Assistant Director (Transport & Planning) in consultation where necessary 
with Assistant Director (Legal Services) has delegated responsibility to 
undertake general, administrative and regulatory highways and transportation 
functions within established policy (including service of notices) set out in the 
relevant parts of following statutes: 
 
   1. 
Road 
Traffic 
Act 
1988 
   2. 
Highways 
Act 
1980 
   3. 
Construction 
(Design 
& Management) Regulations 1994 
   4. 
New 
Roads 

Street Works Act 1991 
 
 
 
5. 
Health & Safety at Work, etc. Act 1974 
   6. 
Land 
Compensation 
Act 
1973 
   7. 
Noise 
Insulation 
Regulations 
1975 
   8. 
Reservoirs 
Act 
1975 
   9. 
Electricity 
at 
Work 
Regulations 
 
 
 
10. 
Town & Country Planning Act 1990 
   11. 
Acquisition 
of 
Land 
Act 
1981 
   12. 
Cycle 
Track 
Act 
1984 
 
 
 
13. 
Local Government Planning & Land Act 1980 
 
 
 
14. 
Road Traffic Regulations Act 1984 
 
 
 
15. 
Road Traffic Reduction Act 1997 
   16. 
Transport 
Acts 
2000 

1985 
   17. 
Land 
Drainage 
Act 
1991 
 
 
 
18. 
Countryside & Rights of Way Act 2000 
   19. 
Local 
Government 
Act 
2000 
 
 
 
20. 
Town Improvement Clauses Act 1874 
   21. 
Public 
Health 
Act 
1885 
   22. 
Road 
Traffic 
Act 
1991 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
83 

COMMUNITY & CULTURAL SERVICES  
 
 
By Virtue of an agreement with People 1
st (Slough) Ltd. the Council has delegated to that 
company a number of functions under the broad headings of housing management, 
leasehold services, repairs and maintenance and stock investment, details of which are 
contained in the schedule to the contract 
 
FUNCTION 
AUTHORISED OFFICER 
 
 
 
 
 
Consultation
 
 
 
1. 
To consult and promote participation of 
Head of Paid Service People 1st (Slough) 
residents and tenants in service 
Ltd. 
development. 
 
 
 
 
Government Returns
 
 
 
2. 
Complete H.I.P. returns annually in line 
Assistant Director (Housing Strategy & 
with the agreed capital programme and 
Renewal). 
strategy. 
 
 
 
 
Tenants’ Improvements
 
 
 
3. 
Approval or refusal of applications from 
Head of Paid Service People 1st (Slough) 
tenants to carry out external or internal 
Ltd. 
improvements to Council 
accommodation subject to the Housing 
Act 1985 and subject to compliance with 
building regulations and planning 
requirements. 
 
 
 
Improvements to Sold Council Dwellings
 
 
 
4. 
Approval or refusal of applications from 
owners of sold Council dwellings:- 
 
 
 
 
 
(a)  To carry out internal improvements  Head of Paid Service People 1st (Slough) 
or external improvements not 
Ltd. 
involving significant additions to 
the existing building. 
 
 
 
 
 
(b)  To carry out significant external 
Head of Paid Service People 1st (Slough) 
improvements. 
Ltd. 
 
 
 
 
Access to Personal Files, etc.
 
 
 
 
5. 
(a)  To implement and deal with the 
Head of Paid Service People 1st (Slough) 
Access to Personal Files (Housing)  Ltd. 
Regulations 1989 including the 
fixing of a nominal charge. 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
84 

 
 
FUNCTION AUTHORISED 
OFFICER 
 
 
 
 
 
(b)  Determination of appeals with 
Assistant Director (Housing Strategy and 
regard to (a) above. 
Renewal) 
 
 
 
 
Rents & Management Matters
 
 
 
 
6. 
(a)  Fixing of rents for properties on 
Strategic Director Cultural & Community 
Council housing estates used for 
Services and  Strategic Director of 
special purposes. 
Finance and Property  
 
 
 
 
 
(b)  Payment of sums as approved 
Assistant Director (Housing Strategy & 
from time to time by the Director of  Renewal) and Housing Needs Manager  
Community and Cultural Services 
to tenants in respect of their 
transfer from under-occupied 
housing of any type to “less easily 
let” property. 
 
 
 
 
 
(c)  To deal with tenant consultation in 
Head of Paid Service People 1st (Slough) 
accordance with the Council’s 
Ltd. 
policy and current legislation. 
 
 
 
 
 
(d)  Payment of reasonable removal 
 Head of Paid Service People 1st 
and reconnection of appliance 
(Slough) Ltd.  
expenses and a disturbance 
allowance (not exceeding the 
maximum approved from time to 
time), in appropriate cases to 
tenants who are requested to 
move by the Council, and where 
there is a management advantage 
to the Council in their moving. 
 
 
 
 
 
(e)  Service of Notice of Variation of 
Assistant Director (Housing Strategy and 
Rent. 
Renewal)/Head of Revenues, Benefits & 
Business Services. 
 
 
 
 
 
(f) 
Amendments to tenancy terms in 
Assistant Director (Housing Strategy and 
accordance with the Council’s 
Renewal) in consultation with Strategic 
policy. 
Director of Law & Corporate Governance.
 
 
 
 
 
(g)  Fixing of standard charges for 
Head of Paid Service People 1st (Slough) 
rechargeable repairs. 
Ltd. 
 
 
 
 
 
 
(h)  i. 
Approval of applications for 
Head of Paid Service People 1st (Slough) 
“three room scheme” of 
Ltd. 
internal redecoration. 
 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
85 

 
 
FUNCTION AUTHORISED 
OFFICER 
 
 
ii.  Installation of central heating 
Head of Paid Service People 1st (Slough) 
 
 
systems outside the 
Ltd. 
established criteria where it is 
considered that special 
circumstances apply. 
 
 
 
 
 
 
(i) 
Determination of appeals with 
Head of Paid Service People 1st (Slough) 
regard to (i) above. 
Ltd. 
 
 
 
 
 
(j) 
Authorisation of refunds of undue 
Assistant Director Housing Strategy and 
expenditure, rent refunds and 
Renewal 
similar items (not the fault of the 
tenants) in appropriate 
circumstances; waiver of rents and 
charges in respect of temporary 
disruption of occupation or 
services; authority to waive or 
reduce the standard charge for bed 
and breakfast accommodation in 
cases of hardship. 
 
 
 
 
 
(k)  Ordering of works of alteration 
Head of Paid Service People 1st (Slough) 
within budget provision to Council 
Ltd. 
properties to meet the needs of 
disabled persons. 
 
 
 
 
(l) 
Issue of distress warrants for rent 
Head of Paid Service People 1st (Slough) 
arrears. 
Ltd. 
 
 
 
 
Cable T.V.
 
 
 
7. 
Making of arrangements for the cabling 
Head of Paid Service People 1st (Slough) 
of municipal housing estates. 
Ltd. 
 
 
 
 
Modernisation
 
 
 
8. 
To approve extensions and other 
Head of Paid Service People 1st (Slough) 
improvements to properties where such 
Ltd. 
suitable properties exist and where 
tenants would benefit, the cost to be 
funded from the Miscellaneous 
Modernisation Budget. 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
86 

 
 
FUNCTION AUTHORISED 
OFFICER 
 
 
 
 
Housing & Council Tax Benefit 
 
 
To take all necessary action in the 
 
9. 
general administration, implementation 
Head of Revenues, Benefits and 
and enforcement of the Housing Benefit 
Business Services – may change under 
(General) Regulations 1987 and the 
restructuring of Community & Cultural 
Council Tax Benefit (General) 
Services Directorate 
Regulations 1992. 
 
 
 
10. 
To apply administration penalties and 
Head of Revenues, Benefits and 
administer Cautions under current 
Business Services -  may change under 
legislation in relation to Housing & 
restructuring of Community & Cultural 
Council Tax Benefit fraud. 
Services Directorate. 
 
 
 
 
 
Homelessness 
 
 
 
 
 
11. 
(a)  To consider and deal with cases of  Housing Advice Manager and Allocations 
permanent re-housing arising from 
Manager and Housing Needs Manager 
the implementation of Part 7 of the 
1996 Housing Act. as amended 
 
 
(b)  Determination of appeals against 
Assistant Director (Housing Strategy & 
decisions in homelessness cases 
Renewal) or Housing Needs Manager 
in accordance with approved policy 
guidelines. 
 
 
(c)  Authorisation in cases of 
Housing Needs Manager. 
intentional homelessness or non-
priority need to give housing 
guarantees of not more than one 
month and rent deposit loans as 
part of the duty to provide advice 
and assistance and that this be 
related where possible to housing 
benefit arrangements. 
 
 
(d)  To deal with the leasing of private 
Housing Needs Manager  
sector properties in accordance 
with the Council’s approved 
scheme. 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
87 

 
 
FUNCTION AUTHORISED 
OFFICER 
 
 
 
 
Allocation Scheme
 
 
 
 
12. 
(a)  To deal with all matters in 
Assistant Director Housing Strategy  & 
connection with (i)  the allocation of  Renewal, Housing Needs Manager, 
housing accommodation in 
Allocations Manager and Housing Advice 
accordance with current legislation  Manager 
and the schemes of allocation 
adopted by the Council, (ii) 
applications for transfer and 
exchanges of accommodation, and 
(iii) allocation of social needs 
points. 
 
 
 
 
 
(b)  To deal with all applications from 
Housing Needs Manager/ Head of Paid 
tenants of the Council for 
Service People 1st (Slough) Ltd. 
alternative accommodation on non-
housing needs grounds. 
 
 
 
 
 
(c)  Re-housing of the tenants and their  Housing Needs Manager. 
families in cases where Closing, 
Demolition and Clearance Orders 
are made. 
 
 
 
 
 
(d)  Acceptance of service authorities’ 
Housing Needs Manager. 
certificates of cessation of 
 
entitlement to occupy a service 
quarter in lieu of Court Order. 
 
 
 
 
 
(e)  To re-designate as elderly persons  Housing Needs Manager. 
dwellings bed-sit bungalows and 
 
one bedroom flats which are not 
part of a sheltered complex. 
 
 
 
 
 
(f) 
Appeals on those matters referred 
Housing Needs Manager (provided he or 
to in (a) and (b) above. 
she had not been involved in the original 
decision) or Assistant Director (Housing 
Strategy & Renewal). 
 
 
 
 
 
(g)  To transfer tenants on 
Head of Paid Service People 1st (Slough) 
management grounds. 
Ltd. 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
88 

 
 
FUNCTION AUTHORISED 
OFFICER 
 
 
 
 
Provision of Council Housing in Special 
Cases
 
 
 
 
13. 
(a)  Within established policy deal with 
Housing Needs Manager who should 
applications for priority housing on 
take specialist advice where necessary 
medical grounds, non-housing 
need grounds and emergency 
housing accommodation from 
persons who are homeless or 
threatened with eviction from their 
present accommodation. 
 
 
 
 
(b)  Appeals on those matters referred 
Assistant Director (Housing Strategy & 
to in 13 (a) above. 
Renewal). 
 
 
 
 
Management of Council Housing
 
 
 
 
14. 
(a)  To deal with:- 
 
 
 
 
 
(i) 
Applications for succession of  Head of Paid Service People 1st (Slough) 
tenancy within statutory right 
Ltd. 
where the property is not 
under-occupied. 
 
 
 
 
 
 
(ii) 
Applications for second 
Head of Paid Service People 1st (Slough) 
succession or succession 
Ltd. 
leading to under-occupation. 
 
 
 
 
 
 
(iii)  Applications for assignment 
Head of Paid Service People 1st (Slough) 
of a tenancy. 
Ltd. 
 
 
 
 
 
 
(iv)  Applications to sublet or part 
Head of Paid Service People 1st (Slough) 
with possession of part of a 
Ltd. 
property. 
 
 
 
 
 
 
 
(v)  Application under the “right to  Area Housing Managers/RTB Officer 
approve”. 
 
 
 
N.B.  Appeals against the Officer decisions referred to in 13 and 14(i), (iii), (iv) and (v) shall be 
considered initially by the Assistant Director (Housing Strategy and Renewal).  There may be a 
further appeal to the  Appeals Sub Committee  on referral by Officers or at the request of 3 Members. 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
89 

 
 
FUNCTION AUTHORISED 
OFFICER 
 
 
 
Termination, Possession & Legal 
Proceedings
 
 
 
 
15. 
(a)  To sign and serve Notices of 
Head of Paid Service People 1st (Slough) 
Seeking Possession for tenancy 
Ltd. And the Assistant Director Housing 
conditions. 
Strategy & Renewal 
 
 
 
 
 
(b)  To serve Notice to quit for 
Head of Paid Service People 1st (Slough) 
unauthorised occupation or 
Ltd. And the Assistant Director Housing 
abandonment of tenancy and 
Strategy & Renewal 
recover possession. 
 
 
 
 
 
(c)  To authorise possession 
Head of Paid Service People 1st (Slough) 
proceedings. 
Ltd. And the Assistant Director Housing 
Strategy & Renewal 
 
 
 
 
(d)  To authorise eviction proceedings. 
Head of Paid Service People 1st (Slough) 
Ltd. And the Assistant Director Housing 
Strategy & Renewal 
 
 
 
 
 
(e)  Recovery of Court costs and 
Head of Paid Service People 1st (Slough) 
associated fees from Possession 
Ltd. And the Assistant Director Housing 
Proceedings, and other legal 
Strategy & Renewal 
action for breach of Tenancy 
Conditions. 
 
 
 
 
 
(f) 
Waiver of or partial claim for Court 
Head of Paid Service People 1st (Slough) 
costs where reasonable. 
Ltd. And the Assistant Director Housing 
Strategy & Renewal 
 
 
 
 
Squatting
 
 
 
16. 
To authorise recovery under the 
Head of Paid Service People 1st (Slough) 
Criminal Law Act 1977. 
Ltd. And the Assistant Director Housing 
Strategy & Renewal 
 
 
 
 
Sales of Housing
 
 
 
17. 
Signature of TRB and RTB forms in 
Assistant Director (Housing Strategy and 
connection with Housing Act 1985. 
Renewal)/Head of Revenues, Benefits 
and Business Services  
 
 
 
 
18. 
In respect of sales under the Housing 
 
Act 1985, the Housing & Building 
Control Act 1984 and any voluntary 
sales scheme to:- 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
90 

 
 
FUNCTION AUTHORISED 
OFFICER 
 
 
 
 
(a)  Seek determination from the 
Assistant Director (Housing Strategy & 
Secretary of State – appropriate 
Renewal) 
cases, to serve Admission of the 
Right to Buy, authorise cases in 
pursuance of Sections 4(2) and 
15(2) of the Housing Act 1985 and 
acceptance of statutory 
declarations; 
 
 
 
 
(b)  Approve and exercise discretions 
Strategic Director of Community & 
permitted in the Acts covering 
Cultural Services in consultation with the 
mortgages; 
Director of Finance and Property. 
 
 
 
 
 
(c)  Determine the parameters in 
Strategic Director of Community & 
respect of mortgage offers to be 
Cultural Services in consultation with the 
made in cases where a tenant has 
Strategic Director of Finance and 
served a Notice requesting a 
Property. 
shared equity lease; 
 
 
 
 
 
(d)  Grant of extension of time limits as  Strategic Director of Community & 
permitted; 
Cultural Services in consultation with 
Assistant Director (Legal Services). 
 
 
(e)  (i) 
Determine service charges in 
 Assistant Director Housing Strategy & 
respect of leasehold sales 
Renewal 
and refunds in accordance 
with current legislation; 
 
 
 
 
 
(ii) 
To authorise refunds of 
Strategic Director of Community 
undue expenditure on service  &Cultural Services  
charges and similar items 
 
(not the fault of leaseholders) 
in appropriate circumstances; 
 
 
 
 
 
 
 
(iii)  To waive charges in respect 
Strategic Director of Community & 
of temporary disruption of 
Cultural Services in consultation with 
occupation or services. 
Head of Paid Service People 1st (Slough) 
Ltd. 
 
 
 
 
 
 
(f) 
Carry out structural surveys as 
Head of Paid Service People 1st (Slough) 
required. 
Ltd. 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
91 

 
 
FUNCTION AUTHORISED 
OFFICER 
 
 
 
 
 
(g)  Determine applications for the 
Head of Paid Service People 1st (Slough) 
purchase of amenity areas and off-
Ltd. 
site garages by Right to Buy 
purchasers; 
 
 
 
 
 
(h)  To decide on applications for the 
Head of Neighbourhood Housing/ 
Right to Buy from tenants of 
Assistant Director (Housing Strategy & 
designated elderly persons’ 
Renewal) / Head of Resources, Benefits 
dwellings, in accordance with the 
and Business Resources 
legislation currently in force, 
ensuring that as far as possible the 
properties concerned are retained 
in the Council’s housing stock; 
 
 
 
 
(i) 
In respect of Housing (Service 
Strategic Director of Community & 
Charge Loan) Regulations 1992 for  Cultural Services in consultation with 
Leaseholders who purchased 
Strategic Director of Finance and 
under the right to buy; to arrange 
Property 
loans secured against the property.  
In respect of service charges for 
repairs and circumstances not 
work covered by the right to a loan 
and subject to a minimum sum 
borrowed of £500; 
 
 
 
 
 
(j) 
To determine the administrative 
Strategic Director of Community & 
expenses for arranging each loan 
Cultural Services in consultation with 
and the scale of charges (to cover 
Strategic Director of Finance and 
the Council’s costs); 
Property 
 
 
 
 
 
(k)  Appeal against discretionary 
Strategic Director of Community & 
determinations. 
Cultural Services. 
 
 
 
 
Tenants’ Right to Repair
 
 
 
 
19. 
(a)  Authority to operate statutory 
Head of Paid Service People 1st (Slough) 
schemes under Right to Repair 
Ltd. 
legislation. 
 
 
 
 
 
(b)  Authority to pay compensation for 
Head of Paid Service People 1st (Slough) 
failure of the Council to carry out 
Ltd. 
repairs in accordance with the 
Tenancy Agreement and current 
Landlord and Tenant legislation. 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
92 

 
 
FUNCTION AUTHORISED 
OFFICER 
 
 
 
 
Harassment
 
 
 
20. 
Investigation of complaints or alleged 
Assistant Director (Housing Strategy & 
offences, under Landlord & Tenant Act 
Renewal) 
1962 and under the Protection from 
Eviction Act 1977. 
 
 
 
21. 
To determine applications for transfer 
Housing Needs Manager  
from tenants suffering from harassment.  Head of Paid Service People 1st (Slough) 
Ltd. 
 
 
 
22. 
To administer the Home Energy 
Head of Paid Service People 1st (Slough) 
Efficiency Scheme (HEES) in respect of 
Ltd. 
Council Property. 
 
 
 
 
Private Tenants – Restoration of 
Services  
Local Government (Miscellaneous 
Provisions) Act 1976/1982
 
 
 
23. 
Section 33 (Assistance to private 
Private Sector Housing Manager 
tenants in restoration or continuation of 
supply of water, gas or electricity). 
 
 
 
 
Private Sector Housing
 
 
 
 
24. 
(a)  To exercise all of the Council’s 
Assistant Director (Housing Strategy &  
powers and duties under the 
Renewal) 
housing/public health statutes set 
out in Appendix “3” hereto and any 
Regulations and Orders made 
thereunder:- 
 
 
 
 
(b)  To authorise suitably qualified 
Assistant Director (Housing Strategy and 
Officers to exercise the various 
Renewal) 
powers of entry for the purposes of 
inspection, survey etc. as provided 
for by the above-mentioned 
statutes. 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
93 

 
 
FUNCTION AUTHORISED 
OFFICER 
 
 
 
 
Authorised Signatories for S.H.G. 
Funded Schemes
 
 
 
 
25. 
(a)  Authority to sign Local Authority 
Assistant Director (Housing Strategy &  
Social Housing Grant applications, 
Renewal) 
subject to available Capital 
Funding. 
 
 
 
 
 
(b)  Authority to sign Housing 
Assistant Director (Housing Strategy & 
Association Grants claims. 
Renewal) 
 
 
 
 
 
(c)  Authority to sign scheme work 
Assistant Director (Housing Strategy & 
certifications. 
Renewal) 
 
 
 
 
 
(d)  Authority to issue loans to Housing  Strategic Director of Community & 
Associations to fund Local 
Cultural Services. 
Authority Housing Association 
Grant aid schemes. 
 
 
 
Careline Centre
 
 
 
26. 
To review and revise charges to other 
Head of Revenues, Benefits and 
landlords for the use of the Careline 
Business Services 
Centre and the monitoring fee for 
individual alarms in line with the 
changes in the Council’s costs and 
where market conditions permit. 
 
 
 
27. 
To set charges for individual alarm units 
Head of Revenues, Benefits and 
that cover the actual cost of purchase by  Business Services 
the Council. 
 
 
 
28. 
To waive the connection charge for 
Head of Revenues, Benefits and 
individual alarm units provided by third 
Business Services 
parties and to vary this charge in 
response to market conditions for other 
subscribers. 
 
 
 
29. 
Management all aspects of official 
Head of Paid Service People 1st (Slough) 
Council traveller sites. 
Ltd. 
 
 
 
 
Infill Housing Sites on Council Housing 
Estates
 
 
 
30. 
Authority to approve sites before 
Assistant Director (Housing Strategy and 
proceeding further. 
Renewal) in consultation with Head of 
Paid Service People 1st (Slough) Ltd. 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
94 

 
 
FUNCTION AUTHORISED 
OFFICER 
 
 
 
 
Demolition of Unfit Properties/Garage 
 
Sites
 
 
 
31. 
Following completion of Compulsory 
Assistant Director (Housing Strategy and 
Purchase Order to arrange for 
Renewal) 
demolition of unfit housing or garage 
Strategic Director of Community and 
site in the interests of public safety and 
Cultural Services in consultation with the 
health and to seek to recover any 
Strategic Director of Law & Corporate 
expenditure as appropriate. 
Governance. 
 
 
 
 
Other Legislation
 
 
 
 
Council Tax
 
 
 
32. 
Lodging of proposals by the Council for 
Strategic Director of Finance and 
revision of existing rating assessments. 
Property 
 
 
 
33. 
Determination of grant of rate rebates 
on non-Council properties. 
 
 
 
 
(a)  To discharge any of the functions 
Section 151 Officer 
imposed upon and capable of 
 
delegation to an Officer by the 
 
Borough Council, as a billing 
 
authority, by virtue of the Local 
 
Government Finance Act 1992 (as 
 
amended) in connection with the 
 
administration, billing collection 
 
and recovery of the Council Tax 
 
including 
 
 
 
•  To give due notice of the  Section 151 Officer 
agreed Council Tax in the  
manner provided by Section 
38(2) of the 1992 Act. 
 
 
 
•  To apply when necessary for a  Section 151 Officer 
summons against any Council   
Tax payer or non-domestic 
ratepayer on whom an account 
for the said tax or rate and 
arrears has been duly served 
and who has failed to pay the 
amounts due to take all 
subsequent necessary action to 
recover them promptly. 
 
 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
95 

 
FUNCTION AUTHORISED 
OFFICER 
 
 
 
 
•  To collect (and disperse from 
Section 151 Officer 
the relevant accounts) the 
[whenever the office of the Section 151 
Council Tax and National Non-
Officer is vacant or the holder thereof is 
Domestic Rate. 
for any reason unable to act, the Chief 
 
Executive or such other authorised 
postholder be authorised to act as before 
said in his stead.] 
 
 
 
 
 
(b)  To impose or revoke penalties 
Section 151 Officer 
under the provisions of Schedule 3 
of the Local Government Finance 
Act 1992 (as amended). 
 
 
 
 
 
(c)  Arrangements for Officers to agree  Section 151 Officer. 
with any Council Tax payer an 
alternative payment to the 
standard scheme where it is 
considered that it is in the best 
interests of the Authority. 
 
 
(d)  To determine applications for 
Section 151 Officer. 
awards of Local Council Tax 
discount in cases of hardship and 
subject to a maximum award of the 
equivalent of 6 months Council Tax 
Payable.  Appeals against awards 
to be determined by a Member 
Appeals Panel. 
 
 
 
 
34. 
To consider any grievances received 
from persons regarding:- 
 
 
 
 
 
(i) 
Any decision of the Authority that a  Section 151 Officer 
dwelling is a chargeable dwelling 
or that he/she is a liable person in 
respect of such dwelling; or 
 
 
 
 
(ii) 
Any calculation made by the 
Section 151 Officer 
authority of an amount he/she is 
liable to pay in respect of the 
Council Tax. 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
96 

 
 
FUNCTION AUTHORISED 
OFFICER 
 
 
 
 
Cash Incentive Scheme Portable 
 
Discounts
 
 
 
 
35. 
(a)  Authority to approve house 
Assistant Director (Housing Strategy and 
purchase grants to tenants who 
Renewal) 
meet the Council’s criteria with the 
right of appeal to the Director of  
Community and Cultural Services. 
 
 
 
 
 
(b)  To authorise the extension of the 
Assistant Director (Housing Strategy and 
offer period for grants under this 
Renewal) 
scheme. 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
97 

COMMUNITY & CULTURAL SERVICES 
 
HOUSING & PUBLIC HEALTH 
 
PRIVATE SECTOR HOUSING FUNCTIONS 
 
38(a). The power and duties of the Council contained in the following Acts of 
Parliament are delegated to the Assistant Director (Housing Strategy & 
Renewal) to the extent set out in the right-hand column:- 
 
ACT 
EXTENT OF DELEGATION 
(Parts or Sections)
 
 
 
HOUSING ACT 1985 (as amended) 
Part VI Repair Notices 
 
Part VIII Area Improvement (except 
declaration of Neighbourhood Renewal 
Area) 
Part IX Slum Clearance (except declaration 
of Clearance Area) 
Part X Overcrowding 
Part XI Houses in Multiple Occupation Part 
XVI Assistance for Owners of Defective 
Housing. 
 
Housing Grants, Construction & 
Improvements to unfit property and dealing 
Regeneration Act 1996
with deferred action notices.  Power to 
improve enforcement procedures.  Power to 
charge for enforcement action.  Mandatory 
Grants to help with disabled facilities. 
 
The Regulatory Reform (Housing 
Policy for grants etc. for renewal of Private 
Assistance) Order 2002 
Sector Housing and Provision of 
discretionary disabled facilities grants. 
 
 
 
Housing Act 1996 
Part II Houses in Multiple Occupation 
 
 
 
Public Health Act 1936  
Sections 45, 50, 83, 84, 268 and 269 
 
 
 
Prevention of Damage by Pests Act 1949    
Sections 4, 5, 6 & 7 
 
 
 
Caravan Site & Control of Development Act 
Conditional licensing of caravan sites, 
1960 
subject to current planning permission, 
 
including approval to transfer licences and 
stationing of caravans 
Public Health Act 1961 (as amended) 
Sections 17 and 34. 
 
Housing Act 2004 
Sections 4 and 55 
 
 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
98 

 
ACT 
EXTENT OF DELEGATION 
(Parts or Sections)
 
 
 
Local Government (Miscellaneous 
Section 16 
Provisions) Act 1976   
 
 
 
Local Government (Miscellaneous 
Sections 29, 30 31 & 32. 
Provisions) Act 1982 
 
 
 
Building Act 1984 
Sections 59, 60, 64, 76 & 79. 
 
 
 
Environmental Protection Act 1990 
Part III Statutory Notices 
 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
99 

 
 
 
 
 
 
 
 
Appendix 4 
 
Act 
Extent of Delegation
 
 

 
Environmental Health, Trading Standards, 
Interim Head of Public Protection, Head of 
Community Safety, Licensing and Registration 
Environmental Services 
Functions as set out in Appendix 4 hereto 
 
1. 
Local Government (Miscellaneous Provisions) 
Powers under the following sections of the Local 
Acts 1976 and 1982:-
Government (Miscellaneous Provisions) Acts 1976 
 
and 1982) 
 
 
(a)  Securing of unoccupied premises against 
unauthorised entry or likely to be a danger to 
public health, as per Sections 29 and 30 of the 
Local Government (Miscellaneous Provisions) 
Act 1982. 
 
 
(b)  Section 20 (Notice requiring provision of sanitary 
appliances at places of public entertainment) 
Local Government (Miscellaneous Provisions) 
Act 1976. 
 
(c)  Section 35 (Power by notice to require removal 
of obstructions from private sewers) Local 
Government (Miscellaneous Provisions) Act 
1976. 
 
 
Service of notices requiring works to be carried out, 
carrying out of works in default and recovery of costs 
and expenses in connection therewith under Local 
Government (Miscellaneous Provisions) Act 1976 
and 1982. 
 
2. 
Medical Advisors – Consultants in  
Authority to appoint and authorise persons to act on 
        Communicable Disease Control - Authorisation
behalf of the Council as Proper Officer in their 
capacity as Consultants in Communicable Disease 
Control for the relevant purposes under the Public 
Health (Control of Disease) Act 1984 and 
subordinate legislation”. 
 
3.    Registration and Licensing – Various Acts 
Registration of Hairdressers and Barbers and their 
 
premises under Section 19 of the Berkshire Act 1986 
 
 
Registration of persons and premises in respect of 
acupuncture, tattooing and electrolysis in accordance 
with sections 14 and 15 of the Local (Miscellaneous 
Provisions) Act 1982. 
 
Enforcement of Parts III and V of the Food Act 1984. 
 
Entry into premises where it is suspected that an 
offence is being committed in accordance with 
Section 17 of the Local Government(Miscellaneous) 
Provisions Act 1982. 
 
 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
100 

 
Act 
Extent of Delegation
 
4. 
Licensing Act 2003
All powers under the Licensing Act 2003 which can 
be delegated to an officer relating to 
 
(a)  The determination of an application for a 
premises licence 
(b)  The determination of an application for a 
provisional statement 
(c)  The determination of an application to vary a 
premises licence 
(d)  The determination of an application to vary a 
premises licence so as to specify a new premises 
supervisor 
(e)  The determination of an application to transfer a 
premises licence 
(f)  The determination of an application for review of 
premises licence 
(g)  The determination of whether a club is 
established and conducted in good faith 
(h)  The determination of an application for club 
premises certificate 
(i)  The determination of an application to vary club 
premises certificate 
(j)  The determination of an application for review of 
club premises certificate 
(k)  The determination of an application by temporary 
event notice for a permitted temporary activity 
(l)  The determination of an application for grant or 
renewal of personal licence 
(m) The authorisation of an officer as an “authorised 
person” for the purposes off the Act 
(n)  The authorisation of an officer as an “authorised 
officer” for the purposes of the Act  
 
 
5.      Public Entertainment Licences - (Local 
The Whole Act 
          Government (Miscellaneous Provisions) Act 
 
1982) 
 
6.       Theatre Licences - (Theatres Act 1968) 
The Whole Act 
 
 
 
 
7.      Cinematograph Licences - (Cinema Act 1985) 
The Whole Act 
 
 
8.      Sex Establishment Licences - (Local 
The Whole Act 
      
Government (Miscellaneous Provisions) Act 
 
1982) 
 
9.      Game Dealers Licences - (Game Act 1831, 
The Whole Act 
Game Licensing Act 1860) 
 
 
 
10.     Late Night Refreshment House Licences - 
The Whole Act 
(Late Night Refreshment Houses Act 1969) 
 
11.     Amusements with Prizes permits - (Gaming 
The Whole Act 
Act 1968) 
 
12.     Registration of Small Lotteries (Lotteries 
The Whole Act 
          and Amusements Act 1976) 
 
 
 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
101 

 
Act 
Extent of Delegation
 
 
 
13.    Street trading consent (except the fixing of 
The Whole Act 
fees for consents and the designation of 
 
consent or prohibited streets) (Local 
 
Government (Miscellaneous Provisions) Act 
 
1982) 
 
 
 
14.  
Zoo Premises - (Zoo Licensing Act 1981) 
The Whole Act 
 
 
15.     Riding Establishments - (Riding 
The Whole Act 
Establishments Acts 1964, 1970) 
 
 
 
16.     Breeding of Dogs - (Breeding of Dogs Act 
The Whole Act 
1973) 
 
 
 
17.      House to House Collections - (House to 
The Whole Act 
House Collections Act 1939) 
 
 
 
18.     Dangerous Wild Animals - (Dangerous Wild 
The Whole Act 
          Animals Act 1976) 
 
 
 
19.     Scrap Metal Dealers - (Scrap Metal Dealers 
The Whole Act 
Act 1964) 
 
 
 
20.     Pets Shops Act 1951 
The Whole Act 
 
 
21.     Public Health Act 1936
Section 42 
(Alteration to drainage systems of premises) 
 
Section 45 
(Notice to repair water closets) 
 
Section 48 
(Power to examine & test drains believed to be 
defective.) 
 
Section 50 
(Overflowing or leaking Cesspools) 
 
Section 78 
(Scavenging of common courts and passages) 
 
Section 79 
(power to remove noxious matter) 
Section 83 (As amended) 
(Cleansing of  filthy and/or verminous premises) 
 
Section 84 
(Cleansing or destruction of filthy or verminous 
articles) 
 
Section 141 
(Powers to deal with wells, tanks, cisterns etc.) 
 
 
 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
102 

Act 
Extent of Delegation
 
 
 
Sections  259, 260 
(Powers to deal with nuisances from ponds, 
 
pools ditches and watercourses etc)  
 
Section 268 
(Powers to deal with nuisances from tents,  
vans etc.) 
 
22.      Public Health  Act 1961
Section 17  
(Drainage) as amended by Section 27 of the 
Local Government (Miscellaneous Provisions) Act 
1982. 
 
Section 34 
(Accumulation of rubbish) 
 
Section 74 
(Pigeons) 
 
23.       Public Health (Control Of Disease) Act 1984 
Section 23 
 
(Exclusion of children from places of 
entertainment) 
 
Section 24 
(Control of infected articles)  
Section 25 
(Library books) 
Section 26 
(Infectious matter in dustbins) 
Section 28 
(Prohibition of work on premises where notifiable 
diseases exist) 
 
Section 30 
(Giving of notice to owners and occupiers of 
houses after the recent case of notifiable disease) 
Section 34 
(Disinfection of public conveyance) 
Section 41 and 42 
(Common lodging houses - notifiable disease) 
Section 46 
(Burial and Cremation) 
Section 51 
(Canal Boats) 
 
24.    Provisions of the Public Health (Infectious  The Whole Acts 
Disease) Regulations 1968, 1974 and 1976 
and subsequent regulations made. 
 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
103 

 
Act 
Extent of Delegation
 
25.     Prevention of Damage by Pests Act 1949 
Service of Notices, carrying out of works in default, 
 
recovery of reasonable expenses and exercise of  
 
powers relating to entry onto premises in accordance 
with Sections 4, 5 , 6, 7 and 22. 
 
26.     Building Act 1984
Section 59 
(Drainage of buildings) 
 
Section 60 
(Ventilation of soil pipes) 
 
Section 64 
(Closets in buildings) 
 
Section 65 
(Sanitary conveniences in workplaces) 
 
Section 70 
(Food storage accommodation) 
 
Section 76 
(Defective Premises) 
 
Section 79 
Ruinous and dilapidated buildings and 
neglected sites. 
 
27.       Refuse Disposal (Amenity ) Act 1978
The Whole Act 
 
28.      Crime & Disorder Act 1998
To carry out relevant duties and functions imposed 
on the Council by the Crime &  Disorder Act 1998 
and to apply the  requirements of sections 5-7 and 
17 with reference to abandoned motor vehicles and 
any other matters relevant to the functions of 
Customer & Environmental Services. 
 
29.      Performing Animals (Regulation) Act 1925
The Whole Act 
30.     Food Safety Act 1990
The Whole Act 
31.     Health and Safety Legislation
Authority to act on behalf of the Council in respect of  
The provisions of the  Health and Safety at Work etc 
Act 1974, the Offices, Shops and Railway Premises 
Act 1963 and relevant codes of practice, regulations 
and guidance made under these acts. 
 
Under the Health and Safety at Work etc Act 1974 
Authority to issue instruments in writing to suitably 
qualified persons to act as ‘Inspector’ Sections 20(2), 
21, 22 and 25. 
 
Under Section 19 of the above act, authority to issue 
instruments in writing to suitably qualified persons to 
act as ‘inspector’ for the purposes of the Health and 
Safety at Work etc Act 1974 and thus the Petroleum 
(Regulations) Acts 1928 and 1936, Petroleum 
Consolidation Act 1928 and appropriate associated 
legislation. 
 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
104 

Act 
Extent of Delegation
 
32.   Public Health Act 1961 – Section 73
Authority to serve notice under section 73 to require 
the occupier of a premise on which a fixed tank or 
other fixed container which has been used for the 
storage of petroleum spirit and is no longer used for 
that purpose ‘to take all such steps as may be 
reasonably necessary to prevent danger from that 
container’. 
 
Authority to appoint and/or authorise a  
suitably qualified officer for the purposes of  
Section 73 (2), (3), (4). 
 
33.   Petroleum (Regulation) Acts 1928 and 1936
Authority to act on behalf of the Council in respect of 
the provisions of the Petroleum (Regulation) Acts 
1928 and 1936. 
 
34.   Petroleum (Consolidation) Act 1928
Sections 1 & 2 - Authority to issue or refuse licences, 
with appropriate conditions for the keeping of 
petroleum spirit. 
 
35.   Petroleum (Transfer of Licences) Act 1936
Authority to transfer licences for the keeping of 
 
petroleum spirit, by endorsement of the licence or 
 
otherwise. 
 
36.   Housing Act 1985 (amended) 
Authority to act on behalf of the Council in respect of 
 
the provisions of the Housing Act 1985 (amended), 
 
including powers to serve notice, powers of entry and 
inspection, survey and examination under sections 
197, 395, 319 (1), 337 (1), 340(1) and elsewhere 
within the Act. 
 
37.   Sunday Trading Act 1994
The Whole Act 
 
38.   Berkshire Act 1986 
The Whole Act 
 
 
39.   Safety of Sports Grounds Act 1975  
The Whole Act 
 
 
40.   Hypnotism Act 1952        
The Whole Act 
 
 
41.   Animal Welfare Legislation 
The powers and functions of the Council in 
 
connection  with the receipt and determination of 
 
applications and  consideration of reports by 
 
Veterinary Surgeons and Practitioners, relating to the 
 
issue of licences and to approve arrangements for 
 
the retention of Veterinary Surgeons or practitioners 
 
under:- 
 
 
 
The Riding Establishments Act 1964 and 1970 
 
The Pet Animals Act 1951 
 
The Animal Boarding Establishments Act 1963 
 
The Breeding of Dogs Act 1973 
 
The Dangerous Wild Animals Act 1976 
 
The Zoo Licensing Act 1981. 
 
 
 
The negotiation and agreement in respect of fees 
 
under the Animal Welfare Acts (subject to fees 
 
proposed, not exceeding those recommended by the 
British Veterinary Association or prescribed by 
DEFRA). 
 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
105 

Act 
Extent of Delegation
 
42.    Water Act 1989, Water Industry Act 1991
Authority to act on behalf of the Council in relation to 
 
the controls and duties over public and private water 
supplies under the terms of the above acts. 
 
43.   Caravan Sites & Control Of Development Act 
The Whole Act 
1960
 
 
44.   Scrap Metal Dealers Act 1964
(i)  The powers and duties of the Council under 
Section 3 regarding the issue of Exemption 
Orders (where no special considerations arise). 
 
(ii)  Authorisation to enter land and ascertain if the 
premises are being used contrary to the Scrap 
Metal Dealers Act 1964. 
 
45.   Control of Asbestos at Work Regulations 2002
Authority to determine notifications received under  
Regulation 8(2) of the Control of Asbestos at Work  
Regulations 2002 and to agree the commencement 
or work before the end of the 14-day notification 
period. (14 6/88). 
 
46.   Environmental Protection Act 1990
The powers and duties of the Council under Parts I, 
II, IIa, III, IV, VIII, IX of the Environmental Protection 
Act 1990. 
 
Authority to serve relevant notices under the 
provisions of part IIa of the Act in respect of 
contaminated land and the declaration of land as 
contaminated. 
 
 
Authority to appoint suitably qualified persons  to act 
as authorised Officers/Inspectors for the  purposes of 
the provisions of parts I, II, IIa, III, IV, VIII, IX. 
 
Compliance with the Council’s Duty of Care in  
respect of waste (Section 34). 
 
Compliance with the Council’s Duty to keep land and 
highways clear of litter etc. (Section 89). 
 
Compliance with the Councils duties under section 
45 and 48 in respect of collection and disposal of 
household waste. 
 
47.   Food & Environment Protection Act 1985 (Part 
To enforce relevant provisions of the above 
III) and the Control of Pesticides Regulations 
legislation. 
1986 
 
 
 
48.   Environment Act 1995 
To exercise the functions and duties of the Council in 
 
respect of air quality management and contaminated 
 
land management. 
 
 
 
Authority to appoint and/or authorise suitably 
 
qualified persons in writing to exercise the powers 
 
under Section 108 – Powers of enforcing authorities 
 
and persons authorised by them and Section 109 – 
 
Power to deal with imminent danger of serious 
 
pollution etc. 
 
 
49.   Dangerous Dogs Act 1991 
The Whole Act. 
 
 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
106 

Act 
Extent of Delegation
 
50.   Noise & Statutory Nuisance Act 1993
To carry out relevant statutory functions for the 
 
purposes of this Act, in respect of vehicles, 
 
machinery and equipment noise on the highway. 
 
 
51.   Control of Pollution Act 1974 
Parts III and V of the Act 
 
 
52.   Clean Air Act 1993 
The Whole Act 
 
 
53.   Dogs (Fouling on Land) Act 1996 
The Whole Act 
 
 
54.   Noise Act 1996 
The Whole Act 
 
 
55.   Insurance Brokers (Registration) Act 1977
To assist the British Insurance Brokers Association in 
the enforcement of the above Act, including 
instigation of legal proceedings as required. 
 
56.   Transport Act 1968
Part V – to make representation on behalf of the 
Council to the licensing authorities in connection with 
the revocation, suspension or curtailment of 
operation licences in appropriate circumstances. 
 
57.  Local Government Act 1972, Section 222
To initiate proceedings under the above section of 
the above legislation in relation to Traffic Regulation 
Orders restricting the weight and width of vehicles 
permitted to use certain roads under the Road Traffic 
Regulation Act 1984. 
 
58.  European Communities Act 1972 
The Whole Act. 
 
 
The Meat (Enhanced Enforcement Powers) 
Authority to authorise suitable officers for the purpose 
(England) Regulations 2000 
of exercising a statutory function with respect to the 
The Organic Products (Imports from Third Countries) 
following regulations made under the Act with respect 
Regulations 2003 
to the Council’s function as a Food Authority. 
The Products of Animal Origin (Import and Export) 
Regulations 1996 
The Products of Animal Origin (Third Country 
Imports) (England) (Amendment)  (No. 4) 
Regulations 2002 (as amended) (and all subsequent 
amendments) 
 
The Official Feed and Food Controls (England) 
Regulations 2005 made under Regulation (EC) No. 
882/2004: Official Feed and Food and Animal Health 
Welfare Control. 
 
Regulation (EC) No. 852/2004 of the European 
Parliament and of The Council of 29 April 2004 on 
the hygiene of foodstuffs. 
 
Regulation (EC) No. 853/2204 of the European 
Parliament and the Council of 29 April 2004 laying 
down specific hygiene rules for food of animal origin. 
 
Regulation (EC) No. 854/2004 of the European 
Parliament and of the Council laying down specific 
rules for the organisation of the official controls on 
products of animal origin intended for human 
consumption (as amended). 
 
The Food Hygiene (England) Regulations 2006. 
 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
107 

 
Act 
Extent of Delegation
 
Agriculture 
 
 
59.   Agriculture Produce (Grading and Marketing) 
Act 1928 
60.  Farm and Garden Chemicals Act 1967 
61.  Agriculture Act 1970 
 
Animal Health 
 
62.  Dogs Act 1906 
63.  Protection of Animals Act 1911 
64.  Dogs (Amendment) Act 1928 
65.  Protection of Animals (Amendment) Act 1954 
66.  Protection of Animals (Anaesthetics) Act 1954 
67.     Abandonment of Animals Act 1960 
 
68.     Agriculture (Miscellaneous Provisions) Act 
The Whole Act. 
1968 
 
69.     Animal Health Act 1981 
The Whole Act 
70.     Animal Health and Welfare Act 1984 
 
71.     Protection of Animals (Penalties) Act 1987 
The Whole Act 
72.     Protection of Animals (Amendment) Act 1988 
 
73.     Protection Against Cruel Tethering Act 1988 
 
74.     Dangerous Dogs Act 1989 
The Whole Act 
75.     Welfare of Animals at Slaughter Act 1991 
 
76.    Animal Health Act 2002 
 
Company Law 
 
77.     Companies Act 1985 
78.     Companies Consolidation (Consequential 
Provisions) Act 1985 
79.    Business Names Act 1985 
80.    Insolvency Act 1986 
81.    Company Directors Disqualification Act 1986 
 
Consumer Credit 
 
82.     Administration of Justice Act 1970 
83.     Consumer Credit Act 1974 
84.     Law of Property (Miscellaneous Provisions) 
Act 1989 
 
Consumer Protection 
 
 
85.     Consumer Protection Act 1987 
86.     Motor Vehicles (Safety Equipment for 
Children)Act 1991 
Control of Pollution 
 
 
87.     Control of Pollution Act 1974 
88.     Environmental Protection Act 1990 
89.     Clean Air Act 1993 
 
Copyright 
 
 
90.    Registered Designs Act 1949 
91.    Patents, Designs and Marks Act 1986 
92.    Copyright, Designs and Patents Act 1988 
93.    Broadcasting Act 1990 
94.    Trade Marks Act 1994 
95.    Olympic Symbol etc (Protection) Act 1995 
 
 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
108 

Act 
Extent of Delegation
 
Education Reform 
 
 
96.   Education Reform Act 1988 
 
Estate Agents 
 
 
97.  Estate Agents Act 1979 
98.  Housing Act 2004 
 
European Community Law 
 
99.  European Communities Act 1972 
 
Explosives 
 
100. Explosives Act 1875 
101. Explosives Act 1923 
102. Fireworks Act 1951 
103. Fireworks Act 1964 
104. Explosives (Age of Purchase) Act 1976 
105. Fireworks Act 2003 
 
Fair Trading 
 
106. Fair Trading Act 1973 
107. Timeshare Act 1992 
108. Trading Schemes Act 1996 
109. Competition Act 1998 
110. Enterprise Act 2002 
 
Food and Environmental Protection 
 
111. Food and Environment Protection Act 1985 
112. Pesticides (Fees and Enforcement) Act 
1989 
113. Scotch Whiskey Act 1988 
114. Food Safety Act 1990 
 
Hallmarking 
 
115.  Hallmarking Act 1973 
 
Health and Safety 
 
 
116. Health and Safety at Work etc Act 1974 
117. Offshore safety Act 1992 
 
Insurance Brokers 
 
 
118. Insurance Brokers (Registration) Act 1977 
119. Insurance Companies Act 1982 
 
Medicines 
 
 
120. Medicines Act 1968 
 
Other Enforcement Legislation 
 
121. Children and Young Persons Act 1933 
 
122. Cancer Act 1939 
 
 
 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
109 

 
Act 
Extent of Delegation
 
123. Accommodation Agencies Act 1953 
 
124. Trading Representations (Disabled 
Persons) Act 1958 
125. Mock Auctions Act 1961 
126. Theft Act 1968 
127. Trading Representations (Disabled 
Persons) Act 1972 
128. Employment Agencies Act 1973 
129. Solicitors Act 1974 
130. Energy Act 1976 
131. Theft Act 1978 
132. Forgery and Counterfeiting Act 1981 
133. Energy and Conservation Act 1981 
134. Intoxication Substances (Supply) act 1985 
135. Protection of Children (Tobacco) Act 1986 
136. Banking Act 1987 
137. Motor Cycle Noise Act 1987 
138. Malicious Communications Act 1988 
139. Courts and Legal Services Act 1990 
140. Children and Young Persons (Protection 
from Tobacco) Act 1991 
141. Charities Act 1992 
142. Knives Act 1997 
143. Protection From Harassment Act 1997 
144. Tobacco and Advertising  and Promotion 
Act 2002 
145. Communications Act 2003 
146. Licensing Act 2003 
147. Anti-Social Behaviour Act 2003 
148. Clean Neighbourhoods and Environment 
Act 2005 
 
Petroleum 
 
149. Petroleum (Consolidation) Act 1928 
150. Petroleum (Transfer of Licenses) Act 1926 
 
Poisons 
 
151. Poisons Act 1972 
 
Prices 
 
152. Development of Tourism Act 1969 
153. Prices Act 1974 
154. Prices Act 1975 
 
Road Traffic 
 
 
155. Vehicles (Excise) Act 1971 
156. Road Traffic (Foreign Vehicles) Act 1972 
157. Road Traffic (Consequential Provisions) Act 
1988 
158. Road Traffic Act 1988 
159. Road Traffic Offenders Act 1988 
160. Road Traffic Act 1991 
 
Telecommunications 
 
 
Telecommunications Act 1984 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
110 

Act 
Extent of Delegation
 
Trade Descriptions 
 
 
161. Trade Descriptions Act 1968 
162. Property Misdescriptions Act 1991 
 
Unsolicited Goods and Services 
 
163. Unsolicited Goods and Services Act 1971 
164. Unsolicited Goods and Services 
(Amendment) Act 1975 
 
Video Recordings 
 
165. Video Recording Act 1984 
166. Video Recordings Act 1993 
 
Weights and Measures 
 
167. Weights and Measures etc. Act 1976 
168. Merchant Shipping Act 1979 
169. Weights and Measures Act 1985 
170.  Nationality, Immigration and Asylum Act 2002 
Performance and Management of Citizenship 
Ceremonies 
 
171.  Refuse Disposal (Amenity) Act 1987 and the 
To authorise the removal of untaxed vehicles on an 
Vehicle Excise and Registration Act 1994 
adopted highway under the devolved powers scheme 
of the Driver and Vehicle Licensing Agency 
 
172.  Pollution Prevention Control Act 1999 
To carry out the relevant functions of the Council with 
respect to a Part A(2) Installation or mobile plant for 
the purpose of achieving a high level of protection of 
the environment by reducing emissions into the air, 
water and land. 
 
Authority to appoint suitable officers to exercise any 
such functions and conferring powers (such as those 
specified in Section 108 (4) of the Environment Act 
1995) on persons so appointed. 
 
173.  Anti-Social  Behaviour Act 2003 
Authority to authorise an environmental health officer 
for the purpose of exercising a statutory function in 
relation to pollution of the environment of harm to 
human health under Section 40 – closure of noisy 
premises. 
 
Authority to authorise suitable officers in writing to 
issue fixed penalty notices for graffiti and flyposting 
under Section 43. 
 
174. 
Clean Neighbourhoods and Environment Act 
Authority to authorise suitable officers for the purpose 
 2005 
of exercising a statutory function with respect to 
Environmental Health, Trading Standards, 
Community Safety, Licensing and Registration. 
 
 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
111 

 
Act 
Extent of Delegation
 
175.  Control of Pollution (Amendment) Act 1989 
Authority to authorise suitable officers to demand that 
a person produce his, or his  employer’s authority for 
transporting waste and to search any vehicle that is 
being, or has been used for transporting waste and to 
carry out tests on anything found and to take 
samples away for testing. 
 
176.   Marriage Act 1949 (As Amended) The 
Strategic Director, The Green and Built Environment 
Marriage (Approved Premises) Regulations 
 
1995
(i)  To grant, or refuse application for approval of 
premises under the above Act or Regulations or 
any additional regulation made under the Act. 
(ii)  To revoke any approval which has been 
granted. 
(iii)  To determine or to increase or decrease the 
fees payable for the granting or refusal of 
application for the approval of said premises. 
(iv) To apply such appropriate conditions to the 
approval of premises under the above 
regulations. 
(v)  To determine, and from time to time vary, the 
fees, payable for Marriages at premises 
approved under the Marriage ()Approved 
Premises). 
 
177.  Coroners Act 1988 
To appoint Coroners under the provisions of the 
above legislation. 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
112 

 
 
FUNCTION AUTHORISED 
OFFICER 
 
 
 
 
General
 
 
 
 
36. 
Within the provisions of the National Health 
Assistant Director (Community Care) 
Service and Community Care Act 1990, to 
arrange for the purchase and provision of 
appropriate care services to those persons 
assessed as having needs that fall within 
the Council’s agreed priorities, subject 
always to Standing Orders and financial 
Regulations, the approved policies and 
estimates of the Council and the proper 
identification of appropriate suppliers. 
37.  
 
To exercise the functions of the Council 
Assistant Director (Children & 
under Part VII of the Children Act 1989 in 
Families) 
relation to the provision of accommodation 
by voluntary organisations. 
 
 
 
38. 
To exercise the powers conferred on the 
Assistant Director (Children & 
Council under Part IX of the Children Act 
Families) 
1989 in respect of arrangements for the care 
of privately fostered children. 
 
 
 
39. 
To make decisions to exempt persons from 
Assistant Director (Children & 
the usual fostering limit in accordance with 
Families) 
paragraph 4 of Schedule 7 of the Children 
Act 1989. 
 
 
 
 
Guardians ad Litem, Representation, 
Registration & Inspection
 
 
 
40. 
Subject to the joint arrangements 
Assistant Director (Children & 
established with the other Berkshire Unitary 
Families) 
Authorities to maintain a Panel of Guardians 
ad Litem in accordance with the Guardians 
ad Litem & Reporting Officers (Panels) 
Regulations 1991. 
 
 
 
 
 
Home Care Service: Financial Matters 
 
 
 
41. 
To waive the assessment charges for any 
Assistant Director (Business and 
services to clients in circumstances where it 
Finance Resources) 
is essential for the family for social and/or 
medical reasons and to record every case 
requiring such action in a register to be 
provided for this purpose. 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
113 

 
 
FUNCTION AUTHORISED 
OFFICER 
 
 
 
 
Residential Accommodation
 
 
 
42. 
To authorise and approve the maintenance 
Assistant Director (Community Care) 
costs for the admission of any person to any 
residential accommodation. 
 
 
 
Disability
 
 
 
43. 
To authorise the following facilities for any 
Assistant Director (Community Care) 
registered disabled person, within the 
approved budget and within approved 
policies:- 
 
 
 
 
(a)  Attendance at a centre providing 
Assistant Director (Community Care) 
appropriate development opportunities.
 
 
 
 
 
(b)  The provision of special facilities 
Assistant Director (Community Care) 
 
 
 
 
 
(c)  Minor alterations and adaptations to 
Assistant Director (Community Care) 
premises including the installation of 
appropriate equipment, the works to be 
supervised by the appropriate 
professional staff. 
 
 
 
 
 
(d)  Contribute, where assessed as 
Assistant Director (Community Care) 
appropriate, to the cost of adaptations 
to premises where the client is not 
eligible for a grant. 
 
 
 
 
44. 
(a)  To authorise the making of the 
Assistant Director (Community Care) 
necessary amendment orders 
providing for exemption for disabled 
car badge holders in accordance with 
the Disabled Persons (Badges for 
Motor Vehicles) Regulations 1982. 
 
 
 
 
(b)  To administer the Council’s scheme for  Assistant Director (Community Care) 
badges for disabled Officer person as 
drivers or passengers. 
 
 
 
 
 
(c)  To issue and recall badges in 
Assistant Director (Community Care) 
accordance with the Disabled Persons 
(Badges for Motor Vehicles) 
Regulations 1982. 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
114 

 
 
FUNCTION AUTHORISED 
OFFICER 
 
 
 
44. 
Within the approved policies and estimates 
Assistant Director (Community Care) 
of the Council to discharge the duties 
towards people with disabilities imposed 
upon the Council by the National Assistance 
Act 1948, the Chronically Sick & disabled 
Persons Act 1970 and the Disabled Persons 
(Services Consultation and Representation) 
Act 1986 and the powers of the Council in 
relation to the Community Care (Direct 
Payments) Act 1996. 
 
 
 
 
Receivership & Appointees
 
 
 
 
45. 
To act as receiver in all matters in which it is  Assistant Director (Finance & 
appropriate for an officer of the Council so to  Business Resources) 
act. 
 
 
 
46. 
To accept a guardianship application and to 
Assistant Director (Community Care) 
make an order for discharge of patients 
subject to guardianship under the Mental 
Health Act 1983. 
 
 
 
47. 
To appoint officers to act as approved social  Assistant Director (Community Care) 
workers under the Mental Health Act 1983. 
 
 
 
48. 
To agree “Places of Safety” under the 
Assistant Director (Community Care) 
Mental Health Act 1983 with the Police and 
the Health Authority. 
 
 
 
 
Carers
 
 
 
49. 
Within the approved policies and estimates 
Assistant Directors (as appropriate) 
of the Council to discharge the powers and 
duties towards carers (including young 
carers) imposed upon the Council by the 
Carers (Recognition & Services) Act 1995. 
 
 
 
50. 
The Council’s powers and duties under the 
Assistant Directors (as appropriate) 
Police & Criminal Evidence Act 1994. 
 
 
 
 
Joint Agreement with Health Authority
 
 
 
51. 
In formal agreement with the Health 
Assistant Director (Commissioning, 
Authority within the approved policies and 
Quality & Standards) & Assistant 
estimates of the Council) to arrange, monitor  Director (Financial & Business 
and/or manage services as part of a Section  Resources). 
28A grant. 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
115 

 
 
FUNCTION AUTHORISED 
OFFICER 
 
 
 
52. 
To participate in joint commissioning 
Assistant Director (Commissioning, 
arrangements in partnership with the Health 
Quality & Standards) & Assistant 
Authority (or other statutory agencies) as 
Director (Financial & Business 
approved by the Council. 
Resources). 
 
Lettings of Public Buildings and Parks 
 
53. 
Arrangements for letting of public 
Appropriate Head of Service 
buildings/parks within control of Community 
& Cultural Services to local and voluntary 
organisations for occasional use, in 
accordance with approved scales of charges 
and Council's general policies. 
 
54. 
General management of and authority to 
Service Manager 
authorise bookings for non core activities. 
 
 
Licences 
 
55. 
Grants of licences for occasional use of 
Strategic Director of Community & 
parks and public buildings within the control 
Cultural Services 
of Community & Cultural Services (including 
for exhibition) within the general policies 
adopted by the Council. 
 
Concessionary Charges for Public Buildings/Parks  
 
56. 
Determination of applications for 
Appropriate Head of Service 
concessionary charges for use of public 
buildings/parks within control of Learning 
and Cultural Services Directorate. Within 
established policy. 
 
 
Town Square 
 
57. Bookings 
of 
the Town Square. 
Events Manager 
 
58. 
To approve the siting of commercial vehicles  Events Manager 
in the Town Square. 
 
59. 
To determine appeals following the refusal 
Events Manager 
of a booking of the Town Square. 
 
 
Opening Hours 
 
 
60. 
Fixing of opening and closing dates of public  Service Manager 
buildings within control of Learning and 
Cultural Services Directorate including bank 
and public holiday periods. 
 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
116 

 
FUNCTION AUTHORISED 
OFFICER 
 
Allotments 
 
61. 
Decisions on requests from allotment 
Head of Leisure and Resources 
associations for permission to erect 
additional storage accommodation at their 
own expense for member’s use, subject to 
compliance with planning legislation. 
 
62. 
Routine management of allotment plots in 
Head of Leisure and Resources 
accordance with Smallholdings and 
Allotments Act 1908 and Allotments Act 
1922. 
 
 
Libraries and Information Service 
 
63. 
To manage the Library and Information 
Head of Libraries, Arts, Heritage and 
Service in accordance with the Public 
Information 
Libraries and Museums Act 1964 (as 
amended) and the Local Government and 
Housing Act 1989. 
 
64. 
To select and/or withdraw individual books 
Head of Libraries, Arts, Heritage and 
or materials. 
Information 
 
 
Museums and Archives 
 
65. 
To determine the policy on the materials and  Head of Libraries, Arts, Heritage and 
records to be held in any archives 
Information 
maintained by the Council, other than those 
maintained for statutory or similar purposes. 
 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
117 

EDUCATION & CHILDREN’S SERVICES 
 
N.B.  In respect of the following authorisations to Officers the delegation to 
Heads of Service in the Education and Children’s Services Directorate will run 
concurrently with the Director except in the case of: 
 
a) 

Proper Officer requirements; and 
b)  Delegations where the right of appeal falls to be determined by the 
Director of Education and Children’s Services. 
 
 
FUNCTION AUTHORISED 
OFFICER 
 
 
 
1. 
Subject to the Education (Determination of 
Strategic Director of Education & 
 
Admissions Arrangements) (England) 
Children’s Services 
Regulations 1999 as amended by the 
 
Education (Determination of Admissions 
 
Arrangements) (Amendment) (England) 
 
Regulations 2002 relating to maintained 
 
schools:   
 
 
 
a)  Consult annually about admissions 
Strategic Director of Education & 
arrangements with governing bodies of  Children’s Services 
admissions authorities of schools. 
 
 
 
b)  Where there are within year variations 
Strategic Director of Education & 
to (except in a case where their 
Children’s Services 
proposed variations fall within any 
 
descriptions of variations prescribed – 
 
see Education (Variations of 
 
Admissions Arrangements) (England) 
Regulations 2002) refer the proposed 
variations to the adjudicator and notify 
the bodies whom it consulted of the 
proposed variations.  Where the LEA 
is the admissions authority for the 
school, to consult with the governing 
body before making a reference to the 
adjudicator. 
 
 
c)  When determining admissions 
 
arrangements for schools for which the 
authority is the admissions authority, 
include determination of the number of 
pupils in each relevant age group that it 
is intended to admit to the school in that 
year, taking into consideration the 
current capacity of the school and its 
indicated admission number. 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
118 

 
 
FUNCTION AUTHORISED 
OFFICER 
 
 
 
d) Where the authority determines an 
admission number for a relevant age 
group which is lower than the school’s 
indicated admission number, the 
authority must undertake additional 
publication (reg.9 of the 1999 
Regulations) of a statutory notice. 
 
2. 
To administer arrangements for 
Strategic Director of Education & 
admissions to nursery schools and classes  Children’s Services 
in accordance with policies agreed by the 
Local Education Authority. 
 
3. 
To exercise on behalf of the Authority the 
Strategic Director of Education & 
power under section 98 of the 1998 
Children’s Services 
Education Act to give direction to a 
governing body that a child be admitted to 
a named school within the Authority’s area. 
 
4. 
To comply with any requirements made by 
Strategic Director of Education & 
the Secretary of State to implement a 
Children’s Services 
scheme for co-ordinated arrangements for 
admissions in accordance with section 
2002  Education Act, Education (co-
ordination of Admissions Arrangements) 
(Primary Schools) (England) Regulations 
2002 as amended by the Education (Co-
ordination of Admissions Arrangements) 
(Primary Schools) (England) (Amendment) 
Regulations 2003, and the Education (co-
ordination of Admissions Arrangements) 
(Secondary Schools) (England0 
Regulations 2002. 
 
5. 
In compliance with the 2002 Education Act 
Strategic Director of Education & 
(s46), 1998 School Standards and 
Children’s Services 
Frameworks Act (S.85A), and Education 
(Admissions Forum) (England) Regulations 
2002, to establish and maintain an 
Admissions Forum for its area. 
 
6. 
To administer arrangements for the 
Strategic Director of Education & 
admission of individual pupils to primary 
Children’s Services 
and secondary schools, including 
designated areas and other relevant 
factors and to present the case on behalf 
of the Authority to admission appeals 
panels. 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
119 

 
 
FUNCTION AUTHORISED 
OFFICER 
School Term Dates 
 
7. 
In the case of Local Education Authority, 
Strategic Director of Education & 
Voluntary Controlled and Special Schools, 
Children’s Services  
including residential schools, to determine 
school term dates after appropriate 
consultation. 
 
Name of Schools 
 
8. 
To approve the name of a school proposed  Strategic Director of Education & 
by the governors. 
Children’s Services 
 
Attendance at School 
 
9. 
To ensure that appropriate transport 
Strategic Director of Education & 
arrangements are made in accordance 
Children’s Services 
with the Authority’s policies. 
 
10. 
To exercise the powers and duties of the 
Strategic Director of Education & 
Authority as set out in Section 19 of the 
Children’s Services 
1996 Education Act in respect of making 
arrangements for the provision of suitable 
education at school or otherwise for 
children of compulsory school are who, by 
reason of illness, exclusion from school or 
otherwise, may not for any period receive 
suitable education unless such 
arrangements are made. 
 
11. 
To authorise any proceedings necessary to  Strategic Director of Education & 
enforce any enactment relating to the non 
Children’s Services 
attendance of pupils at school, or 
education other than at school with 
reference to the Education Act 1996 and 
the Anti-social Behaviour Act 2003. 
 
12. 
To undertake the powers and duties of the 
 Strategic Director of Education & 
Authority under Section 36 of the Children 
Children’s Services 
Act 1989 regarding Education Supervision 
Orders. 
 
Curriculum 
 
13. 
Under s.79 of the Education Action 2002, 
 Strategic Director of Education & 
to ensure that every school it maintains 
Children’s Services 
(including nursery schools and nursery 
education funded through the LEA) meets 
the general requirements for the curriculum 
in particular the National Curriculum (which 
now includes the Foundation Stage) and 
religious worship. 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
120 

 
 
FUNCTION AUTHORISED 
OFFICER 
14. 
To monitor the way in which the 
 
assessments and foundation stage profiles 
are being conducted by teachers to ensure 
consistency and proper implementation of 
the statutory provisions (The Education 
(National Curriculum) (Foundation Stage 
Profile Assessment Arrangements) 
(England) Order 2003). 
 
15. 
In accordance with arrangements 
Strategic Director of Education & 
approved by the Secretary of State under 
Children’s Services 
the Education Act 1996 (s.409)  to 
investigate complaints concerning alleged 
failures of schools to comply with the 
National Curriculum, including 
requirements for religious education and 
collective worship and the arrangements 
for statutory assessment and moderation 
of the National Curriculum. 
 
16. 
In accordance with s.90 of the 2002 
Strategic Director of Education & 
Education Act, to determine whether 
Children’s Services 
applications be made to the Secretary of 
State to direct than an LEA maintained 
school be authorised to conduct curriculum 
experiments outside the National 
Curriculum. 
 
17. 
To provide on behalf of the Authority any 
Strategic Director of Education & 
information, which the Secretary of State 
Children’s Services 
may by regulation require, including 
through the Education (School 
Performance Information) (England) 
Regulations 2001 and the Education (Pupil 
Information) (England) Regulations 2000. 
 
Special Educational Needs 
 
18. 
To arrange for children to be assessed in 
Strategic Director of Education & 
accordance with the requirements of the 
Children’s Services 
Education Act 1996 and the SEN and 
Disability Act 2001, to determine the 
special educational provision which should 
be made for them and to maintain and 
review statements of special educational 
need in accordance with any regulations 
concerning these. 
 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
121 

 
 
FUNCTION AUTHORISED 
OFFICER 
19. 
To represent the Authority at statutory 
Strategic Director of Education & 
appeal tribunals in connection with the 
Children’s Services 
assessment of special educational needs. 
 
20. 
To ensure that the requirements of any 
Strategic Director of Education & 
statutory Codes of Practice, or other 
Children’s Services 
regulations are complied with. 
 
 
Staffing 
 
As respects community voluntary controlled or community special schools (including 
Nursery Schools)
 
21. 
Strategic Director of Education & 
To provide advice to schools at all 
Children’s Services 
proceedings relating to the selection of a 
headteacher, and of other teaching staff 
where required 
22. 
Strategic Director of Education & 
To appoint persons selected by 
Children’s Services 
Governing Bodies to fill vacant posts as 
Headteachers, or Deputy Headteachers 
in schools, provided they meet all 
relevant staff qualifications requirements, 
conditions as to health and physical 
capacity, and is not subject to direction 
under s.142 of the 2002 Education Act 
prohibiting him/her from teaching. 
23. 
Strategic Director of Education & 
Where the governing body either Children’s Services 
recommends to the LEA or notifies the 
LEA that it accepts for appointment any 
person nominated by the governors, the 
LEA shall appoint that person unless (a) 
he or she is to be appointed by the LEA 
or governing body otherwise than under a 
contract of employment (reg 11(1)) and/or 
(b) he or she does not meet school staff 
qualification requirements as are 
applicable in relation to that appointment 
(reg 14(3)). 
24. 
To nominate persons recommended or 
Strategic Director of Education & 
accepted for appointment by governing 
Children’s Services 
bodies to fill other teaching posts in 
schools unless the person so 
recommended does not meet any staff 
qualification or other requirements 
relevant to the post. 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
122 

 
 
FUNCTION AUTHORISED 
OFFICER 
 
 
25. 
To appoint persons selected by governing  Strategic Director of Education & 
bodies as their clerks. 
Children’s Services 
 
 
26. 
Carry out pre-employment checks on all 
Strategic Director of Education & 
teaching and non-teaching staff to ensure 
Children’s Services 
that the Authority does not employ anyone 
barred from teaching by the Secretary of 
State, in case of teachers that they are 
registered with GTC, have qualified 
teacher status, and have completed their 
induction, plus check for criminal 
backgrounds of staff whose posts involve 
substantial unsupervised access to 
children. 
 
 
27. 
To implement decisions for governing Strategic Director of Education & 
bodies of schools relating to the Children’s Services 
determination of potential dismissals and 
any subsequent appeals against such 
dismissals, which are within the Authority’s 
powers to determine. 
 
Voluntary aided and foundation schools 
 
28. Where 
the 
governing 
bodies of voluntary 
Strategic Director of Education & 
aided or foundation schools notifies the 
Children’s Services 
LEA of the intention to appoint a person to 
the post of headteacher or deputy 
headteacher the chief education officer will 
make written representation within 14 days 
if the applicant is not suitable for 
appointment. 
Schools without delegated budgets 
 
 
29. 
 
Strategic Director of Education & 
In accordance with S.35(7) of the 
Children’s Services 
Education Act 2002 the arrangement for 
staffing of schools without delegated 
budgets shall be determined by the LEA. 
Federations 
 
30. 
Strategic Director of Education & 
Apply Staffing Regulations to hard Children’s Services 
federated schools in the same way as 
other schools, but with reference to the 
Federation of Schools (Community, 
Schools, Community Special Schools, 
Voluntary Controlled Schools and 
Maintained Nursery Schools) (England) 
Regulations 2003. 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
123 

 
FUNCTION AUTHORISED 
OFFICER 
 
All Educational Establishments 
 
31. 
To exercise  powers of the local 
Strategic Director of Education & 
Education Authority in respect of any 
Children’s Services 
national recruitment and retention 
schemes currently in operation. 
 
32. 
To appoint supply teachers from funds 
Strategic Director of Education & 
held centrally. 
Children’s Services 
 
33. 
To exercise  powers and duties under the  Strategic Director of Education & 
School Teacher (Appraisal) Regulations 
Children’s Services 
1991 in respect of headteachers. 
 
Finance   
 
34. 
To design and keep under review the 
Strategic Director of Education & 
Authority’s schemes of delegation in 
Children’s Services 
accordance with the Authority’s policies 
and any statutory requirements. 
 
 
 
35. 
In accordance with s47A of the 2002 
Strategic Director of Education & 
Education Act, establish and maintain a 
Children’s Services 
Schools Forum to advise and/or make 
decisions, as prescribed in regulations, 
on the distribution of money between 
schools and how much should be sent on 
certain LEA-wide functions. 
 
 
36. 
In consultation with schools and Schools  Strategic Director of Education & 
Forum, to determine each school’s Children’s Services 
budget share through the development 
and implementation of a local Fair 
Funding Formula, subject to any statutory 
requirements, including reference to the 
Financing of Maintained Schools 
(England) Regulation 2003 
 
 
37. 
Set school budgets in accordance with  Strategic Director of Education & 
regulations, including those relating to  Children’s Services 
minimum school budgets and 
‘passporting’ targets 
 
38. 
 
In accordance with para 66 of sched 7 to 
the Local Government Act 2003 submit to 
the Secretary of State the proposed 
Schools Budget at the end of December 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
124 

 
 
FUNCTION AUTHORISED 
OFFICER 
 
 
39. 
To further regulate the delegation of Strategic Director of Education & 
budget shares to schools, produce a  Children’s Services 
financial statement before the beginning 
of each financial year (‘the budget 
statement’) and after the end of each 
financial year (‘the outturn statement’) in 
accordance with s.52 of the 1998 Act and 
other related regulations 
 
 
40. 
In accordance with the Consistent Strategic Director of Education & 
Financial Reporting (England) 
Children’s Services 
Regulations) 2003 to report to the 
Secretary of State each schools’ audit 
date by the August following the end of 
the financial year. 
 
 
41. 
In consultation with schools and partners,  Strategic Director of Education & 
develop and implement a Schools’ Children’s Services 
Capital Programme, distributing capital 
funding to school on the basis of need 
and in accordance with any regulations 
regarding the use of funding grants 
 
 
42. 
To approve loans for any education Strategic Director of Education & 
project within the policy of the Council  Children’s Services 
which provides for loans. 
 
 
43. 
To determine and authorise the payment  Strategic Director of Education & 
of boarding awards, grants towards tuition  Children’s Services 
fees and expenses at schools where fees 
are payable, major and further education 
awards, maintenance allowances and 
tuition fees for correspondence courses 
and requests for the refund of grants in 
accordance with the policy of the Council. 
 
 
44. 
To determine applications for assistance  Strategic Director of Education & 
towards travelling expenses from further  Children’s Services 
education students over the age of 21 
who apply on grounds of hardship within 
the Council’s approved scheme. 
45. 
To approve the payments of recoupment 
Strategic Director of Education & 
charges for pupils and students at out of 
Children’s Services 
Borough establishments. 
 
46. 
To determine applications for financial 
Strategic Director of Education & 
assistance from staff in accordance with 
Children’s Services 
any schemes approved by the Council. 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
125 

 
FUNCTION AUTHORISED 
OFFICER 
 
Transport 
 
47. 
To approve the home to school transport 
Strategic Director of Education & 
policy following consultation as 
Children’s Services 
appropriate, and to administer home to 
school transport. 
 
 
General 
 
 
48. 
To submit plans/bids that the DfES or other  Strategic Director of Education & 
 
Government Directorates may from time to  Children’s Services 
time require, following appropriate 
consultation.  
 
49. 
To approve instruments of government for 
Strategic Director of Education & 
schools. 
Children’s Services 
 
50. 
To appoint additional governors to schools 
Strategic Director of Education & 
in special measures. 
Children’s Services 
 
 
Support to Children & Families in their own home 
 
51. 
To exercise the powers of the Council 
Assistant Director (Children & 
under Section 7 of the Children Act 1989 to  Families) 
report to the Court on the welfare of 
children in private proceedings. 
 
52. 
To exercise any functions of the Council 
Assistant Director (Children & 
relating to Orders with respect to children 
Families) 
in family proceedings under Part II of the 
Children Act 1989. 
 
53. 
To exercise the powers of the Council 
Assistant Director (Children & 
under Section 16 of the Children Act 1989 
Families) 
to provide advice, assistance and 
befriending under the terms of a Family 
Assistance Order. 
 
54. 
To exercise the functions of the Council 
Assistant Director (Children & 
under Section 17 and Part I of Schedule 2 
Families) 
of the Children Act 1989 to safeguard and 
promote the welfare of children in need 
including financial assistance within current 
budgetary limits. 
 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
126 

 
 
FUNCTION AUTHORISED 
OFFICER 
55. 
To make provision for the day-care of pre-
Assistant Director (Children & 
school children and provision for out-of-
Families) 
school and holiday care and activities as 
appropriate in accordance with the duties 
and powers of the Council under Section 
18 of the Children Act 1989. 
 
56. 
To approve arrangements for the financial 
Assistant Director (Children & 
and other support of young people formerly  Families) 
looked after by the Council and by others 
under Sections 23 & 24 of the Children Act 
1989 within current budgetary limits. 
 
57. 
To vary the assessment scale in respect of  Assistant Director (Children & 
financial contribution by a parent or young 
Families) 
person to any service provided by the 
Council under Part III of the Children Act 
1989 for reasons affecting the welfare of 
the child in question. 
 
58. 
To vary or waive the charges for any 
Assistant Director (Children & 
service provided by the Council under Part 
Families) 
III of the children Act 1989 where failure to 
do so would adversely affect the welfare of 
the child in question. 
 
 
 
 
Child Protection 
 
59. 
To exercise the functions of the Council in 
Assistant Director (Children & 
relation to the duty to make investigations 
Families) 
as necessary to decide whether action 
should be taken to safeguard or promote 
the welfare of children in accordance with 
Section 47 of the Children Act 1989. 
 
60. 
Take such action as is necessary under 
Assistant Director (Children & 
Section 31 of the Children Act 1989 to 
Families) 
bring a child or young person before a 
Court where there are grounds for bringing 
care proceedings. 
 
