Standing Orders
| Last approval Date | Presented 16 June 2025 |
|---|---|
| Review Date | June 2026 |
| Related Legislation/Applicable Section of Legislation | Local Government Act (Northern Ireland) 2014; Local Government (Executive Arrangements) Regulations (Northern Ireland) 2014; Political Parties, Elections and Referendums Act 2000; Local Government Finance (Northern Ireland) Act 2011. |
| Related Policies, Procedures, Guidelines, Standards, Frameworks | Scheme of Delegation Northern Ireland Local Government Code of Conduct for Councillors Council Constitution Protocol for Presentations to Council Protocol for the Operation of the Planning Committee Protocol for the Establishment of a Sub-Committee Council Decision Making Process Protocol for Public Questions Protocol for the Recording and operation of Remote Meetings |
| Replaces | Standing Orders – 5 June 2023 |
| Policy Lead | Chief Executive Interim Director of Corporate Services |
| Sponsor Directorate | Chief Executive’s Office |
| Version | 14 |
4. Motions (Rules of Debate in Standing Order 7 Apply)
9. Call-In Process (Mandatory)
10. Positions of Responsibility etc. – Time Limits (Mandatory)
11. Appointment of more than one Committee (Mandatory)
12. Rescission of a Preceding Resolution
16. Suspension and Amendment of Standing Orders
17. Interpretation of Standing Orders
The documents below are available as part of the downloadable pdf:
Glossary
Appendix 1 – Scheme of Delegation and Financial Regulations
Appendix 2 - Protocol for the acceptance of applications to present to Council and Council Committees
Appendix 3 – Protocol for Operation of the Planning Committee
Appendix 4 – Protocol for the Establishment of a Sub-Committee
Appendix 5 – Council Decision Making Process
Appendix 6 – Protocol for the recording and operation of remote Meetings
Introduction
Standing Orders are the written rules of the Council.
Their primary purpose is to ensure that the business of Mid and East Antrim Borough Council and its Committees is properly regulated and conducted in an efficient, fair and legal manner.
These Standing Orders should be read and applied in conjunction with Council’s Scheme of Delegation and Financial Regulations (Available on Council’s website).
Where any conflict arises in relation to these documents, the Standing Orders will prevail.
Where there is conflict between the legislation and Standing Orders, legislation will prevail.
1. Standing Orders
1.1 No arrangements shall be made whereby a Committee, Sub-Committee or Officer may exercise any power of the Council to vary, revoke or add to these Standing Orders.
1.2 Except where it is recommended by a Committee, any Motion to amend, revoke or add to these Standing Orders, when appropriately proposed, seconded and carried by a majority vote, shall be - adjourned without further discussion to the next Meeting of the Council, and shall be referred to such Committee as the Council shall direct for report to that Meeting.
1.3 A copy of these Standing Orders - shall be given to each Member upon receipt of his/her declaration of acceptance of office or as soon as possible thereafter.
They shall contain the relevant extracts from enactments regulating the proceedings and business of the Council.
1.4 In the interest of transparency and in order to highlight -the governance arrangements for the Council and Committee Meetings to the general public, a copy of Standing Orders will also be available on our website.
1.5 In the event of a difference of opinion on the interpretation of any part of the Standing Orders, after a short representation by each concerned party, the ruling of the person presiding at any Meeting shall be deemed to be final and shall not be challenged at that Meeting.
1.6 Where the title of Chief Executive is referenced this also includes the title of Clerk.
2. Meetings
Annual and Six-Weekly Meetings
2.1 In every year which is not a local election year the Council shall hold an Annual Meeting in the month of June.
2.2 In any year which is a local government election year, the Annual Meeting shall be held within twenty-one days immediately following the election, at a time agreed by Council at the offices of the Council or at such other place as the Department[1] may direct.
2.3 The Council shall normally meet to conduct general business on the six-weekly cycle. An alternative date may be required due to special circumstances.
Other Meetings of the Council for the transaction of general business shall be held as the Council considers necessary.
2.4 Meetings of the Council shall not take place - on a Public or Bank Holiday, a Saturday or a Sunday.
2.5 In the event of any civil emergency[2], during the pre-election period of heightened sensitivity, or any situation in which urgent actions are required and it is either not reasonably practicable to convene a meeting of Committee or Council, or if any such meetings if called is inquorate, the Clerk & Chief Executive[3], in consultation with the Group Party Leaders[4] may exercise all or any of the functions of the Council, except those which are reserved to the Council pursuant to Section 7 of the Local Government Act (NI) 2014 and Council’s Scheme of Delegation.
2.6 The Clerk & Chief Executive will advise the Mayor or appropriate Chairperson of the relevant Committee and any decisions taken pursuant to this Standing Order will be reported to the relevant Committee or Council at the next available meeting.
