Agenda Document Pack - Grampian Valuation Joint Board - 04/10/2024
Moray Council · 4 October 2024
Back to Grampian Valuation Joint Board — 4 October 2024 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
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Grampian Valuation Joint Board Friday, 04 October 2024 NOTICE IS HEREBY GIVEN that at a Meeting of the Grampian Valuation Joint Board is to be held at Remote Locations via Video Conference, on Friday, 04 October 2024 at 09:30. BUSINESS 1. Sederunt 2. Declaration of Member's Interests 3. Minutes of meeting of 28 June 2024 5 - 10 4. Written Questions ** 5. Internal Audit Annual Report 11 - 12 6. Financial Regulations 13 - 32 7. Revenue Budget Monitoring Statement 1 April to 31 August 2024 33 - 36 8. Governance 37 - 74 9. Staff Vacancies, Recruitment and Upskilling Existing Staff 75 - 76 10. Question Time Page 1
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GUIDANCE NOTES * Declaration of Group Decisions and Members Interests - At the beginning of the meeting, immediately following the Sederunt, the Convener will, in terms of Standing Order 25, seek declarations from individuals on any financial or other interests. ** Written Questions - Any member can put one question to the Convener about relevant and competent business not already on the Agenda for a meeting of the Board. No member can put more than one question at any meeting. The member must give notice in writing of their question to the Clerk 4 working days prior to the meeting. A copy of any written answer provided by the Convener will be tabled at the start of the relevant meeting. The member who has put the question may, after the answer has been given, ask one supplementary question directly related to the subject matter but no discussion will be allowed. *** Question Time - At each ordinary meeting of the Board, 10 minutes will be allowed for question time when any member can put one question to the Convener regarding any matter within the remit of the Board. The Member who has put the question may, after the answer has been given, ask one supplementary question directly related to the subject matter, but no discussion will be allowed. In the event of further information/investigation being required in order to answer the question, the Clerk who will arrange for a written answer to be provided within 7 working days. Page 2
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Grampian Valuation Joint Board SEDERUNT Councillor Donald Gatt (Chair) Councillor Stephen Smith (Depute Chair) Councillor Desmond Bouse (Member) Councillor Dell Henrickson (Member) Councillor Seamus Logan (Member) Councillor Neil MacGregor (Member) Councillor Marc Macrae (Member) Councillor Ciaran McRae (Member) Councillor Sam Payne (Member) Councillor Mel Sullivan (Member) Councillor Iain Taylor (Member) Councillor Lynn Thomson (Member) Councillor Sonya Warren (Member) Councillor Judy Whyte (Member) Clerk Name: Lindsey Robinson Clerk Telephone: 07966 120593 Clerk Email: committee.services@moray.gov.uk Page 3
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MORAY COUNCIL Minute of Meeting of the Grampian Valuation Joint Board Friday, 28 June 2024 Council Chambers, Council Office, High Street, Elgin, IV30 1BX PRESENT Councillor Donald Gatt, Councillor Dell Henrickson, Councillor Neil MacGregor, Councillor Marc Macrae, Councillor Stephen Smith, Councillor Mel Sullivan, Councillor Iain Taylor, Councillor Lynn Thomson, Councillor Sonya Warren, Councillor Judy Whyte SUBSTITUTES Councillor Kairen Van Sweeden (for Councillor Desmond Bouse), Councillor Moray Grant (for Councillor Seamus Logan), Councillor Neil Copland (for Councillor Ciaran McRae), Councillor Trevor Mason (for Councillor Sam Payne) APOLOGIES Councillor Desmond Bouse, Councillor Seamus Logan, Councillor Ciaran McRae, Councillor Sam Payne IN ATTENDANCE The Assessor and ERO; Depute Assessor and ERO (Aberdeen and Moray); Principal Admin Officer; Lorraine Paisey, Treasurer to the Board; Andrew Wallace, Public Sector Audit Manager, Grant Thornton and Caroline O'Connor, Committee Services Officer. 1. Chair Councillor Donald Gatt, as Convener of the Board, chaired the meeting. 2. Pre-Election Period The Chair reminded the Board the meeting was taking place during the pre- election period and that there are restrictions on the Council over publishing material which could show support for a particular party. As Board meetings are webcast they fall within these restrictions. The Chair stated the advice from the Monitoring Officer was that, whilst the Board can continue to deal with "business as usual" items, should debate become overtly political then the Chair may require to intervene. 3. Declaration of Member's Interests In terms of Standing Order 25 and the Councillor's Code of Conduct, the Board noted that there were no declarations from Members who were present at the meeting where any item of business in which they have any financial or other interest is to be dealt with. Item 3. Page 5
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4. Minutes of the meeting held 26 January 2024 The minutes of the meeting of 26 January 2024 were submitted and approved by the Board. 5. Appointment of Depute Convener The meeting had before it a report by the Clerk to the Board inviting the Board to appoint a new Depute Convener following the resignation of Councillor Isobel Davidson from the Grampian Valuation Joint Board (GVJB) in April 2024. Councillor MacGregor, seconded by Councillor Grant, moved to nominate Councillor Stephen Smith. As an amendment Councillor Taylor, seconded by Councillor Macrae, moved to nominate Councillor Mel Sullivan. On the division there voted: For the Motion (7) Councillors MacGregor, Grant, Copland, Henrickson, Smith, Van Sweeden, Warren For the Amendment (6) Councillors Taylor, Macrae, Mason, Sullivan, Taylor, Whyte Abstention (1) Councillor Donald Gatt Accordingly the motion became the finding of the meeting and the Board agreed to appoint Councillor Stephen Smith as the new Depute Convener. 6. Grampian Valuation Joint Board - External Audit Plan 2023-24 Andrew Wallace, Public Sector Audit Manager, Grant Thornton introduced himself to the Board and went through the salient points in the External Audit Plan and Informing the Audit Risk Assessment for 2023-24. 7. Unaudited Annual Accounts for 2023-24 Report The meeting had before it a report by the Treasurer to the Board asking the Board to consider unaudited Annual Accounts for the Grampian Valuation Joint Board for the year ended 31 March 2024. In relation to the staff recruitment pressures highlighted in paragraph 5.2, Councillor MacGregor asked if there would be an opportunity to employ temporary staff to cover the work not being done as a result of the vacancies and whether the roles would be suitable for remote working thereby attracting applicants from further afield. In response the Assessor and ERO advised it would be desirable to fill the roles using temporary staff however the difficulty was finding staff to fill those roles which are not suitable for remote working as the role includes the requirement to inspect properties in Grampian. In response to a follow-up question Councillor Taylor relating to whether the current staff will be able to cope for a longer period of time if the vacancies are not Page 6
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filled, the Assessor and ERO advised a recruitment process is underway and if there is no interest, he will bring a report back to the Board. Following consideration the Board unanimously agreed to note the unaudited Annual Accounts of the Grampian Valuation Joint Board for the year ending 31 March 2024. 8. Revenue Budget Monitoring Statement for the period 1 April to 31 May 2024 The meeting had before it a report by the Treasurer to the Board asking the Board to consider the Revenue Budget Monitoring Statement for the period 1 April to 31 May 2024. Following consideration the Board unanimously agreed to note the Revenue Budget Monitoring Statement to 31 May 2024. 9. Appointment of Depute Electoral Registration Officer The meeting had before it a report by the Assessor and Electoral Registration Officer (ERO) asking the Board to consider the appointment of an additional Depute ERO with full powers, to provide additional resilience to the work of the Electoral Registration services and additional support to the ERO. Following consideration the Board unanimously agreed to appoint the Principal Admin Officer, Linda Smith, as a Depute Electoral Registration Officer with full powers. 10. Governance The meeting had before it a report by the Assessor and ERO updating the Board on the review of the Board's Standing Orders and the creation of an Unacceptable Actions policy. The Assessor and ERO advised Appendix 1 did not show the tracked changes and advised the Clerk would circulate the updated tracked changes copy showing the existing wording and proposed changes. The Chair noted more questions may follow once the updated version was circulated and queried whether the Assessor and ERO was happy to take questions by email once Board members had the opportunity to read the updated version. The Assessor and ERO confirmed he was happy to take questions by email. Following consideration the Board unanimously agreed to:- i) note the content of the report; ii) note the changes to the Standing Orders (Appendix 1); and iii) approve the Unacceptable Actions Policy (Appendix 2). 11. Electoral Registration The meeting had before it a report by the Principal Admin Officer updating the Board on current developments in electoral registration. Page 7
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In relation to the UK Parliamentary General Election to be held on 4 July 2024, Councillor Henrickson queried whether overseas electors appear on the electoral register. In response, the Principal Admin Officer advised each polling district has an "Other Electors" heading on the register where overseas electors appear. In response to a follow-up question from Councillor Henrickson asking how overseas electors will vote, the Principal Admin Officer advised most will have postal or proxy votes however all overseas electors who were not currently registered for postal or proxy votes had been contacted by email when the general election was announced providing them with options. In response to a question from Councillor Mason relating to the Annual Canvass 2024 and whether this still required to be undertaken given that the register would be up to date for the General Election, the Principal Admin Officer advised it was a statutory requirement and there would be no exemption from carrying it out. The Board joined the Chair in thanking all ERO staff for the commitment shown during the preparations for the General Election. Following consideration the Board unanimously agreed to note the content of the report. 12. Risk Management The meeting had before it a report by the Assessor and ERO reporting to the Board on risk management. Following consideration the Board unanimously agreed to note the risk register (Appendix 1) and the plans for future reviews. 13. Valuation Roll and Council Tax Valuation List The meeting had before it a report by the Depute Assessor and ERO (Aberdeen and Moray) providing an operational update on the valuation services provided by the Assessor including the performance levels achieved during 2023/24. In response to a question from Councillor Mason seeking clarification of the definition of "Adjusted to Band "D" equivalent" in Appendix 22, the Depute Assessor and ERO (Aberdeen and Moray) advised when a council sets its council tax, it does so by setting a charge for Band D and adjusting the charges for the other bands according to the ratios set in legislation. Following consideration the Board unanimously agreed to note the report. 14. Complaints handling performance The meeting had before it a report by the Assessor and ERO reporting on complaints handling performance. Following consideration the Board unanimously agreed to note the complaints handling performance. 15. Staff Vacancies Recruitment and Upskilling Existing Staff Page 8
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The meeting had before it a report by the Assessor and ERO updating the Board on the current level of staff vacancies, recruitment and the upskilling of existing staff. Noting the reference to the reference to the Graduate Apprenticeship valuer post, Councillor Mel Sullivan queried whether a modern apprenticeship had been considered. In response, the Assessor and ERO advised modern apprenticeships had been considered however there were no such modern apprentices within the field. In response to a question from Councillor Taylor querying whether recruitment was an industry issue rather a valuation board issue, the Assessor and ERO confirmed it was an industry issue however it was more acute in the public sector. Following consideration the Board unanimously agreed to note the contents of the report. 16. Question Time Delay in Mailing of Postal Votes Councillor Grant asked if there was any information on the delay in postal votes being issued. In response, the Assessor and ERO advised whilst the distribution of postal votes is the responsibility of Returning Officers, Royal Mail have acknowledged the issues and the latest email update received was that Aberdeen deliveries were expected that day and Aberdeenshire deliveries would be over the next few days. He further advised the office had been in touch with Returning Officers as 90% of the queries to the ERO office related to non-receipt of postal ballot packs. The Returning Officers had advised the messaging they would wish to be given to the public was that postal ballot packs should be received over the weekend however if they had not received their pack by Monday, then they should contact the Returning Officer to get a pack reissued. Page 9
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REPORT TO: GRAMPIAN VALUATION JOINT BOARD ON 04 OCTOBER 2024 SUBJECT: INTERNAL AUDIT ANNUAL REPORT 2023/24 BY: AUDIT AND RISK MANAGER REASON FOR REPORT 1.1 This report advises the Board of the internal audit work completed on the Assessor’s Service for the financial year ended 31 March 2024, and provides an opinion on the adequacy of the control systems reviewed. 2. RECOMMENDATION 2.1 That the Board considers this report for 2023/24 and notes the satisfactory audit opinion derived from audit work completed. 3. BACKGROUND 3.1 In terms of the Public Sector Internal Audit Standards (PSIAS) applicable to Local Government, it is good practice to develop an internal audit plan for each financial year. The plan is agreed with senior management and is presented to the Board to enable it to consider and comment on the proposed audit coverage. The planned work for 2023/24, as reported to the meeting of the Board in January, has been completed and informs the internal audit opinion. 3.2 As the Board will be aware, the main financial systems of the Assessor’s Service replicate those of the Moray Council; hence, audit assurances provided in terms of the controls within the Council systems can be relied upon as being applicable to financial systems relating to the Service. However, there remains a need to test transactions specific to the Assessor’s Service annually to provide the Treasurer with an opinion on the adequacy and effectiveness of internal control systems and procedures. This work includes confirming the administrative processes for reporting revisions to the council tax and non-domestic rating lists by the Assessor to the constituent Authorities. Item 5. Page 11
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3.3 All planned audit coverage detailed within the report to the Board on 26 January 2024 has been undertaken. Audit testing reviewed budget setting and monitoring, payroll costs which utilise a major element of the budget, non payroll expenditure covering issues including office rentals and ICT costs, and assessment of income received. No issues were noted from this testing. 3.4 The Board’s Code of Corporate Governance requires the identification and prioritisation of risks to the organisation’s aims and objectives. These risks are detailed within a register and are subject to ongoing review with reports submitted to the Board annually or more frequently if there is a significant change to the risk profile. I am pleased to report the Risk Register is subject to ongoing review by the Assessor and his Management Team. The latest version was formally reviewed on 19 June 2024 and reported to the Board on 28 June 2024. 3.5 The audit opinion informs the Annual Governance Statement, which is certified by the Board’s Convener and the Assessor and is published within the Board’s annual accounts. 3.6 The audit was carried out in accordance with Public Sector Internal Audit Standards (PSIAS). 4. CONSULTATIONS 4.1 The Assessor & Electoral Registration Officer (ERO) has been consulted during the audit review process. 5. CONCLUSION 5.1 The Audit & Risk Manager is of the opinion, based on audit work completed, that reasonable assurance can be placed on the adequacy of and effectiveness of the system of internal financial control established within the Assessor’s Service. Author of Report: Dafydd Lewis, Audit and Risk Manager Background Papers: Internal Audit files Ref: DL/GVJB/041024 Page 12