61. 
To present an application to a Court for the  Assistant Director (Children & 
variation or discharge of any care order or 
Families) 
supervision order in accordance with 
Section 39 of the Children Act 1989. 
 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
127 

 
 
FUNCTION AUTHORISED 
OFFICER 
62. 
To present an application to a Court for a 
Assistant Director (Children & Families) 
Child Assessment Order, an Emergency 
Protection Order or a Recovery Order 
under Part V of the Children Act 1989. 
 
 
Accommodation, Care, Fostering & Adoption 
 

63. 
To provide accommodation for children in  Assistant Director (Children & Families) 
need in pursuance of the Council’s duty 
under Section 20 to 23 of the Children Act 
1989. 
 
64. 
To make provision for the 
Assistant Director (Children & Families) 
accommodation of children in secure 
accommodation in accordance with 
Section 25 of the Children Act 1989. 
 
65. 
To exercise the functions of the Council 
Assistant Director (Children & Families) 
to undertake parental responsibility for 
children who are the subject of Care 
Orders and to make arrangements for 
reasonable contact with parents and 
others in accordance with Sections 33 & 
34 of the Children Act 1989. 
 
66. 
To allow children the subject of a care 
Assistant Director (Children & Families) 
order to reside at home in accordance 
with Section 23 (5) of the Children Act 
1989, subject to the Accommodation with 
Parents Regulations 1991. 
 
67. 
To make contributions towards the 
Assistant Director (Children & Families) 
maintenance of children placed with a 
person as a result of a Residence Order 
in accordance with Paragraph 15 of 
Schedule 1 of the Children Act 1989. 
 
68. 
To approve payment of the legal 
Assistant Director (Children & Families) 
expenses of applicants for a Residence 
Order or other Section 8 Orders in 
respect of children in care to the extent 
that they are not met by Legal Aid. 
 
69. 
To consent to a child, subject to a care 
Assistant Director (Children & Families) 
order, being known by a new surname, 
subject to the requirements of Section 33 
of the Children Act 1989. 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
128 

 
 
FUNCTION AUTHORISED 
OFFICER 
70. 
To appoint an independent visitor for a 
Assistant Director (Children & Families) 
child where appropriate in accordance 
with paragraph 17 of Schedule 2 of the 
Children Act 1989. 
 
71. 
To guarantee apprenticeship and similar 
Assistant Director (Children & Families) 
deeds under paragraph 18 of Schedule 2 
of the Children Act 1989. 
 
72. 
To give consent to the marriage of a 
Assistant Director (Children & Families) 
young person in care pursuant to Section 
3 of the Marriage Act 1949 as amended 
by the Family Law Reform Act 1969. 
 
73. 
To approve and sign applications for 
Assistant Director (Children & Families) 
passports for children and young persons 
in the care of the Council. 
 
74. 
To arrange for a child in care to live 
Assistant Director (Children & Families) 
abroad subject to the approval of a Court 
in accordance with paragraph 19 of 
Schedule 2 of the Children Act 1989, and 
to prepare a child to cease to be looked 
after in accordance with paragraph 19 of 
Schedule 2 of the children Act 1989. 
 
75. 
To approve the applications of children 
Assistant Director (Children & Families) 
and young persons in the care of the 
Council who wish to join HM Forces. 
 
76. 
To exercise the powers of the Council 
Assistant Director (Children & Families) 
under paragraph 20 of Schedule 2 of the 
Children Act 1989 in relation to the death 
of children looked after by local 
authorities. 
 
77. 
To exercise the functions of the Council 
Assistant Director (Children & Families) 
under Part VI of the Children Act 1989 in 
relation to the provision of 
accommodation for children in community 
homes. 
 
78. 
To arrange interest free loans to foster 
Assistant Director (Children & Families) 
parents to provide accommodation for 
sibling groups to extending their present 
homes or to purchase larger homes, the 
amount of the outstanding loan to be 
reduced by way of a special allowance for 
as long as they care for foster children. 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
129 

 
 
FUNCTION AUTHORISED 
OFFICER 
79. 
To approve the institution of adoption 
Assistant Director (Children & Families) 
proceedings by foster parents. 
 
80. 
To set up an adoption panel in 
Assistant Director (Children & Families) 
accordance with Section 56 of the 
Adoption Agencies Regulations 1997 and 
to make such decisions and notifications 
as to the adoption of children as are 
specified in those regulations. 
 
81. 
To approve the payment of the legal 
Assistant Director (Children & Families) 
expenses of prospective adoptive parents 
for children who are being placed for 
adoption by the Council as an Adoption 
Agency. 
 
82. 
To grant allowances to persons who have  Assistant Director (Children & Families) 
adopted children in accordance with 
Section 57 of the Adoption Act 1976 and 
regulations which may be issued by the 
Secretary of State. 
 
83. 
To take such action as may be necessary  Assistant Director (Children & Families) 
to implement the payment of the various 
foster care allowances for the time being 
approved by the Council within current 
budgetary limits, and in consultation with 
the Head of Finance to increase the 
allowances annually in accordance with 
the scales recommended by the National 
Foster Care Association. 
 
84. 
To sanction payment of the cost of the 
Assistant Director (Children & Families) 
initial clothing and equipment required by 
children looked after by the Council who 
are placed in boarding schools and other 
establishments within current budgetary 
limits. 
 
85. 
To approve applications to go on school 
Assistant Director (Children & Families) 
expeditions, including expeditions abroad, 
of children looked after by the Council 
including expenditure on equipment and 
pocket money within current budgetary 
limits. 
 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
130 

 
 
FUNCTION AUTHORISED 
OFFICER 
86. 
To make ex gratia payments in respect of 
Assistant Director (Children & 
claims not exceeding £1,000 in respect of 
Families) 
damage or injury resulting from the actions 
of clients looked after by the Council. 
 
87. 
To make payments to promote contact 
Assistant Director (Children & 
between parents and children looked after 
Families) 
by the Council in accordance with 
paragraph 16 of Schedule 2 of the Children 
Act 1989. 
 
88. 
To exercise the powers of the Council 
Assistant Director (Children & 
under Part III of Schedule 2 of the Children  Families) 
Act 1989 relating to contributions towards 
the maintenance of children looked after by 
local authorities. 
 
89. 
To assess the contributions to be paid 
Assistant Director (Children & 
towards board and lodging by working 
Families) 
children in accordance with the currently 
agreed formulae, provided that the amount 
remaining for weekly personal pocket 
money and clothing allowance should not 
be less than the amount current approved 
under the payment of foster care 
allowances. 
 
90. 
To waive charges or make additional 
Assistant Director (Children & 
allowances where the child has exceptional  Families) 
circumstances, such as apprenticeship and 
heavy travelling expenses. 
 
91. 
To increase the contribution of children in 
Assistant Director (Children & 
lodgings in appropriate circumstances in 
Families) 
order to help to assimilate the heavier 
costs of lodgings after leaving care. 
 
92. 
To make payment for the fees and 
Assistant Director (Children & 
expenses of individual members of the 
Families) 
Panel in accordance with the regulations. 
 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
131 

 
 
FUNCTION AUTHORISED 
OFFICER 
 
 
 
Complaints 
 
93. 
To set up arrangements for the hearing of 
Strategic Director of Education & 
representations and complaints in 
Children’s Services and Strategic 
accordance with Section 26 of the Children  Director of Community and Cultural 
Act 1989 and the National Health Service 
Services 
& Community Care Act 1990 and to 
respond to and determine responses to 
recommendations of complaint review 
panels including application of financial 
redress, as considered appropriate within 
the framework of the Council’s policy on 
remedies to complaints, financial 
regulations and where necessary in 
consultation with the Monitoring Officer. 
 
94. 
To exercise the functions of the Council 
Strategic Director of Education & 
under Sections 85 & 86 of the Children Act  Children’s Services 
1989 in relation to children accommodation 
by health and education authorities or in 
residential care homes or mental nursing 
homes. 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
132 

PROPER OFFICER APPOINTMENTS 
 
Various Acts of Parliament require certain statutory functions to be performed by an 
Officer specified by the council.  It is open to each Council to decide which of its Officers 
should be designated as the “Proper Officer” for the particular function in question. 
 
Where functions are delegated to specific named officers, the same powers and duties 
shall be exercised by any subsequent post which incorporates the relevant powers and 
duties of the post detailed below. 
 
1. 
ALL DIRECTORS
 
 
Act
Function
Deputy
 
 
 
Local Government Act 1972 – 
Authentication of documents  Appropriate Assistant 
Section 234 (1) and (2) 
prepared within his/her 
Director 
Department. 
 
 
 
Local Government Act 1972 – 
Deposit of Documents 
Appropriate Assistant 
Section 225(1) 
Director. 
 
 
 
Local Government (Access to 
Compilation of lists of 
Appropriate Assistant 
Information) Act 1985, Section 
background papers in 
Director. 
100D(1)(a) 
reports produced by them 
and production of the 
papers themselves. 
 
2. 
CHIEF EXECUTIVE 
 
(a) 
any reference in any enactment passed before or during the 1971/72 
session of Parliament other than the Local Government Act 1972 or in 
any instrument made before 26th October, 1972, to the Clerk of a 
Council or the Town Clerk of a Borough which, by virtue of any 
provision of the said Act, is to be construed as a reference to the Proper 
Officer of the Council; 
 
(b) 
any reference in any local statutory provision to the Clerk of a specified 
Council or the Town Clerk of a specified Borough which is to be 
construed as a reference to the Proper Officer of the Council; 
 
(c) 
any amendment, re-enactment or statutory substitution of any of the 
matters detailed in these provisions insofar as an Officer of the Council 
remains under a duty to perform the same or similar tasks. 
 
(d) 
the following provisions: 
 
(e) 
where a “Proper Officer” function has not been specified by the Council 
to an Officer then in default of such appointment the Chief Executive 
shall be deemed to be the “Proper Officer”. 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
133 

In the Local Government Act 1972:
 
Section 
Function
Deputy
 
 
 
83 
Witness and receipt of declarations of 
Strategic Director of 
acceptance of office. 
Law & Corporate 
Governance. 
 
 
 
84 
Receipt of Resignation of Office. 

 
 
 
88(2) 
Convening of meeting of Council to fill casual 

vacancy in the office of Chairman. 
 
 
 
210(6) & (7) 
Charity functions of holders of offices with 

existing authorities transferred to holders of 
equivalent office with new authorities or, if 
there is no such office, to the Proper Officer. 
 
 
 
Schedule 12,  
Signature of summonses to Council meeting. 

Paragraph 4(2)(b) 
 
3. 
STRATEGIC DIRECTOR OF LAW & CORPORATE GOVERNANCE
 
In the Local Government Act 1972: 
 

Section 
Function
Deputy
 
 
 
89(1)(b) 
Receipt of Notice of casual vacancy from two 
Assistant Director 
Local Government Electors. 
(Democratic 
Services) 
 
 
Assistant Director 
191 
Functions with respect to ordnance survey: 
Transport and 
Planning 
 
 
 
Assistant Director 
(a) 
Any reference in any enactment passed 
Transport and 
before or during the 1971/72 session of 
Planning 
Parliament other than the Local Government 
 
Act 1972, or in any instrument made before 
26th October 1972 to the Engineer and 
Surveyor of a Council or the Borough 
Engineer and Surveyor of a borough which, 
by virtue of any provision of the said Act, is to 
be construed as a reference to the Proper 
Officer of the Council. 
(b) 
Any reference in any local statutory provision 
Assistant Director 
to the Borough Engineer and Surveyor of a 
Transport and 
specified Council or the Borough Engineer 
Planning 
and Surveyor of a specified Borough which is 
 
to be construed as a reference to the Proper 
Officer of the Council. 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
134 

 
Section 
Function
Deputy
 
 
 
(c) 
Any amendment, re-enactment or statutory 
substitution of any of the matters detailed in 
these provisions insofar as an Officer of the 
Council remains under a duty to perform the 
same or similar tasks. 
 
 
 
229(5) 
Certification of photographic copies of 
Assistant Director 
documents in legal proceedings. 
(Legal Services) 
 
 
 
236(9) 
Sending of copies of By-Laws for Parish 
Assistant Director 
Records 
(Legal 
Services) 
 
 
 
238 
Certification of By-Laws. 
Assistant Director 
(Legal 
Services) 
 
In the Local Land Charges Act 1975:
 
Section 
Function
Deputy
 
 
 
The Whole Act 
To act on Local Land Charges Register 

 
In the Representation of the People Act 1983: 
 
Section 
Function
Deputy
The Whole Act 
To act as an Electoral Registration Officer Assistant 
Director 
(Democratic 
Services) 
35 
(Acting) Returning Officer for Parliamentary 
Assistant Director 
Borough & Parish Elections 
(Democratic 
Services) 
81 
Receipt & Deposit of Election Expenses 
Electoral Services 
Manager 
82 
Declarations as to Expenses 
Electoral Services 
Manager 
Rule 44 of the 
Receipt of Notice of Persons Elected
Electoral Services 
Local Elections 
Manager 
(Principal Areas) 
& (Parish & 
Community) 
Rules 1986 
Rules 46 & 48 of 
Receipt, retention and disposal of election 
Electoral Services 
the Local Election  documents. 
Manager 
(Principal Areas) 
&(Parish & 
Community) 
Rules 1986 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
135 

 
In the Sheriff’s Act 1887:
 
 
6(3) Receipt, enrolling and keeping of warrant of appointment of High Sheriff. 
 
4. 
ASSISTANT DIRECTOR (DEMOCRATIC SERVICES) 
 
In the Local Government Act 1972: 
 
Section 
Function
Deputy
 
 
 
100 B (2) 
Exclusion of confidential reports from copies 
Committee Team 
of reports made open to inspection by public. 
Manager 
 
 
 
100 B (2) 
Circulation of reports and agenda. 
Committee Team 
Manager 
 
 
 
100 B (7) 
Supply of papers to the Press. 
Committee Team 
Manager 
 
 
 
100 C (2) 
Production of record of confidential 
Committee Team 
proceedings (Minutes) 
Manager 
 
 
 
100 F 
Members’ Right to Papers 
Committee Team 
Manager 
 
 
 
248 
Keeping of Roll of Honorary Freemen 
Committee Team 
Manager 
 
 
 
Schedule 14  
Certification of Resolution for Legal 
Committee Team 
Para. 25(7) 
Proceedings. 
Manager 
 
5. 
STRATEGIC DIRECTOR OF FINANCE AND PROPERTY
 
(a) 
Any reference in any enactment passed before or during the 1971/72 
session of Parliament other than the Local Government Act 1972 or in 
any instrument made before 26th October, 1972, to the Treasurer of a 
Council or the borough Treasurer of a  Borough which, by virtue of any 
provision of the said Act, is to be construed as a reference to the Proper 
Officer of the Council; 
 
(b) 
Any reference in any local statutory provision to the Treasurer of a 
specified Council or the Borough Treasurer of a specified Borough 
which is to be construed as a reference to the Proper Officer of the 
Council; 
 
(c) 
Any amendment, re-enactment or statutory substitution of any of the 
matters detailed in these provisions insofar as an Officer of the Council 
remains under a duty to perform the same or similar tasks. 
 
(d) 
The following provisions, namely:- 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
136 

In the Local Government Act 1972:
 
Section 
Function
Deputy
 
 
 
115 (2) 
Receipt of money due from Officers 
 
 
 
146(1)(a) & (b)  Declaration and Certificates with regard to 
securities. 
 
 
 
151 
Administration of the Council’s financial affairs. 
 
In the Local Government Finance Act 1988:
 
Section 
Function
Deputy
 
 
 
26 
Community Charge Registration Officer 
 
 
 

Officer responsible for financial administration of 
certain authorities. 
 
 
 
114 
Reports on financial administration. 
 
6. 
ASSISTANT DIRECTOR (TRANSPORT & PLANNING)
 
In the Local Government Act 1972:
 
Section 
Function
Deputy
191 
Functions with respect to ordnance survey 
Head of Planning 
Policy 
18 
Passing Plans – Building over Sewers 
Head of Building 
Control 
77 
Dangerous Buildings & Structures. 
Head of Building 
Control 
36(1) 
Removal or alteration of work in order to comply 
Head of Building 
with Building Regulations 
Control 
 
32 
Lapse of deposit of plans 
 
10 Relaxation 
(Advertisement) 
Head of Building 
Control 

Relaxation 
Head of Building 
Control 
78 
Dangerous buildings and structures – 
Head of Building 
Emergency measures. 
Control 
 
 
 
 
Schedule 16.  
Receipt or deposit of lists of Protected Buildings 
Para. 18 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
137 

 
In the Towns Improvement Clause Act 1874/ 
In the Public Health Act 1985:
  
 
Street Numbering Certificates  
The Whole Acts. 
 
In the Road Traffic Regulation Act 1984: 
 
Section 
Function
Deputy
 
 
Head of Transport 
99(3) 
Notice served on owner of the land
Development 
 
 
Head of Transport 
65 
Placing of traffic signs 
Development 
   
In the Highways Act 1980:
 
Section 
Function
Deputy
 
 
 
139 
Deposit of Builders’ skips 
Head of Highways 
 
 
 
156 
Statutory Undertakers: Restriction of breaking up 
Head of Highways 
 
 
 
321 
Authentication of Documents 
Head of Highways 
 
 
 
154 
Overhanging Vegetation 
Head of Highways 
 
 
 
220 
Notice requiring deposit or security 
Head of Highways 
 
 
 
Part XI 
Making up of private streets. 
Head of Highways 
 
 
7. 
INTERIM HEAD OF PUBLIC PROTECTION 
 
(a) 
Any reference in any enactment passed before or during the 1971/72 
session of Parliament other than the Local Government Act 1972 or in 
any instrument made before 26th October, 1972, to the Chief Public 
Health Inspector of a Council or the Chief Public Health Inspector of a 
Borough which by virtue of any provision of the said Act, is to be 
construed as a reference to the Proper Officer of the Council. 
 
(b) 
Any reference in any local statutory provision to the Chief Public Health 
Inspector of a specified Council or the Chief Public Health Inspector of 
a specified Borough which is to be construed as a reference to the 
Proper Officer of the Council. 
 
(c) 
Any amendment, re-enactment or statutory substitution of any of the 
matters detailed in these provisions insofar as an Officer of the council 
remains under a duty to perform the same or similar tasks. 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
138 

 
(c) The following provisions, namely: 
 
In the Public Health Act 1936:
 
Section 
Function
Deputy
 
 
Head of 
79 
Power to require removal of noxious matter 
Neighbourhood 
Services 
 
 
Head of 
84 
Cleansing of disinfection of filthy or verminous 
Neighbourhood 
articles. 
Services 
 
 
Head of 
85 
Cleansing of verminous persons and their 
Neighbourhood 
clothing. 
Services 
 
 
Head of 
343(1) 
Definition – authorisation of officers of the local 
Neighbourhood 
authority. 
Services 
 
In the Public Health Act 1961:
 
Section 
Function
Deputy
 
 
Head of 
S.17 (as 
Power to remedy stopped-up drains. 
Neighbourhood 
amended by 
 
Services 
S.27 of the 
Local 
Government 
(Miscellaneous 
Provisions) Act 
1982 
 
 
 
Head of 
37 
Prohibition of sale of verminous articles. 
Neighbourhood 
Services 
 
In the Housing Act 1985:
 
Section 
Function
Deputy
 
 
Assistant Director 
606 
Reports on unfit houses and clearance areas 
(Housing Strategy 
and Renewal) 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
139 

In the Public Health (Control of Diseases) Act 1984:
 
Section 
Function
Deputy
 
 
Head of 
11 
Cases of notifiable disease and food poisoning 
Neighbourhood 
to be reported. 
Services 
 
 
Head of 
18 
Information to be furnished by occupier in case 
Neighbourhood 
of notifiable disease or food poisoning. 
Services 
 
 
Head of 
20 
Stopping work to prevent spread of disease. 
Neighbourhood 
Services 
 
 
Head of 
21 
Exclusion from school 
Neighbourhood 
Services 
 
 
Head of 
22 
Exclusion of children from places of 
Neighbourhood 
entertainment or assembly. 
Services 
 
 
Head of 
24 
Infected articles 
Neighbourhood 
Services 
 
 
Head of 
29 
Letting of house or room 
Neighbourhood 
Services 
 
 
Head of 
31 
Disinfection of premises. 
Neighbourhood 
Services 
 
 
Head of 
32 
Removal of person from infected house 
Neighbourhood 
Services 
 
 
Head of 
59 
Authentication of documents 
Neighbourhood 
Services 
 
 
In the Registration Service Act 1953:
 
 
Section 
Function
Deputy
 
 
 
The Whole 
Proper Officer for registration function
Head of Customer 
Act: 
Services 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
140 

In the Rent Act 1977:
 
Section 
Function
Deputy
 
 
 
The Whole 
Exercise of functions under Part IV 
Assistant Director 
Act: 
 
(Housing Strategy 
and Renewal) 
 
In the National Assistance Act 1947 and National Assistance (Amendment) Act 
1951: 
 
Section 
Function
Deputy
 
 
 
47 of the first 
Local authority public health responsibilities 
Head of Public 
Act 
regarding the process of removing into care 
Protection Services 
 
someone who is either suffering from a chronic 
1 of the 
illness, or is living in insanitary conditions; is 
second Act 
unable to look after himself; and removal is 
necessary in the person’s own interest or to 
prevent injury or serious nuisance to others. 
 
8. 
DIRECTOR OF COMMUNITY AND CULTURAL SERVICES 
 
In the Small Holdings & Allotments Act 1908:
 
Section 
Function
Deputy
 
 
AD (Cultural 
28 
Making of rules for the regulation of allotments 
Services) 
 
 
AD (Cultural 
30 
Recovery of rent and possession of allotments 
Services) 
 
 
AD (Cultural 

Determination of tenancies of allotments 
Services) 
 
9. 
STRATEGIC DIRECTOR OF COMMUNITY AND CULTURAL SERVICES 
 
In the Housing Act 1957:
 
Section 
Function
Deputy
 
 
Head of 
Part V 
Service of Notices to Quit where rent is more 
Neighbourhood 
than four weeks in arrears 
Housing 
 
In the Caravan Sites Act 1968: 
 
Section 
Function
Deputy
 
 
 

Service of Notices to Quit 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
141 

 
10. 
CONSULTANT IN COMMUNICABLE DISEASE CONTROL
 
The Consultant in Communicable Disease Control for the Health Protection 
Agency, is appointed Consultant in Communicable Disease Control and 
“Proper Officer” for the following purposes:- 
 
(i) 
Any reference in any enactment passed before or during the 1971/72 
session of Parliament other than the Local government Act 1972 or in 
any instrument made before 26th October, 1972 to the Medical Officer 
of Health of a Borough which, by virtue of any provision of the said Act, 
is to be construed as a reference to the Proper Officer of the Council; 
 
(ii) 
Any reference in any local statutory provision to the Medical Officer of 
Health of a specified Council or the Medical Officer of Health of a 
specified Borough which is to be construed as a reference to the Proper 
Officer of the Council; 
 
(iii) 
The following provisions namely:- 
 
In the Public Health (Control of Diseases) Act 1984:
 
Section 
Function
Deputy
36 Medical 
examination 
of group of persons 
CCDC 
40 
Medical examination of inmates of common lodging-
CCDC 
house 
42 
Closure of common lodging-house 
Head of Public 
Protection Services 
43 
Person dying in hospital 
CCDC 
48 
Removal of body to mortuary 
CCDC 
59 
Authentication of documents 
CCDC 
 
In the Vaccination Act 1867:
 
Section 
Function
Deputy
22 
Vaccination and immunisation and certification 
CCDC 
thereof. 
 
Part 3 – Responsibility for Functions 
 
Council - May 2006 
 
 
142 

11. 
OTHER STATUTORY APPOINTMENTS
 
In the Local Government & Housing Act 1989: 
 
Section 
Function 
Designation 
Deputy
 
 

Head of Paid Service 
Chief Executive 
Strategic Director of 
Law & Corporate 
Governance. 
 

Monitoring Officer 
Strategic Director 
Assistant Director 
of Law and 
(Legal Services). 
Corporate 
Governance. 
 
In the Representation of the People Acts 1983 & 1985:
 
Section 
Function 
Designation 
Deputy
 
 
35 
(Acting) Returning Officer 
Strategic Director 
Assistant Director 
of Law and 
(Democratic 
Corporate 
Services) 
Governance. 
 
In the Regulation of Investigatory Powers Act 2000 
 
28 & 29 
Authorisation of covert 
Head of 
 
surveillance and/or the use of 
Revenues, 
covert human intelligence 
Benefits and 
source 
Business Services 
  
Strategic 
Director 
 
The Green and 
Built Environment 
  
Strategic 
Director 
 
of Finance and 
Property 
  
Strategic 
Director 
 
of Human 
Resources 
  
Assistant 
Director 
 
(Legal Services) 
 
 
 
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143 

CABINET PORTFOLIOS 
 
Commissioners Portfolios 
 
 
Leader                  
 

 
Overall policy and strategy direction 
Organisational Development/Human Resources 
Overall corporate/operational/performance management 
Heart of Slough (Secondary responsibility: Commissioner for 
Planning/Transportation/Legal and Democratic Services) 
Communications (Secondary responsibility Commissioner for 
Planning/Transportation/Legal and Democratic Services and Commissioner for Education 
and Children’s Services) 
 
Housing 
 

 
Housing Strategy and Renewal (including private sector housing) 
Neighbourhood Housing (allocation/management of Council housing stock) 
Tenant Services 
One Stop Shop/1st phases Service Centre (secondary responsibility: Commissioner for 
Resources) 
Care Line 
Benefits/Council Tax Service (Secondary responsibility Commissioner for Social Care and 
Social and Economic Inclusion  linked to Social Inclusion agenda) 
Resident Participation 
Homelessness 
Asylum Seekers/Refugees 
 
Public Protection 
 

 
Environmental Services and Street scene 
Refuse collection 
Waste management 
Recycling 
Grounds maintenance 
Food Safety and Health and Safety at Work 
Public Health 
Trading Standards 
Consumer protection 
Air Quality and Contaminated Land 
Licensing (secondary responsibility: Commissioner for Planning/Transportation/Legal and 
Democratic Services) 
Cemetery, Crematorium, Registrar and Coroner 
 
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Planning/Transportation/Legal and Democratic Services 
 
 
Planning/Transportation policy, strategy and services 
Development Control 
Building Control 
Highways 
Transport 
Regeneration 
Emergency Planning 
Regional Planning 
Agenda 21 
Legal Services 
Local Land Charges 
Procurement 
Democratic Services 
Member Services  
Communications  (secondary responsibility
 
Social Care and Social and Economic Inclusion 
 

 
Social and Community Care 
Older persons Services 
Services for people with disabilities 
Services for people with learning disabilities 
Services for people with mental health needs 
Health links/partnerships (secondary responsibility: Commissioner for Public Protection) 
Social inclusion Oversight and Strategy 
Oversight of services to people in need and engaging communities in need 
Benefits (secondary responsibility
Economic development strategy and action plan (Economic Development is linked to 
Social Inclusion agenda) 
Adult and community (lifelong learning) 
 
Education and Children’s Services 
 
Co-ordination and overall responsibility for children’s agenda 
Strategy, Planning and performance for Children’s services 
Raising achievement 
LEA Services to schools 
Services to Schools and Services to young people needing support 
Pupil services and parent support for children with special needs 
Children and families services and support 
Parenting and family services 
Child protection 
Adoption and Fostering 
Communications (secondary responsibility
 
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Leisure, Cultural and Community Services 
 
Overall co-ordination of cultural services 
Leisure, libraries, sports and arts 
Community facilities (post age 26 provision) 
Parks and open spaces 
Equality and community cohesion 
Community celebration and faith group involvement in Council planning 
Events 
Community Information 
 
Young Peoples Services (Youth Service) and Community Safety   
 
Young peoples services (youth service) 
Community facilities (under age 26 provision) 
Community Safety Strategy (secondary responsibility: Commissioner for Housing
Substance Misuse Strategy 
Partnership (grants to voluntary sector, regeneration, community capacity building) 
(secondary responsibilities Commissioner for Housing and Commissioner for 
Social Services)
Neighbourhood Wardens 
Crime/Disorder/Anti-Social Behaviour 
Youth Offending Team Links 
Young Peoples Centres/The Foyer 
Nai Roshni projects 
 
 
Resources 
 

 
Financial Strategy 
IT and e-government strategy 
Property and asset strategy 
Forward Budget Strategy and Council Tax 
Valuation Services 
Corporate Accounts  
Exchequer Services 
Efficiency and roll out of Service Centre Strategy 
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SLOUGH STANDING ADVISORY COUNCIL ON RELIGIOUS EDUCATION (SACRE)
 
The SACRE is established in accordance with Section 11 of the Education Reform Act 
1988 (as amended by Section 255 of the Education Act 1993) by Slough Borough Council 
acting as Local Education Authority. 
 
Membership 
 
1.  The Members of the SACRE shall be appointed by the Authority so that they shall 
represent the following groups. 
 
Committee 1 – Christian denominations and other religions (12)   
 
The Free Churches (1) 
The Black Free Churches (1) 
The Roman Catholic Church (1) 
Hinduism (1) 
Islam (4) 
Judaism (1) 
Sikhism (2) 
Baha’is (1) 
 
Committee 2 – The Church of England (4) 
 
Committee 3 – Associations representing teachers (6) 
 
National Union of Teachers 
Professional Association of Teachers 
National Association of Head Teachers 
Secondary Heads Association 
National Association of Schoolmasters/Union of Women Teachers 
Association of Teachers and Lecturers 
 
Committee 4 – The Authority (5) 
 
2. Committee 4 shall be subject to the proportionality requirements of the Local 
Government and Housing Act 1989. 
 
3.  No Member appointed to the Cabinet shall be appointed to the SACRE. 
 
4.  The SACRE shall be appointed by the Council. 
 
Terms of Reference 
 
1.  In accordance with Section 11 of the Education Reform Act 1988 (as amended by 
Section 255 of the Education Act 1993) to advise the Council on such matters 
connected with religious worship in schools and the religious education to be given in 
accordance with an agreed syllabus as the authority may refer to it or as it may see fit.  
To advise, in particular, on methods of teaching, the choice of materials and the 
provision of training for teachers. 
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2.  On application made by a Head Teacher of any Slough school after consultation with 
the governing body to consider whether it is appropriate for the requirement for 
Christian collective worship to apply in the case of that school, or in the case of any 
class or description of pupils at that school. The SACRE shall arrive at its decision and 
communicate it to the Head Teacher in accordance with the provisions of Section 12 of 
the Education Reform Act 1988. 
 
3.  The representative groups on the SACRE other than that representing the authority 
may at any time require a review of any agreed syllabus for the time being adopted by 
the authority. 
 
4.  The SACRE shall each year publish a report on its proceedings and those of its 
representative groups, the report to specify any matters on which the SACRE has 
given advice to the authority and the reasons for offering that advice. 
 
5.  The SACRE shall take any action assigned to it by the authority in relation to the 
consideration and disposal of any complaint concerning worship or religious education 
in compliance with Section 23 of the Education Reform Act 1988. 
 
SLOUGH SCHOOL ORGANISATION COMMITTEE 
 
This Committee is established under the requirements of the School Standards and 
Framework Act 1998. 
 
Membership 
 
1.  Membership of the Committee shall consist of: 
 
(a) Representatives of the Local Education Authority (7). 
(b) Representatives of School Governors (7). 
(c)  Representatives of the Church of England (3). 
(d) Representatives of the Roman Catholic Church (3). 
(e) Representative of the Learning and Skills Council (1). 
(f)  Representative of the Slough Race Equality Council (Discretionary Group) (1). 
 
2.  The LEA’s representatives shall be appointed in accordance with the proportionality 
requirements of the Local Government and Housing Act 1989. 
 
3.  The Committee shall be appointed by the Council. 
 
4.  No Member appointed to the Cabinet shall be appointed to the Committee. 
 
Terms of Reference 
 
1.  To consider and approve the Slough Local Education Authority’s School Organisation 
Plan. 
 
2.  To consider and approve statutory proposals relating to the organisation of school 
places in the Slough LEA area including the establishment, alteration and 
discontinuance of schools and changes to standard numbers. 
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SLOUGH SCHOOL ADMISSIONS FORUM 
 
This Forum is established under the requirements of the Education (Admission Forums) 
(England) Regulations 2002. 
 
The ‘core members’ appointed to the Forum shall be  as follows:- 
 
Representatives of the Local Education Authority ........................................................   5 
Representatives of the Church of England  .......................................................... . up to 3 
Representatives of the Roman Catholic Church  .................................................. . up to 3 
Representatives of Community and Voluntary Controlled Schools   ............................   2  
Representatives of Voluntary Aided Schools ................................................................   2 
Representatives of Foundation Schools   .....................................................................   2 
Representatives of Parent Governors ..........................................................................   2 
 
Representative of the Slough Race Equality Council  ..................................................   1 
 
Representative of the Slough Early Years Partnership ................................................   1 
 
Terms of Reference 
 
The Forum shall – 
 
(a) 
consider how well existing and proposed admission arrangements serve the 
interests of children and parents within the area of the authority; 
 
(b) 
promote agreement on admission issues: 
 
(c) 
consider the comprehensiveness and accessibility of the admission literature and 
information for parents, produced by each admission authority within the area of the 
Forum; 
 
(d) 
consider the effectiveness of the authority’s proposed co-ordinated admission 
arrangements; 
 
(e) 
consider the means by which admissions processes might be improved and how 
actual admissions relate to the admission numbers published; 
 
(f) 
monitor the admission of children who arrive in he authority’s area outside a normal 
admission round with a view to promoting arrangements for the fair distribution of 
such children among local schools, taking account of any preference expressed in 
accordance with arrangements made under section 86(1) of the Act;  
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(g) 
promote the arrangements for children with special educational needs, looked after 
children and children who have been excluded from school; 
 
(h) 
insofar as not included within sub-paragraphs (a) to (g), consider any admissions 
issues arising. 
 
 
SCHOOL ADMISSION AND EXCLUSION APPEALS PANELS 
 
The Panels are established under the Education Act 1996 to give parents or guardians the 
right to appeal respectively against the decision of the Local Education Authority to refuse 
admission of a child to their preferred school or to permanently exclude a child from a 
school within the LEA’s area. 
 
Membership 
 
A pool of independent lay and teacher members is established to hear these appeals. 
 
Terms of Reference 
 
As set out in the Education Act 1996 (Schedules 33 and 16 respectively). 
 
JOINT STRATEGIC PLANNING COMMITTEE 
 
The purpose of the Committee is to prepare the Berkshire Structure Plan and associated 
strategic policy guidance on behalf of the six Berkshire Unitary Authorities. 
 
Membership 
 
One voting and one observer Member from each of the six Berkshire Unitary Authorities. 
 
 
SLOUGH LOCAL ACCESS FORUM (LAF) 
 
The LAF is a statutory advisory forum. It provides advice and guidance to the Borough 
Council and the Countryside Agency on ways in which the area can be made more 
accessible and enjoyable for open-air recreation while having regard to social, economic 
and environmental interests.  
 
Membership of the LAF 
 
The LAF consists of no fewer than 10 and no more than 22 members. 
 
A reasonable balance between the number of members who represent the interests of 
users and those who represent landowners will be maintained. 
 
Members will act in the best interests of the people of Slough, and not through individual 
interest agendas. 
 
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A Chairperson and Vice-chairperson will be elected by the LAF from amongst those 
people appointed to be members. Their terms of office will be decided by the LAF, with a 
limit provided by the length of time that they were appointed to serve as members. 
 
 
LAF members will be appointed by an appointments panel convened by the Borough 
Council. The panel will assess if candidates have sufficient experience of countryside 
access issues within Slough to be able to make an informed and constructive contribution 
to improving access provision.  
 
Membership of the LAF will be regularly reviewed by the Borough Council, with formal 
reviews every 3 years. Each appointment of a member shall be for a period of 1 to 3 
years, with the option of renewal on expiry in each case. 
 
Role and responsibilities of the LAF 
 
 
To advise relevant organisations, especially the Borough Council, on the 
improvement of public access to land in the area for the purposes of open-air 
recreation and enjoyment. In particular, to ensure that such advice: 
 
•  sets public rights of way and access to open countryside in a broad context, 
integrating provision for all forms of open-air recreation, transport, tourism, 
health and public information; 
•  considers provision for all users, and reflects the needs of local people; 
•  addresses the co-ordinated use of resources to deliver integrated recreational 
and access provision and management 
•  has regard to the needs of land management, the conservation of flora, fauna 
and geological and physiographical features, and government advice. 
 
 
Specifically, the LAF will: 
 
 
Work to improve the public rights of way network by: 
 
•  commenting on proposals to change the network, where appropriate; 
•  commenting on the extent to which the network meets the present and likely future 
needs of the public; 
•  assisting with the production of the Borough’s Rights of Way Improvement Plan; 
•  evaluating the results of public consultation on the draft Plan and any significant 
issues arising from it; 
•  commenting on any action plans that follow from the Improvement Plan and 
assisting with their implementation. 
 
 
Assist with the implementation, management and review of the statutory right of 
open access to the countryside by providing advice to the Borough Council and the 
Countryside Agency. 
 
 
Comment on national and local consultation documents relating to public rights of 
way or access to open countryside. 
 
 
Provide input into relevant strategies and plans being developed by the Borough 
Council, such as the Community Strategy, Local Transport Plan, Local Plan, 
Walking Strategy, Cycling Strategy etc. 
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Liaise with neighbouring LAFs, and groups and agencies with an interest in access 
to land within the Borough, on matters of shared interest. 
 
 
The LAF will work to: 
 
 
Develop a constructive and inclusive approach to the improvement of recreational 
access for the residents of and visitors to Slough. 
 
Respect local circumstances and different interests while operating within national 
guidance. 
 
 
Engage in constructive debate and seek consensus wherever possible; where this 
is not possible, make clear the nature of differing views and suggest how they might 
be resolved. 
 
 
Seek specialist advice where needed and appropriate. 
 
 
LAF meetings are open to the public, subject to powers of exclusion to prevent or 
suppress disorderly conduct or other misbehaviour, and advertised in advance. 
 
 
Agendas and papers for the meetings will be available to the public at least 3 clear 
days before each meeting, except that when the meeting is convened at shorter 
notice, the agenda and papers will be open for inspection from the time that the 
meeting is convened. 
 
 
SOCIAL SERVICES COMPLAINTS REVIEW PANEL 
 
The Panel is required under the provisions of the NHS and Community Care Act 1990 and 
Children Act 1989. 
 
Membership 
 
The Panel comprises three people – two independent persons (one of whom chairs the 
Panel) and one Member of the Council.   
 
The Council appoints named deputies for the Council Member on the Panel. 
 
Terms of Reference 
 
To consider and make recommendations to the Director of Social Services in accordance 
with the provisions of National Health Service and Community Care Act 1990 and Children 
Act 1989 in respect of representations and complaints about the discharge or failure to 
discharge any Social Services function. 
 
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Part 4 
 
Procedure Rules 
 
 
Part 4 - 4.1 Council Procedure Rules  
 
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 149

Part 4.1 
Council Procedure Rules 
 
CONTENTS 
Rule No. 
 
1   
Annual meeting of the Council     
2   
Ordinary meetings     
3   
Extraordinary meetings     
4   
Time and place of meetings     
5   
Notice of and summons to meetings   
6   
Chair of meeting    
7   
Quorum   
8   
Duration of meeting 
9   
Questions by the public  
10   
Questions by members  
11   
Petitions  
12 
Complaints about Members or Officers’ Conduct and/or Performance 
13   
Cabinet & Committee Recommendations/Minutes 
14   
Motions on notice 
15   
Motions without notice  
16   
Rules of debate  
17   
State of Borough debate  
18   
Previous decisions and motions  
19   
Voting  
20   
Minutes  
21   
Record of attendance  
22   
Exclusion of public  
23   
Members’ conduct  
24   
Disturbance by public 
25 
Photographs or Recordings 
26 
Smoking Robes Food and Drink 
27 
Suspension and amendment of Council Procedure Rules 
28 
Appointment of Deputies 
29 Council 
in 
Committee 
30 
Attendance of Non Members at Cabinet/Committees/Sub-Committees 
31 
Appointment of Panels/Working Parties 
32 
Application to Cabinet, Committees and Sub-Committees 
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1. 
ANNUAL MEETING OF THE COUNCIL
 
1.1  Timing and business 
 

In a year when there is an ordinary election of Members, the annual meeting will 
take place within 21 days of the retirement of the outgoing Members.  In any 
other year, the annual meeting will take place in March, April or May. 
 
The annual meeting will: 
 
(i)   elect a person to preside if the Mayor of the Council is not present; 
 
(ii)   elect the Mayor of the Council; 
 
(iii)   elect the Deputy Mayor of the Council; 
 
(iv)  approve the minutes of the last meeting; 
 
(v)  receive any declarations of interest from Members; 
 
(vi)   receive any announcements from the Mayor and/or Head of the Paid 
Service; 
 
(vii)   elect the Leader of the Council; 
 
(viii) agree the number of Members to be appointed to the Executive and 
appoint those Members of the cabinet; 
 
(ix)  appoint at least one Overview and Scrutiny Committee, a Standards 
Committee and such other Committees as the Council considers 
appropriate to deal with matters which are neither reserved to the Council 
nor are executive functions as set out in Part 3, Table 1 of this 
Constitution; 
 
(x)   approve a programme of ordinary meetings of the Council for the year; 
and 
 
(xi)   consider any business set out in the notice convening the meeting. 
 
 
Only the business specified in the Summons to the Annual meeting shall be 
transacted except in the case of business required by law to be done at the 
Annual Meeting and other business brought before the meeting which the 
Mayor accepts on the grounds of urgency. 
 
1.2   Appointment of Members to Committees and Outside Bodies 
 

At the annual meeting, the Council will: 
 
(i)   decide which committees to establish for the municipal year; 
 
(ii)   decide the size and terms of reference of those committees; 
 
(iii)   decide the allocation of seats and deputies (where appropriate) to political 
groups in accordance with the political balance rules; 
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(iv)   receive nominations of Members to serve on each committee and outside 
body; and 
 
(v)  appoint to those committees and outside bodies except where 
appointment to those bodies has been delegated by the Council. 
 
2.    ORDINARY MEETINGS
 
2.1  Order of Business 
 
Ordinary meetings of the Council will take place in accordance with a 
programme decided at the Council’s annual meeting.  Ordinary meetings will: 
 
(i)   elect a person to preside if the Mayor and Deputy Mayor are not present; 
 
(ii)   approve and sign the minutes of the last meeting; 
 
(iii)   receive any declarations of interest from Members; 
 
(iv)   receive any announcements from the Mayor or the Head of Paid Service. 
 
(v)   receive any petitions under Rule 11. 
 
(vi)  answer any questions from Members of the Public under Rule 9 
 
(vii)  answer any questions on Police Authority functions asked under Rule 10. 
 
(viii)  deal with any business from the last Council meeting; 
 
(ix)  receive reports and recommendations from the Cabinet and the Council’s 
Committees and receive questions and answers on any of those reports 
(subject to the normal rules of debate) under Rule 12; 
 
(x)  receive reports and recommendations about and receive questions and 
answers (subject to the normal rules of debate) on the business of joint 
arrangements and external organisations under Rule 12; 
 
(xi)  deal with any reports from officers of the Council specified in the Council 
summons. 
 
(xii)   debate the state of the Borough under Rule 16; 
 
(xiii) consider motions in the order in which they have been received under 
Rule 13. 
 
(xiv) consider any other business specified in the summons to the meeting, 
including consideration of proposals from the Cabinet in relation to the 
Council’s budget and policy framework and reports of the Scrutiny and 
Overview Committee/Sub-Committee for debate. 
 
(xv)  answer any questions from Elected Members asked under Rule 10. 
 
(xvi)  to authorise the sealing of documents as necessary. 
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Only the business specified in the summons of the meeting shall be transacted 
at an ordinary meeting of the Council. 
 
2.2  Variations 
 

(a)  No variations shall be made as regards (i) to (iv) above. 
 
(b)  The Mayor may, with the consent of the Council, vary the order of 
business without discussion. 
 
2.3  Any Member may request the Mayor to exercise the above discretion with the 
consent of the Council and shall have the right to explain for no more than one 
minute his/her reason for wishing to vary the order of business. 
 
3.  
  EXTRAORDINARY MEETINGS
 
3.1   Calling extraordinary meetings 
 
 
Those listed below may request the Assistant Director (Democratic Services) to 
call Council meetings in addition to ordinary meetings: 
 
(i)   the Council by resolution; 
 
(ii) 
the Mayor of the Council; 
 
(iii) The 
Chief 
Executive; 
 
(iv)  the Monitoring Officer; and 
 
(v)  any five Members of the Council if they have signed a requisition 
presented to the Mayor of the Council and he/she has refused to call a 
meeting or has failed to call a meeting within seven days of the 
presentation of the requisition. 
 
Only the business specified in the summons may be transacted at an 
extraordinary meeting of the Council. 
 
3.2  Business 
 

Any requisition shall specify the business to be transacted at the Extraordinary 
Meeting.  The Agenda shall specify the business to be transacted at the 
Meeting and no other business shall be transacted at that Meeting. 
 
Where the next meeting of the Council is an Extraordinary Meeting called under 
paragraph 3 of Schedule 12 to the Local Government Act 1972, the Minutes of 
the last meeting of the Council shall be put to the next ordinary meeting of the 
Council. 
 
4.    DATE, TIME AND PLACE OF MEETINGS
 

The Mayor, together with the Chief Executive may adjust the dates, place and 
time of Council meetings 
 
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5.    NOTICE OF AND SUMMONS TO MEETINGS
 

The Chief Executive will give notice to the public of the time and place of any 
meeting of the Council in accordance with the Access to Information Rules.  At 
least five clear days before a meeting, the Chief Executive will send a summons 
signed by him or her by post to every Member of the Council or leave it at their 
usual place of residence.  The summons will give the date, time and place of 
each meeting and specify the business to be transacted, and will be 
accompanied by such reports as are available. 
 
6.    CHAIR OF MEETING
 

The person presiding at the meeting may exercise any power or duty of the 
Mayor.  Where these rules apply to Committee and Sub-Committee meetings, 
references to the Mayor also include the Chair of Committees and Sub-
Committees. 
 
7.    QUORUM
 

The quorum of a meeting shall be one quarter of the whole number of 
Members.  During any meeting if the Mayor or Chair (as the case might be) 
counts the number of Members present and declares there is not a quorum 
present, then the meeting will adjourn immediately.  Remaining business will be 
considered at a time and date fixed by the Mayor/Chair.  If he/she does not fix a 
date, the remaining business will be considered at the next ordinary meeting. 
 
8. 
DURATION OF MEETING
 
8.1  If the Council has not completed its business by 10.30 p.m. the Mayor will stand 
up and move that the remainder of the business shall be dealt with under either 
Rule 8.2 or Rule 8.3.  The motion shall be voted upon without debate. 
 
8.2  That the Council resolve to continue past 10.30 p.m. to complete all or part of its 
business as specified by the Mayor.  The business not dealt with under this 
Rule 8.2 shall be dealt with under Rule 8.3. 
 
8.3  That the remaining business be completed in accordance with the following 
procedure: 
 
(i) recommendations 
of 
Committees/Cabinet shall be put to the meeting.  If 
any are opposed the meeting shall stand adjourned to the following 
Thursday at 7.00 pm unless otherwise resolved; 
 
(ii)  any minutes of proceedings of committees not yet received shall be 
moved, seconded and received forthwith; 
 
(iii)  any motion of which notice was given under Rule 12 shall be formally 
moved and seconded and shall stand referred to the Cabinet or 
appropriate Committee without discussion for determination;  
 
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(iv)  any questions and answers from Members submitted under Rule 10 shall 
be noted; and 
 
(v)  other formal business, including authority to seal documents shall be dealt 
with prior to closure of the meeting. 
 
9.    QUESTIONS BY THE PUBLIC
 
9.1  General  
 
 
At an ordinary meeting of the Council a registered elector/resident of the 
Borough (not being a Member of the Council) may ask the Leader, 
Commissioners, Chairs or Group Leaders questions relating to any policy of the 
Council.  The time allowed for questions by the public shall not exceed 30 
minutes and may be extended at the discretion of the Mayor. 
 
9.2  Order of Questions 
 
 
Questions will be asked in the order notice of them was received, except that 
the Mayor may group together similar questions. 
 
9.3  Notice of Questions 
 
 
A question may only be asked if notice has been given by delivering it in writing 
or by electronic mail to the Assistant Director (Democratic Services) no later 
than 5.00 pm on the fifth working day before the day of the meeting.  Each 
question must give the name and address of the questioner and must name the 
Member/Chair to whom it is to be put. 
 
9.4  Number of Questions 
 
 
At any one meeting no person may submit more than two questions and no 
more than two such questions may be asked on behalf of one organisation. 
 
9.5  Scope of Questions 
 
 
The Assistant Director (Democratic Services) will reject a question if it: 
 
•  is not about a matter for which the local authority has a responsibility or 
which affects the Borough; 
 
•  concerns a matter which could be raised as casework or through the 
Council’s complaints procedure or is specific to a particular individual or 
their property; 
 
•  is defamatory, frivolous or offensive; 
 
•  criticises or purports to criticise an employee/officer’s competence and/or 
conduct and the employee/officer is identified by name, title or in any other 
way 
 
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•  is substantially the same as a question which has been put at a meeting of 
the Council in the past six months; or  
 
•  requires the disclosure of confidential or exempt information. 
 
9.6  Record of Questions 
 
 
The Assistant Director (Democratic Services) will enter each question in a book 
open to public inspection and will immediately send a copy of the question to 
the Member/Chair to whom it is to be put.  Rejected questions will include 
reasons for rejection. 
 
 
Copies of all questions will be circulated to all Members and will be made 
available to the public attending the meeting. 
 
9.7  Asking the Question at the Meeting 
 
 
The Mayor will invite the questioner to put the question to the Member/Chair 
named in the notice.  If a questioner who has submitted a written question is 
unable to be present the question will be circulated at the meeting and a written 
reply sent to the questioner following the meeting.  
 
9.8  Supplemental Question 
 
 
A questioner who has put a question in person may also put one supplementary 
question arising directly out of the original question or reply, without notice to 
the Member/Chair who has replied to his or her original question or the reply.  
The Mayor may reject a supplementary question on any of the grounds in Rule 
9.5 above. 
 
9.9  Written Answers 
 
 
Any question which cannot be dealt with during public question time, either 
because of lack of time or because of the non-attendance of the Member/Chair 
to whom it was to be put, will be dealt with by a written answer and shall be 
entered in the book referred to in Rule 9.6 above. 
 
9.10  Reference of Question to the Cabinet or a Committee 
 
 
No discussion will take place on any question, but any Member may move that 
a matter raised by a question be referred to the Cabinet or the appropriate 
Committee/Sub-Committee.  Once seconded, such a motion will be voted on 
without discussion. 
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NOTE: 
 
That whilst encouraging open and free debate, the Council will not tolerate any 
person making defamatory remarks or other unfair and unjustified criticisms of 
Officers of the Council 

 
 
The Council has agreed that  
 
(a)  The Assistant Director (Democratic Services) be authorised to reject or require 
amendment, at his/her discretion, to written questions submitted to the  Council 
or to any Committee or Sub-committee of the Council which contain criticisms of 
Officers of the Council or that, in his/her view, make defamatory remarks about 
individual officer holders. 
 
(b)  That any person whose question to a meeting is rejected under this provision or 
is required to amend their question by the Assistant Director (Democratic 
Services) may appeal that decision to the Council’s Strategic Director of Law and 
Corporate Governance. 
 
(c)  That the Mayor/Chair of any meeting of the Council, its committees and its sub-
committees will request any person present to desist from making any 
defamatory remarks or other unfair or unjustified criticisms of Officers and in the 
event of a person so instructed by the Mayor/Chair of the meeting failing to desist 
the Chair will instruct that person to remain silent on the matter under discussion 
only until such time as they indicate a willingness to comply. 
 
(d)  That where an individual fails to comply with that instruction, the Mayor/Chair 
may warn the individual that any further interruption will result in their removal 
from the meeting whilst the matter in question is under consideration. 
 
(e)  Where, in the reasonable opinion of the Mayor/Chair of any meeting of the 
Council, its Committees and its Sub-committees, defamatory remarks or other 
criticisms of Officers have been made by an individual present, the Mayor/Chair 
may require that individual to apologise for any offence their remarks may have 
caused before continuing to speak on the matter in question or, if they have been 
excluded from the meeting under these provisions, will require an apology for any 
offence their remarks may have caused before allowing re-admission to the 
meeting. 
 
 
10.    QUESTIONS BY MEMBERS
 
10.1  Questions on notice at Full Council 
 

Subject to Rule 10.2, a Member of the Council may ask: 
 
• the 
Mayor; 
• a 
Commissioner; 
•  the Chair/Vice Chair of any Committee or Sub-Committee;  
•  the person nominated by the Council to answer on behalf of the Thames 
Valley Police Authority; 
 
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One question on any matter (a) which the Council has Statutory powers or 
duties or (b) which affects the Borough or (c) on the discharge of the functions 
of the Thames Valley Police Authority. 
 
10.2  Notice of Questions 
 

A Member may only ask a question under Rule 10.1 if either: 
 
(a)  Notice in writing of the question has been given to the Assistant Director 
(Democratic Services) by 5.00 pm on the fifth working day before the 
Council 
 
(b)  If the question relates to urgent matters, they have the consent of the 
Chair to whom the question is to be put and the content of the question is 
given to the Assistant Director (Democratic Services) by 12 noon on the 
day of the meeting. 
 
10.3  Scope of Questions 
 
 
The Assistant Director (Democratic Services) will reject a question if it: 
 
• 
is not about a matter falling within Rule 10.1 above; 
•  concerns a matter which could be raised as casework or through the 
Council’s complaints procedure or is specific to a particular individual or 
their property; 
 
• 
is defamatory, frivolous or offensive; 
•  criticises or purports to criticise an employee/officer’s competence and/or 
conduct and the employee/officer is identified by name, title or in any other 
way 
 
• 
could be regarded as more than one question (ie: consists of multi parts) 
• 
is substantially the same as a question which has been put at a meeting of 
the Council in the past six months; or  
 
• 
requires the disclosure of confidential or exempt information. 
 
10.4  Questions shall be tabled in the order in which they are received by the 
Assistant Director (Democratic Services) except that, where questions are 
submitted from more than one political group or independent Member, 
questions will be taken in alternate order from those political groups or 
independent Members.  Questions shall only be the subject of a written reply 
to be tabled at the meeting.  
 
10.5  A Member can submit a supplementary question, in writing, within 10 working 
days of the Council meeting at which he/she asked the original question.  The 
supplementary must relate to the original question and be submitted to the 
Commissioner/Member in question who will reply, in writing, within ten working 
days of receipt of the supplementary question.  
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11.    PETITIONS
 
11.1  General  
 

Petitions may be received by: 
 
(a)  an ordinary meeting of the Council on matters affecting the Borough 
and/or its residents/electors or relating to the Council’s powers or duties 
but shall not relate to an individual case, applicant for service or employee 
 
(b)  the Cabinet, Planning or Licensing Committee provided they relate to 
matters affecting applications or other issues within their respective terms 
of reference and such matter or issue is not delegated to a Chief Officer or 
other officer under the Scheme of Delegation; or 
 
(c)  Chief Officers within authority delegated to them. 
 
Once presented, the petition shall not be re-submitted and no new petition with 
the same or similar objective shall be accepted for a period of six months from 
the date the previous petition was considered and determined unless such new 
petition is part of a statutory process. 
 
The Assistant Director (Democratic Services), in consultation with the Mayor or 
appropriate Chair (as the case may be) shall decide who should receive a 
petition or that it does not comply with this Rule 11.1.  
 
11.2  Submission of Petitions to the Council 
 
Petitions to the Council must be signed by at least 25 registered electors or 
residents of the Borough.  To assist with verification of their status, each 
petitioner must print his/her name and address. 
 
The petition must be submitted to the Assistant Director (Democratic Services) 
no later than ten working days before the date of the meeting and at that time of 
submission the Petitioners may ask that a deputation representing them attend 
the Council meeting. 
 
The Mayor may accept a petition at shorter notice if he/she considers the matter 
is urgent. 
 
11.3  Addressing the Council 
 
A deputation shall comprise of not more than 3 people who signed the petition 
but they may appoint another person (who may be a Member) to speak on their 
behalf. 
 
One petitioner or the appointed spokesperson may address Council for a period 
not exceeding 5 minutes.  Members of the Council may, for a period not 
exceeding 5 minutes, ask questions of any member of the deputation. 
 
If the petition is not dealt with at that Council meeting there will be no debate on 
the petition which will then be: 
 
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(a)  referred to the Cabinet or appropriate Committee, if it relates to a matter 
within their respective terms of reference; or 
 
(b)  referred to the appropriate Chief Officer. 
 
Time allowed for the presentation of petitions is limited to 20 minutes and a 
maximum of two deputations can be received at any meeting of the Council. 
 
11.4  Submission of Petitions to Cabinet and the Licensing Committee  
 
Petitions must be signed by at least 7 registered electors or residents in respect 
of a petition to the Cabinet or Licensing Committee. To assist with verification of 
their status, each petitioner must print his/her name and address. 
 
Persons wishing to present a petition to the Cabinet or the Licensing Committee 
must notify the Assistant Director (Democratic Services).  Any Member or officer 
receiving a petition for the Cabinet or Licensing Committee shall forward it to 
the Assistant Director (Democratic Services) forthwith and he/she will then send 
copies of the petition to the appropriate Cabinet Commissioner, Committee 
Chair, Ward Members and Officers and advise those persons and the petition 
organiser that the petition will be submitted to the next practicable meeting of 
the Cabinet or appropriate Committee.  Except in cases of urgency, not less 
than 10 working days before the date of the meeting, the petitioners may ask 
that a deputation representing the petitioners address the Cabinet or 
appropriate Committee. 
 
 
11.5  Addressing the Cabinet. 
 
Any deputation shall comprise of no more than 3 people who signed the petition 
but they may appoint another person (who may be a Member) to speak on their 
behalf. 
 
One petitioner or the appointed spokesperson may address the Cabinet or for 
up to 10 minutes and Members may ask questions for up to a further 10 
minutes. 
 
The subject matter shall not be discussed until the deputation has formally 
withdrawn or moved to the public gallery. 
 
11.6  Addressing the Licensing Committee 
 
 
A deputation to Licensing Committee shall be conducted in accordance with the 
Deputation Policy and Procedure approved by the Committee from time to time. 
 
11.7  Petitions – Planning Matters 
 
 
Petitions received in response to planning applications or other planning 
matters shall be dealt with by the Head of Planning and Strategic Policy as 
detailed in the Council’s Scheme of Delegation to Officers or through the Public 
Participation Scheme. 
 
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11.8  Petitions to Chief Officers 
 
 
Petitions may be received and dealt with by Chief Officers where the subject 
matter falls within the authority delegated to them but have discretion in 
consultation with the Leader, Chair or Vice-Chair (as the case may be) to refer 
the matter to the Cabinet or the appropriate Committee. 
 
12 

COMPLAINTS ABOUT MEMBERS OR OFFICERS’ CONDUCT AND/OR 
PERFORMANCE

 
12.1  The Council shall not discuss at any meeting (including an extra-ordinary 
meeting):- 
 
(a) 
any complaint about the conduct of a Member which is or may be the 
subject of an investigation by the Standards Board for England or the 
Monitoring Officer unless and until the matter has been adjudicated 
upon under the provisions of the Local Government Act 2000 and any 
regulations made thereunder. 
 
(b) 
Any complaint about the conduct or performance of an Officer which is 
or could be the subject of an investigation under the Council’s relevant 
Disciplinary Policy and Procedure, Grievance Policy and Procedure, 
Capability Procedure or any other relevant employment procedure 
unless it is a requirement of any one of those procedures to report the 
matter to Council. 
 
13.  CONSIDERATION OF CABINET AND COMMITTEE RECOMMENDATIONS/ 
MINUTES 
 
13.1  Recommendations of the Cabinet and Committees 
 

The recommendations and wherever possible the minutes of the Cabinet and 
every Committee meeting held since the preceding meeting of the Council shall 
be reproduced, circulated and laid before an ordinary meeting of the Council. 
 
Such minutes shall be presented and dealt with in two parts, the first part 
extracting and recording the recommendations requiring the Council’s approval 
and the second part recording the action taken under delegated powers of the 
Cabinet and Committee. 
 
Any Member wishing to move an amendment on a recommendation that is 
before the Council shall give written notice of such intention before 10.00 a.m. 
on the day before the Council meeting. 
13.2  Recommendations as Motions 
For the purposes of Rule 16 (Rules of debate) each recommendation to the 
Council arising out of the Cabinet or a Committee’s minutes shall be deemed to 
be a separate motion. 
 
The Leader of the Council or the Chair of the Committee from which the 
recommendation has come (or in their absence any other Member) shall move 
the recommendation which shall be seconded by another Member. 
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Each recommendation is open to discussion in accordance with Rule 15. 
 
13.3  Withdrawal of Recommendations 
 

The Leader of the Council or the Chair of any Committee, (as the case may be), 
shall not seek leave to withdraw a recommendation to Council contained in 
his/her minutes. 
 
13.4  Formal Presentation of Minutes
 
 
The Leader of the Council or Chair of each Committee, (as the case may be), or 
another Member, will formally move the reception of all minutes.  Another 
Member will formally second the minutes.  All minutes so moved and seconded 
shall then be held to be received. 
 
14.  MOTIONS ON NOTICE
 
14.1  Notice 
 

Except for motions which can be moved without notice under Rule 14, written 
notice of every motion, signed by at least two Members, must be delivered to 
the Assistant Director (Democratic Services) not later than noon on the ninth 
working day before the date of the meeting.  These will be entered in a book 
open to public inspection.  No Political Group or individual member (ie not part 
of any Group) may propose more than two motions under this Rule at any one 
ordinary Council meeting.  
 
14.2  Wording of Motion  
 

The wording of any Motion under this procedure Rule shall be confined to 
proposing action to be taken by or on behalf of the Council and shall not include 
explanatory or other text. 
 
14.3  Motion set out in agenda 
 

Motions for which notice has been given will be listed on the agenda in the 
order in which notice was received, unless the Member giving notice state, in 
writing, that he/she proposes to move it to a later meeting or withdraw it.  
Motions shall be formally moved by the Member who gave notice or, on the 
written request of this Member, by another Member on their behalf. 
 
14.4  Scope of Motions 
 
Motions must be about matters for which the Council has a responsibility or 
which affect the Borough.  Motions that relate to Executive Functions, once 
determined by the Council, shall be referred to the Cabinet for consideration if 
action is required. 
 
The Assistant Director (Democratic Services), in consultation with the Mayor,  
may reject a Notice of motion if he/she considers that it: 
 
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•  Is not about a matter for which the Council has a responsibility or which 
affects the Borough 
 
•  Is defamatory, frivolous or offensive 
 
•  Subject to Rule 18.2 is substantially the same as a question which has been 
put to  a meeting of the Council in the past six months 
 
•  Requires the disclosure of confidential or exempt information, or 
 
•  is the subject of a review by the Scrutiny and Overview Committee or a 
Scrutiny Sub-Committee which has been ongoing for less than six months. 
 
14.5  Challenge to Inclusion 
 

If any Member of the Council considers that any motion that appears on the 
summons for the Council Meeting should not have been included on the agenda 
he/she shall give written notice to the Assistant Director (Democratic Services) 
before 10.00 a.m. on the day of the meeting.  Such written notice will indicate 
the nature of the challenge. 
 
 
A challenge lodged in accordance with this Rule 14.4 above will be dealt with as 
follows: 
 
•  The Member submitting the challenge will speak to his/her challenge. 
 
• Confining 
him/herself 
to the nature of the challenge for a period not 
exceeding two minutes. 
 
•  The Member who gave notice of the motion will reply to the challenge and 
will speak for no longer than two minutes. 
 
•  No other Member will be entitled to speak. 
 
•  The challenge will be put to the vote.  
 
•  If the challenge is upheld the motion will be treated as withdrawn. 
 
15.    MOTIONS WITHOUT NOTICE
 

The following motions may be moved without notice: 
 
(a)  to appoint a Chair of the meeting at which the motion is moved; 
 
(b)  in relation to the accuracy of the Council minutes; 
 
(c)  to change the order of business in the agenda; 
 
(d)  to refer something to an appropriate Committee/body or individual; 
 
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(e)  to appoint a committee or Member arising from an item on the summons for 
the meeting; 
 
(f)  to receive reports or adoption of recommendations of committees or officers 
and any resolutions following from them; 
 
(g)  to withdraw a motion;  
 
(h)  to amend a motion; 
 
(i)  to proceed to the next business; 
 
(j)  that the question be now put; 
 
(k)  to adjourn a debate; 
 
(l)  to adjourn a meeting; 
 
(m) to suspend a particular council procedure rule; 
 
(n) to exclude the public and press in accordance with the Access to 
Information Rules; 
 
(o)  to not hear further a Member named under Rule 22.3 or to exclude them 
from the meeting under Rule 22.4; and 
 
(p) to give the consent of the Council where its consent is required by this 
Constitution. 
 
(q)  that a matter raised by a petitioner is referred to the Cabinet or appropriate 
Committee other Authority or Chief Officer. 
 
16.    RULES OF DEBATE
 
16.1  Addressing the Mayor 
 
A Member when speaking shall stand and address the Mayor.  If more than one 
Member stands the Mayor shall indicate the order of speakers.  Subject to 
Rules 16.13 (Points of Order) and 16.14 (Personal Explanation) below, all other 
Members shall remain seated whilst a Member is speaking. 
 
16.2  No speeches until motion seconded 
 

No speeches may be made after the mover has moved a proposal and 
explained the purpose of it until the motion has been seconded. 
 
16.3  Right to require motion in writing 
 

Unless notice of the motion has already been given, the Mayor may require it 
and any proposed amendment to be written down and handed to him/her before 
it is discussed. 
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16.4  Seconder’s speech 
 
When seconding a motion or amendment, a Member may reserve their speech 
until later in the debate. 
 
16.5  Content and length of speeches 
 

Speeches must be directed to the motion/amendment under discussion or to a 
personal explanation or point of order. 
 
Except with the consent of the Council, voted upon without discussion, the 
speech of a Member moving a motion or amendment or responding to the 
debate on a motion or amendment shall not exceed 5 minutes and the speech 
of any other Member shall not exceed 3 minutes.   
 
Where in the opinion of the Mayor it is conducive to the effective conduct of 
Council business and with the consent of the Council, voted upon without 
discussion, the Council may agree to:- 
 
(a) further 
limit: 
 
(i) 
the duration of speeches by any Member(s) on any matter under 
consideration; 
 
(ii) 
the total duration of debate on any matter under consideration; 
 
(iii)   for the remainder of the meeting the duration of speeches by any 
Member(s) and the total duration of debate on any matters remaining 
to be considered. 
 
(b)  allow a Member moving a motion or amendment to speak for a limited 
period exceeding 5 minutes. 
 
16.6  When a Member may speak again 
 

A Member who has spoken on a motion may not speak again whilst it is the 
subject of debate, except: 
 
(a)   to speak once on an amendment moved by another Member; 
 
(b)  to move a further amendment if the motion has been amended since 
he/she last spoke; 
 
(c)   if his/her first speech was on an amendment moved by another Member, 
to speak on the main issue (whether or not the amendment on which 
he/she spoke was carried); 
 
(d)   in exercise of a right of reply; 
 
(e)   on a point of order; and 
 
(f)   by way of personal explanation. 
 
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16.7  Amendments to motions 
 

(a)   An amendment to a motion must be relevant to the motion and will either 
be: 
 
(i)   to refer the matter to the Cabinet or an appropriate Committee/Body 
or individual for consideration or reconsideration; 
 
(ii)   to leave out words; 
 
(iii)   to leave out words and insert or add others; or 
 
 
 
(iv)   to insert or add words. 
 
as long as the effect of (ii) to (iv) is not to negate the motion or introduce a 
new proposal on the same subject matter. 
 
(b)   Only one amendment may be moved and discussed at any one time.  No 
further amendment may be moved until the amendment under discussion 
has been disposed of. 
 
(c)  If an amendment is not carried, other amendments to the original motion 
may be moved but it will not be permitted to seek to re-instate part(s) of 
the motion which have already been rejected with words to the same or 
similar effect No further amendments can be moved once the seconder of 
the original motion has commenced his/her speech (if reserved) or the 
mover of the original motion has commenced his/her wind up speech. 
 
(d)   If an amendment is carried, the motion as amended takes the place of the 
original motion.  This becomes the substantive motion to which any further 
amendments are moved.  If an amendment to refer a matter under (i) 
above is carried the ‘substantive motion’ requires no further vote. 
 
(e)   After an amendment has been carried, the Mayor will read out the 
amended motion before accepting any further amendments, or if there are 
none, put it to the vote. 
 
16.8   Alteration of motion 
 

(a)  A Member may alter a motion of which he/she has given notice with the 
consent of the meeting.  The meeting’s consent will be signified without 
discussion. 
 
(b)  A Member may alter a motion which he/she has moved without notice with 
the consent of both the meeting and the seconder.  The meeting’s consent 
will be signified without discussion. 
 
(c)  Only alterations which could be made as an amendment may be made. 
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16.9   Withdrawal of motion 
 

A Member may withdraw a motion or amendment which he/she has moved 
with the consent of both the seconder and the meeting.  The meeting’s 
consent will be signified without discussion.  No member may speak on the 
motion or amendment after the mover has asked permission to withdraw it 
unless permission is refused. 
 
16.10  Right of reply 
 

(a) 
The mover of a motion has a right to reply at the end of the debate on 
the motion, immediately before it is put to the vote.  
 
(b) 
If an amendment is moved, the mover of the original motion has the 
right of reply at the close of the debate on the amendment, but may not 
otherwise speak on it. 
 
(c) 
The Leader/Chair will have the penultimate right of reply to the Motion. 
 
(d) 
The mover of the amendment has no right of reply to the debate on his 
or her amendment. 
 
16.11  Procedural Motions which may be moved during debate 
 

When a motion is under debate, no other motion may be moved except the 
following procedural motions: 
 
(a)  to withdraw a motion; 
 
(b)  to amend a motion; 
 
(c)  to proceed to the next business; 
 
(d)  that the question be now put; 
 
(e)  to adjourn a debate; 
 
(f)   to adjourn a meeting; 
 
(g) to exclude the public and press in accordance with the Access to 
Information Rules; and 
 
(h)  to not hear further a member named under Rule 23.3 or to exclude them 
from the meeting under Rule 23.4. 
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16.12  Closure motions 
 

(a)  A Member who has not spoken in the debate,  may move, without 
comment, the following motions at the end of a speech of another 
Member: 
 
(i)   to proceed to the next business; 
 
(ii)   that the question be now put; 
 
(iii)   to adjourn a debate; or 
 
(iv)   to adjourn a meeting. 
 
(b)  If a motion to proceed to next business is seconded and the Mayor thinks 
the item has been sufficiently discussed, he or she will give the mover of 
the original motion a right of reply and then put the procedural motion to 
the vote. If the procedural motion is carried the Council proceeds to next 
business without a vote on the original motion/amendment. 
 
(c)  If a motion that the question be now put is seconded and the Mayor thinks 
the item has been sufficiently discussed, he/she will put the procedural 
motion to the vote.  If it is passed he/she will give the mover of the original 
motion a right of reply before putting his/her motion to the vote. 
 
(d)  If a motion to adjourn the debate or to adjourn the meeting is seconded 
and the Mayor thinks the item has not been sufficiently discussed and 
cannot reasonably be so discussed on that occasion, he/she will put the 
procedural motion to the vote without giving the mover of the original 
motion the right of reply.  If the procedural motion is carried the Mayor will 
determine the date and time when the meeting/debate shall continue. 
 
16.13  Points of order 
 

A Member may raise a point of order at any time.  The Mayor will hear them 
immediately.  A point of order may only relate to an alleged breach of these 
Council Rules of Procedure or the law.  The Member must indicate the rule or 
law and the way in which he/she considers it has been broken.  The ruling of 
the Mayor on the matter will be final. 
 
16.14  Personal explanation 
 

A Member may make a personal explanation at any time.  A personal 
explanation may only relate to some material part of an earlier speech by the 
Member which may appear to have been misunderstood in the present 
debate.  The ruling of the Mayor on the admissibility of a personal explanation 
will be final. 
 
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17.    STATE OF THE BOROUGH DEBATE
 
17.1   Calling of debate 
 

The Leader will call a State of the Borough debate annually on a date and in a 
form to be agreed with the Mayor. 
 
17.2   Form of debate 
 

The Leader will decide the form of the debate with the aim of enabling wide 
public involvement and publicity.  This may include holding workshops and 
other events prior to or during the State of Borough debate. 
 
17.3   Chairing of debate 
 

The debate will be chaired by the Mayor. 
 
17.4  Results of debate 
 
 
The results of the debate will be: 
 
(i)  disseminated as widely as possible within the community and to 
agencies and organisations in the area; and  
 
(ii)  considered by the Leader in proposing the budget and policy framework 
to the Council for the coming year. 
 
18.    PREVIOUS DECISIONS AND MOTIONS – THE SIX MONTH RULE
 
18.1   Motion to rescind a previous decision 
 

A motion or amendment to rescind a decision made at a meeting of Council 
within the past six months cannot be moved unless the notice of motion is 
signed by at least one third of all Members of the Council. 
 
18.2   Motion similar to one previously dealt with 
A motion or amendment in similar terms to one that has been voted upon at a 
meeting of Council in the past six months cannot be moved unless the notice 
of motion or amendment is signed by at least one third of all Members of the 
Council.  This includes amendments that have been voted upon during the 
meeting in question. Once the motion or amendment is dealt with, no one can 
propose a similar motion or amendment for six months 
 
19.    VOTING
 
19.1   Majority 
 

Unless this Constitution or the law provides otherwise, any matter will be 
decided by a simple majority of those Members voting and present in the room 
at the time the question was put.   
 
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19.2  Mayor’s casting vote 
 
If there are equal numbers of votes for and against, the Mayor will have a 
second or casting vote.  There will be no restriction on how the Mayor chooses 
to exercise a casting vote. 
 
19.3   Show of hands 
 

Unless a recorded vote is  requested under Rule 19.4, the Mayor will take the 
vote by show of hands, or if there is no dissent, by the affirmation of the 
meeting. 
 
19.4  Recorded vote 
 

If a Member present at the meeting requests it, before voting commences, the 
names for and against the motion or amendment or abstaining from voting will 
be taken down in writing and entered into the minutes.   
 
19.5   Right to require individual vote to be recorded 
 

Where any Member requests it, immediately after the vote is taken, their vote 
will be so recorded in the minutes to show whether they voted for or against 
the motion or abstained from voting. 
 
19.6   Voting on appointments 
 
If there are more than two people nominated for any position to be filled and 
there is not a clear majority of votes in favour of one person, then the name of 
the person with the least number of votes will be taken off the list and a new 
vote taken.  The process will continue until there is a majority of votes for one 
person. 
 
20. 
MINUTES
 
20.1  Signing the minutes 
 

The Mayor will sign the minutes of the proceedings at the next ordinary 
meeting.  The Mayor will move that the minutes of the previous meeting be 
signed as a correct record.  The only matter in relation to the minutes that can 
be discussed is their accuracy. 
 
20.2   No requirement to sign minutes of previous meeting at extraordinary 
meeting 
 
Where in relation to any meeting, the next meeting for the purpose of signing 
the minutes is a meeting called under paragraph 3 of schedule 12 to the Local 
Government Act 1972  (an Extraordinary Meeting), then the next following 
meeting (being a meeting called otherwise than under that paragraph) will be 
treated as a suitable meeting for the purposes of paragraph 41(1) and (2) of 
schedule 12 relating to signing of minutes. 
 
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20.3   Form of minutes 
 

Minutes will contain all motions and amendments in the exact form and order 
the Mayor put them. 
 
21.    RECORD OF ATTENDANCE
 

All Members present during the whole or part of a meeting must sign their 
names on the attendance sheets before the conclusion of every meeting to 
assist with the record of attendance. 
 
22.    EXCLUSION OF PUBLIC
 
22.1  General 
Members of the public and press may only be excluded either in accordance 
with the Access to Information Rules in Part 4 of this Constitution or Rule 23 
(Disturbance by Public). 
 
22.2  Motions affecting Council employees 
 
Before any discussion on the appointment, promotion, suspension, dismissal, 
salary, conditions of service, or the conduct of a Council employee, the Mayor 
shall move and the Council shall resolve without discussion, a motion to 
exclude the Press and Public.  During consideration of the matter the 
employee concerned if present shall immediately leave the meeting until the 
matter under consideration is settled. 
 
23.    MEMBERS’ CONDUCT
 
23.1   Standing to speak 
 

When a Member speaks at a Council meeting they must stand and address 
the meeting through the Mayor.  If more than one Member stands, the Mayor 
will ask one to speak and the others must sit.  Other Members must remain 
seated whilst a Member is speaking unless they wish to make a point of order 
or a point of personal explanation. 
 
23.2   Mayor standing 
 

When the Mayor stands during a debate, any member speaking at the time 
must stop and sit down.  The meeting must be silent. 
 
