GUIDELINES FOR COMMUNITY COUNCILS


Information for Effective Community Councillor's


Community Councilor Roles & responsibilities

 The task of any Community Council is to identify the needs and aspirations of its community and to take decisions that will lead to appropriate action in that community. At some point, this might involve setting priorities on the competing or conflicting needs of different sections of the community. As a Community Council Member, you need to represent the views of your community, or your section of the community. In practice, this involves discussing issues with people in the community to clarify their views and measuring the strength of their feelings on different topics.

 

You should take a pro-active approach. Encourage people to bring issues to you so that you can take them up at Community Council meetings. Try to check out the facts, however, and if there are two sides to the story, make sure that both of them are put forward. There is little point in taking up time at meetings to discuss problems that are based simply on misunderstandings or misrepresentations of the facts.

At some point, you may find some conflict between your personal views and interests and those of the community that you represent. If such a situation does arise, the views of the community take precedence. Experience shows that if the views of individuals on the Community Council are allowed to take precedence then the community will very quickly lose confidence in the Community Council and its work may be devalued.

 

Competition and conflict are normal, healthy aspects of any vibrant community, so you shouldn’t think of them as something that can be altogether avoided. What is important is that you approach competition or conflict in a fair and reasonable manner. This means taking a balanced view of your community’s needs and aspirations and giving a fair hearing to representatives from different interest groups in your community. In particular, you should try to avoid being influenced by prejudice, whether in the sphere of race, religion, gender or any other of the labels which get attached to people.

 

Tasks For Community Councillors

Ongoing

  • Ensure that the Community Council operates effectively both in terms of legal requirements and responsibilities being carried out in a timeous manner, this is not just a task for the Office Bearers.
  • Ensure that you understand and are committed to the constitution and other governing documents of the organisation.
  • Ensure that you understand the Community Council’s financial affairs and that they are kept in order.
  • Ensure that all the assets of the organisation are well managed and maximised where possible.
  • Assist with seeking opportunities for funding
  • Ensure that new activities and projects are developed in keeping with the views of the community.
  • Promote the Community Council where possible.
  • Adhere to the Code of Conduct. 
  • Attend meetings on a regular basis and read all the papers, contribute to the discussions and make decisions.
  • Contribute to sub committees and advisory groups where appropriate.
  • Ensure that actions assigned and minuted at Community Council or sub committee meetings are undertaken within agreed time scales.
  • Keep informed on issues which affect the Community Council.
  • Assist with obtaining and representing the views, concerns, queries and suggestions of the community.
  • Act at all times in the best interests of the Community Council and its members and safeguard the good name and values of the Community Council.

  • To declare any conflicts of interest as soon as they are known.
  • Participate in training events which are relevant to the role.

Monthly Tasks

Pre Meeting:

  • Prepare for the meeting, ensuring that any agenda items are submitted to the Secretary timeously and all papers are read.

During Meeting:
  • Help to ensure the meeting is productive by, for example, keeping contributions focussed; listening and being respectful of others opinions.
  • Take part in discussions and decision making.
  • Assist all committee members to be involved.
  • Offer information and suggestions.
  • Provide clarification.
  • Accept other relevant responsibilities (e.g.  sub committees, preparing newsletter etc.)

Post Meeting:
  • Carry out any delegated tasks

Skills of a Good Community Council Member

  • Written and/or verbal communication skills.
  • Understanding of issues faced by the local Community



The Chairperson

The Chairperson has the most important role to play in making sure that Community Council meetings run smoothly. But even a good Chairperson will find the task exhausting unless the role is respected by all members of Community Councils.

The Chairperson is elected in line with the rules set out in the Community Council’s Constitution. Your secretary should be able to provide you with a copy. The Constitution is very important because it provides the framework of procedures that govern the work of your Community Council.

The Chairperson’s job is to make sure that decisions are taken on all of the items which are on the Agenda. This usually means that they have to make judgements about how much time to allocate to each Agenda item. It also means that he or she may occasionally have to bring speakers back to the Agenda and encourage people to make their contributions brief and to the point.

