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Co-Option policy

There are, generally, two ways that new Councillors can join the City Council, by the normal election process at the full Council elections or formally called by-elections; or through the co-option process.

The City Council adopted the following co-option process at it’s meeting on 17 December 2025.

If there is a casual vacancy that is available for co-option you can find the links for the application forms at the bottom of this page.

1. Introduction

1.1 There are two circumstances under which the council may, if it so wishes, proceed to fill a casual vacancy by co-option:

  • When a seat has been left vacant because no eligible candidate stood for election at the full elections for a new council (currently every four years)
  • During the life of the council, a seat falls vacant but the required 10 electors of the have not called for a poll (by-election) within the legally specified time period following publication of the notice of vacancy

1.2 The council is not obliged to co-opt to fill any vacancy. Even if the council invites applications for co-option, it is not obliged to select anyone from the candidates who apply.

1.3 However, it is not desirable that electors in the city be left partially or fully unrepresented for a significant length of time. Neither does it contribute to effective and efficient working of the council if there are insufficient Members to share the workload equitably; to provide a broad cross-section of skills and interests; or to achieve meeting quorums without difficulty, given that some absence is unavoidable at times.

1.4 To ensure a fair and transparent process is undertaken, this policy outlines the procedure to be followed by the council when co-option is considered.

2. Application process

2.1 On receipt of written notice from the Democratic Services Manager at Chichester District Council that a casual vacancy may be filled by means of co-option:

  • The Clerk will advertise the vacancy or vacancies to be filled by co-option within 21 days of receipt of the written notification.
  • The co-option advertisement will include the closing date for acceptance of requests for consideration (between 14 and 30 days after the date of the advertisement) and the number of vacancies, and will be displayed on the council website, social media platforms and noticeboards.

2.2 Members may point out the vacancies and the process to any qualifying candidate(s). Candidates found to be offering inducements of any kind will be disqualified.

2.3 Applicants for a vacancy will be asked to:

  • Submit information about themselves by completing a short application form, including a description of their interest in becoming a councillor and specifying any skills or qualifications which may benefit the council.
  • Confirm their eligibility for the position of councillor within the statutory rules, a copy of which will be attached to the application form.

2.4 Copies of the applicant’s application form will be circulated to all Members by the Clerk at least seven working days prior to the Council meeting where the co-option will be considered.

The application forms and any supporting documents will be treated by the Clerk and Members as strictly confidential.

2.5 Councillors may choose to invite candidates to attend an informal interview ahead of the council meeting at which they will be considered for appointment to the council. In the interests of fairness, all applicants will be invited to attend and given the same questions.

Non-attendance will not be prejudicial to the council’s final co-option decision.

2.6 Candidates will be sent a full agenda of the meeting at which they are to be considered for appointment, and will be informed they may, if they so wish, speak for up to three minutes about their application during the co-option item on the agenda at the meeting.

If the meeting is to be conducted remotely, in the interests of fairness, applicants will be assessed on their application forms only.

3. Voting procedure

3.1 Voting will be according to the agreed procedure in standing orders, namely:

‘Where more than 2 persons have been nominated for a position to be filled by the Council and none of those persons has received an absolute majority of votes in their favour, the name of the person having the least number of votes shall be
struck off the list and a fresh vote taken. This process shall continue until a majority of votes is given in favour of one person. Any tie may be settled by the Chairman’s casting vote.’

3.2 Voting will be conducted as per the agreed procedure in standing orders, namely:

‘Unless standing orders provide otherwise, voting on any question shall be by a show of hands. At the request of a Councillor, the voting on any question shall be recorded so as to show whether each Councillor present and voting gave his vote for or against that question. Such a request shall be made before moving on to the next item of business on the agenda. At the request of two Councillors, voting on any question shall be by a signed ballot.’

3.3 After the vote has been concluded, the chairman will declare the successful candidate(s) duly elected. A Member elected by co-option is a full member of the council but is not eligible for the basic City allowance.

4. Acceptance of office

4.1 The successful candidate(s) must sign their Declaration of Acceptance of Office before they can act as a councillor. The Register of Members Interests form must be completed within 28 days and the Clerk will forward a copy to the District Monitoring Officer.

Applying for co-option to the City Council

If a casual vacancy that is available for co-option is available, it will be advertised on the City Council’s social media, ward boards and as otherwise appropriate.

Applications are welcome online and in writing.

Whichever method you choose to use, by submitting the application you are confirming that you have read and agree to the policy outlined above and to be bound by the City Council’s Standing Orders, Code of Conduct and other relevant policies if your application is successful.

To apply online, please complete and submit this form: Chichester City Council – application to be co-opted to the City Council

    To apply by post, please download the following PDF: Chichester City Council – application to be co-opted to the City Council (PDF download)

    The completed form at the back of the document should be completed and returned to:

    If you have any questions, please contact:

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