Parish Council Documents
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Anti-Fraud and Corruption Policy
Print. version: Anti-fraud and Corruption Policy
Print version: Bench Policy – 2020
Complaint Handling Procedure
Disciplinary and Grievance Procedures
Print version: Disciplinary and Grievance Procedures – draft
Employers Liability Certificate 2018
Equal Opportunities Policy
Print version: Equal Opportunities Policy – draft
Freedom of Information
GDPR Data Asset Register
GDPR Data Audit
GDPR Privacy Notice - staff
Print version: GDPR Privacy Notice – staff
Print version: Grant Policy – 2020
The Council recognises the importance of supporting groups, organisations and charities that benefit the local community, and that making grants is a valuable method of support. The purpose of this document is to ensure that St Endellion Parish Council has an open, consistent and easily understood approach to awarding grants. The Parish Council has statutory powers which enable it to make funds available to local organisations for the overall benefit of the parish.
For the purpose of requesting financial support, applications may be submitted at any time during the year. The final decision as to whether an award is made will rest with the Full Council.
Organisations must submit their request to the Clerk. Any supporting documentation, including photographs and plans would be welcome. The Council reserves the right to request any additional information to aid determination.
Any charity, voluntary group or community organisation may apply. The Council must be satisfied that any grant made is likely to achieve the promotion or improvement of the economic, social or environmental well-being of the Parish of St Endellion. While grants will be made only to organisations working for or helping the people of the Parish of St Endellion, if assistance is also made available to residents from the surrounding parishes this will not be a disqualification.
The Council will not fund activities of a political nature, nor discriminate on the grounds of race or religion.
The Council will not award grants to national organisations which do not have a direct specific benefit to the people of the Parish or where local groups raise funds which are sent to a regional or national HQ for redistribution and not spent locally. Local branches of national organisations will have to show why assistance is not forthcoming from the parent body.
Organisations will not be given a grant more than once in a financial year.
Conditions of Funding
The following conditions will apply:
- Organisations should be properly constituted, with a written constitution and appointed officers;
- If the project is relying on funding from the Council it should not be started until an offer has been received;
- Grants will not be awarded retrospectively for work, goods or services;
- Grants may be awarded for less than the amount requested;
- Grants will not be awarded to finance running costs, salaries or wages;
- If the group is unable to use the grant for the stated purposes and within the stated timescale, monies must be returned to the Council;
- The Council will require surplus funds to be returned;
- The grant must be used only for the purpose for which the application was made.
- The Council’s decision will be final.
Re-Adopted by Council on 10th February 2020
Health and Safety Policy
Internal Audit Report
Investment and Banking Strategy
Parish Council Car Park
Print version: Press Policy
- To define access to the Parish Council.
- The first contact with the media will be through the Chairman of the Council or in his/her absence the Vice-Chairman.
- In circumstances where members are contacted by the press, to avoid misunderstandings, they are requested to restrict their comments to decisions of the Council or one of its committees that are not confidential or to the expression of a personal opinion only.
- As members of the public and press do not attend all committee meetings, there may be items which would have been dealt with confidentially by exclusion of the press and public and members should ensure that items are not released prematurely to the press.
- The best course of action is to refer the enquiry to the Chairman. It would be helpful if members contacted by the press would advise the Chairman of the contact and the content of the discussion.
2. STATEMENT OF INTENT
- The Council’s Policy on dealing with the Media and the Press is to be, at all times:
- proactive and assertive;
- helpful to the media in facilitating photograph opportunities, interviews and other reasonable requests;
3. The Council will
- Invite local Press to Council meetings;
- Promote the Parish of St Endellion and events organised therein;
- Respond quickly and effectively to media enquiries ;
- Respect the confidential nature of information which is retained by the Council on individual cases or other matters which are officially specified as confidential.
Re-adopted by Council on 10th February 2020
This website is run by ICT Connect Ltd on behalf of St Endellion Parish Council. We regard your privacy as important and comply with the Data Protection Act 1998 and the General Data Protection Regulation (GDPR).
We process and hold information to provide public services and to respond to queries. This notice explains how we use and share your information. Information may be collected on a paper or online form, by telephone, or by email.