In regular meetings, all speakers will be expected to address their comments to the Chairperson. This helps the Chairperson to keep control of the discussion. In Committee meetings where proceedings do not need to be so formal, the Chairperson may be happy simply to steer the general direction of the discussion.

 

Decision Making and Voting

  • Before discussions start ensure that any conflicts of interests are dealt with according to guidelines.
  • Look for areas of agreement.
  • Test to see if there is agreement.
  • Decide when to vote.
  • Conduct the vote.
  • Make sure decisions are taken and agreed.
  • Make sure that the responsibility for action is allocated and recorded.

Rules

Perhaps most importantly of all, the Chairperson is expected to know the rules by which the Community Council operates, and make sure that at all stages of its work it is operating in line with any formal procedures. In this context, the Chair can be called upon to act as an arbiter when there is a disagreement about how the rules should be interpreted. The Vice-Chairperson has no specific duties other than standing in for the Chairperson when he or she is unable to be present. Often, this year’s Vice- Chairperson is next year’s Chairperson in waiting.

 

Tasks for a Chairperson

Ongoing

  • Ensure that the Community Council operates effectively both in terms of legal requirements and responsibilities being carried out in a timeous manner.
  • Lead the Community Council, ensuring that members are inducted, take part in appropriate training, are aware of their roles and responsibilities and ensure that the Committee operates as a team.
  • Help organise meetings in conjunction with the secretary ensuring that they are called in line with your rules.
  • Ensure all sub committees commissioned by the Community Council have clearly defined, understood and agreed Terms of Reference.
  • Take an active part in resolving conflict within the Committee bearing in mind the best interests of the organisation and its beneficiaries.
  • Ensure that all actions agreed to are carried out.
  • Represent the Community Council at external meetings or delegate this responsibility to other Community Council

 

Monthly Tasks

Pre Meeting:

  • Allocate approximate times to each agenda item to ensure that the meeting doesn’t run over time but also each item can be fully discussed.

 

During Meeting:

  • Perform introductions and welcome, ensuring that members of the public understand when and how they can participate.
  • Introduce all agenda items and ensure that they run to time.
  • Be familiar with all agenda items.
  • Remain neutral.
  • Ensure that all Community Council members are involved in discussions and the decision making process don’t allow the same people to dominate.
  • Help the group to take responsibility for what it wants to accomplish.
  • Be prepared to rule on points of order.
  • Aim for consensus during the meeting, votes should be organised according to your rules and the casting vote should be used as sparingly as possible. Best practice is for the casting vote to be for the status quo.
  • Ensure that the Community Council is reflecting the views of the wider community.
  • Help to clarify goals.
  • Have an overview of the task/goals of the meeting.
  • Ensure that Community Councillors adhere to the Code of Conduct.
  • Stay in control. 

Post Meeting

  • Ensure that all action points agreed on at the last meeting have been achieved

 

Annually

  • Organise AGM in conjunction with the secretary.
  • Prepare an annual report and give chairman's report at the AGM on the past year's work and any initiatives, goals etc for the next year.
  • Chair AGM.

Skills of a Good Chairperson

  • Ability to lead and manage meetings.
  • Speaks clearly and succinctly;
  • Is sensitive to the feelings of members and ensures that members treat each other with respect.
  • Is impartial and objective.
  • Has good time-keeping skills, ensuring that meetings start and finish on time.
  • Ability to delegate duties.
  • Ability to ensure that decisions are taken, recorded and carried out.
  • Has local knowledge including groups operating in the area, the views of residents and an understanding of how East Inverclyde Council operates.

 

The role of the Secretary

To be successful, a Community Council must have an energetic and conscientious Secretary prepared to put in the necessary time and effort. It is more than desirable for all Members, but especially the Chair, to spread the Secretary’s workload by, for instance, delegating some of his or her responsibilities to others, either individually or to small Sub-Committees. It is bad policy to overload your Secretary - you might find difficulty getting volunteers! The duties may be allocated to more than one person, for instance, having someone to act as Minute Secretary - taking Minutes at meetings.