23.3   Member not to be heard further 
 

If a member persistently disregards the ruling of the Mayor by behaving 
improperly or offensively or deliberately obstructs business, the Mayor may 
move that the Member be not heard further.  If seconded, the motion will be 
voted on without discussion. 
 
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23.4   Member to leave the meeting 
 

If the Member continues to behave improperly after such a motion is carried, 
the Mayor may move that either the Member leaves the meeting or that the 
meeting is adjourned for a specified period.  If seconded, the motion will be 
voted on without discussion. 
 
23.5   General disturbance 
 

If there is a general disturbance making orderly business impossible, the 
Mayor may adjourn the meeting for as long as he/she thinks necessary. 
 
24.    DISTURBANCE BY PUBLIC
 
24.1   Removal of member of the public 
 

If a member of the public interrupts proceedings, the Mayor will warn the 
person concerned.  If they continue to interrupt, the Mayor will order their 
removal from the meeting room. 
 
24.2   Clearance of part of meeting room 
 

If there is a general disturbance in any part of the meeting room open to the 
public, the Mayor may call for that part to be cleared. 
 
25. 

PHOTOGRAPHS OR RECORDINGS OF PROCEEDINGS
 
25.1  The prior consent of the Mayor, in consultation with the Director of Legal, 
Democratic and Development Services and Group Leaders, shall be obtained 
before any photograph, recording or oral report of any proceedings of the 
Council is taken.  Any person attending the meeting may take written notes. 
 
25.2  The admission of any person who is in possession of equipment or apparatus 
designed to make pictorial or sound records may be refused by the Mayor 
unless consent has been given under Rule 25.1. 
 
26. 

SMOKING, ROBES, FOOD & DRINK, ELECTRONIC BUSINESS DEVICES
 
26.1  Smoking shall not be allowed at any meeting of the Council. 
 
26.2  Council Robes may be worn by Members at the Annual Meeting of the Council 
and at other special civic occasions as the Mayor may request. 
 
26.3  The consumption of food and drink (other than water, coffee, tea or soft drinks) 
will not be allowed at any Meeting of the Council. 
 
26.4  Mobile telephones, with the exception of the Council’s emergency phone, shall 
not be permitted at any meeting of the Council. 
 
26.5  Electronic business devices, including laptop computers will not be permitted 
in any meeting of the Council. 
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27.    SUSPENSION AND AMENDMENT OF COUNCIL PROCEDURE RULES
 
27.1   Suspension 
 

All or any part of these Council Rules of Procedure except Rule 19.6 and 20.2 
may be suspended by motion on notice or without notice if at least one half of 
the whole number of Members of the Council are present.  Suspension may 
be for the consideration of a particular item of business or for the duration of 
that meeting. 
 
27.2   Amendment 
 

Other than at the Annual Meeting of the Council, any motion to add to, vary or 
revoke these Council Rules of Procedure will, when proposed and seconded, 
stand adjourned without discussion to the next ordinary meeting of the 
Council. 
 
28. 
APPOINTMENT OF DEPUTIES
 
The Council shall at its Annual meeting agree to the appointment by the 
Employment Committee to standing deputies  on any of its Sub-Committees in 
accordance with the political balance rules and a standing Parish Council 
deputy to the Standards Committee. 
 
29. 
COUNCIL-IN-COMMITTEE 
 
 
The Mayor may at any time require the summoning of a meeting of Members 
of the Council to sit as a Council-in-Committee or Committee-of-the Whole-
Council.  (N.B.  Such a meeting has the status of a Committee only, and its 
proceedings require confirmation by the Council at a meeting duly summoned 
and held in accordance with the statutory provisions unless the Council has 
previously delegated powers to the meeting under the provisions of the Local 
Government Act 1972). 
 
30. 
ATTENDANCE OF NON-MEMBERS AT CABINET, COMMITTEES AND 
SUB-COMMITTEES 

 
30.1  Subject to Rule 30.2 and 30.3 below, any Member can attend meetings of the 
Cabinet, Committees and Sub-Committees as an observer and may speak if 
given permission by the Chair (which should be previously notified), such 
permission not to be unreasonably withheld.  If permission is withheld, the 
Chair shall state the reason for this and this reason will be recorded in the 
minutes of the meeting.  The consent of the Standards Committee (majority 
resolution) is required for a Member to attend as an observer in Part II of that 
Committee.  The right to speak does not extend to the Standards Local 
Determination Sub Committee and Licensing Sub Committee when it is 
dealing with applications under the Licensing Act 2003. 
 
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30.2  A Member shall have the right to attend and speak at a meeting of the 
Cabinet /Committee/Panel or Working Party to which a motion proposed by 
him/her has been referred. 
 
30.3  A Member shall have the right to attend and speak at the Cabinet, Committee 
or Sub-Committee on a matter which directly and specifically affects his/her 
Ward. (The right to speak does not extend to the Licensing Sub Committee 
when dealing with Licensing applications under the Licensing Act 2003) 
 
30.4 The Cabinet and any Committee or Sub-Committee may allow 
representatives of employees to attend any of its meetings as observers.  
The Chair shall have discretion to invite employee representatives to speak. 
 
30.5  The Cabinet and any Committee or Sub-Committee shall have discretion to 
specify a maximum number of employee representatives who may attend a 
meeting.  The representatives within that maximum number shall be 
determined by the employees concerned or their representatives.   
 
31. 
PANELS AND WORKING PARTIES 
 
The Council may appoint such Panels and/or Working Parties as it wishes to 
deal with specific matters.  Such bodies are non decision making, not subject 
to the Local Government Access to Information Act 1985 and should be 
politically proportionate.  Subject to rule 30.2 above only those Members 
appointed shall be entitled to attend meetings of the Panel/Working Party.  
This Procedure Rule is not applicable to Overview and Scrutiny Panels as the 
arrangements for these are set out in Part 4 – Overview and Scrutiny 
Procedure Rules. 
 
32
APPLICATION TO CABINET COMMITTEES AND SUB-COMMITTEES
 
All of the Council Rules of Procedure apply to ordinary meetings of the full 
Council.  All the Council Procedure Rules other than those determining 
business to be transacted apply to Extraordinary Council Meetings.  Only 
Rules 11, 24, 25, 30 and 31 apply to meetings of the Cabinet.  Only Rules 4–
8, 10-11, 15-16, 18-20, 21-26 (but not Rule 23.1), 30 and 31 apply to meetings 
of Committees and Sub-Committees. 
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PROCEDURE FOR DEALING WITH ALL MOTIONS/RECOMMENDATIONS 
 
 
Motions 
 
•  Mover of motion to speak and move his/her motion 
•  Seconder to speak (or can reserve the right to speak later) 
•  Any other Member who wishes to speak in the debate 
A member may move an amendment to the motion.  If it is agreed, it then becomes 
the substantive motion before the Council 
 
Amendments 
 
•  Mover of amendment to speak 
•  Seconder of amendment to speak (or reserve the right) 
•  Any other member (except mover of original motion) 
•  Seconder of amendment (if not spoken already) 
•  Mover of the original motion 
•  Go to the vote on the amendment 
 
If the amendment is agreed it then becomes the substantive motion before the 
Council
 
 
(Any further amendment(s) on the same item to be moved and dealt with as above) 
 
•  Further debate on the original motion (amended as appropriate) 
•  Seconder to speak if reserved the right 
•  Leader or Chair penultimate speech (if not mover of motion) 
•  Mover of the motion to wind up the debate 
•  Go to the vote 
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Part 4.2 
Access to Information Procedure 
Rules 

 
1.  
SCOPE 
 
These rules apply to all meetings of the Council, Overview and Scrutiny 
Committee/Panels, the Standards Committee, Regulatory Committees, Audit 
Advisory Panel, public meetings of the Executive (together called meetings). 
 
2.  
ADDITIONAL RIGHTS TO INFORMATION 
 
These rules do not affect any more specific rights to information contained 
elsewhere in this Constitution or the law, in particular the public may have 
additional rights of access to information under the Freedom of Information Act 
2000 and/or the Data Protection Act 1998. 
 
3.  
RIGHTS TO ATTEND MEETINGS 
 
Members of the public may attend all meetings subject only to the exceptions 
in these rules. 
 
4.  
NOTICE OF MEETING 
 
The Council will give at least five clear working days notice of any meeting by 
posting details of the meeting at Town Hall, Bath Road, Slough SL1 3UQ [the 
designated office].  Unless the meeting is called at shorter notice in 
accordance with the Provisions of the Local Government Act 1972. 
 
5.  
ACCESS TO AGENDA AND REPORTS BEFORE THE MEETING 
 
The Council will make copies of the agenda and reports open to the public 
available for inspection at the Town Hall at least five clear working days before 
the meeting (Subject to 4 above).  If an item is added to the agenda later, the 
revised agenda will be open to inspection from the time the item was added to 
the agenda.  Where reports are prepared after the summons has been sent 
out the Assistant Director (Democratic Services) shall make each such report 
available to the public as soon as the report is completed and sent to 
Members.  
 
6.  
SUPPLY OF COPIES 
 
The Council will supply copies of:  
 
(a)  any agenda and reports which are open to public inspection; 
 
(b)  any further statements or particulars necessary to indicate the nature of 
the items in the agenda; and 
 
(c)  if the Assistant Director (Democratic Services) thinks fit, copies of any 
other documents supplied to Members in connection with an item to any 
person on payment of a reasonable charge for postage and any other 
costs. 
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7.  
ACCESS TO MINUTES ETC AFTER THE MEETING 
 
The Council will make available copies of the following for six years after a 
meeting: 
 
(a)  
the minutes of the meeting or records of decisions taken, together with 
reasons, for all meetings of the Executive, excluding any part of the 
minutes of proceedings which disclose exempt or confidential 
information; (see rules 10.3 and 10.4 below). 
 
(b)   a summary of any proceedings not open to the public where the 
minutes open to inspection would not provide a reasonably fair and 
coherent record; 
 
(c)  
the agenda for the meeting; and 
 
(d)  
reports relating to items when the meeting was open to the public. 
 
8.  
BACKGROUND PAPERS 
 
8.1  
List of background papers 
 
The author of any report will set out in the report a list of those documents 
(called background papers) relating to the subject matter of the report which in 
his/her opinion: 
 
(a) 
disclose any facts or matters on which the report or an important part of 
the report is based; and  
 
(b) 
which have been relied on to a material extent in preparing the report  
 
but does not include published works or those which disclose exempt or 
confidential information (as defined in Rule 10 below) and in respect of 
executive reports, the advice of a political advisor. 
 
8.2  
Public inspection of background papers 
 
The Council will make available for public inspection for four years after the 
date of the meeting one copy of each of the documents on the list of 
background papers. 
 
9.  
SUMMARY OF PUBLIC’S RIGHTS 
 
A copy of these Rules containing a written summary of the public’s rights to 
attend meetings and to inspect and copy documents must be kept at and 
available to the public during normal office hours at Town Hall, Bath Road, 
Slough SL1 3UQ. 
 
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10.  
EXCLUSION OF ACCESS BY THE PUBLIC TO MEETINGS 
 
10.1   Confidential information – requirement to exclude public 
 

The public must by law be excluded from meetings whenever it is likely in view 
of the nature of the business to be transacted or the nature of the proceedings 
that confidential information would be disclosed. 
 
10.2   Exempt information – discretion to exclude public 
 

The public may be excluded from meetings whenever it is likely in view of the 
nature of the business to be transacted or the nature of the proceedings that 
exempt information would be disclosed.  
 
Where the meeting will determine any person’s civil rights or obligations, or 
adversely affect their possessions, Article 6 of the Human Rights Act 1998 
establishes a presumption that the meeting will be held in public unless a 
private hearing is necessary for one of the reasons specified in Article 6. 
 
10.3   Meaning of confidential information 
 

Confidential information means information given to the Council by a 
Government Department on terms which forbid its public disclosure or 
information which cannot be publicly disclosed by Court Order. 
 
10.4   Meaning of exempt information 
 
 
Exempt information means information falling within the following  categories 
(subject to any condition): 
 
Category 
  Condition 
 
1.    Information relating to any 
   
individual 
 
2.    Information which is likely to reveal 
   
the identity of an individual.  
 
 
3.  Information relating to the financial 
  Information falling within paragraph 3 
or business affairs of any particular 
above is not exempt information by 
person (including the authority 
virtue of that paragraph if it is required to 
holding that information) 
be registered under— 
 
 
(a)  the Companies Act 1985; 
(b)  the Friendly Societies Act 1974; 
(c)   the Friendly Societies Act 1992; 
(d)  the Industrial and Provident Societies 
Acts 1965 to 1978; 
(e)   the Building Societies Act 1986; or 
(f)   the Charities Act 1993 
 
 
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Category 
  Condition 
 
 
 
 
4.  Information relating to any 
   
consultations or negotiations, or 
contemplated consultations or 
negotiations, in connection with 
any labour relations matter arising 
between the authority or a Minister 
of the Crown and employees of, or 
office holders under, the authority. 
 
5.    Information in respect of which a 
   
claim to legal professional privilege 
could be maintained in legal 
proceedings. 
 
6. Information which reveals that the 
   
authority proposes - 
 
(a)  to give under any enactment a 
notice under or by virtue of which 
requirements are imposed on a 
person; or 
(b)  to make an order or direction 
under any enactment. 
 
7. Information 
relating to any action 
   
taken or to be taken in connection 
with the prevention, investigation or 
prosecution of crime 
 
 
Information is not exempt information if it relates to proposed development for 
which the local planning authority may grant itself planning permission pursuant to 
regulation 3 of the Town and Country Planning General Regulations 1992. 
 
Information which  
 
(a)  falls within any of paragraphs 1 to 7 above; and 
(b)  is not prevented from being exempt by virtue of the qualification to paragraph 3 or 
the above paragraph (proposed development for which the local planning authority 
may grant itself planning permission) , 
 
is exempt information if and so long, as in all the circumstances of the case, the 
public interest in maintaining the exemption outweighs the public interest in 
disclosing the information. 
 
11. 
EXCLUSION OF ACCESS BY THE PUBLIC TO REPORTS 
 
If the Assistant Director (Democratic Services) thinks fit, the Council may 
exclude access by the public to reports which in his or her opinion relate to 
items during which, in accordance with Rule 10, the meeting is likely not to be 
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open to the public.   Such reports will be marked “Not for publication” and the 
Agenda shall indicate the category of information likely to be disclosed. 
 
12. 
APPLICATION OF RULES TO THE EXECUTIVE 
 
Rules 13 – 24 apply to the Executive.  If the Executive or its Committees meet 
to take a key Decision then it must also comply with Rules 1 – 11 unless Rule 
15 (General Exception) or Rule 16 (Special Urgency) apply.  A key Decision is 
as defined in Article 14 of this Constitution.   
 
If the Executive or its Committees meet to discuss a Key Decision to be taken 
collectively, with an officer other than a political assistant  present, within 28 
days of the date according to the Forward Plan by which it is to be decided, 
then it must also comply with Rules 1 – 11 unless Rule 15 (General Exception) 
or Rule 16 (Special Urgency) apply.  A Key Decision is as defined in Article 14 
of this Constitution.  This requirement does not include meetings whose sole 
purpose is for officers to brief Members.  
 
13. 
PROCEDURE BEFORE TAKING KEY DECISIONS 
 
Subject to Rule 15 (General Exception) and Rule 16 (Special Urgency), a Key 
Decision may not be taken unless: 
 
(a) 
a notice (called here a Forward Plan) has been published in connection 
with the matter in question; 
 
(b) 
at least 5 clear working days have elapsed since the publication of the 
Forward Plan;  and 
 
(c) 
where the decision is to be taken at a meeting of the Executive or its 
Committees, notice of the meeting has been given in accordance with 
Rule 4 (Notice of Meetings). 
 
14. 
THE FORWARD PLAN 
 
14.1  Period of Forward Plan 
 
Forward Plans will be prepared by the Leader to cover a period of four 
months, beginning with the first day of any month.  They will be prepared on a 
monthly basis and subsequent plans will cover a period beginning with the first 
day of the second month covered in the preceding plan. 
 
14.2  Contents of Forward Plan 
 
The Forward Plan will contain matters which the Leader has reason to believe 
will be subject of a Key Decision to be taken by the Executive, a Committee of 
the Executive, officers, or under joint arrangements in the course of the 
discharge of an executive function during the period covered by the plan.  It 
will describe the following particulars in so far as the information is available or 
might reasonably be obtained: 
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(a) 
the matter in respect of which a decision is to be made; 
 
(b) 
where the decision taker is an individual, his/her name and title, if any 
and where the decision taker is a body, its name and details of 
membership; 
 
(c) 
the date on which, or the period within which, the decision will be taken; 
 
(d) 
the identity of the principal groups whom the decision taker proposes to 
consult before taking the decision; 
 
(e) 
the means by which any such consultation is proposed to be 
undertaken; 
 
(f) 
the steps any person might take who wishes to make representations to 
the executive or decision taker about the matter in respect of which the 
decision is to be made, and the date by which those steps must be 
taken;  and 
 
(g) 
a list of the documents submitted to the decision taker for consideration 
in relation to the matter. 
 
The Forward Plan must be published at least 14 days before the start of the 
period covered.  The Assistant Director (Democratic Services) will publish 
once a year a notice in at least one newspaper circulating in the area, stating: 
 
(a) 
that key decisions are to be taken on behalf of the Council; 
 
(b) 
that a forward plan containing particulars of the matters on which 
decisions are to be taken will be prepared on a monthly basis; 
 
(c) 
that the plan will contain details of the key decisions to be made for the 
four month period following its publication; 
 
(d) 
that each plan will be available for inspection during normal office hours 
free of charge at the Council’s offices; 
 
(e) 
that each plan will contain a list of the documents submitted to the 
decision takers for consideration in relation to the key decisions on the 
plan; 
 
(f) 
the address from which, subject to any prohibition or restriction on their 
disclosure, copies of, or extracts from, any document listed in the 
forward plan is available; 
 
(g) 
that other documents may be submitted to decision takers; 
 
(h) 
the procedure for requesting details of documents (if any) as they 
become available;  and 
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(i) 
the dates on each month in the following year on which each Forward 
Plan will be published and available to the public at the Council’s 
offices. 
 
Exempt information need not be included in a forward plan and confidential 
information cannot be included. 
 
15. 
GENERAL EXCEPTION 
 
If a matter which is likely to be a Key Decision has not been included in the 
Forward Plan, then subject to Rule 16 (special urgency), the decision may still 
be taken if:  
 
(a)  
the decision must be taken by such a date that it is impracticable to 
defer the decision until it has been included in the next Forward Plan 
and until the start of the first month to which the next Forward Plan 
relates; 
 
(b)  
the Assistant Director (Democratic Services) has informed the Chair of 
a relevant Overview and Scrutiny Committee/Panels, or if there is no 
such person, each Member of that Committee in writing, by notice, of 
the matter to which the decision is to be made; 
 
(c)  
the Assistant Director (Democratic Services) has made copies of that 
notice available to the public at the offices of the Council; and 
 
(d)  
at least 5 clear working days have elapsed since the Assistant Director 
(Democratic Services) complied with (a) and (b).  
 
Where such a decision is taken collectively, it must be taken in public. 
 
16.  
SPECIAL URGENCY 
 
If by virtue of the date by which a decision must be taken Rule 15 (general 
exception) cannot be followed, then the decision can only be taken if the 
decision taker (if an individual) or the Chair of the body making the decision, 
obtains the agreement of the Chair of a Overview and Scrutiny 
Committee/Panels  that the taking of the decision cannot be reasonably 
deferred.  If there is no Chair of a relevant Panel, or if the Chair of each 
relevant Overview and Scrutiny Committee/Panel is unable to act, then the 
agreement of the Mayor, or in his/her absence the Deputy Mayor will suffice. 
 
17.  
REPORT TO COUNCIL 
 
17.1   When a Overview and Scrutiny Committee/Panels can require a report 
 
If Overview and Scrutiny Committee/Panels think that a key decision has been 
taken which was not: 
 
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(a) included 
in 
the 
forward plan; or 
 
(b) 
the subject of the general exception procedure; or 
 
(c)  
the subject of an agreement with a relevant Overview and Scrutiny 
Committee/Panel Chair, or the Mayor/Deputy Mayor under Rule 16;  
 
The Committee/Panel may require the Executive to submit a report to the 
Council within such reasonable time as the Committee/  Panel specifies.  The 
power to require a report rests with the Committee/Panel, but is also delegated 
to the Assistant Director (Democratic Services), who shall require such a 
report on behalf of the Committee/Panel when so requested in writing by the 
Chair or any 5 Members.  Alternatively the requirement may be raised by 
resolution passed at a meeting of the relevant Overview and Scrutiny 
Committee/Panel. 
 
17.2   Executive’s report to Council 
 
The Executive will prepare a report for submission to the next available 
meeting of the Council.  However, if the next meeting of the Council is within 7 
days of receipt of the written notice, or the resolution of the committee, then 
the report may be submitted to the meeting after that.  The report to Council 
will set out particulars of the decision, the individual or body making the 
decision, and if the Leader is of the opinion that it was not a key decision the 
reasons for that opinion. 
 
17.3   Quarterly reports on special urgency decisions 
 

In any event the Leader will submit quarterly reports to the Council on the 
Executive decisions taken in the circumstances set out in Rule 16 (special 
urgency) in the preceding three months. The report will include the number of 
decisions so taken and a summary of the matters in respect of which those 
decisions were taken. 
 
18.  
RECORD OF EXECUTIVE DECISIONS 
 
18.1  As soon as reasonably practicable after any: 
 
(i) 
decision of the executive; 
 
(ii) 
decision by a committee of the executive, whether held in public or in 
private; 
 
(iii) 
key decision made by an officer 
 
a written statement shall be prepared specifying:- 
 
(a) 
a record of the decision; 
 
(b) 
a record of the reasons for the decision; 
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(c) 
details of any alternative options considered and rejected by the 
decision making body at the meeting at which the decision was made or 
in the case of a decision made by an individual at the time when he/she 
made the decision; 
 
(d) 
a record of any conflict of interest in relation to the matter decided 
which is declared by a Member of the decision making body which 
made the decision or in the case of an individual any conflict of interest 
declared by any executive Member consulted; and 
 
(e) 
in respect of any declared conflict of interest a note of any dispensation 
granted by the Council’s Standards Committee. 
 
18.2  The statement required by 18.1 above shall be prepared by:- 
 
(i) 
in the case of decisions made by the Executive (or a Committee of the 
Executive), the Assistant Director (Democratic Services) (or his/her 
representative) present at the meeting; 
 
(ii) 
in the case of a key decision made by an officer, the officer making the 
decision. 
 
19.  
EXECUTIVE MEETINGS RELATING TO MATTERS WHICH ARE NOT  
KEY DECISIONS 
 
The Cabinet may decide whether meetings relating to matters which are not 
key decisions will be held in public. 
 
20.  
INSPECTION OF DOCUMENTS AFTER EXECUTIVE DECISIONS 
 
20.1  A copy of any report or part report considered by the Executive, when making 
a decision, or considered by an officer when making a key decision, will be 
open to inspection by the public for 6 years from the date the decision was 
made.  Documents containing confidential or exempt information or the advice 
of a political adviser need not be disclosed.  If a document is not disclosed 
because it contains exempt information, the Assistant Director (Democratic 
Services) will prepare a statement.  The statement will describe the category 
of exempt information.  The statement will be open to inspection for 6 years 
from the date of the meeting. 
 
21.  
OVERVIEW AND SCRUTINY COMMITTEE/PANELS ACCESS TO 
DOCUMENTS 

 
21.1   Rights to Copies 
 
Subject to Rule 21.2 below, a Overview and Scrutiny Committee (including its 
Panels) will be entitled to copies of any document which is in the possession or 
control of the Executive and which contains material relating to any business 
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transacted at a public meeting of the executive; or any decision taken by an 
individual member of the executive. 
 
21.2   Limit on Rights 
 

A Overview and Scrutiny Committee/Panel will not be entitled to: 
 
(a)  
any document that is in draft form; 
 
(b)  
any part of a document that contains exempt or confidential information, 
unless that information is relevant to an action or decision they are 
reviewing or scrutinising or intend to scrutinise; or 
 
(c)  
the advice of a political adviser. 
 
22.  
ADDITIONAL RIGHTS OF ACCESS FOR MEMBERS 
 
22.1   Material relating to previous business 
 
All Members will be entitled to inspect any document which is in the 
possession or under the control of the Executive and contains material relating 
to any business previously transacted at a private meeting unless either (a), 
(b) or (c) below applies.  
 
(a)  it contains exempt information falling within paragraphs 1, 2, 4, 5, 7 of the 
categories of exempt information; or 
 
(b)  in the case of information falling within paragraph 3 Members have a right 
to inspect any document unless the information relates to any terms 
proposed or to be proposed by or to the authority in the course of 
negotiations for a contract. 
 
(c)  it contains the advice of a political adviser. 
 
22.2   Material relating to key decisions 
 

All Members of the Council will be entitled to inspect any document (except 
those available only in draft form) in the possession or under the control of the 
Executive which relates to any key decision unless paragraph 22.1 (a) or (b) 
above applies. 
 
22.3   Nature of rights 
 

These rights of a Member are additional to any other right he/she may have.  
 
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Part 4.3 
Budget and Policy Framework 
Procedure Rules 

 
1. 
The framework for Cabinet decisions 
 
The Council will be responsible for the adoption of its Budget and Policy 
Framework as set out in Article 4.  Once a Budget or a Policy Framework is in 
place, it will be the responsibility of the Cabinet to implement it. 
 
2. 
Process for developing the framework 
 
The process by which the Budget and Policy Framework shall be developed 
is: 
 
BUDGET AND POLICY FRAMEWORK PLANNING 
 
(1) 
By July the Cabinet will produce for consideration by the Overview and 
Scrutiny Committee, and interested persons a document summarising: 
 
(a) 
The revenue budget strategy which will include a three year forecast; 
and 
 
(b) 
Progress on implementation of objectives and targets within the 
previous year’s Policy Framework. 
 
(2) 
Before the end of September the Cabinet shall report on the revenue and 
capital budget outturn for the previous year and consider the impact of any 
over/underspend. 
 
(3) 
By the end of October, Cabinet will consider and agree proposals for 
achieving the Council’s revenue budget strategy.   
 
(4) 
By the end of November, Commissioners will submit to the Cabinet 
recommendations in respect of: 
 
(a) 
Policy changes and objectives; 
 
(b) 
Service standards and priorities; and 
 
(c) Prioritised 
capital 
projects. 
 
(5) 
In December each year the Cabinet shall: 
 
(a) 
Report on the impact of the provisional Local Government Finance 
settlement announced by the Government on the Council’s agreed 
revenue budget strategy; and 
 
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(b) 
Produce a draft Policy Framework incorporating the Community 
Strategy Plan objectives, Performance Plan and other strategic plans 
achievable within the proposed financial framework. 
 
(6) By 
15th January the Council’s Section 151 Officer shall agree the Collection 
Fund position for the end of the financial year. 
 
(7) 
By the end of December the Cabinet shall recommend to the Council the 
council tax base for the next financial year. 
 
(8) 
In January/February the Cabinet shall: 
 
(a) Consider  the resources available to finance  capital projects for the next 
five years together with the Prudential Indicators ; 
 
(b) Consult on the capital expenditure programme for the next five years; 
 
(c) Consult with the Business community on the Council’s budget proposals 
for the following year; and 
 
(d)  Consult on the revenue budget for the next financial year.  
 
(9) (a) By 
11th March each year the Cabinet shall recommend to the Council: 
 
(i) 
A Policy Framework. 
 
(ii) 
The revenue Budget and the level of Council Tax to be set for the 
following year. 
 
(iii) 
The cash limits for Departments. 
 
(iv) 
The capital programme, borrowing limits and the Prudential 
Indicators for the following five years. 
 
(b) 
The Overview and Scrutiny Committee shall canvass the views of local 
stakeholders if it considers it appropriate in accordance with the matter 
under consideration, and having particular regard not to duplicate any 
consultation carried out by the Cabinet.  The Overview and Scrutiny 
Committee shall report to the Cabinet on the outcome of its 
deliberations. 
 
(c) 
Having considered the report of the Overview and Scrutiny Committee, 
the Cabinet, if it considers it appropriate, may amend its proposals 
before submitting them to the Council meeting for consideration.  It will 
also report to Council on how it has considered and where appropriate 
taken into account any recommendations from the Overview and 
Scrutiny Committee. 
 
(d) 
The Council will consider the proposals of the Cabinet and may adopt 
them, amend them, refer them back to the Cabinet for further 
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consideration, or substitute its own proposals in their place.  In 
considering the matter, the Council shall have before it the Cabinet’s 
proposals and any report from any Overview and Scrutiny 
Committee/Panel. 
 
(e) 
The Council’s decision will be publicised and a copy shall be given to 
the Leader.  The notice of decision shall be dated and shall state either 
that the decision shall be effective immediately (if the Council accepts 
the Cabinet’s proposals without amendment) or (if the Cabinet’s 
proposals are not accepted without amendment), that the Council’s 
decision will become effective on the expiry of 5 working days after the 
publication of the notice of decision, unless the Leader objects to it in 
that period. 
 
(f) 
If the Leader objects to the decision of the Council, he/she shall give 
written notice to the Assistant Director (Democratic Services) to that 
effect prior to the date upon which the decision is to be effective.  The 
written notification must state the reasons for the objection.  Where 
such notification is received, the Assistant Director (Democratic 
Services) shall convene a further meeting of the Council to reconsider 
its decision and the decision shall not be effective pending that 
meeting. 
 
(g) 
The Council meeting must take place within 7 working days of the 
receipt of the Leader’s written objection.  At that Council meeting, the 
decision of the Council shall be reconsidered in the light of the 
objection, which shall be available in writing for the Council. 
 
(h) 
The Council shall at that meeting make its final decision on the matter 
on the basis of a simple majority.  The decision shall be made public 
and shall be implemented immediately. 
 
(i) 
In approving the Budget and Policy Framework, the Council will also 
specify the extent of virement within the budget and degree of in year 
changes to the Policy Framework which may be undertaken by the 
Cabinet, in accordance with paragraphs 5 and 6 of these Rules 
(virement and in year adjustments).  Any other changes to the Budget 
and Policy Framework are reserved to the Council. 
 
3. 
Decisions outside the Budget or Policy Framework 
 
(a) 
Subject to the provisions of paragraph 5 (virement) the Cabinet, and 
any officers, discharging executive functions may only take decisions 
which are in line with the Budget and Policy Framework.  If the Cabinet 
or an officer wishes to make a decision which is contrary to the Policy 
Framework, or contrary to or not wholly in accordance with the budget 
approved by the full Council, then that decision may only be taken by 
the Council, unless the decision is urgent, see paragraph 4 below. 
 
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(b) 
If the Cabinet, and any officers discharging executive functions want to 
make such a decision, they shall take advice from the Monitoring 
Officer and/or the Director of Finance and Property as to whether the 
decision they want to make would be contrary to the Policy Framework, 
or contrary to or not wholly in accordance with the budget.  If the advice 
of either of those officers is that the decision would not be in line with 
the existing Budget and/or Policy Framework, then the decision must 
be referred to the Council for decision, unless the decision is a matter 
of urgency, in which case the provisions in paragraph 4 (urgent 
decisions outside the Budget and Policy Framework) shall apply. 
 
4. 
Urgent decisions outside the Budget or Policy Framework 
 
(a) 
The Cabinet or officers or joint arrangements discharging executive 
functions may take a decision which is contrary to the Council’s Policy 
Framework or contrary to or not wholly in accordance with the budget 
approved by full Council if the decision is a matter of urgency.  
However, the decision may only be taken: 
 
i) 
if it is not practicable to convene a quorate meeting of the full 
Council;  and 
 
ii) 
if the Chair of the Overview and Scrutiny Committee agrees that 
the decision is urgent. 
 
The reasons why it is considered impracticable to convene a quorate 
meeting of full Council, and the Chair of the relevant Overview and 
Scrutiny Committee/Panel’s consent to the decision being taken as a 
matter of urgency, must be noted on the record of the decision.  In the 
absence of the Chair of the Overview and Scrutiny Committee the 
consent of the Mayor, and in the absence of both, the Deputy Mayor, 
will be sufficient.   
 
(b) 
Following the decision, the decision taker will provide a full report to the 
next available Council meeting explaining the decision, the reasons for 
it and why the decision was treated as a matter of urgency. 
 
5. Virement 
 
(a)  The Council shall have the following budget heads:  
General Fund (with sub heads for departmental structure) 
Housing Revenue Account 
Collection Fund 
 
(b)  Steps taken by the Cabinet, a Cabinet Committee, a Commissioner or 
officers, or joint arrangements discharging executive functions to 
implement Council policy shall not exceed those budgets allocated to 
each budget head.  However, such bodies or individuals shall be entitled 
to vire across budget heads as permitted under the Council’s Financial 
Procedure Rules (Part 4.6) in this Constitution.  Approval to any virement 
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in excess of the limits specified across budget heads shall require the 
approval of the full Council. 
 
6. 
In-year changes to Policy Framework 
 
The responsibility for agreeing the Budget and Policy Framework lies with the 
Council, and decisions by the Cabinet, or officers, or joint arrangements 
discharging executive functions must be in line with it.  No changes to any 
policy and strategy which make up the Policy Framework may be made by 
those bodies or individuals except those changes: 
 
(a) 
which will result in the closure or discontinuance of a service or part of 
service to meet a budgetary constraint; 
 
(b) 
necessary to ensure compliance with the law, ministerial direction or 
government guidance. 
 
(c) 
in relation to the Policy Framework in respect of a policy which would 
normally be agreed annually by the Council following consultation, but 
where the existing policy document is silent on the matter under 
consideration. 
 
7. 
Call-in of decisions outside the Budget or Policy Framework  
 
(a) 
Where a Overview and Scrutiny Committee/Panel is of the opinion that 
an executive decision is, or if made would be, contrary to the Policy 
Framework, or contrary to or not wholly in accordance with the 
Council’s budget, then it shall seek advice from the Monitoring Officer, 
Director of Finance and Property and other appropriate officers. 
 
(b) 
In respect of functions which are the responsibility of the Cabinet, the 
Monitoring Officer’s report and/or Director of Finance and Property’s 
report shall be to the Cabinet with a copy to every Member of the 
Council.  Regardless of whether the decision is delegated or not, the 
Cabinet must meet to decide what action to take in respect of the 
Monitoring Officer’s report and to prepare a report to Council in the 
event that the Monitoring Officer or the Director of Finance and 
Property conclude that the decision was a departure, and to the 
Overview and Scrutiny Committee if the Monitoring Officer or the 
Director of Finance and Property conclude that the decision was not a 
departure. 
 
(c) 
If the decision has yet to be made, or has been made but not yet 
implemented, and the advice from the Monitoring Officer and/or the 
Director of Finance and Property is that the decision is or would be 
contrary to the Policy Framework or contrary to or not wholly in 
accordance with the budget, the Overview and Scrutiny Committee 
may refer the matter to Council.  In such cases, no further action will be 
taken in respect of the decision or its implementation until the Council 
has met and considered the matter.  The Council shall meet within not 
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less than 8 and not more than 15 working days of the request by the 
Overview and Scrutiny Committee.  At the meeting it will receive a 
report of the decision or proposals and the advice of the Monitoring 
Officer and/or the Director of Finance and Property.  The Council may 
either: 
 
(i) 
Endorse a decision or proposal of the executive decision taker 
as falling within the existing Budget and Policy Framework.  In 
this case no further action is required, save that the decision of 
the Council be minuted and circulated to all Members, or: 
 
(ii) 
amend the Council’s Financial Procedure Rules or policy 
concerned to encompass the decision or proposal of the body or 
individual responsible for that executive function and agree to 
the decision with immediate effect.  In this case, no further action 
is required save that the decision of the Council be minuted and 
circulated to all Members,  or 
 
(iii) 
where the Council accepts that the decision or proposal is 
contrary to the Policy Framework or contrary to or not wholly in 
accordance with the budget, and does not amend the existing 
framework to accommodate it, require the executive decision 
maker to reconsider the matter in accordance with the advice of 
the officers. 
 
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Part 4.4 
Executive Procedure Rules 
 
1. 
  HOW THE EXECUTIVE OPERATES 
 
1.1 
Who may make Executive decisions? 
 
The Executive will consist of the Leader elected by the Council, the Deputy 
Leader between one and eight other Members appointed by the Council.  The 
Executive is responsible for the discharge of executive functions as set out in 
this Constitution but, within the terms of the Constitution, the Leader may 
further provide for executive functions to be discharged by: 
 
(i) 
the executive as a whole (meeting as the Cabinet) 
 
(ii) 
The name of the Member nominated by him/her as Deputy Leader for 
appointment by the Council 
 
(iii) 
a committee of the executive 
 
(iv) an 
officer; 
 
(v) 
joint arrangements approved by the Council; or 
 
(vi) 
another local authority with the approval of the Council. 
 
1.2 
Delegation by the Leader 
 
At the annual meeting of the Council, the Leader will present to the Council 
the following information about executive functions in relation to the coming 
year: 
 
(i) 
the names, addresses and wards of the Members nominated by 
him/her for appointment to the executive by the Council; 
 
(ii) 
the terms of reference and Constitution of the Cabinet; 
 
(iii) 
the terms of reference and constitution of such cabinet committees as 
the Leader appoints and the names of the Commissioners appointed to 
them; 
 
(iv) 
the nature and extent of any delegation of executive functions to any 
other authority or any joint arrangements and the names of those 
executive Members appointed to any joint committee for the coming 
year. 
 
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1.3 
Sub-delegation of executive functions 
 
(i) 
Where the Cabinet or a Committee of the Cabinet is responsible for an 
executive function, it may delegate further to joint arrangements or an 
officer. 
 
(ii) 
Even where executive functions have been delegated, that fact does 
not prevent the discharge of delegated functions by the person or body 
who delegated. 
 
1.4 
The Council’s scheme of delegation and executive functions  
 
The Council’s Scheme of Delegation will be subject to adoption by the Council 
and may only be amended by the Council. It will contain the details required in 
Article 7 and set out in Part 3 of this Constitution.  
 
1.5 
Conflicts of Interest 
 
(i) 
Where the Leader has a conflict of interest this should be dealt with as 
set out in the Council’s Code of Conduct for Members in Part 5 of this 
Constitution. 
 
(ii) 
If every member of the Cabinet has a conflict of interest this should be 
dealt with as set out in the Council’s Code of Conduct for Members in 
Part 5 of this Constitution. 
 
(iii) 
If the exercise of an executive function has been delegated to an 
officer, and should a conflict of interest arise, then the function will be 
exercised in the first instance by the person or body by whom the 
delegation was made and otherwise as set out in the Council’s Code of 
Conduct for Members in Part 5 of this Constitution. 
 
1.6 
Meetings of the executive 
 
The Cabinet will meet at least 10 times per year at times to be agreed by the 
Leader. The executive shall meet at the Council’s main offices or another 
location to be agreed by the Leader. 
 
1.7 
Access to Meetings of the Executive  
 
Meetings of the Cabinet will be open to the public for consideration of key 
decisions, except where confidential or exempt information is being 
discussed. 
 
The Cabinet may decide whether meetings relating to matters which are not 
key decisions will be held in public. 
 
1.8 
Quorum 
 
The quorum for the Cabinet shall be three. 
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1.9 
How decisions are taken   
 
(i) 
Executive decisions which have been delegated to the Executive as a 
whole will be taken at a meeting convened in accordance with the 
Access to Information Rules in Part 4 of the Constitution. 
 
(ii) 
Where executive decisions are delegated to a committee of the 
executive, the rules applying to executive decisions taken by them shall 
be the same as those applying to those taken by the executive as a 
whole. 
 
2.  HOW EXECUTIVE MEETINGS ARE CONDUCTED 
 
2.1 
Who presides? 
 
If the Leader is present he/she will preside. In his/her absence, the Deputy 
Leader or a person appointed to do so by those present shall preside. 
 
2.2 
Who may attend? 
 
Any Member of the Council may attend any public meeting of the Cabinet and 
may speak at the discretion of the Chair (previously notified).  Members of the 
public may attend any Cabinet meeting held in public except when 
confidential or exempt information is being discussed. 
 
2.3 
Order of business 
 
At each meeting of the Cabinet the following business will be conducted:  
 
(i) 
consideration of the minutes of the last meeting; 
 
(ii) 
declarations of interest, if any; 
 
(iii) 
matters referred to the Cabinet (whether by Overview and Scrutiny 
Committee or one of its  Panels or by the Council) for reconsideration 
by the executive in accordance with the provisions contained in the 
Overview and Scrutiny Procedure Rules or the Budget and Policy 
Framework Procedure Rules set out in Part 4 of this Constitution; 
 
(iv) 
consideration of reports from Overview and Scrutiny Committee or one 
of its  Panels; and  
 
(v) 
matters set out in the agenda for the meeting, and which shall indicate 
which are key decisions and which are not open to the public in 
accordance with the Access to Information Procedure rules set out in 
Part 4 of this Constitution. 
 
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2.4 
Consultation 
 
All reports to the Cabinet on proposals relating to the budget and policy 
framework must contain details of the nature and extent of consultation with 
stakeholders and relevant Overview and Scrutiny Committee/Panel, and the 
outcome of that consultation. Reports about other matters will set out the 
details and outcome of consultation as appropriate. The level of consultation 
required will be appropriate to the nature of the matter under consideration. 
 
2.5 
Who can put items on the executive agenda? 
 
(i) 
The Leader will decide upon the schedule for the meetings of the 
executive.  He/she may put on the agenda of any executive meeting 
any matter which he/she wishes, whether or not authority has been 
delegated to the executive, a committee of it or any member or officer 
in respect of that matter.  The Assistant Director (Democratic Services) 
will comply with the Leader’s requests in this respect. 
 
(ii) 
Any Commissioner may require the Assistant Director (Democratic 
Services) to make sure that an item is placed on the agenda of the next 
available meeting of the executive for consideration.  If he/she receives 
such a request the Assistant Director (Democratic Services) will 
comply. 
 
(iii) 
The Assistant Director (Democratic Services) will make sure that an 
item is placed on the agenda of the next available meeting of the 
executive where the Overview and Scrutiny Committee or one of its 
Panels or the full Council have resolved that an item be considered by 
the executive.  
 
(iv) 
Any Member of the Council may ask the Leader to put an item on the 
agenda of an executive meeting for consideration, and if the Leader 
agrees the item will be considered at the next available meeting of the 
executive.  The notice of the meeting will give the name of the Member 
who asked for the item to be considered.  This individual will be invited 
to attend the meeting for the consideration of that item, and to speak 
but not vote on that item. 
 
(iv) 
The Monitoring Officer and/or the Director of Finance and Property may 
include an item for consideration on the agenda of an executive 
meeting and may require the Assistant Director (Democratic Services) 
to call such a meeting in pursuance of their statutory duties.  In other 
circumstances, where any two of the Head of Paid Service, Director of 
Finance and Property and Monitoring Officer are of the opinion that a 
meeting of the executive needs to be called to consider a matter that 
requires a decision, they may jointly include an item on the agenda of 
an executive meeting. If there is no meeting of the executive soon 
enough to deal with the issue in question, then the person(s) entitled to 
include an item on the agenda may also require that a meeting be 
convened at which the matter will be considered.   
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Part 4.5 
Overview and Scrutiny Procedure 
Rules 

 
1. General 
Arrangements 
 
The Council will appoint an Overview and Scrutiny Committee as set out in 
Article 6.  The Overview and Scrutiny Committee will appoint the following four 
Panels but shall not appoint any other Panel, or Working Party other than ‘Task 
and Finish Groups’ as set out below: 
 
• Health 
Panel 
•  Adult and Community Services Panel 
•  Green and Built Environment Panel 
•  Education and Children’s Services Panel 
 
The Committee may also at any one time establish up to four time-limited ‘Task 
and Finish Groups’ to investigate and report back on specific issues . 
 
The Constitution, terms of reference (scope) and duration of any such ‘Task and 
Finish Group’ shall be specified by the Committee/Scrutiny Panel when the 
Group is established and may not be amended except by reference to the 
appointing body. 
 
2. Terms 
of 
Reference 
 
 

The Overview and Scrutiny Committee’s terms of reference are: 
 
1.  To be responsible for all Overview and Scrutiny functions on behalf of the 
Council. 
 
2.  To make recommendations and reports to the Council or the Cabinet on any 
plans, policies or decisions of the Cabinet. 
 
3.  Without prejudice to these functions, in particular to: 
 
(a)  Consider the budget plans, proposed policy and performance plan 
framework and other plans of the Cabinet and make reports and 
recommendations including suggested amendments to these proposed 
plans to the Cabinet or Council as appropriate in accordance with the 
procedure for Policy and Best Value Reviews (See protocol attached). 
 
(b)  Scrutinise implementation of the Community Strategy and Corporate 
Plan. 
 
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(c)  Within agreed programmes, to consider and investigate broad policy 
issues and submit reports and/or recommendations to the Cabinet or 
Council as appropriate. 
 
(d)  Provide advice to the Cabinet or Council (as appropriate) on major 
issues before final decisions are made. 
 
(e)  Review decisions taken by the Cabinet or Officers and how they are 
implementing Council policy, and make reports and recommendations 
to the Cabinet or Council as appropriate. 
 
(f) 
To initiate reviews of other executive functions subject to the Cabinet 
being informed and to identify matters for recommendation to the 
Cabinet for more comprehensive review.  (Subject to protocols on Call-
in and Best Value Reviews). 
 
(g)  Consider and monitor the action proposed by the Cabinet on statutory 
inspection reports (e.g. OFSTED, Social Services Inspectorate, Audit 
Commission). 
 
(h)  To propose debate at full Council on matters of importance to the 
Borough or on particular matters before a decision is taken by the 
Cabinet. 
 
4.  To scrutinise or review and make recommendations or reports to the Council 
in respect of the discharge of any functions which are not the responsibility of 
the Cabinet. 
 
5.  To submit reports and recommendations to the Council or Cabinet as 
appropriate on matters affecting the Authority’s area or inhabitants. 
 
6.  In accordance with the agreed protocol, to consider and decide upon or refer 
to any of its Standing Panels, Member call-ins. 
 
7.  To co-ordinate the overview and scrutiny work programme and tasks. 
 
3. Membership 
 
The Overview and Scrutiny Committee will consist of 9 Members of the Council 
plus any Co-opted Members.  No Executive Member or the Mayor or Deputy 
Mayor will be appointed.  No Member may be involved in scrutinising a decision 
which he/she has been directly involved. 
 
Membership is subject to the proportionality requirements of the Local 
Government and Housing Act 1989 unless the Council resolves to waive those 
requirements with no Member voting against.  
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4. 
Panels/Task and Finish Groups  
 
(a) The Overview and Scrutiny Committee will appoint the following Standing 
Panels; each consisting of 9 Members of the Council:- 
 
• Health 
Panel 
•  Education and Children’s Services Panel  
•  Green and Built Environment Panel 
•  Adult and Community Services Panel 
 
(b) The Overview and Scrutiny Committee may appoint time limited ‘Task and 
Finish’ Groups in accordance with paragraph 8 below. 
 
5. 
Terms of Reference of Scrutiny Panels 
 
 
Each Scrutiny Panel shall be responsible for: 
 
•  Scrutiny of functions falling within the scope of the Cabinet portfolios allocated 
to them and any non-executive functions or matters associated with those 
portfolio functions.  
 
•  Matters within its area of responsibility which have been : 
 
•  Referred to it by the Council or Overview and Scrutiny Committee 
•  Referred to it as a result of a Member call-in 
•  Agreed by the Panel for inclusion in its agenda plan or work programme. 
 
Whilst the Committee may delegate items to a Panel for investigation, it retains 
the rights to review and, where considered appropriate, amend the 
recommendations of its Panel.  In such instances, all relevant information 
(including presentations) that was considered by the Panel shall also be provided 
for the Committee. 
 
The Health Scrutiny Panel shall exercise the functions of the authority to review 
and report on matters relating to local health services as set out in the Local 
Authority (Overview and Scrutiny Committees Health Scrutiny Functions) 
Regulations 2002. 
 
Each Panel may make recommendations or reports to the Overview and Scrutiny 
Committee, Cabinet, other Committee or Council as appropriate. 
 
Terms of reference set by the Council and the Overview and Scrutiny Committee 
are binding on the Panels. They can be altered only by resolution of the 
Overview and Scrutiny Committee. 
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6. Co-optees 
 

The Overview and Scrutiny Committee may recommend to Council the 
appointment of Members or other persons as non-voting co-optees. 
 
Each Overview and Scrutiny Panel may recommend to the Overview and 
Scrutiny Committee the appointment of Members or other persons as non-voting 
co-optees. 
 
7. Education 
representatives 
 
The Scrutiny Panel dealing with education matters shall include in its 
Membership the following additional voting representatives: 
 
(a)  1 Church of England representative 
 
(b)  1 Roman Catholic diocese representative 
 
(c)  2 Parent Governor representatives 
 
These representatives shall not vote on other matters which do not relate wholly 
or in part to any education function issue.  
 
In addition, the Panel shall also include in its membership the following non-
voting teacher representatives:- 
 
(d)  One Head Teacher representative 
 
(e)  One representative of the primary sector 
 
(f) 
One representative of the secondary sector. 
 
8. 
Task and Finish Groups 
 
Tasks and Finish Groups are time limited project groups.   Their role in the 
Overview and Scrutiny function is  
 
To undertake  
 
i) 
more detailed policy development and review  at the request of the 
Cabinet  
 
ii) 
carry out detailed scrutiny of areas of work arising from the 
Overview and Scrutiny work programme  
 
No more than four Task and Finish groups will be operating at anytime. 
 
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The terms of reference and scope of the groups will be agreed by the Overview 
and Scrutiny committee which is responsible for the establishment of the groups 
and review progress.  
 
To avoid unnecessary delay in establishing a Task and Finish Group, in the 
absence of an ordinary meeting of the Overview and Scrutiny Committee, the 
Chair and Vice Chair of the Overview and Scrutiny Committee and the Chair and 
Vice-Chair of the sponsoring Scrutiny Panel may authorise the establishment of 
such a Group in writing / email to the Scrutiny Support Officer and Committee 
Team Manager.    
 
The membership of the Task and Finish group will be drawn from all Overview 
and Scrutiny Councillors and wherever possible reflect the composition of the 
Council.   On occasion Councillors with specialist knowledge or training will be 
invited onto the Task and Finish Group. 
  
The Task and Finish Groups will be expected to follow the Council’s project 
methodology. 
 
The group will initially report to the sponsoring Scrutiny Panel and present the 
final report of its findings to the Overview and Scrutiny committee prior to 
submission to the Cabinet/Council. 
 
In the unlikely event of the Overview and Scrutiny Committee (Scrutiny Panel) 
being unable to agree on one single final report to the Council or Executive , then 
a minority report will be written and submitted for consideration by the Council or 
Cabinet with the majority report.  
 
9.  

Training 
 
Appropriate training is arranged under the Member Training Programme which 
newly-appointed Scrutiny Members are required to attend before taking up their 
seat on the Scrutiny Panels.  In addition, update/refresher scrutiny development 
is organised on an annual basis which all Members of the Council are expected 
to attend. 
 
10. 

Meetings of the Overview and Scrutiny Committee (Scrutiny Panels) 
 
There shall be at least 6 ordinary meetings of the Overview and Scrutiny 
Committee in each year.  In addition, extraordinary meetings may be called from 
time to time as and when appropriate.  An Overview and Scrutiny Committee or 
Panel may be called by the Chair of the relevant Committee/Panel, by 2 
Members of the Committee/Panel or by the Chief Executive if he/she considers it 
necessary or appropriate. 
 
The Overview and Scrutiny Committee (Scrutiny Panel) will meet in public and be 
subject to the statutory access to information provisions.  The press and public 
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may be excluded and papers withheld from access only if they meet statutory 
definitions of exempt or confidential information. 
 
The Chair and Vice Chair of Overview and Scrutiny Committee and the Chairs 
and Vice Chairs of the Scrutiny Panels shall meet at least twice a year to: 
 
(i) 
Review the issues arising from the Member development programme and 
make recommendations as appropriate to the Committee, Panels and 
Cabinet. 
 
(ii) 
Agree work programmes for the Committee and Panels to facilitate more 
proactive policy development work, more relevant and appropriate 
involvement in Best Value Reviews and to timetable consideration of plans 
and strategies forming the Policy Framework and Budget process. 
 
(iii) 
Review Overview and Scrutiny arrangements with a view to making 
recommendations on changes to the Constitution. 
 
11. Quorum 
 
The quorum for the Committee shall be 3 voting, elected Members. 
 
The quorum for a Scrutiny Panel shall be 3 voting, elected Members. 
 
The quorum for a Task and Finish Group shall be 2 voting, elected Members.    
 
12. 

Who chairs Overview and Scrutiny Committee (Scrutiny Panel) meetings? 
 
The position of the Chair of the Committee will be offered to an opposition group 
member and the position of the vice chair offered to a member of the Joint 
Administration.  The Committee may appoint as chair any of its voting members if 
that offer is not accepted. 
 
Each Panel will consider electing a Chair and Vice-Chair at its first meeting.  As 
far as practicable, Chairs and Vice-Chairs will in total number, reflect the political 
balance of the Council.  The Adult and Community Services Panel may appoint a 
voting, co-opted Member to act as a Chair or Vice Chair.  However any co-opted 
Members so appointed may only vote (or exercise a casting vote, if Chair) on 
matters relating to education. 
 
13. Work 
programme 
 
Subject to its terms of reference, the Overview and Scrutiny Committee (Scrutiny 
Panel) will be responsible for setting its own work programme and in doing so 
shall take into account the wishes of every Member on that Committee.  
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14. Agenda 
items 
 
Any member of the Overview and Scrutiny Committee (Scrutiny Panel) shall be 
entitled to give notice to the Assistant Director (Democratic Services) that he/she 
wishes an item relevant to the functions of the Committee (Scrutiny Panel) to be 
included on the agenda for the next available meeting of the Committee (Scrutiny 
Panel).  On receipt of such a request the Assistant Director (Democratic 
Services) will ensure that it is included on the next available agenda.  (See call-in 
rules) 
 
The Overview and Scrutiny Committee (Scrutiny Panel) shall also respond, as 
soon as its work programme permits, to requests from the Council and, if it 
considers it appropriate, the executive, to review particular areas of Council 
activity.  Where they do so, the Overview and Scrutiny Committee (Scrutiny 
Panel) shall report its findings and any recommendations back to the Cabinet 
and/or Council.  The Council and/or the Cabinet shall consider the report of the 
Overview and Scrutiny Panel by no later than the end of the following cycle of 
meetings. 
 
Members of the Cabinet or any Officer exercising a delegated authority shall 
have the right to submit a report on any matter for which they are responsible 
and which is being considered by the Overview and Scrutiny Committee and the 
Committee must take the report into consideration when reaching any conclusion 
on the matter. 
 
Officers should ensure that all relevant information is provided to the 
Committee/Panel in a timely manner so that full and proper consideration can be 
given to the matter(s) before it. 
 
Where additional, relevant information (including the results of a consultation 
exercise, etc.) becomes available in respect of a matter currently or recently 
under scrutiny, the Chair and Vice-Chair shall be so advised at the earliest 
opportunity and the same information passed to the Committee Panel as soon as 
practicable. 
 
15. 
Policy review and development 
 
(a)  The role of the Overview and Scrutiny Committee in relation to the 
development of the Council’s budget and policy framework is set out in 
detail in the Budget and Policy Framework Procedure Rules. 
 
(b)  In relation to the development of the Council’s approach to other matters 
not forming part of its policy and budget framework, the Overview and 
Scrutiny Committee (Scrutiny Panel) may make proposals to the Cabinet for 
developments in so far as they relate to matters within their terms of 
reference. 
 
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(c)  The Overview and Scrutiny Committee (Scrutiny Panel) may hold enquiries 
and investigate the available options for future direction in policy 
development and may appoint advisers and assessors to assist them in this 
process.  They may go on site visits, conduct public surveys, hold public 
meetings, commission research and do all other things that they reasonably 
consider necessary to inform their deliberations.  They may ask witnesses 
to attend to address them on any matter under consideration and may pay 
to any advisers, assessors and witnesses a reasonable fee and expenses 
for doing so. 
 
16.  Reports from the Overview and Scrutiny Committee (Scrutiny Sub- 
Committee) 
 
(a)  Once it has formed recommendations on proposals for development, the 
Overview and Scrutiny Committee (Scrutiny Panel) will prepare a formal 
report and submit it to the Proper Officer for consideration by the Cabinet (if 
the proposals are consistent with the existing budgetary and policy 
framework), or to the Council as appropriate (e.g. if the recommendation 
would require a departure from or a change to the agreed budget and policy 
framework). 
 
(b)  If the Overview and Scrutiny Committee (Scrutiny Panel) cannot agree on 
one single final report to the Council or executive as appropriate, then a 
minority report may be prepared and submitted for consideration by the 
Council or Cabinet with the majority report. 
 
(c)  The Council or Cabinet shall consider a report of the Overview and Scrutiny 
Committee (Scrutiny Panel) by no later than the end of the following cycle of 
meetings. 
 
17. 

Consideration of the Overview and Scrutiny Committee (Scrutiny Panel) 
reports by the executive 

 
(a)  Once a Overview and Scrutiny Committee (Scrutiny Panel) report on any 
matter which is the responsibility of the Executive has been completed, it 
shall be included on the agenda of the next available meeting of the 
executive, unless the matter which is the subject of the report is scheduled 
to be considered by the executive within a period of 6 weeks from the date 
the report was adopted by the Overview and Scrutiny Committee (Scrutiny 
Panel).  In such cases, the report of the Overview and Scrutiny Committee 
(Scrutiny Panel) shall be considered by the Cabinet when it considers that 
matter.  If for any reason the Cabinet does not consider the report within 6 
weeks then the matter will be referred to Council for review, and the Proper 
Officer will call a Council meeting to consider the report and make a 
recommendation to the Cabinet. 
 
(b)  The Overview and Scrutiny Committee (Scrutiny Panel) will in any event 
have access to the Cabinet’s forward plan and timetable for decisions and 
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intentions for consultation.  Even where an item is not the subject of 
detailed proposals from a Overview and Scrutiny Committee (Scrutiny 
Panel) following a consideration of possible policy/service developments, 
the Committee (Scrutiny Panel) will be able to respond in the course of the 
Cabinet’s consultation process in relation to any key decision. 
 
18. 
Rights of the Overview and Scrutiny Committee (Scrutiny Panels) Members 
to documents 

 
(a)  In addition to their rights as Members, Members of the Overview and 
Scrutiny Committee (Scrutiny Panel) have the additional right to documents, 
and to notice of meetings as set out in the Access to Information Procedure 
Rules in Part 4 of this Constitution. 
 
(b)  On occasions there will be more detailed liaison between Cabinet and 
Overview and Scrutiny Committee. 
 
19. 
Members and Officers giving account 
 
(a)  The Overview and Scrutiny Committee (Scrutiny Panel) may scrutinise and 
review decisions made or actions taken in connection with the discharge of 
any Council function which falls within its remit.  As well as reviewing 
documentation, in fulfilling the scrutiny role, it may require any member of 
the executive, the head of paid service and/or any senior officer/postholder 
named in the scheme of delegation exercising delegated authority to attend 
before it to explain in relation to matters within their remit: 
 
(i) 
any particular decision or series of decisions; 
 
(ii)  the extent to which the actions taken implement Council policy; and/or 
 
(iii) their 
performance. 
 
and it is the duty of those persons to attend if so required.  Subject to the 
rules in respect of confidential or exempt information, all questions will be 
put and answered in public. 
 
(b)  Where any Member or Officer is required to attend an Overview and 
Scrutiny Committee (Scrutiny Panel) under this provision, the chair of the 
Committee (Scrutiny Panel) will inform the Assistant Director (Democratic 
Services).  The decision to require such attendance  will be taken by the 
body itself or, where awaiting the next meeting of the body would lead to 
delay, by the Chair.   
 
(c)  The Assistant Director (Democratic Services) shall inform the member or 
officer in writing of the meeting at which he/she is required to attend. The 
Executive Member or Officer shall be given at least 5 clear working days 
notice of the requirement to attend and answer questions.  The notice will 
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state the nature of the item on which he/she is required to attend to give 
account and whether any papers are required to be produced for the 
Committee (Scrutiny Panel).  Where the account to be given to the 
Committee (Scrutiny Panel) will require the production of a report, then the 
member or officer concerned will be given sufficient notice to allow for 
preparation of that documentation. The direction given to the Executive 
Member/Officer shall clearly state the precise decision, subject matter or 
issue on which questions will be asked and, if known, the nature of the 
queries. 
 
(d)  A Member or Officer must attend unless they have reasonable grounds for 
refusal, such grounds may include but are not limited to:. 
 
• Ill 
Health 
• Holiday 
•  Prior personal or business commitments which are inescapable or 
which it would be contrary to Council procedure or practice to cancel 
or re-arrange. 
•  The receipt of legal advice recommending that the Member or 
Officer does not attend. 
•  A repeat request to attend to give account on an item in respect of 
which the Member/Officer has previously attended. 
 
Where, in exceptional circumstances, the member or officer is unable to 
attend on the required date, then the Overview and Scrutiny Committee 
(Scrutiny Panel) shall in consultation with the member or officer arrange an 
alternative date for attendance. 
 
(e)  Questioning must be conducted in an atmosphere of mutual respect and 
trust consistent with the codes of conduct and in a manner that avoids 
negative or undermining interrogation or open or implied criticism. 
 
(f)  Questions may be put by any Member or Co-opted Member of the 
Committee (Scrutiny Panel) and must be directly relevant to the subject 
matter of the agenda item for the meeting and the notice given to the 
Executive Member of Officer.   
 
(g)  The questioning process is an opportunity for the Overview and Scrutiny 
Members to obtain information or explanation about executive decisions or 
proposals and not to criticise or comment on judgement exercised or the 
conduct of the Member of Officer.  Wording of any query must be confined 
to a question and not include unnecessary or extraneous comment. 
 
(h)  The Executive Member or Officer is expected to co-operate with the 
Scrutiny process and answer all questions as fully as possible.  They may 
decline to answer only where they feel that a reply would be inappropriate or 
injurious for legal or confidentiality reasons.  The Member or Officer should 
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give a reason if they do decline to reply.  If a Member or Officer has 
concerns or information about a matter under scrutiny that he or she feels 
unable to express at a meeting, he or she should normally raise it 
beforehand (where possible) with the Chair or Vice-Chair.  Where an Officer 
has concerns about an issue raised by someone else at a scrutiny meeting, 
they should normally advise the meeting of their reservations and ask to be 
heard at the discretion of the Chair under Part II of the meeting, where the 
matter is of an appropriate nature. 
 
(i) 
The Executive Member/Officer must be allowed to reply without interruption 
and to submit any information they consider necessary, whether oral or 
written, in order to adequately respond to any questions. 
 
(j) 
Supplementary questions may be asked but a question shall not be pursued 
once the Executive Member/Officer has indicated that they consider they 
have given a full and final reply and the Chair is satisfied they have done so. 
 
(k)  Questions and replies shall be recorded by the Administrator servicing the 
meeting.  The Chair, a Questioner or the Executive Member/Officer may ask 
for confirmation of the note taken of any question or reply at the time the 
question is asked or the answer given or immediately afterwards. 
 
Questions and replies need not be included within the formal minute or 
record of the meeting unless directly relevant to any decision reached. 
 
(l) 
Where a Scrutiny  Committee/Panel finds that some procedure or process 
(or similar matter) has not been properly undertaken by the Council (e.g. a 
letter or petition not properly responded to) this should be recorded in the 
minutes together with the observations of the Officers (if any) so that the 
matter can be investigated and reported back as may be agreed by the  
Committee/Panel. 
 
(m)  The Chair of the meeting will decide at which point the asking of questions 
has been completed and will advise the Executive Member/Officer that they 
are free to leave should they wish to do so.  No debate will take place on 
any question or reply until all questions have been put and answered. 
 
(n)  Nothing in these arrangements will prevent the normal attendance at the 
Overview and Scrutiny Committee or its Panel of Members or Officers to 
give advice, information or views as they would usually do, or prevent the 
Committee or Panels from inviting such attendance 
 
20. 
Attendance by others 
 
The Overview and Scrutiny Committee (Scrutiny Panel) may invite people other 
than those people referred to in paragraph 15 above to address it, discuss issues 
of local concern, answer questions give advice or information to assist in its 
deliberations.  It may for example wish to hear from residents, stakeholders and 
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Members and officers in other parts of the public sector and shall invite such 
people to attend. 
 
Where any such persons are invited, advance notice of their attendance shall be 
given to relevant Officers so that, if necessary, an Officer briefing may be 
arranged for the Panel to ensure that it is fully informed of all relevant 
information. 
 
Where any such persons attend a meeting, they shall be informed that any 
written evidence they wish to present to the panel must be provided to the 
Secretariat in advance so that it can be circulated to Members prior to the 
meeting.  Any written evidence not so provided will normally be disregarded by 
the Committee/Panel. 
 
Members who are not Members of the Committee (Scrutiny Panel) may attend 
meetings of the Overview and Scrutiny Committee (Scrutiny Panel) and of its 
Panels as observers and may speak at the discretion of the Chair. 
 
21. Call-in 
 

Any Member of the Council or any Co-opted Member of the Overview and 
Scrutiny Committee or Panel may request that the Overview and Scrutiny 
Committee consider  
 
(i) 
Any decision/proposed decision of the Cabinet. 
(ii) 
Officer decisions (as specified by the Council) taken under delegated 
authority. 
(iii) 
Initiating a review of other executive functions of the authority or matters 
connected with those functions. 
(iv) 
Initiating a review in respect of the discharge of functions which are not the 
responsibility of the Cabinet or of matters affecting the Authority’s area or 
inhabitants. 
 
The call-in procedure does not apply to matters which have been considered and 
determined by Overview and Scrutiny Committee or Council within the preceding 
six months. 
 
Procedure 
 
(1) 
Any such request must be signed by a Member of the Council and submitted in 
writing to the Assistant Director (Democratic Services)  and must state the 
reasons why the request to have the matter considered has been made.  
 
(2) 
In respect of a call-in of a Cabinet or Officer decision, the call in must be received 
within five working days of delivery of the publication of the decision (by 5.00 
p.m.). 
 
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(3) 
In respect of any other review call in, the call in must be received no later than 10 
working days before the date of the Overview and Scrutiny Committee or 
Scrutiny Panel to which it is to be submitted (other than in cases of urgency 
agreed by the Chair). 
 
(4) 
A call-in request, once submitted may not be withdrawn except by a letter signed 
by the original signatory delivered to the Assistant Director (Democratic 
Services). 
 
(5) 
The Director of Legal, Democratic and Development Services in consultation with 
the Chair of the Overview and Scrutiny Committee will determine the 
appropriateness of a call in under these procedures.  If a call in is rejected as 
inappropriate the signatory will be advised of the decision and the reasons for it.  
The Overview and Scrutiny Committee will also be informed at its next meeting. 
 
(6) 
Once received a call-in request will be submitted to the Overview and Scrutiny 
Committee or to the appropriate Panel together with Officer comment on legal, 
resource and other relevant matters (subject to 5 above).  The Overview and 
Scrutiny Committee will be advised of any call-ins passed direct to its Panels. 
 
(7) 
The signatory to any request shall be given notice of the meeting at which the 
matter will be considered and will have an opportunity to speak in support of the 
request.  The Committee/Panels shall defer consideration of a call-in on one 
occasion if the signatory to the call-in does not attend the meeting to which it is 
submitted. 
 
Cabinet Decisions – Call-in 
 
 
Before the Cabinet decision is taken 
 
(8) 
A summary of the agenda for the Cabinet will be circulated to all Members of the 
Council at the same time as the agenda is despatched.   
 
(9) 
Any Member call-in received on these proposed decisions, before the meeting, 
will be reported to the Cabinet and it can, if it wishes, agree to defer 
implementation of the decision in question pending consideration of the call-in by 
the Overview and Scrutiny Committee in which case the call in will be reported to 
the Overview and Scrutiny Committee and its views will be reported to the 
Cabinet prior to the decision being implemented (time permitting).  If the Cabinet 
decides not to defer implementation of the decision the call-in will be reported to 
the Overview and Scrutiny Committee for post decision scrutiny in the normal 
way.  
 
After the Cabinet decision is taken 
 
(10) Following 
the 
Cabinet 
meeting a summary of the decisions taken will be 
circulated to all Members of the Council.  The summary will indicate which of the 
decisions have been resolved under delegated authority and which form a 
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recommendation to the Council. All decisions that are within the delegated 
authority of the Cabinet (resolved items) will be subject to a five working day 
delay before implementation from delivery of the summary (other than those 
items which need to be implemented urgently).  
 
(a) 
Resolved decisions 
 
(11)  It is for the Cabinet to determine with advice from the relevant 
Commissioner/Chief Officer, whether or not the implementation of a decision 
should and can be delayed.  In making this decision, the Cabinet will have regard 
to: 
 
•  Whether the decision needs to be implemented by a particular date. 
 
•  Whether any particular deadlines have been imposed by or to the Council in 
terms of implementation, and whether not meeting those deadlines would 
cause embarrassment and/or detriment to the Council or a third party in any 
way and the extent/risk of this. 
 
•  The timescale for submission of the call-in to the Overview and Scrutiny 
Committee/Panel and for those views to be reported to the Cabinet and 
whether this falls within a realistic timetable for deferring implementation of a 
decision. 
 
(12)  If a decision is taken not to defer the implementation of a decision, the reasons 
for this decision will be clearly set out in the minutes of the Cabinet and reported 
to the Overview and Scrutiny Committee.  The call-in will also be reported to the 
Overview and Scrutiny Committee for post-decision scrutiny in the normal way. 
 
(b) 
Recommended decisions (Decisions outside the Policy and Financial 
Framework or reserved to Council under the Constitution) 

 
(13)  On receipt of a Member call-in on a matter not within the Policy and Financial 
Framework or on a matter reserved to Council will be submitted to the next 
Overview and Scrutiny Committee for consideration.  (A special meeting will be 
convened if necessary).  The views of the Overview and Scrutiny Committee will 
be reported to the Cabinet (if time permits) prior to the issue being considered by 
the Council. 
 
Officer Decisions – Call-in 
 
(14)  A Schedule of significant decisions taken by Officers will be circulated to all 
Members on a monthly basis.   
 
(15)  Member call-ins will be submitted to the next Overview and Scrutiny Committee 
for consideration and dealt with in the same way as other post decision call-ins. 
 
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Request for Review/Scrutiny of other Functions or Matters 
 
(16)  Any Member call-in request on any function of the Authority or matter relating to 
the Borough or its inhabitants must be justified on the basis of best value or raise 
questions of significance appropriate to the terms of reference of the Overview 
and Scrutiny Committee/Scrutiny Panel. 
 
(17) 
The Committee/Scrutiny Panel, in agreeing to initiate the review, will stipulate the 
timetable for completion and report back and will also advise the appropriate 
Committee or Officer of the review and investigations it has, or proposes to 
initiate. 
 
(18) 
Recommendations and findings of any Scrutiny Panel asked to consider a review 
will be submitted to the Overview and Scrutiny Committee in writing together with 
any comments the Cabinet, other Committee or Officer may have made when 
advised that the review was to take place if these have not already been 
reported.  The Overview and Scrutiny Committee’s recommendations as a result 
of the review will be submitted to the appropriate Committee and may also be 
submitted to the Council. 
 
Action the Overview and Scrutiny (Sub-)Committee/  Scrutiny Panels can 
take on a Call-in 

 
(19)  The Overview and Scrutiny Committee/Panel will consider and determine any 
call-in request having regard to  
 
(i) 
the adequacy and completeness of information available at the meeting  
 
(ii) 
the appropriateness and relevance of the subject matter of any request 
 
(iii) 
the possible implications on other services and available budgets 
 
(iv) 
any other reviews which currently may be undertaken or proposed to be 
undertaken to avoid any duplication of responsive action 
 
(v) 
the respective priority within the Committee’s/Panels overall work 
programme to be afforded to any approved request for review. 
 
(20)  The Committee/Scrutiny Panel may defer consideration of a call-in on one 
occasion only if the signatory to the call-in is unable to attend the meeting to 
which it is submitted. 
 
(21)  The Overview and Scrutiny Committee/Scrutiny Panel may:  
 
(i) 
Agree to take no further action on the request (reason for that decision to 
be recorded in the minutes and Members are advised). 
 
(ii) 
Make alternative recommendations to the Cabinet (if time permits) or 
Council on those Cabinet matters that are recommended to the Council. 
 
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(iii) 
Make alternative recommendations/views to the Cabinet on those matters 
that have been resolved by the Cabinet and implementation has been 
delayed due to the receipt of a call-in.   
(iv) 
Make representations/views known to the Cabinet or Council in respect of 
decisions taken and implemented within Cabinet or Officer delegated 
powers.   
 
(v) 
Agree the request for a review of any function of the authority or matter 
affecting the Borough or its inhabitants and determine the matter at the 
meeting. 
 
(vi) 
Agree the request for a review of a function or other relevant matter and 
delegate conduct of the review to a Scrutiny Panel and determine the 
priority that should be allocated to it. 
 
Response/Action that can be taken by Cabinet or other appropriate 
Committee on receipt of views of the Overview and Scrutiny Committee 
Panel 

 
(22) 
The Cabinet can: 
 
(i) 
Agree with and implement the Overview and Scrutiny Committee’s Panels 
alternative recommendations (if implementation of a decision has been 
delayed). 
 
(ii) Endorse 
its 
original 
decision in its entirety or partially amend it and 
implement it forthwith (If the matter is within the Policy and Financial 
Framework). 
 
(iii)  
Refer the matter to Council for determination (If not a solely executive 
matter)

 
(iv) 
Forward comments on the views received to the Council where the matter 
is one outside the Policy and Financial Framework or reserved to the 
Council under the Constitution. 
 
(v)  Agree/amend/take no action on the Overview and Scrutiny 
 
Committee’s/Panels recommendations on a review initiated by that 
Committee/Panel. 
 
(vi) 
Agree action to be taken with regard to an officer delegated decision. 
 
 
Part 4 – 4.5 Overview and Scrutiny Procedure Rules 
Council – May 2006 
 
211

SCHEDULE OF ‘SIGNIFICANT’ OFFICER DECISIONS – To be circulated monthly to 
all Members 
 
1.  Tenders/Contracts over £50,000 or ‘sensitive’ excluding individual social services 
care packages and school placements. 
 
2.  Exemptions to Competitive Tendering. 
 
3. Redundancies/Early 
Retirements 
above 5 in Service area or a 2nd/3rd Tier Officer. 
 
4.  Decision to commence formal organisational restructuring/consultation. 
 
5.  Consultation responses other than technical responses where officers asked for 
Member views. 
 
6.  Write-off of individual debts between £5,000 and £10,000. 
 
7.  Decisions arising from external report on significant Health and Safety at Work Act 
risk. 
 
8.  Compulsory Purchase Orders. 
 
9.  Action with regard to Petitions. 
 
10. Grants. 
 
11. Consultancies  over  £5,000 (excluding cover for established posts) or any 
consultancy offered to former Senior Officers of the Council of 3rd tier and above. 
 
12. Other decisions such as those with political, media or industrial relations 
implications that Chief Officers consider Members should be aware of. 
 
Part 4 – 4.5 Overview and Scrutiny Procedure Rules 
Council – May 2006 
 
212

PO LICY/SERVICE REVIEWS - REQUESTED UNDER THE CALL-IN 
 
PROCEDURE OR INITIATED BY THE OVERVIEW AND SCRUTINY 
 
COMMITTEE OR SCRUTINY PANELS 
 
 
 
 
Request for call-in 
 
 
 
10 working days 
 
 
OSC agrees no 
 
Overview & Scrutiny Committee (O&S) meets, 
accedes/deadlines to request, determines 
action on review. 
 
matter at the meeting or initiates a review 
Notifies Member 
 
within 2 wkg days 
 
 
 
 
O&S or Scrutiny Panel allocated matter 
conducts review within timescale set 
 
 
 
 
 
 
 
O&S considers Review findings and any 
 
submission from the Cabinet  
 
 
 
Cabinet agrees 
 
 
and implements. 
Cabinet considers O&S recommendations 
 
Notifies O&S 
 
within 2 wkg days 
 
 
 
Cabinet disagrees. 
 