We record personal information if you:
- contact us and leave your details for us to respond
- subscribe to or apply for services that require personal information
- Report a fault and give your contact details for us to respond
Why we collect information
We collect and hold information about you, to:
- deliver public services
- confirm your identity to provide some services
- contact you by post, email or telephone
- understand your needs to provide the services that you request
- understand what we can do for you and inform you of other relevant services and benefits
- obtain your opinion about our services
- update your customer record
- help us to build up a picture of how we are performing at delivering services
- prevent and detect fraud and corruption n the use of public services
- allow us to undertake statutory functions efficiently and effectively
- make sure we meet our statutory obligations
- run payroll for staff members
- make payment to contractors/ for service provision
Our Right to Process Information
We are permitted to process information under GDPR Article 6 (1) (a) (b) and (e) when:
- Processing is with consent of the data subject, or
- Processing is necessary for compliance with a legal obligation, or
- Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller
How we use your information
We will only use any personal information you send us for the purposes for which you provide it. We will only hold your information for as long as necessary. All employees who have access to your personal data and are associated with the handling of that data are obliged to respect the confidentiality of your data. All your communications to us are protected against unauthorised access by third parties.
The Council tries to keep the information we have about you accurate and up-to-date. If, however, you find errors or inaccuracies in your data, we will erase, complete or amend that information upon request. Our contact details are below.
We will process your information for the following purposes:
- for the service you requested, and to monitor and improve the council’s performance in responding to your request.
- to allow us to be able to communicate and provide services and benefits appropriate to your needs.
- to ensure that we meet our legal obligations.
- where necessary for the law enforcement functions.
- to prevent and detect fraud or crime.
- to process relevant financial transactions including grants and payments for goods and services supplied to the Council
- where necessary to protect individuals from harm or injury.
- to allow the statistical analysis of data so we can plan the provision of services.
We may need to pass your information to other people and organisations that provide the service. These providers are obliged to keep your details securely and use them only to fulfil your request. If we wish to pass your sensitive or confidential information onto a third party, we will only do so once we have obtained your consent, unless we are legally required to do so. We may disclose information to other partners where it is necessary, either to comply with a legal obligation, or where permitted under the Data Protection Act.
Where we need to disclose sensitive or confidential information to other partners, we will do so only with your prior explicit consent or where we are legally required to. We may disclose information when necessary to prevent risk of harm to an individual.
St Endellion Parish Council cares to ensure the security of personal data. We make sure that your information is protected from unauthorised access, loss, manipulation, falsification, destruction or unauthorised disclosure. This is done through appropriate technical measures and appropriate policies. We will only keep your data for the purpose it was collected for and only for as long as is necessary. After which it will be deleted.
We will not process any data relating to a child (under 13) without the express parental/ guardian consent of the child concerned.
Emails that we send to you or you send to us may be kept as a record of contact. We may also store your email address for future use. If we need to email sensitive or confidential information to you, we will check that we are using the correct email address and may use additional security measures. If you need to send us sensitive information, we recommend using the recorded postal service or by hand. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
Access to Information
You have the right to request access to the information we have about you. You can do this by contacting our Data Information Officer: email@example.com
If you believe that the information we have about you is incorrect, you may contact us so that we can update it and keep your data accurate. Please contact: firstname.lastname@example.org
If you wish St Endellion Parish Council to delete the information about you please contact: email@example.com
Right to Object
If you believe that your data is not being processed for the purpose it has been collected for, you may object: Please contact: firstname.lastname@example.org
Rights Related to Automated Decision Making and Profiling
St Endellion Parish Council does not use automated decision making or profiling of individual personal data. Neither does the council pass on personal data to third parties for marketing purposes.
In accordance with the law, we only collect a limited amount of information about you that is necessary for correspondence, information and service provision. We do not use profiling, we do not sell your data, we do not pass your data to third parties without your consent. We do not use your data for purposes other than those specified. We make sure your data is stored securely. We delete all information deemed to be no longer necessary. We regularly review our Privacy Policies to keep it up to date in protecting your data.