It is essential that the Secretary has access to word-processing and photocopying facilities.

 

Tasks for a Secretary

Ongoing

  • Ensure that the Community Council operates effectively both in terms of legal requirements and responsibilities being carried out in a timeous manner.
  • Organise meetings in conjunction with the Chairperson ensuring that they are called in line with your rules.
  • Keep all Community Council records accurate and up to date.
  • Take advice from other sources including legal and financial advice where this is necessary and where the committee does not have the required expertise.
  • Ensure that any delegated responsibilities eg minute taking, correspondence, newsletters etc are carried out timeously and effectively.
  • Signatory for all the Community Council financial expenditure.
  • Keep contact lists for committee members, members of the community and volunteers interested in the work of the CC, and lists of individuals and organisations which may be useful to the committee.
  • Keep an organised file of minutes and reports – ideally both hard and soft copies. This should also include any publications or printed documents the committee has produced (e.g. flyers, leaflets, brochures).
  • Keep a record of the CCs projects and activities, and write up short summaries of them if possible. This will be useful to look back on. It could also be beneficial to report these to members, the press and the public.
  • Ensure that new members receive and sign for Induction Pack and Good Practice Guidance.
  • Make it easy for others to take over by keeping clear records.

 

Monthly Tasks

Pre Meeting:

  • Meet with Vice Chair, Treasurer and Secretary before meetings to set agenda and confirm financial report. Allocate approximate times to each agenda item to ensure that the meeting doesn’t run over time but also each item can be fully discussed.
  • Ask members if they have any agenda items to be included.
  • Ensure members receive all papers before each meeting.
  • Book the venue.
  • Look after invited visitors and guest speakers.

During Meeting:

  • Ensure the meeting is quorate.
  • Take minutes.

Post Meeting:

  • Ensure minutes are written up and any correspondence arising from the meeting is dealt with.
  • Ensure that minutes are sent to Vibrant Communities within the set timescales.

 

Annually

  • Organise AGM in conjunction with the Chairperson.
  • Prepare a report for the AGM.
  • Set the dates for meetings for the next year.

Skills of a Good Chairperson

  • An understanding of the aims and objectives of the Community Council.
  • Management skills.
  • Administrative skills.
  • Well organised and conscientious with a good eye for detail.
  • Have tact and discretion.
  • Communication skills.
  • Be able to maintain confidentiality.
  • Be able to react to opportunities and make decisions.
  • Ability to record meetings accurately and concisely.

 


 

Role of the Treasurer

While the Treasurer has responsibility to record financial transactions, the Community Council as a group has responsibility to ensure that income and expenditure conforms to the rules and regulations of the Community Council. A written financial report should be provided at each monthly meeting and the Treasurer should be happy to answer any questions which may arise.

 

Tasks for a Treasurer

Ongoing

  • Ensure that the Community Council operates effectively both in terms of legal requirements and responsibilities being carried out in a timeous manner.
  • Implement and adhere to a financial protocol.
  • Maintain accurate and up-to-date financial records for the Community Council
  • Signatory for all the Community Council financial expenditure.
  • Issue all cheques and make payments on behalf of the Community Council in a timely manner.
  • Where possible do not pay bills using cash and never use money waiting to be paid in to pay for bills or expenses.
  • Ensure that all payments have been agreed by the Community Council, has been minuted and is fully recorded in the accounts.
  • Ensure all cash is banked as quickly as possible.
  • Prepare and issue receipts for monies received.
  • Deal with financial related correspondence.
  • Do not allow anyone to “borrow” money to be repaid at a later day. All expenditure must be covered by appropriate invoices / receipts.
  • If any tasks are delegated ensure that they are completed (e.g. responsibility for sub group financial reporting)
  • Manage debtors.
  • Ensure that reserved and unreserved funds are properly accounted for.
  • Make it easy for others to take over by keeping clear records.