Notifies O&S 
 
within 2 wkg days 
 
 
 
 
At its discretion only, Cabinet can refer 
 
the matter to Council 
Cabinet decision will 
 
be subject to normal 
post decision 
 
scrutiny 
 
 
Part 4 – 4.5 Overview and Scrutiny Procedure Rules 
Council – May 2006 
 
213

Part 4 – 4.5 
 
CALL-IN OF CABINET DECISIONS 
 
DECISIONS WITHIN THE POLICY 
 
DECISIONS CONTRARY TO OR NOT 
AND FINANCIAL FRAMEWORK 
SUMMAR  
Y OF CABINET 
WHOLLY IN ACCORDANCE WITH 
Overvie
DECISIONS
 
 MADE CIRCULATED  
POLICY AND FINANCIAL FRAMEWORK 
 
TO ALL MEMBERS 
WITHIN 5 WORKING DAYS
WITHIN 5 WORKING DAYS 
 
w an
  If urgent 
 
Call in received
If urgent 
No Call-in received 
d Scrutiny P
 
No Call-in received 
Call in received
If urgent 
    If non  urgent 
Chair of O&S Committee/Relevant 
 
Panel consulted
DECISION 
 DECISION 
DECISION IMPLEMENTED  
O&S MEETS 
O&S DECIDE 
IMPLEMENTED 
DECIDES 
ALTERNATIVE 
 
FORTHWITH
COUNCIL 
NO ACTION 
RECS 
 
CONSIDERS 
ON CALL-IN
REPORT TO O&S 
O&S MEETS TO CONSIDER 
IF AGREES 
IF NO AGREEMENT 
rocedu
WIT
CABINET 
 
H REASONS 
DECISION 
TO URGENCY 
If sufficient time 
WHY COULDN’T  
PROPOSAL
URGENT IN 
 
BE DELAYED 
O&S DECIDE 
O&S TAKES VIEW THAT 
CIRCUMSTANCES
re Ru
 
DECISION CONTRARY 
If 
insufficient 
ALTERNATIVE  
OR 
COUNCIL 
 
TO POLICY AND 
COUNCIL 
time 
RECS 
FINANCIAL F/WORK
MEETS
les 
 
O&S DECIDE  
MEETS 
NO ACTION  
214
 
CABINET 
ON CALL-IN 
MEETS TO 
 
CABINET 
COUNCIL 
 
CONSIDERS 
CONSIDER 
 
MEETS 
O&S RECS 
O&S RECS 
    
DECISION 
 DECISION 
IMPLEMENTED  
IMPLEMENTED 
DECISION 
DECISION 
DECISION 
 
FORTHWITH 
MADE BY 
MADE BY 
MADE BY 
 
DECIDES DECISION 
COUNCIL 
COUNCIL 
DECIDES DECISION 
COUNCIL 
IS CONTRARY TO 
 
NOT CONTRARY TO 
P&F F/WORK 
P&F F/WORK 
 
 
REQUEST CABINET 
COUNCIL 
COUNCIL 
 
RECONSIDER IF COUNCIL 
DECISION 
REPORT TO COUNCIL 
BELIEVES DIFFERENT 
MEETS 
MEETS 
IMPLEMENTED 
EXPLAINING 
 
DECISION  
DECISION 
(AMENDED IF 
DECISION, REASONS 
MORE APPROPRIATE 
 
CABINET WISHES) 
MADE BY 
FOR IT & REASON 
 
COUNCIL 
FOR URGENCY 
Cou
 
CABINET 
 
MEETS
DECISION 
ncil – Ma
DECISION 
 
MADE BY 
MADE BY 
COUNCIL 
COUNCIL
DECISION 
IMPLEMENTED 
y 200
(AMENDED IF CABINET 
WISHES) 
6
 
 

22. The 
Party 
Whip 
 
Members of the Overview and Scrutiny Committee and its Panels are not 
subject to a party whip.   
 
23.  Procedure at Overview and Scrutiny Committee (Scrutiny Panel) 
meetings 
 
(a) The Overview and Scrutiny Committee (Scrutiny Panel) shall consider 
the following business: 
 
(i) 
minutes of the last meeting; 
 
(ii)  declarations of interest; 
 
(iii)  consideration of any matter referred to the Committee (Panel) for 
a decision in relation to call in of a decision; 
 
(iv)  responses of the Cabinet to reports of the Overview and Scrutiny 
Committee (Scrutiny Panel); and 
 
(v)  the business otherwise set out on the agenda for the meeting. 
 
(b) Where the Overview and Scrutiny Committee (or Panel) conducts 
investigations (e.g. with a view to policy development), the Committee 
(Panel) may also ask people to attend to give evidence at Committee 
(Panel) meetings which are to be conducted in accordance with the 
following principles: 
 
(i)  that the investigation be conducted fairly and all Members of the 
Committee (Scrutiny Panel) be given the opportunity to ask 
questions of attendees, and to contribute and speak; 
 
(ii)  that those assisting the Committee (Scrutiny Panel) by giving 
evidence be treated with respect and courtesy; and 
 
(iii) that the investigation be conducted so as to maximise the 
efficiency of the investigation or analysis. 
 
(c)  Following any investigation or review, the Committee (Scrutiny Panel) 
shall prepare a report, for submission to the Executive and/or Council 
as appropriate, and shall make its report and findings public. 
Part 4 – 4.5 Overview and Scrutiny Procedure Rules 
Council – May 2006 
215 

 
PROTOCOL FOR POLICY AND BEST VALUE REVIEWS 
 
Development of reviews on the Policy Framework, etc are clearly identified 
as executive functions.  The Constitution should provide for Members in 
their representational role to play a significant part in consultations on: 
 
∗  Development of Best Value Performance Plans. 
 
∗ Best 
Value 
Reviews. 
 
∗  Other local initiatives. 
 
∗  The community planning process more generally. 
 
 
1. 
The Cabinet will recommend to the Council an annual policy and 
financial framework including: 
 
(a) 
The Best Value Performance Plan comprising Best Value 
reviews. 
 
(b) Policy 
reviews 
 
(c) 
How those reviews will be led and implemented, their terms 
of reference and the broad timetable for doing so. 
 
2. 
The Cabinet  will consult the Overview and Scrutiny Committee 
which may: 
 
(a) 
comment on the overall framework, any specific proposals 
for policy reviews and the overall Performance Plan including 
the reviews to be undertaken, their terms of reference, 
timetabling and suggested means of implementation; and 
 
(b) 
identify any Policy or Best Value reviews in which it would 
wish Scrutiny and Frontline Members to be involved and how 
this would be done. 
 
(c) 
Comment on budget proposals and put forward alternative 
funding solutions. 
 
(d) Delegate 
consideration 
to a Scrutiny Panel. 
 
3. 
The recommendations of the Cabinet and of the Overview and 
Scrutiny Committee (or Panel(s)) together with any views of the 
Part 4 – 4.5 Overview and Scrutiny Procedure Rules 
Council – May 2006 
216 

Cabinet on the Overview and Scrutiny Committee 
recommendations, will be submitted to Council which will approve 
the policy and financial framework, including the Performance Plan 
and its means of implementation. 
 
4. 
Each Policy and Best Value review will be the responsibility of a 
particular Cabinet Commissioner but project leadership may be 
delegated.   
 
5. 
Subject to there being no conflict of interest, Scrutiny and Frontline 
Members may be involved in Policy and Best Value reviews as 
determined by the Overview and Scrutiny Committee (Scrutiny 
Panels).  Depending on the nature of involvement in a review 
Members of the Overview and Scrutiny Committee or Scrutiny 
Panel involved in any review will be required to declare an interest 
when the matter comes before the Overview and Scrutiny 
Committee or Panel and take no part in the voting. 
 
6. 
If the Overview and Scrutiny Committee or one of its Panels 
indicates that it wishes to be consulted on an ongoing Best Value or 
Policy review, the Review  will submit  progress reports as required 
to the Committee/Panel. 
 
7. 
The draft outcomes and recommendations of a Best Value or Policy 
review will be informally cleared by the appropriate Cabinet 
Commissioner prior to submission to the Overview and Scrutiny 
Committee for comment.    
 
8. 
The outcomes and recommendations arising from reviews will be 
submitted to the Cabinet.  The views  of the Overview and Scrutiny 
Committee will also be submitted to the Cabinet.  Minority reports 
will be submitted at the same time as the views of the Overview and 
Scrutiny Committee (Panel) and will accompany the final report of 
the Committee (Panel). 
 
9. 
The Cabinet may take a decision when it has delegated authority to 
do so.  However, as the reviews generally cover matters of policy, 
the Cabinet will normally make recommendations to the full Council. 
 
10. 
The Overview and Scrutiny Committee or a Scrutiny Panel may 
scrutinise a decision of the Cabinet, the review process followed 
and overall progress on Performance or Policy Plan implementation 
but not to the effect of initiating an alternative concurrent or 
immediately subsequent review on the matter in question, unless 
authorised by full Council. 
 
Part 4 – 4.5 Overview and Scrutiny Procedure Rules 
Council – May 2006 
217 

11. 
The Overview and Scrutiny Committee or a Scrutiny Panel shall not 
initiate a further Best Value or Policy review on any matter within 
twelve months from the date of any decision on the outcome of a 
Policy or Best Value review within the approved framework and 
determined by the Cabinet  or Council. 
 
12. 
Any significant amendment to the framework or Performance Plan 
will be approved by the Council. 
 
13. 
The relevant Chief Officer will ensure that a progress report is 
submitted to the Cabinet/Overview and Scrutiny Committee six 
months after the approval of Best Value Review recommendations 
 
 
 
 
Part 4 – 4.5 Overview and Scrutiny Procedure Rules 
Council – May 2006 
218 

 
PLANNED POLICY/BEST VALUE REVIEWS 
 
 
Cabinet recommends the Council's Annual Policy and Financial Framework 
Overview and Scrutiny Committee comments on the Framework consulting 
Scrutiny Panels as necessary 
Cabinet will consider the Overview and Scrutiny Committee's comments/ 
recommendations 
Cabinet recommendations plus any recommendations from the Overview 
and Scrutiny Committee and the Cabinet views thereon will be considered 
by Council 
O&S/Panels monitor 
Cabinet implements the Reviews agreed by Council 
implementation 
Draft outcomes/recommendations cleared by Cabinet Commissioner 
O&S considers the draft outcomes/recommendations 
Cabinet considers outcomes and 
Cabinet makes 
Subject to 
recommendations arising from the Reviews 
non policy 
scrutiny call-in 
including views of O&S 
decisions 
procedure 
delegated to it 
Cabinet makes new policy recommendations  
Subject to scrutiny 
to Council 
call-in procedure 
O&S decides 
no action 
O&S makes 
recommendations 
to Council 
Council considers Cabinet recommendations, 
Cabinet considers Overview & 
Overview and Scrutiny Committee's views and 
Scrutiny  Committee's comments, etc 
the Cabinet comments thereon
Part 4 – 4.5 Overview and Scrutiny Procedure Rules 
 
Council – May 2006 
219

Part 4.6 
 
Financial Procedure Rules 
 
 
1. 
INTRODUCTION
 
1.1 
These Rules outline in broad terms the system of financial administration to operate within 
the Council at Directorate level. They are complementary to the relevant sections of the 
Constitution, which seek to prescribe a framework for the effective management of the 
Council’s financial business and to ensure that public accountability and high standards of 
financial integrity are exercised in the use of public funds. These  Financial Procedure 
Rules are controlled by the Cabinet and are subject to any overriding or general direction 
by the Council. 
 
1.2 
These Rules shall apply to any service carried out by or on behalf of the Council, except 
where expressly approved by Council, in any delegation or agency scheme, agreement or 
other document made with any other authority, body or person. 
 
1.3 
The Strategic Director of Finance & Property shall make recommendations to Cabinet to 
keep these Rules up to date and ensure that: 
 
(a)  all Members and Officers are aware of their existence and understand that failure to 
comply with their requirements or with instructions issued under them will constitute 
misconduct; 
 
(b)  all details of amendments and instructions issued under these Rules are circulated 
promptly; 
 
1.4 
It shall be the duty of each Strategic Director to ensure that these Rules together with any 
other instructions issued by the Strategic Director of Finance & Property are brought to the 
attention of and followed by their Directorate employees. 
 
2. 

GENERAL
 
2.1 
Subject to any directions and authorisations given by the Council, the Cabinet shall: 
 
(a) 
oversee, co-ordinate and control the Council's finances and accounts; 
 
(b) 
as soon as practicable after the end of each financial year, but in any event prior to 
the statutory date, currently 31st July but from 2005/06 onwards 30 June, approve 
for submission to the External Auditor the statutory Statement of Accounts for the 
preceding financial year; 
 
(c) 
as soon as practicable after receipt, present to the Council the External Auditor's 
Annual Management Letter and any Letter in the Public Interest together with such 
comment and recommendations thereon considered appropriate; 
 
(d) 
maintain the Council's Treasury Management Policy Statement having regard to the 
requirements of the Local Government Act 2003, CIPFA’s Prudential Code for 
Capital Finance and best practice as set out in the CIPFA Code of Practice for 
Treasury Management in Local Authorities with a view to ensuring that the 
authority’s finances continue to be managed on a sound basis; 
 
(e) 
make, keep under review and revise as necessary these Financial Procedure Rules 
to provide for the proper supervision and control of the finances, accounts, income, 
expenditure and assets of the Council in conformity with the Constitution and all 
relevant statutes and best practice. 
Part 4 – 4.6 Financial Procedure Rules 
 
Council - May 2006 
220 

 
(f) 
after consultation with the Scrutiny and Overview Committee make any other 
recommendations to the Council it considers necessary. 
 
2.2 
The Strategic Director of Finance & Property fulfils the statutory responsibilities of the 
“Chief Finance Officer” and shall, for the purposes of Section 151 of the Local 
Government Act 1972, under the general direction of the Cabinet, be responsible for the 
proper administration of the Council's financial affairs. This will also include duties under 
Section 73 of The Local Government Act 1985 and Section 112/114 of The Local 
Government Finance Act 1988 and Sections 25, 27 and 30 of the Local Government Act 
2003. 
 
2.3 
The Cabinet, Commissioners, other Committees and Strategic Directors shall be 
responsible for the observance of the Council's Financial Procedure Rules throughout all 
functions and financial areas under its control. 
 
2.4 
Strategic Directors shall be responsible for the overall accountability and control of 
employees and the security, custody and control of all other resources including vehicles, 
plant, buildings, materials, furnishings, cash and stores appertaining to their respective 
Directorates. 
 
3. 
DEFINITION OF TERMS & RESPONSIBILITIES
 
3.1 
Authorised Officer / Service Manager 
 
Designated by the Council or nominated by a Strategic Director as being charged with 
managing a particular service, project or activity. Service Managers are responsible through 
the Directorate line management structure for the financial management of their area. 
However, such delegation shall not divest the Strategic Director of the responsibility for the 
effective, efficient and proper delivery of such matters.  
 
3.2 
Budget Head 
 
The budget held on a unique code combination. In this context, “budget” must be taken to 
be the permission to spend given by Council.  
 
4.
 
AUDIT & CONTROL ISSUES
 
General 
 
4.1 
The Strategic Director of Finance & Property, the Council’s Internal Audit Team and the 
Council’s External Auditors shall have the authority to: 
 
(a)  enter any Council premises or land; 
 
(b)  have access to all assets, records, documents, correspondence and control systems 
relating to any financial and other transactions of the Council; 
 
(c)  access records belonging to third parties, such as contractors, when required. 
 
(d)  require and receive such explanations as are necessary concerning any matter under 
examination;  
 
(e)  require any employee or agent of the Council to produce cash, stores or any other  
Council property under their control. 
 
Part 4 – 4.6 Financial Procedure Rules 
 
Council - May 2006 
221 

(f)   report to the Head of Paid Service, the Audit Advisory Panel or any other officers or 
members of the Council as are appropriate.. 
 
Internal Audit 
 
4.2 
The Strategic Director of Finance & Property shall ensure that an effective Internal Audit 
Team is maintained by the Council. The Chief Internal Auditor shall provide assurances on 
the adequacy of the internal control system and audit work will be conducted to professional 
standards in accordance with the Auditing Practices Board, CIPFA and other relevant 
guidance. The Chief Internal Auditor will report on internal control no less frequently than 
six monthly. 
 
4.3 
The Strategic Director of Finance & Property shall: 
(a)   approve the strategic and annual audit plans prepared by internal audit, 
which take account of the characteristics and relative risks of the activities 
involved. 
 
(b)   maintain a permanent record of internal audit reports which are available 
for inspection by Members of the Council. 
 
(c)   regularly inform the Audit Advisory Panel of audit reports and corrective 
action, where appropriate. 
 
4.4 
All elected Members, members of staff and contractors must give access at all reasonable 
times to premises, personnel, documents and assets that the auditors consider necessary 
for the purposes of their work and that auditors are provided with any information and 
explanations that they seek in the course of their work. 
 
4.5 
Strategic Directors should consider and respond promptly to recommendations in audit 
reports and ensure that any agreed actions arising from audit recommendations are carried 
out in a timely and efficient fashion. 
 
4.6 
Whenever any matter arises out of any audit activity or otherwise comes to the attention of 
Internal Audit which reveals or suggests the possibility of any irregularity, the Chief Internal 
Auditor shall consult immediately with the Strategic Director of the Directorate concerned, 
the Strategic Director of Finance & Property and the Strategic Director of Law & Corporate 
Governance, to determine the nature of any action to be taken and to effect compliance 
with these Rules. 
 
External Audit 
 
4.7 
External Auditors will be appointed by the Council and their role is to provide: 
•  a report on the financial aspects of the Council’s corporate governance arrangements 
•  an opinion on the Council’s financial statements 
•  a conclusion on the Council’s use of resources 
•  a scored judgement on the use of resources to feed into the Comprehensive 
Performance Assessment process; and 
•  a report on arrangements to manage the Council’s performance, including the 
preparation and publication of specified performance information and compliance in 
respect of the preparation and publication of the Council’s best value performance 
plan (BVPP) 
 
4.8 
The Strategic Director of Finance & Property shall be responsible for the submission of the 
Council’s accounts to the External Auditor in accordance with the Accounts and Audit 
Regulations 2003 and in consultation with the Chief Executive and such other Officers as 
appropriate shall submit these to the Council, with such comments and recommendations 
as considered appropriate. 
Part 4 – 4.6 Financial Procedure Rules 
 
Council - May 2006 
222 

 
4.9 
The Strategic Director of Finance & Property shall be responsible for preparing and 
publishing the audited accounts of the Council for each financial year, in accordance with 
the statutory timetable and with the requirement for the Council to approve the statement of 
accounts within a timescale determined by legislation. 
 
4.10  The Strategic Director of Finance & Property shall ensure that there is effective liaison 
between external and internal audit. 
 
4.11 
The Strategic Director of Finance & Property shall work with the external auditor and advise 
Council, Overview and Scrutiny Committee, Audit Advisory Panel and Strategic Directors 
on their responsibilities in relation to external audit. 
 
Internal Control 
 
4.12  Strategic Directors shall be responsible for ensuring that the whole system of controls, 
financial and otherwise, set up within the organisation provide reasonable assurance that: 
 
(a)  the Council’s policies are put into practice; 
 
(b)  the Council’s values are met; 
 
(c)  laws, rules and regulations both external and internal, are complied with; 
 
(d)  the Constitution, including all Articles, Rules and Codes and Protocols are adhered to; 
 
(e)  financial statements and other published information are accurate and reliable. 
 
4.13  Strategic Directors must obtain prior written agreement from the Director of Finance & 
Property for any new systems or changes to existing financial systems. 
  
Financial Irregularities 
 
4.14  Any employee who becomes aware of any breach of the requirements set out in the 
Constitution, and more particularly these Rules or of any matter that involves or is thought 
to involve, any potential financial irregularity shall notify immediately their Strategic Director. 
The Strategic Director shall consult with the Chief Internal Auditor to determine the most 
appropriate action to be taken. No investigation of potential financial irregularity should take 
place prior to seeking advice from Internal Audit.  Where there is evidence to suggest that a 
criminal offence may have been committed, it shall be the duty of the Strategic Director of 
Finance & Property to refer the matter to the police having taken advice from the Strategic 
Director of Law & Corporate Governance and the Chief Internal Auditor and to inform the 
relevant Lead Commissioners and Leader of the Council. 
 
4.15  It shall be the duty of a Strategic Director  to report to the Chief Executive, the Strategic 
Director of Finance & Property and the Strategic Director of Law & Corporate Governance 
when, after proper investigation, it is determined that the financial sections the Constitution 
have not been complied with, or any financial irregularity has occurred. The report shall 
include details of actions taken and/or proposed. The Chief Executive and the Strategic 
Director of Law & Corporate Governance as Monitoring Officer will consider whether to 
report the matter to the Cabinet or to any other Committee such as the Standards 
Committees.  
 
4.16 
The Strategic Director of Finance & Property is responsible for developing and maintaining 
Anti-Fraud and Corruption and Whistleblowing Policies. 
 
 
Part 4 – 4.6 Financial Procedure Rules 
 
Council - May 2006 
223 

 
 
5. 
ACCOUNTING PROCEDURES
 
5.1 
Subject to statutory requirements and to any directions given by the Cabinet, the Strategic 
Director of Finance & Property shall determine all the accounting procedures and records of 
the Council and its officers and be responsible for making judgements and estimates that 
are reasonable and prudent. 
 
5.2 
The Strategic Director of Finance & Property shall be responsible for keeping the principal 
accounts and financial records of the Council. Directorate financial procedures and records 
shall be compiled and maintained in accordance with such directions given by the Strategic 
Director of Finance & Property  in consultation with the Directorate Strategic Director and 
Service Managers. All the Council’s transactions, material commitments and contracts and 
other essential accounting information should be recorded completely, accurately and on a 
timely basis and reconciliation procedures carried out to ensure transactions are correctly 
recorded. 
 
5.3 
There must be effective protocols for reconstituting accounting records in the event of a 
system failure. 
 
5.4 
A Strategic Director and/or Service Manager shall consult with and must obtain written 
permission from the Strategic Director of Finance & Property before introducing, amending 
or discontinuing any Directorate system, record or procedure that relates to any area 
covered in these Financial Procedure Rules.   
 
5.5 
Strategic Directors in determining the allocation of accounting duties within their 
Directorates shall observe the following principles: 
 
(a) the duties of providing information regarding sums due to the Council and the 
calculating, checking and recording of these sums shall be separated as completely as 
possible from the duty of collecting or disbursing them; 
 
(b) employees charged with the duty of examining or checking the accounts of cash 
transactions shall not themselves be engaged in any of those transactions.  
 
5.6  All relevant Members, finance staff and service managers are required to operate within the 
accounting standards and timetables. 
 
5.7  The Strategic Director of Finance & Property will ensure that all claims for funds, including 
grants, are made by the due date. 
 
6.  
BUDGETING
 
6.1 
The Strategic Director of Finance & Property will develop and maintain a Financial Strategy 
for the Council. The procedure leading to the approval by Council of the Capital Programme 
and Annual Revenue Budget will be determined each year by the Strategic Director of 
Finance & Property. This procedure will be consistent with any direction given by the 
Cabinet which shall fulfil all statutory requirements. 
 
6.2 
The Strategic Director of Finance & Property will advise Council on prudent levels of 
reserves. 
 
6.3 
Capital and Revenue Budgets shall be prepared by Strategic Directors in conjunction with 
the relevant Finance Manager in accordance with directions and targets given by the 
Strategic Director of Finance & Property. Managers are expected to maximise resources by 
identifying and successfully bidding for external grants and funding wherever possible. 
Part 4 – 4.6 Financial Procedure Rules 
 
Council - May 2006 
224 

 
6.4 
Strategic Directors must review the level of all discretionary and non-discretionary charges 
within their control annually in line with the preparation of the Revenue Budget. 
 
6.5 
Revenue and capital budget growth bids and savings targets will be subject to the scrutiny 
and review of a Member/Strategic Director Group that will consider their priority.   
 
6.6 
The Directorate Capital and Revenue Budgets will be presented to the Corporate 
Management Team and subsequently the Cabinet by the Strategic Director of Finance & 
Property for approval prior to being submitted to the Council for consideration. 
 
6.7 
No new revenue or capital scheme(s) may be committed without the specific approval of 
the Cabinet and unless a report including full scheme appraisal has been undertaken. The 
report on the scheme must include a financial and technical appraisal in the format 
prescribed by the Strategic Director of Finance & Property, identifying amongst others, 
alternative/s to the proposed bid, resources required for delivery, delivery mechanism and 
timetable. 
 
6.8 
Before the report is presented to Members, the Strategic Director of Finance & Property 
and the Strategic Director of Law & Corporate Governance must be satisfied that all 
financial and contractual arrangements are in order and that all Financial Procedure Rules 
and Contract Procedure Rules have been complied with. 
 
6.9 
Refer to the Budget and Policy Framework Procedure Rules, also within the Constitution, 
for additional guidance. 
 
7. 
BUDGETARY CONTROL AND VARIATIONS
 
Corporate Budgetary Control  
 
7.1. 
The Strategic Director of Finance & Property shall report to the Cabinet on the Council’s 
overall financial performance and ensure that the Cabinet and other Committees are kept 
adequately informed of the financial implications of their activities.  
 
7.2 
Strategic Directors, with the assistance of their Finance Manager, shall return the 
monitoring information to Corporate Finance each month in accordance with the agreed 
format and timetable. 
 
7.3 
Service Managers shall be responsible for ensuring they supply timely information on 
monthly expenditure, income and commitments to their Finance Managers. 
 
7.4 
All officers producing reports for elected Members must seek support and advice from their 
Finance Manager in assessing the financial implications of any actions recommended.   
The financial implications of reports must then be cleared with the Strategic Director of 
Finance & Property prior to the report being presented to elected Members. 
 
Cost Centre Budgetary Control 
 
7.5 
The Strategic Director of Finance & Property shall ensure that an effective system of 
budgetary control is operated throughout all Directorates. 
 
7.6 
Strategic Directors must nominate a named budget holder for each cost centre within their 
Directorate. 
 
7.7 
Strategic Directors are responsible for the economic, efficient and effective use of 
resources allocated to their Directorate, including identifying opportunities to minimise 
resource requirements without having a detrimental effect on service delivery. 
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7.8 
Service Managers are responsible for the economic, efficient and effective use of resources 
allocated to them. 
 
7.9 
Service Managers are responsible for the day to day monitoring of their agreed income and 
expenditure budgets. Service Managers will be assisted in this duty by financial 
management information, support and advice provided by their Directorate finance section.  
 
7.10 
Service Managers must not spend more than their annual budget and are expected to take 
corrective action if necessary during the course of the year in order to stay within budget.  
 
7.11  Finance managers shall co-ordinate the information from service managers and submit a 
regular monitoring report to the Directorate Management Team. Where a monitoring report 
highlights a projected overspend, the Strategic Director and Service Managers must 
produce an action plan to contain that overspend. 
 
7.12  The Strategic Director of Finance and Property will determine the rules for considering 
either carry forward requests or penalties. Any approved revenue budget that is unspent at 
year-end can only be carried forward if approved, initially by the Strategic Director of 
Finance and Property, Cabinet and/or the Council will be asked to approve the 
recommended carry forwards as part of the approval of the financial accounts. 
 
Capital Projects Control 
 
7.13 
The Strategic Director of Finance & Property is responsible for issuing guidance concerning 
capital schemes and controls, and determining the definition of “capital”, having regard to 
government regulations and accounting requirements. 
 
7.14  The Asset Management Group is responsible for coordinating the preparation, review and 
implementation of the Council’s Capital Strategy and Asset Management Plan. The Group 
is also responsible for evaluating bids for capital funding and the monitoring of the capital 
programme including Post Project Evaluations. 
 
7.15  The Asset Management Group has created sub groups to monitor the various aspects of 
the capital programme in more detail and thus allowing the main Group consisting of senior 
officer representatives across the Council Departments to concentrate on the overall capital 
strategy. The sub Groups report to the main Group and are: 
 
(i) 
Capital Monitoring Group with responsibility for detailed monitoring of the high 
profile/spending schemes. 
 
(ii) 
Major Applications Group, which monitors and reviews the progress on resources 
such as S106 grant funding. 
 
7.16 
To support the management and delivery of the capital programme:  
 
(a)  Service Departments as the owners and sponsors of individual capital projects hold the 
ultimate responsibility and accountability for the delivery of individual capital projects 
must sit with the service departments who are the owners and sponsors of the project. 
Both Finance and Property Services will help and support the delivery of the overall 
capital programme. To achieve this, one officer/post must be identified from each 
service department who will lead on behalf of that department for the overall 
management and delivery of the department’s capital programme. That officer will also 
report on a regular basis (at least monthly) to the Department Management Team on 
the progress of the capital programme and identify and implement corrective measures 
that may be required. 
 
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(b)  The Service Department lead officer on the capital programme will provide the 
progress information necessary to enable the Strategic Director of Finance and 
Property Services to present regular overall capital financing monitoring report to the 
Members, which will include level of committed budget, where this is defined  as 
situations where, “the contract has been let and the payment either for value of work 
and goods or grant payment will be accounted for by 31st March of the year in 
question”. 
 
(c)  Individual service departments will have the opportunity to present their capital 
programme during the course of the year to quarterly meetings of Overview and 
Scrutiny Committee to discuss progress on individual schemes in further detail 
 
Revenue Budget Virement 
 
7.17 
Budget provision may be transferred from one budget head to another (known as virement) 
during the course of the year subject to the following rules: 
 
(a) 
the total cost of the proposal is capable of being met from an identified part of that 
Service Manager’s/Managers’ approved budget(s); 
 
(b) 
the item is not creating new policy or initiatives not identified in approved budgets or 
service plans;  
 
and with the authorisation of the following Responsible Officers and Members: 
 
Virement of up to £100,000 within the same Directorate 

 
The individual Service Manager or relevant Service Managers in consultation with the 
Directorate Finance Manager. 
 
Virement of over £100,000 to £250,000 within the same Directorate 
 
The individual Service Manager or relevant Service Managers in consultation with the 
Directorate Finance Manager and with the agreement of the Directorates Strategic Director  
and Strategic Director of Finance & Property. The relevant Cabinet Commissioner should 
be informed of these adjustments. 
 
Virements of more than £250,000 and less than £500,000 within the same Directorate 
 
The Directorates Strategic Director in consultation with the Strategic Director of Finance & 
Property and the relevant Cabinet Commissioner. 
 
Virement of up to £250,000 between Directorates 
 
The relevant Service Managers within the relevant Directorates their respective Finance 
Managers and with the agreement of the relevant Directorates Strategic Directors and 
Strategic Director of Finance & Property. The relevant Cabinet Commissioner should be 
informed of these adjustments.   
 
Virements between directorates of between £250,000 and £500,000 
 
The Strategic Director in consultation with the Strategic Director of Finance & Property and 
the Cabinet. 
 
All single and cumulative virements whether within or across Directorates above 
£500,000 
 
The Cabinet and the Council: 
 
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7.18 
Each virement decision at whatever level needs the written approval of the relevant officers 
listed. A Budget register for each directorate must be maintained which records all budget 
transfers. A corporate budget register must be kept by Corporate Finance recording budget 
transfers between. All budget transfers (virements) must be recorded within the Council’s 
prime Financial System within 3 working days of approval being received. 
 
7.19 
Strategic Directors must report the cumulative value of virements, by service, as part of the 
regular cost centre budgetary control, as referred to above. 
 
Capital Budget Variations 
 
7.20 
The spending Strategic Director may authorise a variation(s) to the contract subject to: 
 
(a) the variation itself, or when added to previous variations not incurring additional 
expenditure of more than 10% of the total cost of the scheme or £50,000 whichever is 
the lower; 
 
(b)  the estimated annual capital payments for the scheme exceeding the annual amounts 
included within the Capital Programme by more than 10% or £25,000 whichever is the 
lower; 
 
and  
 
(c)  a copy of the authority in the prescribed form being sent to the Strategic Director of 
Finance & Property; 
 
(d) a  variation(s) which results in the total or annual cost of the scheme exceeding the 
above financial limits shall be reported to the Cabinet; 
 
7.21  Where completion of a contract is likely to be delayed by more than one-eighth of the 
contract period, the appropriate Strategic Director shall inform the Strategic Director of Law 
& Corporate Governance and Strategic Director of Finance & Property and a joint decision. 
as to whether, and for what reason an extension of time is to be granted or a claim for 
liquidated damages is to be actioned. 
 
7.22 
If a scheme underspends its annual budget by either 5% or £10K (whichever is the higher), 
then the service department must submit a project management case to the Asset 
Management Group (AMG), including reasons for not delivering the project as originally 
anticipated and how it proposes to deliver it in the next financial year, including key dates. 
AMG will consider the project management case and make recommendations on the carry 
forward of any slippage.  
 
7.23  This process is not intended to abort funding for the approved and already started capital 
schemes, as that may not be in the Council’s best interest. The process is designed to 
ensure that the responsibility and accountability for individual schemes is embraced  by 
service departments and thus resulting in improved levels of the overall delivery of the 
capital programme. 
 
8. 

EXPENDITURE 
 
Authorisation and Certification 
 
8.1. 
Strategic Directors shall, having had regard to any guidance issued by the Strategic 
Director of Finance & Property, determine which  officers in their respective Directorates, 
shall be duly authorised to certify the following: 
 
(a)  Official Orders and Contracts; 
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(b)  Invoices, Contract Certificates for Payment and Requests for Cheques; 
 
(c)  Contract Variation Orders / Architect Instructions; 
 
(d) Documents relating to the remuneration and other conditions of employment of 
employees; 
 
(e)  Petty Cash and Travelling and Expenses reimbursement claims; 
 
(f) Stock 
Sheets; 
(g) Any other purpose as defined or authorised by the Council or Strategic Director that 
may arise in relation to financial matters.  
 
8.2  Strategic Directors shall ensure that the Strategic Director of Finance & Property is provided 
with an up to date composite list of the names and specimen signatures of all the officers so 
authorised. Approval at Assistant Director level or above is required where agency staff are 
included on the authorised signatory list. The list shall be held in the format determined by 
the Strategic Director of Finance & Property. 
 
8.3  Before entering into a contract and/or placing an order, the Responsible Officer must ensure 
that there is an approved budget (capital or revenue) sufficient to meet the cost of the 
contract as specified by a written estimate of the cost of the goods, services or works and 
any associated annual expenditure. 
 
Approved List 
 
8.4  The Approved List is a list of suppliers/contractors who have been pre-approved to provide 
goods and services to the Council. All applications to join this list shall be scrutinised by a 
group of suitably qualified officers to evaluate technical competence, financial standing, oral 
and written references, compliance with the Council’s Key Policy Priorities, Health and Safety 
and Equal Opportunities legislation and any other pre-determined relevant criteria. 
 
8.5  The Strategic Director shall approve the Directorate Approved List which shall contain: 
 
(a) 
the names and addresses of no fewer than four contractors/suppliers in each category.  
Less will be acceptable in cases where the nature of work restricts the number of 
relevant contractors wishing to appear on the list 
 
(b) 
the type and value of goods, services or works for which they are approved. 
 
8.6  The Approved List shall be kept under continuous review with annual financial checks and at 
least once every three years an advertisement shall be placed inviting contractors/suppliers 
to apply/reapply to be included in the approved list. Any applicant later wishing to join the 
Approved List must be subject to scrutiny in accordance with 8.5 above. 
 
8.7  Contractor/suppliers who fail to submit tenders on three occasions without adequate reasons 
shall be removed from the list. 
 
8.8  A contractor/supplier can be suspended or deleted from an Approved List only when they fail 
to meet one or more of the criteria in the approved evaluation process or fail to tender as in 
8.7 above. There must be substantive evidence for the suspension or deletion and it must be 
recorded as a key decision. 
 
8.9  Where there is an approved list Strategic Directors must ensure that all contractor/suppliers 
on the list are invited to tender or quote on a regular basis. 
 
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Orders for Work, Goods and Services 
 
8.10 
Official orders shall be in a form approved by the Strategic Director of Finance & Property in 
consultation with the Assistant Director (Legal & Valuation Services) and shall be signed by 
a Directorate Service Manager or such other person authorised by the Strategic Director as 
having authority to approve official orders issued from that Directorate.  
 
8.11 
Official orders must be issued for all work, goods or services to be supplied to the Council 
except for,  
 
(a)  the continuous supply of utility services,  
 
(b)  supplies subject to periodical payments,  
 
(c)  petty cash purchases,  
 
(d)  where a formal contract required by these Rules provides for an alternative procedure 
and  
 
(e)  such other exceptions as the Strategic Director of Finance & Property may approve. 
 
8.12  Where in exceptional circumstances an oral order is given it shall be confirmed by an 
official order clearly endorsed “confirmation order”  within 2 working days and a letter of 
agreement of contract terms. No other order shall be recognised by the Council. 
 
8.13  Purchasing cards can be used as an alternative to placing an order and any such 
purchases must comply with the detailed guidelines set out in Slough BC’s, “Purchasing 
Card Procedures Guide for Cardholders”.  
 
8.14 
Orders shall be placed only where there is adequate financial provision within the approved 
revenue budget or capital. Budget holders must maintain a record of expenditure 
throughout the year and must ensure that orders and/or contracts are not placed which 
would cause the any budget head to be exceeded. 
 
8.15  Orders should only be used for goods and services provided to the Council.  Individuals 
must not use official orders to obtain goods or services for their private use. 
 
 
8.15 
Each order shall conform with any directions of the Council relating to central purchasing or 
the standardisation of supplies and materials, and shall indicate clearly the nature and 
quantity of the work, goods or services required and any contract or agreed prices.  
Computer hardware and software and other such IT related goods must only be ordered 
through the Head of Information & Technology. 
 
8.16 
A copy of each order shall be supplied to the Strategic Director of Finance & Property, if so 
required. 
 
8.17 
Where the cost of the work, goods or services to be ordered is likely to be £50,000 or less 
at least 3 written quotations
 shall be obtained by the Authorised Officer in accordance 
with Contract Procedure Rules in order to secure value for money. Service Managers shall 
ensure that competitive quotes are obtained, recorded (and retained) prior to placing orders 
for goods, services or works. Telephone quotes can be obtained and must be recorded 
on a pro-forma document where the estimated cost is unlikely to exceed £2,500.  Formal 
written quotes must be obtained where the estimated cost exceeds £2,500 and does not 
exceed £50,000. Written quotes shall be sent to the Directorate representative designated 
by the Strategic Director who shall record and date the quotes and pass them to the 
ordering officer after the closing date.  Line managers will be responsible for ensuring that 
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quotes in accordance with these procedures are obtained as part of their regular one-to-one 
meetings with their staff members. 
 
8.18  Where the cost of the work, goods or services is likely to be in excess of £50,000 the 
tendering procedure set out in Contract Procedure Rules shall be followed and a written 
contract shall be prepared unless the Strategic Director of Law & Corporate Governance 
and Strategic Director of Finance & Property both otherwise determine. 
 
8.19  Where on examination a tender or quotation reveals mathematical errors which affect the 
tendered  or quoted figure in an otherwise successful submission, the sender shall be 
supplied with the detail of such errors and given the opportunity of confirming or 
withdrawing the tender or quotation in writing within 7 working days unless otherwise 
agreed by the Strategic Director of Law & Corporate Governance.  If withdrawn the next 
submission in competitive order shall be considered and as necessary dealt with in a similar 
manner. 
 
Contracts 
 
8.20 
All contracts entered into shall comply with the Council’s Contract Procedure Rules relating 
to contracts, these Financial Procedure Rules and the Council’s Contracts Manual. 
 
8.21 
Any person who is not an employee of the Council or a firm who is appointed to supervise 
or manage a contract on behalf of the Council shall be supplied with a copy of the Council’s 
Contract Procedure Rules and Financial Procedure Rules and their conditions of 
appointment shall provide that: 
 
(a)  the Contract Procedure Rules and Financial Procedure Rules are complied with. 
 
(b)  at any time during the course of the contract, all records maintained relating thereto 
shall be produced to the appropriate Strategic Director or the Strategic Director of 
Finance & Property or such other person authorised by them on request. 
 
(c)  on completion of the contract, all such records shall be handed over to the appropriate 
Strategic Director  who shall provide for their safe and secure retention for such period 
as required by statute or, in the absence of any such requirement, as the Strategic 
Director of Finance & Property from time to time shall determine. 
 
8.22 
All contracts shall be evidenced in writing. Contracts of £50,000 or more in value or amount 
shall be sealed with the common seal unless the Strategic Director of Law & Corporate 
Governance having regard to the circumstances in any particular case otherwise 
determines. Service Managers shall consult with the Strategic Director of Law & Corporate 
Governance as to the preparation of a contract under seal where the value or amount 
involved is less than £50,000 if the circumstances suggest that such action may be in the 
best interest of the authority.  
 
8.23  Every contract shall contain such standard clauses as approved by the Assistant Director 
(Legal and Valuation Services) and Strategic Director of Finance & Property.  
 
8.24 
In relation to goods and services ordered to below the value of £5,000 a letter must be sent 
with the order outlining the terms and conditions. 
 
8.25  In relation to goods and services ordered to the value of between £5,000 and £50,000 a 
formal agreement must be signed by the Strategic Director. who shall consult with the 
Strategic Director of Finance & Property about the contractor’s financial capability and with 
the Strategic Director of Law & Corporate Governance on the contract terms and 
conditions. 
 
8.26  The Contract Procedure Rules refer to security and performance of contracts but the 
following must be observed. The Strategic Director of Law & Corporate Governance in 
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consultation with the responsible Service Manager  shall arrange where necessary for 
suitable and adequate bond and/or liquidated damages and/or parent company guarantee 
for the due performance of every contract the value of which exceeds £50,000. The Service 
Manager shall ensure that all necessary insurance have been effected and remain in force 
throughout the period of each contract. 
 
8.27  Service Managers shall ensure that the Strategic Director of Finance & Property is provided 
with such details as may be required of all contracts, agreements or instruments which 
provide for payment or receipt of money by the Council by instalments. The Strategic 
Director of Finance & Property shall ensure a register of all such items is maintained so as to 
show the state of the account in each case between the Council and the other contracting 
firm, person or party to the contract.   
 
8.28 Strategic Directors shall maintain a register of all contracts in a form approved by the 
Assistant Director (Legal and Valuation Services). Copies of contracts over £50,000 shall be 
supplied to the Strategic Director of Law & Corporate Governance by the Service Managers 
 
8.29  Payments to contracting firms or persons  by instalments shall be authorised only on an 
official certificate signed by the appropriate Strategic Director  or other duly authorised officer 
in a form approved by the Strategic Director of Finance & Property. Certificates shall be dealt 
with promptly and processed so that payment may be made within the time prescribed in the 
contract. 
 
8.30  The Director of Strategic Director of Finance & Property in consultation with the Strategic 
Director of Law & Corporate Governance and the appropriate Service Manager/Contract 
Administrator may, until the terms of the contract have been complied with, withhold payment 
of any sums purporting to be due to a contractor. 
 
8.31  Claims from contractors and third parties in respect of matters not clearly within the terms of 
the contract shall be referred to the Strategic Director of Law & Corporate Governance and 
the Strategic Director of Finance & Property  for consideration of the Council’s  legal and 
financial liability before any settlement is reached. 
 
8.32  In relation to Building Contracts over £50,000, a Strategic Director or authorised officer shall 
upon receipt of a request from a contractor to issue a final certificate of payment under a 
contract, inform the Strategic Director of Finance & Property who shall determine whether a 
pre-payment audit shall be conducted. In which case the contractors final account and such 
other documents and records relating thereto as are considered necessary shall be 
forwarded to Internal Audit for examination. Service Managers shall notify the Strategic 
Director of Finance & Property in writing following satisfactory completion of the maintenance 
period under a contract for which they are responsible so that any retention money may be 
released. 
 
8.33  On completion of each Building/Capital Works contract the responsible Service Manager in 
consultation with the Strategic Director of Finance & Property  shall report to the Cabinet 
details of the final costs compared with the accepted tender sum/quotation if there are 
significant differences. 
 
Consultants and Staff Employed through Employment Agencies 
 
8.34  With regard to consultants’ contracts, there must be three alternative quotes to ensure best 
value and a consultancy agreement in the form provided by Strategic Director of Law & 
Corporate Governance or  otherwise agreed by Legal Services shall be signed, setting out 
clearly Audit requirements regarding the project brief, milestones and measurement as well 
as price. See the Guidance on appointment of consultants in the Managers’ Handbook. 
 
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8.35  Contracts with consultants shall not be completed until the Strategic Director of Finance & 
Property has agreed that satisfactory tax and VAT registration documents have been 
supplied. 
 
8.36  Payments shall not be made to consultants until a contract has been completed. 
 
8.37  Strategic Directors shall maintain a register of consultants’ contracts and shall provide a copy 
of all contracts to the Strategic Director of Law & Corporate Governance. 
 
8.38  Strategic Directors shall maintain a register, in a form approved by the Assistant Director 
(Legal and Valuation Services) and Strategic Director of Finance & Property, of staff 
employed through employment agencies and shall provide a copy of all contracts to the 
Director of Human Resources. 
 
Payment of Accounts 
 
8.39  Apart from petty cash payments from imprest accounts the method of payment of money due 
from the Council shall be by cheque, bank transfer or other instrument drawn on the 
Council’s bank account. 
 
8.40 Accounts for payment by the Council shall be on the suppliers official printed invoice, 
photocopies and faxes are not acceptable under any circumstances,  and shall not be made 
out by officers of the Council except in any case or class agreed by the Strategic Director of 
Finance & Property.   Where accounts are made out by officers they shall accord with the 
requirements of these Rules and shall bear the signature of at least two duly authorised 
officers prior to certification for payment. 
 
8.41  No officer shall amend or add any item or items to an invoice rendered by a supplier without 
approval of the Strategic Director of Finance & Property.  
 
8.42  The Directorate issuing an order shall be responsible for the examination, verification and 
certification of the invoice. Certification of invoices for payment can only be undertaken by 
officers authorised to do so under the Council’s Scheme of Delegation, or the Strategic 
Director’s delegated powers as per 8.1 above. The certification for payment shall mean that 
the certifying officer is satisfied that: 
 
(a)  the goods have been received, examined and approved as to quality and quantity, or 
the work has been done or the service provided satisfactorily and that price is 
reasonable and in accordance with the contract or order; 
 
(b)  the expenditure is within the approved budget or covered by special financial provision 
and is in accordance with the Constitution; 
 
(c)  the proper entries have been made on the copy order and in the inventory, asset 
register or stores record as appropriate; 
 
(d)  the account has not previously been certified for payment. Payment must not be made 
against a faxed or photocopied invoice. 
 
(e)  a duplicate invoice is appropriate since the original has not previously been certified for 
payment and can no longer be found; 
 
(f)  any available trade or cash discount, adjustment, credit note, returns or packaging, 
have been claimed and taken into account; 
 
(g)  in the case of charges for utilities services including gas, electricity, telephone, water or 
rates any standing charges are correct and that consumption is charged on the most 
advantageous tariff and is reasonable; 
 
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(h)  any VAT included on the invoice has been appropriately included and charged at the 
correct rate; 
 
(i)  if VAT is charged, that the invoice complies with the requirements of HM Customs & 
Excise as per Section 5 of the Council’s VAT Manual. 
 
(j)  the account is arithmetically accurate; 
 
(k)  the coding to the appropriate revenue budget or capital scheme, including the VAT 
amount, shown on the invoice is correct. The invoice shall contain the official order 
number. 
 
8.43  Strategic Directors shall arrange a suitable division of staff duties within their Directorates 
so that the officer who certifies an invoice for payment shall not, save in exceptional 
circumstances as agreed with the Strategic Director of Finance & Property, be the person 
who either placed the order, certified the receipt of the goods, the supply of service or 
completion of the work concerned.  
 
8.44 
Accounts for payment shall be submitted to and in the manner and frequency prescribed by 
the Strategic Director of Finance & Property, and shall be certified in accordance with these 
Rules. 
 
8.45  The Strategic Director of Finance & Property shall arrange for the prompt payment of all 
accounts on being satisfied by means of a suitable level of selective checks and enquiries 
and receiving such information and explanations as may be considered necessary that they 
have been duly examined and certified and are properly payable by the Council. 
 
8.46  Strategic Directors and Service Managers shall, notify the relevant Directorate Finance 
Manager of all due but outstanding revenue and capital payments and receipts relating to 
the previous financial year in accordance with the closure of accounts guidance notes 
issued by the Strategic Director of Finance & Property. 
 
8.47 
The Responsible Officers shall ensure the safe retention of all paid invoices and certificates 
or media record thereof for as long as may be statutorily required, currently 7 years for 
prime records such as invoices and 3 years for budget records. 
 
Payment of Salaries and Wages 
 
8.48 
The Strategic Director of Finance & Property shall make all necessary arrangements for the 
preparation and control of all payrolls, and for the payment of all salaries, wages, pensions, 
compensation or other emoluments to employees, former employees or other persons 
approved by the Council. 
 
8.49  The Strategic Director of Finance & Property shall record and make arrangements for the 
accurate and timely payment of tax, superannuation and other deductions. 
 
8.50  The Strategic Director of Finance & Property shall ensure that there are adequate 
arrangements for administering superannuation matters on a day-to-day basis. 
 
 
8.51  Each Service Manager or other authorised officer shall notify promptly to and within the 
time limits and in the form prescribed by the Strategic Director of Finance & Property, all 
matters affecting the payment of salaries, wages or other emoluments of Directorate 
personnel and in particular: 
 
(a)  appointments, resignations, dismissals, suspensions, secondments/ transfers; 
 
(b)  absences from duty for sickness or other reason (including relevant dates) apart from 
approved leave or training; 
 
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(c) changes in remuneration, other than normal increments and pay awards and 
agreements of general application; 
 
(d)  information necessary to maintain records of service for superannuation, income tax 
and national insurance liability; 
 
8.52  Strategic Directors will ensure that ensure that adequate and effective systems and 
procedures are operated, so that: 
 
   
a) 
payments are only authorised to bona fide employees; 
 
   
b) 
payments are only made where there is a valid entitlement; 
 
   
c) 
conditions and contracts of employment are correctly applied; 
 
 
d) 
employees’ names listed on the payroll are checked at regular intervals; 
 
   
e) 
accuracy and completeness is verified. 
8.53  Strategic Directors should give careful consideration to the employment status of individuals 
employed on a self-employed consultant or sub-contract basis.  The Inland Revenue 
applies a tight definition for employee status and, in cases of doubt, advice should be 
sought from the Strategic Director of Finance & Property.. 
 
8.54 
Appointments of all employees shall be made in accordance with the Rules of the Council 
and approved budgets, grades and rates of pay. 
 
8.55 
Time sheets, bonus sheets and overtime claims for weekly wages or monthly salaries shall 
be signed by the claiming employee as being a true record of hours worked for the Council.  
The relevant Service Managers or other authorised officers shall certify, on being satisfied 
all Procedure Rules have been complied with, such documents and process them in such a 
manner as determined by the Strategic Director of Finance & Property within such period 
before the respective pay day. 
 
8.56  The Strategic Director of Finance & Property shall arrange for such checks and enquiries 
and seek such information and explanations as deemed necessary, so as to be satisfied 
that these documents have been appropriately examined and certified and are otherwise 
properly payable by the Council. 
 
8.57  Payment of salaries or wages shall not be made in advance of the normal payment date 
except in exceptional cases at the discretion of the Strategic Director of Finance & Property 
and with the support of the relevant Strategic Director or Service Manager. 
 
8.58  Strategic Directors shall refer to the Strategic Director of Human Resources and to the 
Strategic Director of Finance & Property matters relating to the application of salary and 
wage scales and other conditions of service including any payments in relation to 
redundancy, early retirement or any other payments associated with an employee’s 
termination of employment, and no commitment in these matters shall be entered into 
without their joint agreement. The Strategic Director of Finance & Property and Strategic 
Director of Human Resources shall be jointly empowered to automatically apply non-
discretionary salary and wage awards, expenses and other allowances approved by the 
various joint negotiating councils’. 
 
8.59  No payments may be made to members of staff other than through the payroll unless 
specifically agreed by the Strategic Director of Finance & Property. 
 
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Payment to Members for Travel, Subsistence and Allowances 
 
8.60  Claims by Slough Borough Council’s Members for payment of travelling, subsistence and 
other allowances shall be submitted to the Strategic Director of Law & Corporate 
Governance in the form prescribed by the Strategic Director of Finance & Property duly 
completed and signed as being a true record by the Member. The Strategic Director of Law 
& Corporate Governance, on being satisfied that such claims are properly payable by the 
Council, shall certify such claims and pass them to the Strategic Director of Finance & 
Property for payment. 
 
8.61  Claims submitted more than two months after the expenses were incurred shall be paid 
only with the express approval of the Strategic Director of Law & Corporate Governance.  
 
8.62  The Strategic Director of Law & Corporate Governance shall provide to the Strategic 
Director of Finance & Property details of any approved allowances due to Members. 
 
8.63 
The Strategic Director of Finance & Property and the Strategic Director of Law & Corporate 
Governance will consider and determine requests by Members for advance payments of 
their allowances as provided for in the current Members’ Allowances scheme. 
 
Payment to Staff for Travel and Subsistence 
 
8.64  Claims by employees’ for payment of car allowances, subsistence allowances, travelling 
and incidental expenses only shall be submitted to, and in the time-scale approved by, the 
Strategic Director of Finance & Property, in the appropriate form and supported by receipts 
where appropriate. Travel and subsistence claims must not be paid from imprest, petty 
cash etc 
 
8.65   The claimant must sign to confirm that journeys were carried out on official business that 
the mileages are correct, the form of transport used was reasonable and that any expenses 
were relevant and properly incurred.  
 
8.66   Claims must be counter signed by a Responsible Officer authorised to approve such 
records. The Responsible Officer shall be satisfied that the journeys made and form of 
transport used were authorised and that the expenses claimed are reasonable and were 
necessarily incurred and are properly payable by the Council. 
 
8.67  The Strategic Director of Finance & Property shall arrange for such checks and enquiries 
and seek such information and explanations as deemed necessary so as to be satisfied 
that allowance and expense claims have been appropriately examined and certified and are 
otherwise properly payable by the Council. The Strategic Director of Finance & Property 
shall process them for payment in such a way as to ensure they are treated correctly for 
tax, national insurance and VAT purposes. 
 
9.  
COLLECTION OF INCOME AND WRITING OFF BAD DEBTS 
 
9.1 
The collection of all money due to the Council shall be under the supervision of the 
Strategic Director of Finance & Property who shall ensure that adequate arrangements are 
maintained for: 
 
(a)  the financial organisation and accounting necessary to ensure the proper recording of 
all sums due to the Council, and 
 
(b)  the collection, custody, control, disposal and prompt accounting of all cash in all 
Directorates and establishments of the Council and any bodies acting on the Council’s 
behalf; 
 
(c)  securing the safety of any employee whom has a responsibility for receiving and 
looking after money on behalf of the Council. 
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9.2 
Service Managers shall arrange for accounts to be raised promptly in respect of charges for 
work done or goods or services supplied and for rendering such accounts to the debtors 
concerned. Where appropriate, these accounts shall conform to current VAT Rules and 
instructions issued by the Strategic Director of Finance & Property.  
 
9.3 
The Strategic Director of Finance & Property shall provide for the setting up and continued 
maintenance of a periodical income register of all sums regularly due to the Council.  
Service Managers shall promptly notify the Strategic Director of Finance & Property of 
contracts, leases and other agreements and other arrangements entered into which 
involves the receipt of money by the Council. The Strategic Director of Finance & Property 
shall inspect any documents or other evidence in this connection as considered necessary 
to verify the accuracy of the register. 
 
9.4 
The format of all receipt forms, books, tickets and any other documents or vouchers  or 
tokens acknowledging on the Council’s behalf the receipt of money or money’s worth shall 
be agreed between  Service Managers concerned and the Strategic Director of Finance & 
Property. Service Managers shall arrange for the ordering, custody and internal issue of 
such items in a manner approved by the Strategic Director of Finance & Property. 
 
9.5 
All moneys received on behalf of the Council shall be banked daily unless otherwise agreed 
by the Strategic Director of Finance & Property.  All payments shall be made intact.  
Refunds of overpayments shall be made through the Creditor payments system or, if so 
authorised by the Strategic Director of Finance & Property, an imprest account. 
 
9.6 
In the transport of cash for banking or other purpose the Service Manager, in consultation 
with the Occupational Health Safety and Welfare Manager and the Chief Internal Auditor, 
shall make arrangements for the safety of Council employees and for the proper security of 
the cash. 
 
9.7 
Any officer or other person authorised to receive money on behalf of the Council shall and 
keep such records as may be prescribed by the Strategic Director of Finance & Property 
including an accurate and chronological account of all receipts and deposits. Monies 
received shall not be used in any circumstances to cash personal or third party cheques 
and must be banked without deductions of any kind. 
 
9.8 
Every transfer of official money from one employee to another shall be evidenced in the 
records of the Directorates/sections involved by the signature of the receiving employee 
and retained for such period as may be determined by the Strategic Director of Finance & 
Property.  
 
9.9 
The Service Manager in consultation with the Strategic Director of Finance & Property shall 
ensure that proper and secure arrangements are in place for the receipt, opening and 
discharge of post containing remittances at offices and establishments of the Council. The 
opening of post shall be in the presence of at least 2 officers. A record shall be kept in such 
form as may be determined by the Strategic Director of Finance & Property in which details 
of the remittances shall be entered. A discharge shall be given when remittances are 
handed over to a cashier for receipting and banking. 
  
9.10 
Each officer or other person who deposits money to the credit of any Council account shall 
enter on the paying in slip and on the counterfoil or duplicate such particulars as are 
required by the Strategic Director of Finance & Property.  
 
9.11  Where a sum shown as due on the Council’s accounts is found to be overstated an 
allowance may be recorded in respect to the amount overstated where the Strategic 
Director of Finance & Property is satisfied that such an allowance is in order. 
 
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9.12  No debts shall be recommended for write off until all cost effective measures have been 
taken to try to recover the debt.  
 
9.13 
Expenditure which is reliant upon the satisfactory recovery of income should not generally 
be incurred until the income has been received and banked unless the Strategic Director of 
Finance & Property has given prior approval. 
 
9.14 
A debt of up to £1,000 may be recommended for write off by the relevant Service Manager 
and approved by relevant Finance Manager 
 
9.15  A debt of up to £15,000 may be recommended for write off by the relevant Director or a 
Section Head within the Financial Services Directorate and approved by the Strategic 
Director of Finance & Property 
 
9.16 
Any debt in excess of £15,000 may be recommended for write off by the Strategic Director 
of Finance & Property and approved by the Cabinet 
 
9.17 
In any one financial year  
 
(a)  a Finance Manager may not approve write offs of debt totalling more than £10,000 
 
(b)  the Strategic Director of Finance & Property may not approve write offs of debt totalling 
more than £250,000 
 
9.18 
All debt write offs must be regularly reported to the Strategic Director of Finance & Property 
who will report regularly to Cabinet 
 
9.19 
 All write off of losses arising from theft must be agreed by the relevant Strategic Director  
and Strategic Director of Finance & Property unless the cumulative value involved is in 
excess of £15,000 then this can only be written off with the approval of the Cabinet. 
 
9.20  The Strategic Director of Finance & Property will ensure that appropriate accounting 
adjustments (to charge the cost centre which originally received the credit for the relevant 
sales invoice) are made following write-off action. 
 
10.   
TAXATION 
 
10.1 
The Strategic Director of Finance & Property is responsible for ensuring that the Council is 
fully compliant with all relevant guidance and statutory responsibilities in relation to all 
taxation matters. 
 
10.2 
Strategic Directors are responsible for complying with all guidance and instructions issued 
by the Strategic Director of Finance & Property to ensure that correct accounting records 
are maintained in relation to: 
• VAT 
•  Construction Industry Tax 
• Income Tax 
• National Insurance 
 
10.3  The Strategic Director of Finance & Property is responsible for making tax payments, 
receiving tax credits and submitting tax returns by their due date as appropriate. 
 
10.4  Strategic Directors are responsible for ensuring that all persons employed by the Council 
are added to the Council’s payroll and tax deducted from any payments, except where the 
individuals have demonstrated that they are bona fide self-employed or are employed via a 
recognised staff agency. 
 
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11.  
BANKING 
 
Banking Arrangements 
 
11.1  All arrangements with the Council’s bankers shall be made by or under arrangements 
approved by the Strategic Director of Finance & Property, who shall be authorised to 
operate such banking accounts as may be considered necessary. 
 
11.2  All banking accounts shall stand in the name of Slough Borough Council and not in the 
name or designation of any officer. No payment including direct credit/debit or standing 
order shall be made from the Council’s banking accounts unless agreed by the Strategic 
Director of Finance & Property. 
 
11.3  All cheque and cheque forms but excluding cheques drawn on authorised imprest 
accounts, shall be ordered only on the authority of the Strategic Director of Finance & 
Property who shall be responsible for the safe custody and issue of such forms. 
 
11.4  Except in those cases determined by the Strategic Director of Finance & Property all 
payments by the Council shall be by crossed cheque endorsed “a/c payee only.” Blank 
cheques should not be signed under any circumstances. 
 
11.5  Cheques in excess of £100,000 shall be signed in manuscript by the Strategic Director of 
Finance & Property and such other officer duly authorised by the Strategic Director of 
Finance & Property. Cheques signed previously by a duly authorised officer or bearing the 
facsimile signature of the Strategic Director of Finance & Property which require a second 
signature must be signed by one of the other duly authorised signatories. 
 
11.6  The Strategic Director of Finance & Property shall ensure that the Council’s banking 
accounts are reconciled regularly with the Council’s accounts. 
 
11.7  The Strategic Director of Finance & Property may arrange overdraft facilities from time to 
time on behalf of the Council within the limit authorised annually by the Cabinet. 
 
11.8  Strategic Directors are responsible for following the instructions on banking issued by the 
Strategic Director of Finance & Property. 
 
Imprest Accounts 
 
11.9 
The Strategic Director of Finance & Property shall arrange for the maintenance of a central 
imprest account(s) for the meeting of urgent minor cash payments.  
 
11.10  The Strategic Director of Finance & Property after consultation with respective Strategic 
Director s may make such advances of cash or postage stamps as considered appropriate 
to such officers of the Council as may need them for petty cash imprests, change floats, 
postage imprests, etc. 
 
11.11  Petty Cash accounts shall be on an imprest system supported by records in a form agreed 
by the Strategic Director of Finance & Property and operated as follows: 
 
(a)  an account with such supporting documents as may be required shall be submitted to 
the Strategic Director of Finance & Property on a monthly basis for examination and 
reimbursement of expenditure; all reimbursement claims shall be certified in manuscript 
by the officer responsible for the imprest account control and the appropriate 
authorised officer; 
 
(b)  payments shall be limited to items of expenditure not exceeding such sums as may be 
decided from time to time by the Strategic Director of Finance & Property;  
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(c)  cash receipts, other than imprest reimbursements, shall not be paid into any such 
account but must be paid over to or as directed by the Strategic Director of Finance & 
Property in accordance with these Rules. 
 
(d)  Requests to increase imprests must be made to the Strategic Director of Finance & 
Property. 
 
(e)  All imprest accounts must be accounted for on 31st March each year. 
  
11.12  Where an imprest is operated through a bank account the Strategic Director of Finance & 
Property shall ensure that suitable arrangements are made with the bank which shall 
include the requirement that all imprest cheques shall bear the signature of two authorised 
employees. A record of the names and specimen signatures of such employees shall be 
deposited with the Strategic Director of Finance & Property and updated promptly as 
changes become necessary. 
 
11.13  No personal cheques shall be cashed through nor shall money be borrowed from any 
imprest account. 
 
11.14  Service Managers’ shall ensure that any officer within their area of responsibility holding 
petty cash, change or other cash or postage floats shall, on leaving the Council’s 
employment or ceasing to be entitled to hold the imprest or float, repay the unexpended 
balance to, and submit any accounts and vouchers required by the Strategic Director of 
Finance & Property. 
 
Treasury Management 
 
11.15  The Council has adopted the key recommendations of CIPFA’s Treasury Management in 
the Public Services: Code of Practice (the Code), as described in Section 4 of that Code  
and accordingly, the Council will create and maintain, as the cornerstones for effective 
treasury management: 
 

a treasury management policy statement, stating the policies and objectives of its 
treasury management activities 
 

suitable treasury management practices (TMPs), setting out the manner in which the 
Council will seek to achieve those policies and objectives, and prescribing how it will 
manage and control those activities. 
 
11.16  The Cabinet will receive reports on the treasury management policies, practices and 
activities, including, as a minimum, an annual strategy and plan in advance of the year, and 
an annual report after its close, in the form prescribed in the TMPs. 
 
11.17  The Council delegates responsibility for the implementation and monitoring of the treasury 
management policies and practices to the Cabinet, and for the execution and administration 
of treasury management decisions to the Strategic Director of Finance & Property, who will 
act in accordance with the Council’s policy statement and TMPs and CIPFA’s Standard of 
Professional Practice on Treasury Management. 
 
11.18  The Strategic Director of Finance & Property shall, subject to statutory requirements and to 
the general direction of the Cabinet arrange for the deposit,  investment, realisation or 
utilisation of all surplus funds of the Council in accordance with the CIPFA’s Code of 
Practice on Treasury Management and in the Council’s interest.  All deposits and 
investments of such money, shall be made in the name of the Council. 
 
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11.19  The Strategic Director of Finance & Property shall, subject to the general direction of the 
Cabinet and in the case of the issue of stock to the general direction of the Council, raise 
and manage all loans for the purposes and amount for which the Council is authorised to 
borrow money in accordance with CIPFA’s Prudential Code for Capital Finance, approved 
Prudential Indicators and CIPFA’s Code of Practice on Treasury Management. 
 
11.20  Strategic Directors will ensure that loans are not made to third parties and that interests are 
not acquired in companies, joint ventures or other enterprises without the approval of the 
Council, following consultation with the Strategic Director of Finance & Property. 
 
11.21  The Strategic Director of Finance & Property shall be the Council’s registrar of stocks, 
bonds and mortgages and shall maintain records of all borrowing of money by the Council. 
 
11.22  The Chief Executive or other duly authorised officer shall sign, seal, issue, transfer or 
reassign as appropriate any mortgage for money advanced to or by the Council. The 
Strategic Director of Finance & Property shall produce to the Chief Executive such 
documentary evidence as may be required of the receipt of value for securities given or 
secured. 
 
11.23  Finance and operating lease arrangements shall only be negotiated on behalf of the 
Council by the Strategic Director of Finance & Property or such other authorised officer. All 
such leasing agreements must be signed by the Strategic Director of Finance & Property or 
such other officer mandated by these Rules. 
 
11.24  Any Strategic Director considering lease finance as a means of funding the acquisition of an 
item shall consult with the Strategic Director of Finance & Property before undertaking any 
discussions with any lease finance supplier. Arrangements for the supply of items that may 
be acquired by way of lease finance shall comply with the Constitution and Prudential 
Indicators. 
 
11.25  The Strategic Director of Finance & Property shall keep all lease documentation in safe 
custody and maintain records of all leases entered into by the Council and retain them for 
such time as may be required to satisfy statutory requirements. 
 
11.26  Strategic Directors will arrange for all trust funds to be held, wherever possible, in the name 
of the Council.  All officers acting as trustees by virtue of their official position shall deposit 
securities, etc., relating to the trust with the Strategic Director of Finance & Property, unless 
the deed otherwise provides. 
 
12. ASSETS 
 
Security and Safety of Personnel, Assets and Inventories 
 
12.1 
Strategic Directors shall be responsible for the accountability, control and health and safety 
of employees and for ensuring that proper arrangements exist for the security and care at 
all times of buildings, stocks, stores, furniture, equipment, cash, documents and data under 
their control. A Strategic Director shall consult promptly with the Strategic Director of 
Finance & Property where security of cash or assets is thought to be defective or where it is 
considered that special security and/or safety arrangements may be needed. 
 
12.2 
Any monies held shall be properly safeguarded normally kept in a safe or locked container 
the specification of which shall be approved by the Strategic Director of Finance & Property 
and Strategic Directors must ensure that all safes or locked containers are suitable to 
safeguard the maximum amount of money to be kept in them at anytime, in line with the 
manufacturers and Strategic Director of Finance & Property’s guidanceFor safes, one key 
must be held in a secure place offsite. If a code/pin number is involved in securing monies, 
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the Strategic Director shall consult with the Chief Internal Auditor to determine the 
frequency that these numbers are changed. 
 
12.3 
Identity cards, entry cards to Council establishments, keys to safes and similar containers 
are to be carried on the Responsible Officer of those responsible at all times, except as the 
Strategic Director of Finance & Property may otherwise approve. Identity cards should be 
displayed in a visible manner.  If the loss of any such items, an access code or “pin 
number” may have become known to an unauthorised person, this must be reported 
immediately to the relevant Strategic Director and Head of Facilities. The Strategic Director 
and the Head of Facilities will decide whether any special action needs to be taken to 
safeguard the Council’s interests as a consequence. 
 
12.4  Strategic Directors shall maintain a register of all key and cardholders within their 
respective Directorates and of those employees to whom any other Council property has 
been issued on a personal basis and shall ensure that those persons on leaving the 
employment of the Council or otherwise ceasing to be entitled to hold such property, those 
persons shall surrender those items and that code/pin numbers for safes and locked 
containers are changed immediately. 
 
12.5 
The Council’s Data Protection Officer shall be responsible for ensuring proper security and 
privacy with regard to information held in all of the Council’s computer installations and/or 
for its use and shall register protected data. 
 
12.6 
Strategic Directors will ensure that controls are in place to ensure that staff do not carry out 
private work in Council time and that staff are aware of an employer’s rights with regard to 
intellectual property. 
 
12.7  The instrument for affixing the common seal of the Council shall be in the custody of the 
Strategic Director of Law & Corporate Governance or a duly authorised officer. 
 
12.8  In any premises of the Council to which the public has access, satisfactory arrangements, 
including a register of items shall be maintained in respect of lost property handed in or 
reported lost. Items of money and valuables such as jewellery, watches etc., shall be 
deposited with the Strategic Director of Finance & Property. Goods so held and not claimed 
after a period of 3 months may be returned to the finder. 
 
12.9  The Strategic Directors shall arrange for the maintenance of asset registers in such form 
and detail required to comply with the statutory rules in force and any directions given by 
the Strategic Director of Finance & Property and the Strategic Director of Law & Corporate 
Governance. Any register relating to property, including land, owned by the Council shall 
record the purpose for which it was originally acquired, its location, area, plan reference, 
purchase details, current value, subsequent appropriations, particulars or nature of interest, 
tenancies granted and rents payable. 
 
12.10 The Strategic Director of Finance & Property will ensure that assets are valued in 
accordance with the “Code of Practice on Local Authority Accounting in the United 
Kingdom: A Statement of Recommended Practice” 
 
12.11  Strategic Directors will ensure that no Council asset is subject to personal use by an 
employee without proper authority. 

12.12  Strategic Directors will assist the Corporate Property Officer to provide a report on property 
performance and asset management to relevant Member and officer groups. 
 
12.13  The Strategic Director of Law & Corporate Governance shall have custody of all title deeds 
of property belonging or mortgaged to the Council. 
 
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12.14  Service Managers shall ensure that Directorate inventories are maintained in a form and to 
such an extent as may be prescribed by the Strategic Director of Finance & Property of 
furniture, fittings, equipment, plant and machinery, relating to their area of responsibility. 
 
12.15  Service Managers shall arrange for a complete check of their Directorate inventories at 
least once a year. A certified copy of each such inventory shall be supplied to the Strategic 
Director of Finance & Property at the end of each financial year.  Written explanations of 
deficiencies or surpluses shall be supplied.  Items identified as being in excess of 
requirements or obsolete shall be dealt with in the manner described in these Rules. 
 
12.16  The Council’s property including vehicles, plant, equipment, etc. shall not be removed 
otherwise than in accordance with the ordinary course of the Council’s business or used 
otherwise than for the Council’s purpose. 
 
12.17  Any loss of any asset of any kind must be reported to the Chief Internal Auditor and Risk 
and Insurance Manager. 
 
12.18  The management and security of assets, financial or otherwise, of third parties must adhere 
to these Financial Procedure Rules, all statutory and best practice guidance and any other 
relevant policies and procedures in operation within the Council for example, the Money 
Management procedures within the Social Services Financial Procedures. 
 
Stocks and Stores 
 
12.19  Strategic Directors shall be responsible for ensuring that adequate arrangements exist to 
provide for the custody and physical control of stocks and stores in their respective 
Directorates. Except in special circumstances approved by the Strategic Director of Finance 
& Property in consultation with the appropriate Service Manager stocks and stores shall not 
be carried by any Directorate in excess of reasonable requirements as ascertained by 
experience. 
 
12.20  Stocks and stores records shall be kept in such form as may be determined by the Service 
Manager in consultation with the Strategic Director of Finance & Property which as a 
minimum shall show in chronological order receipts, issues and remaining balances of each 
item. The Strategic Director of Finance & Property shall maintain financial stores control 
accounts where appropriate and may prescribe general principles governing issue pricing 
and levels of stock. 
 
12.21  A delivery note shall be obtained in respect of every receipt of goods into stores and must 
be signed by the person taking delivery at the time.  All goods shall be checked as regards 
quantity and quality in compliance with the order and entered on a goods received note. 
 
12.22  Issues of goods from or return of goods to a store shall be supported by a receipt on a 
stores issued or returned note as appropriate. 
 
12.23  Service Managers must ensure that stocktaking of all stores appropriate to their Directorate 
is undertaken on a programme determined in consultation with the Strategic Director of 
Finance & Property such that all items of stores shall be checked at least once in a period 
of 12 months. 
 
12.24  Stock sheets shall be signed by the officers making the stock check and by the Service 
Manager or Responsible Officer certifying that the particulars shown therein are correct. A 
copy of the certified stock sheet must be forwarded to the Strategic Director of Finance & 
Property. 
 
12.25  Adjustments to stores records to write off deficiencies or to bring surpluses into account 
shall be made only with the approval of the Strategic Director of Finance & Property or duly 
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authorised officer. The Strategic Director of Finance & Property in consultation with the 
Service Manager concerned shall arrange for an investigation into the cause or causes in 
all cases of significant stock deficiencies/surpluses and take appropriate action. 
 
Disposals 
 
12.26  The Strategic Director of Finance & Property, in conjunction with the Corporate Property 
Officer, shall issue guidelines representing best practice for disposal of assets.. 
 
12.27  Where stocks, stores, furniture and fittings, vehicles, plant and equipment or other assets 
are certified by a Strategic Director  to be excess to requirements or obsolete the Strategic 
Director  may arrange for the disposal in the following way unless directed otherwise by the 
Council: 
 
(a)  where the estimated realisable value exceeds £5,000 by competitive tender or 
 
(b) where the estimated realisable value is less than £5,000 in the best possible market 
and at the best price reasonably obtainable subject to advice and consent of the 
Strategic Director of Finance & Property and/or any other relevant officers. 
 
12.28  Strategic Directors will ensure that income received for the disposal of an asset is properly 
banked and coded. 
 
13.   

INSURANCES 
 
13.1  The Strategic Director of Finance & Property shall under the general direction of the 
Cabinet and in consultation with other Strategic Directors and such Service Managers as 
necessary, ensure that adequate arrangements are maintained to effect and keep under 
review all necessary insurance cover of the Council and its Officers and for the negotiation 
of all claims. 
 
13.2  Service Managers shall keep suitable records to ensure that the inspection of engineering 
plant under their respective control, which is normally inspected by an insurance company, 
is carried out by the company within the statutorily prescribed periods. In the event of any 
failure of the company to carry out an inspection within the period the Strategic Director of 
Finance & Property shall be notified immediately in writing. 
 
13.3  Each Service Manager shall give prompt notification in writing to the Strategic Director of 
Finance & Property of: 
 
(a)  all new risks, properties, vehicles, plant and machinery which require to be insured and 
of any alteration affecting existing insurance cover and 
 
(b) any fire, loss, liability or damage or any other event likely to lead to a claim upon the 
Council. 
 
13.4  Service Managers shall consult with the Strategic Director of Finance & Property and as 
considered appropriate the Strategic Director of Law & Corporate Governance respecting 
the terms of any indemnity which the Council is requested to give. 
 
13.5 
Strategic Directors ensure that employees, or anyone covered by the Council’s insurances, 
do not admit liability or make any offer to pay compensation that may prejudice the 
assessment of liability in respect of any insurance claim. 
 
13.6 
All appropriate employees of the Council shall be included in appropriate fidelity guarantee 
insurance whilst carrying out duties directly connected with their employment as a Council 
officer. 
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13.7 
The Strategic Director of Finance & Property shall at least once a year make arrangements 
to provide Service Managers’ with details of all insurances in force affecting their 
Directorates and any consequent variations to these arrangements shall be notified 
promptly to the Strategic Director of Finance & Property. 
 
14. 

GIFTS AND HOSPITALITY 
 
41.1  Staff and elected Members must comply with the Rules contained in Slough Borough 
Council’s Constitution and in particular the relevant Codes of Conduct. 
 
15. 
THIRD PARTY ARRANGEMENTS AND PARTNERSHIPS 
 
15.1 
The Director of Finance shall ensure that all External Arrangements, Partnerships, 
External Funding and Work for Third Parties, shall be undertaken in accordance with all 
relevant Financial Procedure Rules, appropriate accounting & financial management 
policies & procedures, effective internal controls and risk assessments. 
 