This Standing Order is to be read in conjunction with the Scheme of Delegation.
Any decisions taken by the Clerk & Chief Executive or any Chief Officer nominated will be regarded as a Key Decisions as defined in the Standing Orders of Council.
- [1] Department for Communities
- [2] Civil emergency is when Council’s Emergency Plan has been activated.
- [3] Chief Executive, or any Chief Officer nominated by her.
- [4] Consultation with Group Party Leaders may include telephone or email.
Time and Place of Meetings
2.7 The time of the Meeting of the Council or Standing Committee shall be 6.30pm and the time of the Meeting of - the Planning Committee, - shall be at 10am except where either are otherwise fixed by statute or special summons.
2.8 All Council and Standing Committee Meetings, will be scheduled to finish not later than 10.30pm, except for the Planning Committee.
It will be the responsibility of the person presiding at the Meeting, in consultation with the Clerk & Chief Executive or Senior Officer present, to ensure that the orderly and efficient completion of Council business is achieved.
On occasion this may necessitate the prioritisation of the agenda items in order to ensure that the most important or time bounded issues are concluded during the meeting.
NOTE: in relation to the 10.30pm close of business, a 15 minute buffer may be applied in order to assist with the completion of business, by agreement with those present.
2.9 As provided for under the relevant legislation, a remote or hybrid Council or Committee meeting can be convened.
All Elected Members entitled to vote at the regular Council or Committee meeting will retain full speaking and voting rights.
The Protocol for remote meetings is set out in Appendix 7 and forms part of the Council’s Standing Orders.
Adjournment of Meetings
2.10 The Council or Standing Committee may adjourn any Meeting to a later time on the same day, or to another day and time.
2.11 If any Meeting is adjourned to a specified date the re-convened Meeting shall be deemed a continuation of the original Meeting.
If a Meeting is adjourned without an agreed date and time to re-convene, any business left unfinished shall be postponed until the next Meeting.
2.12 When any Meeting is adjourned to another day, notice of the re-convened Meeting shall be sent by the Clerk & Chief Executive to each Member of the Council or Standing Committee.
Normally, only business which was included in the notice convening the original Meeting of which it is an adjournment shall be transacted.
2.13 Additional business may be considered where notice of such business has been delivered or sent by the Clerk & Chief Executive to each Member of the Council or Standing Committee at least three working days prior to such Meetings.
Convening Special Council Meetings
2.14 The Mayor - may call a Meeting of the Council at any time, giving five working days’ notice or two working days’ notice in the event of the emergency plan being activated.
2.15 If the Mayor receives a requisition from five Members of the Council he/she must call a Meeting of the Council within 14 days from the date on which the requisition is served.
If he/she refuses to call such a Meeting; or does not call such a Meeting within seven days from the date on which the requisition is served then five Members may on that refusal or on the expiration of the seven days call a Meeting of the Council.
Notice and Summons of Meetings
2.16 A physical and electronic notice of the time and place of a meeting of the Council, a Standing Committee shall be published at least three working days before the Meeting in a public area of the Council headquarters, The Braid[5].
2.17 Where the Meeting is called by five Members, the notice shall be signed by them and shall specify the proposed business of the Meeting.
2.18 A summons[6] to attend the Meeting, specifying the proposed business and signed by the Clerk & Chief Executive shall be issued to every Member.
2.19 In extraordinary circumstances should over one half[7] of Members not receive the summons within three working days, the Chairperson of the Meeting may at their discretion postpone and reconvene the Meeting at a later date.
2.20 Except in the case of business required by statute, or where in the opinion of the Chairperson of the Meeting the business should be considered by the Meeting as a matter of urgency, no business shall be transacted at a Meeting of the Council, a Committee or Sub-Committee other than that specified in the relevant summons and agenda.
The agenda for meetings will be developed by Democratic Services and agreed with the Chief Executive Officer and/or the Director on the Chief Executive Officer’s behalf, and approved by the Chair prior to publication.
2.21 Items and accompanying reports should be provided to Members from the date of the summons until the meeting day.
In exceptional circumstances, item and their accompanying reports should only be added to the agenda with the permission of the Chair.
Members of the Council or relevant Committee will also be notified of the amendment, after agreement from the Chair.
- [5] Notice will also be published in Carrickfergus Civic Centre and Larne Market Yard
- [6] Including an electronic summons
- [7] i.e. 21 members
Chair to be Taken
2.22 At each Meeting of the Council, the Chair shall be taken at the time for which the Meeting is convened, and business immediately commenced.
(NOTE: the reading of the Notice of Meeting by the Chief Executive or Senior Officer in attendance will officially commence Meeting proceedings).
