Local government can sometimes seem complicated, and misunderstandings can arise about how Parish Councils operate and explain the governance arrangements. Our Myth vs Fact series aims to provide clear, factual information about Trowell Parish Council, how decisions are made, and the roles of councillors and officers.

The series is intended to help residents better understand the work of their Parish Council and the services it provides.

The Myth vs Fact series is intended to provide general information about how Parish Council operate and explain the governance arrangements of Trowell Parish Council.

(It is not intended to respond to any individual, complaint or ongoing matter.)

Myth vs Fact #1 – Council Meetings and Public Participation.

Myth: Parish Council meetings are public meetings where residents can participate throughout proceedings, and councillors sit with their backs to residents to discourage questions or engagement.

Fact: Parish Council meetings are formal meetings of the elected Council that are held in public. Residents are welcome to attend and observe proceedings and can participate during the Public Forum.

There is an important distinction between a public meeting and a meeting held in public. A Parish Council meeting is a formal business meeting of the elected councillors and must be conducted in accordance with legislation and the Council’s Standing Orders. It is not an open forum or a debate involving everyone in the room.

The Council provides a Public Forum during each meeting, giving residents an opportunity to raise questions, comments and concerns directly with councillors. The timing of the Public Forum is shown on the agenda. To ensure everyone has a fair opportunity to speak and meetings can be conducted efficiently, participants are expected to be respectful, allow others to speak and follow the Chairman’s directions. Where necessary, the Chairman may issue warnings or bring participation to a close so that the meeting can continue in an orderly manner.

The current room layout was introduced following a review of meeting arrangements. As an employer, the Council has a legal duty to take reasonable steps to protect the health, safety and welfare of its staff, councillors and members of the public. In reviewing these arrangements, the Council considered advice received from relevant agencies alongside the practical requirements of conducting council meetings.

The revised layout provides a clearly defined area for councillors and council officers to conduct the formal business of the meeting, a separate area for members of the public attending as observers, and a designated area for those who wish to record proceedings in accordance with the Council’s recording policy.

The arrangement also enables councillors to clearly see and hear the Chairman, who is responsible for leading the meeting, and the Clerk, who provides professional and procedural advice and records the decisions of the Council. It assists with the accurate recording of discussions, decisions and votes, ensures safe access to equipment and facilities, and helps maintain clear walkways throughout the meeting room.

The layout is therefore designed to support the efficient, safe and transparent conduct of Council business. It does not prevent residents from attending meetings, observing proceedings, recording meetings in accordance with Council policy, or participating during the Public Forum.

We hope this helps explain how Parish Council meetings operate. Residents are always welcome to attend meetings, observe proceedings and learn more about how local decisions are made.

Myth vs Fact #2 – The Role of the Chairman

A common misunderstanding is that the Chairman runs the Council, is the Clerk’s boss and can make decisions on behalf of the Council.

Fact

The Chairman has an important leadership role, but Parish Councils operate through collective decision-making.

The Chairman’s primary responsibility is to preside over Council meetings, ensuring business is conducted fairly, efficiently and in accordance with the Council’s Standing Orders. The Chairman also acts as the Council’s civic representative at community events and functions.

The Chairman cannot independently make Council decisions, set Council policy or authorise spending. Decisions are made collectively by elected councillors through properly convened Council meetings.

Like every other councillor, the Chairman has one vote when decisions are made. If a vote is tied, the Chairman may exercise a casting vote to enable the Council to reach a decision.

The Clerk is the Council’s Proper Officer and works for the Council as a corporate body rather than for any individual councillor. Whilst the Chairman and Clerk work closely together to prepare meetings and ensure Council business runs smoothly, the Chairman is not the Clerk’s personal employer.

Parish Councils are designed to ensure decisions are made democratically and collectively, providing accountability, transparency and good governance.

We hope this helps explain the role of the Chairman and how decisions are made within Trowell Parish Council.