Partnerships 
 
15.2 
Strategic Directors, in consultation with the Strategic Director of Finance & Property, will 
ensure that: 
 
1.  Risk management processes are in place to identify and assess all known risks; 
 
2.  Project appraisal processes are in place to assess the viability of the project in 
terms of resources, staffing and expertise; 
 
3.  Agree, before the partnership commences, with the partner(s) the formal roles and 
responsibilities within the partnership in relation to financial management and 
accounting requirements; 
 
4.  Effective internal control policies and procedures are put in place to ensure value 
for money and the effective stewardship of public monies; 
 
5.  The proper treatment of all taxation matters is secured; 
 
6.  Audit, security and insurance arrangements meet acceptable standards in line with 
the Council’s Financial Procedure Rules; 
 
7.  Procedures are in place to direct how surpluses and deficits will be managed and 
dealt with; 
 
8.  Arbitration procedures are in place to resolve any disagreement between partners. 
 
15.3 
Strategic Directors will maintain a register of all contracts entered into with external bodies 
in accordance with procedures specified by the Strategic Director of Finance & Property. 
 
15.4 
The Strategic Director of Finance & Property will ensure that all funding notified by external 
bodies is received and properly recorded in the Council’s  accounts. 
 
 
 
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16. TRADING 
ACCOUNTS 
 
16.1 
The Strategic Director of Finance & Property will advise on the establishment and operation 
of trading accounts. 
 
16.2  Strategic Directors will observe all statutory requirements in relation to services that 
maintain trading accounts, including the maintenance of a separate revenue account to 
which all relevant income is credited and all relevant expenditure, including overhead costs, 
is charged, and to produce suitable information for the statutory disclosure in the final 
accounts. 
 
16.3  Strategic Directors will ensure that the same accounting principles are applied in 
relation to trading accounts as for other services. 
 
17. RISK 
MANAGEMENT 
 
17.1 
The Strategic Director of Finance & Property will prepare and promote the Council’s  risk 
management policy.  
 
17.2  The Strategic Director of Finance & Property will develop appropriate risk management 
controls, in conjunction with Strategic Directors. 
 
17.3  Strategic Directors will take responsibility for risk management, having regard to advice 
from the Strategic Director of Finance & Property and other specialist officers as necessary. 
 
17.4  Strategic Directors will ensure that regular risk assessments are carried out within their 
Directorates. 
 
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Part 4.7  Officer Employment Procedure Rules 
 
1. 
Recruitment and Appointment 
 
(a) Declarations 
 
(i) 
the Council will draw up a statement requiring any candidate for 
appointment as an officer to state in writing whether they are the 
parent, grandparent, partner, child, stepchild, adopted child, 
grandchild, brother, sister, uncle, aunt, nephew or niece of an 
existing Members or officer of the Council; or of the partner of 
such persons, or are otherwise known to them in any capacity.  
Anyone who fails to do this may be disqualified or, if appointed, 
liable to instant dismissal on the grounds of gross misconduct.  
All candidates will be made aware of these rules by the Strategic 
Director of Human Resources. 
 
(ii) 
no candidate so related to a Member or an officer will be 
appointed without the authority of the relevant chief officer or an 
officer nominated by him/her. 
 
(b) 
Seeking Support for Appointment 
 
(i) 
The Council will disqualify any applicant who directly or indirectly 
seeks the support of any Members for any appointment with the 
Council.  The content of this paragraph will be included in any 
recruitment information. 
 
(ii) 
No Members will seek support for any person for any 
appointment with the Council.  Members should not provide 
references in support of applications for employment by the 
Council. 
 
(c) 
Selection and Appointment Process 
 
(i) 
Any Member or Officer who may be involved in the Selection or 
Appointment process shall immediately declare any relationship 
to a candidate as soon as it becomes known to them and shall 
not take part in the selection/appointment process of any 
candidates for the post to which the candidate to whom they are 
related has applied. 
 
(ii) 
Where relationship to a Member or Officer or to an applicant is 
disclosed the provisions of the Constitution on ‘interests in 
contract and other matters’ shall apply. 
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2. 
Recruitment of Head of Paid Service and Designated Posts 
 
1. 
Where the Council proposes to make an appointment to the designated 
posts listed in table 1 and it is not proposed that the appointment be 
made exclusively from among their existing Officers, the Chief 
Executive and/or the Strategic Director of Human Resources will: 
 
(a) 
Draw up a statement specifying: 
 
(i) 
the duties of the officer concerned; and 
 
(ii) any 
qualifications or qualities to be sought in the person 
to be appointed. 
 
(iii) 
The terms and conditions within which any appointment 
may be made. 
 
(b) 
Make arrangements for the post to be advertised in the 
appropriate  media in order to bring it to the attention of persons 
who are likely to meet the experience, qualifications, knowledge 
and competency requirements of the post. 
 
(c) 
Make arrangements for a copy of the statement mentioned in 
paragraph (a) to be sent to any person on request. 
 
2. 
Where a post has been advertised as provided in 1(b) above, the 
Appointments Sub-Committee shall select a shortlist of such qualified 
applicants and interview those included on the shortlist. 
 
[Applicants with a disability who meet the essential requirements of the 
Person Specification will be interviewed]. 
 
3. 
Where no suitable person has applied, the Chief Executive and/or the 
Strategic Director of Human Resources shall make further 
arrangements for advertisement in accordance with 1 (b) above. 
 
4. 
In the case of any appointment to the Chief Executive (Head of Paid 
Service) position the statement referred to in paragraph 1 above shall 
be approved by the Council. 
 
5. 
Terms and conditions of employment for posts shown in Table 1 shall 
be determined by the Employment and Appeals Committee (or 
Appointments Sub Committee) before or on any appointment being 
made. 
 
6. 
The Chief Executive (Head of Paid Service) is authorised t make 
interim arrangements for posts listed in Table 1 pending permanent 
recruitment. 
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3. 
Appointment of Chief Executive (Head of Paid Service)/Director and 
Deputies
 
 
 
See attached procedure for appointment of Directors and Deputies. 
 
4. Other 
Appointments 
 
(a) 
Officers other than designated posts.  Appointment of officers other 
than designated posts (other than assistants to political groups) is the 
responsibility of the Head of Paid Service or his/her nominee, and may 
not be made by Members. 
 
(b) 
Assistants to political groups.  Appointment of an assistant to a 
political group shall be made in accordance with the Council’s 
recruitment procedures. 
 
(c) 
The authority has determined that appointments be made to the posts 
of political assistant in accordance with the following:- 
 
(i) 
no appointment to any post allocated to a political group will be 
made until the authority has allocated a post to each of the 
political groups which qualify for one; 
 
(ii) 
no post will be allocated to a political group which does not 
qualify for one; and 
 
(iii) 
not more than one post will be allocated to any one political 
group. 
 
5 Disciplinary 
Action 
 
5.1    There is a disciplinary policy and procedure for the Chief Executive (Head of 
Paid Service), the Strategic Director of Finance and Property Services 
(Section 151 Officer) and the strategic Director of Law and Corporate 
Governance (Monitoring Officer). There is a separate disciplinary policy for 
Directors and other posts employed under JNC Chief Officer Conditions. Both 
policies and procedures specify the arrangements for disciplinary action and 
dismissal in accordance with the Local Authorities (Standing Orders) 
(England) Regulation 2001 (“the Regulations”). 
 
Part 4 – 4.7 Officer Employment Procedure Rules 
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5.2 
Table 1 
 
The following posts are designated for the purpose of the Officer Employment 
Procedure Rules. 
 
 Chief 
Executive 
 
 
Strategic Director of Education and Children’s Services 
 
 
Strategic Director of Community and Cultural Services 
 
 
Strategic Director of Law and Corporate Governance 
 
 
Strategic Director Green and Built Environment 
 
 
 
Assistant Chief Executive (Policy and Performance) 
 
 
Strategic Director of Human Resources 
 
 
Strategic Director of Finance and Property 
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APPOINTMENT OF DIRECTORS & DEPUTIES 
 
This process has been established to comply with the Local Authorities (Standing 
Orders)(England) Regulations 2001. 
 
1. 
Definitions
 
2. 
The following definitions (save for Proper Officer) are statutory 
definitions:- 

 
“Member of Staff
” means a person appointed to or holding a paid office or 
employment under the authority except for the appointment of a Statutory 
Chief Officer, Non-Statutory Chief Officer or Deputy Chief Officer 
 
“Proper Officer” means the Strategic Director of Human Resources or such 
other person appointed by the authority for the purposes of the following 
provisions. 
 
“Statutory Chief Officer” means the Chief Education Officer or the Director 
of Education appointed under Section 532 of the Education Act 1996; the 
Director of Social Services appointed under Section 6 of the Local Authority 
Social Services Act 1970; an Officer having responsibility under Section 151 
of the Local Government Act 1972, Section 73 of the Local Government Act 
1985, Section 112 of the Local Government Finance Act 1988. 
 
“Non-Statutory Chief Officer” means:- 
 
( a ) 
A person for whom the Head of Paid Service is directly responsible; 
 
( b)   A person who reports in respect of all or most duties to the Head of 
Paid Service except for the Head of Paid Service’s personal assistant 
and administrative officers;  
 
( c ) 
Any person who as respects all or most duties of their employment with 
the Council is required to report directly, or is directly accountable to 
the Council or to any Committee or Sub-Committee of the Council. 
 
“Deputy Chief Officer” means a person (save for administrative personnel) 
who as respects all or most of the duties of the post is required to report 
directly or is directly accountable to one or more Statutory or Non-Statutory 
Chief Officers (this includes Assistant Directors or Heads of Service who 
report directly to Directors). 
 
3. 
The function of the appointment of a Member of Staff of the Council must be 
discharged on behalf of the Council by the Chief Executive as the Head of 
Paid Services or by an Officer nominated by her.  The Chief Executive has 
delegated the appointments of staff generally to the Directors and Assistant 
Part 4 – 4.7 Officer Employment Procedure Rules 
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Chief Executive in their Directorate or sections.  All such appointments will be 
carried out in accordance with the Council’s Human Resources policies and 
procedures. 
 
4. 
Paragraph 2 shall not apply to the appointment of:- 
 
 
(a) 
The Head of Paid Service 
 
 
(b) 
A Statutory Chief Officer 
 
 
(c) 
A Non-Statutory Chief Officer 
 
 
(d) 
A Deputy Chief Officer, or 
 
 
(e) 
An Assistant for Political Groups. 
 
5.  The Employment and Appeals Committee shall discharge, on behalf of the 
authority, the function of the appointment of the posts listed in Table 1 of the 
Officers Employment Procedure Rules:- 
 
 
The Council must approve the appointment of the Chief Executive (Head of 
Paid Service) before an offer of appointment is made.  
 
The Council’s Appointments Sub-Committee which shall include a member of 
the Executive and the Director of Human Resources and the Chief Executive 
as observer shall carry out the interview process having regard to the 
Council’s recruitment guidance.  The Sub Committee may co-opt the relevant 
lead Commissioner onto the Sub Committee as a non voting Member for the 
appointment of a Director responsible for delivery of his/her portfolio.  The 
Appointments Sub-Committee shall be the “Appointer” (see paragraph 6) a 
member of the Executive must be on the Appointments Sub Committee for 
the purpose of making the appointment of the Statutory Chief Officer, Non 
Statutory Chief Officer and Deputy. No appointment can be made until the 
Appointments Sub Committee has carried out the notification process set out 
in paragraph 6 below. 
 
5. 
The interview process for the appointments of all Deputy Chief Officers shall 
be carried out by the Head of Paid Service (or her nominated deputy for that 
purpose) together with Chief Officer or a Deputy Chief Officer for the relevant 
service and the Strategic Director of Human Resources or his/her nominee.  
One or more members of the Executive may be invited onto the interview 
panel as an observers in the case of these appointments.  The appointment 
shall be recommended to the Appointments Sub Committee who shall be the 
“Appointer” for the purpose of this procedure.  A Member of the Executive 
must be present at the Appointments Sub Committee for the purpose of 
making the appointment.  No appointment can be confirmed until the 
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Appointments Sub Committee has carried out the notification process set out 
in Paragraph 6 below. 
 
 
6. 
In this paragraph “Appointer” means the Employment and Appeals Committee 
or the Appointments Sub Committee who shall discharge the function of the 
appointment of Chief Officers and their Deputies on behalf of the Council. 
 
 
An offer of appointment as Head of Paid Service, Statutory Chief Officer, Non-
Statutory Chief Officer or Deputy Chief Officer must not be made by the 
Appointer until:- 
 
(a) 
The Appointer has notified the Proper Officer of the name of the person 
to whom the Appointer wishes to make the offer of appointment and 
any other particulars which the Appointer considers are relevant to the 
appointment; 
 
(b) 
The Proper Officer has notified every Member of the Executive of the 
authority of:- 
 
(i) 
the name of the person to whom the Appointer wishes to make 
the offer; 
 
(ii) 
any other particulars relevant to the appointment which the 
Appointer has notified to the Proper Officer; and 
 
(iii) 
the period of 5 days within which any objection to the making of 
the offer is to be made by the Executive Leader on behalf of the 
Executive to the Proper Officer; and 
 
 (c) 
Either:- 
 
(i) 
the Executive Leader has within the period specified in the 
notice under sub-paragraph (b)(iii) notified the Appointer that 
neither he nor any other Member of the Executive has any 
objection to the making of the offer; 
 
(ii) 
the Proper Officer has notified the Appointer that no objection 
was received by him within the period from the Executive 
Leader; or 
 
(iii) 
the Appointer is satisfied in consultation with either the Proper 
Officer or the Chief Legal Officer that any objection received 
from the Executive Leader within the period is not material or is 
not well-founded. 
 
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Part 5 
 
ETHICAL 
FRAMEWORK 
 
 
Part 5 – 5.1 – Local Code of Conduct for Members 
Council – May 2006  
 
254

Part 5.1 
Local Code of Conduct for Members 
 
INTRODUCTION 
 
This Code has been prepared and adopted by the Council in accordance with Section 51 
of the Local Government Act 2000.  The parts of the text printed in bold comprises the 
mandatory provisions prescribed by the Secretary of State under Section 50 of the Local 
Government Act 2000.  The rest of the text printed in italics comprises additional text 
approved by the Council. 
 
Every Member including any Co-opted Member, must sign an undertaking to observe the 
Authority’s Code.  Any person may then make a written complaint to the Standards Board 
that a Member has acted in breach of the Authority’s Code, which will secure the 
investigation of the complaint, which may lead to sanctions being applied to the Member 
by a Case Tribunal or, where the Secretary of State provides by regulations, by the 
Council’s Standards Committee. 
 
The Code defines the standards against which the public, their fellow Councillors, the 
Standards Board for England and the Authority’s Standards Committee will judge 
Members’ conduct.  The Local Government Ombudsman may also regard a breach of the 
code as incompatible with good administration, and may make a finding of 
maladministration by the Authority in these circumstances. 
 
Each Member should make sure that he is familiar with the requirements for personal 
conduct set by the law and by the Authority’s rules (standing orders) and the guidance 
contained in this Code.  It is his responsibility to make sure that what he does complies 
with these Requirements and this Code.  He should regularly review his personal 
circumstances with this in mind, particularly when those circumstances change.  If in any 
doubt, he should seek advice from the Authority’s Monitoring Officer, the Assistant Director 
(Legal Services) or from his/her own legal adviser.  In the end, however, the decision and 
the responsibility are those of the individual Member. 
 
PART 1 
 
GENERAL PROVISIONS 
 
Scope 
 
1.1 
Every Member has an overriding duty as a Councillor to the whole of the local 
community and to act in the public interest.  Members also have a special duty to 
residents of their Ward, including those who did not vote for them. 

 
1.2 
A Member should never do anything as a Member which could not be justified to 
the public.  The Member’s conduct, and what the public believes about his conduct 
will affect the reputation of the Authority and of any party to which the Member 
belongs. It is not enough to avoid actual impropriety.  A Member should at all times 
seek to avoid any occasion for suspicion and any appearance of improper conduct. 

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1.3 
A Member must observe the Authority’s Code of Conduct wherever he:- 
 
 

(a) 
conducts the business of the Authority; 
 
(b) 
conducts the business of the office to which he has been elected or 
appointed, or 

 
(c) 

acts as a representative of the Authority 
 
and references to a Member’s official capacity shall be construed 

accordingly. 
 
1.4 

This Code of Conduct shall not, apart from Paragraphs 4.1 and 5.1 (a) below, 
have effect in relation to the activities of a Member undertaken other than in 
an official capacity. 

 
1.5 
Where a Member acts as a representative of the Authority:- 
 
(a) 
on another relevant authority, he must, when acting for that other 
authority, comply with that other authority’s code of conduct; or 

 
(b) 

on any other body, he must, when acting for that other body, comply 
with the Authority’s code of conduct, except and insofar as it conflicts 
with any other lawful obligations to which that other body may be 
subject. 

 
1.6 

In this code, “Member” includes a Co-opted Member of an authority
 
1.7     “Co-opted Member” in relation to a relevant authority, means a person who is not a 

Member of the Authority but who:- 
 
 

(a) 
is a Member of any Committee or Sub-Committee of the Authority, or 
 
(b) 
is a Member of, and represents the Authority on, any joint Committee or joint 
Sub-Committee of the Authority. 

 
GENERAL OBLIGATIONS 
 
2.1 A 
Member 
must:- 
 
 

(a) 
promote equality by not discriminating unlawfully against any person,  
 
(b) 
treat others with respect and consideration, regardless of their gender, 
race, sexual orientation, age or religion and 

 
(c) 
not do anything which compromises or which is likely to compromise 
the impartiality of those who work for, or on behalf  of, the Authority. 

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2.2 

Members and employees are servants of the public and they are indispensable to 
one another.  However, their responsibilities are distinct.  Members are responsible 
to the electorate and serve only so long as their term of office lasts.  Employees are 
responsible to the Council and their job is to give advice to Members and the 
Council and to carry out the Authority’s work under the direction and control of the 
Council, its Committees, Sub-Committees and the Executive (Cabinet). 

 
2.3 

Members must not do or threaten to do anything which compromises or which is 
likely to compromise the impartiality of an employee of the Authority

 
2.4 

The law and Council rules (standing orders) lay down rules for the appointment, 
discipline and dismissal of employees.  Members must ensure that they observe 
these scrupulously at all times.  Special rules apply to the appointment of assistants 
to political groups.  In all other circumstances, if a Member is called upon to take 
part in appointing an officer, the only question which he should consider is which 
candidate would best serve the whole Council.  Members should not let their 
political or personal preferences influence their judgement.  They should not 
canvass the support of colleagues for any candidate and should resist any attempt 
by others to canvass theirs.  In consequence, Members should not provide 
references in support of applications for employment by the Council.
 
 
3.1 

As a Councillor or a Committee or Sub-Committee Member, Members necessarily 
acquire much information that is confidential to the Authority or to individuals, is 
commercially confidential or has not yet been made public.  It is a betrayal of trust 
to breach such confidences. 

 
3.2 
A Member must not:- 
 
(a) 
disclose information given to him in confidence by anyone, or 
information acquired which he believes is of a confidential nature, 
without the consent of a person authorised to give it, or unless he is 
required by law to do so, nor 

 
(b) 
prevent another person from gaining access to information to which 
that person is entitled by law. 

 
4.1 
A Member must not in his official capacity, or any other circumstance:- 
 
(a) 
conduct himself in a manner which could reasonably be regarded as 
bringing his office or Authority into disrepute. 

 
(b) 
make any vexatious or malicious complaints against any persons. 
 
5.1 A 
Member 
:- 
 
(a) 
must not, in his official capacity, or any other circumstance, use or 
threaten to use
 his position as a Member improperly to confer on or  
secure for himself or any other person, an advantage or disadvantage; 
and 

 
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(b) 
must, when using or authorising the use by others of the resources of 
the Authority:- 

 
(i) act 
prudently and in accordance with the authority’s 
requirements; and 
 
(ii) 
ensure that such resources are not used for political purposes 
unless that use could reasonably be regarded as likely to 
facilitate, or be conducive to, the discharge of the functions of 
the Authority or of the office to which the Member has been 
elected or appointed. 

 
5.2 

A Member should always make sure that any facilities (such as transport, stationery 
or secretarial services) provided by the Authority for use in his official capacity are 
used strictly for those purposes and for no other unless the Council has authorised 
in writing limited private use in circumstances which do not cause significant 
additional cost to the Authority. 

 
6.1 
A Member must when reaching decisions:- 
 
 

(a) 
have regard to any relevant advice provided to him by:- 
 
(i) 
the Authority’s Chief Finance Officer acting in pursuance of his 
duties under Section 114 of the Local Government Finance Act 
1988, and 

 
(ii) 

the Authority’s Monitoring Officer acting in pursuance of his 
duties under Section 5(2) of the Local Government & Housing 
Act 1989, and 

 
(iii) 
any other suitably qualified employee giving professional or technical 
advice. 

 
 

(b) 
have regard to the Authority’s obligations under the Human Rights Act 1998. 
 
(c) 
give the reasons for those decisions in accordance with the Authority’s 
and any statutory requirements in relation to the taking of an executive 
decision. 

 
(d) 

reach decisions on the basis of the individual merits of the particular case 
and in the public interest. 

 
6.2  In sub-paragraph 6.1(c) above and in paragraph 9.2 below, “executive 
decision” is to be construed in accordance with any regulations made by the 
Secretary of State under Section 22 of the Local Government Act 2000. 

 
7.1 
A Member must, if he becomes aware of any conduct by another Member 
which he reasonably believes involves a failure to comply with the Authority’s 
Code of Conduct, make a written allegation to that effect to the Standards 
Board for England as soon as it is practicable for him to do so. 

 
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258

 
PART 2 
 
INTERESTS 
 
Personal Interests 
 
8.1 

A Member must, in all matters, consider whether he has a personal interest, and 
whether this Code of Conduct requires him to disclose that interest. 

 
8.2 

A Member must exercise personal responsibility in deciding whether he has a 
personal interest such that he should disclose it.  He may seek advice from the 
Authority’s Monitoring Officer and must have regard to any advice from the 
Standards Committee in doing so. 

 
8.3 
A Member must regard himself as having a personal interest in any matter if 
the matter relates to an interest in respect of which notification must be given 
under Paragraphs 14.1 and 14.2 below, or if a decision upon it might 
reasonably be regarded as affecting to a greater extent than other Council tax 
payers, ratepayers or inhabitants of the Authority’s area, the well being or 
financial position of himself, a relative or a friend, or: 

 
 

(a) 
any employment or business carried on by such persons; 
 
(b) 
any person who employs or has appointed such persons, any firm in 
which they are a partner, or any company of which they are directors; 

 
(c) 

any corporate body in which such persons have a beneficial interest in 
a class of securities exceeding the nominal value of £5,000, or 

 
(d) 

any body listed in sub-paragraphs (a) to (e) or Paragraph 14.2 below in 
which such persons hold a position of general control or management. 

 
8.4 

In this paragraph:- 
 
(a)  “relative” means a spouse, partner, parent, parent-in-law, son, 
daughter, step-son, step-daughter, child of a partner, brother, sister, 
grandparent, grandchild, uncle, aunt nephew, niece, or the spouse or 
parent of any of the preceding persons; and 

 
(b) 

“partner” in sub-paragraph 8.3 (b) above means a member of a couple 
who live together. 

 
Disclosure of Personal Interests 
 
9.1 
A Member with a personal interest in a matter who attends a meeting of the 
Authority at which the matter is considered must disclose to that meeting the 
existence and nature of that interest at the commencement of that 
consideration, or when the interest becomes apparent. 

Part 5 – 5.1 – Local Code of Conduct for Members 
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259

 
9.2 

Subject to Paragraph 12.1(b) below, a Member with a personal interest in any 
matter who has made an executive decision in relation to that matter must 
ensure that any written statement of that decision records the existence and 
nature of that interest. 

 
Prejudicial Interests 
 
10.1  Subject to paragraph 10.2 below, a Member with a personal interest in a 
matter has a prejudicial interest in that matter if the interest is one which a 
member of the public with knowledge of the relevant facts would reasonably 
regard as so significant that it is likely to prejudice the Member’s judgement 
of the public interest. 

 
10.2  A Member may regard himself as not having a prejudicial interest in a matter 

if that matter relates to:- 
 
 

(a) 
another relevant authority of which he is a member; 
 
(b) 
another public authority in which he holds a position of general control 
or management; 

 
(c) 

a body to which he has been appointed or nominated by the authority 
as its representative; 

 
(d) 

the housing functions of the Authority where the Member holds a 
tenancy or lease with a relevant authority, provided that he does not 
have arrears of rent with that relevant authority of more than two 
months, and provided that those functions do not relate particularly to 
the Member’s tenancy or lease; 

 
(e) 

the functions of the Authority in respect of school meals, transport and 
travelling expenses, where the Member is a guardian or parent of a 
child in full time education, unless it relates particularly to the school 
which the child attends; 

 
(f) 
the functions of the Authority in respect of statutory sick pay under 
Part XI of the Social Security Contributions and Benefits Act 1992, 
where the Member is in receipt of, or is entitled to the receipt of such 
pay from a relevant authority; and 

 
(g) 

the functions of the Authority in respect of an allowance or payment 
made under Sections 173 to 176 of the Local Government Act 1972, or 
Section 18 of the Local Government & Housing Act 1989. 

Part 5 – 5.1 – Local Code of Conduct for Members 
Council – May 2006  
 
260

 
Overview & Scrutiny Committees 
 
11.1  For the purposes of this Part, a Member must if he is involved in the 
consideration of a matter at a meeting of an Overview and Scrutiny 
Committee of the Authority or a Sub-Committee of such a Committee, regard 
himself as having a personal and a prejudicial interest if that consideration 
relates to a decision made, or action taken, by another of the Authority’s:- 

 
 

(a) 
committees or sub-committees; or 
 
 

(b) 
joint committees or joint sub-committees 
 
 

of which he may also be a Member or in whose consideration of that matter he 
otherwise participated. 

 
11.2  But paragraph 11.1 above shall not apply if that Member attends that meeting 
for the purpose of answering questions or otherwise giving evidence relating 
to that decision or action. 

 
Participation in Relation to Disclosed Interests 
 
12.1  Subject to paragraph 12.2 below, a Member with a  prejudicial interest in any 
matter must:- 
 
(a)  withdraw from the room or chamber where a meeting is being held 
wherever it becomes apparent that the matter is being considered at that 
meeting, unless he has obtained a dispensation from the authority’s 
Standards Committee; 

 
(b)  not exercise executive functions in relation to that matter; and  
 
(c)  not seek improperly to influence a decision about that matter. 

 
12.2  A Member with a prejudicial interest may, unless that interest is of a financial 
nature, and unless it is an interest of the type described in Paragraph 11 
above, participate in a meeting of the authority’s:- 

 
 

(a) 
Overview and Scrutiny Committees, and 
 
 

(b) 
Joint or Area Committees. 
 
 

to the extent that such Committees are not exercising functions of the 
Authority or its Executive. 

Part 5 – 5.1 – Local Code of Conduct for Members 
Council – May 2006  
 
261

 
12.3  Members, or some firm or body with which they are personally connected, may 

have professional, business or other personal interests within the area for which the 
Authority are responsible.  Such interests may be substantial and closely related to 
the work of one or more of the Council’s Committees or Sub-Committees.  For 
example, the firm or body may be concerned with planning, developing land, 
Council housing, personnel matters or the letting of contracts for goods/services or 
works.  A Member should not seek, or accept, membership of any such Committee 
or Sub-Committee if that would involve him in disclosing an interest so often that he 
could be of little value to the Committee or Sub-Committee, or if it would be likely to 
weaken public confidence in the ability of the Committee or Sub-Committee to work 
solely in the general public interest. 

 
12.4  A Member should not seek, or accept, a position of leadership within the Authority, 

such as the position of Leader, Membership of the Executive (Cabinet) or the Chair 
of one of its Committee or Sub-Committees, if he, or any body with which he is 
associated has a substantial financial interest in, or is closely related to, the 
business or affairs of the Authority. 

 
13.1  For the purposes of this Part, “meeting” means any meeting of:- 
 
 (a) 

the 
Authority 
 
 

(b) 
the Executive of the Authority; 
 
(c) 
any of the Authority’s or its Executive’s Committees, Sub-Committees, 
Joint Committees, Joint Sub-Committees or Area Committees. 

 
PART 3 
 
THE REGISTER OF MEMBERS’ INTERESTS 
 
Registration of Financial & Other Interests 
 
14.1  Within 28 days of the provisions of an Authority’s Code of Conduct being 
adopted or applied to the Authority or within 28 days of his election or 
appointment to office (if that is later) a Member must register his financial 
interests in the Authority’s register maintained under Section 81(1) of the 
Local Government Act 2000 by providing written notification to the 
Authority’s Monitoring Officer of:- 

 
(a)  any employment or business carried on by him; 
 
(b)  the name of the person who employs or has appointed him, the name of 
any firm in which he is a partner, and the name of any company for 
which he is a remunerated director; 

 
(c)  the name of any person, other than a relevant authority, who has made a 
payment to him in respect of his election or any expenses incurred by 
him in carrying out his duties; 

 
Part 5 – 5.1 – Local Code of Conduct for Members 
Council – May 2006  
 
262

(d)  the name of any corporate body which has a place of business or land in 
the Authority’s area, and in which the Member has a beneficial interest in 
a class of securities of that body that exceeds the nominal value of 
£25,000 or one hundredth of the total issued share capital of that body; 

 
(e)  a description of any contract for goods, services or works made between 

the authority and himself or a firm in which he is a partner, a company of 
which he is a remunerated director, or a body of the description 
specified in sub-paragraph (d) above

 
(f)  the address or other description (sufficient to identify the location) of 
any land in which he has a beneficial interest and which is in the area of 
the Authority. 

 
(g)  the address or other description (sufficient to identify the location) of 

any land where the landlord is the Authority and the tenant is a firm in 
which he is a partner, a company of which he is a remunerated director, 
or a body of the description specified in sub-paragraph (d) above, and 

 
(h)  the address or other description (sufficient to identify the location) of 

any land in the Authority’s area in which he has a licence (alone or jointly 
with others) to occupy for 28 days or longer. 

 
14.2  Within 28 days of the provisions of this code of conduct being adopted or 
applied to the Authority or within 28 days of his election or appointment to 
office (if that is later), a Member must register his other interests in the 
Authority'’ register maintained under Section 81(1) of the Local Government 
Act 2000 by providing written notification to the Authority’s Monitoring Officer 
of his membership of or position of general control or management in any:- 

 
(a)  body to which he has been appointed or nominated by the Authority as 
its representative; 
 
(b)  public authority or body exercising functions of a public nature; 
 
(c)  company, industrial and provident society, charity, or body directed to 

charitable purposes; 
 
(d)  body whose principal purposes include the influence of public opinion or 

policy; 
 
(e)  trade union or professional association; and 
 
14.3  A Member must within 28 days of becoming aware of any change to the 

interests specified under Paragraphs 14.1 and 14.2 above, provide written 
notification to the Authority’s Monitoring Officer of that change. 

 
Part 5 – 5.1 – Local Code of Conduct for Members 
Council – May 2006  
 
263

Registration of Gifts & Hospitality 
 
15.1  Gift or hospitality includes any material benefit or advantage. 
 
15.2  Each Member should treat with extreme caution any offer or gift or hospitality that is 

made to them personally.  The person or organisation making the offer may be 
doing, or seeking to do, business with the Council, or may be applying to the 
Council for planning permission or some other kind of decision. 

 
15.3  There are no hard or fast rules about the acceptance or refusal of hospitality or 

tokens of goodwill.  For example, working lunches may be a proper way of doing 
business, provided that they are approved by the Authority and that no 
extravagance is involved.  Likewise, it may be reasonable for a Member to 
represent the Authority at a social function or event organised by outside persons or 
bodies. 

 
15.4  Each Member is personally responsible for all decisions connected with the 

acceptance or offer of gifts or hospitality and for avoiding the risk of damage to the 
public confidence in local government. 

 
15.5  
A Member must within 28 days of receiving any gift or hospitality, over the 
value of £25 relating to or arising out of their position as a Member, provide 
written notification to the Authority’s Monitoring Officer of the existence and 
nature of that gift or hospitality

 
15.6  A Member must also notify the Authority’s Monitoring Officer of any offer of any gift 

or hospitality, whether or not the Member accepts that offer, which a member of the 
public with knowledge of the relevant facts might reasonably regard as intended to 
influence his discharge of his responsibilities as a Member within 28 days of such 
offer being made. 

 
PART 4 
 
MISCELLANEOUS 
 
Expenses & Allowances 
 
16.1  A Member shall scrupulously observe the rules enabling him to claim expenses and 

allowances in connection with the carrying out of his duties as a Councillor or a 
Committee or Sub-Committee Member. 

 
Protocols 
 
16.2  A Member must also observe the relevant provisions contained in the following:- 
 

(a) 
Planning Code of Conduct for Members & Officers. 
 
(b) 
Local Code of Conduct Governing Relations between Elected Members and 
Council Employees.  

Part 5 – 5.1 – Local Code of Conduct for Members 
Council – May 2006  
 
264

 
 
Part 5.2  Planning Code of Conduct for Members 
and Officers 
 
 
CONTENTS   
 
 
 
 
 
 
 
 
 
 
1. INTRODUCTION 
 
2. GENERAL 
PRINCIPLES 
 
3. 
GENERAL ROLES OF MEMBERS AND OFFICERS 
 
4. DECLARATION 
OF 
INTERESTS 
 
5. PRE-APPLICATION 
DISCUSSIONS 
 
6. 
ATTENDANCE AT PUBLIC MEETINGS 
 
7. 
RESPONSE TO LOBBYING OF MEMBERS 
 
8. 
THE PARTY WHIP 
 
9. PUBLIC 
PARTICIPATION SCHEME 
 
10. 
REPORTS BY OFFICERS 
 
11. 
THE DECISION MAKING PROCESS 
 
12. SITE 
VISITS 
 
13. 
DEVELOPMENT PROPOSALS OF MEMBERS,  
OFFICERS & THE COUNCIL 
 
 
14. PLANNING 
AGREEMENTS 
 
15. TRAINING 
 
16. COMPLAINTS 
 
 
 
 
APPENDIX “A”:    
COUNCIL GUIDELINES FOR 
 
 
 
          DETERMINING PLANNING APPLICATIONS 
 
 APPENDIX 
“B” 
PUBLIC 
PARTICIPATION SCHEME 
Part 5 – 5.2 Planning Code of Conduct for Members and  Officers 
Council – May 2006 
 
265

 
1. 
INTRODUCTION
 
1.1 
This Code has been written to advise all those concerned with planning matters of 
Slough Borough Council’s standards in its operation of the town and country 
planning system within the Borough.  The Code applies to all Members and Officers 
involved in operating the planning system. 
 
1.2 
Planning is not an exact science.  Rather, it relies on informed judgement within a 
firm policy context.  It is also highly contentious because its decisions affect the 
daily lives of everyone and the private interest of individuals, landowners, and 
developers.  This is heightened by the openness of the system (it actively invites 
public opinion before taking decisions) and the legal nature of development plans 
and decision notices.  It is important, therefore, that the process is characterised by 
open and transparent decision-making. 
 
1.3 
One of the key purposes of the planning system is to control development in the 
public interest.  In performing this role, planning necessarily affects land and 
property interests, particularly the financial value of land holdings and the quality of 
their settings.  It is important, therefore, that the Council should make planning 
decisions affecting these interests openly, impartially, with sound judgement, and 
for justifiable reasons.  The process should leave no grounds for suggesting with 
any justification, that a decision has been partial, biased, or not well-founded. 
 
1.4 
Thus the successful operation of the planning system in Slough depends upon the 
Council always acting in a way which is clearly seen to be fair and impartial.  This 
requires a shared understanding of the respective roles of Members and Officers 
and trust between these parties.  The following quotation from the Local 
Government Association serves to illustrate the point:- 
 
“The role of an elected member on a planning committee involves a 
balance between representing the needs and interests of individual 
constituents and the community with the need to maintain an ethic of 
impartial decision-making on what can be highly controversial 
proposals.  It is this dual role which, as the Nolan Committee in its 
recent report acknowledges, can give rise to great tensions”. 
 
(Source:  Probity in Planning 1997). 

 
1.5 
The aim of this Code of Practice is to ensure that the Council operates an open and 
fair system.  Failure to follow this Code of Practice, without good reason, could be 
taken into account during investigations by the Standards Board for England or the 
Council’s Standards Committee and/or the Local Government Ombudsman. 
 
1.6 
Members and Officers are requested to read this Code thoroughly and put it into 
practice consistently.  It is intended to review the Code regularly so that it remains 
useful and relevant.  If any points are unclear or need review, please contact the 
Director of Law and Corporate Governance or the Head of Planning and Strategic 
Policy.  They will be pleased to help you. 
 
Part 5 – 5.2 Planning Code of Conduct for Members and Officers 
Council – May 2006 
266 

2. 
GENERAL PRINCIPLES
 
2.1  Members are reminded that they are required to comply with the statutory 
provisions on the disclosure of interests (personal and financial), the Local Code of 
Conduct for Members, this Council’s Rules (formerly known as Standing Orders) 
and its Scheme of Delegation. 
 
2.2 
Officers involved in the processing and determination of planning matters must also 
act in accordance with the Council’s Rules, Scheme of Delegation and with the 
relevant sections of the Royal Town Planning Institute’s Code of Professional 
Conduct or any other relevant professional or adopted Council Employee Code of 
Conduct. 
 
2.3 
Whilst this Planning Code deals primarily with planning applications, its principles 
apply with equal vigour to consideration of Structure Plans, Local Plans, 
Development Briefs, enforcement cases and all other planning matters.  An 
overriding principle is that when local authorities are dealing with planning matters, 
they should only take into account material planning considerations and ignore 
irrelevant matters (Appendix “A”).  This is considered further in paragraph 10 below. 
 
2.4 
This Local Code is supplemental to the provisions referred to above and provides 
further specific advice and guidance for Members and Officers involved in planning 
matters.  A key principle is that Members should represent their constituents as a 
body and vote in the interests of the Borough as a whole.  Members should take 
account of all views expressed, they should not be biased or appear to be partial 
towards any person, company, group or locality. 
 
3. 
GENERAL ROLES OF MEMBERS AND OFFICERS
 
3.1 
Members and Officers have different, but complementary roles.  Both serve the 
public but Members are responsible to the electorate, whilst Officers are 
responsible to the Council as a whole.  A successful relationship between Members 
and Officers can only be based upon mutual trust and understanding of each 
other’s position.  This relationship, and the trust which underpins it, must never be 
abused or compromised.  
 
3.2 
Members set the Council’s planning policy and determine planning applications, 
enforcement issues and other planning matters within the context of that planning 
policy.  When Members come to make a decision on a planning matter, they must:- 
 
 
(a) 
Act fairly and openly 
 
 
(b) 
Approach each application with an open mind. 
 
 
(c) 
Carefully weigh up all relevant issues. 
 
 
(d) 
Determine each application on its own merits. 
 
(e) 
Avoid contacts with interested parties which might be taken to indicate that 
they were unduly influenced by one party or another. 
 
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267 

(f) 
Ensure that there are clear and substantial reasons for their decisions, and 
that those reasons are clearly stated. 
 
3.3 
The Officers’ function is to advise and assist Members in matters of planning policy 
and in their determination of planning applications, enforcement issues and any 
other planning matters by:- 
 
 
(a) 
Providing impartial and professional advice. 
 
 
(b) 
Making sure that all the information necessary for the decision to be made is 
given. 
 
 
(c) 
Providing a clear and accurate analysis of the issues. 
 
(d) 
Setting planning applications, enforcement issues and other planning matters 
against the broader Development Plan policies and all other material 
considerations. 
 
(e) 
Giving a clear recommendation. 
 
(f) 
Carrying out the decisions of Members in Committee. 
 
3.4 
Members who also serve on Parish Councils may need to clarify their separate 
roles in each Council regarding Slough Borough Council planning policies.  The 
public and other interested parties should be clear at all times when the Members 
are acting as a Parish Councillor and when they are acting in their role as a 
Borough Councillor. 
 
4. 
DECLARATIONS OF INTEREST
 
4.1 
Members should observe strictly the guidance on the disclosure of personal and 
other interests as set out in the Local Code of Conduct for Members adopted by the 
Council in April, 2002.  A Member with a personal interest in a matter also has a 
prejudicial interest in that matter if the interest is one which a member of the public, 
with knowledge of the relevant facts, would reasonably regard as so significant that 
it is likely to prejudice the Member’s judgement of the public interest. 
 
4.2 
Members who have substantial property interests, or other interests which would 
prevent them from voting on a regular basis should avoid serving on the Planning 
Committee. 
 
4.3 
Gifts and hospitality give rise to particular problems in respect of the credibility of 
the planning process and the acceptance of gifts or hospitality by Members or 
Officers can be a very serious criminal offence.  Members should have particular 
regard to the provisions of the Council’s Local Code of Conduct for Members.  In 
particular, they must immediately report to the Monitoring Officer any offer of gifts or 
hospitality and they should avoid any behaviour which might be taken as indicating 
that they are open to such offers.  Officers should strictly comply with the Council’s 
adopted Employee Code of Conduct. 
 
4.4 
Officers must seek permission from the appropriate senior officer for any private 
work or interest which they wish to take up as required by the Council’s Rules. 
 
Part 5 – 5.2 Planning Code of Conduct for Members and Officers 
Council – May 2006 
268 

5. 
PRE-APPLICATION DISCUSSIONS
 
5.1 
Discussions between a potential applicant and the Council prior to the submission 
of an application can be of considerable benefit to both parties, and is encouraged 
by the Audit Commission and the National Planning Forum.  Discussions can take 
place for a variety of reasons, for example: to establish whether an application can 
be improved in design, to overcome planning objections, or to meet relevant 
neighbour concerns. 
 
5.2 
It should always be made clear at the outset that pre-application discussions will not 
bind the Council to making a particular decision and that any views expressed are 
provisional, until all relevant information is submitted and consultations on it have 
taken place. 
 
5.3 
Planning Officers will ensure that their advice is not partial, nor seen to be.  This is 
because a consequent report could be seen as advocacy for a particular point of 
view.  A written attendance note should be made of pre-application discussions, 
and important telephone conversations and placed on the relevant planning file. 
 
5.4 
To ensure professional advice and maintain impartiality it is highly desirable that 
Members do not take part in pre-application discussions other than in cases of 
minor development.  If there are other occasions when Members are involved they 
must be accompanied and advised by professional officers of the Council including 
a Senior Planning Officer.  The involvement of Members in such discussions will be 
noted by Officers in a written attendance note which must be placed on the relevant 
planning file. 
 
5.5 
For the avoidance of doubt, Members are prohibited from negotiating with the 
applicant. 
 
6. 
ATTENDANCE AT PUBLIC MEETINGS
 
6.1 
Officers who are wholly or partly involved in the processing or determination of 
planning matters should not attend public meetings in connection with pre-
application development proposals or submitted planning applications, unless their 
attendance has been agreed by the Head of Development Control.  To do so could 
lead to allegations of prejudice or bias to a particular point of view.  If such 
attendance has been authorised, Officers should only provide information and give 
no view on the merits or otherwise of the proposal. 
 
6.2 
When attending public meetings, Members must be accompanied by a Senior 
Planning Officer and they should take great care to maintain their impartial role as a 
Councillor, listen to all the points of view expressed by the speakers and the public 
and not state a conclusive decision on any pre-application proposals and submitted 
planning applications. 
 
Part 5 – 5.2 Planning Code of Conduct for Members and Officers 
Council – May 2006 
269 

7. 
RESPONSE TO LOBBYING OF MEMBERS
 
 
7.1 
It is a fact of life that when Members undertake their ward roles they will be 
approached by prospective and actual applicants (and agents) or members of the 
public with a view to them lending support to the proposal, or indeed opposing it.   
 
When Members are lobbied they need to exercise great care to maintain the 
Council’s reputation and the Member’s own integrity and the public perception of the 
planning process. 
 
 
7.2 
If they are approached, Members should use all reasonable endeavours to refer the 
person to another Member who is not a Member of the Planning Committee.  If, 
however, the lobbying persists then Members should expressly state that whilst they 
can listen to what is said, they cannot give any commitment (for or against) in 
respect of the application/proposal for to do so without all relevant information, 
evidence and views would be unfair, prejudicial and may amount to 
maladministration. 
 
 
7.3 
If a Member considers that an ordinary member of the public believes that s/he held 
a conclusive view in respect of an application or other planning matter before the 
relevant meeting then s/he should advise the Monitoring Officer in writing prior to the 
meeting, and not take part in the debate or vote on the issue. 
 
7.4 
If approached by a constituent, who is not professionally represented, a Member 
should only give advice on planning procedure, rules and policy.  If approached by a 
constituent who is represented, or a non-constituent, or a professional agent, a 
Member should refer the person making the approach to either the Head of 
Development Control or the Planning Case Officer. 
 
 
7.5 
Other than for formal site visits, Members should not enter premises or sites which 
are, or are likely to be, the subject of a planning application or forms part of a Local 
Plan proposal. 
 
7.6 
Members should not organise support, opposition or put undue pressure on other 
Councillors or Officers for a particular decision/recommendation. 
 
7.7 
A decision in respect of any planning matter or application can only be taken at the 
Planning Committee when all relevant information is to hand and has been carefully 
considered.  Individual Members should reach their own conclusions at the meeting 
rather than be influenced by others.  In this regard, any political group meetings prior 
to Committee meetings should not be used to decide how Members should vote. 
 
8. 
THE PARTY WHIP
 
8.1 
Members cannot accept an instruction from anyone to determine an application in a 
particular manner, but must determine the issue on its merits.  Accordingly, whilst 
they may accord appropriate weight to the views of other Members, whether 
expressed in the Committee meeting or in prior discussions, they must determine 
the application on its merits and should not take into account any factor which they 
are not prepared to state in open Committee.  Therefore, it is inappropriate for any 
Party Group to instruct its Members to vote in a particular manner on an application 
Part 5 – 5.2 Planning Code of Conduct for Members and Officers 
Council – May 2006 
270 

or to apply or threaten to apply any sanction to any Member who votes contrary to 
the Group’s collective views. 
 
8.2 
Where such a “Whip” has been applied, Members should declare it in exactly the 
same manner as they would declare any other attempt at lobbying. 
 
9. 

PUBLIC PARTICIPATION SCHEME
 
9.1 
Applications for planning permission are determined by either Officers acting under 
the Council’s Scheme of Delegation or by Members who form the Planning 
Committee.  Each application is subject to a public consultation/notification exercise 
which includes local residents and other bodies inviting comment in writing on the 
application before it is determined. 
 
9.2 
However the Council is committed to extending public involvement in the planning 
and development process by giving the following an opportunity to address in 
certain circumstances Members of the Planning Committee at the meeting before 
Members take their decision:- 
 
 (a) 
Objectors 
 
(b) 
Parish Council representatives 
(c) 
The applicant (or his agent) and supporters 
(d) Ward 
Councillors 
 
9.3 
The Public Participation Scheme will only apply to applications which are to be 
determined by the Planning Committee.  They do not apply to any matter where the 
Planning Committee is considering enforcement of any kind.  Applications to be 
determined under Officer Delegated Authority are not subject to the requirements of 
this code. 
 
9.4 
The Public Participation Scheme will operate in accordance with the explanatory 
leaflet attached as Appendix B to this Code of Conduct. 
 
10. 
REPORTS BY OFFICERS
 
10.1  Reports to the Planning Committee on applications and other planning matters must 
be clear and accurate and comprise:- 
 
 
(a) 
a full description of the site. 
 
 
(b) 
any related planning history 
 
(c) 
full details of any relevant policies of the Development Plan and other 
material considerations. 
 
(d) 
a technical appraisal of which clearly justifies the written recommendation. 
 
(e) 
a written recommendation setting out clear and unambiguous reasons for: 
 
 
(i) 
granting planning permission (with conditions to be attached); or 
 
 (ii) 
refusal. 
 
Part 5 – 5.2 Planning Code of Conduct for Members and Officers 
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10.2  The Chair, at the request of any Member of the Committee, shall adjourn the 
meeting for a reasonable period of time to enable the Members to have an 
opportunity of reading any information which has been tabled by the officers at the 
meeting. 
 
10.3  As a general rule the Members of the Committee will not take into account any 
written information at the meeting which has not been submitted by the 
developer/applicant or any consultees (including local residents) as part of the 
application process.  However in exceptional circumstances the chair, in 
consultation with the officers present, may exercise his/her discretion to consider 
new information if it is appropriate to do so. 
 
10.4  The Head of Development Control and/or the relevant Planning Case Officer having 
conduct of the case, must be available at the Planning Committee to answer any 
questions or clarify any queries raised by Members. 
 
11. 
THE DECISION MAKING PROCESS
 
11.1  In determining applications submitted pursuant to the Town and Country Planning 
Act 1990, and other planning or planning related legislation, the Council will follow 
the Guidelines adopted as part of this Planning Code.  These adopted Guidelines 
will be subject to changes from time to time to reflect the latest government 
guidance and case law (Appendix “A”). 
 
11.2  In discussing and determining a planning application enforcement issue or other 
planning matter, Members should confine themselves to the planning merits of the 
case.  The reasons for making a final decision should be clear, convincing and 
supported by material considerations and the planning merits.  The Planning 
Committee’s decisions should be properly minuted. 
 
11.3  From time to time Members of the Planning Committee will disagree with the 
professional advice given by the Head of Planning and Strategic Policy or his 
representative.  As indicated in paragraph 1.2 above planning is not an exact 
science and there can be genuine disagreement about the implications of a 
particular proposal. A senior legal officer will be present at Committee and will be 
able to advise if the facts simply cannot support the conclusion which the Members 
have drawn and the Committee is in danger of acting unreasonably. 
 
11.4  Where Councillors wish to add or amend conditions or reasons for refusal, the 
general content will be agreed at the meeting before the vote is taken and the final 
wording will generally be delegated to the Head of Planning and Strategic Policy.  
Where an appeal arises against such a decision, Officers will give support to the 
relevant Committee Members in preparing evidence for the appeal, but it will be for 
Members of the Planning Committee to appear at any appeal inquiry/hearing and 
give evidence to justify the reasons for the Committee’s decision. 
 
11.5  If the report of the Planning Case Officer recommends approval of a departure from 
the Development Plan, the full justification for this recommended departure should 
be included in the report. 
 
Part 5 – 5.2 Planning Code of Conduct for Members and Officers 
Council – May 2006 
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12. 
SITE VISITS
 
12.1  A site visit is private and its purpose is for Members to gain knowledge of the 
development proposal and to observe the characteristics of the site and its 
relationship to its surroundings.  A site visit may be called by 
 
•  Any two Members of the Planning Committee; 
•  A Ward member, if the application has been referred to Committee by the 
Head of Planning and Strategic Policy on the request of the Ward Member. 
 
Requests for site visits will be made directly to Committee and Members Services, 
with an outline of the main reasons as to why a site visit should take place and must 
be submitted ten working days before the meeting at which the application is to be 
considered. 
 
All Members of the Planning Committee will be invited to the site visit and all ward 
members will also be advised of the visit and invited to attend. 
 
Site visits are:- 
 
 (a) 
fact 
finding 
exercises 
 
 
(b) 
not part of the formal consideration of the application and therefore public 
rights of attendance do not apply. 
 
 
(c) 
to enable Officers to point out relevant features 
 
(d) 
to enable questions to be asked on site for clarification.  However, discussion 
on the application will only take place at the subsequent Committee as all 
relevant parties may not be in attendance on site. 
 
12.2  At the site visit Members shall be accompanied by the Head of Development 
Control and/or the Planning Case Officer who will record what takes place at the 
inspection. Members may ask questions of the Officers and the applicant. 
 
However, representations on the merits of the application will not be heard. 
 
12.3  The site visit shall take place during normal working hours as far as is practicable 
unless there are reasons which dictate otherwise.  
 
12.4  No decision is to be made at the site visit.  It is essential that Member and Officers 
ensure that those attending, or making comments, are not led to believe that a 
decision has been taken on the visit, or that conclusive views have been reached. 
 
12.5  After the inspection the Head of Development Control or the Planning Case Officer 
who attended the site visit will prepare notes for the Planning Committee on the 
planning issues and any relevant information obtained by Members and a 
recommendation on how the application should be determined. 
 
12.6  The Head of Development Control will ensure that all correspondence in relation to 
site visits clearly identifies the purpose of the site inspection, the format and 
conduct of the inspection and the appropriate procedure for the applicants, agent 
and interested parties to address elected Members. 
Part 5 – 5.2 Planning Code of Conduct for Members and Officers 
Council – May 2006 
273 

 
13. 
DEVELOPMENT PROPOSALS OF MEMBERS, OFFICERS AND THE COUNCIL
 
13.1  Members and Officers should never act as agents for individuals (including a 
company, group or body) pursuing an application enforcement issue or other 
planning matter.  If Members or Officers submit their own development proposal to 
the Council, they should take no part in its processing or the decision-making.  The 
Council’s Monitoring Officer should be informed by the Member of Officers of all 
such proposals as soon as they are submitted and shall ensure that such 
applications and/or matters are dealt with in a correct and open manner. 
 
13.2  Applications made on behalf of the Council for its own development must be 
determined in an identical manner to applications made by the general public and 
the same planning policy considerations applied.  The Council’s current practices 
and procedures achieve this with identical consultation and publicity in relation to 
the application.  Decisions must be made strictly on planning merits and without 
regard to any financial or other gain which may accrue to the Council if the 
development is permitted.  Applications for development by the Council are 
considered by the Planning Committee for decision or in accordance with the 
Council’s Scheme of Delegation.  This scheme gives clear guidelines on when 
applications will be determined under delegated powers.  Provided these are met, 
there should be no grounds for allegations of unfairness. 
 
14. 
PLANNING AGREEMENTS
 
14.1  Applications which propose or require planning obligations by agreement will be 
determined by the Planning Committee.  The heads of agreement will be included in 
the Officers’ written report, and a copy of the agreement, when made, will be 
publicly available, provided (following the advice of a Council Solicitor) it is not 
considered to prejudice clearly established interests of commercial confidentiality. 
 
15. 
TRAINING
 
15.1  No Member should be appointed to the Planning Committee without having agreed 
to participate in educational training programmes directed towards the role of 
Members in making planning decisions. 
 
15.2  The Council will, from time to time, consider and review the form of education and 
training that is most appropriate.  
 
15.3  Initially, there will be a series of short training sessions by the Council’s Solicitors 
and Planning Officers on the following topics:- 
 
•  The Role of the Government in Planning 
•  The Development Plan and Material Considerations 
•  Section 106 Planning Obligations/Planning Conditions 
•  Enforcement of Planning Control 
•  Certificates of Lawful Use 
• Planning 
Procedures 
 
15.4  This training will be open to all Members and brief handouts will be provided where 
appropriate.  The Council welcomes suggestions from Members on any other 
Part 5 – 5.2 Planning Code of Conduct for Members and Officers 
Council – May 2006 
274 

subjects which they would like to see covered and any other training procedures 
that they would wish to adopt. 
 
16. 
COMPLAINTS & RECORD KEEPING
 
16.1  In order that planning procedures are undertaken properly and that any complaints 
can be fully investigated, record keeping will be complete and accurate.  Every 
planning application file will contain an accurate account of events throughout its 
life, particularly the outcomes of meetings, significant telephone conversations and 
any declarations of interest by Members. 
 
16.2  The same principles of good record keeping will be observed in relation to all 
enforcement and Development Plan matters.  Monitoring of record keeping will be 
undertaken regularly by the appropriate managers in the Law and Corporate 
Governance Department. 
Part 5 – 5.2 Planning Code of Conduct for Members and Officers 
Council – May 2006 
275 

APPENDIX “A”  
(To Planning Code of Conduct) 
COUNCIL GUIDELINES FOR DETERMINING PLANNING APPLICATIONS 
 
1. 
APPLICATIONS UNDER THE TOWN & COUNTRY PLANNING 
ACT 1990 (TCPA) 
 
 
( i ) 
The emphasis in determining applications is upon a plan led system.  
Section 54A of the Town and Country Planning Act 1990 requires all 
planning applications to be determined by reference to the Development 
Plan (i.e. the Structure Plan and the adopted Slough Local Plan) if material 
to the application, and any other material considerations.  If the 
Development Plan is material to the application then the statutory position 
is that the application should be determined in accordance with the 
Development Plan unless material considerations indicate otherwise. 
 
 
 
 
( ii ) 
The term “other material considerations” has a wide connotation as 
expressed by the following judicial comment:- 
 
“………….I find it impossible, however, to accept the view that such 
considerations are limited to matters relating to amenity………it seems to 
me that any consideration which relates to the use and development of 
land is capable of being a planning consideration”. 
 
 
 
 
( iii ) 
Material considerations include national planning guidance in the form of 
Government Circulars, Planning Policy Guidance Notes, Non-Statutory 
Development Control Guidelines and case law.  A ministerial statement 
may be a material consideration. 
 
 
 
 
( iv ) 
Examples of material considerations are:- 
 
 
 
 
 
( a )  appearance and character of development; 
 
 
( b )  traffic generation, highway safety and parking; 
 
 
( c )  Overshadowing, overlooking and loss of privacy; 
 
 
( d )  noise, disturbance or other loss of amenities; 
 
 
( e )  layout and density of buildings; 
 
 
( f ) 
relevant planning policies. 
 
 
 
 
(v) 
Matters which are not material considerations include:- 
 
 
( a )  boundary disputes, covenants or other property rights; 
 
 
( b )  personal remarks (e.g. the applicant’s motives); 
 
 
( c )  reduction in property values; 
 
 
( d )  loss of private view over the land. 
 
 
 
( vi ) 
The personal circumstances of an applicant for planning permission are not 
generally a material consideration because they do not relate to the 
character or use of the land.  However, in exceptional circumstances they 
may outweigh other material planning considerations.  Where this is the 
case, specific and valid reasons must be given to justify the exception. 
 
 
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( vii ) 
What constitutes a material consideration is a matter of law.  The weight to 
be attached to the consideration is a matter of planning judgement for the 
decision-maker having regard to the planning evidence.  In attaching 
weight to any offers of community benefit accompanying any planning 
application, Members must be mindful of the Advice in Circular 1/97 
Planning Obligations (Section 106 Agreements) as to the legality and 
materiality of such offers. 
 
 
 
 
( viii) 
It is essential to consider thoroughly any advice given by a statutory 
consultee or relevant Government Department, including views expressed 
by English Heritage or the Environment Agency. 
 
 
 
 
(ix) 
The view of local residents are relevant when determining a planning 
 
application, but it must be recognised that such opposition cannot be a 
reason in itself for refusing or granting planning permission unless  
founded on valid planning reasons, which are supported by substantial 
evidence (Circular 9/93 - Annex 3, Paragraph 15). 
 
 
 
 
(x) 
Account should be taken of previous Council decisions, appeal decisions in 
 
relation to the site, or other related appeal decisions. 
 
 
 
 
(xi) 
It is not permissible to prevent, inhibit or delay development which could 
reasonably be permitted. 
 
 
 
 
(xii) 
Planning Conditions should only be imposed for a planning purpose and 
not for any ulterior one.  They must fairly and reasonably relate to the 
development.  Thus it is essential to avoid conditions which are 
unnecessary, unreasonable, unenforceable, imprecise or irrelevant. 
 
 
2. 
APPLICATIONS UNDER THE PLANNING (LISTED BUILDINGS AND 
CONSERVATION AREAS) ACT 1990 (PLBCA)

 
 
 
 
( i ) 
It is now established that the determination of planning applications and 
applications for PLBCA are two separate statutory duties.  The provisions 
of the TCPA do not override those of the PLBCA. 
 
 
 
 
( ii ) 
The Development Plan contains policies that deal with development in 
Conservation Areas and applications for Listed Building Consent under the 
PLBCA to enable the local authority to consider the desirability of 
preserving the building or its setting or any feature of special historic 
interest or the Conservation Area. 
 
 
 
 
( iii ) 
Members will also have regard to the replies of statutory consultees, e.g. 
English Heritage and amenity societies. 
 
 
 
 
( iv ) 
Planning Policy Guidance Note 15 will be relied upon. 
 
 
( v ) 
Any other material consideration, e.g. appeals decisions and relevant case 
 
law. 
 
Part 5 – 5.2 Planning Code of Conduct for Members and Officers 
Council – May 2006 
277 

APPENDIX B 
 
 
SLOUGH BOROUGH COUNCIL 
 
 
 
 
 
 
 
 
 
 
 

What happens about my 
Objection to a  
Planning Application? 
 
 
 
 
 
 
 
 

This leaflet explains how your objection is 
dealt with and how the application is 
determined.  Your views on planning 

applications are always considered when 
planning decisions are made 
 
 
 
 
 
 
 

March 2005 
Part 5 – 5.2 Planning Code of Conduct for Members and Officers 
Council – May 2006 
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1. 
I have objected.  What happens next? 
 
1.1 
Planning officers will consider whether: 
 
•  the application should be recommended for approval as it stands 
•  it should be amended to resolve your objection, or 
•  it should be refused 
 
1.2 
Your written objection will be acknowledged by letter and you will be asked to 
register if you wish to speak in the event that the application is to be determined by 
the Planning Committee.  If you register, you will be notified of the time and date of 
the meeting. The deadline for receipt of requests to speak at a Planning Committee 
shall be no later than three clear working days prior to the day of the meeting.  
 
1.3 
If you have submitted a petition in response to a planning application your petition 
will be noted for the purposes of the Public Participation Scheme and, in the event 
that the application is to be determined by the Planning Committee, the petition 
organiser/main contact will be advised of their right to speak at the meeting. 
 
[Note: The submission of a petition does not mean that the planning application will 
automatically be referred to the Planning Committee.] 
 
2. 
Who Makes the Decision? 
 
Most planning applications are dealt with at officer level under a Scheme of 
Delegation.  In this circumstance the application will not be reported to the Planning 
committee for determination.  In certain circumstances, as set out in the Scheme of 
Delegation, the application will be determined by the Planning Committee.  Any 
comments received will be summarised in a report when the application is 
presented. 
 
3. 
Can I see the officer’s report before the Planning Committee Meeting? 
 
Yes.  The agenda and reports will be available at the Town Hall five working days 
before the meeting.  An additional paper (The Update), containing information 
received after the reports have been written and prior to the meeting, will be 
circulated at the meeting. 
 
4. 
Can I speak at the Planning Committee Meeting? 
 
Slough Borough Council has a public participation scheme that allows for speaking 
about a planning application if the application is to be determined by the Planning 
Committee.  You may speak if:- 
 
(a) 
you have made a written objection or lodged a petition and 
(b) 
registered to speak and 
(c) 
the application is recommended for approval.   
 
If the application is recommended for refusal and the Chair of the Planning 
Committee has agreed that the applicant can address the Committee you may 
speak in reply if you have made a written objection and registered to speak.  We will 
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advise you if this is the case.  If you require any further information please 
telephone the Planning Case Officer who has written to you.  
 
5. 
Can a member of the public speak about any application on the Agenda? 
 
No.  Members of the public can only speak if they have objected in writing to an 
application and registered to speak, in line with the Public Participation Scheme. 
 
6. 
How much time will be allowed for speakers? 
 
A total of four minutes per site/application will be allocated to hear the views of all 
objectors, four minutes for Parish Councils and four minutes for the applicant/agent.  
The Chair of the Planning Committee can in exceptional circumstances extend the 
time limit for all parties and his decision will be final. 
 
7. 
What happens if there are a number of objectors wishing to speak? 
 
7.1 
The time limit remains the same and objectors will be encouraged to present a joint 
objection or appoint a spokesperson, as this is often the most effective use of the 
time available.  In order to agree the best approach, objectors may contact the 
Planning Committee Clerk for details of others wishing to speak.  The telephone 
and fax numbers and the e-mail address can e found in the Notice of Objection form 
which accompanies this leaflet.  In some cases the Parish Council or a Residents’ 
Association may be willing to represent objectors. 
 
7.2 
The Council needs to strike a balance between providing the opportunity for people 
to be heard and ensuring that the applications are dealt with efficiently, within a 
meeting of reasonable length.  This is why there is a time limit on speakers. 
 
Can someone else speak on my behalf? 
 
Yes.  You could ask a friend, relative or professional adviser to speak for you. 
 
How do I present my objection? 
 
The Committee may only consider relevant planning issues.  Please limit you 
comments to matters such as:- 
 
appearance and character of development 
traffic generation, highway safety and parking 
overshadowing, overlooking and loss of privacy 
noise, disturbance and other loss of amenities 
layout and density of buildings 
relevant planning policies 
 
Please avoid matters that cannot be considered by the Committee such as:- 
 
boundary disputes, covenants or other property rights 
personal remarks (eg the applicant’s motives) 
reduction in property values 
loss of private view over the land 
 
Part 5 – 5.2 Planning Code of Conduct for Members and Officers 
Council – May 2006 
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THERE WILL BE NO OPPORTUNITY FOR YOU TO DISPLAY MAPS, 
PHOTOGRAPHS ETC OR TO ASK QUESTIONS OF OTHERS AT THE 
MEETING. 
 
If you would like to check what issues are relevant, please contact the appropriate 
planning officer in the Department of the Green and Built Environment. 
 
When and where are the meetings held? 
 
Applications are dealt with by the Planning Committee, which meets at 6.30 p.m. 
You will be advised by letter of the date of the meeting if the application you have 
objected to is to be considered by the Committee.  Meetings are held in the Council 
Chamber, Bath Road, Slough.  Directions to the meeting room will be given in the 
reception area at the Bath Road entrance to the Town Hall.  There is disabled 
access.  Car parking is available on site.  
 
Who is on the Committee and who else will be there? 
 
The Committee is made up of elected Councillors.  Council staff attend to advise 
the Committee and make a formal record of the meeting.  Other Councillors may be 
present to speak on applications within their Ward, but they cannot vote.  Any 
member of the public or applicant may attend to listen to the debate and the Media 
is usually present. 
 
What is the order of business at the meeting? 
 
The Chair of the Planning Committee will normally amend the order of business on 
the Agenda and deal firstly with those applications where people have expressed a 
wish to speak under this Scheme. 
 
What is the order of speaking for each application? 
 
The Chair will announce the application. 
 
A planning officer will give a short introduction. 
 
The Chair will invite the Parish Council representative to speak. 
 
The Chair will invite objectors to speak. 
 
The Chair will then invite the applicant or agent to respond. 
 
Committee members may ask questions of the speakers and seek clarification of 
particular points from officers. 
 
The Committee will then discuss the application and make a decision.  This may be 
to:- 
 
approve the application 
refuse the application 
defer consideration eg for further information or amendments, or 
defer consideration for a site visit by a panel of Councillors. 
 
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What happens if an application is deferred for a Site Visit? 
 
If, before the meeting, a councillor asks for a site viewing and the application is not 
discussed, you will be invited to speak at a subsequent meeting when the item will 
be considered.  If, after hearing the objectors, the Committee decides to view a site, 
you will not be invited to speak again.  You will be given only one opportunity to 
speak on an application.
 
 
 
Can Objectors speak at a Site Visit? 
 
No.  The site visit is private and its purpose is to observe characteristics of a site 
and its relationship to the surroundings.  Representations on the merits of the 
application will not be discussed. 
 
Can an application be approved by the Committee if it is recommended for refusal? 
 
The Committee can disagree with the officer’s recommendation but, if it does, the 
application would only be approved if public speaking had taken place or no 
objectors or Parish Council had registered to speak.  Otherwise, the application 
would be deferred to the next meeting so that objectors would have the opportunity 
to address the Committee to explain why it should not be approved. 
 
What happens after the decision is made? 
 
The applicant/agent will be sent the notice of decision.  Objectors/supporters will be 
sent a letter outlining the decision.  Where an application has been refused, the 
applicant can appeal to the Planning Inspectorate.  You will be advised of any such 
appeal, your original comments will be forwarded to the Inspectorate and you will be 
asked for any further comments.  Where an application has been granted, there is 
no opportunity for objectors to appeal. 
Part 5 – 5.2 Planning Code of Conduct for Members and Officers 
Council – May 2006 
282 

 
LETTER 1 – STANDARD CONSULTATION LETTER 
 
Date 
 
Department: 
Department of the Green and Built Environment 
 
Contact Name: 
 
 
Contact No: 
01753  
 
Fax: 
01753 
 
 
 
The Owners/Occupiers 
 
 
 
Our Ref: 
 
 
Dear Sir/Madam 
 
Re: Town and Country Planning Act 1990 
Town and Country Planning (General Development Procedure) Order 1995 
 
Location: 
Proposal: 
 
The Council has received the above application for (Outline/Full) planning permission and 
will take into account written comments received within 21 days from the date of this letter. 
 
The application documents are available for inspection at the Department of the Green 
and Built Environment, 4th Floor, Wellington House, Slough during the hours of 9.30 a.m. 
to 4.30 p.m.  Please bring this letter with you for reference.  In addition, applications in the 
Parishes of Britwell, Colnbrook with Poyle and Wexham Court have been copied and sent 
to the appropriate Parish Council.  Please contact your Parish Clerk to arrange an 
appointment if you wish to view the plans. 
 
Should you wish to write I would draw your attention to the advice on the back of this letter.  
Please note that your letter will not normally be responded to other than by a standard 
acknowledgement letter.  Issues raised in letters of representation are addressed through 
the Officer’s report which is also available for inspection at Wellington House.  There may, 
of course, be cases where an individual reply is appropriate, and this will be carried out at 
the discretion of the Planning Case Officer. 
 
If you have any queries or require further information, please do not hesitate to contact 
(01753) ............. or e-mail .............. 
 
Yours faithfully 
 
 
 
..................................... 
Planning Case Officer 
Part 5 – 5.2 Planning Code of Conduct for Members and Officers 
Council – May 2006 
283 

Advice to Neighbours when commenting on Applications 
 
The Council has a duty to reach a decision on planning applications based on the policies, 
criteria and standards set out in the adopted Local Plan for Slough, the Replacement 
Berkshire Structure Plan and other “material” considerations. 
 
These notes are intended to help you to offer comments relevant to the consideration of 
the application. 
 
 
Issues which cannot be taken into account: 
 
•  boundary disputes, covenants or other property rights 
•  matters dealt with by other legislation eg. standard of works 
•  inconvenience caused by building works 
•  opposition to business competition 
•  opposition to the principle of development when this has been settled by an outline 
planning permission or by allocation of the site within an adopted development plan 
•  the applicant’s or objector’s personal circumstances unless, exceptionally, these can 
be shown to be material, eg. disability 
•  personal remarks (eg the applicant’s motives) 
•  reduction in property values 
•  loss of private view over the land 
 
 
Issues which may be taken into account 
 
•  traffic generation, highway safety and parking 
•  overshadowing, overlooking and loss of privacy 
•  noise, disturbance or other loss of amenities 
•  relevant planning policies 
• effect 
on 
trees 
•  design eg. height/bulk/position of buildings, appearance, effect on surrounding area 
•  inadequate landscaping/means of enclosure 
 
 
If you do want to comment please ensure that your letter is received by the deadline given 
overleaf.  Your representations will be acknowledged and taken into account in 
determining the application. 
 
Please note that, by law, representations are open to public inspection.  In the event of a 
subsequent appeal, such representations will be forwarded to the Planning Inspectorate 
and the appellant 
 
Part 5 – 5.2 Planning Code of Conduct for Members and Officers 
Council – May 2006 
284 

 
LETTER 2 – ACKNOWLEDGEMENT/PUBLIC PARTICIPATION SCHEME LETTER 
 
Date 
 
Department: 
Department of the Green and Built Environment 
 
Contact Name: 
 
 
Contact No: 
01753  
 
Fax: 
01753 
 
 
 
(Addressee ) 
 
 
 
Our Ref: 
 
 
Dear Sir/Madam 
 
Re: Town and Country Planning Act 1990 
Town and Country Planning (General Development Procedure) Order 1995 
 
Location: 
Proposal: 
 
Thank you for your recent letter commenting on this application.  The points which you 
have raised will be carefully considered and taken into account in arriving at a decision on 
the application.  If the decision is to be taken by the Planning Committee your points will 
be summarised in the written report.  In the event that this application is recommended for 
approval you may be able to address the Committee.  I enclose a leaflet which explains 
our Public Participation Scheme.  If you want to register your wish to speak please 
complete the attached form and return it to the Department of Law and Corporate 
Governance by post, fax or e-mail the details of which are set out on the form.  Requests 
by telephone cannot be accepted. 
 
Please note that unless a request to speak is received by one of the above methods 
you will not be permitted to speak.  Requests should be received by 
______________________________ 
 
The Department of Law and Corporate Governance will then write to you to inform you of 
the date and time of the Committee Meeting at which this application will be considered 
approximately one week prior to that meeting.  I shall advise you of the decision reached in 
due course. 
 
If you wish to discuss details of the application, have any queries or require further 
information concerning the public participation scheme, please do not hesitate to contact 
me on (01753) ............. or e-mail ........................ on (01753) .... or e-mail ......... 
 
Yours faithfully 
 
 
..................................... 
Planning Case Officer 
Part 5 – 5.2 Planning Code of Conduct for Members and Officers 
Council – May 2006 
285 

PUBLIC PARTICIPATION SCHEME 
 
OBJECTOR WISHING TO SPEAK 
 
 
Location:  
Proposal: 
 
Application Reference: 
 
I confirm that I would like the opportunity to address the meeting in the event of the above 
mentioned application being reported to Committee. 
 
Objector’s 
 
Name _________________________________________________ 
 
Address
 ________________________________________________________
________________________________________________________
________________________________________________________
________________________________________________________
_____________________ 
 
Telephone No: 
_________________________________________________ 
 
 
Signed _________________________________________________ 
 
 
 
Please return to: 
 
Planning Committee Clerk 
Department of Law and Corporate Governance 
Slough Borough Council 
Town Hall 
Bath Road 
Slough 
SL1 3UQ 
 
Or Fax on: 
(01753) 875171 
Or E-mail: 
........................ 
 
 
Part 5 – 5.2 Planning Code of Conduct for Members and Officers 
Council – May 2006 
286 

 
 
5.3 

Licensing Code of Conduct for Members 
and Officers  

 
 
 
 
CONTENTS 
 
 
1. INTRODUCTION 
 
2. GENERAL 
PRINCIPLES 
 
3. 
GENERAL ROLES OF MEMBERS AND OFFICERS 
 
4. 
DECLARATION OF INTERESTS & GIFTS  
 
5. PRE-APPLICATION 
DISCUSSIONS 
 
6. 
ATTENDANCE AT PUBLIC MEETINGS 
 
7. 
RESPONSE TO LOBBYING OF MEMBERS 
 
8. 
THE PARTY WHIP 
 
9. 
REPORTS BY OFFICERS 
 
10. 
THE DECISION MAKING PROCESS 
 
11. SITE 
VISITS 
 
12. 
LICENSING APPLICATIONS OR MATTERS OF MEMBERS, OFFICERS  AND 
THE COUNCIL 
 
13. TRAINING 
 
14. 
COMPLAINTS AND RECORD KEEPING  
Part 5 – 5.3 Licensing Code of Conduct for Members and Officers 
Council – May 2006 
 
287

 
 
1.  
INTRODUCTION 
 
1.1 
This Code has been written to advise all those concerned with licensing matters of 
Slough Borough Council’s standards in its operation of the licensing systems within 
the Borough. The Code applies to all Members and Officers involved in operating 
the licensing systems. 
 
1.2 
The Standards Board has advised that “Regulatory Matters such as planning and 
licensing are particularly sensitive…  In our view, you should adopt a particularly 
cautious approach to planning and licensing matters” (‘Lobby Groups, dual-hatted 
members and the Code of Conduct – guidance for Members’  The Standards Board 
for England, September 2004 p.16). 
 
1.3 
The Licensing Committee and its sub-committees deal with a wide range of 
licensing matters. These now include the increased responsibilities of licensing both 
persons and premises with regard to the carrying out of licensable activities 
including the sale and supply of alcohol; provision of regulated entertainment; and 
the provision of late night refreshment, by virtue of the Licensing Act 2003. 
 
1.4 
Many of the licensing and enforcement functions entail members and officers acting 
in a quasi-judicial capacity. In doing so they will follow a proper procedure which 
accords with the requirements of natural justice and the right to a fair trial contained 
in Article 6 of the European Convention on Human Rights.  It is important that the 
process is characterized by open and transparent decision-making. 
 
1.5 
The role of an elected member on The Licensing Committee and its sub committees 
will involve making informed judgements.  For example balancing the multiple 
needs and interests of the local community whilst prioritizing the Licensing 
Objectives of the Licensing Act 2003 or balancing the private interests of individuals 
applying for licences as Private Hire Vehicle Drives with public safety 
considerations.  In carrying out this role the elected member on the Licensing 
Committee or sub committee must maintain his/her impartiality and as public 
perception of probity is critical, his/her appearance of impartiality too, during the 
decision making process.  Decisions should be made openly, impartially with sound 
judgment and for justifiable reasons.  The process should leave no grounds for 
suggesting, with any justification, that a decision has been partial, biased or not well 
founded. 
 