If you have a complaint regarding the way your personal data has been processed you may make a complaint to St Endellion Parish Council Data Information Officer: email@example.com and the Information Commissioners Office firstname.lastname@example.org Tel: 0303 123 1113
Changes to this Notice
We keep this Privacy Notice under regular review and we will place any updates on this webpage.
This Policy was agreed and adopted
At the Full Council Meeting on 11th June 2018
PROCUREMENT ACTIVITY INTERIM 2018/19
Print version: Reserves Policy 2020
St Endellion Parish Council Reserves Policy
1.1 St Endellion Parish Council (SEPC) is required to maintain adequate financial reserves to meet it’s needs. The purpose of this policy is to set out how the Council will determine and review the level of reserves.
1.2 Sections 32 and 43 of the Local Government Finance Act 1992 require local authorities to have regard to the level of reserves needed for meeting estimated future expenditure when calculating the budget requirement. However, there is no specified minimum level of reserves that an authority should hold and it is the responsibility of the Responsible Financial Officer to advise the Council about the level of reserves and to ensure that there are procedures for their establishment and use.
Types of reserves
2.1 Reserves can be categorised as General or Earmarked.
2.2 Earmarked reserves can be held for several reasons:
Renewals – to plan and finance a particular project, an effective programme of capital equipment replacement and planned property maintenance. These reserves are a mechanism to smooth expenditure so that a sensible programme can be achieved without the need to vary budgets.
Carry forward of underspend – some services commit expenditure to projects, but cannot spend the budget in year. Earmarked reserves are used as a mechanism to carry forward these resources.
Insurance reserve – to enable the Council to meet the excesses of claims not covered by insurance.
Other earmarked reserves may be set up from time to time to meet known or predicted liabilities.
2.3 General reserves are funds which do not have any restrictions as to their use. These reserves can be used to smooth the impact of uneven cash flows, offset the budget requirement if necessary or can be held in case of unexpected events or emergencies.
3.1 Earmarked reserves will be established on a “needs” basis, in line with anticipated requirements.
3.2 Any decision to set up an earmarked reserve must be given by the Council.
3.3 Expenditure from earmarked reserves or the reallocation of unused earmarked reserves can only be authorised by the Council.
3.4 Earmarked Reserves should not be held to fund ongoing general expenditure. Earmarked reserves that have been used to meet the use for which they were established or have been reallocated by resolution of the Council are not to be replenished, having served their purpose.
3.5 All earmarked reserves are recorded on a central schedule held by the Responsible Financial Officer which lists the various earmarked reserves and the purpose for which they are held.
3.6 Reviewing the Council’s Financial Risk Assessment is part of the budgeting and year end accounting procedures and identifies planned and unplanned expenditure items and thereby indicates an appropriate level of Reserves.
4.1 The level of general reserves is a matter of judgement and so this policy does not attempt to prescribe a blanket level. The primary means of building general reserves will be through an allocation from the annual budget. This will be in addition to any amounts needed to replenish reserves that have been consumed in the previous year.
4.2 Setting the level of general reserves is one of several related decisions in the formulation of the medium term financial strategy and the annual budget. The Council must build and maintain sufficient working balances to cover the key risks it faces, as expressed in its financial risk assessment.
4.3 If in extreme circumstances general reserves were exhausted due to major unforeseen spending pressures within a particular financial year, the Council would be able to draw down from its earmarked reserves to provide short term resources.
4.4 Even at times when extreme pressure is put on the council’s finances the council must keep a minimum balance sufficient to pay one month’s salaries to staff in general reserves at all times.
Current level of financial reserves
5.1 The level of financial reserves held by the council will be recommended to the Council by the Finance and Car Park committee as a result of discussions held regarding the setting of the budget for the next financial year.
5.2 The current level of general reserves to be held by the council is 3 months’ normal expenditure.
This figure is approximately £47,500 for the financial year 2020/21.
5.3 The council does not currently have any level of earmarked reserves.
Re-Adopted by Council on 10th February 2020
Retention and Disposal Guidelines
Print version: Risk Management
Statement of Internal Control
Print version: Statement of Internal Control