Myth vs Fact ~3 – The Role of a Parish Councillor

A common misunderstanding is that individual councillors can make decisions on behalf of the Council, direct how the Council operates or act independently of other councillors.

Fact

Parish Councillors make decisions collectively as part of the Council and represent the interests of the community.

Parish Councillors are elected to represent residents and help make decisions about local matters affecting the parish. They bring local knowledge, views and experience to discussions and help shape the Council’s priorities and activities.

Individual councillors do not have the authority to make decisions on behalf of the Council unless specific powers have been formally delegated. Decisions are normally made collectively through resolutions passed at properly convened Council meetings.

All councillors have an equal vote when decisions are made, regardless of whether they hold positions such as Chairman or Vice-Chairman. Councillors are expected to consider information presented to them, listen to residents, act in the best interests of the community and ensure public money is spent responsibly.

Councillors are not employees of the Council and do not manage the day-to-day administration of Council business. Their role is to make decisions, set priorities and represent the community, whilst Council officers are responsible for implementing those decisions and managing the Council’s administration.

Parish Councillors serve on a voluntary basis and give their time to support local services, community projects and the future development of the parish.

We hope this helps explain the role of a Parish Councillor and how local decisions are made within Trowell Parish Council.

Myth vs Fact #4 – What Is the Parish Council?

Myth

A common misunderstanding is that the Parish Council is controlled by one individual or that a single councillor can act on behalf of the Council.

Fact

The Parish Council is a corporate body that makes decisions collectively through its elected councillors.

Trowell Parish Council is a local authority established by law to represent the interests of the community and deliver local services and facilities within the parish.

The Council is made up of elected councillors who meet together to consider matters affecting the parish and make decisions through formal resolutions at properly convened meetings.

No individual councillor, including the Chairman, can normally act as the Council or make decisions on behalf of the Council unless specific powers have been formally delegated.

The Council continues to exist regardless of changes in councillors, Chairmen or officers. Decisions are recorded in public minutes and are made in accordance with legislation, the Council’s Standing Orders and its adopted policies.

This structure helps ensure accountability, transparency and democratic decision-making for the benefit of the whole community.

We hope this helps explain what the Parish Council is and how decisions are made within Trowell Parish Council.

Myth vs Fact #5 – The Role of the Clerk & Responsible Financial Officer (RFO)

Myth

A common misunderstanding is that the Clerk runs the Council, makes decisions on behalf of councillors or simply carries out administrative tasks.

Fact

The Clerk is the Council’s Proper Officer and professional adviser. Decisions are made by elected councillors.

The Parish Clerk is responsible for providing professional, procedural and legal advice to the Council and helping ensure that the Council operates in accordance with legislation and its adopted policies.

In many parish councils of Trowell’s size, the roles of Clerk and Responsible Financial Officer (RFO) are combined. This helps ensure that governance, finance, asset management and day-to-day administration are coordinated efficiently.

The role includes supporting Council meetings, managing finances and budgets, maintaining Council records, overseeing Council assets and facilities, supporting community projects and events, ensuring compliance with legal and regulatory requirements, and implementing decisions made by councillors.

As Responsible Financial Officer, the Clerk is responsible for the proper administration of the Council’s finances, including maintaining financial records, preparing accounts and supporting the Council’s internal and external audit processes.

The Clerk does not decide Council policy, determine how Council money is spent or vote on Council decisions. Those responsibilities rest with the elected councillors acting collectively through properly convened Council meetings.

The Clerk works for the Council as a corporate body and supports all councillors equally in carrying out their responsibilities.

We hope this helps explain the role of the Clerk & Responsible Financial Officer and how local government operates within Trowell Parish Council.

Myth vs Fact #6 – Transparency and Access to Information

Myth

A common misunderstanding is that transparency means the Parish Council must publish every document or provide every piece of information that is requested.

Fact

Trowell Parish Council is committed to being open, transparent and accountable. We routinely publish a wide range of information, including agendas, minutes, financial information, policies and other key documents, helping residents understand how their Council operates.

