Co-option Policy

St Columb Major Town Council

Co-option Policy

Adopted by Full Council, 12^th May 2026

1 INTRODUCTION

1.1 This policy sets out the procedure to ensure there is compliance with legislation and continuity of procedures in the co-option of members to the Town Council. The co-option procedure is entirely managed by the Town Council and this policy will ensure that a fair and equitable process is carried out.

1.2 Whenever the need for co-option arises St Columb Major Town Council will seek and encourage applications from anyone in the Town who is eligible to stand as a Town Councillor. Councillors or parishioners can legally approach individuals to suggest that they might wish to consider putting their names forward for co-option.

1.3 The Town Council will advertise the vacancies in the local area via the Town Council noticeboards, the Town Council website and a media release if time allows.

1.4 The advertisement to co-opt will include:

The method by which applications can be made;
A contact point to obtain more information;
Show that further information is available electronically.

1.5 This co-option policy will be reviewed every 4 years.

2 CO-OPTION: Casual Vacancy

2.1 The co-option of a Town Councillor occurs when a casual vacancy has arisen on the Council and no poll (by-election) has been called. A casual vacancy occurs when:

A councillor fails to make his or her declaration of acceptance of office at the proper time;
A councillor resigns;
A councillor dies;
A councillor becomes disqualified; or
A councillor fails for six (6) months to attend meetings of a council committee or subcommittee or to attend as a representative of the Council a meeting of an outside body.

2.2 The Town Council must notify Cornwall Council of a Casual Vacancy and then advertise the vacancy and give electors the opportunity to request an election. This occurs when ten electors write to Cornwall Council stating that an election is requested.

2.3 If a by-election is called, a polling station will be set up by Cornwall Council, and the people of St Columb Major will be asked to go to the polls to vote for those candidates who have put themselves forward by way of a nomination paper. The Town Council will pay the costs of the election. The people of St Columb Major parish have fourteen days (not including weekends, bank holidays and other notable days) to claim the by-election, but the electoral officer will advise the Clerk of the closing date.

2.4 If more than one candidate is then nominated, a by-election takes place, but if only one candidate is put forward, he or she is duly elected without a ballot.

2.5 If ten residents do not request a ballot within fourteen days of the vacancy notice being posted, as advised by Cornwall Council, the Town Council is able to co-opt a volunteer.

2.6 On receipt of written confirmation from Cornwall Council Electoral Services, the casual vacancy can be filled by means of co-option. The Town Clerk will:

Advertise the vacancy for four weeks on the Council notice boards and website’
Advise the council that the co-option policy has been instigated.

3 CO-OPTION: Post-Election Vacancy

3.1 Insufficiency of candidates at an ordinary election also provides the Town Council with authority to exercise its rights to co-opt any person or persons to fill any vacancies within 35 days following the date of said ordinary election.

4 ELIGIBILITY OF CANDIDATES

4.1 The Town Council can consider any person to fill a vacancy provided that:

he/she is an elector for the parish; or

has resided in the parish for the past twelve months or rented/tenanted land in the parish; or

had his/her principal place of work in the parish; or

has lived within three miles (direct) of the parish.

4.2 There are certain disqualifications for election, of which the main are (Local Government Act 1972):

holding a paid office under the local authority;

bankruptcy;

having been sentenced to a term of imprisonment (whether suspended or not) of not less than three months, without the option of a fine during the five years preceding the election; and

being disqualified under any enactment relating to corrupt or illegal practices.

4.3 Eligibility of the candidate(s) will be confirmed by the Clerk.

4.4 All eligible candidates shall be invited to attend a full Town Council meeting following the application deadline. If candidates are unable to attend, this meeting will not be rearranged.

5 APPLICATIONS

5.1 To assist candidates Appendix A provides a guide of those criteria that the Town Council would expect from Town Councillors. This is not an exhaustive list but provides candidates with guidance on areas they may wish to include in their application forms. Potential candidates are encouraged to attend as many Full Council Meetings as possible before applying to be co-opted to the Council.

5.2 Candidates will be requested to:

Confirm their eligibility for the position of Councillor within the statutory rules, (a copy of the Eligibility Form is attached at Appendix B).

Submit information about themselves, by way of completing a short application form (a copy of the application form is attached at Appendix C).

5.2 Following receipt of applications, the next suitable Council meeting will have an agenda item ‘To receive written applications for the office of Town councillor and to Co-opt a candidate to fill the existing vacancy’.

5.3 Copies of the candidates’ applications will be circulated to all Councillors by the Clerk at least three clear days prior to the meeting of the Full Council, when the co-option will be considered. If three days’ notice is not practicable, due to the timetable laid down by Cornwall Council for co-opting, information will be circulated to allow sufficient time for Councillors to consider all applications. All such documents will be treated by the Clerk and all Councillors as Strictly Private and Confidential.

6 AT THE CO-OPTION MEETING

6.1 At the co-option meeting, candidates will have five minutes to introduce themselves to members, give information on their background and experience and explain why they wish to become a member of the Town Council;

6.2 After presentations, members may ask candidates questions of the candidate(s) before proceeding to vote.

6.3 If a candidate is a relative of a Councillor, that Councillor should declare a prejudicial interest and withdraw from the meeting.

6.4 The Council will proceed to a vote with each candidate being proposed and seconded by the councillors in attendance, and by a vote by a show of hands (LGA 1972 Sch. 12. Para 39.

