Adopted 19th July 2013







1        MEETINGS







4        CHAIRMAN





9        VOTING




































1. 0    Meetings


1.1     Quarterly meetings of the Association shall be held in the months of

            January, April, July and October of each year.


1.2      There shall be held a meeting of the Executive in the months of

March, June, September and December of each year.


1.3     Smoking shall not be permitted at any meetings of the Council.


2.0      Special Meeting


      2.1       A special meeting of the Association may be called by the Chair of

The Association, the Vice Chair (in the absence of the Chair) or Secretary to conduct urgent business.


2.2       A special meeting of a Executive may be called by the Chairman of

The Association, or the Secretary.


2.3       A special meeting of the Association or Executive can be called by no

less than three Councils by request to the Secretary.


2.4      When a special meeting is called the agenda must be made known to the

Secretary so that every Member is aware of the reason for the meeting.


      3.0      The Annual General Meeting


      3.1      The Association shall hold its Annual General Meeting each year in





    4.0        Chairman

4.1        The Chair of any Association Meeting shall be the chair of those

meetings or in the absence of the Chair the Vice Chair.


4.2          In the absence of both the Chair and Vice Chair

the immediate past Chair shall preside.


5.0         Quorum of the Association and Executive

5.1        Three members or one third of the total Membership, whichever

is the greater, shall constitute a quorum at all Meetings of the



5.2        If a quorum is not present or if during the meeting the number of

Councillors present (not counting those debarred by reason of

declared interest) falls below the required quorum, the meeting shall

be adjourned and business not transacted shall be so transacted at

the next meeting or on such other date and time as the Chairman may



6.         Order of business

6.1      At each Annual Council Meeting the business shall include the approval of

minutes, election of officers, approval of accounts, setting of dates for

meetings and venues, membership fees and meal costs together with such

other matters as shall be agreed between the Chair and Secretary.


6.2       At every Association meeting other than the Annual Meeting the first

business shall be to appoint a chairman if the Chair,

Vice Chair or immediate past Chair of the Association

shall be absent.


6.3         After the first business has been completed, the order of business is to be

confirmed by the Chair as per the agenda, or re-ordered if so


    7.0        Urgent Business

7.1        A motion to vary the order of business on the grounds of urgency:

7.1.1.   May be proposed by the Chair or by any Member, and if

proposed by the Chair, may be put to the vote without being

seconded and shall be put to the vote without discussion.


    8.0      Rules of Debate
    8.1      No discussion of the Minutes of the immediate previous meeting shall take
               place other than about their accuracy or corrections to the Minutes and
               such alterations shall be initialled by the Chairman.


8.2      A resolution or amendment shall not be discussed unless it has been

proposed and seconded, and, unless proper notice has already been given,

it shall, if required by the Chairman, be reduced to writing and handed to

her/him before it is further discussed or put to the meeting.


8.3          A Member when seconding a resolution or amendment may, if s/he then

declares her/his intention to do so, reserve her/his speech until a later period

of debate.


8.4          A Member shall stand, give their name and Council and then

         direct her/his speech to the question under discussion or to

a personal explanation or to a question of order.


8.5          No speech by a mover of a resolution shall exceed five minutes

and no other speech shall exceed  three minutes except by the Consent of

the Council.


8.6          An amendment shall be either:

8.6.1     To leave out words.

8.6.2     To leave out words and insert others.

8.6.3     To insert or add words.


8.7        An amendment shall not have the effect of negating the resolution before the



8.8        If an amendment be carried, the resolution, as amended, shall take the place

of the original resolution and shall become the resolution upon which any

further amendment may be moved.


8.9              A further amendment shall not be moved until the Association has disposed

of every amendment previously moved.


8.10      The mover of a resolution or of an amendment shall have a right of reply, not

exceeding five minutes.


8.11      A  Member, other than the mover of a resolution, shall not, without leave of

the Association, speak more than once on any resolution except to move an

amendment or further amendment, or on an amendment, or on a point of

order, or in personal explanation, or to move a closure.


8.12      A Member may speak on a point of order or on a personal explanation.  A

member speaking for these purposes shall be heard forthwith.  A personal

explanation shall be confined to some material part of a former speech by

her/him which may have been misunderstood.


8.13     A motion or amendment may be withdrawn by the propos or with the consent

of the Association, which shall be signified without discussion, and no

member may speak upon it after permission has been asked for its

withdrawal unless such permission has been refused.


8.14 When a resolution is under debate no other resolution shall be moved except

The following:

8.14.1  To amend the resolution.

8.14.2  To proceed to next business.

8.14.3  To adjourn the debate.

8.14.4  That the question now be put.

8.14.5  That a Member named shall not be further heard.

8.14.6  That a Member named leave the meeting.

8.14.7  That the resolution be referred to a Committee.

8.14.8  To exclude the public and press.

8.14.9  To adjourn the meeting.


8.15    The ruling of the Chair on a point of order or on the admissibility of a

personal explanation shall not be discussed.