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REPORT TO: GRAMPIAN VALUATION JOINT BOARD ON 04 OCTOBER 2024 SUBJECT: FINANCIAL REGULATIONS BY: TREASURER TO THE BOARD 1. REASON FOR REPORT 1.1 To seek the Board’s approval for revisions to the Financial Regulations which control Grampian Valuation Joint Board’s financial administration. 2. RECOMMENDATION 2.1 It is recommended that the Board:- (i) approves the proposed changes to the Financial Regulations as set out in APPENDIX 1; and (ii) notes that these documents will be reviewed at least every three years and any proposed changes reported to the Board for approval. 3. BACKGROUND 3.1 The Financial Regulations were last reviewed on 23 August 2019 (paragraph 8 of the Minute refers). 3.2 It is good practice to keep these documents under regular review. At the last review a review in two years’ time was approved by the Board. 4. FINANCIAL REGULATIONS 4.1 The Treasurer is responsible as the “proper officer” for the Board’s financial affairs and in discharging this responsibility has developed and maintains the Financial Regulations. 4.2 The Regulations provide direction and guidance to staff who manage or administer the Board’s finances and resources as part of their day- to-day duties. The Regulations also assist in securing effective financial control. 4.3 All sections of the Regulations have been reviewed. The changes Item 6. Page 13
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proposed reflect revisions to policy and practice within the service and are shown in tracked changes on Appendix 1. 4.4 A summary of the main amendments are provided in the table below:- Paragraph Reference Amendment Reason 3.3.2 Add in and proposing how the additional expenditure shall be met To provide greater scrutiny of unplanned expenditure and reduce the risk over overspends 4.1.1 Addition of the Audit and Risk Manager To tighten control procedures and reduce risk 4.4.1 Amend limit from £10,000 to £20,000 for land and buildings and include the limit of £6,000 for other assets To agree with the current Moray Council Financial Regulations 4.7.1 Add Audit and Risk Manager has the right to report to the Board directly where deemed appropriate To comply with recommendations of the independent review of Internal Audit 4.7.4 Add Assessor and Treasurer are responsible for the timely response to queries from the Audit and Risk Manager; 20 days for audit recommendations and 5 days for information requests To comply with recommendations of the independent review of Internal Audit 5. CONCLUSION 5.1 The review of the Board’s Financial Regulations has resulted in a number of small amendments being recommended. 5.2 The financial regulatory environment in which the Board operates is not subject to frequent change and it is recommended that a routine review of the Financial Regulations is undertaken at a minimum of a three year interval. Author of Report: Lorraine Paisey, Treasurer to the Board Ref: Date 04 October 2024 Page 14
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Date of Review September 2024 Date of previous version 23 August 2019 Policy Approved 2024 Version Effective From 4 October 2024 Next Review Date September 2027 GRAMPIAN VALUATION JOINT BOARD FINANCIAL REGULATIONS Item 6. Page 15
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FINANCIAL REGULATIONS INDEX Contents 1 INTRODUCTION ........................................................................................................... 1 2 GENERAL ...................................................................................................................... 1 3 FINANCIAL PLANNING ................................................................................................. 1 3.1 Revenue Budget Preparation ............................................................................... 1 3.2 Revenue Budget Monitoring ................................................................................ 2 3.3 Revenue Budget Management ............................................................................. 2 3.4 Scheme of Virement ............................................................................................. 2 3.5 Accounting Policies and Annual Accounts ........................................................ 3 4. RISK MANAGEMENT AND CONTROL OF RESOURCES ............................................ 4 4.1 Internal Control ..................................................................................................... 4 4.2 Insurances and Indemnities ................................................................................. 4 4.3 Assets .................................................................................................................... 5 4.4 Property ................................................................................................................. 5 4.5 Disposal of Assets ................................................................................................ 5 4.6 Staffing .................................................................................................................. 6 4.7 Internal Audit ......................................................................................................... 6 4.8 Prevention of Fraud and Corruption .................................................................... 7 4.9 Hospitality/Register of Gifts ................................................................................. 7 5 FINANCIAL SYSTEMS AND PROCEDURES ................................................................ 8 5.1 Income ................................................................................................................... 8 5.2 Authority to Incur Expenditure .......................................................................... 10 5.3 Acquisition of Goods, Services or Works ......................................................... 10 5.4 Petty Cash Imprests ........................................................................................... 11 5.5 Staff Payments and Allowances ........................................................................ 11 5.6 Travelling and Subsistence Allowances ........................................................... 13 Page 17
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1 1 INTRODUCTION 1.1 These Regulations shall be subservient to the Grampian Valuation Joint Board’s Standing Orders along with which they should be read; the purpose of these regulations is to secure and further the proper administration of the Board’s financial affairs. 1.2 These Financial Regulations shall not be altered except by the Board following a report by the Treasurer in consultation with the Assessor. 2 GENERAL 2.1 It shall be the duty of the Assessor to ensure that these Regulations are made known to the appropriate persons within the organisation. 2.2 It shall be the duty of all employees to adhere to these Regulations. 2.3 Any breach or non-compliance with these Regulations must on discovery be reported immediately to the Treasurer who may discuss the matter with the Assessor in order to determine the proper action to be taken. 3 FINANCIAL PLANNING 3.1 Revenue Budget Preparation 3.1.1 The detailed form and timetable to be followed in respect of the revenue budget shall be determined by the Treasurer in consultation with the Assessor, subject to any direction of the Board or any of its committees. 3.1.2 Estimates of income and expenditure on the revenue account shall be prepared by the TreasurerAssessor in consultation with the AssessorTreasurer. These estimates shall be submitted to the Board and, when approved by the Board, shall constitute the Revenue Budget for the relevant financial year. 3.1.3 The responsibility for providing the services covered by the Revenue Budget shall lie with the Assessor subject to any relevant decisions made by the Board. Page 19
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2 3.2 Revenue Budget Monitoring 3.1.1 Moray Council’s Accountancy section shall furnish the Assessor with regular up-to-date information on actual expenditure and income compared with the approved budget and shall be entitled to receive from the Assessor any clarification deemed necessary on any item of expenditure or income. 3.3 Revenue Budget Management 3.3.1 The responsibility for ensuring that revenue budget provisions are not exceeded shall rest with the Assessor, except for financing costs and the recharge of Lead Authority support services, which are the responsibility of the Treasurer. 3.3.2 Any proposal to the Board which would involve the incurring of additional expenditure not allowed for in the approved revenue budget shall be accompanied by a report prepared by the Assessor, indicating either that there is insufficient provision in the revenue budget and proposing how the additional expenditure shall be met, or making proposals for virement as required by Financial Regulation 3.4 below. 3.3.3 The Assessor, in consultation with the Treasurer, shall report periodically to the Board on comparisons of actual figures with profiled budget and, for the year as a whole, as soon as possible after figures have been compiled. The Board shall be entitled to seek explanations for any figures in the report. 3.4 Scheme of Virement The scheme of virement is intended to enable the Board, the Assessor and his/her the Assessor’s staff to manage budgets with a degree of flexibility within the overall policy framework determined by the Board, and therefore to optimise the use of resources. The term “virement” refers to the switching of budgetary provision from one budget detail head to another. 3.4.1 Virement may only be exercised by the Assessor in consultation with the Treasurer. Details of any such virements will be reported to the next scheduled meeting of the Board. 3.4.2 Limitations: (a) Expected savings on financing costs cannot be utilised. (b) Recurring items of expenditure cannot replace non-recurring savings. Page 20
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3 3.5 Accounting Policies and Annual Accounts The Treasurer is responsible for the preparation of the Board’s Annual Accounts, in accordance with proper practices and as set out in the format required by the Code of Practice on Local Authority Accounting in the United Kingdom: A Statement of Recommended Practice (CIPFA/LASAAC), for each financial year ending 31 March. Maintaining proper accounting records is one of the ways in which the Board discharges its responsibility for stewardship of public resources. The Board has a statutory responsibility to prepare financial statements that give a true and fair view of its financial position and the income and expenditure for the year. 3.5.1 The Treasurer shall arrange for the Annual Accounts for the preceding financial year to be prepared in accordance with the statutory regulations. The Treasurer shall submit the unaudited Annual Accounts to the External Auditors and to the Board for consideration in accordance with the statutory regulations. 3.5.2 The audited Annual Accounts shall be submitted to the Board for consideration and approval and the Auditor’s Report thereon shall be submitted to the Board for consideration in accordance with the statutory regulations. 3.5.3 The Assessor shall be responsible for ensuring that all staff give the Treasurer such assistance as is necessary to ensure that the deadlines agreed with the Treasurer for the completion of the Annual Accounts are complied with. Page 21
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4 4. RISK MANAGEMENT AND CONTROL OF RESOURCES 4.1 Internal Control 4.1.1 It shall be the responsibility of the Assessor in consultation with the Treasurer and the Audit and Risk Manager to put in place an appropriate control environment and effective internal controls which provide reasonable assurance of effective and efficient operations, financial stewardship, probity and compliance with law and regulations. 4.1.2 It shall be the Assessor’s responsibility to ensure that the established controls are being adhered to, to seek agreement from the Treasurer and the Audit and Risk Manager when it is identified that controls require change, and to advise of identified failures to comply with established controls. 4.2 Insurances and Indemnities 4.2.1 The Assessor will be responsible for ensuring that the Board has adequate insurance cover and will negotiate all claims in consultation with officers from Moray Council’s Payments Section. 4.2.2 Moray Council will provide insurance advice and administration support for claims and other insurance issues. 4.2.3 The Assessor shall give prompt notification to the Treasurer of all new risks, which require to be insured, and of any alterations affecting existing insurance policies. The Treasurer shall pass this information onto the Board’s insurers. 4.2.4 The Assessor shall immediately notify the Treasurer and the Board’s insurers in writing of any loss, liability or damage or any event likely to lead to a claim, and inform the police and Internal Audit services if he/she the Assessor considers that criminal activity may have taken place. 4.2.5 The Assessor shall annually, or at such other period as may be considered necessary, review all insurances in consultation with the Treasurer as appropriate, and may report thereon to the Board if required. Page 22
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5 4.3 Assets 4.3.1 The general security of the Board’s accommodation shall be the responsibility of the Assessor. In pursuit of this requirement, the Assessor is responsible for maintaining proper security at all times for all buildings, furniture, equipment, cash, etc under the Assessor’shis control (recognising the intervention of other parties having predominant control of the Board’s accommodation – e.g. Woodhill House) and shall consult the Clerk and/or Treasurer as appropriate in any case where security is thought to be defective or where it is considered that special security arrangements may be needed. 4.3.2 Maximum limits for cash holdings shall be agreed with, and shall not be exceeded without express permission from, the Treasurer. 4.4 Property 4.4.1 The Assessor will establish and maintain an asset register of all assets owned by the Board with a value over the de-minimis level of £210,000 for land and buildings and £6,000 for other assets, recording the purpose for which held, the location, the extent, purchase details and particulars of the nature of the interest. 4.4.2 The Clerk to the Board will ensure custody of all title deeds under secure arrangements. 4.4.3 Disposal of assets is dealt with under Financial Regulation 4.5. 4.4.4 The Board’s property shall not be removed otherwise than in accordance with the ordinary course of business or used otherwise than for the Board’s purpose, except with specific authorisation from the Assessor, which shall be recorded. 4.5 Disposal of Assets 4.5.1 All surplus assets, expected to realise up to £10,000 (excluding VAT), where no suitable trade-in arrangements have been made, shall be offered for sale. The Assessor and the Treasurer will exercise judgement to achieve Best Value for the Board in terms of disposal of assets. 4.5.2 In the case of items expected to raise more than £10,000 (excluding VAT), then authority will be sought from the Board. The method of disposal may be by public tender, public auction or other electronic/ virtual auctions (e.g. eBay, Gumtree). There is discretion to adopt whatever means is deemed to be appropriate bearing in mind that the best return in terms of disposal values is to be sought taking account of the items under consideration. A PayPal account maybe required for these disposals and if this is to be proposed advice should be sought from the Treasurer. Page 23
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6 4.5.3 The Board shall not be bound to accept the highest or any offer. Where an offer other than the highest offer is recommended for acceptance, approval of the Board for matters over £10,000 is required and the reason for accepting the said offer must be duly recorded in the minute of the meeting. Payment must be received before items being disposed of are removed by the purchaser. 4.5.4 Any receipt from the disposal of an asset will be held in an ear-marked reserve designated to be used for the acquisition or improvement of other assets and will not be used to defray revenue expenditure. 4.6 Staffing 4.6.1 Appointments of all employees shall be made in accordance with the practices and policies of the Board and the approved establishments, grades and rates of pay. The Assessor shall have discretion in consultation with Moray Council’s Head of HR and ICT Services as to the incremental salary point on which staff shall be paid within the approved salary scale for the post, subject to the existence of sufficient provision in the revenue budget. 4.7 Internal Audit 4.7.1 The Internal Audit and Risk Manager of Moray Council shall carry out a continuous review and appraisal of the internal controls of the Board. The findings from any audit work completed shall be discussed with the Assessor and the Treasurer as appropriate. An audit report detailing these findings, together with any conclusions, recommendations and action plans, shall be prepared for consideration by the Board. However, the Audit and Risk Manager has the right to report directly to the Board in any instance where they deem it appropriate. 4.7.2 The Internal Audit Service provided to the Board will undertake its work in compliance with the Public Sector Internal Audit Standards. 4.7.32 Internal Audit shall have authority to: (a) enter at all reasonable times any Board premises or land. (b) have access to all records, documents and correspondence relating to any financial and other transactions of the Board. (c) require and receive such explanations as are necessary concerning any matter under examination. (d) require any employee of the Board to produce cash, equipment or any other Board property under theirhis or her control. Formatted: Normal, Justified, Indent: Hanging: 1.27 cm Formatted: Font: (Default) Arial, 12 pt Formatted: Justified Page 24
