Roles and Responsibilities

Summary of Roles and Responsibilities

Chairman

The Chairman’s role is to;

• Chair the Council meetings that they attend.
• Have the casting vote if required
• Take on civic duties plus welcoming dignitaries or representing the Parish Council at events or functions.

They must:

• Sign the Acceptance of Office at the meeting they are elected as Chairman,
• Sign the Parish Councillor Declaration of Acceptance
• Sign the Council minutes

They can convene a Council meeting giving three days clear notice

They should liaise with the Clerk and Office to help the smooth operation of the Council.

They do not have delegated Powers

A Chairman’s responsibilities are the same a Parish Councillor, they are often considered the “first among equals.”

Vice Chairman

Deputise for the Chairman in their absence

Parish Councillor

A Parish Councillor has an independent role, with an independent view and vote. They are distinct from the corporate body of a Parish Council. The role of a Parish Councillor includes;

• to consider and understand the views of residents
• read reports and prepare for meetings
• vote to help make Council decisions
• engage with the local community

 

They must;

• sign a Declaration of Acceptance before or at the start of the first meeting after his/her election
• Sign a Declare any Pecuniary Interest with 28 days of becoming a member
• They cannot act as an individual on behalf of the Council

Proper Officer of the Council, Parish Clerk

The Proper Officer of the Council, Parish Clerk, and along with all other staff, is employed by the Council. The Proper Officer of the Council should

• guide and advise the Council
• implement the Council’s lawful decisions
• manage the administration of the Council

This includes

• managing staff
• developing learning and development plans for staff and Councillors
• they have delegated powers to manage the business of the council on behalf of the corporate body
• attend and take minutes of Council meeting
• ensure national policies are in place: Data Protection Act 2018, Equality Act

           2010, Localism Act 2011

They must;

• summon Councillors to meetings
• convening meetings lawfully -  at least 3 clear days prior to the date of the meeting

Responsible Financial Officer (RFO)

The Responsible Financial Officer’s role is the proper administration of the Council’s finances. They should  advise the Council in a fair, reasonable and impartial manner regarding Financial matters.

They must:

• ensure internal control – payments signed off by two Councillors
• must “Exercise public rights” – publication of Annual Governance  and Accountability Return - as public body the Council must allow the public to scrutinise for up to 30 days the accounts of the Council
• oversight of all financial records of the Council and conduct the careful administration of its finances
• prepare reports for the Finance Group and Parish Council meetings monitoring the budget
• they have delegated powers to manage the business of the council on behalf of the corporate body
• should prepare a payment list for approval, demonstrate the sound financial position and the budget for the Council
• they have delegated powers to manage the business of the council on behalf of the corporate body

Above based on:

• Good Councillor Guide
• Local Government Act 1972 – mostly schedule 12 or section 150 for finance
• Localism Act 2011