Monthly Tasks

Pre Meeting:

  • Prepare a financial report outlining income and expenditure, ensuring that reserves and unreserved funds are clearly accounted for. This should also include any sub committees appointed by the Community Council.
  • Meet with Vice Chair, Treasurer and Secretary before meetings to set agenda and confirm financial report.
  • Allocate approximate times to each agenda item to ensure that the meeting doesn’t run over time but also each item can be fully discussed.

During Meeting:

  • Report financial position to the Community Council by way of monthly Income and Expenditure accounts.
  • Advise the Community Council of financial constraints, obligations and opportunities at the regular Community Council meetings.
  • In conjunction with other Community Councillors ensure that funds are spent appropriately.

 

Post Meeting:

  • Deal with any expenses claims or other financial requests arising from the meeting.

 

Annually

  • Establish and maintain Community Council bank/building society account(s) and banking arrangements and ensure that they are still fit for purpose.
  • If telephone banking or online banking is used ensure that the same safeguards are in place that you would have on any other bank account.
  • Produce and monitor the annual budget including sub group budgets.
  • Ensure all Community Council insurance commitments are understood and acted upon.
  • Prepare end of year financial report for AGM including sub groups.
  • Prepare required information for the auditors and Inverclyde Council including sub group information.
  • Confirm cheque signatories and ensure that they still meet the criteria laid down in Community Council rules.

Skills of a Good Chairperson

  • An understanding of the aims and objectives of the Community Council.
  • Methodical and reliable.
  • Ability to communicate effectively.
  • Maintain confidentiality.
  • Be numerate – capable of handling figures and cash
  • An understanding of a balance sheet and Income and Expenditure account.
  • Have experience of handling finances, financial control and of budgeting.
  • Be able to explain financial matters to non-financial people when asked.
  • Ability to use spreadsheets and/or alternative presentation tools. 

 


Conflict of Interest

Community Councillors should be mindful of their role as statutory consultees when meeting organisations or applicants such as Wind Farm Developers, Housing Developers or individual applicants as this could preclude the Community Council from undertaking its statutory function. It must be remembered that planning application decisions may be overturned by Inverclyde Council if irregularities are discovered. Community Councillors should also remember that they are elected to represent the views of their community and not their own views or those of any other groups they may sit on. If you are appointed to sit on another group by the Community Council you must be aware of your responsibilities to the Community Council when taking decisions on behalf of your other group.

 

What is a Conflict of Interest?


 

For individual Community Councillors

  • A direct business or contractual link to a planning application.
  • A nomination or appointment to another group, sub group or trust that requires a decision by the Community Council.
  • A community group, which has members on the Community Council, stands to benefit from a decision taken by the Community Council.
  • A family member or friend works for an organisation which the Community Council is considering buying services from.


For the Community Council

  • When the Community Council has accepted gifts or donations from those who will be applying for planning permission or a licence.
  • When the Community Council accepts hospitality or room space from a company or business.
  • When the Community Council agrees to distribute community funds on behalf of an external organisation.

 

When should conflicts of interest be declared?

Conflicts of Interest should always be declared to ensure that all actions of the Community Council remain open and transparent. The important thing to remember is whether other people may think that your interest could influence a decision. Conflicts of interests should be recorded in the minutes.

 

How can community councils handle conflicts of interests?

  • Keep a register of interests for all Community Councillors detailing both financial and non-financial interests.
  • Ensure all conflicts of interest are declared before the matter is discussed.
  • Decide whether the Councillor involved may stay in the room to listen to the discussion; take part in the discussion or must leave the room.
  • Note in the minutes the Conflict of Interest, whether it affects the Community Council as a whole or a named individual and whether those involved left the room during the discussion, remained but did not take part in the discussion or vote and / or took part in the discussion.
  • If it is a Conflict of Interest affecting the Community Council ensure that it is properly documented. If funds are involved ensure that satisfactory systems are in place to safeguard Community Councillors and to keep the transactions open and transparent.