c. Meetings

Parish meetings are an important aspect of local governance in England, providing a platform for local government electors to discuss and influence parish affairs. Governed by the Local Government Act 1972 and the Public Bodies (Admission to Meetings) Act 1960, these meetings are essential for fostering community engagement and ensuring that local issues are addressed democratically.

A parish meeting consists of the local government electors of a parish. Its primary purpose is to discuss parish affairs, which can encompass a wide range of issues specific to the parish. While there is no statutory definition of a “parish affair,” it generally includes any issue, activity, or subject that affects the parish and warrants discussion or action.

Subject to statutory requirements, a parish meeting in a parish without a separate council is free to regulate its proceedings and business as it wishes.

        1. Parish meetings (assembly) convening, notice, frequency and presidency

An assembly of the parish meeting may be convened by either:

• the Chair or any person representing the parish on the district council

• any six local government electors in the parish

Public notice of an assembly must be given at least 7 clear days beforehand and must:

• specify the time and place of the intended assembly

• specify the business to be transacted

• be signed by the person(s) convening the assembly

Notice is to be given by either posting a notice in some conspicuous place(s) in the parish, or in any such manner as decided by the person(s) convening the assembly.

Where an assembly is convened to discuss any of the below specific issues, public notice of it must be given at least 14 clear days beforehand:

• the establishment or dissolution of a parish council

• the grouping of the parish with another parish or parishes under a common parish council

The parish meeting must assemble at least twice a year, including an annual assembly between March 1st and June 1st.

An assembly of a parish meeting shall not commence earlier than 6pm and may not be held on premises which are used for the supply of alcohol unless no other room is available free or at a reasonable cost.

The Chair, if present, shall preside. In their absence, the parish meeting may appoint a person to take the chair, and that person shall have, for the purpose of that meeting, the powers and authority of the Chair.

        2. Rights of the public (and the press)

Parish meetings are to be opened to the public (s.1(1) of 1960 Act), however, the public may be excluded for the whole or part(s) of the assembly. Because of the confidential nature of the business to be transacted, it may be deemed not in the public interest to attend. Exclusion of the public (and the press) has to be decided by a resolution of the parish meeting.

The press, upon payment, are entitled to copies of the agenda and supporting papers.

Unless, the public has been excluded, anyone who attends an assembly can report on its proceedings. (s.1(1) of 1960 Act). Reporting is understood as:

•  filming, photographing or making an audio recording (e.g. using a mobile phone or tablet, tv broadcast, radio broadcast)   

• using any other means to allow people not present to see or hear proceedings (e.g. live streaming)

written reporting or commentary (e.g. blogging, social media posts,...) on the proceedings during or after an assembly, or, oral reporting or commentary after an assembly.

The Department for Communities and Local Government (DCLG) has published a guide for the public which confirms a person's rights to report on the proceedings as well as the limitations of these rights. Open and accountable local government: plain English guide

The recording of an assembly could be mentioned in the published notices and agendas in advance of the meeting, and the person presiding at the assembly could remind those present that the proceedings could be recorded and the restrictions applying to protected individuals.

All reporting of an assembly needs to comply with the Data Protection Act 1998. 

        3. Voting and Polls

Only local government electors can vote at parish meetings. Decisions are made by majority vote, with the presiding person having a casting vote in case of a tie. The decision of the person presiding as to the result of voting shall be final unless a poll is demanded.

A poll may be demanded before the conclusion of an assembly on any question arising during proceedings. However, no poll should be taken unless either the person presiding consents or the poll is demanded by not less than 10, or one third of the local government electors present, whichever is less.

A poll subsequent to an assembly shall be a poll of those entitled to attend the meeting as local government electors, and shall be taken by ballot (Parish and Community Meetings (Polls) Rules 1987 as amended). The procedure is similar to that of electing a local councillor.

The statutory obligations that relate to the registration and disclosure of financial interests (Localism Act 2011), DO NOT apply to parish meetings.

4. Minutes 

The minutes of an assembly must be signed at the same or next assembly by the person presiding. The minutes are a legal record of what has taken place and they must be kept in a book provided for this purpose.

N.B NALC have issued an advice note on their website -  Meetings of Parish Meetings

[To access the NALC website you will need to set up an individual account (SALC members only). Video guidance on how to do this is available here - https://youtu.be/zapNDmP8jjY?si=jtXhLh0Wm5ANHrO4]