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7 4.7.4 It shall be the responsibility of the Assessor and the Treasurer to ensure that access to relevant officers and explanations requested by the Audit and Risk Manager or their representatives are provided in a timely manner. (Operationally this has been established as responding within 20 days to audit recommendations and 5 days for information requests). 4.8 Prevention of Fraud and Corruption 4.8.1 The Board has an established Anti Fraud & Corruption Policy. 4.8.2 Whenever any matter arises which involves, or is thought to involve, irregularities concerning cash, equipment or other property of the Board or any suspected irregularity in the exercise of the functions of the Board, the Assessor shall immediately notify the Treasurer and the Audit and Risk Manager. The Assessor in consultation with the Treasurer and the Audit and Risk Manager, shall decide the best course of action regarding any investigation of the alleged irregularity. who shall in consultation with the Assessor take such steps as may be considered necessary by way of investigation and report to the Internal Audit manager. Alternatively, the Assessor shall immediately notify the Internal Audit Manager. 4.8.3 Any member of the Board or its staff discovering any suspected fraud or irregularity in financial transactions, shall immediately inform the Assessor, and the Treasurer or and the Audit and Risk ManagerInternal Audit Manager. 4.9 Hospitality/Register of Gifts 4.9.1 The Assessor shall be entitled to extend hospitality appropriate to the Service up to £200 (excluding VAT) per occasion, providing that it can be met within existing budget. When hospitality is estimated to cost in excess of £200, written approval shall first be obtained from the Convener and details will be reported to the Board. 4.9.2 Gifts may only be accepted by employees provided that they fall within the terms of the HM Revenues and Customs, section 324 of the Income Tax (Earnings and Pension) Act (ITEPA) 2003, which in essence limits the value of gifts to £250. Further to this, the Board’s Anti-Fraud and Corruption Policy restricts acceptance of hospitality to a modest and proportionate light repast and gifts or other ex gratia payments to a maximum of £30. No gift given to an employee should be retained for personal use unless with the explicit written consent of the Assessor and any gift retained must be recorded on the Register of Gifts maintained by the Assessor subject to Local Government Standards. 4.9.3 Gifts and hospitality received by an elected member as a consequence of their being a member of the Board should be included in the declaration of their own constituent local authority and published in accordance with the provision of that scheme. Formatted: Indent: Hanging: 1.25 cm Formatted: Not Highlight Formatted: Not Highlight Formatted: Not Highlight Formatted: Normal Formatted: Font: (Default) Arial, 12 pt Formatted: Font: (Default) Arial, 14 pt, Bold Formatted: Font: Bold Formatted: Font: 11 pt Page 25
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8 5 FINANCIAL SYSTEMS AND PROCEDURES 5.1 Income 5.1.1 All fees and charges levied by the Board shall be reviewed annually by the Assessor and shall be reported to the Board. 5.1.2 It shall be the duty of the Assessor to ensure the proper recovery of all monies due to the Board. To this end, he or she shall ensure that proper financial and accounting arrangements are made for recording, collection, custody, control and disposal of cash. 5.1.3 Officers should not promote or accept payment by cash when alternative payment methods are available. In instances when payment by cash is unavoidable, any such payment shall be handled strictly in accordance with these Regulations: Moray Council Banking & Cash Handling Guidance and the Money Laundering Policy. 5.1.4 All receipt forms, books, tickets and other such documents shall be ordered and supplied to sections/offices with the approval of the Assessor, who shall require to be satisfied as to the arrangements for their control. No Officer shall give a receipt on behalf of the Board on any form other than an official receipt form or ticket. Each Officer shall arrange for registers to be kept of receipt forms, tickets, vouchers etc. under theirhis/her control. 5.1.5 Any Officer receiving money on behalf of the Board shall without delay ensure that the payment is processed, including paying direct into the Board's Bank account (held by Moray Council). No deduction may be made from such money save to the extent that the Treasurer may specifically authorise. Each Officer who receives money shall complete a corresponding income analysis sheet and forward it together with the bank pay-in slip counterfoil to Moray Council’s Banking and Income section within the Payments section. 5.1.6 Income due to the Board, for work done, goods supplied or services provided and not paid for at the time, must be the subject of accounts being rendered. Officers must ensure preparation and issue of such accounts within one month of the agreed point of sale and shall provide the Treasurer with such information as may be required in order to record and collect the amounts correctly. 5.1.7 In rendering invoices, Officers shall ensure Value Added Tax is applied at the appropriate rate. This is of importance to comply with statutory provisions and avoid the payment of penalties. Transactions involving joint ventures and land sales can be particularly complex and in all such cases advice shall be obtained from the Treasurer before proceeding. Formatted: Font: 11 pt Page 26
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9 5.1.8 The Treasurer shall be notified as soon as is practicable of all monies due to the Board and of all contracts, leases and other arrangements entered into, which involve the receipt of money by the Board, and the Treasurer shall have the right to inspect any documents in this connection as (s)he may require. In order to limit the Board’s exposure to money laundering, cash (notes and coins) exceeding £100500 in respect of any one transaction shall not be accepted. 5.1.9 All offices or establishments receiving income by post shall secure appropriate mail opening procedures, involving clear separation of duties wherever possible. All cheques and postal orders received shall be suitably "crossed" and a reference number recorded on the reverse side. A record of all payments received should be kept by the receiving office or establishment. 5.1.10 Personal cheques shall not be cashed out of money held on behalf of the Board. 5.1.11 Every transfer of official cash from one member of staff to another shall be evidenced in the records of the office concerned by the signature of the Officer receiving the funds. Arrangements shall be developed at each office to secure all income collected on behalf of the Board until such time as these funds are banked. 5.1.12 The Assessor, in consultation with the Treasurer, may write off irrecoverable debts up to a value of £1,000. An irrecoverable debt is one where there is no reasonable prospect of recovery and once formally written off, no active pursuit of the debt will normally be undertaken. An audit trail of information will be maintained. 5.1.13 Debts over £1,000 may only be written off after due consideration by, and approval of, the Board. 5.1.14 The Treasurer shall maintain a debt management procedure to secure effective recovery of all sums due to the Board. This procedure shall be applied for the recovery of unpaid invoice charges for work done or services provided by the Board. No debt due to the BoardCouncil, once correctly established, shall be discharged otherwise than by payment in full or by the certification of the Treasurer that it is no longer economically viable to pursue. 5.1.15 The Treasurer shall act on advice from Moray Council’s Head of Governance, Strategy and PerformanceLegal and Democratic Services, external debt collectors and/or Sheriff Officers when determining debts to be written off for accounting purposes. Details of debts written off in terms of this Regulation shall be retained for credit control purposes and to allow the debts to be pursued at any stage until they become time prescribed. Page 27
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10 5.2 Authority to Incur Expenditure 5.2.1 The Assessor or authorisedhis representative shall have authority to incur expenditure included in the approved revenue budget for the services for which he or she isthey are responsible up to the level of the budget provision subject to 5.2.2 below. 5.2.2 Any authority to incur expenditure shall not extend to making payments in advance of delivery of goods or services or completion of works unless prior permission is obtained in writing from the Treasurer. A list of exceptions is as follows: insurance premiums, software licences, travel bookings, utilities and subscriptions. 5.3 Acquisition of Goods, Services or Works 5.3.1 The Board’s arrangements for securing goods, services (including the use of Consultants) or works will follow Moray Council’s procedures. These are set out in the separate Procurement Policy, Strategy and Procedure Notes (Procurement - interchange) that form part of, and should be read in conjunction with, these Financial Regulations. 5.3.2 Any irregularities or suspected irregularities should be notified to the Assessor and the Treasurer or to the Internal Audit and Risk Mmanager, under the Anti Fraud and Corruption Policy. 5.3.3 Where the Assessor is securing goods, services or works or arranging for the delivery of goods, services or works under a shared services arrangement or in partnership with another public body or bodies, the Assessor shall ensure that: the organisation leading the activity is clearly identified at the outset; the procurement policy, strategy and procedural guidelines of the lead organisation shall apply; an agreement which governs the relationship between the parties is in place, which includes reference to funding, performance monitoring and dissolution arrangements. 5.3.4 The Assessor will use the most efficient vehicle for the sourcing of goods, services or works, and utilise the Payments section (Buying Team) in accordance with the procurement guidance, which will assist users in the correct route to take for proposed purchases. 5.3.5 Sourcing of goods, service or works direct from a single supplier shall be permissible only where prior approval is sought and obtained from the Treasurer, the Assessor having clearly demonstrated that it is appropriate to do so; principally in circumstances where there is only one supplier of the goods, services or works required. 5.3.6 In circumstances where it is considered necessary to depart from the procedures in 5.3.1 to 5.3.5 above, the Assessor in liaison with the Treasurer Page 28
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11 shall submit a report to the Board for approval, ensuring that Board Members are made aware of any associated risks. 5.4 Petty Cash Imprests 5.4.1 The Treasurer shall provide such imprests as (s)he the Treasurer considers appropriate for those Officers of the Board who may need them for the purposes of defraying petty cash and other expenses. 5.4.2 No income received on behalf of the Board may be paid into an imprest account, but must be banked or paid to the Council as provided for in terms of paragraph 5.1.4 above. 5.4.3 Payments from an imprest account shall be limited to minor items of expenditure and to such other items as the Treasurer may approve, and shall be supported by a receipted voucher to the extent that the Treasurer may require. 5.4.4 On no account shall any allowances or incidental expenses or subsistence payments be paid to staff from an imprest account, but shall be reclaimed through the travel and subsistence scheme in terms of paragraph 3.14 above. 5.4.5 Officers assigned responsibility for the petty cash account which they hold. On leaving the employment of the BoardCouncil they shall be required to reconcile the petty cash account in conjunction with their line manager and the Budget Manager prior to leaving their post. 5.5 Staff Payments and Allowances 5.5.1 With the general exception of pensions to former employees, the payment of salaries, wages, compensations and other emoluments to all employees of the Board shall be made by the Head of HR, ICT and OD Treasurer. 5.5.2 Without the authority of the Board, the appropriate Conditions of Service shall apply to all staff. 5.5.3 Staff shall normally be appointed to the first incremental point of the salary scale for the post, taking account of the experience of the applicant where the Conditions of Service so require, except where the Assessor considers it appropriate to do otherwise, in consultation with Moray Council Head of HR, and ICT and OD Services. 5.5.4 Alterations to rates of wages and salaries and to conditions of service of staff agreed by the relevant national negotiating bodies shall be applied from the effective date specified, subject to reference to the Board of any matter in which there is a discretion. Page 29
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12 5.5.5 The Assessor shall have delegated authority to direct resources allocated by the Board within each Activity to the most efficient and appropriate method of delivering the defined Activity to meet the Boards priorities and policies, electoral registration officers and the Boards statutory requirements of the Board and the Assessor and Electoral Registration Officer. It follows that the Assessor shall have the authority to establish appropriate staffing arrangements to deliver services specified by Board. 5.5.6 Limitations in respect of changes to staffing arrangements will be as follows:- Must NOT exceed budget. Must comply with Board Policy and Procedure (particular reference is made to adherence to consultation arrangements with Staff and Unions). The following posts must be submitted to the Board:- a) Alterations to the establishment, whether by way of increase or decrease, of posts graded on or above SCP (96) 41 (Grade 812). b) Those posts which cannot be accommodated within existing budgets. c) Those which Moray Council Head of HR, and ICT and OD Services or the Treasurer otherwise believe require scrutiny by Board members. Any changes that do not require approval by the Board as mentioned above, will be notified to Moray Council Head of HR, and ICT and OD Services and the Treasurer, or other such officers as may be nominated by the Treasurer, subject to confirmation that budget is available for the changes proposed. 5.5.7 The Assessor shall notify the Treasurer and Moray Council Head of HR, and ICT and OD Services, as soon as possible and in the form prescribed by the Head of HR, ICT and OD him or her, of all matters affecting the payment of such emoluments and, in particular: (a) appointments, resignations, dismissals, suspensions, secondments and transfers; (b) absences from duty for sickness or other reason, apart from approved leave; (c) absences from duty not covered by the appropriate medical certificate; (d) changes in remuneration, other than normal increments and pay awards and agreements of general application; (e) information necessary to maintain records of service for Superannuation, income tax, etc. 5.5.8 Appointments of all employees shall be made in accordance with the practices and policies of the Board and the approved establishments, grades and rates of pay. Page 30