8.16    Any member who wishes to speak shall raise their hand and shall not speak

until asked to do so by the Chair.


8.17    Members shall address the Chair.


8.18    If two or more members wish to speak the Chair shall decided who to call



8.19    Whenever the Chair speaks during a debate all other members shall be



9         Voting


9.1      Members shall vote with a show of hands except where:

9.1.1   More than four of those members present and voting require a

secret vote.

9.1.2       Only Councillors representing Member Councils may vote on any



9.2      The votes shall be recorded if at least one member requires it and shall

be recorded by the Secretary.  Such a request must be made prior to

moving to the next business.


9.3      If at any meeting the voting shall be tied then the Chair shall have

a casting vote whether or not such person has voted already.


9.4      If the person presiding at the Annual Meeting would have ceased to be a

Member of the Association but for the statutory provisions which preserve the membership of the Chair and Vice Chair until the end of

their term of office he or she may not give an original vote in an election

for Chair.


9.5     The person presiding must give a casting vote whenever there

is an equality of votes in an election for Chair.



10        Voting on appointments

10.1    Where more than two persons have been nominated for any position to be

filled by the Association and of the votes given there is not an absolute

majority in favour of one person, the name of the person having the least

number of votes shall drop off the list and a fresh vote taken, and so on until a

majority of votes is given in favour of one candidate.


11        Resolutions Moved on Notice

11.1     Except as provided by these Standing Orders, no resolution may be moved

unless the business to which it relates has been put on the Agenda by the

Secretary or the Mover has given notice in writing of its terms and has

delivered the notice to the Secretary at least fourteen clear days before the

next meeting of the Association.


11.2    The Secretary shall date every notice of resolution or recommendation when

received by him, shall number each notice in the order in which it was

received and shall enter it into a book which shall be open to inspection for

every member of the Association.


11.3    The Secretary shall insert in the summons for every meeting all notices of

motion or recommendation properly given in the order in which they have

been received unless the member giving a notice of motion has stated in

writing that  s/he intends to move at some later meeting or that s/he

withdraws it.


11.4    If a resolution or recommendation specified in the summons is not moved

either by the member who gave notice of it or by another member, it shall,

unless postponed by the Association, be treated as withdrawn and shall not

be moved without fresh notice.


12        Resolutions Moved without Notice

12.1     Resolutions dealing with the following matters shall be moved without notice:

12.1.1   To appoint a Chairman of the meeting.

12.1.2   To correct the minutes.

12.1.3   To approve the minutes.

12.1.4   To alter the order of business.

12.1.5   To proceed to the next business.

12.1.6   To close or adjourn the debate.

12.1.7   To refer a matter to the Executive.

12.1.8   To appoint a Committee or members thereof.

12.1.9   To adopt a report.

12.1.10 To authorise the signing of documents.

12.1.11 To amend a motion.

12.1.12 To give leave to withdraw a motion or amendment.

12.1.13 To extend the time limit for speeches.

12.1.14 To exclude the public or press.

12.1.15 To silence or eject a Member named for misconduct.

12.1.16 To give the consent of the Association where these Standing Orders

require such consent.

12.1.17 To suspend any Standing Order.

12.1.18.To adjourn any meeting.


13        Alterations of Resolution

13.1    A Member may, with the consent of his or her seconder, move amendments

to his or her own resolution.


14       Recession of Previous Resolution

14.1    A decision (whether affirmative or negative) of the Association shall not be

reversed within six months except either by a special resolution, the written notice whereof bears the names of at least three members of the Association.

14.2     When a special resolution or any other resolution moved under the provisions

of paragraph 14.1 of this order has been disposed of, no similar resolution

may be moved within a further six months.

14.3    Such decisions maybe re-considered earlier if there is new and relevant

information available which was not considered at the time of the decision.


15       Right to Reply

15.1    The mover of a resolution shall have a right to reply immediately before the

resolution is put to the vote.  If an amendment is proposed the mover of the

amendment shall be entitled to reply immediately before the amendment is

put to the vote.  A member exercising a right of reply shall not introduce a

new matter.  After the right of reply has been exercised or waived, a vote

shall be taken without further discussion.


16       Questions

16.1    A member may ask the Chairman of the Association or Secretary any

question concerning the business of the Association.


16.2     Every question shall be put and answered with or without discussion.


16.3     A person to whom a question has been put may decline to answer.



17        Closure

17.1     At the end of any speech a Member may, without comment,

            move “that the question be now put”, “that the debate be now adjourned” or 

            “that the Association do now adjourn”.  If such motion is seconded, the Chair

            shall put the motion but, in the case of motion “that the question be now put”

            only if he is of the opinion that the question before the Meeting has been

            sufficiently debated. If the motion “that the question be now put” is carried,

            s/he shall call upon the mover to exercise or waive her or his right of reply

            and shall put the question immediately after that right has been exercised or

            waived.  The adjournment of a debate or of the Meeting shall not prejudice

            the mover’s right of reply at the resumption. 



