The Chairperson

 

A Chairperson:

• Is a member of the Council and is elected annually
• Has the authority at meetings and must be obeyed
• Is the interface between the public and the Council
• The one to welcome speakers and make them ‘feel at home’
• Is to make sure the decision is clear for the clerk to act upon

Note: The Chairperson on their own has no power to make decisions without the Resolution of the Council

Presiding at the Annual Meeting of the Parish Council:

The retiring chairperson, or in their absence, the vice chair must preside at the meeting for the first item on the agenda (after apologies and checking previous minutes) ‘To Elect Chairperson’.  If it is a meeting after an election then the retiring chair or vice chair presides, even if they are no longer councillors.  If both are absent then the meeting may appoint another councillor to preside.  It is illegal for a clerk to take the chair at a meeting.

Election of a Chair:

If the presiding chair is no longer to be a member of the council then they only have a casting vote.  If they are still going to be a member then they have a vote and a casting vote (they can vote for themselves if they want).  The chairperson of the council should give a report to the APM on the activity of the council (in this meeting, if they are not an elector in the parish, they only have a casting vote).

Once voted in, the new chair signs their declaration of acceptance of office and presides over the meeting immediately.

What does a good chairperson do?

Plan the meeting with the clerk and ensure that everything on the agenda is legal.

Brief themselves and prepare fully – study all relevant information and anticipate the needs and interests of the members.  The Chairperson can then answer questions or deal with requests for information.

Be punctual – the Chairperson should set a good example by arriving early to check the arrangements and welcome members, the public and any visiting speakers.

Conduct the meeting  –

1. Check there is a quorum (minimum number of members needed to make the meeting legal)
2. Call the meeting to order and declare it open
3. Welcome members, the public and visiting speakers to the meeting
4. Introduce the standard items on the agenda – apologies; declarations of interest; confirmation of minutes of previous meeting
5. Introduce the agenda items and ensure that all members know what they have to achieve and how they might do it encourage participation
6. Stimulate an exchange of ideas and experience
7. Ensure that all have a chance to express their views freely
8. Keep the members aware of objectives
9. Maintain focus
10. Guide and progress discussion towards achieving the objectives
11. Manage conflict
12. Be fair and balanced
13. Preserve order
14. Enforce rules of procedure
15. Rule on disputed matters.