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13 5.5.9 All individuals employed by the Board under a contract of service shall be paid through the payroll system to ensure proper accounting for Income Tax and National Insurance. 5.5.10 All time records or other pay documents shall be in a form prescribed or approved by the Treasurer and shall be certified by or on behalf of the Assessor by an authorised officer and returned timeously to Moray Council’s Head of Financial ServicesHR, ICT and OD. The certifying officer must be satisfied that the claim is accurate, as failure to do so will impact on the employee being paid correctly and also ensure that:- employee information e.g. employee payroll number, is accurate; hours claimed have been worked; where applicable, allowances and overtime have been correctly calculated; summations are correct; the payment relates to the appropriate terms and conditions. 5.5.11 No consultant or agency-supplied employees should be engaged without the approval of the Assessor. 5.5.12 Staffing establishment lists will be sent to the Assessor three times a year, (March, July and November). These should be checked for accuracy and any issues surrounding them should be notified immediately to the payroll section. 5.6 Travelling and Subsistence Allowances 5.6.1 All payments in respect of travelling and subsistence allowances shall be at rates determined from time to time by the Board and in accordance with the Board’s scheme for the payment of travelling and subsistence allowances. 5.6.2 All claims for payment of travelling and subsistence allowances by staff shall be duly certified and submitted to the Assessor on the approved form, made up to the last day of each month accompanied by receipts for expenditure incurred, and submitted as soon as possible thereafter. The Assessor must maintain a list of signatories approved for this purpose, and shall action additions to or deletions from the list from time to time. This list shall be submitted to the Treasurer and will be copied to the Accountancy Section in Moray Council with any changes being notified immediately. Page 31
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14 5.6.3 The certification by the authorised officers shall be taken to mean that the certifying officer is satisfied that the journeys have been efficiently planned and authorised, the mileage and expenses incurred are reasonable and agree with the journey description detailed, and the allowances are properly payable by the Board. 5.6.4 Payment to Members of the Board who are entitled to claim travelling or other allowances, will be made by the Director of Finance or Chief Financial Officer of the representative constituent authority upon receipt of the prescribed form duly completed, accompanied by receipts for expenditure incurred. 5.6.5 Reimbursement of expenses incurred more than three months prior to the date of receipt of the claim form for payments processing shall not be paid without the prior approval of the Assessor. 5.6.6 Requests by staff to travel out with the United Kingdom and Ireland on business where costs require to be met from the Board’s budget must be considered and approved by the Board prior to the journey taking place. Once approved, notification is required to the Moray Council Banking & Insurance section, for insurance purposes to ensure adequate cover is provided. Except in cases where a spouse or partner forms part of an approved group or delegation, their full travel costs and additional accommodation costs shall not be met by the Board. Any other arrangements shall be reported in advance and be approved by the Assessor. Page 32
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REPORT TO: GRAMPIAN VALUATION JOINT BOARD ON 04 OCTOBER 2024 SUBJECT: REVENUE BUDGET MONITORING STATEMENT FOR THE PERIOD 1 APRIL TO 31 AUGUST 2024 BY: TREASURER TO THE BOARD 1. REASON FOR REPORT 1.1 To consider the Revenue Budget Monitoring Statement for the period 1 April to 31 August 2024. 2 RECOMMENDATION 2.1 It is recommended that the Board considers the Revenue Monitoring Statement to 31 August 2024. 3. CURRENT POSITION 3.1 At its meeting on 26 January 2024, the Board agreed the Revenue Budget for 2024/25 (paragraph 5 of the Minute refers) be set at £5,178,000 and approved the requisitions to constituent authorities of £5,022,000, with £156,000 being funded from the earmarked Non-Domestic Rates (NDR) reserve. 3.2 APPENDIX 1 shows the monitoring position to 31 August 2024 against the budget. It gives details of the 2024/25 Revenue Budget, actual expenditure to date and the variance of expenditure against budget to date. 3.3 Total net expenditure at 31 August 2024 is £1,384,000 which is an underspend of £642,000 against budget to date (£2,026,000). 3.4 There are currently 16 vacancies and recruitment is actively being carried out. Year to Date Variances 3.5 There is a £273,000 underspend against budget to date within employee costs. The variance arises from vacant posts in the establishment, including NDR posts not yet occupied, and a budgeted 3% pay award for 2024/25. The pay award for 2024/25 has not been agreed. The latest pay offer was higher than the 3% budgeted for. Item 7. Page 33
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3.6 There is a small overspend on property costs of £2,000 . 3.7 Transport Costs have an underspend of £4,000. 3.8 Budgets within Supplies and Services are over by £11,000 to date, with the main variances in Specialist Services, ICT Maintenance and Postages; overspends of £22,000, £47,000 and an underspend of £70,000 respectively. This is not causing concern at this stage of the year. 3.9 Support charges are processed at 31 March as part of the year end closedown. 3.10 There are no other significant variances to report at this early stage in the year Government Grant funding 3.11 Funding is being given to local authorities and Valuation Joint Boards for the introduction of the Electoral Integrity Programme (EIP), in order to meet the requirements of the Elections Act 2022. New measures introduced include the requirement to show ID at polling stations, improving the accessibility of elections for people with disabilities, and bringing in changes to postal and proxy voting. Government Grant income of £235,000 was received from the Department of Levelling Up, Housing and Communities in May for the Electoral Integrity Programme New Burdens funding. A further £141,000 for EIP was received at the end of June 2024 to reflect the impact of the Elections Act at the UK Parliamentary General Election in July 2024. 4. CONCLUSION 4.1 The total net expenditure as at 31 August 2024 is £1,384,000 giving an underspend against budget to date of £642,000. 4.2 The Assessor and his Senior Management Team closely monitor and control budgets in order to keep within agreed levels and generate savings wherever possible throughout the year. 4.3 A detailed revenue monitoring and estimated outturn statement will be reported at the Board meeting in November 2024. Author of Report: Audrey Boyd, Accountant Background papers: Held within Accountancy Section, Moray Council Date: September 2024 Page 34
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APPENDIX 1 GRAMPIAN VALUATION JOINT BOARD REVENUE MONITORING STATEMENT FOR PERIOD 1 APRIL TO 31 AUGUST 2024 Line 2024-25 2024-25 Actual Variance No. Total Budget Budget to Date 31-Aug-24 31-Aug-24 £'000 £'000 £'000 £'000 Employee Costs 1 Salaries 3,181 1,325 1,114 211 2 National Insurance 338 141 117 24 3 Superannuation 320 133 110 23 4 Additional Pensions 25 10 10 - 5 Other Employee Costs 7 2 1 1 6 Training 71 18 4 14 Total Employee Costs 3,942 1,629 1,356 273 Property Costs 7 Accommodation Charges 309 182 190 (8) 8 Repairs and Maintenance 27 6 2 4 9 Energy Costs 15 6 4 2 10 Cleaning 5 2 2 - Total Property Costs 356 196 198 (2) Transport Costs 11 Staff Travel and Subsistence 50 21 17 4 Total Transport Costs 50 21 17 4 Supplies & Services 12 Equipment, Furniture & Materials 9 - 4 (4) 13 PPE 1 - - - 14 Reference Books 13 8 14 (6) 15 Printing & Stationery 18 4 2 2 16 Postages & ER Printing 434 104 34 70 17 Telephones 10 4 8 (4) 18 Advertising 1 - - - 19 IT Maintenance & Support 220 55 102 (47) 20 Valuation Appeals 30 1 2 (1) 21 Members' Allowances 4 - - - 22 Fees, Charges & Subs 8 1 1 - 23 Specialist Services 30 - 22 (22) 24 Conference Fees & Subsistence 2 1 - 1 25 Other Supplies & Services 4 2 2 - Total Supplies & Services 784 180 191 (11) Support Services 25 Lead Authority Charge 65 - - - Total Support Services 65 - - - Gross Expenditure 5,197 2,026 1,762 264 Income 26 Sales and Other Income (15) - (2) 2 27 Interest on Revenue balances (4) - - - 28 Government Grant Income - - (376) 376 Total Income (19) - (378) 378 29 Net Expenditure 5,178 2,026 1,384 642 Funded from Reserves 30 NDR Reform (156) - - - 31 Electoral Reform - - - - Total Funded from Reserves (156) - - - 32 Requisitions (5,022) (2,082) (2,082) - 33 (Surplus)/Deficit for Year - (56) (698) 642 Item 7. Page 35
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REPORT TO: Grampian Valuation Joint Board on 4 October 2024 SUBJECT: Governance BY: The Assessor & ERO 1. Reason for Report 1.1 To update the Board on the review of the Board’s Standing Orders 2. Recommendation 2.1 It is recommended that the Board note the content of the report and approve the changes to the Standing Orders (Appendix 1). 3. Background 3.1 The Board’s governance documents are subject to regular review to ensure that they remain up-to-date in terms of legislative requirements, good practice and operational relevance. 3.2 The Board’s Standing Orders were last updated in February 2020. 3.3 As required by Standing Order 64, a revised draft of the Standing Orders was presented to the Board at the meeting of 28 June 2024 for discussion at the next Board meeting. 3.4 A version of the draft showing the tracked changes was circulated to Board members on 28 June 2024 with a request that any comments should be directed to the Assessor. This is attached at Appendix 2. 4. Current Position 4.1 The Standing Orders have been amended to update the wording and reflect the changes to the way the Board operates post-pandemic. 4.2 At the date of writing this report, no comments have been received. 5. Conclusion 5.1 The changes to the Standing Orders are relatively minor and do not change the way the Board operates in any significant manner. 5.2 It is recommended that the Board approve the revised Standing Orders. Author of Report: Mark Adam, Assessor & ERO Item 8. Page 37
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Page 1 Appendix 1 GRAMPIAN VALUATION JOINT BOARD STANDING ORDERS INDEX The following Index has been Hyperlinked therefore all you need to do is click on the Heading you require and it will take you to the relevant paragraph in the document. Order Number Page 1 Application of interpretation act 2 2 Commencement 2 3 Definitions 2 - 3 4 – 8 Board meetings 3 9 – 11 Quorum 3 - 4 12 – 14 Notice of meetings 4 15 – 16 Order of business 4 17 – 19 Chair 5 20 – 24 General conduct of board meetings 5 - 6 25 Declaration of financial and other interests 6 26 – 29 Adjournment of meeting 6 30 – 31 Approval of minutes 7 32 Written questions 7 33 – 34 Question time 7 35 – 39 Notices of motion 7 - 8 40 – 44 Motions and amendments 8 - 9 45 – 48 Order of debate 9 49 – 52 Points of order 9 53 – 55 Closure of debate 10 56 – 58 Voting at meetings of the board and sub- committees 10 - 11 59 – 61 Dissent 12 62 Alteration or recission of previous resolution 12 63 – 64 Suspension and alteration of standing orders 12 65 – 70 Admission to meetings 12-13 71 Execution of documents 13 Version 8.0d - 28 June 2024 Item 8. Page 39
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Page 2 APPLICATION OF INTERPRETATION ACT 1. The Interpretation Act 1978 applies to the interpretation of these Standing Orders as it applies to the interpretation of an Act of Parliament. COMMENCEMENT 2. These Standing Orders shall apply and have effect from (to be confirmed) and be reviewed at least every two years thereafter. DEFINITIONS 3. In these Standing Orders, the following words and expressions have the following meanings:- “the 1973 Act" means the Local Government (Scotland) Act 1973, as amended; "the 1985 Act" means the Local Government (Access to Information) Act 1985; “the 1994 Act" means the Local Government Etc (Scotland) Act 1994; "Order" means The Valuation Joint Boards (Scotland) Order 1995, made under Section 27 (7) to (9) of the Local Government Etc (Scotland) Act 1994; "Board" means The Grampian Valuation Joint Board established under the Order; “Constituent Authority” means any of the Councils of Aberdeen City, Aberdeenshire and Moray; “Sub-Committee” means the appointment of Sub-Committees in terms of Paragraph 3 of Schedule 2 of the Order; “Convener” means the Convener of the Board appointed under Paragraph 3 of Schedule 2 of the Order, or when used in the context of meetings of the Board or Sub-Committee means the Chair presiding the meeting; “Depute-Convener” means the Depute-Convener of the Board appointed under Paragraph 3 of Schedule 2 of the Order; "Member" means a person appointed by any of the Constituent Authorities from their own number to be a member of the Board in terms of Paragraph 1 (3) of Schedule 2 of the Order and, except where the context otherwise requires, includes a Substitute Member as defined below; “Substitute Member” means a person appointed by any of the Constituent Authorities from their own number to be a substitute member of the Board in terms of Paragraph 1 (4) of Schedule 2 of the Order; “Assessor” means the official appointed in terms of Section 27 (2) of the 1994 Act; “Treasurer” means the Treasurer appointed in terms of Paragraph 4 of Schedule 2 of the Order; Page 40
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Page 3 “Clerk” means the Clerk appointed in terms of Paragraph 4 of Schedule 2 of the Order; "Councillors Code of Conduct" means the Councillors Code of Conduct made by Scottish Ministers under tThe Ethical Standards Public Life etc. (Scotland) Act 2000. BOARD MEETINGS 4. First Meeting After Appointment of Members - In a year in which ordinary elections of Councillors are held, the Board shall hold a meeting as soon as practicable after each Constituent Authority has appointed its members and substitute members to the Board. At this meeting, or any adjournment thereof the Board shall appoint the Convener and Depute-Convener from its own number. Where more than one nomination is announced for Convener or Depute-Convener, the Clerk to the Board shall call for a vote to be taken, and the member so nominated shall be appointed Convener or Depute-Convener by a simple majority. The Convener and Depute-Convener shall not, at any time, be members of the same constituent authority (s3(1) of The Valuation Joint Boards (Scotland) Order 1995). 5. Ordinary Meetings - Ordinary meetings of the Board shall be held on such dates, at such time and at such place or places as the Board may from time to time determine. 6. Special Meetings - A special meeting of the Board may be called at any time:- (a) by the Convener; or (b) on a requisition in writing to the Clerk of at least four members of the Board, which meeting shall be held within 14 days of receipt of such requisition by the Clerk. The requisition should state the business to be transacted. 7. Sub-Committee Meetings – At the first meeting of the Board following the ordinary election of its Constituent Authorities, the Board can establish a General Purposes Sub-Committee which shall have as its members the Convener, the Depute- Convener and three others from among the Constituent Authorities of which at least one shall not be representative of the same Constituent Authority as that of the Convener and Depute-Convener. 8. Attendance at Meetings - Members of the Board and Sub-Committee may, if unable to attend such meetings, be represented by a substitute with full voting rights provided the name of that substitute has been intimated to the Clerk not later than the last working day before the appropriate meeting. QUORUM 9. Subject to the provisions of paragraph 4 of Schedule 7 to the Local Government (Scotland) Act, 1973, the quorum for a meeting of the Board shall be four members of whom not all those present shall be members of the same Constituent Authority. The quorum for a meeting of any Sub-Committee of the Board shall be three members, one from each Constituent Authority. 10. If, during any meeting of the Board, a quorum is not present, the Convener shall direct that the meeting be adjourned for 5 minutes and if, after a lapse of 5 minutes, the Convener shall find that there is not a quorum present, the meeting shall Page 41