1.6 
The following quotation from the Standards Board for England illustrates the role: 
 
“As a member of your authority, you are at the heart of local democracy.  You 
represent people in your area and take forward concerns – drive change, participate 
in community and action groups, and make decisions for the benefit of the 
community as a whole.  Sometimes these roles and responsibilities conflict, and 
you need to strike a balance between representation, driving change and ensuring 
the authority can even-handedly decide matters on their merits and be seen to be 
doing so”. 
 
‘Lobby groups, dual handed members and the Code of Conduct Guidance for 
Members’.  September 2004 
 
Part 5 – 5.3 Licensing Code of Conduct for Members and Officers 
Council – May 2006 
 
288

 
The aim of this Code of Practice is to ensure that the Council operates an open and 
fair system. Failure to follow this Code of Practice, without good reason, could be 
taken into account during determination of complaints  by the Standards Board for 
England, the Council’s Standards Committee and/or the Local Government 
Ombudsman. 
 
1.7   Members and Officers are requested to read this Code thoroughly and put it into 
practice consistently. It is intended to review the Code regularly so that it remains 
useful and relevant. If any points are unclear or need review, please contact the 
appropriate Senior Licensing Officer or an officer from Committee and Member 
Services who will be pleased to help you. 
 
2.  
GENERAL PRINCIPLES 
 
2.1  
Members are reminded that they are required to comply with the statutory 
provisions on the disclosure of interests (personal and financial), the Local Code of 
Conduct for Members, this Council’s Procedure Rules (formerly known as Standing 
Orders) and its Scheme of Delegation. 
 
2.2  
Officers involved in the processing and determination of licensing matters must also 
act in accordance with the Council’s Procedure Rules, Scheme of Delegation and 
with the relevant sections of the Council Employee Code of Conduct. 
 
2.3 
Whilst this Licensing Code deals with all Licensing matters, the duties introduced by 
the Licensing Act 2003 (regarding licensable activities including the sale and supply 
of alcohol; provision of regulated entertainment; and the provision of late night 
refreshment) require determination having taken into account the Licensing 
objectives contained within The Licensing Act 2003 and the Council’s Statement of 
Licensing Policy. 
 
2.4  
This Local Code is supplemental to the provisions referred to above and provides 
further specific advice and guidance for Members and Officers involved in licensing 
matters. A key principle is that Members should represent their constituents as a 
body and vote in the interests of the Borough as a whole. Members should take 
account of all views expressed, they should not be biased or appear to be partial 
towards any person, company, group or locality. 
 
3.  
GENERAL ROLES OF MEMBERS AND OFFICERS 
 
3.1   Members and Officers have different, but complementary roles. Both serve the 
public but Members are responsible to the electorate, whilst Officers are 
responsible to the Council as a whole. A successful relationship between Members 
and Officers can only be based upon mutual trust and understanding of each 
other’s position. This relationship, and the trust which underpins it, must never be 
abused or compromised. 
 
3.2  
Members set the Council’s planning policy and determine licensing matters within 
the context of that licensing policy. When Members come to make a decision on a 
licensing matter, they must:- 
 
 
(a)   
Act fairly and openly 
Part 5 – 5.3 Licensing Code of Conduct for Members and Officers 
Council – May 2006 
 
289

 
 
(b)   
Approach each application with an open mind. 
 
(c)   
Carefully weigh up all relevant issues. 
 
(d)   
Determine each application on its own merits. 
 
(e)   
Avoid contacts with interested parties which might be taken to  
Indicate that they were unduly influenced by one party or another. 
 
(f)  
Ensure that there are clear and substantial reasons for their decisions, and 
that those reasons are clearly stated. 
 
3.3 
The Officers’ function is to advise and assist Members in matters of planning policy 
and in their determination of licensing applications, enforcement issues and any 
other licensing matters by:- 
 
(a)  
Providing impartial and professional advice. 
(b)  
Making sure that all the information necessary for the decision to be made is 
given. 
(c)  
Providing a clear and accurate analysis of the issues. 
(d) 
  Setting licensing applications, enforcement issues and other licensing 
matters against the Licensing Objectives, the Council’s Licensing Policy and 
all other material considerations. 
(e)  
Giving a clear recommendation. 
(f)  
Carrying out the decisions of Members in Committee. 
 
3.4   Members who carry out functions in another public authority or another local 
authority (e.g. parish council or health authority) which is making an application for 
a license or which is making a representation should make a disclosure of his/her 
position in advance to the Licensing Sub-Committee and the Chair of the 
Committee will consult with the Sub-Committee’s legal advisor to decide if the 
Member can take part in the decision-making.  If it is decided that a Member can be 
part of the Licensing Sub-Committee then it is important that it is made very clear 
that any decision taken has been made on the basis of the Licensing Objectives 
and the Council’s Licensing Policy Statement and that the Member concerned is 
coming to the hearing with an open-mind. 
 
3.5 
When the Licensing Sub-Committee is considering an application from the Council 
for a licence, a Member who took part in the Council meeting, which approved the 
policy statement, or the Licensing Committee, which recommended it, would not 
normally be excluded from the Licensing Sub -Committee.  However, there may be 
an exception if the Member involves could reasonably be seen as having been 
leading or particular advocate for or against the proposal to such an extent that 
there were doubts that the Member had retained a genuinely open-mind. 
 
4.  
DECLARATIONS OF INTEREST & GIFTS 
 
4.1 
Members should observe strictly the guidance on the disclosure of personal and 
other interests as set out in the Local Code of Conduct for Members adopted by the 
Council in April, 2002. A Member with a personal interest in a matter also has a 
prejudicial interest in that matter if the interest is one which a member of the public, 
Part 5 – 5.3 Licensing Code of Conduct for Members and Officers 
Council – May 2006 
 
290

 
with knowledge of the relevant facts, would reasonably regard as so significant that 
it is likely to prejudice the Member’s judgment of the public interest. 
 
4.2   Members who have substantial property interests, or other interests which would 
prevent them from voting on a regular basis should avoid serving on the Licensing 
Committee or Sub-Committee. 
 
4.3  
Gifts and hospitality give rise to particular problems in respect of the credibility of 
the licensing process and the acceptance of gifts or hospitality by Members or 
Officers can be a very serious criminal offence. Members should have particular 
regard to the provisions of the Council’s Local Code of Conduct for Members. 
Members are required by the Local Code of Conduct for Members to provide written 
notification of receipt of any gift/hospitality worth greater than £25, within 28 days, to 
the Monitoring Officer.  Gifts include free drinks, meals and admission to events.  
Where, in exceptional circumstances a gift or offer is accepted (e.g. free admission 
etc.) then it should be reported to the Monitoring Officer in writing and recorded in 
their register due to the need to avoid potential perceptions of bias. Officers should 
strictly comply with the Council’s adopted Employee Code of Conduct. 
 
4.5 
Officers must seek permission from the appropriate senior officer for any private 
work or interest which they wish to take up as required by the Council’s Rules.   
 
4.6 
Examples of Personal and Prejudicial Interests
 
 
These interests include those which affect the well-being or financial position of the 
Member.  Examples might include where the Member (or their friend, family or 
employer): 
 
 
•  lives very near to the premises in question 
•  is a frequent visitor to the premises in a personal capacity such that 
the outcome of the licensing decision may be regarded as having had 
an effect on their well being or financial position; 
•  Belongs to a lobby or campaign group which may amount to a 
personal interest because of the direct or indirect impact that the 
decision may have on the group to which the Member belongs 
 
A prejudicial interest arises if the interest is one which a member of the public with 
knowledge of the relevant facts would reasonably regard as so significant that it is 
likely to prejudice the member’s judgment of the public interest. 
 
 
A member with a personal and prejudicial interest should not take part in any 
discussions about that interest unless a dispensation has been obtained from the 
Council’s Standards Committee.  S/he must declare what the interest is and 
withdrawn from the meeting by leaving the room.  A member with such an interest 
cannot represent an interested party.  If s/he wishes to do so s/he must exclude 
his/herself from membership of the Sub Committee, which is considering the 
application, and address the Sub Committee as a local member. 
 
Part 5 – 5.3 Licensing Code of Conduct for Members and Officers 
Council – May 2006 
 
291

 
 
 
5.  

PRE-APPLICATION DISCUSSIONS 
 
5.1   Discussions between a potential applicant and the Council and/or responsible 
authorities prior to the submission of an application can be of considerable benefit 
to both parties, and is encouraged by the Guidance issued by the Secretary of 
State. Discussions can take place for a variety of reasons, for example: to establish 
whether an application can be improved in design, to overcome concerns on 
matters relating to owner and disorder or noise or the presence of children. 
 
5.2  
It should always be made clear at the outset that pre-application discussions will not 
bind the Council to making a particular decision and that any views expressed are 
provisional, until all relevant information is submitted and consultations on it have 
taken place.  Any advice given must be consistent with the Licensing Objectives 
and the Council’s Statement of Licensing Policy. 
 
5.3  
Licensing Officers will ensure that their advice is not partial, nor seen to be. This is 
because a consequent report could be seen as advocacy for a particular point of 
view. A written attendance note should be made of pre-application discussions, and 
important telephone conversations and placed on the relevant licensing file. 
 
5.4   To ensure professional advice and maintain impartiality it is highly desirable that 
Members do not take part in pre-application discussions. If there are other 
occasions when Members are involved they must be accompanied and advised by 
professional officers of the Council including a Senior Licensing Officer. The 
involvement of Members in such discussions will be noted by Officers in a written 
attendance note which must be placed on the relevant 
planning file. 
 
5.5   For the avoidance of doubt, Members are prohibited from negotiating with the 
applicant. 
 
6.  
ATTENDANCE AT PUBLIC MEETINGS 
 
6.1   Officers who are wholly or partly involved in the processing or determination of 
licensing matters should not attend public meetings in connection with pre-
application development proposals or submitted licensing applications, unless their 
attendance has been agreed by an appropriate Assistant Director. To do so could 
lead to allegations of prejudice or bias to a particular point of view. If such 
attendance has been authorised, Officers should only provide information and give 
no view on the merits or otherwise of the proposal. 
 
6.2   When attending public meetings, Members must be accompanied by Senior 
Licensing Officer and they should take great care to maintain their impartial role as 
a Councillor, listen to all the points of view expressed by the speakers and the 
public and not state a conclusive decision on any pre-application proposals and 
submitted planning applications. 
 
Part 5 – 5.3 Licensing Code of Conduct for Members and Officers 
Council – May 2006 
 
292

 
 
 
7. 

RESPONSE TO LOBBYING OF MEMBERS 
 
7.1 
It is a fact of life that when Members undertake their ward roles they will be 
approached by prospective and actual applicants (and agents) or members of the 
public with a view to them lending support to the application, or indeed opposing it. 
When Members are lobbied they need to exercise great care to maintain the 
Council’s reputation and the Member’s own integrity and the public perception of 
the licensing process. 
 
7.2  
If they are approached, Members should use all reasonable endeavours to refer the 
person to another Member who is not a Member of the Licensing Committee or 
Sub-Committee. If, however, the lobbying persists then Members should expressly 
state that whilst they can listen to what is said, they cannot give any commitment 
(for or against) in respect of the application/proposal for to do so without all relevant 
information, evidence and views would be unfair, prejudicial and may amount to 
maladministration.  If a Member who sits on the Licensing Sub-Committee wishes to 
represent the person then he/she will need to excuse his/herself from the Licensing 
Sub-Committee and address the Sub-Committee as a local member. 
 
7.3  
If a Member considers that an ordinary member of the public believes that s/he held 
a conclusive view in respect of an application or other licensing matter before the 
relevant meeting then s/he should advise the Monitoring Officer in writing prior to 
the meeting, and not take part in the debate or vote on the issue. 
 
7.4   If approached by a constituent, who is not professionally represented, a Member 
should only give advice on licensing procedure, rules and policy. If approached by a 
constituent, who is represented, or a non-constituent, or a professional agent, a 
Member should refer the person making the approach to the appropriate Senior 
Licensing Officer. 
 
7.5  
Other than for formal site visits, Members should not enter premises or sites, which 
are, or are likely to be, the subject of a licensing application. 
 
7.6  
Members should not organise support, opposition or put undue pressure on other 
Councillors or Officers for a particular decision/recommendation.  A member with a 
personal and prejudicial interest must not be able to address or view the 
proceedings of the Licensing Committee or Sub Committee, which are not available 
to members of the public. 
 
7.7  
A decision in respect of any licensing matter or application can only be taken at the 
Licensing Sub Committee when all relevant information is to hand and has been 
carefully considered. Individual Members should reach their own conclusions at the 
meeting rather than be influenced by others. In this regard, any political group 
meetings prior to Committee meetings should not be used to decide how Members 
should vote. 
 
Part 5 – 5.3 Licensing Code of Conduct for Members and Officers 
Council – May 2006 
 
293

 
 
 
8. 

THE PARTY WHIP 
 
8.1 
Members cannot accept an instruction from anyone to determine an application in a 
particular manner, but must determine the issue on its merits. Accordingly, whilst 
they may accord appropriate weight to the views of other Members, whether 
expressed in the Committee or Sub-Committee meeting or in prior discussions, they 
must determine the application on its merits and should not take into account any 
factor which they are not prepared to state in open Committee. Therefore, it is 
inappropriate for any Party Group to instruct its Members to vote in a particular 
manner on an application or to apply or threaten to apply any sanction to any 
Member who votes contrary to the Group’s collective views. 
 
8.2  
Where such a “Whip” has been applied, Members should declare it in exactly the 
same manner as they would declare any other attempt at lobbying. 
 
9.  
REPORTS BY OFFICERS 
 
9.1   Reports to the Licensing Committee on applications and other licensing matters 
must be clear and accurate and comprise:- 
 
(a)  
full summary of the application 
 
(b)  
summary of the representations made 
 
(c)   summary of how he/she views the provisions of the Licensing Policy, 
Guidance of the Secretary of State and the relevant legislation as relating to 
the application. 
 
(d)  
any relevant representations.  
 
(e)  
a site location plan 
 
(f) 
a written recommendation setting out clear and unambiguous reasons for: 
 
(i)  
granting the license or 
 
(ii)  
refusal. 
 
9.2  
The relevant Licensing Case Officer having conduct of the case, must be available 
at the Licensing Committee to answer any questions or clarify any queries raised by 
Members. 
 
10.  

THE DECISION MAKING PROCESS 
 
10.1   In determining applications submitted pursuant to the Licensing Act 2003 the 
Council will follow Licensing Objective contained in the Licensing Act 2003, the 
Council’s Licensing Policy, Government Guidance and Regulations. 
Part 5 – 5.3 Licensing Code of Conduct for Members and Officers 
Council – May 2006 
 
294

 
 
10.2   In discussing and determining a licensing application, enforcement issue or other 
licensing matter, Members should confine themselves to the licensing merits of the 
case. The reasons for making a final decision should be clear, convincing and 
supported by material considerations and the licensing merits. Reasons for decision 
must be clearly documented so that any subsequent accusation of bias etc. can be 
defended.  It is critical that it is clear that decisions are made according to the 
Licensing Objectives of the Licensing Act 2003 as well as the Council’s Licensing 
Policy Statement.  The Licensing Committee’s decisions should be properly 
minuted. 
 
11.  
SITE VISITS 
 
11.1   Site visits by Licensing Sub-Committee members shall only be undertaken where 
objective decisions cannot be taken without viewing the site and adjoining 
properties and the reasons should be clearly minuted.  
 
Site visits are:- 
 
(a)  
fact finding exercises 
 
(b)  
not part of the formal consideration of the application and therefore public 
rights of attendance do not apply. 
 
(c)  
to enable Officers and the Applicant to point out relevant features 
 
(d)  
to enable questions to be asked on site for clarification. However, discussion 
on the application will only take place at the subsequent Committee as all 
relevant parties may not be in attendance on site. 
 
The Viewing Panel shall be properly constituted where at least two members attend 
the site accompanied by the Licensing Case Officer who will record what takes 
place at the inspection. The Viewing Panel may ask questions of the Officers and 
the applicant. However, representations on the merits of the application will not be 
heard. 
 
11.2   The Viewing Panel shall attend the site during normal working hours as far as is 
practicable unless there are exceptional reasons which dictate otherwise. Where 
such reasons exist they must be minuted by the Licensing Committee. 
 
 
No decision is to be made at the site visit. It is essential that Member and Officers 
ensure that those attending, or making comments, are not led to believe that a 
decision has been taken on the visit, or that conclusive views have been reached. 
 
 
The Licensing Case Officer will ensure that all correspondence in relation to site 
visits clearly identifies the purpose of the site inspection, the format and conduct of 
the inspection and the appropriate procedure for the applicants, agent and 
interested parties to address elected Members. 
Part 5 – 5.3 Licensing Code of Conduct for Members and Officers 
Council – May 2006 
 
295

 
 
 
12.   LICENSING APPLICATIONS OR MATTERS OF MEMBERS, OFFICERS AND 

THE COUNCIL 
 
12.1   Members and Officers should never act as agents for individuals (including a 
company, group or body) pursuing an application enforcement issue or other 
licensing matter. If Members or Officers submit their own licensing application to the 
Council, they should take no part in its processing or the decision-making. The 
Council’s Monitoring Officer should be informed by the Member or Officer of all such 
applications as soon as they are submitted and shall ensure that such applications 
and/or matters are dealt with in a correct and open manner. 
 
12.2   Applications made on behalf of the Council for its own licences must be determined 
in an identical manner to applications made by the general public and the same 
licensing policy considerations applied. The Council’s current practices and 
procedures achieve this with identical consultation and publicity in relation to the 
application. Decisions must be made strictly on the merits and without regard to any 
financial or other gain which may accrue to the Council if the licence is permitted. 
All applications for licences by the Council are considered by the Licensing 
Committee for decision irrespective of whether or not representations are made. 
 
13.  

TRAINING 
 
13.1   No Member should be appointed to the Licensing Committee without having agreed 
to participate in educational training programmes directed towards the role of 
Members in making planning decisions. 
 
13.2   The Council will, from time to time, consider and review the form of education and 
training that is most appropriate. 
 
13.3  This training will be open to all Members and brief handouts will be provided where 
appropriate. The Council welcomes suggestions from Members on any other 
subjects which they would like to see covered and any other training procedures 
that they would wish to adopt. 
 
14.  

COMPLAINTS & RECORD KEEPING 
 
14.1   In order that licensing procedures are undertaken properly and that any complaints 
can be fully investigated, record keeping will be complete and accurate. Every 
licensing application file will contain an accurate account of events throughout its 
life, particularly the outcomes of meetings, significant telephone conversations and 
any declarations of interest by Members. 
 
14.2   The same principles of good record keeping will be observed in relation to all 
enforcement and licensing matters. Monitoring of record keeping will be undertaken 
regularly by the appropriate managers in the Green & Built Environment 
Department. 
 
Part 5 – 5.3 Licensing Code of Conduct for Members and Officers 
Council – May 2006 
 
296

Part 5.4  
Local Code of Conduct for 
Employees 

 
 
STATUS:  
This Code is binding on all Council employees other than those 
based in Schools whose employment terms are determined by 
Governing bodies. Any breach of the Code and the standards it 
sets will result in disciplinary action as could being an accessory to 
such a breach. The Authority requires that all employees operate 
within the law, as unlawful or criminal behaviour, even away from 
work, will lead to action against you. A breach of some rules can be 
so serious as to be deemed to be gross misconduct. This will entitle 
the Authority to dismiss you for a first offence without notice under 
the Authority’s Disciplinary Procedure. 
 
CONTACT: 
It is your responsibility to read this Code and work in accordance 
with it.  If you are unsure about any aspect, check it with your line 
manager or Human Resources. Contact names are given at the 
end of this Code 
  
 
 
 
 
 
 
 
 
Part 5 – 5.4 Local Code of Conduct for Employees 
Council – May 2006 
297 

CONTENTS
 
1.   Introduction 
 
 
 
 
 
2.   Access to, & Use of, Information 
 
 
 
 
 
3.   Working Relationships 
 
 
 
With Members (Councillors) 
 
 
With the local community and service users 
 
 
With contractors, suppliers and other partners in service provision 
 With 
colleagues 
 
 
 
 
4. Interpersonal 
Behaviour 
 
 
 
Physical, verbal and non verbal conduct 
 
 
Misuse of position and power 
 
 
 
 
5.   Duty to declare personal interests 
 
 
 
 
 
6.   Adherence to Council Policies, Procedures and Operating Guidelines 
 
 
 
 
7.   Appointment and Other Employment matters 
 
 
 
 
8.   Working with Honesty and Integrity (eliminating theft, fraud and corruption) 
 
 
 
9.   Working Safely 
 
 
 
 
 
10.  Political Activity, Political neutrality 
 
 
 
 
 
11.  Outside Work 
 
 
 
 
 
12.  Protecting the Council’s Business Interests 
 
 
Loyalty Clauses / Intellectual Property Rights 
 
 
 
 
13.  Dealing with the Media 
 
 
 
 
 
14.  Non Acceptance of Gifts, Favours, Hospitality or Sponsorship 
 
 Gifts 
and 
favours 
 
 
Visits and conferences 
 
 Sponsorship 
 
 
 
 
15.  Misconduct 
 
 
 
 
 
16.  Procedure for reporting concerns – Whistleblowing 
 
 
 
 
17.  Misuse of Council Facilities 
 
 
 
 
 
18.  Conclusion 
 
 
 
 
 
19.  Reference and Contact Guides 
 
 
Part 5 – 5.4 Local Code of Conduct for Employees 
Council – May 2006 
298 

CODE OF CONDUCT FOR EMPLOYEES 
 
1. 

INTRODUCTION 
 
1.1  This Local Code sets out the standards the Authority expects of you and the 
values it expects all staff to uphold. In carrying out your duties you are expected to 
promote: 
 
•  the highest standards in public life 
•  harmonious working relationships 
•  the Council’s  values and priorities. 
 
1.2  This Code is based on legal, operational and service requirements that apply to all 
local government employees. The Authority’s work is democratically controlled and 
open to public scrutiny.  It is often politically sensitive, and the Council’s success is 
dependent upon public confidence in its employees. 
 
1.3  As  an employee you should read this Code of Conduct in conjunction with the 
Council’s Standing Orders, Financial Regulations, the Scheme of Delegation, other 
more detailed Council or Departmental Codes of Conduct and also with 
operational instructions / guidelines in such areas as computer use, theft and 
fraud.  The Code, in setting out our values, rules and principles, should not be 
interpreted as a complete list of what you can and cannot do, but rather to enable 
you as employees to understand the  ground-rules that all must observe, and the 
differences in the roles and duties of Members (Councillors) and employees 
 
2. 
ACCESS TO, AND USE OF, INFORMATION 
 
2.1 
The Council is committed to maintaining the privacy of all its employees, potential 
employees, service users, customers and individuals or organisations who come 
into contact with the Authority, and expects all employees to handle personal or 
sensitive information in a professional and confidential manner. The word 
‘confidentiality’ means different things to different people. The council recognises 
that confidential arrangements need to be clearly explained, talked through and 
agreed with individual customers. However, there is a need to recognise the 
importance of an open culture with clear communication and public 
accountability, and an opposition to secrecy. 
 
2.2 
All sensitive information must be kept confidential. This applies whether the 
information has been received through formal channels (e.g. in a formal report), 
or informally (e.g. through general conversation), or discovered by accident. 
Information which can be classified as ‘confidential’ can broadly be grouped into 
the following areas: 
 
Information of a specific and personal nature about employees, potential employees, 
service users, customers, individuals and organisations who come into contact with the 
Council. If this type of information is used inappropriately it can cause people to face 
discrimination, harassment, or harmful actions and decisions by others. 
 
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Sensitive organisational information. This may be used to damage the Council or other 
organisations as well as individuals or Members. It may be used to threaten the security 
of the Authority’s property, land and buildings. 
 
Business/commercial information e.g. pricing, quotes, matters affecting negotiations 
with suppliers, trade unions etc. 
 
2.3   The law requires that certain types of information must be available to Members, 
Auditors, Government Departments, service users, the press and the public. 
Members right of access to information and the correct way of dealing with 
requests for information are covered in the Local Code governing relations 
between elected Members and Council Employees. Public access to information 
is covered in Standing Orders and in the Access to Information procedure in the 
Managers Handbook. If you are in any doubt about these or other circumstances 
please contact one of the Officers listed on the contact page towards the end of 
this document. 
 
2.4   Apart from legal requirements there may be other occasions when there is a 
legitimate reason to disclose information. However, generally the ‘informed 
consent’ of an individual must be obtained before the information is disclosed. 
This means that an individual will be made aware of why the information is 
wanted, who will have access to it and the consequences of agreeing or not 
agreeing to disclose the information.  The Authority also endeavours to be as 
open as possible about all its activities and employees should be familiar with 
departmental confidentiality procedures to ensure that you are aware of what 
information can be released and to whom. 
 
2.5   Confidential  Committee/Sub-Committee papers (i.e. those on Part II of any 
Agenda) must not be released to the public or a fellow Officer (unless they have 
a clear right of access) without the consent of the Assistant Director (Democratic 
Services) or the report author.  Where any statutory provisions, such as the Data 
Protection Act (1984) or the Access to Personal Files (Social Services) 
Regulations 1989, cover information those must strictly be adhered to. 
 
2.6   You must not use any information obtained in the course of your employment for 
personal gain or benefit.  You must not pass on such information to others who 
might use it in a similar way. All employees are under an obligation not to access 
or attempt to access information which they are not authorised to have. 
 
2.7   Information you receive from a Member or work colleague which is personal to 
that person and does not belong to the Council (e.g. home telephone number) 
should not be divulged without the prior approval of that person, except where 
such disclosure is required or sanctioned by law. 
 
2.8  The Authority recognises that breaches of confidentiality are more likely to 
happen when people are worried about what they hear and read. Counselling 
support is available, through Human Resources, to staff who may receive 
distressing information during the course of their employment. The Authority also 
operates a ‘whistle-blowing’ procedure, which is designed to help in cases, for 
example, where you may feel there is a public interest in raising a matter. In no 
circumstances should you discuss confidential matters with the media unless 
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authorised to do so by your Chief Officer. Revealing confidential matters to the 
media without authorisation will be treated as gross misconduct.  
 
2.9  Employees are bound by their contracts of employment to maintain 
confidentiality. Any deliberate breach of confidentiality, improper disclosure of 
information or misconduct in relation to official documents will be treated as 
serious matters and will lead to disciplinary action. 
 
3. 
WORKING RELATIONSHIPS
 
 

Members (Councillors)  
 
3.1 
It is important that there is clarity about the respective roles of elected Members 
and employees and that the relationship between the two is clearly understood 
by everyone concerned. To achieve this a Local Code governing relations 
between Members and Officers has been drawn up. A copy of this Code is 
available to all employees through the Authorities Intranet.  Paper copies are also 
available through your Line Manager or Committee Services. It applies to all 
Members and employees and should be read in association with this document 
and the Council’s Standing Orders.  The Code covers the following topics: 
 
•  Members and Officers respective roles 
• Personal 
Relationships 
•  Conduct at Meetings and Social Events 
•  Constructive Criticism / Complaints 
•  Contact between Members and Officers 
•  Chairs and Senior Officers 
•  Political neutrality of Officers 
•  Members Access to Information 
• Correspondence 
• Involving 
Ward 
Councillors 
• Ceremonial 
Events 
•  Public Relations and Press Releases 
 
 
The local community and service users 
 
3.2  You must always remember your responsibilities to the community that you serve 
and ensure courteous, efficient and impartial service delivery to all groups and 
individuals within that community as defined by the policies of the Council. All 
employees are required to be familiar with and implement the Council’s policies 
on Customer Care and Equalities and to ensure that the principles within those 
policies and those of individual Departments are followed. 
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Contractors, Suppliers and other partners in service provision 
 
3.3  
Other organisations and agencies support, assist and partner the Council in the 
provision of services. Employees must work within the terms of the 
contracts/agreements made between contractors/suppliers/partners and the 
Authority. 
 
Employees are expected to develop effective co-operative working relationships 
with contractors, suppliers, and service partners and at all times to behave in a 
professional manner. 
 
You must make known in writing to your line manager, all relationships of a 
business or private nature with existing contractors/firms, or potential 
contractors/firms.  In accordance with Section Five of this Code you will be 
required to follow the procedures for category A or category B staff as 
appropriate. Orders and contracts must be awarded on merit and no special 
favour should be shown to businesses in which you have a financial interest or 
which are run by, for example, friends, partners or relatives.  If you have such an 
interest you must not be involved in any way in the negotiation of agreements or 
the letting of contracts with these contractors/firms. 
 
If you engage or supervise or work with contractors/firms and have previously 
had or currently have some form of connection in private, social, domestic or 
work/ professional capacity, you must declare that relationship to your line 
manager in writing. In accordance with this Code you will be required to follow 
the procedures for category A or category B staff as appropriate (detailed below). 
 
In order to ensure openness and transparency all employees engaged in work, 
even in a voluntary capacity with the local community, are required to bring this to 
the attention of their line manager in writing. Failure to do so is a disciplinary 
matter. 
  
Work Colleagues 
 
3.4   The Council expects relationships between work colleagues (including those 
between managers and team members) to be supportive, co-operative and 
respectful. This applies to all employees including those engaged as 
trainees/NVQ/work placements/students and volunteers. Employees should 
behave in a way that enhances the performance and well-being of others and the 
effectiveness of Council services. 
 
Unauthorised absences, neglect of duty, disobedience of orders and 
insubordination are all examples of unacceptable behaviour, which conflict with 
the Council’s expectation of the appropriate working relationship between 
colleagues. Issues like these will be treated seriously and will result in action 
under the Councils Disciplinary Procedure. 
 
Employees should not have managerial responsibility for those with whom they 
have close private relationships (e.g. partners and family).   If such a relationship 
arises, during the course of your employment, it must be declared to your Chief 
Officer. 
 
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If employees find themselves being treated otherwise than in a professional and 
respectful manner they should initially seek assistance from their line manager. If 
this is not possible or the problem is not resolved then redress can be sought 
through the Council’s Grievance Procedure or its Harassment Policy.  Employees 
must not confuse this with legitimate management of their performance by their 
Manager, which is a necessary feature of any effective organisation. 
 
 
You have the right to be treated with respect and you have a personal 
responsibility to treat others with respect. 
 
  
4. 
INTERPERSONAL BEHAVIOUR 
 
4.1 
Physical conduct 
 
 
Your behaviour must exclude; assault, intentional bumping, pushing or tripping; 
unnecessary touching, patting, pinching or unnecessarily brushing against 
another person’s body. 
 
4.2 
Verbal Conduct
 
You must avoid language which is offensive, abusive, sexually suggestive, 
aggressive or designed to intimidate.  You must also avoid unreasonable 
derogatory remarks, unwelcome flirting or sexual advances and malicious gossip. 
You should be sensitive in your use of language and the ways in which you 
communicate. Equally you should avoid being over-sensitive to idiomatic 
expressions or the etymology of words which are in current usage where these 
are not generally regarded as offensive. English is the operational language of 
the Council and you should avoid using other languages in the workplace where 
this could lead to colleagues feeling deliberately excluded, victimised or harassed 
or could lead to accusations of favouritism or bias against you. 
 
4.3 
Non-verbal Conduct 
 
You need to be aware of the effect of non-verbal conduct on others.  You must 
not display offensive pictures or objects or written material (including slogans on 
clothing), graffiti, badges or designs.   You must also not make sexually 
suggestive gestures, behave in ways likely to offend common decency or adopt 
physically threatening or aggressive poses.     
 
4.4 
Misuse of Position and Power 
 
You should responsibly hold position and power.  It should be recognised that 
power, held by individuals and groups, can be derived not only from status (e.g. 
management positions) but also from age, length of service, physical strength, 
social popularity, strength of a group etc. 
 
 
Abuse of a position of power can include bullying, excluding someone from 
conversation or from full participation at work, restricting work or development 
opportunities unreasonably and similar.    
 
 
 
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5. 
DUTY TO DECLARE INTERESTS 
 
Scope of the Duty 
 
5.1 
Your off-duty hours are your own personal concern.  However, you must not put 
yourself in a position where your job and personal interests conflict.  You must 
also be aware that actions in your off-duty hours can impact on your employment 
with the Council.  Examples include, but are not limited to, involvement in racist 
incidents, criminal actions, acts of violence or actions contrary to the public duties 
of the Council (for example, failure to pay Council Tax, failing to abide by 
planning decisions and similar).  
 
5.2 
You are responsible for declaring interests which conflict with the impartial 
performance of your duties or put you under suspicion of improper behaviour.  
These interests may be financial or personal/social interests (e.g. interests of 
family and friends, commercial or voluntary associations).  The interest may be 
advantageous or have a detrimental effect on you (an example of a detrimental 
interest may be a situation where you experience threats or pressure from family 
or friends to act in a particular way in your official capacity).   You are also 
responsible for declaring criminal prosecutions that may be taken against you 
and police cautions. 
 
5.3 
Each Department will maintain a register of outside employment, gifts and 
hospitality and membership of closed societies while the Monitoring Officer will 
maintain the corporate register covering pecuniary interests at Council, 
Committee or Sub-Committee meetings, interests in contracts and personal 
relationships. 
 
5.4 
If you wish to undertake work in addition to your Council employment you should 
follow the procedures outlines in Section 11 of this Code. 
 
5.5 
You must declare in writing to your line manager any financial or personal/social 
interests that you consider could bring about conflict with the Council’s business 
or interests. You are reminded that under the Council’s Standing Orders you 
must operate within Section 117 of the Local Government Act 1972 regarding the 
disclosure of pecuniary interests in contracts relating to the Council.  
 
5.6 
Interests, relationships and associations must be declared when dealing with 
contracts, recruitment, management responsibilities, the allocation of resources 
and services, the provision of services and access to confidential information.  It 
would be improper for any officer responsible for administering grants to be a 
private member of any organisation in receipt of a grant from the Council. 
 
5.7  Interests, friendships and associations, which could conflict with your 
professional roles and responsibilities, must be declared to your Chief Officer. 
Declarations must be in writing, giving information about the nature of the interest 
and the names of the parties and the functions involved. 
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5.8 
Standing Orders deals with candidates for employment with the Council who are 
related to elected Members. Prior to appointment, candidates must declare any 
relationship with Councillors and Council employees (as per the requirements of 
the Council’s Recruitment Policy).  Subsequent declarations must be made, 
during employment, as appropriate to your Chief Officer in accordance with the 
Local Code governing relations between elected Members and Council Officers. 
For example, if your partner or a family member or friend becomes a Councillor, 
this must be declared. Councillors cannot sit on the Committee responsible for 
you or on the Council’s Employment Committee if they are married to you are 
your partner or otherwise related to you.  
 
5.9 
You should also declare membership of any organisation not open to the public 
that has formal membership and commitment of allegiance or which has secrecy 
about rules or membership or conduct (this would include, for example, 
freemasonry). 
 
5.10  Failure to declare personal interests (whether or not the matter undisclosed has 
been found to influence your actions), criminal prosecutions and police cautions 
will be regarded as a disciplinary matter. It is in your own best interests to 
volunteer information as this may provide helpful for you if any allegations are 
made. If you need further guidance speak to your line manager or Human 
Resources. Chief Officers will also take appropriate steps to ensure that you are 
not placed in a position where private interests and official duty conflict – but can 
only do this if you have declared your private interests.  
 
5.11  Employees will fall within one of two categories for the purpose of declaring 
personal interests.  The definition of these categories and the procedure for 
declaration, information storage and access are detailed below. 
 
 
Category A Staff:   
 
 
Staff whose responsibilities are such that they may be in a position to influence 
selection of contractors or consultants, the granting of planning and other 
consents, and the conduct of negotiations affecting land and property.  Also 
employees with responsibilities associated with confidential information 
concerning the Council’s commercial dealings or those of third parties. 
 
 
These staff are required to complete and return to their Chief Officer annual 
returns to be included in the confidential register, maintained by the monitoring 
officer and available for inspection by Councillors on application.  These records 
may be accessed, on application to the monitoring officer, during the process of 
investigation if the conduct of an employee is brought into question. 
 
 
Category B - All other staff: 

 
 
Where duties and interests conflict (either regularly or on a ‘one off’ basis) as 
described above, staff are required to make written declarations, addressed and 
sent under confidential cover to their Chief Officer. These will be kept in a 
confidential departmental register.  These may be accessed, on application to the 
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Chief Officer, during the process of investigation if the conduct of an employee is 
brought into question. 
 
6. 

ADHERENCE TO COUNCIL POLICIES, PROCEDURES & OPERATING 
GUIDELINES

 
6.1 
The work of Council employees is governed, in most areas, by established 
policies, procedures and operational guidelines. The development of these and 
adherence to them ensures: 
 
 
( a ) 
 that the Council meets its statutory requirements,  
 
( b ) 
 that service standards are maintained,  
 
( c ) 
 that staff operate within their approved authority, and 
 
( d ) 
 that proper monitoring and auditing processes can be applied. 
 
6.2 
You have an individual responsibility to work within Council policies, procedures 
and operating guidelines. Any failure to follow these (whether intentionally or 
inadvertently) will be regarded as a disciplinary matter. 
 
6.3 
Whilst your Manager will assist you, you also have a personal responsibility to 
ensure that you are familiar with your responsibilities under the Council’s 
Constitution and other policies, procedures and guidelines, in particular: 
 
HR Polices and Operations Manual 
Health and Safety Policies 
Equalities Policies 
Financial Procedure Rules   
Contracts Procedure Rules  
Departmental operational policies, procedures and codes. 
 
6.4 
These documents are available electronically, through your Chief Officer or 
through HR. 
 
6.5 
In circumstances where variation from established policies, procedures and 
operating guidelines is considered necessary, advice and where appropriate, 
consent must be sought from your line manager. Your Chief Officer, who may 
consult with others (e.g. Director of Law and Corporate Governance, Director of 
Finance and Properties or Director of Human Resources), will decide significant 
matters. In some circumstances approval may be required from Members. 
 
7.  
APPOINTMENT AND OTHER EMPLOYMENT MATTERS
 
7.1  This Council is committed to recruitment on merit and requires that its 
appointments are made without bias, on the basis of clear assessment criteria.   
 
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7.2 
If you are responsible for appointing employees, it is unlawful for you to make an 
appointment other than on the basis of merit.  It would be unlawful for you to 
make an appointment based on anything other than the ability of the candidate to 
meet the present and future needs of the Council. In order to avoid any possible 
accusation of bias, you should not be involved in an appointment where you are 
related to an applicant, or have a close personal relationship outside work.  You 
must not canvas on behalf of any applicant. 
 
7.3 
Similarly, you must not be involved in decisions relating to discipline, promotion 
or pay adjustments for another employee who is a relative, partner, close friend, 
where you have some other close personal relationship. 
 
As an employee/potential employee you must ensure that you: 
 
are open and honest at any interview 
are open and honest on any application form 
disclose all criminal offences* you have been convicted of 
disclose all criminal charges you face, which (if convicted) would make you unfit 
for your job (for example, an accountant charged with fraud) 
disclose if you are a friend or relative of (or have other links with):a Member 
(Councillor) or an employee who may influence your appointment 
disclose if you are the tenant or landlord of someone who may influence your 
appointment 
do nothing to seek undue favour from employees or Members in Council 
selection procedures. 
 
[* Although under the terms of the Rehabilitation of Offenders Act 1978 certain 
offences are categorised as being “spent” for employment purposes this 
exemption does not apply to certain posts, for example where the individual is 
engaged in work that entails contact with children.].
 
 
8 
WORKING WITH HONESTY AND INTEGRITY
(Eliminating Theft, Fraud And Corruption)
 
 
8.1 
Public money and resources must be handled with absolute honesty.  All 
reasonable steps will be taken by the Council to ensure that employees uphold 
this principle. A separate statement outlining the Councils approach to combating 
fraud and corruption is available from the Chief Internal Auditor. 
 
8.2 Theft is dishonestly taking property (e.g. cash, cheques, goods or equipment 
etc.) belonging to another (e.g. the Council, Council employees, service users or 
other visitors to Council property and premises), with the intention of permanently 
depriving the other of it. 
 
8.3 
Fraud means perpetrating a deception to obtain an unfair advantage or injure the 
rights or interests of another. It can include intentionally distorting financial, or 
other, records by persons internal or external to the Council in order to conceal 
the misappropriation of assets or otherwise for gain. An employee commits fraud 
if, for example, s/he:- 
 
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Falsifies documents to claim pay, bonus or sick pay to which s/he is not entitled. 
Gets a car loan from the Council and uses the money for another purpose, or 
buys a car cheaper than the one in the loan agreement. 
Claims Housing/Council Tax benefit from the Council (or any other Council) to 
which s/he is not entitled. 
 
8.4 
Corruption is the offering, giving, soliciting or acceptance of an inducement or 
reward which may influence the action of any person. It is an act of collusion 
where one person benefits indirectly from a fraud perpetrated for the direct 
benefit of another.  The benefit may be in cash, in kind or as a favour.  An 
employee is involved in corruption if, for example, s/he:- 
 
Knowingly authorises or processes a fraudulent claim for pay or Council benefits 
Allows access to, and improper exploitation of, Council equipment, records or 
Procedures. 
Uses their employment with the Council to obtain preferential treatment in the 
location of services for themselves or others known to them e.g. housing, 
planning approval, recruitment etc. 
Awards contracts for personal reward. 
 
8.5 
It is a serious criminal offence for you corruptly to receive or give any gift, loan, 
fee, reward or advantage for doing or not doing anything or showing favour or 
disfavour to any person in your official capacity.  If an allegation is made it is for 
you to demonstrate that any such rewards have not been obtained corruptly.  
You must therefore ensure that any reward or fee that you receive from 
employment outside the Council has been authorised in advance in accordance 
with Section 11 of this Code. 
 
8.6 
You must ensure that you use public funds entrusted to you, or for which you are 
responsible, in a responsible and proper manner and in accordance with the 
Authority’s Financial Regulations.  You should strive to ensure value for money to 
the local community and to avoid a legal challenge to the Council. 
 
8.7 
The Council’s Internal Audit Team actively looks to identify fraud through the 
checks and scrutiny of information given on application forms. Information given 
by employees when applying for services will be verified, and the Council will 
work closely with the police, other local authorities and government departments 
to detect fraud.  Falsehood is a very serious matter and will be dealt with through 
the Authority’s Disciplinary procedure. 
 
8.8 
Fraud and corruption by employees will be regarded by the Council as very 
serious matters and dealt with through the Authority’s Disciplinary Procedure.  
Criminal proceedings will almost certainly follow. Such acts of theft, fraud and 
corruption will constitute gross misconduct  will therefore, result in dismissal from 
the Council’s service (even for a first offence). 
 
8.9 
At all times staff must be mindful of the reputation and integrity of the Council.  
For staff who perpetrate theft, fraud or are involved in corrupt practices not 
directly related to the Council, there will be implications for their continuing 
employment by the Council. 
 
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WORKING SAFELY 
 
9.1 
The Council is committed to taking all reasonable, practicable steps to meet its 
responsibilities under the Health and Safety at Work Act 1974, and all other Acts 
and Regulations relevant to its activities.  This is embodied in the Council’s 
Corporate Health and Safety Policy Statement.  Departments are also required to 
establish and implement Departmental Policies and local Health and Safety 
Management Systems (HSMS). 
 
9.2 
All managers, supervisors and other employees who have a supervisory role 
have the responsibility to ensure, as far as is reasonably practicable, the health, 
safety and welfare of those they supervise.  Leadership, with regards to health 
and safety, must be by good example and in line with established policy and 
procedures to ensure health and safety work practices are (and are seen to be) 
given high priority. 
 
9.3 
Departmental management responsibilities are listed in the Corporate Policy.  
Departmental policies detail specific duties and personal responsibilities.  All 
managers and supervisors must ensure they are fully conversant with the 
Council’s Corporate and their own Departmental policies and procedures which 
form the Council’s HSMS.  (For details of specific policies, refer to the Council’s 
Health and Safety Manual). 
 
9.4 
All employees have personal responsibility under the Health and Safety at Work 
Act to take proper precautions to prevent accidents to themselves, or anyone 
with them or nearby.  Employees can put themselves or anyone else at risk by 
doing something unsafe or dangerous, or by failing to take proper precautions or 
observing instructions.  To prevent this employees must:-  
 
Co-operate with their manager or supervisor to meet health, safety and welfare 
requirements and follow laid down procedures 
Not misuse or damage any health and safety equipment or items 
Inform their managers or supervisors of any serious or imminent dangers to 
health, safety and welfare arrangements. 
 
9.5 
Any deficiency in the quality of premises, equipment, working practices or 
environment must be reported immediately to the manager responsible for the 
area concerned.  Where this is not possible the matter must be reported to the 
employee’s Chief Officer.  Where the hazard involves an immediate risk to other 
persons, on the spot remedial action must be taken to prevent injury and the 
matter reported to the appropriate manager.  Departmental and Trades Union 
Health and Safety Representatives and the Human Resources Occupational 
Health, Safety and Welfare Section are available to give advice on an appropriate 
course of action 
 
9.6 
No employee is required to continue working in circumstances where there is an 
imminent or serious risk of injury.  In such cases, employees are required to 
remove themselves from the immediate danger and report directly to their line 
manager for immediate action. 
 
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9.7 
Any matter which has been reported within your department but not acted on 
within a reasonable period of time should be reported to the Human Resources 
Health Safety and Welfare Section. 
 
9.8 
Any failure to comply with health and safety requirements/instructions or the 
Council’s stated policies and procedures will be considered a serious disciplinary 
matter and dealt with under the Authority’s Disciplinary procedure, whether or not 
an accident or injury (or any other detriment to health, safety and welfare) has 
occurred. This includes neglect of personal health and working under the 
influence of drink or drugs. 
 
10. 

POLITICAL ACTIVITY/POLITICAL NEUTRALITY 
 
10.1  Employees serve the Authority as a whole.  It follows that they must serve all 
Members (not just those of the ruling political group) and must ensure that the 
individual rights of all Members are respected and treat political groups and 
individual Members in a fair and even handed manner. 
 
10.2  Insofar as employees may be required to advise political groups, they must do so 
in ways that do not compromise their own political neutrality. This subject is 
covered in detail in the Local Code governing relations between elected 
Members and Council Officers. 
 
10.3  As a result of provisions introduced under the Local Government and Housing 
Act 1989 to ensure the political impartiality of local government employees, some 
employees’ posts are subject to political restriction.  This means that the 
postholders are prohibited from involvement in political activities as these could 
conflict with the responsibilities at work. 
 
10.4  The Local Government and Housing Act 1989 requires that anyone who is 
employed by a local authority in a politically restricted or sensitive post is 
disqualified from being elected as a Member in another local authority or as a 
Member of Parliament or as a Member of the European Parliament. 
 
10.5  Employees in politically restricted posts are unable to undertake certain political 
activities within the following broad categories:- 
 
Writing or speaking publicly on politically controversial issues 
Canvassing at any election on behalf of a political party or at elections for 
Councillors’ MPs or MEPs 
Holding office in any political party 
Publicly declaring yourself a candidate for Councillor, MP or MEP. 
 
10.6  The ban on seeking elected office is written into the rules governing who is 
eligible for election. The ban on political activities is incorporated into individual 
contracts of employment. 
 
10.7  The Act requires that employees holding the following posts should be politically 
restricted:- 
 
Employees in posts paid at or above spinal column point 44. 
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Employees giving regular advice to Committees or Sub-Committees. 
Employees who regularly speak to journalists or broadcasters on behalf of the 
Council. 
 
10.8  A list of politically restricted and sensitive posts approved by the Council is held 
by Human Resources.  It contains the post designations and the section of the 
Act relating to their inclusion on the list. 
 
10.9  There are four categories of employees who have no right of appeal to political 
restriction, namely:- 
 
Head of Paid Service and the Monitoring Officer who have to be designated by 
the Council to carry out specific duties under the Act 
Chief Officers, Assistant Chief Officers and Service Managers 
Assistants to political groups who are appointed to posts created under section 9 
of the Act 
Employees exercising delegated powers on behalf of the Council i.e. Chief 
Officers, Assistant Chief Officers and Service Managers. 
 
10.10  Under the Local Government (Political Restrictions) Regulations 1990, the failure 
of a postholder holding a politically restricted post to comply with the restriction 
will result in disciplinary action being taken on the grounds of misconduct. 
 
10.11  Employees, whether or not in politically restricted posts, must follow every policy 
of the authority and must not allow their own personal or political opinions to 
interfere with their work. 
 
10.12  Political assistants appointed on fixed term contracts in accordance with the 
Local Government and Housing Act 1989 are subject to specific standards and 
conditions that are set out in their contract of employment. 
 
11. 

OUTSIDE WORK 
 
(Paid, Unpaid or Voluntary) 
 
11.1 
Employees are reminded that under the Council’s Standing Orders they must 
comply with Section 107 of the Local Government Act 1972 regarding the non-
acceptance of any fees or rewards whatsoever other than their proper 
remuneration. However, the Authority does not prohibit employees, whether full 
time, part time or job share, from undertaking additional work (whether paid or 
unpaid) providing it does not, in the Council’s view, conflict with the Council’s 
interests or in any way weaken public confidence in the Authority. 
 
11.2  Accordingly, all employees of the Authority are required to obtain consent, in 
writing, from their Chief Officer in advance, and on each occasion, if they wish to 
engage in any other business, take up additional employment or work outside the 
Authority. This provision also applies to Chief Officers who will require the prior 
consent of the Chief Executive should they wish to engage in such activity. 
 
11.3  Each Department will maintain an up-to-date official register to record a list of all 
employees undertaking external work in whatever form. The agreements, in 
Part 5 – 5.4 Local Code of Conduct for Employees 
Council – May 2006 
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writing from the Chief Officer will also be retained on the individual’s personal file 
for information.  
 
You must not undertake any duties/work (whether for payment or otherwise) of a 
type that you normally undertake for the Council on behalf of:- 
 
a. 
Another Council employee (whether in your Department or elsewhere) 
without the prior written agreement of your Chief Officer who shall, if 
agreement is given, notify the Director of Human Resources; or 
 
b.  Your Chief Officer without the prior written agreement of the Chief 
Executive. 
 
11.4  As a general rule permission will not be granted to you to do work for anyone 
who is in a supervising or managerial relationship with you. 
 
11.5  If you are permitted to engage in any other business or take up any additional 
employment, you must not use Council facilities (vehicles, computing equipment, 
etc.) in connection therewith.  The use of the telephone will only be permitted in 
very exceptional circumstances, and provided that such use is recorded as 
personal use and paid for. 
 
11.6
As previously mentioned, all employees must seek approval, by writing to their 
 
  Chief Officer, before undertaking any additional work (whether paid or unpaid).  
This would include, but is not limited to:- 
 
Being a director, agent or professional advisor to a company. 
Consultancy work. 
Lecturing.  
Being a school governor, special constable or magistrate. 
Driving a mini-cab. 
 
Unauthorised employment will be regarded as a very serious matter and dealt 
with through the Authority’s Disciplinary Procedure. 
 
11.7 
Employees do not need approval to undertake voluntary work or work for trade 
unions or political parties (subject to the provisions of the 1989 Local 
Government Housing Act), provided this work does not conflict with or react 
detrimentally to the Council’s interests as outlined above. 
 
11.8 
The Council may not give approval if the additional employment:- 
 
Places the employee in a position where their duties and private interests may 
conflict 
Affects the employee’s health or ability to maintain acceptable standards of 
work 
-  Might weaken public confidence in the Council’s conduct of business 
-  Involves the employee being in direct competition with the Council for 
work/contracts. 
 
11.9 
Whatever the outside work, employees must not:- 
 
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Put their outside commitment before their duty to the Council 
Submit applications of any description to the Council on behalf of any other 
person without permission from their Chief Officer 
Use their knowledge of the Council or staff to help secure particular decisions 
Use any Council facilities (e.g. telephone, photocopier, computers/ software, 
accommodation) for non Council work 
Undertake private work in office hours 
Receive fees for lectures other than travelling expenses necessarily incurred 
unless authorised and carried out in the employee’s own time or whilst on 
annual leave 
Do private work when they should be at work for the Council or are absent due 
to ill health 
Portray themselves as employees or agents of the Council when undertaking 
private work. 
 
12. 
PROTECTING THE COUNCIL’S BUSINESS INTERESTS
(Loyalty Clauses, Intellectual Property Rights ) 
 

12.1 
All employees are bound by a duty of fidelity not to breach confidence and not 
to participate in competing activities.  The Council has the right to take 
necessary and reasonable steps to protect its legitimate business interests. 
 
12.2 
The Council can legitimately seek to restrict the work activity of certain ex-
employees (for a specified period of time after the end of their employment and 
within a specified geographical area) where the individuals could use contacts 
and information derived from the Council to compete with the Council for work.  
These restrictions would take the form of a loyalty clause (or restrictive 
covenant) within the employee’s contract of employment. 
 
12.3  The Council retains intellectual property rights for work undertaken by 
employees.  Research, reports, designs, drawings, software developments or 
similar work, when created in the course of an employee’s normal duties, 
remain the property of the Council.  These should not be removed from Council 
premises or passed on to a third party by any employee acting in a private 
capacity without the express consent of the Council. 
 
13. 
DEALING WITH THE MEDIA 
 

13.1  Dealing with the media, whether the press or television or radio, requires 
specific skills and expertise.  Therefore, media enquiries will be conducted 
through the Council’s Communications Office unless:- 
 
It is part of an employee’s normal duties, or 
Authority has been given by the employees Chief Officer 
An employee is acting as spokesperson for one of the Council’s recognised 
trade unions in pursuit of legitimate industrial relations activities. 
 
13.2 
Where the above criteria are not met employees must not:- 
 
Speak, write or give interviews to the media 
Bring the Council into disrepute by publicising material which is confidential or 
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against the interests of the Council or its employees. 
 
(This does not affect the rights of employees to raise concerns or complain 
about standards and conduct in line with agreed procedures set out in Section 
15 of this Code). 
 
13.3 
If you are approached by the media you should refer all enquiries to the 
Communications Office as detailed in the contacts list towards the end of 
this Code.
 
 
14. 
GIFTS – FAVOURS - HOSPITALITY – SPONSORSHIP 
 

 
Introduction 
 
14.1 
As a Council Officer, particularly if you frequently deal with the public, you may 
well find yourself in situations where you are offered gifts or hospitality which 
could include:- 
 
•  Meals and/or drinks. 
•  Invitations to social or other events. 
•  Gifts (monetary or otherwise). 
•  Favours or services in kind. 
 
The purpose of this section is to provide you with guidance on how to deal with 
such offers received and how to ensure that a proper record is kept, whether or 
not they are accepted. 
 
 
The National Code of Local Government Conduct, National Conditions 
and Standing Orders 
 

14.2 
The National Code of Local Government conduct applies largely to elected 
Members.  However, the advice it contains on this issue is equally of relevance 
to Officers:- 
 
“You should treat with extreme caution any offer or gift, favour or hospitality 
that is made to you personally.  The person or organisation making the offer 
may be doing, or seeking to do, business with the Council, or may be applying 
to the Council for planning permission or some other kind of decision. 
 
There are no hard or fast rules about the acceptance or refusal of hospitality or 
tokens of goodwill.  For example, working lunches may be a proper way of 
doing business, provided that they are approved by the local authority and that 
no extravagance is involved.  Likewise, it may be reasonable for an Officer to 
represent the Council at a social function or event organised by outside 
persons and bodies. 
 
You are personally responsible for all decisions connected with the acceptance 
or offer of gifts or hospitality and for avoiding the risk of damaged public 
confidence in local government.  The offer or receipt of gifts or invitations 
should always be reported to the appropriate Senior Officer of the Council.” 

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Guidance on approved Council duties are given in this Code, in Standing 
Orders and will be given by the appropriate senior Officer in your department if 
you ask them. 
 
14.3 
National Conditions for Local Government staff state:- 
 
“the public is entitled to demand of a Local Government Officer conduct 
of the highest standard and public confidence in their integrity would be 
shaken were the least suspicion, however ill-founded, to arise that they 
could be in any way influenced by improper motives.” 
 
The acceptance of gifts and hospitality, even on a modest scale, may arouse 
suspicion and needs to be capable of public justification. 
 
14.4 
Standing Orders detail the action to be taken by an employee who is offered a 
gift, hospitality or any other favour arising from his or her duties with the 
Council.  Whether or not you accept such an offer, you must immediately report 
this to your line manager and ensure that details are recorded in a central 
register maintained for that purpose, full details of which are given below. 
 
 
Best Practice Advice 
 

14.5  You are strongly advised to refuse or return any gifts, hospitality or other 
favours from persons inside or outside the Council as any such acceptance 
could well put you in a compromising position and could render you liable to 
accusations by other parties who become aware of this. You should bear in 
mind how the acceptance of a gift or a free meal would look to a third party and 
how this could appear to compromise your professional judgement even if it is 
accepted in all innocence. When declining a gift or hospitality you should 
courteously but firmly inform those making the offer of the procedures and 
standards operating within the Council.  
 
14.6 
Under no circumstances should you ask for a reward, tip, gift, “Christmas box” 
or any other inducement.  You should also not put yourself in debt to someone 
where this would be likely to influence your work. 
 
14.7 
It is a serious criminal offence for employees of the Council to corruptly receive 
or give any gift, loan, fee, reward or advantage in order to influence official 
conduct.  If an allegation is made, it is for the employee to demonstrate that 
any such rewards have not been corruptly obtained.  It is also an offence to 
accept any gift or consideration in the knowledge or belief that it is intended as 
inducement or reward, whether the employee receiving it is influenced or not. 
 
14.8 
There may be occasions where refusal of personal hospitality or a small token 
gift (e.g. at Christmas or another notable religious occasion) would clearly 
cause offence or be impracticable for cost or other reasons.  The dividing line 
between what is and what is not acceptable is not a clear one and you should 
always exercise extreme caution.  If you are considering acceptance, you 
should discuss the matter with your line manager before doing so.  Any gifts 
not refused must be used communally for the benefit of the service or facility as 
Part 5 – 5.4 Local Code of Conduct for Employees 
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a whole or donated to charitable or community use. 
 
In addition staff dealing with planning applications or the provision of other 
services to individuals should never accept gifts or hospitality. This special 
case is dealt with later on in this section. 
 
 
Gifts and hospitality 
 

14.9 
Before accepting a gift or hospitality staff should consider – 
 
 
The timing of decisions for letting contracts for which the provider may be 
bidding (under no circumstances should gifts or hospitality be accepted from a 
contractor during a tendering period). 
 
Whether the gift or hospitality is appropriate e.g. an inexpensive promotional 
pen or diary may be accepted but more expensive items, such as a bottle of 
whisky, must be declined.  Similarly, lunch at on-site cafeterias or invitations to 
local cultural events as a representative of the Council may be appropriate 
whereas invitations to prestigious sporting events, theatre tickets or personal 
invitations where you are not attending in an official capacity are not 
appropriate. 
 
14.10  You should exercise discretion in offering and accepting hospitality.  You 
should bear in mind how it might affect your relations with the party offering it 
and how it might be viewed by elected Members, other potential 
suppliers/contractors, the public and other Officers.  The criteria which 
determine whether you should accept hospitality from firms or other 
organisations include:- 
 
 
•  Whether the invitation comes from a firm likely to benefit from the goodwill 
of the Council or from a charity or other organisation which does not have 
the same kind of vested interest in the outcome; 
 
•  Whether the firm is seeking a contract, or one has already been awarded; 
 
•  Whether the visit is genuinely instructive or constitutes more of a social 
function; 
 
•  The scale and location of hospitality, and whether it falls in working hours; 
 
•  The frequency of the hospitality; 
 
•  Whether it is directed just at you or to a group. 
 
14.11 All hospitality accepted should be properly authorised in advance and recorded in 
writing. It is always a matter of judgement and common-sense.  As a general 
guide, you should avoid a situation where you are personally entertained by 
those who want or are likely to want something from you or the Council. 
 
14.12  Offers of hospitality that are declined should also be recorded.  
 
 
The Process for Registering Gifts, Favours and Hospitality 
 

14.13  Any offer of a gift, favour or hospitality to staff should be immediately reported 
 
to your Chief Officer whether or not you plan to accept it.  Your Chief Officer 
 
may decide that acceptance is not appropriate. The only exception to this 
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requirement to report and seek advice is if you receive modest hospitality as 
 
part of a formally approved Council delegation. 
 
 
14.14  No member of staff below the level of Head of Service may accept an 
invitation without first obtaining the approval of a senior officer at that level or 
above.  In exceptional circumstances, where it is not possible to seek prior 
approval, the facts should be reported immediately afterwards.  Invitations 
involving attendance at functions outside normal working hours may only be 
accepted with the authority of a Chief Officer. 
 
14.15  Where the refusal of an unsolicited gift may cause offence, the gift may be 
donated to the Mayor’s official charity and the donor informed accordingly in 
writing.   
 
14.16  Having reported the offer you should complete the register of gifts and 
hospitality maintained by your Chief Officer. 
 
14.17  The following information will be recorded:- 
 
 
The person or body making the offer 
The member of staff to whom the offer was made 
The gift or hospitality offered 
The circumstances in which the offer was made 
The action taken by the member of staff concerned 
The action taken (if any) by the Chief Officer 
 
The Chief Executive and monitoring officer and Director of Human Resources 
may have access to every register.  Every member of staff is entitled to see 
what is recorded in the register against their name and the general public can 
apply for access to the register from the Council’s Monitoring Officer. 
 
14.18  Minor gifts such as inexpensive calendars, pens or small stationery items, or 
hospitality such as refreshments during a site visit or an inexpensive working 
lunch need not be included in the register but should still be reported to your 
line manager. 
 
 
Staff Dealing with Vulnerable Clients 
 

14.19  Staff providing personal care such as care workers and home helps must 
inform their Chief Officer in writing of any gifts from clients or their 
relatives/friends. These must not be accepted without the prior written 
approval of the Chief Officer. 
 
14.20  The position of those staff who deal with the more vulnerable members of 
society is potentially very difficult and special advice is warranted.  Such staff 
most obviously include those in Social Services but also staff in the 
Education Department dealing with young people and Housing staff dealing 
with sheltered housing, etc. 
 
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14.21  Staff in such circumstances should never accept personal gifts from their 
clients.  The only exception to this is in respect of a gift offered for the benefit 
of the facility or service as a whole, not to an individual.  In such 
circumstances the offer must be reported to the Officer’s line manager for 
approval. 
 
14.22  A separate policy document exists specifically for Social Services staff who 
should also refer to that document. 
 
 
Senior Officers 
 
14.23  The Chief Executive and other Chief and Senior Officers are in a somewhat 
different position in that their role requires them to build partnerships with 
community groups, businesses and other interests in the town. Of necessity 
this may require them to attend functions where substantial hospitality is 
provided. 
 
14.24  Refusal to attend such functions may be inappropriate as it may offend 
potential partners.  Such hospitality can therefore be accepted provided that it 
relates directly to this official partnership role and is duly recorded.  However, 
as ever the test of public perception needs to be applied to the acceptance of 
any such hospitality. 
 
 
Officers Dealing with Planning Applications 
 
14.25  Extreme caution should be exercised if you are advising Members of a 
Committee or Sub-Committee dealing with planning applications or acting 
under delegated powers.  As such you should never accept gifts or hospitality 
from a planning applicant nor from their agent.  Any such offer should be 
declared to the Officers in Committee and Member Services as soon as 
possible. The process for registering gifts and hospitality is described earlier 
in this Section. 
 
14.26  A separate Local Code of Conduct for elected Members and Council Officers 
dealing with planning matters has been produced and sent to all Members 
and Officers. You should read this Code and follow its rules. Further copies of 
the Code are available from the Head of Planning and Strategic Policy. 
 
 
Visits and Conferences  
 
 
14.27  The participation in visits and conferences should be carefully regulated.  
 
Employees must receive permission from their Chief Officer, including prior 
agreement to the payment of appropriate expenses.  If the visit/conference 
attendance is by invitation and flights, accommodation, meals etc. are being 
offered (which may be seen as a gift or inducement), prior written permission 
must be sought from the Chief Officer and the details entered into the 
departmental register of gifts and hospitality. 
 
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14.28  Expenses for visiting premises to inspect equipment or view facilities must 
not be accepted as these will be met by the Council. 
 
 
 
Sponsorship  
 
 
14.29  Where an outside organisation wishes or is seeking to sponsor a local 
 
government activity, whether by invitation, tender, negotiation or voluntarily, 
the basic conventions concerning acceptance of gifts or hospitality apply.  
Particular care must be taken when dealing with contractors or potential 
contractors. 
 
14.30  Where the Council wishes to sponsor an event or service, neither an 
employee nor any partner, spouse or relative must benefit from such 
sponsorship in a direct way without there being full disclosure to an 
appropriate manager of any such interest. Similarly, where the Council 
through sponsorship, grant aid, financial or other means, gives support in the 
community, employees should ensure that impartial advice is given and that 
no conflict of interest exists. 
 
Checklist 
 
•  Always be extremely cautious of any offer of a gift or hospitality, etc which is 
made to you. 
•  All offers should be refused and gifts returned unless to do so would clearly 
cause offence or be impracticable for cost or other reasons. 
•  Any gifts not refused must be used communally for the benefit of the service 
or facility as a whole, or be donated for charitable or community use. 
•  Always register offers of gifts or hospitality, even if you refuse them or donate 
them to charity.  Modest hospitality need not be declared if you are part of a 
Council delegation.  Individual hospitality should be declared. 
•  Ask yourself whether you would feel comfortable if you had to justify 
acceptance of a gift or favour to a member of the public.  Do you think it could 
be seen as compromising your professional position? 
•  Never accept extravagant hospitality. 
•  Do not accept personal invitations. 
•  If you deal with planning applications or the provision of any other service to 
individuals, never accept a gift or hospitality. 
•  Do not accept gifts from Members.  They have been advised not to give them 
to Officers. 
•  Always inform your Manager of any offers received. 
•  If you are in any doubt, err on the side of caution and seek advice from your 
Manager or from staff in Committee and Member Services.  You can also 
speak to the Monitoring Officer or the Director of Human Resources. 
•  Issues relating to gifts and hospitality can also be referred to the Standards 
Committee for guidance. 
•  HR staff are always willing to provide you with advice. 
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15. 
MISCONDUCT 
 

15.1 
Allegations of any misconduct or failure to meet the standards of conduct 
expected of Council employees will be dealt with through the Council’s 
Disciplinary Procedure. 
 
16. 
PROCEDURES FOR REPORTING CONCERNS – WHISTLEBLOWING 
 

16.1 
The Council expects employees who witness, or have their suspicions raised, 
or are approached to become party to potentially fraudulent, corrupt, 
dangerous or improper behaviour, to report these incidents or concerns either 
to their line manager or other council manager or through the agreed 
whistleblowing procedures. 
 
 
Failure to do so could implicate you in the misconduct. 
 
16.2 
The Council recognises that the decision to report a concern can be a difficult 
one to make, not least because of the fear of reprisal from those responsible 
for the malpractice. The Council will not tolerate harassment or victimisation 
and will take appropriate action to protect employees who raise a concern in 
good faith.  
 
16.3  Employees who are subject to procedures such as but not limited to 
disciplinary or redundancy will not have those procedures halted as a result 
of raising concerns under this procedure. 
 
16.4  Concerns should normally be raised initially with your line manager or 
supervisor. However, the most appropriate person to contact will depend on 
the seriousness and sensitivity of the issues involved and who is suspected 
of the misconduct/malpractice. 
 
 
 
If for any reason you do not feel that it is appropriate to express your 
16.5 
concerns in this way, The Council’s whistleblowing policy explains the other 
 
routes available to you. 
 
16.6 Malicious 
allegations 
i.e. deliberately raising false complaints with the 
intention of harming someone, will be regarded as serious misconduct.  
 
16.7  Raising concerns through the media  is not an appropriate or effective 
channel and may result in an employee breaching obligations under this 
Code resulting in disciplinary action. The Council’s whistleblowing Policy 
gives details of how to raise concerns with more appropriate and independent 
organisations outside the Council. 
 
 
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17. 
USE OF COUNCIL FACILITIES 
 
17.1  Support services like stationery, typing, printing, photocopying, etc must only be 
used on Council business. They should never be used for private purposes. In 
particular electronic and paper post distribution systems should only be used for 
circulating correspondence and literature relating specifically to Council business. 
 
17.2  Misuse or damage to Council property will be regarded as very serious matters 
and dealt with through the Authority’s disciplinary procedure. 
 
18. 
CONCLUSION 
 

18.1 
It is not possible to prepare a Code of Conduct which will enable you to deal 
with every situation you may face.  However, this Code does establish broad 
principles which are essential if confidence in the integrity of Local 
Government employees is to be maintained.  These have been brought to the 
attention of all employees.  Any breach of the Code may be viewed as a 
serious disciplinary matter which could render you liable to dismissal and/or in 
some cases prosecution. 
 
18.2  If you have any doubts about anything contained in this Code, and are 
concerned about anything relating to your personal position, you are advised 
to seek clarification from your line manager, Member Services or from Human 
Resources. You may also wish to seek advice from your Trade Union 
representative however, whilst they can give advice, they are unable to 
provide you with an authoritative interpretation of this code. 
 
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TERMS USED IN THIS CODE 
 
Monitoring Officer 
An employee appointed by the Council to guard against 
unlawful decisions or maladministration. 
Party Group / 
2 or more Councillors of the same political party or 
Political Group 
description who have asked to be recognised as a Party 
or Political Group. 
Head of Service  
A  2nd tier officer responsible to a Chief Officer for the 
management of some of the Council’s services (e.g. 
Consumer Protection). 
Chief Officer 
A 1st tier officer responsible to the Chief Executive and 
Council (e.g. Director) 
Part 2 ( II ) 
The part of a Council or Committee Agenda containing 
confidential information.  The press and public are not 
Agenda 
admitted to the part of the meeting at which Part 2 items 
are discussed. 
Mayor 
The first citizen of the Borough and Chairperson of full 
Council meetings.  The Mayor is appointed annually by 
the Councillors from amongst their number. 
 
HOW TO CONTACT THE PEOPLE AND ORGANISATIONS NAMED IN THIS 
DOCUMENT 
 
The Committee and Member Services 
Extensions 5011, 5014 or 5019 
Section 
 
Assistant Director (Democratic 
Extension 5011 
Services) 
 
Slough Borough Council’s Monitoring 
Extension 5004 
Officer 
 
Communications 
Extension 5007, 5088 and 5194  
Director of Law & Corporate 
Extension 5004 
Governance ( also the Council’s 
Monitoring Officer ) 
 
Director of Human Resources Extension 
5079 
Director of Finance and Property 
Extension 5300 
Human Resources (general enquiries) 
Extensions 5196, X 5139, X 5788 
HR Occupational Health Safety and 
Extension 5763 
Welfare 
Part 5 – 5.4 Local Code of Conduct for Employees 
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322 

WHERE TO FIND THE DOCUMENTS REFERRED TO IN THIS LOCAL CODE 
GOVERNING RELATIONS BETWEEN ELECTED MEMBERS AND COUNCIL 
EMPLOYEES 
 
Copies of these documents can be found on the Council’s intranet and through its web 
site.  If you are unable to locate a copy and wish to read or refer to, please talk with your 
line manager, Chief Officer or Human Resources. Trades Union representative will also 
usually have copies. Members may wish to contact the Committee and Members 
Services Section direct. If you still cannot get a copy of the document you require, the 
people listed below will be able to help you. The telephone numbers given here are 
internal extension numbers. If you are calling from outside the Council please add 87 
before the extension number.  
 
Document Title 
Obtainable from 
Whistleblowing Policy 
Director of Law and Corporate 
Governance X 5004 
 
Local Government (Political 
Assistant Director (Democratic Services)  
Restrictions) Regulations 1990 
X 5011 
 
Local Code of Conduct for Members  
Member Services Manager 
X 5019 
 
Slough Borough Council Constitution 
Assistant Director (Democratic Services) 
X 5011 
 
Officer Disciplinary Policy and 
Director of Human Resources 
Procedure 
X 5079 
 
Local Government and Housing Act 
Director of Law and Corporate 
1989 
Governance X 5004 
 
Data Protection Act 1984 
Director of Law and Corporate 
Governance X 5004 
 
The Local Government Act 1972 
Director of Law and Corporate 
Governance X 5004 
 
Rehabilitation of Offenders Act 1978 
Director of Law and Corporate 
Governance X 5004 
 
Corporate Health and Safety Policy 
Director of Human Resources 
Statement 
X 5079 
 
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Council – May 2006 
323 

 
Document Title 
Obtainable from 
Health and Safety Manual 
Director of Human Resources 
X 5079 
 
HR Operations Manual (including 
Director of Human Resources 
recruitment and selection) 
X 5079 
 
 
Equalities Policy 
Director of Human Resources 
X 5079 
 
Harassment at Work Policy 
Director of Human Resources 
X 5079 
 
Grievance Procedure 
Director of Human Resources 
X 5079 
 
Slough Borough Council Scheme of 
Assistant Director (Democratic Services) 
Delegation to Officers 
X 5011 
 
Local Code of Conduct for Elected 
Head of Planning and Strategic Policy  
Members and Council Employees 
X 5845 
dealing with planning matters 
 
Local Code of Conduct Governing 
Assistant Director (Democratic Services) 
Relations between Elected Members 
or  Member Services Manager 
and Council Employees 
X 5011 or  X 5019 
 
Tender and Contract Regulations 
Assistant Director (Legal & Valuation 
Services) 
X 5180 
 
Access to Personal Files (Social 
Deputy Chief Executive, Community and 
Services) Regulations 1989 
Cultural Services 
 
X 5751 
 
 
 
 
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324 

 
Part 5.5   LOCAL CODE GOVERNING RELATIONS 
BETWEEN ELECTED MEMBERS AND 
COUNCIL EMPLOYEES 

 
(also known as the Member and Officer Relations Code) 
 
CONTENTS
 
1. Introduction 
 
 
2. 
The Roles of Members and Officers 
 
 
3. Expectations 
 
4. Personal 
Relationships 
 
 
5. 
Contact between Members and Officers 
 
6. 
Commissioners/Chairs and Senior Officers 
 
7. 
Opposition Members  
 
8. Political 
Groups 
 
9. 
Conduct at Meetings and Social Events 
 
10. 
Constructive Criticism / Complaints 
 
11. Correspondence 
 
12. 
Local Issues 
 
13. Ceremonial 
Events 
 
14. 
Recruitment, Appointment and Other Staffing Matters 
 
15. 
Public Relations and Press Releases 
 
16. 
Members’ Access to Information and Council Documents 
 
Requests for information and research 
Access to documents 
Local Conventions 
Use of Council Information – confidentiality 
 
17. 
When things go wrong. 
 
Reference & Contact Guides 
 
 
Appendix 1    Guidance on Publicity During an Election Period 
Appendix 2  Local Government Act 1972 Schedule 12, Part 1 (Exempted Information)  
  (Amended) 
 
Appendix 3    Member Request for Information Form 
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1. 
INTRODUCTION 
 
1.1 
This Local Code (the Code) aims to: 
 
•  clearly describe the respective roles of elected Members and Council 
Employees (Officers). 
•  help all those concerned to understand the relationship between Members 
and Officers. 
•  offer a guidance framework on the issues which most commonly arise. 
 
1.2 
This Code is to a large extent a written statement of current practice and convention 
and forms part of the Ethical Framework approved by the Standards Committee and 
adopted by the Council as part of the Constitution.  It seeks to reflect the principles 
underlying the respective Codes of Conduct that apply to Members and Officers and 
to which it is inextricably linked. The shared object of these documents is to 
enhance and maintain the integrity (real and perceived) of local government and 
thus the Codes demand very high standards of personal conduct.  Accordingly this 
Code should be read in association with the Council’s Constitution and, in particular, 
the Members’ and Employees’ Codes of Conduct  
 
1.3  Monitoring compliance with this code is the responsibility of the Standards 
Committee and the Monitoring Officer.  Questions of interpretation of this Code will 
be determined by the Monitoring Officer. 
 
1.4 
Further copies are available from the Committee and Member Services Section.  A 
list of contact names and telephone numbers is given towards the end of this Code. 
 
2. 
THE ROLES OF MEMBERS AND OFFICERS 
 
2.1 
The respective roles of Members and Officers can be summarised as follows:- 
 
Members and Officers are servants of the public and they are indispensable to 
one another.  But their responsibilities are distinct.  Members are responsible to 
the electorate and serve only so long as their term of office lasts.  Officers are 
responsible to the Council.  Their job is to give advice to Members and to the 
Authority, and to carry out the Authority’s work under the direction and control of 
the Council, the Cabinet, and relevant committees, etc. 
 
Mutual respect between Members and Officers is essential to good local 
government. 
 
 
2.2 
Members’ Role 
 
Members have four main areas of responsibility: 
 
•  determining the budget and policy framework of the Authority and giving it 
political leadership, 
•  monitoring and reviewing the performance of the Authority in implementing 
that policy and delivering services 
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•  representing the Authority externally, and  
•  acting as advocates on behalf of their constituents. 
 
It is not the role of Members to involve themselves in the day to day 
management of the Authority’s services. 
 
