When a vacancy occurs
On confirmation from Electoral Services that a casual vacancy must be filled by co-option, the Clerk will publish an advertisement notifying of the vacancy and confirming the council’s intention to co-opt to fill the seat.
The advertisement must state the rules for eligibility and direct interested parties to complete an application form, confirming their eligibility to sit on the Parish Council, the skills and knowledge they will bring to the council, and the reasons s/he wants to become a Parish Councillor.
The date of the meeting when the co-option is to be made will be stated in the advertisement.
Nominees must also be made aware that canvassing of Council members will disqualify them from standing for the vacancy.
At the Meeting
At the Council meeting when the co-option takes place, each nominee may be invited to speak for up to 3 minutes to complement the submitted application form.
When all the nominees have spoken, the Chairman shall seek proposers and seconders for each nomination (whether or not they have spoken) and the vote will follow.
In order to be co-opted onto the Council, the candidate must receive an absolute majority of the vote of those present and voting.
Voting on Appointments
Where more than two persons have been nominated for a position to be filled by the Council and none of those persons has received an absolute majority of votes in their favour, the name of the person having the least number of votes shall be struck off the list and a fresh vote taken.
This process shall continue until a majority of votes is given in favour of one person. Any tie may be settled by the Chairman’s casting vote.
Canvassing of and Recommendations by Councillors
Canvassing councillors or the members of a committee or sub-committee, directly or indirectly, for appointment to or by the Council shall disqualify the candidate from appointment. The Proper Officer shall disclose the requirements of this standing order to every candidate.
Adopted: March 2025
For Review: March 2027