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Page 4 thereupon terminate; but if, before or upon the lapse of the said 5 minutes, a quorum is present, the Convener shall direct that the business of the meeting be forthwith resumed. 11. The Convener shall have power to direct that a special meeting of the Board be called to transact any business which has not been disposed of at a prior meeting which has terminated because of the lack of a quorum; if a special meeting is not convened in such a case, such adjourned business shall, at the next ordinary meeting of the Board, be considered immediately after the approval of Minutes of the previous meeting or meetings of the Board and shall (subject to the discretion given to the Convener under Standing Order No. 15) be commenced at the point at which it was broken off at the termination of the previous meeting. NOTICE OF MEETINGS 12. At least six clear calendar days before a meeting of the Board – (a) notice of the time and place of the intended meeting shall be published at the constituent Council offices and, where the meeting is called by members of the Board, the notice shall name those members and shall specify the business proposed to be transacted thereat; and (b) a summons to attend the meeting, specifying the business to be transacted at the meeting and signed by the Clerk to the Board or his/her authorised representative, shall, subject to Standing Order 13 below, be left at or sent by email/post to the council email/postal address of every member of the Board. 13. If a member of the Board gives notice in writing to the Clerk to the Board that they desire summonses to attend meetings of the Board to be sent to them at some address specified in the notice other than their council email/postal address, any summons addressed to them and left at, or sent by email/post to, that address shall be deemed sufficient service of the summons. 14. Failure of receipt of papers by any member of the Board shall not affect the validity of a meeting of the Board. ORDER OF BUSINESS 15. The business of the Board or any Sub-Committee at any meeting shall proceed in the order of the agenda except that the Convener may, at their discretion, alter the order of business at any stage. 16. Except in the case of business required by or under any statutory provision, no item of business shall be transacted at a meeting of the Board unless it is specified in the summons relating thereto or any supplementary notice and copies of the summons and any supplementary notice are open to inspection by members of the public in pursuance of Section 50B(4) of the Local Government (Scotland) Act 1973 or the Convener is of the opinion, by reason of special circumstances which shall be specified in the Minutes, that an additional item should be considered at the meeting as a matter of urgency. Page 42
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Page 5 CHAIR 17. (a) At a meeting of the Board, the Convener, if present, shall preside. (b) The convener, or in their absence the depute convener, shall preside at all meetings of a board, but where both the convener and the depute convener are absent from any meeting the members present shall appoint a convener for that meeting. 18. The Convener shall, inter alia, - (a) preserve order and ensure that every member of the Board shall have a fair hearing; (b) if a member of the public interrupts the proceedings at any meeting, warn them; if they continue to interrupt, the Convener shall order their removal from the meeting; in the case of a general disturbance in any part of the physical meeting room open to the public, the Convener shall order that part to be closed; (c) decide all matters of order, competency and relevancy; (d) decide between two or more members of the Board indicating a wish to speak by calling on the member who has first caught their eye or by the use of an electronic system if available, whichever the Convener decides; (e) see that due and sufficient opportunity is given to members of the Board who wish to speak to express their views on the subject under discussion; and (f) ensure that the sense of the meeting is properly ascertained with regard to any matter, which is properly before the meeting. 19. The ruling of the Convener on all matters within their jurisdiction shall be final and shall not be open to question or discussion. GENERAL CONDUCT OF BOARD MEETINGS 20. At meetings of the Board - (a) every member of the Board when speaking shall address the Convener; (b) when the Convener indicates they are to speak, no other member of the Board shall continue or begin to speak; (c) when the Convener is speaking, they shall be heard without interruption; and (d) in the event of any person present disregarding the authority of the Convener or being guilty of obstructive or offensive conduct, a motion may thereupon be moved and seconded to suspend such person for the remainder of the sitting; the motion shall be put without discussion and, if it be carried, such person shall leave the meeting and, if refusing to do so, shall be removed from the meeting (including the precincts thereof) with such force as may be reasonably necessary. Page 43
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Page 6 21. Members of the Board are required to comply with the terms of The Councillors' Code of Conduct. 22. In terms of The Ethical Standards in Public Life etc. (Scotland) Act 2000 (Register of Interest) Regulations 2003 the Board is neither a Council nor a devolved public body and is therefore not under a duty to keep a Register of Members’ Interests. The registers of the interests of individual members are however maintained by the Constituent Authorities. 23. Where a member discloses a pecuniary interest, direct or indirect, in any contract or other matter and is present at a meeting of the Board or the Sub-Committee at which the contract or other matter is the subject of consideration, that person shall, after disclosing the fact, withdraw from the meeting while the contract, proposed contract or other matter is under consideration. 24. Where a member discloses a private or personal interest which is not pecuniary, they may take part in discussion and vote, unless they consider that interest is clear and substantial, in which case they shall withdraw as if the interest were pecuniary. DECLARATION OF FINANCIAL AND OTHER INTERESTS 25. A Member who is present at a meeting where any item of business in which they have any financial or other interest (such as described in the Councillors Code of Conduct) is to be dealt with, shall disclose their interest as soon as possible after the start of the meeting. ADJOURNMENT OF MEETING 26. The Convener shall be entitled, in the event of disorder arising at any meeting of the Board, to adjourn the meeting to a time they may then or afterwards fix. 27. The Board may, at any of their meetings as a Board, adjourn the same to such time as the Convener may then or afterwards fix. 28. A motion for the adjournment of the meeting may be made at any time (not being in the course of a speech) and shall have precedence over all other motions. It shall be moved and seconded without speeches or discussions and shall be put at once to the meeting by the Convener. The vote shall be taken by means of a show of hands or by the use of an electronic voting system if available. 29. When an adjourned meeting is resumed, proceedings shall (subject to the discretion given to the Convener under Standing Order No.15) be commenced at the point at which they were broken off at the adjournment. APPROVAL OF MINUTES 30. At each ordinary meeting of the Board, the Minutes of the previous ordinary meeting, and (when practicable) of any intervening special meeting or sub-committee, having been printed and previously circulated, shall be submitted and shall be held as read. Page 44
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Page 7 No motion or discussion shall be allowed in the Board on these Minutes, except as to their accuracy as a record of the meeting to which they relate. Any objection on this ground must be made by motion and, if necessary, the matter shall be decided by vote in the ordinary manner, provided that, for this matter, discussion and voting shall be restricted to those members who were present at the meeting to which the Minute relates. 31. The Minutes of any special meeting of the Board, if not submitted for approval at the next ordinary meeting of the Board, shall be submitted for approval at the earliest subsequent ordinary meeting at which it is practicable so to do. WRITTEN QUESTIONS 32. Any member can put one question to the Convener about relevant and competent business not already on the Agenda for a meeting of the Board. No member can put more than one question at any meeting. The member must give notice in writing of their question to the Clerk four working days prior to the meeting. A copy of any written answer provided by the Convener will be tabled at the start of the relevant meeting. The member who has put the question may, after the answer has been given, ask one supplementary question directly related to the subject matter but no discussion will be allowed. QUESTION TIME 33. At each ordinary meeting of the Board, 10 minutes will be allowed for question time when any member can put one question to the Convener, regarding any matter within the remit of the Board. The Member who has put the question may, after the answer has been given, ask one supplementary question directly related to the subject matter, but no discussion will be allowed. In the event of further information/investigation being required, in order to answer the question, the Clerk will arrange for a written answer to be provided within seven working days. 34. The Convener may call upon an official to speak at a meeting of the Board to provide factual information in answer to a question put in terms of Standing Order 33. NOTICES OF MOTION 35. Not less than 14 days before an ordinary meeting of the Board, notice of motion in writing, duly signed, may be given by any member of the Board for consideration at that meeting of the Board provided that before submitting such notice of motion, the member shall have taken all reasonable steps to have the subject matter dealt with through the normal channels and shall not have been satisfied with the action taken. Such notice, which shall set forth the proposal without argument or reasons, shall be submitted to the Clerk to the Board. 36. The Convener, at, or before, the Board meeting, shall decide as to its competence or relevance. 37. If a member of the Board who has given a notice of motion is absent when it falls to be considered by the Board in the first instance, it shall, unless the Board otherwise decides, be put on the agenda of the next ordinary meeting of the Board. If, at the Page 45
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Page 8 said next ordinary meeting, the member is again absent, the notice of motion shall fall. 38. Any member of the Board submitting a notice of motion shall, if the motion is remitted to the Sub-Committee for consideration and report or with powers, be invited to attend and, where the mover so desires, to address that Committee, if not already a member thereof for the purpose of the remit, they shall also be invited to attend and, where the mover so desires, to address that sub-committee for such purpose, if not already a member thereof. 39. Notwithstanding the terms of Standing Order 50 hereof, any notice of motion remitted by the Board to a Committee or Sub-Committee, which is moved but not seconded shall be recorded in the Minutes. MOTIONS AND AMENDMENTS 40. The following provisions shall apply to motions and amendments directly and competently arising in connection with any subject before the Board:- (a) Every motion or amendment on any question shall be moved and seconded and shall, if the Convener so requires, be given to the Clerk to the Board in writing and read to the meeting before the motion or amendment is further discussed. (b) All amendments must be relative to the motion and no member shall be at liberty to move or second (a) more than one amendment to any motion or (b) an amendment if they have moved or seconded the motion. If an amendment is withdrawn, the mover and seconder thereof shall be at liberty to move or second another amendment or to speak in support of such amendment. (c) No motion to which an amendment has been moved and seconded shall be altered in substance or withdrawn without the leave of the mover and seconder. (d) After an amendment has been moved and seconded, it shall not be withdrawn or altered in substance without the leave of the mover and seconder. 41. A motion for the approval of a Minute of a meeting of the Board, or of any part of such Minute, shall be considered as the motion and any form of proposal which implies mere negation or otherwise if moved, shall be dealt with as an amendment thereto. 42. If any motion or amendment is, in the opinion of the Convener, irrelevant or incompetent, they shall rule the same out of order. 43. No matter in the Minute of a meeting of the Board competently before the Board shall be withdrawn by the Convener except with the consent of the Board. 44. Motions and amendments moved but not seconded shall be recorded in the Minutes. ORDER OF DEBATE Page 46
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Page 9 45. Every member of the Board who indicates a wish to speak at any meeting of the Board shall address the Convener and shall direct their speech:- (a) to the matter before the meeting by proposing, seconding or supporting the motion or any amendment relative thereto or (b) to a point of order or information. No member shall speak supporting the motion or any amendment until the same shall have been seconded. 46. Subject to the right of reply vested in the mover of a motion, no member shall speak more than once in the same debate at any meeting of the Board except on a point of order. 47. The mover of the motion shall have a right of reply but they shall introduce no new matter and, after they have commenced their reply, no other member shall speak on the question except as provided in the immediately preceding paragraph of this Standing Order. 48. In moving a motion or an amendment, a member shall not speak for more than five minutes and every other speaker, and the mover of the motion in reply, shall not speak for more than three minutes. The foregoing limits of time may be exceeded with the consent of the majority of the members present and voting, such vote to be by means of a show of hands or by the use of an electronic voting system if available. POINTS OF ORDER 49. Any member of the Board may at any time at any meeting of the Board speak upon a point of order suddenly arising if they do so as soon as possible and if they declare that they rise to a point of order and refers to the particular Standing Order which, in their opinion, is being infringed. 50. The member who is then addressing the Board shall resume their seat and the member who rises on the point of order shall, when they have concluded, also resume their seat. No other member shall be entitled to speak to the point of order raised except by permission of the Convener. 51. The Convener shall thereupon decide the question and, thereafter, the member who was addressing the Board at the time the point of order was raised shall be entitled (if the ruling permits them so to do) to continue their speech, giving effect to the ruling of the Convener. 52. The decision of the Convener shall be final on all points of order. CLOSURE OF DEBATE 53. At any meeting of the Board, any member of the Board who has not spoken on a matter being discussed, may move (without making a speech), "That the question be now put", where at least four members (excluding the movers and seconders of the original motion and any amendments) have spoken on the matter. 54. On the motion being seconded, the Convener shall put the same to the meeting Page 47
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Page 10 without speeches or discussion, and the vote shall be taken by a show of hands. If the motion for closure of debate be carried, the mover of the original motion shall have the right of reply and thereafter the matter under discussion shall be voted on in the ordinary way; if the motion for closure is not carried, the debate shall be resumed. 55. Such a motion may be competently moved a second time after not fewer than two additional members have spoken and so on after every two additional members have spoken. VOTING AT MEETINGS OF THE BOARD AND SUB-COMMITTEES 56. Except in the case of filling a staff vacancy or vacancies and of making appointments, the following provisions shall apply as to voting:- (a) When there is only one amendment to the motion, the vote shall be taken between the motion and the amendment and whichever is carried shall become the finding of the meeting and the Board shall be deemed to have resolved accordingly. (b) When there are more amendments to the motion than one, then, unless the Convener decides otherwise, in order to avoid inconsistency in voting, the last amendment shall be put against that immediately preceding and then the amendment which is carried shall be put against the next preceding and so on until there remains only one amendment, between which and the motion the Board shall divide, and whichever is carried shall become the finding of the meeting and the Board shall be deemed to have resolved accordingly. (c) If, however, one of a number of amendments is any form of proposal, which clearly indicates negation of the motion, the first division shall be taken between it and the motion. If the amendment is carried, the Board shall proceed to the next item of business. If the amendment is not carried, it shall be eliminated from the amendments which, with the motion, shall be voted on in the usual way. (d) In the event of an equality of votes at a meeting, the convener of that meeting shall, subject to (e) below, have a casting vote as well as a deliberative vote. (e) Where there is an equality of votes at a meeting and the matter which is the subject of the vote relates to the appointment of a member of the board to any particular office or sub-committee of the board, the decision shall be by lot. 57. In the case of filling a staff vacancy or vacancies and of making appointments of members and officers to any particular office, committee or external body, the following provisions shall apply as to voting:- Where only one vacancy requires to be filled or appointment made, and two candidates are proposed and seconded for appointment, a vote shall be taken as between these candidates and the candidate who receives the majority of votes shall be declared duly appointed. Where in such a case as aforesaid more than two candidates are proposed and seconded for appointment, a vote shall first be taken as among all these candidates, each member being entitled to vote for one candidate only. If, as a result of this vote, any candidate receives an absolute majority of the votes of the members of the Board Page 48
