STANDING ORDERS & CODE OF CONDUCT

September 2006

STANDING ORDERS (102 - 122)

PAYMENT OF SALARIES & WAGES

102. As an employer, the council shall make arrangements to meet fully the statutory requirements placed on all employers by PAYE and National Insurance legislation. The payment of all salaries shall be made in accordance with payroll records and the rules of PAYE and National Insurance currently operating, and salaries shall be as agreed by Council.

103. Payment of salaries and payment of deductions from salary such as may be made for tax, national insurance and pension contributions, may be made in accordance with the payroll records and on the appropriate dates stipulated in employment contracts, provided that each payment is reported to and ratified by the next available Council Meeting.

LOANS & INVESTMENTS

104. All loans and investments shall be negotiated in the name of the Council and shall be for a set period in accordance with Council policy.

105. The council shall consider the need for an Investment Policy which, if drawn up, shall be in accordance with relevant regulations, proper practices and guidance. Any Policy shall be reviewed at least annually.

106. All investments of money under the control of the Council shall be in the name of the Council.

107. All borrowings shall be effected in the name of the Council, after obtaining any necessary borrowing approval. Any application for borrowing approval shall be approved by Council as to terms and purpose. The terms and conditions of borrowings shall be reviewed at least annually

108. All investment certificates and other documents relating thereto shall be retained in the custody of the Clerk.

INCOME

109. The collection of all sums due to the Council shall be the responsibility of and under the supervision of the Clerk.

110. Particulars of all charges to be made for work done, services rendered or goods supplied shall be agreed annually by the Council, notified to the Clerk and the Clerk shall be responsible for the collection of all accounts due to the Council.

111. The Council will review all fees and charges annually, following a report of the Clerk.

112. Any sums found to be irrecoverable and any bad debts shall be reported to the Council and shall be written off in the year.

113. All sums received on behalf of the Council shall be banked intact by the Clerk In all cases, all receipts shall be deposited with the Council's bankers with such frequency as the Clerk considers necessary.

114. The origin of each receipt shall be entered on the paying-in slip.

115. Personal cheques shall not be cashed out of money held on behalf of the Council.

116. The Clerk shall promptly complete any VAT Return that is required. Any repayment claim due in accordance with VAT Act 1994 section 33 shall be made at least annually coinciding with the financial year end.

117. Where any significant sums of cash are regularly received by the Council, the Clerk shall take such steps as are agreed by the Council to ensure that more than one person is present when the cash is counted in the first instance, that there is a reconciliation to some form of control such as ticket issues, and that appropriate care is taken in the security and safety of individuals banking such cash.

ORDER FOR WORKS, GOODS & SERVICES

119. An official order or letter shall be issued for all work, goods and services unless a formal contract is to be prepared or an official order would be inappropriate. Copies of orders shall be retained.

120. Order books shall be controlled by the Clerk.

121. All members and Officers are responsible for obtaining value for money at all times. An officer issuing an official order shall ensure as far as reasonable and practicable that the best available terms are obtained in respect of each transaction, usually by obtaining three or more quotations or estimates from appropriate suppliers, subject to any de minimis provisions in SO 123 & 124 below.

122. The Clerk shall verify the lawful nature of any proposed purchase before the issue of any order, and in the case of new or infrequent purchases or payments the Clerk shall ensure that the statutory authority shall be reported to the meeting at which the order is approved so that the Minutes can record the power being used.

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