Allocation of Seats
2.23 Seating of Members in the Council Chamber shall be determined by mutual agreement between the political parties and any independent Members.
Where agreement cannot be reached this will be resolved by a simple majority vote.
Chairperson of Meeting – Full Council
2.24 At a Meeting of the Council the Mayor, if present, shall preside.
2.25 If the Mayor is absent from a Meeting of the Council, the Deputy Mayor, if present, shall preside.
2.26 If both the Mayor and Deputy Mayor are absent from a Meeting of the Council, the nominating Officer of the political party whose Member is Mayor shall nominate a Member to preside in their absence.
2.27 If the nominating Officer does not nominate, a Member of the Council nominated and chosen by the Members present must preside.
2.28 If discussion arises on the allocation of the position of Chairperson, the Clerk & Chief Executive or Senior Officer shall exercise the powers of the Chairperson to assist in the regulation of that discussion.
2.29 Any power of the Mayor in relation to the conduct of a Meeting may be exercised by the person presiding at the Meeting.
Chairperson of a Meeting – Standing Committee
2.30 At a Meeting of a Standing Committee, the Chairperson of the Committee, if present, shall preside.
2.31 If the Chairperson is absent from the Meeting, the Vice Chairperson, if present, shall preside.
2.32 If both the Chairperson and Vice Chairperson are absent from the Meeting, the nominating Officer of the political party whose Member is Chairperson of the Standing Committee shall nominate a Member to preside in their absence.
2.33 If the nominating Officer does not nominate, a Member of the Council nominated and chosen by the Members present must preside.
2.34 If discussion arises on the allocation of the position of Chairperson, the Clerk & Chief Executive or Senior Officer shall exercise the powers of the Chairperson to assist in the regulation of that discussion.
2.35 Any power of the Chairperson of the Standing Committee in relation to the conduct of a Meeting may be exercised by the person presiding at the Meeting.
Quorum
2.36 Subject to Standing Order 2.41 no business shall be transacted at a Meeting of the Council or Standing Committee unless at least one-quarter of the whole number of Members are present or one half of membership of the Audit & Scrutiny Committee and Standards Committee or three members for the Personnel Committee.
2.37 If during a Meeting that Meeting becomes inquorate, the person presiding shall call a 15 minute recess.
2.38 If following the 15 minute recess the person presiding deems it is unlikely that a quorum will be re-established within a reasonable time, he/she shall declare the Meeting adjourned.
2.39 Any uncompleted business on the agenda of a Meeting adjourned under Standing Order 2.38 shall be tabled for discussion at the reconvened Meeting, as per Standing Orders.
2.40 Where more than one-quarter of the Members become disqualified at the same time then, until the number of Members in office is increased to not less than three-quarters of the whole number of Members, the quorum of the Council shall be determined by reference to the number of Members remaining qualified instead of by reference to the whole number of Members.
The Decision Making Process (attached as Appendix 6) should be considered to aid Members.
Record of Attendance at Meetings
2.41 The names of the Members present at a Meeting will be recorded in the Minutes and a record shall be kept showing the number of Meetings attended by Members.
Admission to Meetings
2.42 Subject to provisions of this Standing Order, every Meeting of the Council and Standing Committee shall be open to the public.
2.43 The public and the press may attend only in those parts of the Council Chamber specifically provided for their accommodation.
Exceptions relate to their exclusion from the meeting in accordance with the provisions of Standing Orders 2.44 to 2.47 or as required by the Council to comply with the provisions in relation to fire safety and health & safety.
2.44 The admission of the public and the press is upon the understanding that they must continue at all times to be seated and not interrupt or in any way obstruct the transaction of Council or Standing Committee business.
If this Standing Order is ignored the Chairperson shall request the relevant person(s) to moderate or improve their behaviour.
If this request is ignored the Chairperson may direct the removal of the person(s) from the Meeting as per Standing Orders 15.1 and 15.2.
2.45 At all times during which a Meeting of the Council is open to the public, accredited representatives of the press/media shall be provided with reasonable facilities for the taking of their report of all or part of the Meeting at which they are entitled to be present.
2.46 Taking photographs or recording of proceedings or the use of any other means by members of the public to enable persons not present to see or hear any proceedings (whether at that time or later) or making any oral or digital report of any proceedings as they take place shall be prohibited unless expressly permitted by Council.
2.47 Any Elected Member who is not a member of a particular Committee or Sub-Committee is free to attend.
Speaking rights may be afforded the Member provided the point raised relates to the business under discussion.
He/she may be allowed to remain present during the transaction of an item of business where confidential information may be disclosed.
They are not permitted to vote.
Exclusion from Meetings – Closed Council or Committee
One of Mid and East Antrim Borough Council’s core values is “Integrity – to support a spirit which enables honesty, accountability and trust throughout”.