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Page 11 present and voting, such candidate shall be declared duly appointed. If no candidate receives such a majority, the name of the candidate receiving the smallest number of votes shall be struck out, provided that, if two or more candidates tie as receiving the smallest number of votes, a vote or votes shall be taken as between or among these candidates and the candidate who receives the smaller or smallest number of votes shall be dropped. In subsequent votes, the same course shall be followed until one of the candidates receives an absolute majority of votes, when they shall be declared duly appointed or until the candidates are reduced to two, when a final vote shall be taken and the candidate receiving the majority of votes shall be declared duly appointed. (a) Where more than one vacancy requires to be filled for posts of the same nature and at the same level, or where more than one appointment requires to be made, a vote shall first be taken as among all the candidates proposed and seconded for appointment where these exceed the number of vacancies, each member being entitled to vote for candidates up to the number of vacancies to be filled. The result shall be decided by the first vote except in the case where two or more candidates tie as having received an equal number of votes for the vacancy or vacancies. In such cases an additional vote or votes shall be taken as between or amongst these candidates with the candidate having least votes being eliminated and so on until the number of candidates remaining is equal to the number of vacancies. (b) Where in any vote between two or more candidates, or after such additional vote as may be required by (a) and (b) above, there is an equality of votes, the Convener shall have a casting vote, except where the matter which is the subject of the vote relates to the appointment of a member of the Board to any particular office, committee or external body, in which case the decision shall be by lot. (c) In the case of any vote relating to the appointment of an officer, the Minute shall record - (i) the names of those candidates proposed and seconded for appointment but not the names of proposers or seconders, and (ii) the name of the candidate who received the votes of a majority of those present and voting but not the names or numbers of those voting for each candidate. 58. Except where otherwise directed by these Standing Orders, the vote shall be taken by calling the roll and the names for and against the motion or amendment shall be taken down in writing and recorded in the Minute. DISSENT 59. Any member of the Board who at any meeting of the Board has taken part in a vote or has proposed a motion or amendment which has not been seconded may at such meeting enter their dissent from the resolution adopted, which dissent shall be recorded in the Minute of the meeting, without giving reasons therefor. A member entering their dissent in accordance with this provision may, within fourteen days Page 49
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Page 12 of such meeting, lodge with the Clerk to the Board a statement containing his or her reasons of dissent. 60. No member shall be entitled to enter their dissent from a resolution of the Board except at the meeting at which such resolution is adopted. 61. Except as herein provided, no reservation or qualification by any member with respect to a particular resolution shall be recorded in the Minutes of Meetings of the Board. ALTERATION OR RESCISSION OF PREVIOUS RESOLUTION 62. No resolution of the Board shall be altered or revoked within six months of its adoption, unless the Board decides that the resolution so taken cannot be implemented or its effect has been substantially altered by subsequent circumstances. SUSPENSION AND ALTERATION OF STANDING ORDERS 63. Any one or more of the Standing Orders (except Standing Order 2 or Standing Order 4) in any case of urgency or upon motion made on a notice duly given may be suspended at any meeting provided that two-thirds of the members of the Board are present and voting shall so decide. Any motion to suspend Standing Orders shall be made with a short explanation and, on such motion being seconded, the Convener shall put the same to the meeting without speeches or discussion. Any vote on such motion shall be by a show of hands or by the use of an electronic voting system if available. 64. No alteration to the Standing Orders shall be made without notice given at one meeting of the Board to be discussed at the following one. ADMISSION TO MEETINGS 65. By virtue of the provisions of Section 50A of the Local Government (Scotland) Act 1973, meetings of the Board and sub-committees shall be open to the public except to the extent (a) that the public shall be excluded under Section 50A(2) of the 1973 Act during consideration of an item of business whenever it is likely that, if they were present, confidential information, as defined in Section 50A(3) of the 1973 Act, would be disclosed to them, or (b) that the public may be excluded by resolution under Section 50A(4) of the 1973 Act during consideration of an item of business whenever it is likely that, if members of the public were present, exempt information, as defined in Section 50J of the 1973 Act, would be disclosed to them. 66. On a motion for adoption of such a resolution being duly moved and seconded, the Convener shall put the same to the meeting without speeches or discussion and, on such a motion being carried, all members of the public present (including representatives of the press but not including members of the Board) shall be directed to leave the meeting. 67. Members of the Board remaining in attendance at meetings of sub-committees of which they are not a member in terms of this provision are required to comply with Page 50
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Page 13 the provisions of Standing Order 25 in relation to disclosure of interest and the provisions of Standing Order 69 as if they were members of the Sub-Committee. 68. Notwithstanding the exclusion of the public as aforesaid, the Board may permit any person to remain in attendance at any meeting for so long as they consider necessary and on the basis that such persons respect the confidentiality of the proceedings. 69. Information as to the proceedings at any meeting from which the public and press are excluded shall not be given to representatives of the press or to any other person except by the Convener or by a person authorised by them so to do. 70. Except for the official recording of the meeting arranged by the Clerk to the Board, no other person or body shall be permitted, without the permission of the Board, to tape record, photograph, video, film or use any other form of electronic, digital or computerised sound or visual recording system during Board or Committee meetings. The official recording will be available on the Board’s section of the Moray Council website for 1 calendar year and then deleted. EXECUTION OF DOCUMENTS 71. Deeds relating to actions and transactions previously authorised by the Board or Sub-Committee acting with powers, and the discharge of heritable securities where the debt has been repaid shall be validly executed & signed by the Clerk to the Board in order to give effect to previous decisions of the Board without the necessity of prior authorisation for the affixing of the seal, provided that the execution of all such documents is reported to the subsequent meeting of the Board. Version History Version Status Date By 7.0 Approved 28/02/2020 GVJB 8.0d Draft MJA Page 51
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Page 1 Formatted: Font: Bold Formatted: Font: 12 pt, Bold GRAMPIAN VALUATION JOINT BOARD STANDING ORDERS INDEX The following Index has been Hyperlinked therefore all you need to do is click on the Heading you require and it will take you to the relevant paragraph in the document. ORDER NUMBER Order Number PAGE Page 1 Application of interpretation act 2 2 Commencement 2 3 Definitions 2 - 3 4 – 8 Board meetings 3 9 – 11 Quorum 43 - 4 12 – 14 Notice of meetings 4 15 – 16 Order of business 54 17 – 19 Chair 5 20 – 24 General conduct of board meetings 65 - 6 25 Declaration of financial and other interests 6 26 – 29 Adjournment of meeting 76 30 – 31 Approval of minutes 7 32 Written questions 7 33 – 34 Question time 87 35 – 39 Notices of motion 87 - 8 40 – 44 Motions and amendments 98 - 9 45 – 48 Order of debate 9 -10 49 – 52 Points of order 109 53 – 55 Closure of debate 10 - 1110 56 – 58 Voting at meetings of the board and sub- committees 11 – 1210 - 11 59 – 61 Dissent 1312 62 Alteration or recission of previous resolution 1312 63 – 64 Suspension and alteration of standing orders 1312 65 – 70 Admission to meetings 13 - 1412- Formatted: Indent: Left: 5 cm, Space Before: 0 pt, Line spacing: single Formatted: Indent: Left: 5 cm Formatted: Font: 10 pt Formatted: Font: Bold Formatted Table Item 8. Page 53
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Page 2 Formatted: Font: Bold Formatted: Font: 12 pt, Bold 13 71 Execution of documents 1413 Version 8.0d - 28 June 2024 ORDER NUMBER PAGE 1 Application of interpretation act 2 2 Commencement 2 3 Definitions 2 - 3 4 – 8 Board meetings 3 9 – 11 Quorum 4 12 – 14 Notice of meetings 4 15 – 16 Order of business 5 17 – 19 Chair 5 20 – 24 General conduct of board meetings 6 25 Declaration of financial and other interests 6 26 – 29 Adjournement of meeting 7 30 – 31 Approval of minutes 7 32 Written questions 7 33 – 34 Question time 8 35 – 39 Notices of motion 8 40 – 44 Motions and amendments 9 45 – 48 Order of debate 9 -10 49 – 52 Points of order 10 53 – 55 Closure of debate 10 -11 56 – 58 Voting at meetings of the board and sub- committees 11 – 12 59 – 61 Dissent 13 62 Alteration or recission of previous resolution 13 63 – 64 Suspension and alteration of standing orders 13 65 – 70 Admission to meetings 13 -14 71 Execution of documents 14 Formatted: Font: Bold Formatted: Font: Bold Formatted: Font: Bold Page 54
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Page 3 Formatted: Font: Bold Formatted: Font: 12 pt, Bold APPLICATION OF INTERPRETATION ACT 1. The Interpretation Act 1978 applies to the interpretation of these Standing Orders as it applies to the interpretation of an Act of Parliament. COMMENCEMENT 2. These Standing Orders shall apply and have effect from 7 February 202029 June 2024(to be confirmed) and to be reviewed at least every three two years thereafter. DEFINITIONS 3. In these Standing Orders, the following words and expressions have the following meanings:- “the 1973 Act" means the Local Government (Scotland) Act 1973, as amended; "the 1985 Act" means the Local Government (Access to Information) Act 1985; “the 1994 Act" means the Local Government Etc (Scotland) Act 1994; "Order" means The Valuation Joint Boards (Scotland) Order 1995, made under Section 27 (7) to (9) of the Local Government Etc (Scotland) Act 1994; "Board" means The Grampian Valuation Joint Board established under the Order; “Constituent Authority” means any of the Councils of Aberdeen City, Aberdeenshire and Moray; “Sub-Committee” means the appointment of Sub-Committees in terms of Paragraph 3 of Schedule 2 of the Order; “Convener” means the Convener of the Board appointed under Paragraph 3 of Schedule 2 of the Order, or when used in the context of meetings of the Board or Sub-Committee means the Chair presiding the meeting; “Depute-Convener” means the Depute-Convener of the Board appointed under Paragraph 3 of Schedule 2 of the Order; "Member" means a person appointed by any of the Constituent Authorities from their own number to be a member of the Board in terms of Paragraph 1 (3) of Schedule 2 of the Order and, except where the context otherwise requires, includes a Substitute Member as defined below; “Substitute Member” means a person appointed by any of the Constituent Authorities from their own number to be a substitute member of the Board in terms of Paragraph 1 (4) of Schedule 2 of the Order; 2 Page 55
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Page 4 Formatted: Font: Bold Formatted: Font: 12 pt, Bold “Assessor” means the official appointed in terms of Section 27 (2) of the 1994 Act; “Treasurer” means the Treasurer appointed in terms of Paragraph 4 of Schedule 2 of the Order; “Clerk” means the Clerk appointed in terms of Paragraph 4 of Schedule 2 of the Order; "Councillors Code of Conduct" means the Councillors Code of Conduct made by Scottish Ministers under tThe Ethical Standards Public Life etc. (Scotland) Act 20022000. BOARD MEETINGS 4. First Meeting After Appointment of Members - In a year in which ordinary elections of Councillors are held, the Board shall hold a meeting as soon as practicable after each Constituent Authority has appointed its members and substitute members to the Board. At this meeting, or any adjournment thereof the Board shall appoint the Convener and Depute-Convener from its own number. Where more than one nomination is announced for Convener or Depute-Convener, the Clerk to the Board shall call for a vote to be taken, and the member so nominated shall be appointed Convener or Depute-Convener by a simple majority. The Convener and Depute-Convener shall not, at any time, be members of the same constituent authority (s3(1) of The Valuation Joint Boards (Scotland) Order 1995). 5. Ordinary Meetings - Ordinary meetings of the Board shall be held on such dates, at such time and at such place or places as the Board may from time to time determine. 6. Special Meetings - A special meeting of the Board may be called at any time:- (a) by the Convener; or (b) on a requisition in writing to the Clerk of at least four members of the Board, which meeting shall be held within 14 days of receipt of such requisition by the Clerk. The requisition should state the business to be transacted. 7. Sub-Committee Meetings – At the first meeting of the Board following the ordinary election of its Constituent Authorities, the Board can establish a General Purposes Sub-Committee which shall have as its members the Convener, the Depute- Convener and three others from among the Constituent Authorities of which at least one shall not be representative of the same Constituent Authority as that of the Convener and Depute-Convener. 8. Attendance at Meetings - Members of the Board and Sub-Committee may, if unable to attend such meetings, be represented by a substitute with full voting rights provided the name of that substitute has been intimated to the Clerk not later than the last working day before the appropriate meeting. Formatted: Indent: Left: 0 cm Page 56
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Page 6 Formatted: Font: Bold Formatted: Font: 12 pt, Bold QUORUM 9. Subject to the provisions of paragraph 4 of Schedule 7 to the Local Government (Scotland) Act, 1973, the quorum for a meeting of the Board shall be four members of whom not all those present shall be members of the same Constituent Authority. The quorum for a meeting of the any Sub-Committee of the Board shall be three members, one from each Constituent Authority. 10. If, during any meeting of the Board, a quorum is not present, the Convener shall direct that the meeting be adjourned for 5 minutes and if, after a lapse of 5 minutes, the Convener shall find that there is not a quorum present, the meeting shall thereupon terminate; but if, before or upon the lapse of the said 5 minutes, a quorum is present, the Convener shall direct that the business of the meeting be forthwith resumed. 11. The Convener shall have power to direct that a special meeting of the Board be called to transact any business which has not been disposed of at a prior meeting which has terminated because of the lack of a quorum; if a special meeting is not convened in such a case, such adjourned business shall, at the next ordinary meeting of the Board, be considered immediately after the approval of Minutes of the previous meeting or meetings of the Board and shall (subject to the discretion given to the Convener under Standing Order No. 15) be commenced at the point at which it was broken off at the termination of the previous meeting. NOTICE OF MEETINGS 12. At least Ssix clear calendar days at least before a meeting of the Board -– (a) notice of the time and place of the intended meeting shall be published at the constituent Council offices and, where the meeting is called by members of the Board, the notice shall name those members and shall specify the business proposed to be transacted thereat; and (b) a summons to attend the meeting, specifying the business to be transacted at the meeting and signed by the Clerk to the Board or his/her authorised representative, shall, subject to Standing Order 13 below, be left at or sent by email/post to the usual place of residencecouncil email/postal address of every member of the Board. 13. If a member of the Board gives notice in writing to the Clerk to the Board that he or shethey desires summonses to attend meetings of the Board to be sent to him or herthem at some address specified in the notice other than his or hertheir place of residencecouncil email/postal address, any summons addressed to him or herthem and left at, or sent by email/post to, that address shall be deemed sufficient service of the summons. 14. Failure of receipt of papers by any member of the Board shall not affect the validity of a meeting of the Board. Commented [MA(1]: The Board do not appear to be subject to the whole of this Schedule, only par. 4, so reworded. Para 4 says “no business shall be transacted at a meeting of a council unless at least one-fourth of the whole number of members of the council are present.”, i.e. 15/4 = 3.75, say 4. Neither para. 4 or the Order specifies that the quorum cannot all be from the same council. Formatted: List Paragraph, Space Before: 0 pt Commented [MA(2]: Change this around so docs etc are sent to Council offices and email addresses (see also SO13) Formatted: List Paragraph Formatted: List Paragraph Page 58