18        Admission of the Public and Press at Meetings

18.1     The public and press shall not be admitted to all meetings of the Association

and its Executive.


18.2    The Chair may approve an invitation to the press if it is felt that such

attendance is in the interests of the Association.





19          Disorderly Conduct 

19.1      All members must observe the Code of Conduct, a copy of which is available from

the Secretary.


19.2      No member shall at a meeting persistently disregard the ruling of the

Chair, wilfully obstruct business, or behave irregularly, offensively,

improperly or in such a manner as to bring the Association into disrepute.


19.3      If, in the opinion of the Chair, a Member has broken the provisions of

section 19.2 above of this Order, the Chair shall express that opinion

to the Meeting and thereafter any Member may move that the member

named be no longer heard or that the Member named do leave the meeting,

and that the motion, if seconded, shall be put forthwith and without



19.4    If a Member reasonably believes another Member is in breach of the

code of conduct, that Member is under a duty to report that breach to

the Chair or Secretary for discussion at the next available Quarterly or

Executive Meeting.


19.5     If either of the motions mentioned in section 19.3 above is disobeyed the

Chair may adjourn the meeting or take such further steps as

may be reasonably necessary to enforce them.


19.6     If any Member shall be considered by the Chair to be in breach of the

Code of Conduct or the Standing Orders such breach shall be reported to the

Chair and the Association will be asked as a corporate body to decide on

such matter.


20       Interests

20.1    If a Member has a personal interest as defined by the Code of Conduct

adopted by the Association then that interest must be declared and a

decision made by the Member to either stay or withdraw from the



21        Confidential Business

21.1    No member of the Association shall disclose to any person not a member of

the Association any business considered to be of a sensative nature.


21.2    Any member in breach of the above provisions of this Standing Order shall be

removed from the Association Meetings for an agreed period.


22      Unauthorised Activities


22.1  No Member of the Association shall express any view on behalf of the

Association at the Welsh Assembly or at Parliament unless it has first been:

Discussed at a meeting of the Association.

Discussed at a meeting of the Executive.

Contained in an approved response to a consultation.

Contained in a consultation response through Web Site

Consultation (where time does not allow the



23      Code of Conduct on Complaints

23.1   The Association shall adopt a code of conduct and complaints procedure as a separate document.





24          Financial Matters

24.1      The Association shall conduct all financial matters in a transparent way.


24.2       The Secretary (or treasurer if appointed) shall:

25.2.1  Keep accounting records and systems of internal control.

25.2.2    Provide information for auditors appointed by the Annual Meeting.

25.2.3    A report shall be presented to each meeting of the Association.

25.2.4  Expenditure shall be approved by the Association.

25.2.5  Membership fees and lunch costs shall be approved at the Annual Meeting.


25     Resolutions on Expenditure

25.1 The Association can authorise expenditure in the following ways:

Approval at the Association Quarterly Meeting

Approval at an Executive Meeting

Approval by the Chair in an emergency

Approval by the Secretary in line with a budget or approval of the



26       Expenditure

26.1    All cheques must be signed by a designated Officer of the Association and the

Secretary or Treasurer.


26.2      Under no circumstances must blank cheques be signed.





27       Signing of Documents

27.1     A document shall not be signed unless so passed by a resolution of the



27.2     If a document is to be so signed then two Councillors shall be recorded in the

minutes and they shall effect the signing on behalf of the Association.


28       Consultations

28.1     Where a consultation is considered to be important to the work of Town and

Community Councils a paper shall be prepared by either the Secretary or

Assistant Secretary for Members.


28.2     Where possible the consultation shall be discussed at the Quarterly Meeting,

if not possible then the Executive Meeting and if that is not possible by

posting on the Web Site seeking observations.


28.3     The consultation response in final form shall be posted on the Web Site.


29        Variation, Revocation and Suspension of Standing


29.1     No alterations to these standing orders shall be made other than by recommendation from the Executive Meeting the Annual Meeting of the Association.


29.2     No alterations can come into effect until approved by the Annual Meeting of the Association.



30.       Copies of Standing Orders to Members

30.1     A copy of these Standing Orders shall be made available to member

Councils and shall be posted on the Web Site.


31.       Welsh Language Policy

31.1     The Association has adopted and will operate the Welsh Language Policy (Blue Version)

31.2     The Association will reply in Welsh if requested to any public or members letters or queries.

31.3     The Association will issue its Agenda and Minutes in Welsh if requested.

31.4     If a Member wishes to receive any supporting papers in Welsh, translation must be arranged by the Member Council affected at their own cost.



Signed………………………………………………………………………    Chair


Signed………………………………………………………………………   President


Signed………………………………………………………………………  Secretary


Dated 19th July 2013



RAR/July 2013