Council can demonstrate this through open and transparent decision making.
This must be balanced with the Council’s legislative responsibilities under the Part 1, Schedule 6, Local Government (Northern Ireland) Act 2014, Freedom of Information Act 2000 (FOIA), the Environmental Information Regulations 2004 (EIR), Data Protection Act 1998 and the General Data Protection Regulations 2018 (GDPR).
If any part of the information disclosed falls under those prescribed exemptions it must be discussed in Closed Council and as such any members of the public and press present will be excluded from the Meeting and broadcasting ceased.
Guidelines have been developed to support Lead Officers in determining which agenda items should be indicated for closed Council, however, the decision to go into closed session is for Council by simple majority vote.
2.48 The public shall be excluded from a Meeting of the Council or Standing Committee whenever it is likely that, during the transaction of an item of business, confidential information would be disclosed to them in breach of an obligation of confidence.
2.49 The Council may by resolution exclude the public from a Meeting of the Council or Committee (whether during the whole or part of the proceedings at the Meeting).
2.51 The Council or Committee, having excluded the public, shall only consider the matter referred to it by resolution.
If it should be deemed necessary to consider any matter not included in the resolution, the public shall be re-admitted and the Chairperson may ask leave of the Council to consider such additional matters as may be deemed desirable.
2.52 The Council or Committee, having excluded the public, shall not have the power to adjourn its own sitting or to adjourn a debate to a future sitting.
If the business referred to in the resolution is not transacted, the Council or Committee may be resumed and a Member of the Council may move that the Council or Committee again exclude the public on a future day to deal with that business.
2.53 When a Committee, having transacted business with the public excluded, submits its report to the Council, a Motion for its adoption shall then be moved and put. No questions or discussion shall be permitted on the report or the Motion for its adoption.
2.54 The Mayor or Chairperson may at any time during the proceedings, if he/she thinks it necessary to secure order, direct the removal of any individual or group of individuals from the meeting, or order the meeting room to be wholly cleared of members of the public.
Deputations
2.55 Deputations, from any source, shall normally be admitted to address the Council or relevant Standing Committee provided the Clerk & Chief Executive has received 15 working days’ notice of intended Deputation and a statement of its objective.
The Clerk & Chief Executive will assess the Deputation in accordance with the Protocol for the acceptance of applications to present to Council and Council Committees (attached as Appendix 2).
Please note, representations to the Planning Committee will operate under the Protocol for Operation of the Planning Committee (attached as Appendix 3).
2.56 The Deputation shall be confined to the presentation of a statement, or copy of resolutions, and no more than two short addresses will be permitted by any two members of the Deputation.
The totality of the address(es) may not exceed 10 minutes, unless the Council/Committee decide that the Deputation is of strategic significance in which cases the time allowed will be at the discretion of the Council/Committee.
2.57 Deputations should not be repetitive and where possible, issues of a similar or linked nature should be contained in one Deputation.
Where a Deputation has made a presentation to the Council, the Council may decline to accept another Deputation on the same issue from the same individual or group for a period of six months.
Order of Business - Council
2.58 The order of business at every Meeting of the Council shall normally be as follows subject to any statutory requirements to the contrary:
Open Council
1. Formalities and Announcements
1.1 Notice of Meeting
1.2 Apologies
1.3 Declarations of Interest
1.4 Minutes of Council meeting
1.5 Mayor’s announcements
2. Questions
2.1 Members
2.2 Public
3. Minutes of Committee Meetings
4. Policy Framework and Budget
4.1 Updates /new strategies or policies
4.2 Performance
5. Strategic issues
6. Items for Decision – Open Council
7. Motions
8. Sealing
9. Strategic Issues – Closed Council
10. Items for Decision – Closed Council
Order of Business – Committee
2.59 The order of business at a Meeting of a Standing Committee shall be as follows, subject to any statutory requirements to the contrary:
1. Notice of Meeting
2. Apologies
3. Declarations of Interest
4. Items for Consideration / Decision
5. Items for Recommendation to Council
6. Items for Noting
7. Tabled questions
8. Items for Consideration / Decision - Closed Committee
9. Items for Recommendation to Council – Closed Committee
10. Items for Noting – Closed Committee
11. Forward Plan
Order of Business – Planning Committee (Cross-Reference the Protocol for Operation of Planning Committee)
2.60 Subject to any statutory requirements to the contrary, the order of business at every Meeting of the Planning Committee shall be as follows:
1. Notice of meeting
2. Apologies
3. Declaration of interests
4. Introduction of Members and Officers
5. Minutes of Previous Planning Committee
6. Schedule of Planning Applications
7. Local Development Plan
8. Planning Appeals Update
9. Items for Consideration and Decision
10. Notifications