6.5 In order for a candidate to be elected to the Council, it will be necessary for them to obtain an absolute majority of votes cast (50% + 1 of the votes available at the meeting).

6.6 If there are more than two candidates and there is no candidate with an overall majority in the first round of voting the candidate with the least number of votes will drop out of the process. Further rounds of voting will then take place with the process repeated until a candidate has an absolute majority.

6.7 Only Town Councillors present at the meeting may vote upon a person to fill the vacancy. Councillors will have one vote per vacancy to be filled. The Chair has the casting vote.

6.8 The Clerk will notify Electoral Services of the new Councillor appointment, initiate ‘acceptance of office’ paperwork and ‘registration of interests’ within 28 days of being elected.

6.9 If insufficient candidates come forward for co-option, the process should continue, whereby the vacancies are again advertised.

6.10 If there is more than one vacancy and the number of candidates equals the number of vacancies, all the vacancies may be filled by a single composite resolution. However, if the number of candidates exceeds the number of vacancies each vacancy must be filled by a separate vote or series of votes.

6.11 The Council is not obliged to fill all vacancies, but must take steps to advertise for further co-options or hold an election (where applicable) to fill vacancies.

6.12 Any candidate(s) found to be offering inducements of any kind will be disqualified.

7 ELECTED COUNCILLORS (CO-OPTION)

7.1 Successfully co-opted candidates become Councillors in their own right, with immediate effect.

7.2 Co-opted members will be asked to sign a Declaration of Acceptance of Office to agree to be bound by the Code of Conduct. They may then take their seats at Council and are then able to be appointed to a committee and/or as a representative to local organisations.

8 APPLYING FOR A CASUAL VACANCY

8.1 Candidates who are interested in applying for a casual vacancy need not wait until the notice appears (co-option, stage 2) or its time limit expired. Candidates can write to the Town Council directly expressing their interest in the casual vacancy and request it considers their application when it has authority to co-opt for the vacancy.

CO-OPTION CRITERIA Appendix A

Name of Local Council: ST COLUMB MAJOR TOWN COUNCIL

Description of Office: St Columb Major Town Councillor

COMPETENCY

ESSENTIAL

DESIRABLE

Relevant knowledge, Education, Professional Qualifications & Training

· Sound knowledge and understanding of local affairs and the local community.

Experience, Skills, Knowledge and Ability

· Solid interest in local matters.

· Ability and willingness to represent the Council and their community.

· Good interpersonal skills.

· Ability to communicate clearly both orally and in writing.

· Ability and willingness to work closely with other members and to maintain good working relationships with all members and staff.

· Good reading and analytic skills.

· Ability and willingness to work with the council’s partners (e.g. voluntary groups, other parish councils, principal authority, charities).

· Ability and willingness to undertake relevant training.

· Ability to work under pressure.

· Knowledge of HR, procurement, contract management, financial control or risk management and compliance, public relations.

· Experience of working in another public body or not for profit organisation.

· experience of working with voluntary and or local community/ interest groups.

· Basic knowledge of legal issues relating to town and parish councils or local authorities.

· experience of delivering presentations.

· Experience of working with the media.

· Experience in financial control/budgeting

· Experience of staff management

APPENDIX B

CO-OPTION ELIGIBILITY FORM

Are you a British subject, citizen of the Commonwealth or citizen of the European Union? YES/NO

On the ‘relevant date’ (i.e. the day on which you are nominated or if there is a poll the day of the election) are you 18 years of age or over? YES/NO

PLEASE TICK THOSE BELOW WHICH APPLY TO YOU

a) I am registered as a local government elector of St Columb Major; or

b) I have, during the whole of the twelve months preceding the date of my co-option, occupied as owner or tenant, land or other premises in St Columb Major; or

c) My principal or only place of work has, during the whole twelve months preceding my co-option, been in St Columb Major

d) I have during the whole of twelve months preceding my co-option lived in St Columb Major or within 3 miles of it.

Under Section 80 of the Local Government Act 1972 a person is disqualified from being elected as a Local Councillor or being a member of a Local Council if specific criteria are not met:

a) Are you an employee of St Columb Major Town Council? YES/NO

b) Are you the subject of a bankruptcy restrictions order or interim order? YES/NO

c) Have you within the last five years been convicted of an offence in the UK, Channel Islands or Isle of Man which resulted in a sentence of imprisonment (whether suspended or not) for a period of three months or more without the option of a fine; YES/NO

d) Are you disqualified by order of a court from being a member of a local authority?

YES/NO

DECLARATION

I……………………………………………hereby confirm that I am eligible for the vacancy of St Columb Major Town Councillor, and the information given on this form is a true and accurate record.

Signed: ……………………………………

Print: ……….……………………………

Date: ……………………………………

APPENDIX C

ST COLUMB MAJOR TOWN COUNCIL

CO-OPTION APPLICATION FORM

NAME

ADDRESS

TELEPHONE NUMBER

EMAIL ADDRESS

Please tell us something about what experience you can bring to St Columb Major Town Council, for example; previous local government experience, work in the voluntary or charitable sector, business or trade union experience (please continue on an additional page if required).

Please tell us something about skills you can bring to the Council, for example; professional qualifications, financial or project management expertise (please continue on an additional page if required).

Please explain why you are interested in becoming a Town councillor

Please include any other information you would like to add in support of your application? (please continue on an additional page if required)

Are there any questions you would like to ask the Town Council?

Signed: …………………………………… Date: ……………………………………