collingbourne ducis parish council

1.1. All payments shall be effected by cheque or other instructions to the c ouncil's banker s , or otherwise, in accordance with a r esolution of council or duly delegated c ommittee . 1.2. Cheques or orders for payment drawn on the bank account in accordance with the schedule a s presented to c ouncil or c ommittee shall be signed by two members of council in accordance with a r esolution instructing that payment . If a member who is also a bank signatory has declared a discl o sable pe cu niary interest , or ha s any other interest, in the matter in respect of which the payment is being made , that councillor shall be required to consider Standing Orders, and thereby determine whether it is appropriate and / or permissible to be a signatory to the transaction in question . 1.3. To indicate agreement of the details shown on the cheque or order for payment with the counterf oil and the invoice or similar documentation, the signatories shall each also initial the cheque counterfoil. 1.4. Cheques or orders for payment shall not normally be presented for signature other than at a c ouncil or c ommittee m eeting (including immediately be fore or after such a meeting) . Any signatures obtained away from such meetings shall be reported to the c ouncil or Finance Committee at the next convenient meeting. 1.5. If thought appropriate by the council, payment for utility supplies (energy, telephone and water) and any National Non - Domestic Rates may be made by va riable direct d ebit provided that the instructions are signed by two members and any payments are reported to council as made. The app roval of the use of a variable direct d ebit shall be renewed by resolution of the council at least every two years. 1.6. If thought appropriate by the council, payment for certain items (principally s alaries) may be made by b anker ’ s standing o rder provided that the instructions are signed , or otherwise evidenced by two m embers are retained and any payments are reported to council as made . The approval of the use of a b anker ’ s standing o rder shall be renewed by resolution of the council at least every two years. 1.7. If thought appropriate by the council, payment for certain it ems may be made by BACS or CHAPS methods provided that the instructions for each payment are signed , or otherwise evidenced, by two authorised bank signatories are retained and any payments are reported to council as made. The approval of the use of BACS o r CHAPS shall be renewed by resolution of the council at least every two years. 1.8. If thought appropriate by the council payment for certain items may be made by internet banking transfer provided evidence is retained showing which members approved the paymen t. W here a computer requires use of a personal identification number (PIN) or other password(s), for access to the council’s records on that computer, a note shall be made of the PIN and Passwords and shall be handed to and retained by the Chairman of Coun cil in a sealed dated envelope. This envelope may not be opened other than in the presence of two other councillor s . After the envelope has been opened, in any circumstances, t he PIN and / or passwords shall be changed as soon