POLICIES & PROCEDURES

1.1 Governance Policies

Standing Orders

A document that sets out how the Parish Council conducts its business.
Includes:

• Meeting rules

• Public participation

• Voting procedures

• Delegated powers

• Financial thresholds

• Contract & procurement processes

• Document handling

Financial Regulations

Required rules for managing council finances.
Includes:

• Budgeting

• Spending limits & authority

• Payments & banking

• Procurement & contracts

• Audit requirements

• Asset management

• Risk controls

Code of Conduct

The statutory behavioural code that all councillors must follow.
Includes:

• Principles of public life

• Respect, honesty, openness

• Registering and declaring interests

• Gifts and hospitality rules

• Standards complaint process

Co-option Policy

How the council fills councillor vacancies when no election is triggered.
Includes:

• Eligibility

• Application form

• Interview/selection process

• Voting method

• Appointment confirmation

Complaints Procedure

How the council handles formal complaints from the public.
Includes:

• What is and isn’t a complaint

• Informal resolution

• Formal written process

• Investigation steps

• Timescales

• Final decision process

Risk Management Statement

Council-wide approach to identifying and managing risks.
Includes:

• Financial, operational, legal and reputational risks

• Risk matrix

• Annual review timetable

Publication Scheme (FOI)

Mandatory under FOI. Lists all the information the council routinely makes public.
Includes:

• Classes of information

• How to access

• Fees

Equality Statement

Commitment to equality duties.
Includes:

• Fair and equal access

• Non-discrimination

• How equality considerations are built into decisions

Accessibility Improvement Plan

Plan for addressing website or operational accessibility gaps.
Includes:

• Current known issues

• Fix timelines

• Future compliance actions

Asset Register

Legally required list of all council-owned assets.
Includes:

• Land

• Buildings

• Public conveniences

• Benches

• Car parks

• Defibrillators

• Insurance values

1.2 Digital / Data Policies

IT & Email Policy

Rules for any council-owned devices or email accounts.
Includes:

• Security

• Passwords

• Data handling

• Remote access

• Personal device rules

Data Protection (GDPR) Policy

Legal basis for processing personal data.
Includes:

• Lawful basis

• Data minimisation

• Subject rights

• Retention

• Compliance with UK GDPR

Privacy Notice

Required. Explains how the council uses personal data.
Includes:

• What data is collected

• Why

• Who it’s shared with

• Retention

• Rights

• Contact for concerns

Subject Access Request (SAR) Procedure

How individuals can request their personal data.
Includes:

• How to submit

• ID verification

• 1-month timeline

• Exemptions

• How responses are made

Data Breach Procedure

Steps to follow if personal data is lost or compromised.
Includes:

• Containment

• Notification

• ICO reporting

• Review of lessons learned

Retention & Disposal Schedule

How long the council keeps each type of record.
Includes:

• Financial records

• Minutes

• Planning responses

• Correspondence

• HR data

Cookie Policy

Explains what cookies the website uses.
Required for .gov.uk websites.
Includes:

• Essential cookies

• Analytics (if enabled)

• How to opt out