2.3 
Officers’ Role 
 
The Role of Officers is to:- 
 
•  manage the organisation 
•  initiate policy proposals which accord with the overall framework set by 
Members 
•  manage the implementation of policy 
•  give professional advice in the course of policy development 
•  take action under delegated powers 
•  ensure the Council acts lawfully and with financial propriety 
 
3.  
EXPECTATIONS  
 

3.1 
Members can expect from Officers: 
 
(a)  A commitment to the Authority as a whole, and not to any political group 
(b)  A working partnership 
(c)  An understanding of and support for respective roles, workloads and pressures 
(d)  Timely response to enquiries and complaints 
(e)  Professional advice, not influenced by political views or preference, which 
does not compromise the political neutrality of Officers. 
(f) 
Regular, up to date information on matters that can reasonably be considered 
appropriate and relevant to their needs, having regard to any individual 
responsibilities that they have and positions that they hold 
(g)  Awareness of and sensitivity to the political environment 
(h)  Respect, dignity and courtesy 
(i) 
Training and development in order to carry out their role effectively 
(j) 
Integrity, mutual support and appropriate confidentiality. 
(k)  Not to have personal issues raised with them by Officers outside the agreed 
procedures 
(l)  That Officers will not use their relationship with Members to advance their 
personal interests or to influence decisions improperly. 
(m)  That officers will at all times comply with the relevant Codes of Conduct 
(n)  Support for the role of Members as the local representatives of the Authority, 
within any scheme of support for Members which may be approved by the 
Authority. 
 
3.2 
Officers can expect from Members. 
 
(a)  A working partnership 
(b)  An understanding of and support for respective roles, workloads and pressures 
(c)  Political leadership and direction 
(d)  Respect, dignity and courtesy 
(e)  Integrity, mutual support and appropriate confidentiality 
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(f)  Not to be subject to bullying or to be put under undue pressure.  Members 
should have regard to the seniority of officers in determining what are 
reasonable requests, having regard to the power relationship between 
Members and Officers, and the potential vulnerability of Officers, particularly at 
junior levels. 
(g)  That Members will not use their position or relationship with Officers to 
advance their personal interests or those of others or to influence decisions 
improperly 
(h)  That Members will at all times comply with the relevant Codes of Conduct. 
 
3.3 
The distinct roles of Members and Officers necessarily impose limitations upon 
behaviour.  These are referred to and explained below. 
 
4. 
PERSONAL RELATIONSHIPS 
 
4.1  Mutual respect between Members and Officers is essential to good local 
government.  Close personal familiarity in public between individual Members and 
Officers can damage this relationship and should be avoided as it can prove 
embarrassing to other Members and Officers.  
 
4.2 
However, the Council recognises that there may be close social or personal 
relationships between Members and Officers that have commenced before, or after, 
a Member is elected to the Council or before, or after, a person becomes employed 
by the Council.  In a large organisation this may be inevitable.  In order to maintain 
the integrity of the individuals concerned and the Council, such relationships should 
never be hidden. To do so can lead to suspicion and mistrust.   
 
4.3 
Accordingly, the Member must declare, in writing, to the Monitoring Officer and 
his/her Leader/Party Whip any relationship with an Officer which might be seen as 
influencing his/her work as a Member and the Officer must notify their Director in 
writing.  This includes any family relationships.  
 
4.4 
The Group Leaders and Directors will endeavour to ensure that neither the Member 
nor the Officer are placed in a position where such relationship between the two will 
be seen to conflict with the provisions of this Code. 
 
5. 
CONTACT BETWEEN MEMBERS AND OFFICERS 
 

5.1 
Contact between Members and Officers should normally be at a Senior Officer level 
since junior officers might feel unduly pressurised to comply with requests from 
Members and this might disrupt work programmes already agreed with their 
managers.  For the purposes of this Code ‘Senior Officer’ means Directors, 
Assistant Directors and Head of Service/3rd tier Officers.   
 
5.2 
Members have the right to contact directly the Chief Executive, Directors and senior 
staff when they feel it necessary to do so.  Equally, when it comes to routine 
matters, such as giving apologies for absence from meetings, it is quite in order for 
Members to contact more junior staff directly. Any other matters should be referred 
to senior staff, the Chief Executive or Directors including any occasion when a 
Member feels that the action being taken is wrong or is not being pursued with 
sufficient vigour. 
 
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5.3 
Members are elected to represent the interests of their constituents, but they should 
not seek special treatment for any individual.  When dealing with Officers, they must 
declare any special relationships they have with the constituents concerned. 
 
5.4 
The role of Officers is to give advice and information to Members and to implement 
the policies determined by the Council.  In giving such advice to Members, and in 
preparing and presenting reports, it is the responsibility of the Officer to express 
his/her own professional views and recommendations.  Whilst an Officer may report 
the views of individual Members on an issue, if the Member wishes to express a 
contrary view s/he should not seek to pressure the Officer to make a 
recommendation contrary to the Officer’s professional view. 
 
5.5 
Certain officers e.g. Head of Paid Service, Monitoring Officer, Chief Finance Officer 
(Section 151 Officer) and the Statutory  Chief Officers have responsibilities in law 
over and above their obligations to the Authority and to individual Members, and 
Members must respect these obligations, must not obstruct Officers in the 
discharge of these responsibilities, and must not victimise Officers for discharging 
them. 
 
5.6 
Members should not bring or attempt to bring undue influence to bear on an Officer 
to take any action that is: 
 
•  against an adopted policy or procedure 
•  a breach of the Local Code of Conduct for Employees 
•  in conflict with the Council’s Procedural Rules  or Financial Regulations 
•  capable of being interpreted as intimidation or bullying. 
 
5.7 
Officers have a duty to report any attempt to exert undue pressure or influence to 
their Director who in turn will refer the matter to the Chief Executive.  The procedure 
for doing this is described in the Local Code of Conduct for Employees. 
 
5.8 
In accordance with the resolutions of the Special Meeting of the Council on 28 April 
1999 a note will be taken of all meetings dealing with matters of significance 
between Members and Officers, setting out where appropriate, advice given and 
decisions taken and this note will subsequently be circulated to those present. 
 
6. 
COMMISSIONERS/CHAIRS AND SENIOR OFFICERS 
 

6.1 
It is clearly important that there should be a close working relationship between a 
Cabinet Commissioner or Chair of a Committee/Sub-Committee and the Director 
and other senior officers of any Department which falls within the Commissioner’s 
portfolio or report to that Committee/Sub-Committee.  However, such relationships 
should never be allowed to become so close, or appear to be so close, as to bring 
into question the Officers’ ability to deal impartially with other Members.  Officers 
must ensure their political neutrality is not compromised.  
 
6.2 
While a Commissioner, Chair of a Committee/Sub-Committee will/may routinely be 
consulted as part of the process of drawing up the agenda for a forthcoming 
meeting, it must be recognised that in some situations a Director will be under a 
duty to submit a report on a particular matter. Similarly, the named author will 
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always be fully responsible for the contents of any report submitted by their 
Department.  
 
6.3 
This means that any such report will be amended only where the amendment 
reflects the professional judgement of the author of the report.  Any issues arising 
between a Commissioner/Chair and a Director in this area should be referred to the 
Chief Executive for resolution in conjunction with the Leader of the Council. 
 
6.4 
In addition to the Commissioner’s/Chair’s briefing before any Cabinet, Committee/ 
Sub-Committee meeting, minority group representatives will also be afforded the 
opportunity of a briefing through their appropriate spokespersons. 
 
6.5 
In relation to action between meetings, it is important to remember that, under the 
executive arrangements adopted by the Council, decisions (relating to the 
discharge of any of the Council’s functions) are taken by the Cabinet, a Committee, 
a Sub-Committee or an Officer under delegated authority. There is no provision for 
such decisions to be taken by a Chair, a Commissioner or indeed by any other 
single Member. 
 
6.6 
At Cabinet/Committee/Sub-Committee meetings, a resolution may be passed, 
which authorises named Officers to take action between meetings in consultation 
with the Chair.  It must be recognised that it is the Officer, rather than the Chair, 
who takes the action and it is the Officer who is accountable for it. 
 
6.7 
Finally, it must be remembered that Officers within a Department are accountable to 
their Director and that whilst Officers should always seek to assist a Chair (or 
indeed any Member), they must not, in so doing, go beyond the bounds of whatever 
authority they have been given by their Director.  Members should not put staff in a 
position where there would be conflict between themselves and their line manager, 
or other Senior Officer. 
 
7. 

OPPOSITION MEMBERS 
 
7.1 
As individual Members, all Councillors have the same rights and obligations in their 
relationship with Officers and should be treated equally.  This principle is particularly 
important in the context of scrutiny and overview.  However, where a political group 
forms an administration, either alone or in partnership with another group or groups, 
it is recognised that the relationship between Officers, particularly those at a senior 
level in the organisation, and the administration will differ from that with opposition 
groups. 
 
8. 
POLITICAL GROUPS 
 

8.1 
It must be recognised by all Officers and Members that in discharging their duties 
and responsibilities Officers serve the Council as a whole and not exclusively any 
political group, combination of groups or any individual Member of the Council.  
Special rules apply to Political Group Assistants and those postholders have been 
made aware of them through separate guidance.  
 
8.2 
There is now statutory recognition for party political groups and it is common 
practice for such groups to give preliminary consideration to matters of Council 
business in advance of such matters being considered by the relevant Council 
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decision making body.  Officers may properly be called upon to support and 
contribute to such deliberations by political groups but must at all times maintain 
political neutrality.  All Officers must, in their dealings with political groups and 
individual Members, treat them in a fair and even-handed manner. 
 
8.3 
The support provided by Officers can take many forms, ranging from a briefing 
meeting with the Leader of the Council, a Commissioner/Chair/Spokesperson prior 
to a Council, Cabinet, Committee or Sub-Committee meeting to a presentation to a  
political group meeting.  Whilst in practice such Officer support is likely to be in most 
demand from whichever political group is in control of the Council at the time, such 
assistance is available to all political groups. 
 
8.4 
Certain points, however, must be clearly understood by all those participating in this 
type of process, Members and Officer alike.  In particular: 
 
(a) Requests for Officers to attend any political group meeting must be made 
through the appropriate Director.  The Director will advise the Chief Executive of 
any requests made. 
 
(b)  Unless otherwise agreed in advance with the Chief Executive, Officers will not 
attend political group meetings that include persons who are not Members of 
the Council.  However, where the Chief Executive has authorised such 
attendance special care needs to be exercised by Officers involved in providing 
information and advice to such political group meetings.  Persons who are not 
elected Members will not be bound by the Local Code of Conduct (in particular, 
the provisions concerning the declaration of interests and confidentiality) and for 
this and other reasons Officers may not be able to provide the same level of 
information and advice as they would to a Members only meeting. 
 
(c)  Officer support (whether in the form of a written report or otherwise) must not 
extend beyond providing information and advice in relation to matters of Council 
business.  Officer support will be limited to a statement of material facts and 
identification of options and the merits and demerits of such options for the 
Authority.  Reports or other support will not deal with any political implications of 
the matter or any option, and Officers will not make any recommendations to a 
political group.  Officers (with the exception of Political Group Assistants) are 
not expected to be present at meetings or part of meetings when matters of 
party business are to be discussed.  
 
(d)  Political group meetings, whilst they form part of the preliminaries to Council 
decision making are not empowered to make decisions on behalf of the Council.  
Conclusions reached at such meetings do not therefore rank as Council 
decisions and it is essential that they are not interpreted or acted upon as such. 
 
(e)  It must not be assumed by any political group or Member that any Officer is 
supportive of any policy or strategy developed because of that Officer’s 
assistance in the formulation of that policy or strategy. 
 
(f)  Any request for advice, together with the advice given to a political group or 
Member will be treated with strict confidentiality by the Officers concerned and 
will not be accessible to any other political group.  It is acknowledged, however, 
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that factual information upon which any advice is based will, if requested, be 
available to all political groups.  
 
(g) Officers must respect the confidentiality of any political group discussions at 
which they are present in the sense that they should not relay the content of any 
such discussion to another political group or Member thereof.  However, 
Members should be aware that this would not prevent Officers from disclosing 
such information to other Officers of the Council so far as is necessary to 
perform their duties. 
 
(h)  Where Officers provide information and advice to a political group meeting in 
relation to a matter of Council business, it should be understood that the 
Officers have a statutory duty to provide all necessary information and advice to 
the Cabinet or relevant Committee/Sub-Committee when the matter in question 
is considered.  
 
8.5 
Any particular cases of difficulty or uncertainty in this area of Officer advice to 
political groups must be raised with the Chief Executive who will discuss them with 
the relevant Group Leader(s). 
 
9. 

CONDUCT AT MEETINGS AND SOCIAL EVENTS 
 
9.1 
Officers and Members should address each other formally at meetings of the 
Council, Cabinet, Committees, Sub-Committees and other formal meetings which 
both attend. 
 
9.2 
On such formal occasions Officers should refer to Members by the office they hold: 
 
• Leader, or 
• Chair, or 
• Vice-Chair, or 
• Councillor 
 
and, where they are aware of it, respect an individual Member’s preference for a 
particular type of formal address. 
 
9.3 
Members should avoid excessive informality at meetings and other official civic 
events and refer to Officers either by their job title or by their surname and the title 
Mr, Mrs, Miss or Ms, as appropriate. 
 
9.4 
At formal meetings and official civic events Members and Officers should dress and 
behave in a manner in keeping with the occasion and their position.  This requires 
them to listen to proceedings and show respect and courtesy to all those 
present (including members of the public) 

 
9.5 
The same degree of formality is not necessary at any informal meetings or social 
events that Members and Officers may attend.  Nonetheless, by virtue of their role 
with the Council if Members and Officers are attending an event they should avoid 
close personal familiarity or any action which would embarrass others or damage 
their relationship with other Officers or Members. 
 
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10. 
CONSTRUCTIVE CRITICISM/COMPLAINTS  
 
10.1  It is important that in any dealings between Members and Officers they should 
observe reasonable standards of courtesy and that neither party should seek to 
take unfair advantage of their position. 
 
10.2  Members and Officers should not criticise or undermine respect for the other at 
meetings of the Council or in any public forum. This would damage effective 
working relationships and the public image of the Council. 
 
10.3  Members should not raise matters relating to the conduct or capability of an 
individual Council Officer or of Officers collectively at meetings held in public. This is 
a long-standing tradition in public service as Officers have no means of responding 
to criticisms like this in public.  
 
10.4  If Members feel that they have not been treated with proper respect, courtesy or 
have any concern about the conduct or capability of an Officer or group of Officers 
they should raise the matter with the Director of the Department in question. 
 
10.5  If the Member is not satisfied that action has been taken within a reasonable period, 
by the Director they should raise the matter with the Chief Executive who will look 
into the matter afresh. 
 
10.6  Where an Officer feels that they have not been properly treated with respect and 
courtesy or is concerned about any action or statement relating to her/himself or a 
colleague by a Member they should raise the matter with their line manager, or 
other Senior Officer as appropriate. The procedure for this is described in the Local 
Code of Conduct for Employees. 
 

11. 
CORRESPONDENCE BETWEEN MEMBERS AND OFFICERS 
 
11.1  Correspondence between an individual Member and an Officer on a matter relating 
to a single constituent should not normally be copied (by the Officer) to any other 
Member.  Where, exceptionally, it is necessary to copy the correspondence to 
another Member, this should be made clear to the original Member.  In other words, 
a system of “silent or blind copies” should not be employed. 
 
11.2  However where the Member/Officer has legitimately copied in others it is in 
order for the Member/Officer replying to copy in those individuals with the 
response.  
 
 
11.3  In some cases issues are raised by, or with, individual Members relating to a matter 
of general interest in a Council Ward or individual Parish.  Recognising that it is in 
the best interests of the Council to ensure that all Members are properly informed of 
general issues in their Ward or Parish, copies of correspondence will normally be 
sent to all Members for the particular area unless the Member specifically requests 
that correspondence is not copied to other Members or, there is a political, or other 
reason, why this is not appropriate.  Where correspondence is copied to other 
Members this will be made clear to the original Member. 
 
11.4  Officer letters on behalf of the Council should normally be sent out in the name of 
the appropriate Officer, rather than in the name of a Member.  It may be appropriate 
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in certain circumstances (e.g. representations to a Government Minister) for a letter 
to be signed by a Member, but this should be the exception rather than the norm.  
Letters which, for example, create obligations or give instructions on behalf of the 
Council should never be sent out in the name of a Member. 
 
12. 

LOCAL ISSUES 
 
12.1  Whenever the Council undertakes any form of consultative exercise on a local 
issue, the Ward Members should be informed or involved, as appropriate, not later 
than at the outset of the exercise.  Similarly whenever a public meeting is organised 
by the Council to consider a local issue, all the Members representing the Ward or 
Wards affected should, as a matter of course, be invited to attend the meeting. 
 
13. 

CEREMONIAL EVENTS 
 
13.1  The Mayor, or in his/her absence the Deputy Mayor, will be the appropriate person 
to lead Council ceremonial events which are of particular significance or are not 
specifically associated with a particular Commissioner/Committee/Sub-Committee.  
Similarly the Mayor, or in his/her absence the Deputy Mayor, will be the appropriate 
person to represent the Council at ceremonial events of other organisations which 
are not specifically associated with the Cabinet or a particular Committee/Sub-
Committee. 
 
13.2  Subject to the above paragraph, Commissioners, Chairs of Committees or Vice-
Chairs in that order of preference are the appropriate representatives for ceremonial 
events within the scope of their portfolios/Committee’s terms of reference.  Where 
neither the Commissioner/Chair or Vice-Chair of a Committee are available then 
any other Member may be nominated by the appropriate Commissioner/Chair. 
 
13.3  Local Members should always be informed of, and, where possible, invited to 
ceremonial events taking place within their own Wards, as should Parish 
Councillors as appropriate. 
 
13.4  Any Member taking part in a ceremonial event must not seek disproportionate 
personal publicity nor use the occasion for party political advantage bearing in mind 
that the Member is representing the Council as a whole. 
 
14.  
RECRUITMENT , APPOINTMENT AND OTHER STAFFING MATTERS 
 

14.1  A Member will not seek support for any prospective employee of the Council nor 
provide references in support of applications for employment by the Council. 
 
14.2  Any one who may be involved in the selection or appointment process for a post 
with the Council shall immediately declare any relationship  to a candidate as soon 
as it becomes known to him/her to the Strategic Director of Human Resources who 
shall record the declaration and determine whether or not the Member may take 
any further part in the  selection/appointment process for that post.  
 
14.3  If a Member is called upon to take part in selecting and appointing an Officer, with 
the exception of the appointment of assistants to political groups, the only question 
s/he should consider is which candidate would best serve the whole Council.  A 
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Member should not let his/her political or personal preferences influence their 
judgement.  
 
14.4. Inevitably there will be occasions when Council services are being reorganised or 
restructured. In such situations Members may be asked to comment on, discuss or 
approve proposals prepared by Officers.  In these circumstances Member should 
consider such proposals in relation to the best interests of the Council and should 
not allow personal views on individual Officers affected by the proposals to 
influence their judgement.  Similarly Members should not seek to influence other 
than as provided for in existing procedures, decisions related to redundancy, 
redeployment or promotion of individual Officers.  
 
14.5  There is a presumption that Members must not get involved in staff disciplinary 
(misconduct or capability) or grievance issues as these are matters which the Head 
of Paid Service and/or the employee’s Line Manager/Supervisor handle in 
accordance with the Council’s adopted policies and procedures.  However a 
Member will be entitled to get involved in such matters in the following limited 
circumstances:- 
 
a) 
Where the employee wishes to call the Member as a witness and the 
relevant Panel/Sub-Committee hearing the case considers that the Member 
has direct and material evidence relevant to the case (e.g. witness as to a 
fact). 
 
b) 
Where a staff disciplinary or grievance issue has a direct bearing on a Ward 
matter or a matter raised with a Member by a constituent.  In this case the 
Member will be informed of such information as is necessary to determine 
whether or not s/he has material evidence relevant to the case 
 
 
c) 
Where a Member has been appointed to the Employment Appeals Sub-
Committee which is hearing a particular case. 
 
Unless one of these three exceptions applies Members who seek to influence or 
otherwise involve themselves in such staffing matters may be in breach of this Code 
and the Local Code of Conduct for Members. 
 
If Members are in any doubt as to their position they must seek advice from the 
Monitoring Officer or the Deputy Monitoring Officer. 
 
14.6  If, in the course of performing their duties, Members receive allegations of 
misconduct by an Officer these should be referred with any supporting 
information to the appropriate Head of Service.  If the complaint relates to a 
Senior Officer then it should be referred to the Officer’s line manager.  If the 
Member feels unable to raise the matter in this way then they can raise it with 
the appropriate Director.  If the foregoing has been followed and the Member 
still has concerns or if s/he feels the matter is very serious then the Member 
may contact the Strategic Director of Human Resources or Chief Executive.
 
 
14.7  Officers are entitled to reasonable privacy and respect for their private lives and 
Members should not seek or request personal information about individual Officers. 
Such a request could be seen as threatening particularly by junior Officers.  
Similarly Members should not seek to contact Officers outside of working hours or 
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at home unless by prior agreement with the relevant Officer or under an existing 
provision or arrangement related to the Officer’s employment with the Council.  If a 
Member has reasonable grounds for believing matters related to an Officer’s 
personal life have a bearing on their employment with the Council then the Member 
should report these concerns to the relevant Director.  Similarly Officers must show 
similar respect for the private lives of Members. 
 
14.8   The Council has legal obligations in relation to equal opportunities both as an 
employer and as a public body.  Members are required to comply with these legal 
obligations and to adhere to the Council’s equal opportunities policy in their dealings 
with staff.  Similarly if a Member believes they have been subjected to unlawful 
discrimination or treated by Officers in a manner that contravenes the Council's 
equal opportunities policy then this should be reported to the Strategic Director of 
Human Resources. 
 
15. 

PUBLIC RELATIONS AND PRESS RELEASES 
 
15.1  The Council’s Corporate Communications Officers serve the Council as a whole 
and must operate within the limits of the Local Government Act 1986 which prohibits 
the Council from publishing material which appears to be designed to affect public 
support for a political party.   
 
15.2  Council press releases are drafted by Officers and will often contain quotations 
(within the limits of the Local Government Act 1986) from the Leader and/or  Deputy 
Leader of the Council, a Commissioner, the Chair and Vice-Chair of the Committee 
or Sub-Committee whose service is involved and from the Mayor or Deputy Mayor 
about ceremonial events.  Such press releases are issued on behalf of the Council 
and it would not, therefore, be appropriate when repeating quotations from 
Members to indicate their party political affiliation. 
 
15.3  Political Groups and individual Members may use any Council resources 
allocated by the authority to issue Group or personal press releases or 
publicity relating to the business of the Council.  If issued, these must contain 
a clear statement that it is a Political Group or personal  publication to avoid 
any possibility of confusion with Council press releases
.  
 
15.4  Further guidance on the legal constraints placed on local authority publicity during 
an election period is set out in Appendix 1 to this Code. 
 
16. 

MEMBERS’ ACCESS TO INFORMATION AND TO COUNCIL DOCUMENTS 
 
(a) 
Introduction
 
The following paragraphs identify the rights of Members and the procedures that 
they must comply with when applying for access to Cabinet/Committee/Sub-
Committee papers and other documents/information.  These paragraphs take into 
account the following:- 
 
( i ) 
Local Government Acts 1972-2000 (particularly Schedule 12A)(Amended) 
 
( ii ) 
D.o.E. Circular 6/86 
 
Part 5 – 5.5 Member and Officer Relations Code 
Council – May 2006 
 
336

 
( iii )  Relevant case law 
 
( iv )  Access to Information Procedure Rules (Part 4.2 of the Constitution) 
 
It is important to note that in some cases such access only applies where Members 
are clearly carrying out their role as elected representatives.  Where a Member has 
a financial or personal prejudicial interest in a matter the Member will only be 
entitled to the same access as would be the case for a private individual, i.e. to 
inspect the reports, minutes and background papers relating to the public part of the 
Cabinet/Committee/Sub-Committee Agenda.  In these circumstances, the Member 
must make it clear that s/he is acting in his/her private capacity and not as a 
Member of the Council. 
 
(b) 
Confidential/Exempt Information
 
It is self-evident that Members of the Council have the same rights as the public in 
seeking and obtaining Cabinet/Committee/Sub-Committee papers and other 
documents/information.  This will generally comprise reports and background 
papers which appear in Part I of Cabinet/Committee/Sub-Committee Agendas. 
 
However, this is not the case in relation to confidential and exempt information. 
 
Confidential information is:- 
 
( i ) 
Information furnished to the Council by a Government Department on terms 
which forbid the disclosure of the information to the public, and 
 
( ii ) 
Information which may not be disclosed by or under any enactment or by a 
Court Order. 
 
Exempt information is information to which the public may be excluded but do not 
have to be.  The categories of exempt information are set out in Schedule 12A to 
the Local Government Act 1972 (Amended) and are set out in Part 4.2 of the 
Constitution (Access to Information Procedure Rules).  Generally, the public should 
be excluded if exempt information is being considered unless there is good reason 
to the contrary.  There may be some occasions when information may fall within 
one or more of the categories but nevertheless is suitable for the public to see 
without infringing personal rights or damaging the Council’s position.  For example, 
authorisation to issue an enforcement notice under the Town & Country Planning 
Act 1990 strictly falls within Category 6 but the report is considered in Part I as it is 
not considered that the Council’s position is prejudiced by public disclosure.  If there 
is doubt in relation to individual items then they should be kept confidential until the 
Cabinet/Committee/Sub-Committee has taken a view as to whether they should be 
treated as exempt or not. 
 
Part 5 – 5.5 Member and Officer Relations Code 
Council – May 2006 
 
337

 
(c) 
Requests by Members – Procedures
 
A Member is free to approach any Council Department to provide him/her with such 
information, explanation and advice about the Department’s functions as s/he may 
reasonably need in order to assist him/her in discharging his/her role as a Member 
of the Council or acting for and on behalf of the Council as an appointed 
representative to another body.  This can range from a request for general 
information or documentation about some aspect of the Department’s activities, to a 
request for specific information on behalf of a constituent. 
 
The following procedure should be adhered to when requesting 
documentation/information:- 
 
( i ) 
Initially, the Director or Head of Service of the Department concerned should 
be approached. 
 
( ii )  If access is denied or the Director/Head of Service is in doubt, the matter 
must be referred to the Proper Officer in consultation with the Director of Law 
& Corporate Governance, for decision.  The Proper Officer is the Assistant 
Director (Democratic Services)  
 
( iii )  Where the Officers have refused access, then the matter can be referred to 
the Standards Committee for consideration. 
 
Any requests for information made by Political Group Assistants on behalf of 
Members of their Group should be treated in exactly the same way as if those 
Members had made the request themselves.  The Political Group Assistants, when 
making such requests should clearly indicate on which Member’s behalf they are 
acting. 
 
Requests for information not readily accessible will not be acceded to where the 
cost is unreasonably high or would unreasonably disrupt the work of the Council.  
Members will be asked to submit a written request for information which is either 
confidential (as defined), exempt (as set out in Schedule 12A to the 1972 Act) 
(Amended) or which will require significant resources to provide.  A request form is 
attached as Appendix 2.  This form will require the Member to set out precisely 
why the information is required and for what purpose. 
 
(d) 
Access to Cabinet/Committee/Sub-Committee Papers (including Background 
Papers) – Forthcoming Meetings
  
 
The rights of Members can be summarised as follows:- 
 
( i ) 
They generally enjoy the same access rights as members of the public in 
respect of Part I Cabinet/Committee/Sub-Committee papers, but are not 
entitled to such papers where they have a financial interest under the Local 
Government Act 1972, or personal and prejudicial interest as set out in the  
Local Code of Conduct. 
 
( ii )  All Members have a statutory right of  access to Cabinet/Committee/Sub-
Committee agenda papers which relate to Part II exempt information under 
Categories 3 and 6  as shown at Appendix “1”.  [With regard to information 
falling within paragraph 3 members do not have a statutory right to the 
Part 5 – 5.5 Member and Officer Relations Code 
Council – May 2006 
 
338

 
information if it contains the terms of any proposed contract] Members do not 
have a right to disclose such documentation to the public or the press.  (See 
Paragraph (i) below  -  “Use of Council Information – Confidentiality”)
 
 
( iii )  Members of the appropriate Cabinet/Committee/Sub-Committees will have a 
good reason for access to all Part II exempt information on the 
Cabinet/Committee/Sub-Committee agenda under the “Need to Know” 
principles set out in Paragraph (e) below. 
 
( iv )  Members of the Scrutiny & Overview Committee will have a prima facie 
“Need to Know” where they require access to Part II Cabinet agenda items 
as part of their scrutiny function provided the subject matter is within the 
Committee/Sub-Committee’s terms of reference and accords with the 
approved protocols. 
 


) All other Members who require access to confidential/exempt 
Cabinet/Committee/Sub-Committee documentation will need to demonstrate 
a “Need to Know” by complying with the principles set out in Paragraph (e) 
below. 
 
Members who have had access to Part II agenda items on a Cabinet/Committee/ 
Sub-Committee Agenda above will be required to return such papers to the 
Assistant Director (Democratic Services) (or his/her representative) immediately 
after the meeting has closed. 
 
(e) 
Access to Other Documents/Information – “The Need to Know” 
 
The common law “Need to Know” is the prima facie right of Members to inspect 
documents of the authority which exist because Members are under a duty to keep 
themselves informed of Council business which relates to their role as elected 
representatives.  Thus, this right applies to Members who do not have statutory 
rights to exempt or confidential information and to other documents held by the 
Council. 
 
The categories of exempt information to which Members do not have a statutory 
right of access relate principally to personal information about an individual 
(whether current, former or prospective), who is an employee, or who has had 
dealings with the authority through its services/functions Where a Member wishes 
access to exempt  information, s/he will need to demonstrate a specific “Need to 
Know” with evidence of a genuine concern that needs to be satisfied.  This will 
establish the bona fides of the request.  In the absence of such evidence access will 
be denied. 
 
It is considered that a Member will have a prima facie “Need to Know” where s/he 
has a legitimate Ward problem and needs access to the documents that are 
relevant to that specific problem. 
 
Access to information will be denied where the Member is considered to be “fishing” 
for information or seeks access for an ulterior/improper purpose (e.g. for a private 
purpose).  Mere idle curiosity as to what is in the documentation will not be 
sufficient. 
 
Part 5 – 5.5 Member and Officer Relations Code 
Council – May 2006 
 
339

 
It should be noted that the Proper Officer may blank out sensitive and non-essential 
material if this does not affect the ability of a Member to exercise his/her role as an 
elected representative. 
 
(f) 
Housing Benefits
 
Following the resolutions passed at the Special Meeting of the Council on 28th April, 
1999, Members have agreed to cease any detailed involvement in individual 
Housing Benefit cases other than their own.  Such cases will continue to be dealt 
with under officers delegated authority.  Members should not attempt to influence 
the Officers involved but should use the Member casework system to pursue the 
individual interests of their constituents. 
 
(g) 
Social Services
 
Information held about individuals by the Social Services Department is highly 
confidential and requests of this type will be refused unless the Member can clearly 
demonstrate s/he has a “Need to Know”.  Requests for access to Social Services 
documents should be in writing and directed to the Departmental Customer Liaison 
Officer setting out in full the grounds of the Member’s “Need to Know”.  A decision 
on the request will be taken by the Director of Social Services or one of her/his 
deputies.  Thereafter, the procedure as set out in Paragraph (c) above will apply. 
 
Members have no right to attend Social Services case conferences in their capacity 
as an elected representative and all such requests will be refused.  If the Member 
wishes to attend a case conference or similar meeting as an advocate or 
representative of the Client s/he must put their request in writing to the  Strategic 
Director of Community and Cultural Services/Strategic Director of Education and 
Children’s Services in sufficient time to allow her/him to obtain written consent from 
the Client involved. 
 
(h) 
Local Conventions
 
There will be a range of documents which, because of their nature are either not 
accessible by Members (such as the personal records of an individual) or are 
accessible only by the political group forming the administration and not by the 
Members of other political groups.  An example of this latter category would be draft 
documents compiled in the context of emerging Council policies and draft 
Committee reports, the premature disclosure of which might be against the 
Council’s and the public interest. 
 
Whilst the term “Council document” is very broad and includes, for example, any 
document produced with Council resources, it is accepted by convention that a 
Member of one political group will not have a “Need to Know” and therefore, a right 
to inspect, a document which forms part of the internal workings of another political 
group. 
 
Further and more detailed advice regarding Members’ rights to inspect Council 
documents may be obtained from the Assistant Director (Democratic Services) or 
the Director of Law and Corporate Governance.  Contact names and telephone 
numbers are given towards the end of this Code. 
 
Part 5 – 5.5 Member and Officer Relations Code 
Council – May 2006 
 
340

 
(i) 
Use of Council Information – Confidentiality
 
Procedural Rules and specific local procedures (e.g. on contracts) require Members 
and Officers to maintain confidentiality in certain circumstances. Officers are bound 
by their contracts of employment and any breach of confidentiality will almost 
certainly lead to disciplinary action.  Officers must distinguish between assisting an 
elected representative in the course of the Member’s Council business and dealing 
with the same person as a client or customer, e.g. Housing Benefit claimant.  In the 
latter case, Officers will treat the Member with the same degree of helpfulness, 
courtesy and confidentiality as would be afforded to any other member of the public 
in the same situation, and interpret the relevant rules and procedures as they would 
any other client or customer. 
 
Equally, any Council information provided to a Member must only be used by 
the Member for the purpose for which is was provided, i.e. in connection with 
the proper performance of the Member’s duties as an elected representative 
of the Council.  Confidential information provided to Members may be 
discussed in Part II Committee meetings or in private meetings of appropriate 
Members and Officers.  However, it should not be discussed with, or released 
to, any other persons. Any information that is provided should be clearly 
marked as confidential before it is released to Members.   

 
Members abusing this trust may find themselves the subject of a complaint to the 
Standards Board of England as it is a contravention of the Local Code of Conduct 
for Members (paragraph 3.2) which states:-  
 
A Member must not:- 
 
(a) Disclose information given to him in confidence by anyone, or information 

acquired which he believes is of a confidential nature, without the consent of a 
person authorised to give it, or unless he is required by law to do so. 

 
If a complaint is upheld sanctions may be imposed on the Member which include 
suspension from Office. The unauthorised disclosure of exempt information is 
regarded by the authority as a serious disciplinary offence for both Members and 
Officers alike. 
 
Any request from a Member for information will be treated in the strictest confidence 
by Officers and will not be made known to any other Member or political group.  
Officers are also under a duty not to relate any information disclosed privately by a 
Member(s) e.g. during Part II discussions at Committee, etc., informal briefings, 
private conversations or Group meetings) to another Member, Officer or person not 
already privy to that information.   
 
However, the duty of Officers to observe a Member’s confidence will not apply if the 
information disclosed relates to something which could severely damage the 
Council or which is illegal or constitutes maladministration.  In this event the matter 
will be referred to the appropriate Director and/or Monitoring officer and Chief 
Executive for further investigation and action as appropriate. 
 
Part 5 – 5.5 Member and Officer Relations Code 
Council – May 2006 
 
341

 
17. 
WHEN THINGS GO WRONG
 
17.1  Procedure for Officers 
 
From time to time the relationship between Members and Officers may break down 
or become strained.  Whilst it will always be preferable to resolve matters informally, 
through conciliation by an appropriate senior Officer (including the Monitoring 
Officer) the Member or his or her group leader, Officers will have recourse to the  
Standards Board for England complaints procedure if the informal process fails.
 
 
17.2  Procedure for Members 
 
In the event that a Member is dissatisfied with the conduct, behaviour or 
performance of an Officer, the matter should be raised with the appropriate Head of 
Service.  Where the Officer concerned is a Senior Officer, the matter should be 
raised with the appropriate Director or with the Chief Executive.  Where the 
employee concerned is the Chief Executive, the matter should be raised with the 
Strategic Director of Human Resources.  If the matter cannot be resolved informally, 
it may be necessary to invoke the Council’s Disciplinary Procedure. 
 
TERMS USED IN THIS CODE 
 
Leader / Group 
A Councillor appointed by the Members of a political or party 
Leader 
group to lead, and to be the spokesperson, for that Group.  
The Leader of the largest political group represented on the 
Council is also leader of the Council. 
Monitoring 
An employee appointed by the Council to guard against 
Officer 
unlawful decisions or maladministration. 
Ward 
An electoral area of the Borough (there are 14 in Slough) from 
which Councillors are elected to serve on the Borough Council.
Proper Officer 
An employee appointed by the Council to perform a specific 
statutory function. 
Party Group / 
2 or more Councillors of the same political party or 
Political Group 
description who have formally asked to be recognised as a 
Political or Party Group. 
Head of Service   A 3rd tier officer responsible to a Director for the management 
of some of the Council’s services (e.g. Consumer 
Protection). 
Director 
Chief Executive and 1st tier officers responsible to the Chief 
Executive and Council for leadership and management of a 
Department containing a group of services. 
Senior Officer 
Directors,  Assistant Directors, Heads of Service/3rd Tier 
Officers. 
Part 2 ( II ) 
The part of a Council, Cabinet or Committee Agenda 
Agenda 
containing confidential information.  The press and public are 
not admitted to the part of the meeting at which Part 2 items 
are discussed. 
Mayor 
The first citizen of the Borough and Chairperson of full 
Council meetings.  The Mayor is appointed annually by the 
Councillors from amongst their number. 
 
Part 5 – 5.5 Member and Officer Relations Code 
Council – May 2006 
 
342

 
HOW TO CONTACT THE PEOPLE AND ORGANISATIONS NAMED IN THIS 
DOCUMENT 

 
Contacts named in this document 
 
 
The Committee and Member Services 
Extension 5019 
Section 
Assistant Director (Democratic Services) 
Catherine Meek  X 5011 
Monitoring Officer and Strategic Director of 
Steven Quayle  X 5004 
Law and Corporate Governance  
Chief Executive 
Cheryl Coppell  X 5000 
Strategic Director of Human Resources  
  X 5079 
Corporate Communications Officers 
Extension 5558,and  5026  
 
WHERE TO FIND THE DOCUMENTS REFERRED TO IN THIS LOCAL CODE 
GOVERNING RELATIONS BETWEEN ELECTED MEMBERS AND COUNCIL 
EMPLOYEES 
 
If you do not have a copy of these documents and wish to read or refer to them please talk 
with your line manager, departmental personnel section, Trades Union representative or 
Director in the first instance. Members may wish to contact the Committee and Members 
Services Section direct. If you still cannot get a copy of the document you require, the 
people listed below will be able to help you. The telephone numbers given here are 
internal extension numbers. If you are calling from outside the Council please add 87 
before the extension number.  
 
Document Title 
Obtainable from 
Local Code of Conduct for Members & 
Committee and Member Services Section  
Employees’ Code of Conduct * 
Member Services Manager X 5019 
 
Slough Borough Council Constitution * 
Committee and Member Services Section  
 
Assistant Director (Democratic Services)  
X 5011 
Officer Disciplinary Policy and Procedure 
Strategic Director of Human Resources 
 X 5079 
 
Local Code of Conduct for Council 
Strategic Director of Human Resources 
Employees* 
 X 5079 
 
The Local Government Act 1986 
Assistant Director (Legal Services)  
 
*  These documents can be found on the Council’s web-site at www.slough.gov.uk 
Part 5 – 5.5 Member and Officer Relations Code 
Council – May 2006 
 
344

 
“APPENDIX  1” 
 
GUIDANCE ON PUBLICITY DURING AN ELECTION PERIOD 
 
 
1. 
Introduction
 
This note gives guidance on publicity during an election period.  It does not seek to 
explain in full the legal basis for publicity, or the legal restrictions, or The Code of 
Recommended Practice on Local Authority Publicity (“the Code”).  It is assumed 
that officers responsible for publicity are aware of the general provisions.  This 
advice deals only with the special circumstances in the period immediately before 
any election. 
 
2. 
Election Period
 
The election period for any election is the time between when the Notice of Election 
is published and polling day itself.  Caution should therefore be exercised 
throughout this period and the guidance below strictly adhered to. 
 
3. 
What is Publicity?
 
Publicity is defined as “any communication, in whatever form, addressed to the 
public at large or to a section of the public.”  This includes newspapers, press 
releases, newsletters, booklets, leaflets, posters, banners, badges, advertising, etc.  
Campaigns, conferences, seminars and exhibitions may also be regarded as 
publicity. 
 
4. 
The Public
 
The public can be defined as the people at large or a section of them.  
Communications addressed to a defined group of people are not restricted.  For 
example, a newsletter to Council employees or information provided for members of 
a voluntary organisation are not communications addressed to the public and are 
not subject to the restrictions. 
 
5. 
Political Publicity Restrictions
 
Local authorities may not issue publicity which appears to be designed to affect 
public support for a political party. 
 
 
Local authorities must have regard to the Code which provides (inter alia):- 
 
“The period between the notice of election and the election itself should 
preclude proactive publicity in all its forms of candidates and other 
politicians involved directly in the election.  Publicity should not deal with 
controversial issues or report views, proposals or recommendations in 
such a way that identifies them with individual members of groups of 
members.  However, it is acceptable for the authority to respond in 
appropriate circumstances to events and legitimate service enquiries 
provided that their answers are factual and not party political.  Members  

Part 5 – 5.5 Member and Officer Relations Code 
Council – May 2006 
 
345

 
holding key political or civic positions should be able to comment in an 
emergency or where there is a genuine need for a member level 
response to an important event outside the authority’s control.  Proactive 
events arranged in this period should not involve members likely to be 
standing for election.” 

 
6. 
Checklist
 
•  Does the publicity relate to a matter of political controversy? 
 
Such matters should be avoided during the election period if possible.  If publicity is 
unavoidable – such as to explain a new Council policy or scheme – it should be 
factual, objective and balanced.  Style is important.  If comment is necessary, it 
should be accurate and not prejudiced.  It should not attack any political party or 
person associated with such a party or be identifiable as the view of a particular 
party.  Issues should not be over simplified. 
 
•  Does it refer to a political party? 
 
Do not refer to political parties.  Parliament, the Government, the Opposition or the 
Council may be referred to as the source of decision, policies or action. 
 
•  Is there reference to a politician? 
 
It would be preferable for any press release comment on behalf of the authority to 
come from an officer rather than a Member.  Particular care should be taken to 
avoid mention of any Councillor or Member of Parliament who is seeking re-
election.  If it is absolutely necessary, such as where there is an official event or 
opening, it would be sensible to try to ensure that the corresponding opposition 
Members are given equal publicity.  Care should be taken even when referring to 
Councillors not standing in the election as they are likely to be associated with a 
particular political party. 
 
•  What is the likely effect on the public? 
 
In the event of a legal challenge, the test will not be the intention of the authority in 
issuing the publicity but whether the material appears to be designed to affect 
support for a political party.  Consider the overall effect or impact of the publicity 
before releasing it. 
 
7. 
Assistance to Other Organisations
 
Material published by other bodies, such as voluntary organisations, with financial 
or other assistance granted by the Council may also breach the prohibitions. 
 
8. 
Further Advice
 
If in doubt, please consult the Code (DoE Circular 20/88 as amended) and if further 
advice is required contact either the Head of Communications on Ext. 5558 or the 
Director of Legal, Democratic & Development Services on Ext. 5004. 
 
Part 5 – 5.5 Member and Officer Relations Code 
Council – May 2006 
 
346

 
“APPENDIX  2” 
 
MEMBER REQUEST FOR INFORMATION 
RefNo: 
(See Guidance Notes overleaf) 
 
This form should be used by Members in respect of the following: 
 
Confidential or exempt (Part II) Cabinet/Committee reports and background papers (excluding 
S.100F reports/papers) 
Other Confidential or Exempt information as defined within Schedule 12A of the Local Government 
Act 1972 (amended) 
Information which will require significant resources to provide 
 
Name of Member requesting information ....................................................................................................... 
Details of information requested .....................................................................................................................  
.............................................................................................................................................................................. 
.............................................................................................................................................................................. 
Full and detailed reasons/justification why the information is required ..................................................... 
 

.............................................................................................................................................................................. 
.............................................................................................................................................................................. 
.............................................................................................................................................................................. 
Date by which information is required ............................................................................................................ 
 
 
Signed ………………………………………….           Dated ................................................................................ 
 
On completion of this form it should be sent to the MEMBER CASEWORK OFFICER  who will log the 
request and refer it to the appropriate Officer for action. 
 
-----------------------------------------------------------------------------------------------------------------------------------------------------  
OFFICIAL USE: 
 
Date Received ………………..………………...      Received by........................................................................... 
 
Form Sent to: ........................................................................................................................................................ 
 
Confidential or (Part II) Information   
YES 
NO 
 
 
 
Date information given or request refused  
 
If request refused – reasons for refusal ............................................................................................................... 
 
………………………………………………………………………………………………………………… 
 
………………………………………………………………………………………………………………… 
 
Completed by:  ..................................................................................................................................................... 
Part 5 – 5.5 Member and Officer Relations Code 
Council – May 2006 
 
347

 
GUIDANCE NOTE  
 
Members will be required to use the  Information Request forms when seeking the following: 
 
Exempt (Part II) Cabinet/Committee etc reports and background papers (excluding 
S.100F reports/papers) 
 
Confidential or exempt information as defined within Schedule 12A of the Local 
Government Act 1972 (amended) 
 
Information which will require significant resources to provide 

 
The form should not be used to request : 
 
•  information a Councillor should have received automatically by right but which due 
to an oversight etc may not have done so  
•  information which a member of the public would be entitled to inspect. 
 
The Member should complete the form, retain the bottom copy and send the top two copies to the 
Member Casework Officer who is based in the Corporate Office. 
 
The Member Casework Officer will log receipt of the form; retain the second copy and send the top 
copy as follows: 
 
Information Requested 
To whom form will be sent 
 
All Requests for exempt (Part II) cabinet/committee  
Committee and Member Services 
reports and background papers (excluding S.100F 
Section 
reports/papers) 
 
Other confidential and exempt information as 
Appropriate Director/Head of 
defined in the Local Government Act 1972  
Service 
 
Information which will require significant resources 
Appropriate Director/Head of 
to provide 
Service 
 
Councillors are legally entitled to information that they reasonably need in order to assist them in 
discharging their role as Members of the Council or a particular role to which they have been 
appointed by the Council. A Member is entitled to inspect any Council document if he/she can 
show that he/she has a “Need to Know” in order to enable him/her properly to perform his/her 
duties as a Member of the Council.  
 
Members have a statutory right of access to documents containing exempt information as defined 
within paragraphs 3 (other than information containing the terms of a proposed contract)  and  6 of 
Schedule 12A of the Local Government Act 1972 (amended) without needing to demonstrate a “Need 
to Know”. 
 
Members will not be allowed access to information relating to individual Housing Benefit cases other 
than their own. 
 
If Members have doubts as to their right of access to any information the appropriate Director, 
Assistant Director (Democratic Services or the Director of Law and Corporate Governance should be 
asked for advice. 
 
Members who are granted access to confidential or exempt information must only use it in accordance 
with the proper performance of their duties as Councillors. They must not divulge the information 
received or use the information improperly. This includes other Members and/or Officers who do not 
have an automatic right of access to that information.  
 
(Further details about Members’ access to information are contained within the Local Code governing 
relations between Members and Officers). 
Part 5 – 5.5 Member and Officer Relations Code 
Council – May 2006 
 
348

Part 5.6  “WHISTLEBLOWING” POLICY AND 
 PROCEDURE 
 

 
 
 
CONTENTS 
 
 
 
 
 
1. 
INTRODUCTION 
 
 
 
2. 
INDEPENDENT ADVICE 
 
 
 
3. 
WHAT IS MALPRACTICE, ABUSE OR WRONGDOING? 
 
4. 
THE COUNCIL’S ASSURANCES TO EMPLOYEES 
 
 
5. 
HOW TO RAISE A CONCERN  
 
 
6. 
HOW THE COUNCIL WILL HANDLE THE MATTER 
 
 
7. ANONYMOUS 
ALLEGATIONS 
 
 
9. 
HOW TO RAISE A CONCERN – EXTERNALLY 
 
 
10. 
REVIEW OF THIS POLICY 
 
 
 
APPENDIX A -  List of recognised Trade Unions 
 
 
 
APPENDIX B -  Illustrations of malpractice, abuse or 
 
wrongdoing 
 
 
APPENDIX C -  Details of complaints procedure 
 
 
 
APPENDIX D -  List of external bodies 
 
 
Part 5 – 5.6 Whistleblowing Policy and Procedure 
Council – May 2006 
349 

 
 
“WHISTLEBLOWING” POLICY & PROCEDURE 
 
1.        Introduction
 
 
 
1.1 
Slough Borough Council is committed to the highest possible standards of 
openness, probity and accountability in the delivery of its services to the people 
who live and work within the Borough.  Whilst the authority has put in place a 
wide range of rules, regulations, procedures and codes of practice to deliver 
this commitment, malpractice and/or wrongdoing unfortunately may occur.   
 
 
1.2 
This policy applies to all the people that we deal with including:- 
 
 
 
employees, trainees, agency staff, independent consultants, volunteers, 
contractors, suppliers, elected and co-opted Members  and members of 
the public. 
 
1.3 
Employees are often the first to realise that there may be something seriously 
wrong within the Council.  However, you may be worried about raising such 
issues or may want to keep the concerns to yourself because you may 
consider that it is none of your business or that it is only a suspicion.  You may 
also feel that raising the matter would be disloyal to your colleagues, managers 
or to the authority itself.  Also, you may decide to say something but find that 
you have not spoken to the right person, or you have raised the issue in the 
wrong way and are not sure what to do next.  It is worth remembering that your 
Trade Union, professional organisation or regulatory body can play a valuable 
role in assisting you raise your concerns under this policy. 
 
1.4  The Council is not prepared to tolerate any such malpractice, abuse or 
wrongdoing and it expects employees, and others that we deal with, who 
have concerns about what is happening at work to come forward and voice 
those concerns. This policy has been introduced by the Council to enable you 
to raise your concerns about such malpractice or wrongdoing at an early 
stage and in the right way, without fear of victimisation, subsequent 
discrimination or disadvantage.  The policy is intended to encourage and 
enable you to raise concerns within the Council (see Paras. 5 & 8) or if you 
feel that this is not appropriate then externally (see Para. 8) rather than 
overlooking a problem. 
 
 
1.5 
The Council has particular responsibility for protecting the welfare of children 
and vulnerable adults and employees are under an obligation to raise concerns 
about the abuse of such clients. 
 
1.6  This policy has been discussed with the relevant Trade Unions and 
professional organisations and has their support. 
Part 5 – 5.6 Whistleblowing Policy and Procedure 
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2.        Independent Advice 
 
 
2.1 
If you are unsure whether to use this procedure or you want independent 
advice at any stage you may contact:- 
 
 
 
 
                 PUBLIC CONCERN AT WORK                 
 
                 Suite 306, 
 
                 16 Baldwins Gardens, 
                 LONDON, EC1N 7RJ. 
 
                 Tel. No. 0207 404 6609  
 
 
 
Public Concern at Work is a registered charity which promotes accountability 
 
and good governance in organisations and responsibility amongst individuals.  
 
It has been at the forefront of recent developments in self-regulation and public 
 
interest Whistleblowing.  Its lawyers can give you free, confidential advice at 
 
any stage about how to raise a concern about serious wrongdoings or 
 
malpractice at work. 
2.2 
 
Alternatively, you may wish to seek assistance from your Trade Union or 
professional organisation.  The contact points for recognised Trade Unions 
within the Council are as set out in Appendix “A”. 
 
3.        What is Malpractice, Abuse or Wrongdoing
 
 
3.1 
Malpractice, abuse and wrongdoing can include a whole variety of issues and 
some are listed in Appendix “B”.  However, this is not a comprehensive list 
but is intended to illustrate the sort of issues which may be raised under this 
policy. 
 
 
3.2 
The procedures set out in this policy are an addition to the authority’s 
Complaints Procedures and statutory reporting procedures applying to some 
departments.   Details of these are given in Appendix “C”. 
 
 
3.3 
This policy is primarily for concerns where the interests of others or of the 
Council itself are at risk and thus if you are aggrieved as an employee about 
your personal position then you should use the Council’s existing Grievance 
Procedure. 
 
4.        The Council’s Assurances to Employees 
 
 
4.1 
If you raise a genuine concern under this policy you will not be at risk of 
losing your job or suffering any form of retribution as a result.  If you are 
acting in good faith it does not matter if you are mistaken.  However, the 
Council will view very seriously any false and malicious allegations which are 
made under this policy and will regard such allegations by any employee of 
the Council as a serious disciplinary offence. 
 
 
4.2 
The Council will not tolerate any harassment or victimisation (including informal 
pressures) and will take appropriate action to protect you when you raise a 
concern in good faith. 
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4.3 
If you ask us to protect your identity by keeping your confidence we will not 
disclose it without your consent.  However, it is possible that we will be unable 
to resolve the concern raised without revealing your identity (e.g. because your 
evidence is needed in Court) but if this occurs we will discuss with you how we 
can proceed. 
 
5.      How to Raise a Concern  
 
 
5.1 
Any concerns that you have may be raised orally or in writing and those who 
 
wish to make a written statement should set out the background and history of 
 
the concern (giving relevant dates) and the reasons why you are particularly 
 
concerned about the situation.  The earlier you express your concern the 
 
easier it will be to take action. REMEMBER  - IF IN DOUBT RAISE IT
 
 
5.2 
The Council will not expect you to prove that your concern is true, but you will 
 
need to demonstrate to the person contacted that there are reasonable 
 
grounds for you to raise the issue. 
 
 
5.3 
It is perfectly acceptable for you to discuss your concern with a colleague and 
you may find it more comforting to raise the matter if there are two (or more) of 
you who have had the same experience or concerns.   
 
 
5.4 
If you are an employee and have a concern about any malpractice, abuse or 
wrongdoing we hope you will feel able to raise it first with your Line Manager or 
their superior. If you feel unable to raise the matter with your Line Manager or 
their superior then please raise the matter with your Chief Officer. 
 
 
5.5 
If the above channels have been followed and you still have concerns or if you 
 
feel that the matter is so serious that you cannot discuss it with your Line 
Manager, their superior or your Chief Officer or you consider that it is not 
appropriate to do so then you can contact one of the four Chief Officers who 
have statutory responsibility for regulating the conduct of the Council and its 
activities. See paragraph 5.6 below.  
 
 
5.6 
If you are not an employee then you can contact the Standards Committee or 
 
one of the four Chief Officers who have statutory responsibility for regulating 
the conduct of the Council and its activities.  These  are as follows:- 
 
 
Standards Committee: 
Responsible for Ethical Standards generally 
 
 
throughout the Council. 
 
 
 
Contact:  Catherine Meek, Assistant Director 
 
(Democratic Services), who will refer your 
 
concern to the Committee. 
 
Tel. No. (01753)-875011  
 
 
Chief Executive: 
Cheryl Coppell 
Head of Paid Service - responsible for the 
overall management and direction of the 
Council and for ensuring that its services are 
satisfactorily resourced. 
Tel. No. (01753)-875000  
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Strategic Director of  
Steven Quayle 
Law and Corporate 
As Monitoring Officer responsible, amongst other 
Governance: 
things for maintaining the Council’s Constitution, 
ensuring lawfulness and fairness in the Council’s 
decision making and supporting the Standards 
Committee. 
Tel. No. (01753)-875004 
 
 
 
Director of  
Andrew Blake-Herbert 
Finance and Property  
The Council’s Section 151 Officer, responsible for 
Services 
financial management, external audit and financial 
  
probity of the Council. 
Tel. No. (01753)-875300  
 
 
 
 
Director of  
Dawn Warwick 
Community and Cultural 
Responsible for registering Authority functions 
Services  
under the Registered Homes Act 1984 and child 
 
protection and vulnerable adults advice. 
 
Tel. No. (01753)-875751  
 
 
6.        How the Council will handle the matter 
 
 
6.1 
Once you have told us of your concern we will look into it to assess initially what 
action should be taken.  This may involve an internal enquiry or a more formal 
investigation.  We will tell you who is handling the matter, how you can contact 
him/her and whether your further assistance may be needed.  If you request, we 
will write to you summarising your concern and setting out how we propose to 
handle it. 
 
 
6.2 
It may be necessary to arrange a meeting with you and if you so wish you can 
be accompanied by a Trade Union representative or a work colleague. 
 
 
6.3 
Where it is considered appropriate, the matters raised may be referred to 
external agencies to investigate, e.g. the Police, external auditor or through 
some other form of independent inquiry.  We will of course, tell you if this is 
going to happen. 
 
 
6.4 
Within 10 working days of a concern being raised by you, the person handling 
the matter will write to you:- 
 
 
 
( a ) 
acknowledging that the concern has been received. 
 
( b ) 
indicating how we propose to deal with the matter. 
 
( c ) 
giving an estimate of how long it will take to provide a final response. 
 
( d ) 
telling you whether any initial enquiries are being made. 
 
( e ) 
supplying you with information on staff support mechanisms. 
 
( f ) 
telling you whether further investigations will take place, and if not, why 
not. 
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6.5 
Whilst the purpose of this policy is to enable us to investigate your concerns of 
malpractice, abuse or wrongdoing and take appropriate steps to deal with it, we 
will give you as much feedback as we properly can.  Please note that we may 
not be able to tell you the precise action we take where this would infringe a 
duty of confidence owed by us to someone else. 
 
 
6.6 
The Council will take steps to minimise any difficulties which you may 
experience as a result of raising the concern.  Thus, if you are required to give 
evidence in criminal or disciplinary proceedings the Council will arrange for you 
to receive advice about the procedure.  
 
7.       Anonymous Allegations
 
 
 
7.1 
You are encouraged to put your name to your allegation whenever possible. 
 
 
7.2 
Concerns expressed anonymously are much less powerful but will be considered 
at the discretion of the Council.  In exercising this discretion the factors to be 
taken into account will include:- 
 
( a )  the seriousness of the issues raised 
 
( b )  the credibility of the concern 
 
( c ) 
the likelihood of confirming the allegation from attributable sources. 
 
 
7.3 
If you do raise a concern anonymously and it is considered then it will not be 
possible for you to be contacted, for instance to inform you of the outcome of 
your concern or   to discuss any aspect of your concern. 
 
8.       How to Raise a Concern - Externally 
 
 
8.1 
This policy is intended to provide you with an avenue within the authority to raise 
 
concerns.  Whilst we hope this policy gives you the reassurance you need to 
 
raise such matters internally, we would rather you raised a matter externally 
than not at all, provided you are acting in good faith and you have evidence to 
back up your concern. 
 
 
8.2 
Thus, you are completely at liberty to raise any concern externally at any time 
 
with any of the external agencies set out in Appendix “D”.  The telephone 
 
numbers are general contact numbers so you will need to explain the nature of 
your concern and ask to be put through to the appropriate Department and/or 
person. 
 
 
8.3 
These external agencies are aware of and have endorsed this policy. 
 
9.      Review of this Policy
 
 
 
9.1  This policy will be reviewed annually by the Council.  The Responsible Officer for 
 
the maintenance and operation of the policy is:  
 
 
Strategic Director of Law and Corporate Governance (Monitoring Officer) 
 
Slough Borough Council 
Town Hall 
Bath Road,  
SLOUGH, SL1 3UQ.   (Tel:  (01753)-875004 
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APPENDIX “A” 
 
    LIST OF RECOGNISED TRADE UNIONS 
 
NAME OF UNION 

ADDRESS 
CONTACT POINT 
 
 
 
G.M.B. 
81 Kings Road 
Paul Clarke 
(Southern Region) 
READING 
 
 
RG1 3DD. 
 
 
 
 
 
(Tel./Fax.0118-9594128) 
 
 
 
 
Transport & General  89 Southampton Street 
Bob Middleton 
Workers Union 
READING 
Senior Regional 
 
RG1 2QL. 
Industrial Organiser 
 
 
 
(Tel: 0118-9750777) 
 
 

 
 
UNISON 
Unison House 
Philip Wood 
(South East Region)  8 Church Street 
 
 
READING 
 
RG1 2SB. 
 
 
 
(Tel: 0870 770 1112) 
 
N.U.T. 

14-16 Sussex Road 
Philip Clarke 
Haywards Heath 
West Sussex 
RH16 4EA 
 
(Tel. 01444 152073) 
 
N.A.S.U.W.T. 
South East Regional Centre 
Regional Officer 
Milestone House 
Portsmouth Road 
Woking 
Surrey 
GU23 7JZ 
 
(Tel: 01483 226130 
 
 
A.T.L. 
43 Leythe Road 
Liz Bridges 
London 
W3 8AW 
 
 
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APPENDIX “A” 
 
      LIST OF RECOGNISED TRADE UNIONS (continued) 
 
NAME OF UNION 
ADDRESS 
CONTACT POINT 
 
 
 
N.A.H.T. 
1 Heath Square 
Gareth Newbury 
Boltro Road 
 
Haywards Heath 
West Sussex 
RH16 1BL 
 (Tel: 01444 472472) 
 
ASCL (Previously  
Wexham School 
J Richardson 
S.H.A.) 
Norway Drive 
Slough 
Sl2 5QP 
 
(Tel. 01753 526797) 
 
Part 5 – 5.6 Whistleblowing Policy and Procedure 
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APPENDIX “B” 
 
 

ILLUSTRATIVE LIST OF MALPRACTICE, ABUSE OR WRONGDOING 
 
 
 
 
 
1. 
Any unlawful act, whether criminal (e.g. theft) or a breach of the civil law (e.g. 
slander or libel).  
 
 
 
 
2. 
Maladministration (e.g. unjustified delay, incompetence, neglect advice). 
 
 
 
 
3. 
Breach of any statutory Code of Practice (e.g. National Code of Local 
Government Conduct). 
 
 
 
 
4. 
Health and safety risks, including risks to the public as well as other employees 
(e.g. faulty electrical equipment). 
 
 
5. 
Abuse of children and vulnerable adults (e.g. through physical, sexual, 
psychological or financial abuse, exploitation or neglect). 
 
 
 
 
6. 
Damage to the environment (e.g. pollution). 
 
 
 
 
7. 
The unauthorised use of public funds (e.g. expenditure for improper purpose). 
 
 
 
 
8. 
Fraud and corruption (e.g. housing benefit fraud, to solicit or receive any 
gift/reward as a bribe). 
 
 
 
 
9. 
Breach of the Member or Employee Code of Conduct. 
 
 
 
 
10. 
Abuse of power (e.g. bullying/harassment).  
 
 
 
 
11. 
Other unethical conduct. 
 
 
 
 
 
Part 5 – 5.6 Whistleblowing Policy and Procedure 
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APPENDIX “C” 
 
 
Details of Complaints Procedures 
  
The Corporate Complaints Procedure is set out in detail in the Managers’ Handbook. 
 
The contact officer is the Corporate Complaints Officer who can be contacted on 
01753 875244. 
 
It is recommended that if you have a complaint about any aspect of the Council’s 
services that you should in the first instance contact the Corporate Complaints 
Officer.   
 
There are special procedures in relation to some of the services provided by the 
Council, for instance in relation to Social Services has a Statutory Complaints 
procedure, but the Corporate Complaints Officer will advise in instances where this 
may apply. 
 
Part 5 – 5.6 Whistleblowing Policy and Procedure 
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APPENDIX “D” 
 
LIST OF EXTERNAL BODIES 
 
NAME & ADDRESS 
AREA OF CONCERN 
 
Public Concern at Work 
All matters of malpractice and/or 
Suite 306, 
wrong-doing. 
16 Baldwins Gardens 
LONDON, EC1N 7RJ. 
(Tel. No. 0207 - 404 - 6609) 
 
 
Mick West 
Financial Probity 
Relationship Manager and District Auditor 
The Audit Commission 
North Wing, Southern House, 
Sparrowgrove, Otterbourne 
Winchester 
Hampshire 
SO21 2RU 
(Tel 01962 704600) 
 
Local Government Ombudsman 
Maladministration - causing injustice 
The Commission for Local Administration in 
to a member of the public. 
England 
The Oaks,  
No. 2 Westwood Way 
Westwood Business Park 
COVENTRY, CV4 8JB. 
(Tel. No. –024  7682 0000) 
 
 
Thames Valley Police 
Breach of the Criminal Law 
Windsor Road 
SLOUGH, Berkshire. 
(Tel. No.  0845 8505505)  or 
CRIMESTOPPERS  Tel. (0800) -555111 
 
 
Headquarters: Fraud Squad 
Fraud and Public Sector Corruption 
Thames Valley Police 
c/o Windsor Road 
Slough 
Berkshire 
(Tel. No. –0845 8505505) 
Part 5 – 5.6 Whistleblowing Policy and Procedure 
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359 

APPENDIX “D” 
 
LIST OF EXTERNAL BODIES 
 
 
NAME & ADDRESS 
AREA OF CONCERN 
 
 
 
The Health & Safety Executive 
Health & Safety dangers. 
Priestley House 
Priestley Road 
Basingstoke, Hants. 
(Tel. No. –0845 3450055) 
 
The Environment Agency 
Environmental dangers. 
Thames Regional Office 
Kings Meadow House 
Kings Meadow Road 
Reading, RG1 8DQ. 
 
(Tel :  General Enquiries :  
 08708 
506506 
Hazardous Waste Registration :  
 
08708 502 858 
Agricultural Waste Registration :  
 0845 
6033113 
Floodline :   0845 988 1188 
Incident Hotline : 0800 807060 
 
 
Commissioner for Social Care Inspection 
Poor care practice/abuse in 
1015 Arlington Business Park 
registered establishments, 
Theale 
including care homes. 
Reading 
RG7 4SA 
(Tel: 0118 903 3230) 
 
 

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Part 5.7 
 
Monitoring Officer 
Protocol 
 
Part 5 – 5.7 Monitoring Officer Protocol 
 
Council – May 2006 
 
361
 

 
 
SLOUGH BOROUGH COUNCIL 
MONITORING OFFICER PROTOCOL 
 
1. 
Introduction 
 
1.1 
Section 5 of the Local Government and Housing Act 1989 (the 1989 Act) requires 
local authorities to appoint a Monitoring Officer.  This protocol provides some 
general information on the statutory role the Monitoring Officer undertakes and how 
the functions will be discharged within Slough Borough Council. 
 
1.2 
A summary list of the Monitoring Officer’s functions appear in Appendix A to this 
protocol.  The Monitoring Officer’s ability to discharge these responsibilities will 
depend, to a large extent, on Members and Officers:- 
 
 
(a) 
complying with statute and common law (including any relevant  Codes of 
Conduct which form part of the Ethical Framework Section of the Council’s 
Constitution). 
 
 
(b) 
complying with any statutory guidance and other guidance/advice issued by 
the Standards Committee and the Monitoring Officer from time to time. 
 
 
(c) 
not doing anything that would bring the Council or their offices into disrepute. 
 
 
(d) 
making lawful and proportionate/reasonable decisions. 
 
1.3 
The role of the Monitoring Officer within the Council rests with Mr S M Quayle the 
Strategic Director of Law and Corporate Governance.  He has appointed the 
Assistant Director (Legal and Valuation Services) as the Deputy Monitoring Officer 
who will perform the functions of the Monitoring Officer where he is unable to act.   
 
1.4 
The Monitoring Officer undertakes to discharge the responsibilities outlined in this 
protocol with determination and fairness and in a manner which will enhance the 
reputation of the Council.  He is assisted from time to time by staff within Legal 
Services and Committee and Member Services but the responsibility of discharging 
the functions is a personal one.  In general terms his ability to discharge his duties 
depends on good working relations with Members and Officer colleagues, 
particularly Chief Officers, and also access to information and debate during the 
decision making process. 
 
1.5 
The term ‘Chief Officer’ in this protocol means the members of the Corporate 
Management Team (‘CMT’) which includes the Head of Paid Service (the Chief 
Executive) and the Chief Financial Officer (the Director of Finance and Property). 
 
2. 
Working Arrangements/Understandings 
 
2.1 
The following arrangements and understandings between the Monitoring Officer, 
Members and Chief Officers are designed to help ensure the effective discharge of 
the Council’s statutory powers and duties.  
 
Part 5 – 5.7 Monitoring Officer Protocol 
 
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(a) 
Appointment of Deputy – The Monitoring Officer will appoint a Deputy and keep 
him/her briefed on any relevant issues that s/he may be required to deal with where 
he is unable to act.   
 
(b) Resources – The Monitoring Officer will make a report to the Council from time to 
time on the staff, accommodation and resources required to discharge his functions. 
 
(c) 
Counsel’s Opinion – Where the Monitoring Officer requires specialist advice on 
any matter concerning his statutory responsibilities he will seek Counsel’s Opinion 
and must have control of a budget to enable him to do so. 
 
(d) Training – The Monitoring Officer is responsible for preparing and implementing a 
training programme for Members on the Council’s ethical framework subject to the 
approval of the Standards Committee. 
 
(e) Registers – The Monitoring Officer will compile and maintain the Council’s 
Registers for Members’ Interests and Gifts and Hospitality (offered and received). 
 
(f) 
The Council’s Constitution – The Monitoring Officer will monitor and review the 
operation of the Constitution in consultation with the Head of Paid Service and the 
Chief Financial Officer where appropriate to ensure that the aims and principles of 
the Constitution are given full effect. 
 
(g) General 
Advice – The Monitoring Officer will give general advice on the 
interpretation and application of the Council’s Constitution to Members and Officers 
alike (i.e. responsibility for functions, procedural rules, codes and protocols and 
member allowances scheme). 
 
(h) Lawfulness 
etc – Members and Chief Officers must alert the Monitoring Officer to 
all emerging issues that may become a concern to the Council e.g. lawfulness (ultra 
vires), probity, procedural or other constitutional matters and give advance notice of 
meetings (whether formal or informal) where these issues are likely to arise. 
 
(i) 
Attendance at meetings – The Monitoring Officer will have the right to attend and 
be heard at any meeting of the Council (including CMT) before any binding decision 
is taken (including a decision not to take action). 
 
(j) External 
Relations – The Monitoring Officer will develop good and effective 
working relations with the Standards Board for England, the Audit 
Commission/District Audit, the Local Government Ombudsman and the Clerks to 
the three Parish Councils within the Borough (including the giving and receiving of 
relevant information whether confidential or otherwise). 
 
(k) Internal 
Relations – The Monitoring Officer will have a special relationship of 
mutual trust and respect with the Mayor, Deputy Mayor and the Chairs of the 
Cabinet, Standards, Regulatory and Overview and Scrutiny Committees with a view 
to ensuring the effective and efficient discharge of the Council’s functions. 
 
Part 5 – 5.7 Monitoring Officer Protocol 
 
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(l) Complaints/Investigations – The Monitoring Officer will  
 
•  receive and act on reports made by Ethical Standards Officers and decisions of 
the Case Tribunal. 
 
•  will conduct investigations into matters referred by Ethical Standards Officers 
and make reports or recommendations in respect of them to the Standards 
Committee. 
 
•  be expected to make enquiries into allegations of misconduct in the absence of 
a written complaint being received by the Standards Board for England and if 
appropriate will make a written report to the Standards Committee unless he and 
the Chair of the Standards Committee agree a report is not warranted. 
 
•  have unqualified access to any information held by the Council and to any 
Officer who can assist in the discharge of his functions when carrying out any 
investigation.  
 
(m)  Deferral of Report – in consultation with the Mayor of the Council and the 
Standards Board for England the Monitoring Officer may defer the making of a 
formal report under Section 5 of the 1989 Act where another investigative body is 
involved. 
 
(n) 
The Statutory Officers – the Monitoring Officer will meet with the Head of Paid 
Service and the Chief Finance Officer to consider and recommend action in 
connection with corporate governance issues and other matters of concern 
regarding any legal, ethical standards, probity, propriety, procedural or other 
constitutional issues that are likely to (or do) arise. 
 
(o) Maladministration - Chief Officers must consult the Monitoring Officer prior to 
making any compensation payments for alleged or actual maladministration found 
against the Council. 
 
2.2  To ensure the effective and efficient discharge of the above working 
arrangements/understandings Members and Chief Officers will report any breach of 
statutory duty or material breach of Council policy/procedures and other vires or 
constitutional concerns to the Monitoring Officer as soon as practicable. 
 
2.3 
The Chief Officers agree to inform and explain the terms of this protocol to their 
senior managers so that they understand the issues highlighted in paragraph 2.1 
above and report concerns accordingly. 
 
2.4 
The Chief Financial Officer will ensure that adequate insurance and indemnity 
arrangements are in place to protect and safeguard the interests of the Council and 
the proper discharge of the Monitoring Officer’s role. 
 
Part 5 – 5.7 Monitoring Officer Protocol 
 
Council – May 2006 
 
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3. 
Breach of the Local Code of Conduct for Members and this Protocol 
 
3.1  Complaints against any breach of the Council’s Local Code of Conduct for 
Members must be referred to the Standards Board for England, which could lead, in 
serious cases, to the disqualification of a Member.  Complaints against any breach 
of this protocol by a Member will be referred to the Standards Committee and to the 
relevant Leader and/or the Political Party Group Whip. 
 
3.2 
Complaints against any breach of this protocol by an Officer may be referred to the 
relevant Chief Officer and/or the Chief Executive. 
 
4. 
Approval of this Protocol 
 
4.1 
This Monitoring Officer protocol was approved by the Standards Committee at its 
meeting on 27th November 2003.   
 
4.2 
The Council adopted the protocol at its meeting on 16th December 2003. 
 
 
 
Dated 17th December 2003 
 
Steven Quayle, Strategic Director of Law  
      and 
Corporate 
Governance 
 
 
 
Part 5 – 5.7 Monitoring Officer Protocol 
 
Council – May 2006 
 
365
 

 
APPENDIX A 
 
SUMMARY OF MONITORING OFFICER FUNCTIONS 
 
 

Description 
Key Source 
 
1. 
Appointment of Deputy 
Section 5 1989 Act 
 
2. 
Report on resources 
Section 5 1989 Act 
 
3. 
Establish and maintain Registers of Members’  Section 81 LGA 2000 and Local 
Interests and Gifts and Hospitality 
Code of Conduct 
 
4. 
Advice to Members and Officers on the 
Article 11, SBC Constitution 
interpretation and application of the 
Constitution 
 
5. 
Receive copies of whistleblowing allegations 
Article 11, SBC Constitution 
of misconduct 
 
6. 
Key role in promoting and maintaining high 
Statutory Guidance paragraph 
standards of conduct through support to the 
8.20 
Standards Committee 
 
7. 
Advice on vires issues, maladministration, 
DETR guidance 
financial impropriety, probity and policy 
framework and budget issues to all Members. 
 
8. 
Report on contraventions or likely 
Section 5 1989 Act 
contraventions of any enactment or rule of 
law 
 
9. 
Report on any maladministration or injustice 
Section 5 1989 Act 
where Ombudsman has carried out an 
investigation 
 
10. 
Liaison with Standards Board for England and  Section 66 LGA 2000 
Ethical Standards Officers 
 
11. 
Investigate misconduct in compliance with 
Section 66 (1) + (6) LGA 2000 
Regulations (when made) and directions of 
and Regulations made 
Ethical Standards Officers 
thereunder 
 
12. 
New ethical framework functions in relation to  Section 83(12) LGA 2000 
Parish Councils. 
 
13. 
Compensation for maladministration 
Section 92 LGA 2000 
 
 
Part 5 – 5.7 Monitoring Officer Protocol 
 
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Part 5.8 
 
Guidance on Gifts 
and Hospitality 
 
Part 5 – 5.8 Guidance on Gifts and Hospitality 
Council – May 2006 
367 

 
 

 
 

GUIDANCE FOR MEMBERS ON GIFTS AND HOSPITALITY 
 
1. Introduction 
 
1.1  The acceptance of gifts and hospitality by Members is not merely an 
administrative issue.  It reflects directly upon the perception of Members and 
of the Council as acting in the public interest or as acting for the personal 
advantage of friends and for what personal benefit Members can get out of 
their position. 
 
1.2 
The law on the acceptance of gifts and hospitality is set out in the Authority’s 
Local Code of Conduct for Members (the Code) adopted on 23rd April 2002 
and in the Prevention of Corruption Acts 1889 - 1916.  Acceptance of a gift or 
hospitality in breach of the Code, or failure to declare an offer or receipt of a 
gift or such hospitality, can lead to disqualification from holding any public 
office for a period of up to five years.  Corrupt acceptance of a gift or 
hospitality can lead to a heavy fine or up to 7 years’ imprisonment. 
 
1.3 
This guidance sets out: 
 
(a) 
the principles which you should apply whenever you have to decide 
whether it would be proper to accept any gift or hospitality. 
 
(b) 
a procedure for obtaining consent to accept a gift or hospitality, when 
you consider that it would be proper to accept it. 
 
(c) 
a procedure for declaring any gift or hospitality which you receive and 
for accounting for any gift to the Council. 
 
1.4 
This guidance does not apply to the acceptance of any facilities or hospitality 
which may be provided to you by the Council.  The guidance is to be read in 
conjunction with the Code and Members are advised to seek advice if they are 
unsure of their position from June Cook, Member Services Manager or the 
Monitoring Officer. 
 