Residents also have legal rights to request information under the Freedom of Information Act 2000 and the Environmental Information Regulations 2004.

However, transparency does not mean that every document or every piece of information can legally be published or disclosed.

The Council also has a legal duty to protect certain information. This may include personal information protected by data protection legislation, confidential staffing matters, legally privileged advice, commercially sensitive information and other information that is exempt from disclosure under legislation.

When responding to requests for information, the Council must balance its commitment to openness with its legal responsibilities to protect confidential and sensitive information.

Transparency is about ensuring residents can understand how decisions are made, how public money is spent and how the Council operates, while complying with the law and respecting the rights of individuals and organisations.

We hope this helps explain how transparency and access to information work within Trowell Parish Council.

Myth vs Fact #7 – How is Trowell Parish Council Funded?

Myth

A common misunderstanding is that Trowell Parish Council is funded entirely through the parish precept (the parish element of your Council Tax) and that everything the Council does is paid for from this source.

Fact

The parish precept is the Council’s main source of income and funds the day-to-day running of the Council and its responsibilities as a local authority.

However, not everything the Council does is funded through the parish precept.

In addition to the precept, Trowell Parish Hall provides the Council’s only regular source of income. Income generated through hall hire forms part of the Council’s overall budget, helping to reduce the amount that needs to be raised through the parish precept whilst maintaining an important community facility that is used by hundreds of people every week.

The Council also seeks grants and external funding where opportunities arise. These are generally awarded for specific projects or community improvements rather than for the day-to-day running of the Council. Over the years, external funding has helped fund improvements to Trowell Parish Hall, drainage works within the Parish Hall car park and the purchase of community equipment, including the television and dishwasher used to support activities such as the Community Hub.

Community events are funded separately from the parish precept. Income generated through community events and fundraising activities is reinvested into future community events. Smaller fundraising events, such as quiz nights, help support larger community events throughout the year, whilst larger events are planned so that the income they generate covers their costs. This approach enables the Council to provide a varied programme of community events, including free events such as Maypole & Memories, without placing additional demand on the parish precept.

Every pound received by the Council, whether from the parish precept, Parish Hall hire, grants, external funding or community fundraising, is managed in accordance with strict financial regulations and forms part of the Council’s overall budget. Decisions on how that money is spent are made collectively by the elected councillors during properly convened Council meetings.

We hope this helps explain how Trowell Parish Council is funded and how the Council works to make the best possible use of public money for the benefit of the whole community.

Myth vs Fact #8 – Planning Applications

MYTH

Trowell Parish Council can approve or refuse planning applications.

FACT

Trowell Parish Council is a statutory consultee in the planning process. This means the Council has the opportunity to consider planning applications affecting the parish and submit its comments to the Local Planning Authority.

Planning applications are considered at public Council meetings, where elected councillors review the plans, relevant planning policies and other material planning considerations before agreeing the Council’s response.

Following discussion, the Council may:

• Support an application.

• Object to an application.

• Make comments or recommendations.

• Decide not to submit comments.

The Council’s comments are then submitted to Broxtowe Borough Council, which is the Local Planning Authority responsible for determining planning applications.

When considering an application, the Parish Council must base its comments on planning policies and other material planning considerations. Decisions cannot be based solely on whether people support or oppose a proposal.

Residents are also encouraged to submit their own comments directly to Broxtowe Borough Council during the consultation period, ensuring their views can be considered as part of the planning process.

Although Trowell Parish Council plays an important role in representing the views of the local community, the final decision on whether a planning application is approved or refused is made by Broxtowe Borough Council.

We hope this helps explain the role of Trowell Parish Council in the planning process and how planning decisions are made

Myth vs Fact #9 – Council Agendas

MYTH

The Council can simply add new items to an agenda at the last minute.

FACT

Council meeting agendas are prepared and published in accordance with legal requirements and the Council’s Standing Orders.