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Page 8 Formatted: Font: Bold Formatted: Font: 12 pt, Bold ORDER OF BUSINESS 15. The business of the Board or any Sub-Committee at any meeting shall proceed in the order of the agenda except that the Convener may, at his or hertheir discretion, alter the order of business at any stage. 16. Except in the case of business required by or under any statutory provision, no item of business shall be transacted at a meeting of the Board unless it is specified in the summons relating thereto or any supplementary notice and copies of the summons and any supplementary notice are open to inspection by members of the public in pursuance of Section 50B(4) of the Local Government (Scotland) Act 1973 or the Convener is of the opinion, by reason of special circumstances which shall be specified in the Minutes, that an additional item should be considered at the meeting as a matter of urgency. CHAIR 17. (a) At a meeting of the Board, the Convener, if present, shall preside. (b) The convener, or in their absence the depute convener, shall preside at all meetings of a board, but where both the convener and the depute convener are absent from any meeting the members present shall appoint a convener for that meeting.If the Convener is absent from a meeting of the Board, the Depute-Convener, who failing another member of the Board chosen by a majority of the members present, shall preside. 18. The Convener shall, inter alia, - (a) preserve order and ensure that every member of the Board shall have a fair hearing; (b) if a member of the public interrupts the proceedings at any meeting, warn him or herthem; if he or shethey continues to interrupt, the Convener shall order his or hertheir removal from the meeting room; in the case of a general disturbance in any part of the physical meeting room open to the public, the Convener shall order that part to be closed; (c) decide all matters of order, competency and relevancy; (d) decide between two or more members of the Board indicating a wish to speak by calling on the member who has first caught his or hertheir eye or by the use of an electronic system if available, whichever the Convener decides; (e) see that due and sufficient opportunity is given to members of the Board who wish to speak to express their views on the subject under discussion; and (f) ensure that the sense of the meeting is properly ascertained with regard to any matter, which is properly before the meeting. 19. The ruling of the Convener on all matters within his or hertheir jurisdiction shall be final and shall not be open to question or discussion. Formatted: List Paragraph, Space Before: 0 pt Formatted: Font: Arial, 12 pt Formatted: Font: Arial, 12 pt Commented [MA3]: From Sch 2 of VJB(S) Order 1995 Formatted: List Paragraph Page 60
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Page 10 Formatted: Font: Bold Formatted: Font: 12 pt, Bold GENERAL CONDUCT OF BOARD MEETINGS 20. At meetings of the Board - (a) every member of the Board when speaking shall address the Convener; (b) when the Convener indicates he or she isthey are to speak, no other member of the Board shall continue or begin to speak; (c) when the Convener is speaking, he or shethey shall be heard without interruption; and (c) (d) in the event of any person present disregarding the authority of the Convener or being guilty of obstructive or offensive conduct, a motion may thereupon be moved and seconded to suspend such person for the remainder of the sitting; the motion shall be put without discussion and, if it be carried, such person shall leave the meeting room and, if refusing to do so, shall be removed from the meeting room (including the precincts thereof) with such force as may be reasonably necessary. 21. Members of the Board are required to comply with the terms of The Councillors' Code of Conduct. 22. In terms of The Ethical Standards in Public Life etc. (Scotland) Act 2000 (Register of Interest) Regulations 2003 the Board is neither a Council nor a devolved public body and is therefore not under a duty to keep a Register of Members’ Interests. The registers of the interests of individual members are however maintained by the Constituent Authorities. 23. Where a member discloses a pecuniary interest, direct or indirect, in any contract or other matter and is present at a meeting of the Board or the Sub-Committee at which the contract or other matter is the subject of consideration, that person shall, after disclosing the fact, withdraw from the meeting while the contract, proposed contract or other matter is under consideration. 24. Where a member discloses a private or personal interest which is not pecuniary, he or shethey may take part in discussion and vote, unless he or shethey considers that interest is clear and substantial, in which case he or shethey shall withdraw as if the interest were pecuniary. DECLARATION OF FINANCIAL AND OTHER INTERESTS 25. A Member who is present at a meeting where any item of business in which he or she hasthey have any financial or other interest (such as described in the Councillors Code of Conduct) is to be dealt with, shall disclose their interest as soon as possible after the start of the meeting. 6 Formatted: Not Expanded by / Condensed by Formatted: Font: 12 pt Formatted: Normal, No bullets or numbering Page 62
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Page 11 Formatted: Font: Bold Formatted: Font: 12 pt, Bold ADJOURNMENT OF MEETING 26. The Convener shall be entitled, in the event of disorder arising at any meeting of the Board, to adjourn the meeting to a time he or shethey may then or afterwards fix. 27. The Board may, at any of their meetings as a Board, adjourn the same to such time as the Convener may then or afterwards fix. 28. A motion for the adjournment of the meeting may be made at any time (not being in the course of a speech) and shall have precedence over all other motions. It shall be moved and seconded without speeches or discussions and shall be put at once to the meeting by the Convener. The vote shall be taken by means of a show of hands or by the use of an electronic voting system if available. 29. When an adjourned meeting is resumed, proceedings shall (subject to the discretion given to the Convener under Standing Order No.15) be commenced at the point at which they were broken off at the adjournment. 29. APPROVAL OF MINUTES 30. At each ordinary meeting of the Board, the Minutes of the previous ordinary meeting, and (when practicable) of any intervening special meeting or sub-committee, having been printed and previously circulated, shall be submitted and shall be held as read. No motion or discussion shall be allowed in the Board on these Minutes, except as to their accuracy as a record of the meeting to which they relate. Any objection on this ground must be made by motion and, if necessary, the matter shall be decided by vote in the ordinary manner, provided that, for this matter, discussion and voting shall be restricted to those members who were present at the meeting to which the Minute relates. 31. The Minutes of any special meeting of the Board, if not submitted for approval at the next ordinary meeting of the Board, shall be submitted for approval at the earliest subsequent ordinary meeting at which it is practicable so to do. WRITTEN QUESTIONS 32. Any member can put one question to the Convener about relevant and competent business not already on the Agenda for a meeting of the Board. No member can put more than one question at any meeting. The member must give notice in writing of their question to the Clerk 4 four working days prior to the meeting. A copy of any written answer provided by the Convener will be tabled at the start of the relevant meeting. The member who has put the question may, after the answer has been given, ask one supplementary question directly related to the subject matter but no discussion will be allowed. Formatted: Font: 12 pt Formatted: Indent: Left: 0.41 cm, Hanging: 1.25 cm, Right: 0.58 cm, No bullets or numbering, Tab stops: Not at 1.66 cm Formatted: Indent: Left: 1.66 cm, No bullets or numbering Page 63
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Page 13 Formatted: Font: Bold Formatted: Font: 12 pt, Bold QUESTION TIME 33. At each ordinary meeting of the Board, 10 minutes will be allowed for question time when any member can put one question to the Convener, regarding any matter within the remit of the Board. The Member who has put the question may, after the answer has been given, ask one supplementary question directly related to the subject matter, but no discussion will be allowed. In the event of further information/investigation being required, in order to answer the question, the Clerk will arrange for a written answer to be provided within 7 seven working days. 34. The Convener may call upon an official to speak at a meeting of the Board to provide factual information in answer to a question put in terms of Standing Order 33. NOTICES OF MOTION 35. Not less than 14 days before an ordinary meeting of the Board, notice of motion in writing, duly signed, may be given by any member of the Board for consideration at that meeting of the Board provided that before submitting such notice of motion, the member shall have taken all reasonable steps to have the subject matter dealt with through the normal channels and shall not have been satisfied with the action taken. Such notice, which shall set forth the proposal without argument or reasons, shall be submitted to the Clerk to the Board. 36. The Convener, at, or before, the Board meeting, shall decide as to its competence or relevance. 37. If a member of the Board who has given a notice of motion is absent when it falls to be considered by the Board in the first instance, it shall, unless the Board otherwise decides, be put on the agenda of the next ordinary meeting of the Board. If, at the said next ordinary meeting, the member is again absent, the notice of motion shall fall. 38. Any member of the Board submitting a notice of motion shall, if the motion is remitted to the Sub-Committee for consideration and report or with powers, be invited to attend and, where the mover so desires, to address that Committee, if not already a member thereof for the purpose of the remit, he or shethey shall also be invited to attend and, where the mover so desires, to address that sub-committee for such purpose, if not already a member thereof. 39. Notwithstanding the terms of Standing Order 50 hereof, any notice of motion remitted by the Board to a Committee or Sub-Committee, which is moved but not seconded shall be recorded in the Minutes. 8 Formatted: Indent: Left: 0.41 cm, Hanging: 1.25 cm Page 65
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Page 14 Formatted: Font: Bold Formatted: Font: 12 pt, Bold MOTIONS AND AMENDMENTS 40. The following provisions shall apply to motions and amendments directly and competently arising in connection with any subject before the Board:- (a) Every motion or amendment on any question shall be moved and seconded and shall, if the Convener so requires, be given to the Clerk to the Board in writing and read to the meeting before the motion or amendment is further discussed. (b) All amendments must be relative to the motion and no member shall be at liberty to move or second (a) more than one amendment to any motion or (b) an amendment if he or she hasthey have moved or seconded the motion. If an amendment is withdrawn, the mover and seconder thereof shall be at liberty to move or second another amendment or to speak in support of such amendment. (c) No motion to which an amendment has been moved and seconded shall be altered in substance or withdrawn without the leave of the mover and seconder. (d) After an amendment has been moved and seconded, it shall not be withdrawn or altered in substance without the leave of the mover and seconder. 41. A motion for the approval of a Minute of a meeting of the Board, or of any part of such Minute, shall be considered as the motion and any form of proposal which implies mere negation or otherwise if moved, shall be dealt with as an amendment thereto. 42. If any motion or amendment is, in the opinion of the Convener, irrelevant or incompetent, he or shethey shall rule the same out of order. 43. No matter in the Minute of a meeting of the Board competently before the Board shall be withdrawn by the Convener except with the consent of the Board. 44. Motions and amendments moved but not seconded shall be recorded in the Minutes. ORDER OF DEBATE 45. Every member of the Board who indicates a wish to speak at any meeting of the Board shall address the Convener and shall direct his or hertheir speech:- (a) to the matter before the meeting by proposing, seconding or supporting the motion or any amendment relative thereto or (b) to a point of order or information. No member shall speak supporting the motion or any amendment until the same shall have been seconded. 9 Page 66
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Page 15 Formatted: Font: Bold Formatted: Font: 12 pt, Bold 46. Subject to the right of reply vested in the mover of a motion, no member shall speak more than once in the same debate at any meeting of the Board except on a point of order. 47. The mover of the motion shall have a right of reply but he or shethey shall introduce no new matter and, after he or she hasthey have commenced his or hertheir reply, no other member shall speak on the question except as provided in the immediately preceding paragraph of this Standing Order. 48. In moving a motion or an amendment, a member shall not speak for more than 5 five minutes and every other speaker, and the mover of the motion in reply, shall not speak for more than 3 three minutes. The foregoing limits of time may be exceeded with the consent of the majority of the members present and voting, such vote to be by means of a show of hands or by the use of an electronic voting system if available. POINTS OF ORDER 49. Any member of the Board may at any time at any meeting of the Board speak upon a point of order suddenly arising if he or she doesthey do so as soon as possible and if he or shethey declares that he or shethey rises to a point of order and refers to the particular Standing Order which, in his or hertheir opinion, is being infringed. 50. The member who is then addressing the Board shall resume his or hertheir seat and the member who rises on the point of order shall, when he or she hasthey have concluded, also resume his or hertheir seat. No other member shall be entitled to speak to the point of order raised except by permission of the Convener. 51. The Convener shall thereupon decide the question and, thereafter, the member who was addressing the Board at the time the point of order was raised shall be entitled (if the ruling permits him or herthem so to do) to continue his or hertheir speech, giving effect to the ruling of the Convener. 52. The decision of the Convener shall be final on all points of order. CLOSURE OF DEBATE 53. At any meeting of the Board, any member of the Board who has not spoken on a matter being discussed, may move (without making a speech), "That the question be now put", where at least 4 four members (excluding the movers and seconders of the original motion and any amendments) have spoken on the matter. 54. On the motion being seconded, the Convener shall put the same to the meeting without speeches or discussion, and the vote shall be taken by a show of hands. If the motion for closure of debate be carried, the mover of the original motion shall have the right of reply and thereafter the matter under discussion shall be voted on in the ordinary way; if the motion for closure is not carried, the debate shall be resumed. 10 Page 67