2. Definitions 
 
2.1 
“Gift or hospitality” includes any of the following:- 
 
 
(a) 
the free gift of any goods or services 
 
(b) 
the opportunity to acquire any goods or services at a discount or on 
terms which are more advantageous than those which are available to 
the general public 
 
(c) 
the opportunity to obtain any goods or services which are not available 
to the general public 
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(d) 
the offer of food, drink, accommodation or entertainment, or the 
opportunity to attend any cultural, sporting or entertainment event. 
 
2.2 
Reference to the “value” or “cost” of any gift or hospitality are references to the 
higher of: 
 
(a) 
your estimate of the cost to the person or organisation of providing the 
gift or consideration 
 
(b) 
the open market price which a member of the public would have to pay 
for the gift or hospitality, if it were made available commercially to the 
public, less the cash sum of any contribution which you would be 
required to make toward that price to the person or organisation 
providing or offering the gift or hospitality. 
 
3. General 
Principles 
 
3.1 
In deciding whether it is proper to accept any gift or hospitality, you should 
apply the following principles.  Even if the gift or hospitality comes within one 
of the general consents set out below you should not accept it if to do so 
would be in breach of one or more of these principles: 
 
(a) 
Never accept a gift or hospitality as an inducement or reward for 
anything you do as a Member 

 
 
As a Member you must act in the public interest and must not be 
swayed in the discharge of your duties by the offer, prospect of an offer, 
or the non-offer of any inducement or reward for discharging those 
duties in a particular manner. 
 
 
The Public Bodies (Corrupt Offences) Act 1889 provides that if you 
accept any gift, loan, fee, reward or advantage whatsoever as an 
inducement to or reward for doing or forbearing to do anything in 
respect of any matter or transaction in which the Council is concerned, 
you commit a criminal offence carrying a maximum term of 
imprisonment of 7 years. 
 
 
Further, the Authority’s Code provides that you must act in the public 
interest, serving the Council and the whole community, rather than 
acting in the interests of any particular individual or section of the 
community, and that it is a breach of the Code improperly to confer any 
advantage or disadvantage on any person, including yourself. 
 
(b)  You should only accept a gift or hospitality if there is a 
commensurate benefit to the Council 
 
 
The only proper reason for accepting any gift or hospitality is that there 
is a commensurate benefit for the Authority which would not have been 
available but for the acceptance of that gift or hospitality. 
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Acceptance of hospitality can confer an advantage on the Council such 
as an opportunity to progress the business of the Authority 
expeditiously through a working lunch, or to canvass the interests of the 
Council and its area at a meeting.  Acceptance of a gift is much less 
likely to confer such an advantage.  Unless the benefit to the Authority 
is clear, and is commensurate with the value of the gift or hospitality, 
the presumption must be that the gift or hospitality is purely for your 
personal benefit. 
 
 
As set out above, the Council’s Code provides that you must not 
improperly confer any advantage on anyone, including yourself. 
 
Acceptance as a Member of a gift or hospitality for your own benefit or 
advantage, rather than for the benefit to the Council would be a breach 
of the Code. 
 
(c) 
Never accept a gift or hospitality if acceptance might be open to 
misinterpretation 

 
 
The appearance of impropriety can be just as damaging to the Council 
and to you as a Member as actual impropriety.  The Authority’s ability to 
govern rests upon its reputation for acting fairly and in the public 
interest.  You must therefore consider whether the acceptance of the 
gift or hospitality is capable of being interpreted as a sign that you or 
the Council favours any particular person, company or section of the 
community or as placing you under any improper obligation to any 
person or organisation.  If there is any possibility that it might be so 
interpreted, you must either refuse the gift or hospitality or take 
appropriate steps to ensure that such a misunderstanding cannot arise.  
 
 
Certain occasions are particularly sensitive and require the avoidance 
of any opportunity for such misunderstanding.  These include: 
 
(i) 
occasions when the Council is going through a competitive 
procurement process in respect of any indication of favour for a 
particular tenderer. 
 
(ii) determinations 
of 
planning applications or planning policy or the 
authorisation of enforcement action in respect of any person or 
organisation which stands to gain or lose from the determination. 
 
(iii) 
funding decisions, when the Authority is determining a grant 
application by any person or organisation. 
 
(d) 
Never accept a gift or hospitality which puts you under an 
improper obligation 

 
 
It is to be recognised that some commercial organisations and private 
individuals see the provision of gifts and hospitality as a means of 
buying influence.  If you accept a gift or hospitality improperly, it is 
possible that they may seek to use this fact to persuade you to 
determine an issue in their favour.  Equally, if others note that you have 
been prepared to accept a gift or hospitality improperly, they may feel 
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that they will no longer be able to secure impartial consideration from 
the council. 
 
(e) 
Never solicit a gift or hospitality 
 
 
You must never solicit or invite an offer of a gift or hospitality in 
connection with your position as a Member unless the acceptance of 
that gift or hospitality would be permitted by this guidance (see Para 4 
below).  You should also take care to avoid giving any indication that 
you might be open to such any improper offer. 
 
4. Consent 
Regimes 
 
4.1 
General consent provisions 
 
 
For clarity, the Council has agreed that you may accept gifts and hospitality in 
the following circumstances: 
 
 
(a) 
civic hospitality provided by another public authority 
 
(b) 
modest refreshment in connection with any meeting in the ordinary 
course of your work, such as tea, coffee, soft drinks and biscuits 
 
(c) 
tickets for sporting, cultural and entertainment events which are 
sponsored by the Council 
 
(d) 
small gifts of low intrinsic value below £25, branded with the name of 
the company or organisation making the gift, such as pens, pencils, 
mouse pads, calendars and diaries.  However, you should take care not 
to display any such branded items when this might be taken as an 
indication of favour to a particular supplier or contractor, for example in 
the course of a procurement exercise 
 
(e) 
a modest alcoholic or soft drink on the occasion of an accidental social 
meeting (e.g. in a public house, café or bar), such as a pint of beer from 
an employee of a contractor or party with whom you have done 
business on behalf of the Authority.  In such cases, you should make 
reasonable efforts to return the offer where this is practicable 
 
(f) 
a modest working lunch not exceeding £10 a head in the course of a 
meeting in the offices of a party with whom the Council has an existing 
business connection where this is required in order to facilitate the 
conduct of that business.  Members should not make such 
arrangements themselves, but request officers to settle the detailed 
arrangements, and officers are under instruction, when arranging any 
such meeting to make it clear to the other party that such a lunch must 
not exceed a value of £10 a head 
 
(g) 
modest souvenir gifts with a value below £25 from another public 
authority given on the occasion of a visit by or to that Authority 
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(h) 
hospitality received in the course of an external visit or meeting which 
has been duly authorised by the Council.  Members should not make 
such arrangements themselves, but request officers to settle the 
detailed arrangements, and officers are under instruction to make it 
clear that any such hospitality for Members and officers is to be no 
more than commensurate with the nature of the visit 
 
(i) 
other unsolicited gifts, where it is impracticable to return them to the 
person or organisation making the gift, provided that the Member deals 
with the gift strictly in accordance with the following procedure:- 
 
•  The Member must, as soon as practicable after the receipt of the 
gift, pass it to the Secretary to the Mayor of the Council together 
with a written statement identifying the information set out in 
Paragraphs 4.2 below 
 
•  The Secretary will then write to the person or organisation making 
the gift thanking them on your behalf for the gift and informing them 
that you have donated the gift to the Mayor’s Charity on whose 
behalf it will be raffled or otherwise disposed of in due course, the 
proceeds being devoted to a charitable cause chosen by the Mayor. 
 
4.2 
Special Consent Procedure 
 
 
If you wish to accept any gift or hospitality which is in accordance with the 
General Principles set out in Paragraph 3 above but is not within any of the 
general consents set out in Paragraph 4.1, you may only do so if you have 
previously obtained specific consent in accordance with the following 
procedure: 
 
 
You must make an application in writing to the Monitoring Officer, setting out:- 
 
 
(a) 
the nature and your estimate of the market value of the gift or hospitality 
 
 
(b) 
who the invitation or offer has been made by or on behalf of 
 
 
(c) 
the connection which you have with the person or organisation making 
the offer or invitation, such as any work which you have undertaken for 
the authority in which they have been involved 
 
 
(d) 
any work, permission, concession or facility which you are aware that 
the person or organisation making the offer or invitation may seek from 
the Council 
 
 
(e) 
any special circumstances which lead you to believe that acceptance of 
the gift or hospitality will not be improper 
 
 
You must not accept the gift or hospitality until you have received the 
appropriate consent. 
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The Monitoring Officer will enter details of any approval in a register which will 
be available for public inspection.  But note that this does not relieve you of the 
obligation to register the receipt of gifts and hospitality in accordance with 
Paragraph 5 below. 
 
5. Reporting 
 
5.1 
Where you accept any gift or hospitality which you estimate to have a market 
value or cost of provision of £25 or more, you must, as soon as possible after 
receipt of the gift or hospitality, make a declaration in writing to the Monitoring 
Officer setting out the information set out in Paragraph 4.2 above.  A form for 
this purpose is attached to this guidance but you can send the same 
information by any convenient means.  The Monitoring Officer will retain a 
copy of any such declaration in a register which will be available for public 
inspection. 
 
5.2 
Even if the value of the gift or hospitality is less than £25, if you are concerned 
that its acceptance might be misinterpreted, and particularly where it comes 
from a contractor or tenderer, you may make a voluntary declaration in the 
same manner to ensure that there is nothing secret or underhand about the 
gift or hospitality. 
 
6. 
Gifts to the Council 
 
6.1 
Gifts to the Council may take the form of the provision of:- 
 
(a) land 
(b) goods 
(c)  services (either to keep or to test with a view to future acquisition) 
(d)  an offer to carry out works  
(e)  sponsorship of a function which is organised or supported by the council. 
 
6.2 
You should not solicit any such gift on behalf of the Authority except where the 
Council has formally identified the opportunity for participation by an external 
party and how that participation is to be secured, for example in relation to 
sponsorship of public musical and theatrical performances and developers’ 
contributions under Section 106 Agreements. 
 
6.3 
If you receive such an offer on behalf of the Council, you must report the offer 
directly to the Monitoring Officer who will refer the issue to the Officer who has 
delegated authority to consider/accept the gift.  The relevant Officer will then 
write back to the person or organisation making the offer, to record the 
acceptance or non-acceptance of the gift, record the gift for audit purposes 
and ensure that the gift is properly applied for the benefit of the Authority.  If 
you have any concerns about the motives of the person or organisation 
making the offer, or whether it would be proper for the Authority to accept the 
gift, you should consult the Monitoring Officer directly. 
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To: 
The Monitoring Officer 
 
Declaration of Receipt of Gifts or Hospitality 
 
Name of Member 
 
 
Post 
 
 
Ward 
 
 
What was the gift or hospitality? 
 
 
 
 
What is your best estimate of its market   
value or cost? 
 
 
Who provided it? 
 
 
 
 
When and where did you receive it? 
 
 
 
 
Does it come within one of the general   
consents set out in the Guidance for 
Members?  If so, which? 
 
 
Did you get the consent of any officer   
before accepting it?  If so, who? 
 
 
Were there any special circumstances   
justifying acceptance of this gift or 
hospitality? 
 
 
Do you have any contact in your job with   
the person or organisation providing the 
gift or hospitality? 
 
 
Signed 
Date 
 
 
N.B.  This declaration includes any offer of any gift or hospitality which objectively 
might be intended to influence the Member (See para 15.6 of the Code) 
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Part 5.9 
 
Anti Fraud and 
Corruption 
Strategy and 
Policy 
 
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INTRODUCTION 
 
1. 
The Council exists to deliver high-quality services to the people of 
Slough, and to work in partnership with others to improve the quality of 
life for those who live and work in Slough. 
 
2. 
A vital component of high-quality services is value for money which, in 
turn, demands that the Council take all possible and practical steps to 
minimise the risk and effect of fraud and corruption. 
 
 
The Audit Commission defines fraud as
 
The intentional distortion of financial statements or other records by persons 
internal or external to the organisation which is carried out to conceal the 
misappropriation of assets or otherwise for gain. 
 
 
 
The Audit Commission defines corruption as 
 
The offering, giving, soliciting or acceptance of an inducement or reward 
which may influence the action of any person.
 
 
 
3. 
The Council is committed to an effective Anti-Fraud and Corruption 
Strategy and Policy.  The Strategy and Policy has been designed to 
encourage prevention, promote detection and identify a clear pathway 
for investigation of fraud and/or corruption. 
 
4. 
The Council requires all Members and employees at all levels to lead 
by example in ensuring adherence to legal requirements, rules, 
procedures and practices.   
 
5. 
The Council also requires all individuals and organisations (e.g. 
suppliers, contractors, agents and partners) that it comes into contact 
with, to act towards the Council with integrity and without thought or 
actions involving fraud and/or corruption.  
 
6. 
The Strategy and Policy is based on a series of comprehensive and 
inter-related procedures designed to frustrate any attempted fraudulent 
or corrupt act.  These cover:- 
 
•   Culture, 
•   Prevention, 
•   
Detection and Investigation  and 
•   Training. 
 
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7. 
The Council has in place a number of methods to scrutinise its affairs 
including:- 
 
•  Overview and Scrutiny Committee and its Panels,  
•  Other Committees such as the Licensing Committee or the 
Planning Committee, Audit Advisory Panel, 
•   Corporate Management Team, 
•  the Council’s statutory Section 151 Officer, the Director of Finance 
and Property  
•  the Council’s statutory Monitoring Officer, the Strategic Director of 
Law and Corporate Governance 
•  the Internal Audit Team, 
•  Whistleblowing procedures under the Public Information and 
Disclosure Act and 
•  All managers, who have a duty to ensure that there are adequate 
and effective controls in place for systems for which they are 
responsible. 
 
8. 
The Council is also aware of the high degree of external scrutiny of its 
affairs by a variety of bodies and people including:- 
 
•  Local Government Ombudsman, 
•  Audit Commission, through their audit, CPA, performance indicator 
and grant certification work,  
•  Public/Council Tax Payers through the Inspection of Annual 
Accounts and statutory Annual Reports, 
•  Public/Service Users through the Council’s Complaints Procedures 
•  Central Government Departments and Parliamentary Committees, 
•  HM Customs and Excise, 
• Inland 
Revenue, 
•  Department of Work and Pensions for example Contributions 
Agency, 
•  the Investigation Unit, with the Housing and Neighbourhood 
Services Department and 
•  OFSTED, SSI and other inspection agencies 
 
9. 
The Council will maintain the Constitution which includes guidance, 
codes of conduct and procedure rules aimed at ensuring its policies 
and objectives are achieved in a proper and fair manner. 
 
10. 
The Council requires that all Members and employees will comply with 
the Constitution including the guidance, codes of conduct and 
Procedure Rules. 
 
11.  All cases of fraud and corruption will be treated equally without 
discrimination of any sort.  
 
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12. 
In cases of fraud and corruption the Council will take disciplinary action 
against Members and employees in accordance with the relevant 
codes of conduct/disciplinary codes. 
 
13. 
In cases where the Council has no jurisdiction to act, matters will be 
referred to other competent authorities such as the Police or the 
Standards Board for England. 
 
14. 
The authority acknowledges that the other competent authorities may 
make the decisions as to when and how far to prosecute matters 
referred to them and in particular the Crown Prosecution Service will 
make the ultimate decision whether to proceed with a prosecution in 
relation to criminal matters.  However, in those cases where the 
Council can act as Prosecution Authority the authority will prosecute 
where the case meets the criteria set out in advice issued by the Home 
Office, currently set out in Home Office Circular 26/1983. 
 
CULTURE OF THE COUNCIL 
 
15. 
The Council is determined that the culture and tone of the organisation 
portrays openness and honesty and opposes fraud and corruption. 
 
16. 
The Council expects that all individuals and organisations with which it 
is associated will act with integrity and that its Members and 
employees, at all levels, will lead by example in these matters. 
 
17. 
The Council recognises that its Members and employees play an 
important role in its stance on fraud and corruption and they are 
positively encouraged to raise any concerns that they may have. Any 
concerns will be treated in confidence and will be properly investigated 
and dealt with fairly.  
 
18. 
Financial Procedure Rules require employees to contact their Chief 
Officer immediately concerning any financial irregularity. This may be 
done through your line manager or their superior who has a duty to 
report this to their Chief Officer.  In turn, the Chief Officer will involve 
the legal, finance, internal audit and the Chief Executive functions as 
appropriate. Consistent with this, employees concerned about fraud 
and corruption should contact:- 
 
•  their Chief Officer 
•  the Director of Finance and Property 
•  the Strategic Director of Law and Corporate Governance 
•  the  Chief Executive 
•  the Chief Internal Auditor 
 
 
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Members should contact  
 
•  the appropriate departmental Chief Officer or  
•  the Chief Executive. 
 
19. 
Senior Managers are responsible for dealing with any allegation of 
fraud or corruption promptly and fairly. Managers should 
 
•  record all evidence received,  
•  ensure that all evidence is sound and adequately supported, 
•  ensure all evidence is held securely, 
•  ensure that their Chief Officer is informed and 
•  contact the Chief Internal Auditor to agree how to proceed on a 
case by case basis. 
 
20.  To encourage employees and others to come forward with any concerns 
without fear, the Council has endorsed a ‘Whistleblowing’ policy under 
the Public Information and Disclosure Act.  This Policy explains how 
you make contact and what actions will follow. It also gives details of 
independent bodies outside the Council to whom concerns can be 
addressed if this is necessary.  The Policy also provides that the 
identity of persons who bring matters of concern to the attention of the 
Council will not be disclosed without consent. The detailed policy is set 
out in the Council’s Constitution. 
 
21.  Customers and members of the public have the option of contacting:- 
 
•  their Ward Councillor, 
•  the Council’s Monitoring Officer (the Strategic Director of Law and 
Corporate Governance) 
•  the Chief Officer in charge of the appropriate Department, 
•  the Council’s External Auditor (the Audit Commission),or  
•  using the Council’s Complaints Procedure as set out in the 
Managers Handbook and administered through the Chief 
Executive’s Office. 
 
22.  Anonymous letters and telephone messages may be investigated - 
where investigations are not made, reasons will be recorded. 
 
23.  There is also a need to ensure that any investigation process is not 
misused and, therefore, any abuse such as raising unfounded malicious 
allegations will be dealt with appropriately (e.g. through the Council’s 
disciplinary procedure in the case of employees or provisions provided 
for in the Codes of Conduct for Members).  Any misuse of the Council’s 
Whistleblowing process will also be dealt with appropriately. 
 
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PREVENTION 
 
EMPLOYEES 
 
24.  The Council recognises that its employees are its most important 
resource and given their role in actions and decisions, great importance 
is attached to recruitment to ensure that the best people are appointed. 
 
25.  In accordance with the Council’s Recruitment and Selection Procedure, 
Interview Panels and / or Managers must take all available steps to 
obtain references in order to verify the suitability, honesty and integrity of 
permanent, temporary and agency / contract staff. 
 
26.  All employees of the Council are expected to abide by the Council’s 
Employees’ Code of Conduct, the terms and conditions of their 
employment and any code of conduct related to the professional bodies 
of which they are members. 
 
27.  The role that appropriate employees are expected to play in the 
Council’s framework of internal control, including fraud and corruption 
will feature in employee induction and subsequent training and 
development programmes.   
 
28.  Employees are reminded that under the Council’s Constitution they must 
operate within Section 117 of the Local Government Act 1972, regarding 
the disclosure of pecuniary interests in contracts relating to the Council 
and that the Constitution and the Employee Code of Conduct strictly 
limits acceptance of any fees or rewards over and above their proper 
remuneration.  
 
29.  These requirements are set out in the Council’s Employee Code of 
Conduct and in more specific operational codes for example the 
Contract Procedure Rules.  
 
MEMBERS OF THE COUNCIL 
 

30.  Members have a duty to be fair, honest and open in their role and are 
required to operate within:- 
 
•  The Nolan Principles of Good Governance 
• Government 
legislation, 
•  Local Code of Conduct for Members, 
•  The Council’s Constitution and in particular the Ethical Framework 
and 
•  The Member/Officer Protocol. 
 
31. 
All Members are required to register any financial and other interests 
they may have. Those interests which must be registered are set out in 
Paragraphs 14.1 and 14.2 of the Local Code of Conduct for Members.  
In addition to these interests a Member must regard him/herself as 
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having a personal interest if a decision upon a matter might reasonably 
be regarded as affecting to a greater extent than other Council tax 
payers, rate payers, or inhabitants of the Borough, the wellbeing or 
financial position of the Member, a relative or friend. In these 
circumstances if the Member attends a meeting of the Council at which 
the matter is considered, s/he must disclose at that meeting the 
existence and nature of that interest before the matter is considered, or 
when the interest becomes apparent. Having a personal interest does 
not in itself require a Member to cease to participate in the decision 
making process. It is only if the personal interest is also prejudicial 
should the Member withdraw from the room the meeting is held as 
soon as it becomes apparent that the matter is being considered 
(unless s/he has obtained a dispensation from the authority’s 
Standards Committee); not exercise executive functions in relation to 
the matter or seek to improperly influence a decision on the matter.  
More detailed guidance on this is contained in the Local Code of 
Conduct for Members.  
 
32. 
These matters and other guidance are specifically brought to the 
attention of newly elected/appointed Members as part of their Induction 
Programme and are also set out in the Member’s Handbook which 
each Member receives.  
 
SYSTEMS AND INTERNAL CONTROL 
 
33. 
The Council’s Constitution and Financial Procedure Rules provide a 
best practice framework to protect Members and employees when 
dealing with its business. 
 
34. 
These stipulate not only the way in which Council meetings are run and 
decisions made but also how value for money is to be achieved and the 
controls necessary for ensuring that the Council’s finances are 
administered in a correct and proper manner. 
 
35. 
The Director of Finance and Property has a statutory responsibility 
under Section 151 of the Local Government Act 1972 to ensure the 
proper arrangements of the Council’s financial affairs and is supported 
by the work of the Internal Audit Team in evaluating the adequacy and 
effectiveness of internal controls. 
 
36. 
Internal controls prevent, deter, identify and limit the extent of fraud and 
corruption. Weaknesses in internal controls identified by either internal 
or external audit will be reported to the relevant manager and the 
Director of Finance and Property  
 
COMBINING WITH OTHERS 
 
37. 
Arrangements are in place to develop and encourage the exchange of 
information between the Council and other agencies on national and 
local fraud and corruption activity in relation to Local Authorities.   
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38. 
With the rapid increase in recent years of frauds perpetrated against a 
variety of Local Authorities and Benefits Agencies, which usually 
include fraudsters having multi-identities and addresses, the necessity 
to liaise between organisations has become paramount, and some of 
these include:- 
 
•  The Department for Work and Pensions,  
•  The Benefits Agency, 
•  Audit Commission,  
•  Berkshire Financial Officers Group , 
•  Berkshire Audit Group,  
•  London Audit Groups and 
•  The National Anti-Fraud Network 
 
This liaison may include exchange of data for data matching purposes, 
within the scope of the Data Protection Act. 
 
DETECTION AND INVESTIGATION  
 
39. 
The range of preventative systems (particularly internal controls) do not 
guarantee that there will be no fraudulent or corrupt activity within the 
Council. 
 
40. 
Whilst it is the responsibility of Chief Officers and their managers to 
prevent and detect fraud and corruption, it is often the alertness of 
Members, employees and the public that enables detection to occur 
and the appropriate action to take place when there is evidence that 
fraud or corruption may be in progress.   
 
41. 
Despite the best efforts of managers and auditors, many frauds are 
discovered by chance or by “information passed on” and the Council 
has in place arrangements to enable such information to be properly 
dealt with.  
 
42.  The Council’s Financial Procedure Rules require all employees to 
report all suspected irregularities to their Chief Officer, who should then 
inform officers from the legal, finance and internal audit functions and 
the Chief Executive as necessary.   
 
43. 
Investigation of allegations of fraud and corruption is the responsibility 
of management who will normally be assisted by the Internal Audit 
Team or the Investigation Unit as appropriate.  
 
44. 
Reporting is essential to the anti-fraud and corruption strategy and 
ensures:- 
 
•  the consistent treatment of information regarding fraud and 
corruption,  
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•  the proper implementation of a fraud response investigation plan, 
•  the optimum protection of the Council’s interests. 
 
45. 
Details of the process for reporting are contained in the Employees 
Code of Conduct and the Whistleblowing Policy.  The Chief Internal 
Auditor will report in his annual report on fraud and Corruption 
 
TRAINING 
 
46. 
The Council recognises that the continuing success of its anti-fraud and 
corruption strategy and its general credibility will depend largely on the 
effectiveness of programmed training and responsiveness of Members 
and employees throughout the organisation. 
 
47.  To facilitate this, the Council provides induction and training for 
Members and employees to ensure that their responsibilities and duties 
are regularly highlighted and reinforced.   
 
CONCLUSION 
 
48. 
The Council will maintain a clear network of systems and procedures to 
 
•  minimise the risk of fraud and corruption,  
•  detect fraud and corruption by testing internal controls and 
responding to whistleblowers 
•  investigate all instances where fraud and corruption is suspected  
•  ensure Members and employees are trained in relation to fraud and 
corruption 
 
49. 
The Council will maintain a continuous overview of these arrangements 
to keep pace with any future developments, in both preventative and 
detection techniques, regarding fraudulent or corrupt activity that may 
effect its operation or related responsibilities.   
 
50. 
Individual managers are responsible for ensuring that controls are 
maintained within their areas of responsibility, which are sufficient to 
detect and prevent fraud. The Director of Finance and Property is 
responsible for ensuring the systems and controls are audited and the 
Council will ensure that every possible support is given to enable these 
responsibilities to be fulfilled. 
 
51. 
This policy statement will be subject to continual review and 
arrangements will be put in place to ensure effective training and 
communication. 
 
 
Part 5 - 5.9 Anti Fraud & Corruption Strategy & Policy 
Council – May 2006 
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WHERE TO FIND THE DOCUMENTS REFERRED TO IN THIS STATEMENT 
ON THE COUNCILS APPROACH TO COMBATING FRAUD AND 
CORRUPTION 
 
If you do not have a copy of these documents and wish to read or refer to them 
please talk with your line manager, departmental personnel section, Trades 
Union representative or Chief Officer in the first instance. Members may wish to 
contact the Committee and Members Services Section direct.  If you still cannot 
get a copy of the document you require, the people listed below will be able to 
help you.  The telephone numbers given here are internal extension numbers.  
If you are calling from outside the Council please add 87 before the extension 
number.  
 
Document Title 
Obtainable from 
 
Member’s Handbook 
Member Services Manager, 
X 5019 
 
Council Constitution including Financial 
Assistant Director 
Procedure Rules, the Local Code of Conduct for 
(Democratic Services) 
Members and Employee Code of Conduct  
X 5011 
 
Whistleblowing Policy 
Strategic Director of Law and 
Corporate Governance    
X 5004 
 
Public Information and Disclosure Act 1998 
Strategic Director of Law and 
Corporate Governance  
X 5004 
 
Recruitment and Selection Procedures 
Strategic Director of Human 
Resources   X 5079 
 
Local Government Act 1972 
Strategic Director of Law and 
Corporate Governance  
X 5004 
 
Complaints Procedure 
Complaints Administrator 
X 5244 
 
 
Part 5 - 5.9 Anti Fraud & Corruption Strategy & Policy 
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HOW TO CONTACT PEOPLE AND ORGANISATIONS NAMED IN THIS 
DOCUMENT 
 
Contacts named in this document 
 
 
Strategic Director of Legal, Democratic 
Steven Quayle  X 5004 
and Development Services 
 
Monitoring Officer 
Steven Quayle  X 5004 
 
Chief Executive 
Cheryl Coppell  X 5000 
 
Director of Finance and Property  
Andrew Blake-Herbert  X 5300 
(Section 151 Officer ) 
 
 
Chief Internal Auditor 
Peter Woodward  X 5239 
 
The Audit Commission (The Council’s 
Relationship Manager 
External Auditors) 
North Wing 
Southern House 
Sparrowgrove 
Otterbourne 
Winchester 
Hampshire 
SO21 2RU 
01962 704600 
 
The Local Government Ombudsman 
The Commission for Local 
Administration in England. The Oaks, 
No 2 Westwood Way, Westwood 
Business Park, Coventry CV4 8JB 
Phone: 024 7682 0000 
 
The Standards Board for England 
The Standards Board for England 
First Floor 
Cottons House 
Cotton Lane 
London SE1 2QG 
Enquires  
845 0788181 
Allegations   800 1072001 
 
For the names and contact numbers of 
Committee and Member Services 
Ward Councillors and or Chief Officers 
Section  
please contact: 
X 5011 or X 5019 
 
 
Part 5 - 5.9 Anti Fraud & Corruption Strategy & Policy 
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5.10 
 
Joint Protocol on 
seeking the 
External 
Auditor’s Views 
on the Legality of 
Council 
Transactions 
 
 
 
 
 

Part 5 – 5.10 – Joint Protocol of External Auditor 
Council – May 2006 
386 

 
 
 
 
CONTENTS 
 
 
 
 
 
 
 
 
1. 
INTRODUCTION 
 
 
 
2. 
STATUS OF THIS NOTE 
 
 
 
3. 
BACKGROUND 
 
4. 
THE ROLE OF AUDIT COMMISSION AND OFFICERS 
 
 
5. 
APPROACH TO REQUESTS FOR OUR VIEWS BY 
 
OFFICERS AND MEMBERS 
 
6. DEALING 
WITH 
ENQUIRIES AND QUESTIONS FROM 
 
ELECTORS 
 
7. MONITORING 
REQUESTS 
 
 
 
 
8. FEE 
ARRANGEMENTS 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Part 5 – 5.10 – Joint Protocol of External Auditor 
Council – May 2006 
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JOINT PROTOCOL FOR CIRCUMSTANCES UNDER WHICH THE 
APPOINTED AUDITOR’S VIEWS ARE SOUGHT ON THE LEGALITY 
OF TRANSACTIONS 
 
1. Introduction 
 
1.1 
This protocol sets out the arrangements for those instances where the 
Authority, or individual officers and members of the Authority, seek the 
views of the Appointed Auditor on the legality of transactions, whether 
proposed or already implemented; and where the public refer questions or 
enquiries to the Appointed Auditor.  The key considerations underpinning 
this approach are the need to: 
 
•  Clarify both the basis on which the Appointed Auditor can comment on 
the legality of transactions and responsibilities of officers for ensuring 
transactions which may be embarked upon are legal; 
•  Ensure greater co-ordination and consistency in the manner by which 
the Authority, its members and its officers request the Appointed Auditor 
to comment on transactions; 
•  To set out our general approach for dealing with enquiries, questions 
and objections received in the course of the audit from eligible persons; 
and 
•  Have improved joint monitoring of the status of individual requests and 
enquiries, including the additional costs arising for the Authority. 
 
2. 
Status of this Protocol 
 
2.1 
This protocol sets out the basis on which the Appointed Auditor comments 
on the legality of transactions and promotes effective monitoring and control 
of such requests. 
 
2.2 
This protocol deals with requests received pertaining directly to the legality 
of transactions and proposed transactions.  It also covers those instances in 
which the Appointed Auditor is requested by members to comment on the 
appropriateness of actions taken, or proposed to be taken, by the council. 
 
2.3 
This protocol also refers to the Appointed Auditors responsibilities in 
respect of enquiries, questions and objections received in the course of the 
audit from eligible persons, and the monitoring arrangements proposed will 
be applied to such work. 
 
2.4 
General discussion pertaining to our audit of the Authority’s financial 
systems and final accounts are considered to fall within the remit of our 
normal, ongoing, audit work.  Whilst there may be an impact on the total 
level of resources required for the audit in any given year, this would be 
expected to be dealt with as part of the agreement of the annual plan and 
subsequent variations to it. 
Part 5 – 5.10 – Joint Protocol of External Auditor 
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3. Background 
 
 
3.1 
The Authority’s framework of financial and management control is currently 
based on delegation to departments balanced with the retention of 
adequate corporate control. Service Directors are responsible for ensuring 
adequate arrangements are in place for proper financial administration, 
which encompasses ensuring transactions embarked on are lawful.  
 
3.2 
This protocol sets out the procedures agreed to be put in place to enhance 
the effectiveness of the arrangements both the Audit Commission and 
Slough have in place for dealing with both requests for comments on the 
legality of transactions, and questions and enquiries.  This protocol should 
also be seen as preparing the ground for the greater clarity of roles that 
have become necessary with the requirement for local authorities to have a 
Standards Committee. 
 
4. 
The role of the Audit Commission and Officers 
 
4.1 
The respective roles of officers, and the Appointed Auditor, are clearly set 
out in the Code of Audit Practice (“the Code”) and the Statement of 
Responsibilities of Auditors and Audited Bodies.  In summary, it is the 
responsibility of audited bodies and their officers to act within the law; 
auditors are required to bear in mind the question of legality and take 
reasonable steps to inform themselves of significant financial transactions 
or events that are unusual or of questionable legality. 
 
4.2 
It is in the context of this framework of responsibilities that requests for our 
comments would be viewed.  We want to be as helpful as possible and 
work closely with officers to avoid the significant costs associated with the 
reversal of decisions or transactions, which are subsequently found to be 
unlawful.  In general our approach to matters of legality both referred to us 
by officers and identified in the course of our audit reflects the 
understanding that we are not in a position to definitively interpret 
legislation, which is a matter for the courts, and that ultimate responsibility 
for ensuring the lawfulness of transactions embarked on resides with 
officers.  We seek to provide ourselves with assurance that a transaction, or 
proposed course of action, is lawful by: 
 
•  Keeping abreast of the key issues involved, in particular, those aspects 
of a proposed transaction on which officers, or their advisors have 
concerns; 
•  Taking into account existing guidance, if any, pertaining to the matter 
under consideration; 
•  Ensuring officers, including the Monitoring Officer (Strategic Director of 
Law and Corporate Governance) and his advisors, have given the 
matter in question due and proper consideration and that they have 
taken appropriate steps to assure themselves that a particular 
transaction, or course of action, is lawful and within the Authority’s 
powers. 
 
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4.3 
The Authority should not seek to rely solely on the view we express with 
regard to a particular issue, because: 
 
•  It remains the responsibility of the Authority and its officers to decide 
whether to embark on any transaction; 
•  We are not legal practitioners and consequently are not in a position 
ourselves to definitively interpret legislation; 
•  We may not act in any way that might fetter our future ability to exercise 
the specific powers conferred upon us by statue.   
 
4.4 
Moreover, the fact that we may respond to a request does not mean that 
the proposed transaction or course of action will be exempt from challenge 
in the future. 
 
5. 
Approach to Requests for our views by Officers and Members 
 
5.1 
Within this framework it is possible for us, in conjunction with officers to play 
an important part in helping the Authority to avoid the potentially significant 
costs associated with considering arrangements which are subsequently 
found to be unlawful.  In order for this objective to be achieved cost 
effectively the Council should follow the steps set out below: 
 
Step 1 
 
Requests from individual Members or Officers of the Council should be 
raised in the first instance with the Strategic Director of Law and Corporate 
Governance(or a nominated deputy) and s/he will arrange for the issues of 
concern to be fully considered by the appropriate Officers in accordance 
with Step 2 below. 
 
Step 2 
 
The Officers within the Council (including the Strategic Director of Law and 
Corporate Governance and where appropriate the Director of Finance and 
Property) will ensure that all of the issues of concern which are raised are 
fully considered and prepare a report setting out their conclusions and the 
rationale behind them.  If concerns remain these should be highlighted 
before any reference is made to the Audit Commission 
 
Step 3 
 
If after Steps 1 and 2 have been carried out a request to the Audit 
Commission is still considered necessary then such requests will be 
forwarded by the Strategic Director of Law and Corporate Governance or 
his nominated deputy with all supporting papers.  In particular the 
supporting papers must include any sources of advice or legal opinion 
relied upon by the Officer in their report.  All requests referred to the Audit 
Commission will be copied to the Chief Executive. 
 
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5.2 
It is at the discretion of officers, through the Strategic Director of Law and 
Corporate Governance, to decide on the matters referred by the Authority to 
us for our views.  In order to best assist the Authority we would, however 
expect those issues which are either significant in terms of their potential 
financial effect, or of particular local sensitivity, to be brought to our 
attention at an early stage to allow us sufficient time to consider the issues 
involved fully and to make officers aware of our views (subject to the 
limitations imposed on our views as set out above) before a final decision is 
taken. 
 
5.3 
In instances where the issues concerned are material, or legally complex, 
the Appointed Auditor will promptly advise the Authority when we have 
determined we need such legal advice.  In normal circumstances we would 
be willing to share any advice we obtain. 
 
5.4 Notwithstanding 
the 
above we will however require annual confirmation 
from the Strategic Director of Law and Corporate Governance that no 
matters have been referred to him which should have been brought to the 
Audit Commission’s attention.  This annual confirmation will supplement our 
normal request for confirmation from the Authority’s Monitoring Officer (or 
his deputy) that he is not aware of any transaction, or course of action, 
which should be brought to our attention. 
 
6. 
Dealing with Enquiries and Questions from electors 
 
6.1 
An elector has the right to inspect, question and object to a local Authority’s 
accounts, as outlined in greater detail in The Rough guide to Audit Law 
which is available from the Audit Commission.  
 
6.2 
The rights of the public are limited to asking questions about an authority’s 
accounts.  There is no statutory right to ask questions about a local 
authority’s policies, finances or procedures, which are not about the 
accounts.  In practice, where we receive questions which do not refer to the 
accounts,  
 
•  we can indicate to the enquirer that it is open to them to seek the 
information directly from the Authority.  In general, we would not act as a 
conduit for questions to, and replies from, the Council; or  
 
•  we may enquire into the matter brought to its attention where it may 
concern potentially unlawful activities or transactions by the Authority.  
We are not bound to provide a response but would try to keep the 
enquirer informed in general terms about any relevant work we 
undertake. 
 
6.3 
In all circumstances we would notify the Strategic Director of Law and 
Corporate Governance of the matters referred to us by the public and the 
proposed course of action that we intend to adopt.  Where officers are of 
the view that an issue referred to the Appointed Auditor by a member of the 
Part 5 – 5.10 – Joint Protocol of External Auditor 
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public merits further investigation, the issue would be dealt with as if 
referred to us by officers. 
 
7. Monitoring 
Requests 
 
7.1  The Appointed Auditor will keep the Strategic Director of Law and 
Corporate Governance informed of all requests received setting out their 
progress and current status, including the actions taken by the Appointed 
Auditor or required of the Authority, together with details of our resource 
inputs, analysed by grade. 
 
7.2 
This also applies to all enquiries, questions and objections received from 
eligible persons.  These will be copied as a matter of course to the Chief 
Executive, the Strategic Director of Law and Corporate Governance and the 
Director of Finance and Property. 
 
8. Fee 
Arrangements 
 
8.1 
Fees for such work will be charged at the Audit Commission’s grade related 
fee rate, reflecting the seniority and experience of the staff involved. 
 
8.2 
We would expect, where the costs are significant, to bill monthly in arrears 
for such work, following the agreement of the fees with the Strategic 
Director of Law and Corporate Governance. 
 
 
Part 5 – 5.10 – Joint Protocol of External Auditor 
Council – May 2006 
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Part 5.11 
 
POLICY 
STATEMENT ON 
CORPORATE 
GOVERNANCE 
Part 5 - 5.11 Policy Statement on Corporate Governance 
Council – May 2006 
393 

INTRODUCTION 
 
The Council is committed to achieving excellence in the provision of services for the 
people of Slough.  
 
The Council’s vision, priorities and aims contribute to achieving the seven-shared 
priorities for local government
, which have been agreed by the Government and 
Local Government Association.  These shared priorities focus the efforts of 
Government and Councils for improving public services.  The shared priorities fulfil a 
commitment made in the ‘White Paper – Strong Local Leadership – Quality Public 
Services’
 – to define a single list of main priorities for local government and cover the 
key issues that will impact most on the lives of people. 
 
The seven-shared priorities are: 1. Raising standards across schools.  2. Improving 
the quality of life of children, young people, families at risk and older people.  3. 
Promoting healthier communities by targeting key local services, such as health and 
housing.  4. Creating safer and stronger communities.  5. Transforming the local 
environment.  6. Meeting transport needs more effectively.  7. Promoting the 
economic vitality of localities. 
 
The shared priorities have been used to shape the Slough Focus (Slough’s Local 
Strategic Partnership) vision and priority actions. Slough Focus has brought together 
the town's decision makers, communities and organisations to work with each other 
to meet the needs of local people and to improve the quality of life in Slough. 
Together they have developed Slough’s first Community Strategy.  The Community 
Strategy sets out a long-term vision for Slough, for the people, the place and for the 
prosperity of the town, and the things that need to be done to make this a reality. 
 
The Community Strategy sets out a long-term vision under the headings of ‘People’, 
‘Places’ and ‘Prosperity’ which are supported by nine Priority Action Groups, three 
for each priority heading.  Under each main heading the aims are:  
 
PEOPLE - Slough will have healthy and fulfilled people and communities.  
 
PLACE  
- Slough will be a safe, attractive and sustainable place to live, work and 
learn.  
 
PROSPERITY - Slough will have prosperous individuals and communities.  
 
Meeting the needs of Slough’s people and communities is at the centre of this vision.  
This vision will develop and change as the needs and aspirations of the people of 
Slough change.  
 
It is within this context that the Council’s priorities aims as set. The Council’s vision, 
priorities and aims show how the Council supports the seven-shared priorities for 
local government and the Community Strategy themes of ‘People’, ‘Places’ and 
‘Prosperity’. We believe together they will continue to improve the quality of life for 
people who live in Slough.  
 
The Council’s vision, priorities and aims are set out below: 
Part 5 - 5.11 Policy Statement on Corporate Governance 
Council – May 2006 
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link to page 402  
 
VISION:  
‘Taking pride in Slough and making a difference for our communities and our environment’ 
 
 
 
 
 
 
 
PRIORITY 1 
PRIORITY 2 
PRIORITY 3 
PRIORITY 4 
PRIORITY 5 
 
 
 
 
 
Creating safe, 
Improving lives for 
Improving life chances  Excellence in  
Excellent governance 
environmentally 
those in need and 
for children and young  customer services 
within the council 
friendly and 
creating thriving 
people 
 
ensuring it is efficient, 
sustainable 
communities  
 
 
effective and economic 
neighbourhoods  
 
 
 
in everything it does 
 
 
 
 
 
 
 
 
 
 
AIMS 
AIMS 
AIMS 
AIMS 
AIMS 
 
 
 
 
 
1.1 Deliver 
cleaner 
2.1 Deliver 
effective 
3.1  Keep every child 
4.1 Deliver 
excellent  5.1 Improve 
financial 
and safer 
social care 
safe 
customer 
and asset 
neighbourhoods 
 
 
focused services 
planning, 
 
2.2 Focus 
on 
3.2 Improve 
in an excellent 
monitoring and 
1.2  Adopt a green 
vulnerable people 
outcomes for 
customer 
stewardship 
and sustainable 
and those living in 
vulnerable 
environment 
 
approach to 
poverty 
children 
 
5.2 Improve 
project, 
managing and 
 
 
4.2 Engage, 
listen 
performance and 
developing the 
2.3 Provide 
affordable  3.3  Help every child 
and empower 
major project 
environment 
decent and safe 
achieve 
communities  
management 
 
homes 
 
 
 
1.3 Protect 
and 
 
3.4 Improve 
provision  4.3 Deliver 
better 
5.3 Gain 
efficiencies 
enhance public 
2.4 Deliver 
quality 
and outcomes for 
integrated 
and ensure 
health and well 
library and 
young people 
services through 
effective 
being 
cultural services  
 
Slough Focus1 
procurement  
 
 
and other 
 
1.4 Improve 
transport 
2.5 Strengthen 
partnerships 
5.4 Ensure 
 
community 
 
compliance with 
activity through 
4.4 Deliver 
excellent 
the law 
collaborative 
internal and 
 
working in the 
external relations 
5.5 Improve 
most 
 
corporate 
disadvantaged 
governance and 
neighbourhoods 
democracy and 
 
ensure people 
and management 
practices are in 
place 
 
 
 
Various documents celebrate what has been achieved to date, describe the key 
challenges facing the Borough over the next few years and set out the Council’s 
priorities for the town. These documents include the Community Strategy, Council’s 
Corporate Plan and Performance Plan.  
 
However, excellent public service is not solely a matter of what is provided or indeed 
how it is provided. The type of organisation that provides the service and its motives 
for doing so are equally, if not more, important. The Councillors elected by the 
residents of Slough to form the Borough Council and the Officers employed by the 
Council recognise this and affirm their total commitment to demonstrating and 
upholding the highest standards of behaviour in public life.  
 
                                                 
1 Local Strategic Partnership 
Part 5 - 5.11 Policy Statement on Corporate Governance 
Council – May 2006 
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This policy statement:- 
 
•  summarises the principles which underpin this public commitment, 
•  provides the framework for public accountability and confidence in the work of the 
Borough Council, 
•  describes the processes which should safeguard the existence of the high 
standards now and in the future. 
 
 
The Council’s ethical framework exists at three levels. Nationally there is statute and 
common law together with codes and best practice. This is undergoing great change 
at present. These national elements are supplemented and interpreted locally 
through specific Codes and conventions. In turn, these are underpinned by a range 
of internal practices and procedures. The Council is committed to keeping this 
framework under review and developing it in line with public expectations, where 
possible anticipating and exceeding any legal or advisory requirements. 
 
SEVEN PRINCIPLES OF PUBLIC LIFE 
 
In 1997, the Nolan Report on Standards in Public Life defined good conduct for 
members of public bodies as:- 
 
“a responsibility to act fairly, in good faith, and in a disinterested way in order to meet 
the specified objectives of the body to which they had been appointed.” 
 
Furthermore the Report held that any resources which were made available through 
association with a public body should not be misused by members of that body for 
their own personal advantage or that of  
 
 “any-one known to them or to the disadvantage or the discredit of the public body or 
anyone else”. 
 
Slough Borough Council agrees completely with these statements and has adopted 
the following principles, taken from the Nolan Report, as the centre-piece, of this, its 
Policy Statement on Corporate Governance. These criteria and the principles shown 
below have subsequently been re-affirmed by the Local Government (Organisation 
and Standards) Bill as promoted by the Government and now, having received Royal 
Assent, the Local Government Act 2000. 
 
Selflessness 
All Members and employees of the Council will take decisions solely in terms of 
the public interest. Decisions will not be taken in order to gain financial or other 
material benefits for themselves, their family or their friends. 
 
Integrity 
No Member or employee of the Council will place themselves under any 
financial or other obligation to outside individuals or organisations that might 
influence them in the performance of their duties. 
 
Part 5 - 5.11 Policy Statement on Corporate Governance 
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Objectivity 
In carrying out public business, including making public appointments, awarding 
contracts, or recommending individuals for rewards and benefits, the Council’s 
elected Members and employees will make choices on merit. 
 
Accountability 
The Members and employees of the Council are accountable for their decisions 
and actions to the public and will submit themselves to whatever scrutiny is 
appropriate to their office. 
 
Openness 
All Members and employees of the Council will be as open as possible about all 
the decisions and actions that they take. They will give reasons for their 
decisions and restrict information only when the wider public interest clearly 
demands. 
 
Honesty 
All Members and employees of the Council will declare any private interests 
relating to their public duties and take steps to resolve any conflicts arising in a 
way that protects the public interest. 
 
Leadership 
All Members and employees of the Council will promote and support these 
principles by leadership and example. 
 
The Council believes that these principles apply in equal measure to elected 
Members and employees of the Authority. Furthermore it commends these principles 
to its partners, contractors and consultants for use in their business and dealings 
with the Council. All elected Members and employees of the Council are expected to 
adhere to these principles and apply them in their every day lives as they work, in 
what ever capacity, for the Council and the benefit of the Borough.  
 
CORPORATE GOVERNANCE 
 
The elected Members and employees of the Council are here to serve and empower 
the people of Slough. This requires a positive commitment to public service and 
putting our service users, customers and the local communities first. Our services 
can have a profound effect on their quality of life and we all have a duty to give our 
best at all times. The public have the right to expect us to listen to them, be open, 
helpful and professional in our approach. Their confidence in public services 
depends on us being considerate, responsible, sensitive and mindful of the need to 
respect confidentiality. At no time should the conduct of elected Members, Council 
employees or our partners damage public belief in the honesty and integrity of the 
Authority.  
 
Our goal is the highest standards of behaviour and service from all employees (full-
time, part-time, temporary or casual), Members of the Council and those to whom 
public resources are entrusted in the Borough. The Authority recognises that high 
Part 5 - 5.11 Policy Statement on Corporate Governance 
Council – May 2006 
397 

standards of professional and personal conduct will only be sustained in the long run 
if we:- 
 
•  act impartially and are seen to do so. 
 
•  take accountability, individually and as an organisation, for the proper governance 
of our Borough.  
 
•  work in open and transparent ways. 
 
•  accept criticism and comment as a positive force for improvement in ourselves 
and others. 
 
•  reject totally a culture of blame and shifting responsibility. 
 
 
THE FRAMEWORK 
 
The Council will seek to achieve its goal and put the Nolan principles into action 
through an ethical framework consisting of :- 
 
•  A culture which seeks to eliminate the potential for partiality or unlawful action in 
the exercise of its powers functions and influence, 
 
•  An emphasis on prevention and vigilance, 
 
•  Resources for detection and investigation, 
 
•  Training for elected Members, employees and those we come into contact with, 
 
•  Recourse to sanctions and recompense should all else fail. 
 
THE POLICIES AND PROCESSES 
 
Culture 
 
The policy of the Council in respect of its culture is to be clear about the standards of 
behaviour and service required and; through open government and leadership be, 
and be seen to be, an organisation that works constantly to eliminate malpractice 
while promoting honesty and fairness. 
 
The Council puts this into practice through: 
 
•  Conducting as much business as possible in a transparent fashion at meetings 
which are open to the public. 
 
•  Encouraging questions, delegations and petitions from the public at meetings. 
 
•  Retaining Council reports for six years to allow public scrutiny. 
 
Part 5 - 5.11 Policy Statement on Corporate Governance 
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•  Consulting widely on Council policies and strategies and surveying public opinion 
on a regular basis. 
 
•  Supporting elected Members in their constituency and representational roles. 
 
•  Acknowledging the public’s right to scrutinise Council documents including 
Accounts and Annual Reports. 
 
•  Openly reporting Council activities through the press and public relations section. 
 
•  An internal communications framework that keeps all employees informed. 
 
 
Prevention 
 
The policy of the Council in respect of prevention is to prepare and maintain a 
complete suite of local Codes, corporate and departmental procedures to be 
followed by Members and employees supported by vigilant managers and a well 
resourced internal Audit team. 
 
The Council puts this into practice through: 
 
•  A Standards Committee with an independent Chair and Members. 
 
•  Rigorous procedures for Members and employees to declare their interests. 
 
•  Making these Registers of Interests available for scrutiny by the public. 
 
•  Democratic control and the conduct of business by Members who are elected by, 
and accountable to, the public. 
 
•  Co-operative working with External Auditors, the Local Government Ombudsman 
and other regulatory bodies. 
 
•  Providing advice and support to elected Members and employees consistently 
throughout the year. 
 
•  Ensuring ready access to information about the Council and the business it 
conducts by publishing Committee reports in advance of meetings.  
 
 
Detection and Investigation 
 
The Council’s policy in respect of detection and investigation is to commit resources 
to the speedy and even-handed investigation of any alleged malpractice. The 
Council will work with statutory or public authorities and other organisations to 
integrate and maximise efforts to deal with malpractice and learn from others. In 
addition the Council will co-operate fully with any inquiry or investigation and ensure 
that any practical or future preventative action is taken. 
 
Part 5 - 5.11 Policy Statement on Corporate Governance 
Council – May 2006 
399 

The Council puts this into practice through: 
 
•  Encouraging concerned individuals both inside and outside the Council to come 
forward under its whistle blowing procedures and protecting those who do so. 
 
•  Maintaining a comprehensive complaints system. 
 
•  Implementing a rigorous internal audit programme. 
 
•  Pushing for Councils to have more powers to remove elected Members who have 
committed and been found guilty of acts against the Council they represent. 
 
•  Commissioning independent investigations and the public reporting of findings. 
 
•  Placing responsibility on elected Members and managers to ensure that effective 
and transparent controls are in place. 
 
 
Training 
 
The Policy of the Council in respect of training is to provide appropriate information, 
training and support to enable elected Members and employees to properly 
understand and fulfil their responsibilities in respect of standards of conduct. 
 
The Council puts this into practice through: 
 
•  Providing Members with induction packs within one day of being elected. 
 
•  Providing Members with induction training within five days of being elected. 
 
•  Ensuring an ongoing programme of education including specific training on 
conduct, declarations of interest and other important topics related to conduct. 
 
•  Providing specific training for Officers and Members involved in the Planning 
service. 
 
•  Ensuring that Members Services Officers are available to provide information, 
assistance, advice and support. 
 
•  Maintaining a comprehensive programme of education and training for 
employees from the time they are appointed. 
 
 
Sanctions and recompense 
 
The policy of the Council in respect of sanctions and recompense is to seek speedy 
and impartial justice while acting to minimise the immediate effects and mitigate 
long-term harmful effects of any wrong doing thus bringing about a swift return to 
normal life. 
Part 5 - 5.11 Policy Statement on Corporate Governance 
Council – May 2006 
400 

 
While the conduct of employees can be addressed through contracts of employment; 
as the law stands at present there are few, if any, sanctions the organisation can 
apply to an elected Member whose conduct is unsatisfactory. Nevertheless the 
Council puts its policy into practice through: 
 
•  Disciplinary procedures for Members including investigations by independent 
panels in serious cases. 
 
•  Comprehensive disciplinary procedures for employees. 
 
•  Referring matters to the Police when internal procedures are exhausted or 
inappropriate. 
 
•  Pushing for the strongest possible action to be taken against those found to be 
acting unlawfully against the Council and the interests of the Borough. 
 
•  Treating complaints against itself openly, respecting the views of others and 
positively seeking a mutually acceptable outcome. 
 
•  Seeking ways in which restitution can be made when clear damage of loss has 
been found resulting from maladministration by the Council. 
 
 
 
Part 5 - 5.11 Policy Statement on Corporate Governance 
Council – May 2006 
401 

 
 
Part 5.12 
GUIDANCE FOR MEMBERS AND STAFF 
IN RELATION TO MEMBERS’ 
INVOLVEMENT IN HOUSING AND 
COUNCIL TAX BENEFITS WORK 
 

 
 
 
 
 
 
 
CONTENTS 
 
 
 
PROCEDURE FOR MAKING COMMENTS OR CHANGES 
 
 
 
 
1. 
INTRODUCTION 
 
 
 
2. 
MEMBERS’ CASE WORK 
 
 
 
3. 
MEMBERS AND THEIR HOUSEHOLD WHO ARE 
BENEFITS CLAIMANTS 
 
4. 
MEMBERS WITH OTHER INTERESTS IN THE BENEFITS 
 
SYSTEM E.G. AS LANDLORDS 
 
5. APPEALS 
 
 
6. 
CIRCULATION AND REVIEW OF GUIDANCE 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Part 5 - 5.12 Guidance on Housing Benefit & Council Tax 
Council – May 2006 
          402 

GUIDANCE FOR MEMBERS AND STAFF IN RELATION TO 
MEMBERS’ INVOLVEMENT IN HOUSING AND COUNCIL TAX 
BENEFITS WORK 
 
1. Introduction 
 
This Guidance is issued to Members and staff in accordance with the Council 
resolution of 28th April 1999 that requires detailed involvement by Members in 
individual housing and council tax benefits cases to cease.  At the same time, 
the guidance seeks to recognise Members’ legitimate role in representing 
constituents, whether they are claimants or landlords, in their dealings with the 
Council. 
 
This guidance supplements the declaration/registration of interest requirements 
contained in the Local Code of Conduct for Members and the requirement that 
Members should register services they, or close members of their family, have 
applied for or received from the Council which was agreed by Council in 
October 1999  
 
There is a parallel requirement for all officers involved in the administration of 
benefits to declare their interest in the Register of Employee Interests 
(Paragraph 5 of the Local Code of Conduct for Employees refers). 
 
 
2. 
Members’ case work 
 
In the first instance constituents who approach a Member for help should be 
invited to contact the ‘My Council’ Customer Service Centre or the Revenue 
and Benefits Helpline service, or to use the corporate complaints procedure. 
 
If the Member has concerns about the case or the constituent is insistant the 
Member takes up the issue, the Member should immediately refer the matter in 
writing, to the chief officer concerned (currently the Strategic Director 
Community and Cultural Services).  All such enquiries must be accompanied 
by a consent form signed by the constituent and countersigned by the Member, 
which gives authority for information about the case to be released to that 
Member. 
 
Only in exceptional circumstances, or emergencies where the constituent is 
facing hardship, should Members make personal contact and then it should be 
to the chief officer or head of service (currently the Head of Benefits and 
Business Services). 
 
 
3. 
Members and their household who are benefits claimants 
 
All Members, their family and other members of their household who claim 
housing and/or council tax benefits must declare that fact to the head of service 
(currently the Head of Benefits and Business Services).  Confidentiality will be 
Part 5 - 5.12 Guidance on Housing Benefit & Council Tax 
Council – May 2006 
          403 

respected, and the head of service will arrange for a senior benefits officer to 
check the claim is properly administered and processed. 
 
If a member has an inquiry about his or her benefits or entitlements, this should 
always be raised in writing to the chief officer concerned. 
 
 
4. 
Members with other interests in the benefits systems e.g. as landlords 
 
Members who are landlords of properties where their tenants are claiming 
benefits or who have some other pecuniary interest in the benefits system, 
must declare the details to the Council’s Monitoring Officer for inclusion in the 
statutory Register of Interests. 
 
All enquiries from such Members in relation to their interest should be 
addressed in writing to the chief officer concerned. 
 
 
5. Appeals 
 
The Appeals Service is independent of the Council and Members may 
represent or advocate on behalf of a claimant, provided a consent form signed 
by the constituent and countersigned by the member has been submitted. 
 
 
6. 
Circulation and review of guidance 
 
This guidance will be issued to all existing and new Members and to all officers 
involved in the administration of benefits. 
 
The guidance will be reviewed every two years by the head of service for the 
housing and council tax benefits service (currently the Head of Benefits and 
Business Services). 
 
Part 5 - 5.12 Guidance on Housing Benefit & Council Tax 
Council – May 2006 
          404 

 
 
Part 6  -  MEMBERS' ALLOWANCES SCHEME  

   (AMENDED 26TH APRIL 2005) 
 
The Slough Borough Council in exercise of the powers conferred by the Local Authorities  
(Members' Allowances) Regulations 2003 and subsequent Regulations hereby makes the 
following scheme:- 
 
1. 
This scheme may be cited as the Slough Borough Council Members' Allowances 
Scheme and shall have effect commencing on 1st April 2005 and subsequent years. 
 
2. 
In this scheme:  
 
‘Member' means an elected Member of the Slough Borough Council. 
 
‘Co-opted Member’ means a person who is not a Member of the Authority but who:- 
 
(a)  is a Member of any Committee or Sub Committee of the Authority, or 
(b)  is a Member of, and represents the Authority on, any Joint Committee or 
Joint Sub-Committee of the Authority. 
 
Basic Allowance 
 
3. 
Subject to Paragraphs 9 and 10 below, an annual basic allowance of £4,558 shall 
be paid to each elected Member. 
 
Special Responsibility Allowances 
 
4. 
(1)  A special responsibility allowance shall be paid to those Members/Co-opted 
Members who hold the special responsibilities in relation to the authority, which 
are specified in Schedule 1 to this scheme. 
 
 
(2)  Subject to Paragraphs 6 and 7, the amount of each such allowance shall be 
the amount specified against that special responsibility in that Schedule. 
 
 
(3) A Member may only claim one special responsibility allowance and that 
allowance will be the maximum allowance the Member is entitled to claim. 
 
Index Linking 
 
5. 
For the period 1st April 2006 to 31st March 2010, with the exception of travelling, 
subsistence and dependants’ carers’ allowances, allowances payable under this 
Scheme be increased annually in line with the average Local Government Pay 
award. 
 
Co-opted Members’ Allowance  
 
6. 
Subject to Paragraphs 9 and 10 below, an annual allowance of £636 shall be paid 
to each Independent Co-opted Member on the Standards Committee. 
 
 
Part 6 – Members Allowances Scheme  
 
 
 
 
Council – May 2006 
405 

 
Travelling and Subsistence Allowances 
 
7. 
(1) 
Travelling and subsistence allowances shall be paid to each Member/Co-
opted Member in respect of each occasion on which that Member carries out 
an approved duty as specified in Schedule 2 to this Scheme. 
 
Travel  
 

 
(2) 
Payment of travel allowance shall be at the same rate as that applied to 
Council employees at the time the duty is carried out.   
 
(3) 
For all private transport journeys to destinations outside the Borough half the 
normal mileage rate will be paid plus any expenditure necessarily and actually 
incurred in undertaking the journey.  
 
(4) 
The rates specified in (2) and (3) above may be increased in respect of the 
carriage of passengers, not exceeding 4, to whom a travelling allowance 
would otherwise be payable by not more than 3.0 pence a mile for the first 
passenger and 2.0 pence per mile for the second and subsequent 
passengers.  
 
 
(5) 
Unless there are exceptional circumstances which have previously been 
approved by the Assistant Director (Democratic Services) or Member 
Services Manager all claims for travel allowance should be deemed to start 
and finish from the Member’s usual place of residence and claims will need to 
be made on this basis. 
 
 
(6) 
Travel by taxi or private hire vehicles will be reimbursed with the amount of 
fare by appropriate public transport unless there is no public transport 
reasonably available or in cases of urgency in which event the actual fare and 
any reasonable gratuity will be reimbursed on production of a valid receipt.   
 
 
(7) 
The rate of travel by public transport shall not exceed the amount of the 
ordinary fare or any available cheap fare plus any expenditure necessarily 
and actually incurred in undertaking the journey. 
 
 
(8) 
Members/Co-opted Members who use their bicycles to undertake approved 
duties are entitled to claim the same mileage rate as that applied to Council 
employees at the time the duty is carried out. 
 
 
(9) 
The rate of travel by air shall not exceed the rate applicable to travel by 
appropriate alternative means of transport together with an allowance 
equivalent to the amount of any saving in subsistence allowance consequent 
on travel by air: 
 
Provided that where the appropriate decision making body  resolves, 
either generally or specifically, that the saving in time is so substantial as 
to justify payment of the fare for travel by air, there may be paid an 
amount not exceeding; 
 
(a) 
the cheapest fare available, or 
(b) 
in case of urgency, the actual fare paid by the Member. 
 
 
Part 6 – Members Allowances Scheme  
 
 
 
 
Council – May 2006 
406 

 
Subsistence 
 

 
  (10)  For all approved duties undertaken within the Borough of Slough, a 
subsistence allowance of up to £3.00 for each four hour period the 
Member/Co-opted Member is absent from his/her usual place of residence 
shall be paid. 
 
 
(11)  For all approved duties undertaken outside the Borough the maximum rates 
applied to claims submitted by Council employees at the time the duty is 
carried out will apply  
 
 
(12) 
Payment of subsistence allowance will be subject to the following conditions: 
 
•  the Member/Co-opted Member has personally and necessarily incurred 
expenditure on subsistence for the purpose of enabling him/her to perform 
an approved duty and any claim is accompanied by a valid receipt;  
 
 
•  the Member/Co-opted Member is absent from his/her place of residence 
for more than 4 hours. 
 
•  Where food is provided free of charge or paid directly for by the Borough 
Council (other than at full Council Meetings) the Member/Co-opted 
Member will not be entitled to claim a subsistence allowance for the period 
to which the allowance relates. 
 
 
(13)   Where a Member/Co-opted Member attends a UK conference/seminar 
authorised by the Council which necessitates an overnight stay, hotel 
accommodation will be booked and paid for direct by the Council.  For all 
meals not paid for direct by the Council or included in the conference/seminar 
fees, the appropriate subsistence allowance may be claimed: 
 
 
Dependants’ Carers’ Allowances 
 
8. 
(1) 
Elected Members are entitled to claim a Dependants’ Carers’ Allowance in 
reimbursement of actual reasonable costs necessarily incurred in providing 
care for dependant relatives (see paragraph 2 below) while the Member is 
carrying out an approved duty specified in Schedule 2 up to an annual limit 
of £500 per Councillor. 
 
 
(2)  Dependant relatives live with the claimant and are: 
 
• 
Children aged 14 or under; 
• 
Elderly relatives requiring full-time care and 
• 
Relatives with disabilities or nursing requirements who require temporary 
or permanent full-time care 
 
 
(3) 
Members are entitled to claim a Dependants’ Carers’ Allowance for periods 
starting up to a maximum of an hour before the approved duty starts and 
ending up to an hour after it finishes in order to allow for essential travelling 
time. 
 
Part 6 – Members Allowances Scheme  
 
 
 
 
Council – May 2006 
407 

 
(4)  Dependants’ Carers’ Allowances are not payable in respect carers who are 
members of the immediate family or household. 
 
 
(5)  Claims must be made within 2 months of the expense being incurred on the 
appropriate Members’ Allowances Claim form accompanied by valid receipts.  
Claims will only be settled on production of valid receipts. 
 
 
Renunciation 
 
9. 
A Member may by notice in writing given to the Assistant Director (Democratic 
Services) elect to forego any part of his or her entitlement to an allowance under this 
scheme, which will be binding for that year. 
 
Part-Year Entitlement 
 
10.
(1) Where the term of office of a Member begins or ends otherwise than at the 
 
 
beginning or end of a year, his/her entitlement shall be to payment of such part 
of the basic allowance as bears to the whole the same proportion as the number 
of days during which his/her term of office as Member subsists bears to the 
number of days in that year. 
 
 
(2)  Where a Member/Co-opted Member does not have throughout the whole of a 
year any such special responsibilities as entitle him/her to a special 
responsibility allowance, his/her entitlement shall be to payment of such part of 
the special responsibility allowance as bears to the whole the same proportion 
as the number of days during which he/she has such special responsibilities 
bears to the number of days in that year. 
 
 
Suspension/Partial Suspension 
 
11. 
Where a Member/Co-opted Member is suspended or partially suspended from 
his/her responsibilities or duties as a Member of the Council in accordance with Part 
III of the Local Government Act 2000 or regulations made under that Part,  
 
•  the part of basic allowance payable to him/her in respect of the period for which 
he/she is suspended or partially suspended may be withheld 
 
•  the part of special responsibility allowance payable to him/her in respect of the 
responsibilities or duties from which he/she is suspended or partially suspended 
may be withheld 
 
•  any travelling and subsistence allowance payable to him/her in respect of the 
responsibilities or duties from which he/she is suspended or partially suspended 
may be withheld 
 
•  any co-optees’ allowance payable to him/her in respect of the responsibilities or 
duties from which he/she is suspended or partially suspended may be withheld 
 
Part 6 – Members Allowances Scheme  
 
 
 
 
Council – May 2006 
408 

Repayment of Allowances 
 

12. 
Where payment of any allowance has already been made in respect of any period 
during which the Member/Co-opted Member concerned  
 
•  is suspended or partially suspended;   
•  ceases to be a Member of the Authority; or 
•  is in any other way not entitled to receive the allowance in respect of that 
period , 
 
the Council may require that such part of the allowance as relates to any such 
period be repaid to the Council.   
 
Claims and Payments 
 
13. 
(1)  A claim for travelling and subsistence allowance and dependants’ carers’ 
allowance under the Scheme shall be made in writing within two months of 
the date of carrying out the approved duty in respect of which the entitlement 
to the allowance arises.  The Member Services Manager shall be authorised 
to consider on its merits and to make payment in respect of, any claim not 
received within two months of the date of performance of the duty. 
 
 
(2)    Payments shall be made in respect of basic, special responsibility and co-
optees’ allowances, in instalments of one-twelfth of the amount specified in 
this scheme on the 15th day of each month or next working day thereafter.  
Payments will be made 2 weeks in arrears and two weeks in advance. 
 
 
  (3)  Where a payment of one-twelfth of the amount specified in this scheme in 
respect of a basic allowance, special responsibility or co-optees’ allowance 
would result in the Member/Co-opted Member receiving more than the 
amount to which by virtue of paragraph 9, he or she is entitled, the payment 
shall be restricted to such amount as will ensure that no more is paid than the 
amount to which he or she is entitled. 
 
 
(4)   When Members are standing for re-election in order to ensure that no over 
payments are made, payment may be stopped with effect from midnight on 
the third day after the election.  If the Member is re-elected payment of any 
allowances due will restart from midnight on the third day after the election 
and an adjustment will be made at the next pay day. 
 
Advance Payment 
 
14. 
(1) Notwithstanding 
paragraph 
12 above, if a Member can show that he/she has 
reasonable cause to the satisfaction of both the Director of Finance and 
Property and Assistant Director (Democratic Services) he/she may elect in 
any one year to have up to 20% of the value of his/her annual basic 
allowance entitlement paid in advance.  (The total value of any sums paid in 
advance must not exceed 20% of the basic allowance payable to the Member 
for that year). 
 
 
(2)  Any advance payment will be subject to the Member giving a signed 
undertaking that in the event of his/her ceasing to be an elected Member of 
the authority he/she or their estate will repay to the Council any moneys 
Part 6 – Members Allowances Scheme  
 
 
 
 
Council – May 2006 
409 

owing in respect of the advanced payment. 
 
 
(3) 
That the Director of Finance and Property and Assistant Director (Democratic 
Services) be granted delegated authority to consider and determine requests 
submitted by Members for advanced payment of part of their basic allowance 
as provided for under the Scheme. 
 
Membership of Another Authority 
 
15. 
Where a Member/Co-opted Member is also a member of another authority, that 
Member may not receive allowances from more than one authority in respect of the 
same duties.  
 
Part 6 – Members Allowances Scheme  
 
 
 
 
Council – May 2006 
410 

SLOUGH BOROUGH COUNCIL 
 
MEMBERS' ALLOWANCES SCHEME 
 
SCHEDULE 1 
 
 
SPECIAL RESPONSIBILITY ALLOWANCES -  1st APRIL 2006 
 
 
 

Leader of the Council  .......................................................................  £15,899 
 
 Deputy 

Leader   ..................................................................................  £11,924 
 
 

Leader of the Opposition   .................................................................  £  3,975 
 
 

Leader of the second largest minority group   ................................  £  3,180 
 
 

Cabinet Member (Commissioner)   ...................................................  £  7,949 
 
 

Chair of the Overview and Scrutiny Committee   ............................  £  7,949 
 
Vice-Chair of the Overview and Scrutiny Committee   ....................  £  3,180 
 
Chairs of the Licensing and Planning Committees   .......................  £  3,180 
 
Vice-Chairs of the Licensing and Planning Committees   ..............  £  1,060 

 
Chairs of the  Scrutiny Panels  .........................................................  £  1,271 
 
 

Chair of the Employment and Appeals Committee   .......................  £  1,271 
 
 

Chair of the Standards Committee  ……………………………………  £  1,271 
 
NOTES: 
 
1.  Where the Members of the Council are divided into more than two political groups and 
the second and third largest political groups are of equal size, the Leaders of both 
those groups shall receive a special responsibility allowance of £3,475 each. 
 
2. That, with effect from 19th May, 2005, the total budget allocation for special 
responsibility allowances (SRA) for Cabinet Commissioners (excluding the Leader and 
Deputy Leader) be based upon the current SRA multiplied by  7 and the individual SRA 
payable will be calculated by dividing the total budget by the number of Cabinet 
Commissioners actually appointed. 
 
3. That, with effect from 19th May, 2005, the total budget allocation for special 
responsibility allowances for Chairs of the Overview and Scrutiny Panels be based 
upon the current SRA multiplied by  4 and the individual SRA payable to each chair will 
be calculated by dividing the total budget by the number of Panels actually appointed. 
Part 6 – Members Allowances Scheme  
 
 
 
 
Council – May 2006 
411 

SLOUGH BOROUGH COUNCIL 
 
MEMBERS' ALLOWANCES SCHEME  
 
SCHEDULE 2 
Approved duties for the purpose of the payment of travelling,  
subsistence and dependants’ carers’ allowances. 
 
1.  Attendance at Meetings of the following: 
 
 Council 
Cabinet  
Overview and Scrutiny Committee and its Panels 
Standards Committee 
Planning Committee 
Licensing Committee 
Employment and Appeals Committee and its Sub-Committees 
Review Panels 
Appeal Panels including- 
                                   School Transport 
                                   Curriculum Complaints 
                                   Housing Appeals 
 
 
Any other Standing or Special Committee appointed by the Council and any  other 
Sub-Committee appointed by a Committee. 
 
 
Provided that the Members of  more than one political group have been invited, any, 
Panel or Working Party appointed by the Council, Cabinet, a Committee or a Sub-
Committee and designated as an approved duty for the payment of travelling and 
subsistence allowance. 
 
 Others 
 
 
Berkshire Authorities Fire Joint Committee 
 
Social Services Statutory Panels – 
   East 
Berkshire 
Adoption 
Panel 
 
 
 
Joint Inspection Unit Advisory Panel 
   Registration 
Appeals 
Panel 
   Secure 
Accommodation 
Panel 
   Complaints 
Review 
Board 
   Foster 
Panel 
 
Joint Strategic Planning Committee 
 
Thames Valley Athletics Management Committee and Trust 
 Thames 
Valley 
Police Authority 
 
School Organisation Committee 
 
School Admissions Forum 
 
Local Government Association 
 
Association of Councils for the Thames Valley Region 
 
Standing Advisory Council on Religious Education 
 
NB:  Allowances will be paid to voting Members only. 
 
Part 6 – Members Allowances Scheme  
 
 
 
 
Council – May 2006 
412 

2. 
Attendance as a representative of the authority on other bodies approved by the 
Council. 
 
3. 
Attendance at informal Meetings of Cabinet, Committees or Sub-Committees, the 
convening of which has been approved by the Council, Cabinet, appropriate 
Committee or Sub-Committee. 
 
4. 
Attendance at site visits approved by Council, Cabinet, appropriate Committee or 
Sub-Committee. 
 
5. 
Attendance as an official representative of the Council at meetings, functions and 
events hosted by outside organisations/bodies. 
 
6. 
Attendance at a conference or similar meeting held inside the United Kingdom 
approved under the authority delegated to the Assistant Director (Democratic 
Services) or specifically by the Council or a Committee including, but not restricted 
to, the following:- 
 
Association of Directors of Social Services 
Council for Local Education Authorities 
Institute of Environmental Health Officers 
Institute of Housing 
Local Government Association Fire Conference 
Local Government Association Tourism and Leisure Annual Conference 
Local Government Association 
Local Government Information Unit 
National Housing and Town Planning Council 
Nuclear Free Local Authorities 
Public Library Authorities Conference 
Standing Conference for Community Development 
Royal Town Planning Institute  
Town and Country Planning Summer School 
 
7. 
Attendance at non-political conferences on matters of local government and local 
interest organised by this Council or other non-profit making bodies. 
 
8. 
Attendance at training courses, seminars and conferences organised under the 
Members’ Support/Development Programme which the Assistant Director 
(Democratic Services) or Council has previously approved for the payment of 
allowances. 
 
9. 
Opening of tenders in accordance with the provisions of Financial Procedure Rule 
of the Council’s Constitution. 
 
Part 6 – Members Allowances Scheme  
 
 
 
 
Council – May 2006 
413 

 414
Part 7 – Man
 
age
men
 
t Str
uctur
e
 

Part 7 
 
 
 
 
 
Management Structure 
 
 
Coun
cil – May 200

 

 415
Part 7 – Man
PART 7  
Management Structure 
 
Chief Executive 
 
 
age
Strategic Director of Finance and Property 
men
Strategic Director of Human Resources 
 
 
t
    
 Str
 
Head of Audit 
uctur
 
 
 
e
 
 
 
 
Strategic Director Law and Corporate 
 
Assistant Chief Executive (Policy and Performance)
 
Governance 
 
 
 
 
Communications 
Policy 
Corporate 
Economic 
Equalities 
 
Performance 
Information E-
Development 
Legal 
Democratic 
 
 
& Quality 
Government & 
Europe 
Services 
Services 
 
IT
 
 
 
 
Strategic Director Community and Cultural Services 
 
Strategic Director Education and Children’s 
Strategic Director Green & Built 
 
 
-  Housing Services 
Services 
Environment 
-  Older People’s Services 
-  Education 
-  Planning 
-  Services for Vulnerable Adults 
-  Services for Vulnerable Children & Pupils  
-  Transportation 
Coun
-  Health Partnerships 
-  Planning for Children’s Trusts  
-  Public Protection  
-  Cultural Services 
-  Youth Services 
-  Community 
cil - May 2006 
-  Community Participation & Neighbourhood Planning 
-  Safety & Drugs action 
-  Customer Services Operation of  the Service Centre    
-  Physical Regeneration 
    once established 
-  Green Strategies-sustainability 
 

Document Outline