Policies & Procedures

Information to be published

How the information can be obtained

Cost

Class1 - Who we are and what we do

(Organisational information, structures, locations and contacts)

Clerk: 07594 295457

Email: sudbrookeparishcouncil@gmail.com

Yes for photocopies

Who’s who on the Council and its Committees

Notice boards, website, email,

p/copy

Contact details for Parish Clerk and Council members (named contacts where possible with telephone number and email address (if used)

Noticeboards, website, email, hard copy

p/copy

Location of main Council office and accessibility details

Noticeboards, website, email, hard copy

Staffing structure

Contact Clerk

Class 2 – What we spend and how we spend it

(Financial information relating to projected and actual income and expenditure, procurement, contracts and financial audit)

Current and previous financial year as a minimum

Annual return form and report by auditor

Website, hard copy,

p/copy

Finalised budget

Email, hard copy, included in minutes

p/copy

Precept

Email, hard copy, included in Minutes

p/copy

Borrowing Approval letter

Not currently applicable

Financial Standing Orders and Regulations

Website, Email, hard copy

p/copy

Grants given and received

Email, hard copy, included in minutes

p/copy

List of current contracts awarded and value of contract

Email, hard copy

p/copy

Members’ allowances and expenses

Contact Clerk – Currently no allowances given - Expenses included in minutes

Class 3 – What our priorities are and how we are doing

(Strategies and plans, performance indicators, audits, inspections and reviews)

(hard copy or website)

Parish Plan (current and previous year as a minimum)

Website, hard copy in Village Hall

Annual Report to Parish or Community Meeting (current and previous year as a minimum)

Email, hard copy, in Annual Parish Meeting notes

p/copy

Quality status

Not applicable

Local charters drawn up in accordance with DCLG guidelines

Not applicable

Class 4 – How we make decisions

(Decision making processes and records of decisions) Current and previous council year as a minimum

Timetable of meetings (Council, any committee/sub-committee meetings and parish meetings)

Website, notice board on Scothern Lane, Email, hard copy

p/copy

Agendas of meetings (as above)

Noticeboards, Website, Hard copy, email

p/copy

Minutes of meetings (as above) – nb this will exclude information that is properly regarded as private to the meeting.

Website, hard copy, Sudbrooke News

p/copy

Reports presented to council meetings - nb this will exclude information that is properly regarded as private to the meeting.

Included in minutes of meetings

Responses to consultation papers

Included in minutes of meetings

Responses to planning applications

Included in minutes of meetings, Hard copy

Bye-laws

Not currently applicable

Class 5 – Our policies and procedures

(Current written protocols, policies and procedures for delivering our services and responsibilities)

Current information only

Policies and procedures for the conduct of council business:

Procedural standing orders

Committee and sub-committee terms of reference Delegated authority in respect of officers

Code of Conduct Policy statements

Website, Hard copy, email

p/copy

Policies and procedures for the provision of services and about the employment of staff:

Policies and procedures for handling requests for information

Complaints procedures (including those covering requests for information and operating the publication scheme)

Hard copy

Contact Clerk Website, Hard copy

p/copy

Records management policies (records retention, destruction and archive)

Contact Clerk

Schedule of charges (for the publication of information)

Contact Clerk

Class 6 – Lists and Registers

Currently maintained lists and registers only

(hard copy or website; some information may only be available by inspection)

Any publicly available register or list (if any are held this should be publicised; in most circumstances existing access provisions will suffice)

Assets Register

Hard copy, email

p/copy

Register of members’ interests

Website

Register of gifts and hospitality

Included in minutes when applicable

Class 7 – The services we offer

(Information about the services we offer, including leaflets, guidance and newsletters produced for the public and businesses)

Current information only

(hard copy or website; some information may only be available by inspection)

Allotments

Not applicable

Burial grounds and closed churchyards

Not applicable   - Contact local Vicar

Community centres and village halls

Website, Village Hall Noticeboard

Parks, playing fields and recreational facilities

Contact Clerk

Seating, litter bins, memorials and lighting

Contact Clerk

Bus shelters

Contact Clerk

Agency agreements

Not applicable

A summary of services for which the council is entitled to recover a fee, together with those fees (e.g. burial fees)

Not applicable

Additional Information

This will provide Councils with the opportunity to publish information that is not itemised in the lists above

Sudbrooke News (10 issues per year of village magazine)

Website, Residents email list, hand deliver to all homes in Sudbrooke