Co option - rules

Question

Good afternoon

We MAY have 3 potential councillors who would like to be co opted onto our council  We only have 2 vacancies.

How do we vote for our preferred option  Do we asked the potential candidates and members of the public to leave to leave the meeting whilst we discuss the three candidates or do we discuss and vote in an open parish meeting

Advice  Please

Answer 1

There are no hard and fast or statutory rules about procedures for co-option so councils need a a co-option policy which sets out how the process should be conducted.  In the absence of an agreed policy guidance usually suggests that the process should be in an open meeting, including the voting.   In my council, we invite candidates to give a brief introduction to why they want to be a councillor and then there's a vote.  Our policy states that someone can ask or a ballot (paper vote) which does tend to happen but the basic procedure is a show of hands vote unless someone asks otherwise.

Answer 2

A co-option policy is really the best answer to this problem. It should set out whether the candidate meets legal requirements and ideally the ability for them to present to council ( whether via application form or open discussion) their reasons for wanting co-option. It would be ideal for a candidate to have an honest appraisal from council of what being a councillor entails and what is expected of them. On the matter of council voting to accept or reject a candidate then it would be advisable that a written vote be taken and adjudicated by the clerk. Doing this would eliminate any animosity an successful candidate may form towards councillors who in a show of hands voted against them.

Answer 3

When I was coopted on to Calne Town Council in March 2022 we had 10 people going for 2 ward vacancies. I had already been approached by an existing member about standing.  I along with others had all written submissions prior to the Full Council meeting when the vote was due to take place. I had attended a number of council meetings and spoken to a number of members prior to the said Full Council.  During the Full Council we again all had an opporunioty to give further information, then we sat and watched while existing members voted.