The Clerk, as the Council’s Proper Officer, is responsible for preparing and publishing the agenda, ensuring that all legal notice requirements are met and that councillors and residents receive the information needed before the meeting.

Agenda items are normally submitted well in advance to allow time for reports to be prepared, supporting documents to be completed and the agenda to be published within the required timescales.

This helps ensure that:

• Councillors have sufficient time to read and consider the papers before making decisions.

• Residents know what business will be discussed.

• Meetings are conducted openly, fairly and transparently.

• Decisions are made lawfully.

Once an agenda has been published, the Council cannot normally add new decision-making items simply because an issue has arisen.

Where an important matter arises after an agenda has been published, the Council may need to consider it at a future meeting or call an Extraordinary Meeting to ensure the matter is considered properly and in accordance with the law.

We hope this helps explain how Council agendas are prepared and why meetings are sometimes called at short notice.

Myth vs Fact #10 – What Does Trowell Parish Council Actually Do?

MYTH

The Parish Council collects a precept through Council Tax, but what do residents actually get for the money they pay?

FACT

Trowell Parish Council is the first tier of local government and the Council closest to the community. Its role is not only to provide and look after local facilities, but also to listen to residents, represent the interests of Trowell and help ensure local concerns are heard.

What does the Parish Council look after?

Some of the Council’s work is easy to see.

Trowell Parish Council is directly responsible for a number of local facilities and assets, including:

Trowell Parish Hall.
The play park at the Parish Hall.
The Welcome to Trowell signs.
The village Christmas lights.

The Council is responsible for managing, maintaining and, where appropriate, improving these facilities and assets for the benefit of the community.

Community events

The Council also organises a programme of community events throughout the year, providing opportunities for residents of all ages to come together and take part in activities within the village.

Importantly, community events are funded separately from the parish precept.

As explained in Myth vs Fact #7 – How is Trowell Parish Council Funded?, income generated through community events and fundraising activities is reinvested into future community events. This enables the Council to provide a varied programme of activities, including free community events, without placing additional demand on the parish precept.

Representing Trowell

A large part of the work carried out by the Parish Council is less visible.

An important part of our role is listening to residents and representing the interests of Trowell when issues arise that affect the village.

Not every service or issue within Trowell is the responsibility of the Parish Council. Some matters are the responsibility of Broxtowe Borough Council, Nottinghamshire County Council or other organisations.

Where the Parish Council does not have the legal responsibility or power to resolve an issue itself, that does not necessarily mean there is nothing we can do.

We can report problems, raise concerns, make representations and bring matters to the attention of the authority or organisation that does have the responsibility and power to act.

Helping residents raise local concerns

A recent example followed a resident contacting the Parish Council about the condition of a road near a warden-assisted complex.

The matter was reported and also brought to the attention of the County Councillors. They visited the location to see the condition of the road for themselves, and the road has now been placed on the priority list.

The Parish Council is not responsible for maintaining that road and cannot determine when work will be carried out. However, because a resident brought the issue directly to our attention, we were able to raise the concern with those who are responsible.

Making sure residents have an opportunity to be heard

Planning is another example of the Parish Council representing its community.

When the recent planning application for 60 new homes generated considerable concern within Trowell, the Parish Council arranged an additional meeting to give residents the opportunity to speak directly to councillors and explain their thoughts and concerns about the proposal.

Councillors were then able to take those views into consideration when discussing the application and agreeing the Parish Council’s response.

As explained in Myth vs Fact #8 – Planning Applications, Trowell Parish Council does not make the final decision on planning applications. However, the Council can represent the views of the community and help ensure local concerns are heard as part of the planning process.

The Parish Council cannot promise that every issue raised will result in the outcome residents would like, particularly where responsibility or the final decision rests with another authority.

What we can do is listen, raise concerns appropriately and help ensure Trowell’s voice is heard.

But we need residents to talk to us

Councillors and Council officers cannot be aware of every problem or concern across the parish. Residents are often the first to know when something is affecting their street, neighbourhood or part of the village.

