Class 5 - Our Polices and Procedures

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

Polices and procedures for the conduct of Council business

Procedural standing orders and delegated authority in respect of officers are in accordance with Local Council Administration 7th edition.

There are no committee or sub-committee terms of reference but the Clerk has a Contract of Employment and a list of duties, reissued at start of each Financial Year in April.  A copy can be obtained from the Clerk.

Code of Conduct - Longstock Parish Council adopted the Model Code of Conduct for Parish and Town Councils, Local Authorities (Model Code of Conduct) Order 2007 No. 1159 by Resolution dated 16th May 2007.

Declaration of Pecuniary Interests - each parish councillor’s Declaration is registered with Test Valley Borough Council and updated each year; last update June 2017.

Model Financial Regulations (April 2014) were adopted by the parish council at its 25th June 2014 meeting.

Policy statements - none issued.

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

The following polices and procedures are conducted, where applicable, in accordance with Local Council Administration 7th edition, supplemented by current regulations:

  • Internal policies relating to the delivery of services

  • Equality and Diversity Policy

  • Health and Safety Policy

  • Staff Recruitment Policy

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

  • Information Security Policy

Polices and procedures for handling requests for information

Under the Freedom of Information Act (FOIA) 2000, the presumption is in favour of access to information.  The Parish Council is thus required to provide reasonable advice and assistance to applicants for information.  Some information is exempt under FOIA; reasons for refusing information must accord with the respective provisions of the legislation, including consideration of the public interest test where that applies.

Data Protection policies

Longstock Parish Council is registered with Information Commissioner's Office under the Data Protection Act 1998, registration number Z8736884, and as such is bound by the ICO regulations.

Records Management policies - records retention, destruction and archive

Minute books of Parish Council meetings up to January 1969 are deposited with the Hampshire Records Office for safe keeping.  The Minute Book covering the period February 1969 to February 2004 and March 2004 to October 2010 are held by the Clerk, as are current loose-leaf minutes.  Cemetery records (Burial Grants, Register of Public Graves, Register of Burials) are held by the Clerk.  Insurance Certificates are retained by the Clerk for 40 years.

Schedule of Charges for the publication of information

This describes how the charges have been arrived at and should be published as part of the guide.

Disbursement Cost Photocopying at 10p per sheet (black and white) Actual cost *
  Postage Actual cost of Royal Mail standard 2nd class
Statutory Fee None applicable In accordance with the relevant legislation (quote the actual statute)

*  The actual cost incurred by the public authority