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Page 16 Formatted: Font: Bold Formatted: Font: 12 pt, Bold 55. Such a motion may be competently moved a second time after not fewer than 2 two additional members have spoken and so on after every 2 two additional members have spoken. VOTING AT MEETINGS OF THE BOARD AND SUB-COMMITTEES 56. Except in the case of filling a staff vacancy or vacancies and of making appointments, the following provisions shall apply as to voting:- (a) When there is only one amendment to the motion, the vote shall be taken between the motion and the amendment and whichever is carried shall become the finding of the meeting and the Board shall be deemed to have resolved accordingly. (b) When there are more amendments to the motion than one, then, unless the Convener decides otherwise, in order to avoid inconsistency in voting, the last amendment shall be put against that immediately preceding and then the amendment which is carried shall be put against the next preceding and so on until there remains only one amendment, between which and the motion the Board shall divide, and whichever is carried shall become the finding of the meeting and the Board shall be deemed to have resolved accordingly. (c) If, however, one of a number of amendments is any form of proposal, which clearly indicates negation of the motion, the first division shall be taken between it and the motion. If the amendment is carried, the Board shall proceed to the next item of business. If the amendment is not carried, it shall be eliminated from the amendments which, with the motion, shall be voted on in the usual way. (c)(d) In the event of an equality of votes at a meeting, the convener of that meeting shall, subject to (e) below, have a casting vote as well as a deliberative vote. (d) Where there is an equality of votes, the Convener shall have a casting vote. (e) Where there is an equality of votes at a meeting and the matter which is the subject of the vote relates to the appointment of a member of the board to any particular office or sub-committee of the board, the decision shall be by lot. 57. In the case of filling a staff vacancy or vacancies and of making appointments of members and officers to any particular office, committee or external body, the following provisions shall apply as to voting:- (a) Where only one vacancy requires to be filled or appointment made, and two candidates are proposed and seconded for appointment, a vote shall be taken as between these candidates and the candidate who receives the majority of votes shall be declared duly appointed. Where in such a case as aforesaid more than two candidates are proposed and seconded for appointment, a vote shall first be taken as among all these candidates, each member being entitled to vote for one candidate only. If, as a result of this vote, any candidate receives an absolute majority of the votes of the members of the Board present and voting, such candidate shall be declared duly appointed. If no candidate receives such a majority, the name of the candidate receiving the Formatted: Font: 12 pt Formatted: Indent: Left: 0.41 cm, Hanging: 1.25 cm, Right: 0.58 cm, No bullets or numbering, Tab stops: Not at 2.91 cm Formatted: Font: Arial, 12 pt Formatted: Font: 12 pt Formatted: Font: Arial, 12 pt Formatted: Numbered + Level: 1 + Numbering Style: a, b, c, … + Start at: 5 + Alignment: Left + Aligned at: 1.65 cm + Indent at: 2.95 cm Formatted: Font: 12 pt Formatted: Space Before: 0.35 pt Page 68
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Page 17 Formatted: Font: Bold Formatted: Font: 12 pt, Bold smallest number of votes shall be struck out, provided that, if two or more candidates tie as receiving the smallest number of votes, a vote or votes shall be taken as between or among these candidates and the candidate who 11 Formatted: List Paragraph, Indent: Left: 1.66 cm, Hanging: 1.25 cm, Right: 0.58 cm, Numbered + Level: 2 + Numbering Style: a, b, c, … + Start at: 1 + Alignment: Left + Aligned at: 1.65 cm + Indent at: 2.95 cm, Tab stops: 2.95 cm, Left Page 69
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Page 18 Formatted: Font: Bold Formatted: Font: 12 pt, Bold receives the smaller or smallest number of votes shall be dropped. In subsequent votes, the same course shall be followed until one of the candidates receives an absolute majority of votes, when he/shethey shall be declared duly appointed or until the candidates are reduced to two, when a final vote shall be taken and the candidate receiving the majority of votes shall be declared duly appointed. (b)(a) Where more than one vacancy requires to be filled for posts of the same nature and at the same level, or where more than one appointment requires to be made, a vote shall first be taken as among all the candidates proposed and seconded for appointment where these exceed the number of vacancies, each member being entitled to vote for candidates up to the number of vacancies to be filled. The result shall be decided by the first vote except in the case where two or more candidates tie as having received an equal number of votes for the vacancy or vacancies. In such cases an additional vote or votes shall be taken as between or amongst these candidates with the candidate having least votes being eliminated and so on until the number of candidates remaining is equal to the number of vacancies. (c)(b) Where in any vote between two or more candidates, or after such additional vote as may be required by (a) and (b) above, there is an equality of votes, the Convener shall have a casting vote, except where the matter which is the subject of the vote relates to the appointment of a member of the Board to any particular office, committee or external body, in which case the decision shall be by lot. (d)(c) In the case of any vote relating to the appointment of an officer, the Minute shall record - (i) the names of those candidates proposed and seconded for appointment but not the names of proposers or seconders, and (ii) the name of the candidate who received the votes of a majority of those present and voting but not the names or numbers of those voting for each candidate. 58. Except where otherwise directed by these Standing Orders, the vote shall be taken by calling the roll and the names for and against the motion or amendment shall be taken down in writing and recorded in the Minute. 58. 12 Formatted: Indent: Left: 1.66 cm, No bullets or numbering Formatted: List Paragraph, Right: 0.59 cm, Tab stops: 1.66 cm, Left Page 70
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Page 19 Formatted: Font: Bold Formatted: Font: 12 pt, Bold DISSENT 59. Any member of the Board who at any meeting of the Board has taken part in a vote or has proposed a motion or amendment which has not been seconded may at such meeting enter his or hertheir dissent from the resolution adopted, which dissent shall be recorded in the Minute of the meeting, without giving reasons therefor. A member entering his or hertheir dissent in accordance with this provision may, within fourteen days of such meeting, lodge with the Clerk to the Board a statement containing his or her reasons of dissent. 60. No member shall be entitled to enter his or hertheir dissent from a resolution of the Board except at the meeting at which such resolution is adopted. 61. Except as herein provided, no reservation or qualification by any member with respect to a particular resolution shall be recorded in the Minutes of Meetings of the Board. ALTERATION OR RESCISSION OF PREVIOUS RESOLUTION 62. No resolution of the Board shall be altered or revoked within six months of its adoption, unless the Board decides that the resolution so taken cannot be implemented or its effect has been substantially altered by subsequent circumstances. SUSPENSION AND ALTERATION OF STANDING ORDERS 63. Any one or more of the Standing Orders (except Standing Order 2 or Standing Order 4s numbers 2 and 4) in any case of urgency or upon motion made on a notice duly given may be suspended at any meeting provided that two-thirds of the members of the Board are present and voting shall so decide. Any motion to suspend Standing Orders shall be made with a short explanation and, on such motion being seconded, the Convener shall put the same to the meeting without speeches or discussion. Any vote on such motion shall be by a show of hands or by the use of an electronic voting system if available. 64. No alteration to the Standing Orders shall be made without notice given at one meeting of the Board to be discussed at the following one. ADMISSION TO MEETINGS 65. By virtue of the provisions of Section 50A of the Local Government (Scotland) Act 1973, meetings of the Board and sub-committees shall be open to the public except to the extent (a) that the public shall be excluded under Section 50A(2) of the 1973 Act during consideration of an item of business whenever it is likely that, if they were present, confidential information, as defined in Section 50A(3) of the 1973 Act, would be disclosed to them, or (b) that the public may be excluded by resolution under Section 50A(4) of the 1973 Act during consideration of an item of Formatted: Space Before: 0.3 pt Formatted: Not Expanded by / Condensed by Formatted: Not Expanded by / Condensed by Formatted: Not Expanded by / Condensed by Formatted: Not Expanded by / Condensed by Formatted: Not Expanded by / Condensed by Formatted: Not Expanded by / Condensed by Formatted: Not Expanded by / Condensed by Formatted: Not Expanded by / Condensed by Formatted: Not Expanded by / Condensed by Formatted: Not Expanded by / Condensed by Formatted: Not Expanded by / Condensed by Formatted: Not Expanded by / Condensed by Formatted: Not Expanded by / Condensed by Formatted: Font: 12 pt Page 71
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Page 20 Formatted ... [1] business whenever it is likely that, if members of the public were present, exempt information, as defined in Section 50J of the 1973 Act, would be disclosed to them. 65. 13 Formatted ... [2] Formatted ... [3] Formatted: Font: 12 pt Formatted: List Paragraph, Indent: Left: 0.41 cm, Hanging: 1.5 cm, Right: 0.58 cm, Numbered + Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 1 + Alignment: Left + Aligned at: 0.41 cm + Indent at: 1.68 cm, Tab stops: 1.92 cm, Left Formatted: Font: Arial, 12 pt, Not Expanded by / Condensed by Formatted: Font: Arial, 12 pt Formatted: Indent: Left: 1.91 cm Page 72
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Page 21 Formatted: Font: Bold Formatted: Font: 12 pt, Bold under Section 50A(4) of the 1973 Act during consideration of an item of business whenever it is likely that, if members of the public were present, exempt information, as defined in Section 50J of the 1973 Act, would be disclosed to them. 66. On a motion for adoption of such a resolution being duly moved and seconded, the Convener shall put the same to the meeting without speeches or discussion and, on such a motion being carried, all members of the public present (including representatives of the press but not including members of the Board) shall be directed to leave the meeting. 67. Members of the Board remaining in attendance at meetings of sub-committees of which they are not a member in terms of this provision are required to comply with the provisions of Standing Order 25 in relation to disclosure of interest and the provisions of Standing Order 69 as if they were members of the Sub-Committee. 68. Notwithstanding the exclusion of the public as aforesaid, the Board may permit any person to remain in attendance at any meeting for so long as they consider necessary and on the basis that such persons respect the confidentiality of the proceedings. 69. Information as to the proceedings at any meeting from which the public and press are excluded shall not be given to representatives of the press or to any other person except by the Convener or by a person authorised by him them so to do. 70. Except for the official recording of the meeting arranged by the Clerk to the Board, Nno other person or body shall be permitted, without the permission of the Board, to tape record, photograph, video, film or use any other form of electronic, digital or computerised sound or visual recording system during Board or Committee meetings. The official recording will be available on the Board’s section of the Moray Council website for 1 calendar year and then deleted. EXECUTION OF DOCUMENTS 71. Deeds relating to actions and transactions previously authorised by the Board or Sub-Committee acting with powers, and the discharge of heritable securities where the debt has been repaid shall be validly executed & signed by the Clerk to the Board in order to give effect to previous decisions of the Board without the necessity of prior authorisation for the affixing of the seal, provided that the execution of all such documents is reported to the subsequent meeting of the Board. Formatted: Justified, Indent: Left: 1.91 cm, Right: 0.58 cm, Space Before: 4.7 pt Formatted: Indent: Left: 1.91 cm, No bullets or numbering Commented [MA6]: Publication on website? Kept on website for how long? Recording kept for how long? Commented [MA7R6]: Confirmed by Tracey as 1 year on website and automatically deleted Page 73
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Page 22 Formatted: Font: Bold Formatted: Font: 12 pt, Bold Version History Version Status Date By 7.0 Approved 28/02/2020 GVJB 8.0d Draft MJA 14 Formatted: Centred Formatted: Font: Not Bold Formatted: Centred Formatted: Font: Not Bold Formatted: Font: Not Bold Formatted: Centred Formatted: Font: Not Bold Page 74
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REPORT TO: Grampian Valuation and Joint Board on SUBJECT: Staff Vacancies, Recruitment and Upskilling Existing Staff BY: The Depute Assessor & ERO (Aberdeenshire) 1. Reason for Report 1.1 To update the Board on the current level of staff vacancies, recruitment and the upskilling of existing staff. 2. Recommendation 2.1 It is recommended that the Board consider and note the contents of this report. 3. Background 3.1 At the January 2023 meeting of the Board, it was requested that the Board be updated at each meeting on the level of vacancies and the steps being taken to improve the situation. 4. Current Vacancies 4.1 There are currently 10 vacant posts: Section Establishment (FTE) Number of vacancies (FTE) Clerical 29 1 IT 3 1 Management 3 0 Secretarial 3 0 Technical 13 3 Valuation 30 5 Total 81 10 5. Recruitment 5.1 I am pleased to be able to report that following our last round of recruitment advertising we have recently successfully recruited candidates for six posts, two in the valuation section, one in the secretarial section and three in the clerical section. Item 9. Page 75
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5.2 The Principal Valuer post in the Moray Divisional office has been filled and the appointee will start in post on 7 October 2024. Also, within the Moray Division, we have appointed a candidate to a Valuer post. An exact start date has not yet been agreed as the appointee has existing commitments to conclude before relocating to the area, but it is hoped they will take post before the end of the calendar year. 5.3 We have appointed a candidate to fill the post of Executive Assistant and the successful candidate is due to start on 21 October 2024. 5.4 Three clerical officer vacancies have also been filled, two externally and one internally. 5.5 We were unsuccessful in making an appointment to a Technical Assistant post. We had limited applicants and only one candidate was deemed suitable following interview. Despite an offer of employment being made, the candidate declined the post. We were aware that the candidate had been offered a position with another organisation, but we are not aware why the candidate chose that position instead of the post with the Board. 6. Action Being Taken 6.1 It is our intention to review the IT vacancy following the completion of the work to move to Aberdeenshire IT infrastructure, which is ongoing but nearing completion. We are still advertising the remaining valuation vacancies through our own website and will review timing for future adverts for these posts in RICS Recruit and myjobscotland. The one outstanding clerical vacancy is currently being advertised through myjobscotland. 6.2 As previously reported, a job evaluation exercise is planned for a Graduate Apprenticeship valuer post which may appeal to school leavers and those considering a university course in a property related discipline. It is planned to move forward with this in time to coincide with school leavers looking for employment in late spring/early summer next year. 7. Conclusion 7.1 It is unclear if the cosmetic changes to our recruitment advertising suggested by HR had any effect on this round of recruitment but further external advertising of the valuation and technical vacancies may assist in determining if a more fundamental review of the recruitment difficulties will be required. We continue to explore more opportunities for joined up working at a national level on recruitment issues. As always, we are continuing to try to recruit through normal established channels. Author of Report: James A Barron, Depute Assessor & ERO Page 76