There are several ways residents can bring a matter directly to the Parish Council:

Telephone us.
Email us.
Visit the Parish Council office and speak to us.
Attend a Council meeting and raise a matter during the Public Forum.

The Council has also introduced Councillor Surgeries, providing another opportunity for residents to speak directly with their elected councillors, and further surgeries are planned.

What about Facebook?

Comments and discussions on Facebook and other social media can be useful ways for residents to share information with each other, but posting something on social media is not the same as bringing a matter directly to the attention of the Parish Council.

Contacting us directly means that we know about your concern and have the opportunity to help.

We cannot assume that something mentioned or discussed on Facebook has been brought to the Council’s attention.

If something is affecting you or your part of the village, please let us know. Even where the Parish Council is not the authority responsible, we may be able to report the issue, raise it with the appropriate organisation, make representations on behalf of the community or help point you in the right direction.

We want residents to talk to us.

So, what do residents get from Trowell Parish Council?

A local Council focused specifically on Trowell – looking after community facilities and assets, organising separately funded community events, listening to residents, representing the village, raising local concerns and working with other authorities and organisations to help protect and improve our community.

We hope this helps explain some of the work Trowell Parish Council carries out throughout the year and, importantly, why communication between the Council and our residents matters.

Myth vs Fact #11 – Elections & Co-option

MYTH

No public vote means the councillors must have been co-opted.

FACT

Not necessarily. Councillors can be elected without a poll taking place.

Trowell Parish Council has 11 councillor seats.

If more than 11 candidates stand at an ordinary election, residents vote to decide who is elected. This is a contested election.

If 11 or fewer candidates stand, there is no need for a poll. The candidates are elected uncontested.

No poll does not mean no election

This happened in Trowell at the ordinary Parish Council elections in May 2023.

There were 11 seats available and 10 candidates. As there were fewer candidates than seats, no poll was required and the candidates were elected uncontested.

Being elected uncontested is not the same as being co-opted.

So what is co-option?

If a councillor leaves between elections, a vacancy is created and the Council must follow the legal process for filling that seat.

Depending on the circumstances, residents may have the opportunity to request a by-election. If an election is not required, the Council may be able to fill the vacancy through co-option.

When Trowell Parish Council has a vacancy available for co-option, it is advertised so eligible people can put themselves forward. Applications are considered at a Council meeting and councillors vote to fill the vacancy.

Co-option is a lawful way of filling a vacant seat. It is not the same as being elected uncontested.

What about Trowell today?

Trowell Parish Council currently has 8 councillors and 3 vacant seats.

Local democracy relies not only on residents being willing to vote, but also on local people being willing to stand for election or put themselves forward when vacancies arise.

If you care about Trowell and would like to play a part in local decision-making, becoming a Parish Councillor is one way to get involved.

We hope this helps explain the difference between contested elections, uncontested elections, by-elections and co-option.

Myth vs Fact #12 – Civility & Respect

MYTH

Councillors and Council staff hold public roles, so they just have to put up with rude, abusive or intimidating behaviour.

FACT

Being involved in local government does not mean accepting bullying, harassment or abuse.

Residents have every right to question the Council, challenge decisions and disagree with councillors or staff.

Disagreement and disrespect are not the same thing

Trowell Parish Council formally approved the Civility and Respect Pledge in September 2024.

By signing the pledge, the Council made a commitment to promote civility and respect and to take a stand against bullying and harassment.

Respect works both ways

Residents, councillors, staff, volunteers and the people and organisations we work with should all be treated with civility and respect.

You don’t have to agree with the Council, a councillor or the Clerk.

Questions, criticism and different opinions are all part of local democracy.

Civility doesn’t mean silence.

Respect doesn’t mean agreement.

It means we can disagree without making it personal.

We hope this helps explain what the Civility and Respect Pledge means and why Trowell Parish Council has made that commitment.