1. Role of Council Representatives on External Bodies
1.1 Representation and Responsibilities
A representative of St Stephen in Brannel Parish Council on an external body acts on behalf of the Council, rather than in a personal capacity. They must adhere to Council policies and operate within the scope of the Council’s corporate responsibilities. The role of the representative is to promote collaboration, share knowledge, and strengthen partnerships between the Council and external organisations.
1.2 Register of Interests
Councillors appointed to serve on an external body must ensure that their appointment is recorded in their Register of Interests.
1.3 Declaration of Interests
When the Council discusses matters related to an external body on which a councillor serves, they must declare an interest in accordance with the adopted Code of Conduct and follow the appropriate procedures for participation in the discussion or decision-making.
1.4 Appointment Process
Appointments to external bodies are made by the Full Council.
1.5 Notification to the Organisation
Following the appointment of a representative, the Clerk will formally notify the relevant organisation of the Council’s nominee.
1.6 Financial and Resource Commitments
Representatives are not authorised to commit Council funds or resources (financial or otherwise) to an external body. Any request for Council support must be submitted in writing and considered for approval by the Full Council.
1.7 Administrative Support
Administrative support from Council staff is not available to external bodies or their representatives. Councillors serving on external bodies are responsible for their own administrative arrangements.
1.8 Reporting to the Council
Representatives should regularly update the Council on the activities of the external body. Ideally, this should be done through regular reports presented at Full Council meetings, either as a formal agenda item or within a councillor’s report.
1.9 Attendance at Meetings
Representatives are expected to attend as many meetings of the external body as reasonably possible. If unable to attend, apologies must be sent directly to the organisation with the Clerk copied in.
1.10 Communication from External Bodies
The Council expects external bodies to keep their representatives informed of all meetings and to provide relevant documentation in a timely manner.
1.11 Confidentiality
Representatives must maintain confidentiality regarding any matters discussed within the external organisation, as well as in Council meetings where applicable. Unauthorised disclosure of confidential information will be treated as a breach of the Code of Conduct.
1.12 Replacement of Representatives
An external body may request a change in its Council representative. If this occurs, the Council will nominate a replacement, rather than allowing the external body to select one independently. Non-attendance without reasonable justification may also be grounds for replacement.
1.13 Changes in Representation Requirements
External organisations may notify the Council at any time if they no longer require a representative, in line with their governance arrangements. The Council will review representation requirements annually at its Annual Meeting.
2. General Guidance for Representatives
2.1 Understanding the Organisation
Representatives should familiarise themselves with the legal status, governance structure, and constitution of the external body.
2.2 Declaring Interests
At the first meeting with an external body, representatives should declare any general interests
that may be relevant to their role.
2.3 Acting with Integrity
Representatives must act with honesty, professionalism, and in the best interests of both the Parish Council and the external organisation.
2.4 Communication with Council Officers
If the representative identifies new activities or initiatives that may involve the Council, they should discuss them with the Parish Clerk or relevant officers, providing any supporting documentation.
2.5 Active Participation
Representatives should engage fully in the work of the external body by asking questions, seeking clarity, and ensuring transparency in decision-making.
2.6 Confidentiality and Information Sharing
Representatives must respect confidentiality agreements and should not share sensitive or restricted information without proper authorisation.
2.7 Managing Conflicts of Interest
Conflicts of interest should be identified and managed appropriately. Representatives must declare any potential conflicts and, where necessary, remove themselves from discussions or decisions.
2.8 Voting on External Body Matters
Representatives should not vote on matters within the external body unless they have received specific instructions from the Council to do so.
2.9 Seeking Advice
If a representative requires guidance on legal, ethical, or governance matters related to their role, they should consult the Monitoring Officer or Clerk.
[1] Adopted at the Full Council Meeting held on Wednesday 2 April 2025 under minute number FPC41/25. Due for review in April 2028.