Complaints Procedure

Plaistow and Ifold Parish Council is committed to providing the best service it can for the benefit of the people who live or work in its area or are visitors to the locality. The Complaints Procedure sets out how any dissatisfaction regarding the standard of the service that has been received from Plaistow and Ifold Parish Council or any action, or lack of action, by the Parish Council can be brought to its attention and how the Parish Council will try to resolve any issues.

Media and Communications Policy

The Media and Communications Policy is advised by the Code of Recommended Practice on Local Authority Publicity, as issued by the Department for Communities and Local Government (DCLG). The code is statutory guidance and therefore Members and Officers of Plaistow and Ifold Parish Council must have regard to it and follow its provisions. Failure to follow the Media and Communications Policy could lead to a breach of the statutory code and the risk of adverse publicity, which could damage the Council’s reputation.

Covid-19 Meeting Risk Assessment

COVID-19 is an illness that can affect your lungs and airways and is caused by a virus called Coronavirus. The symptoms can be mild, moderate, severe, or fatal. The Risk Assessment considers ways in which the Parish Council can manage and/or reduce some of the risks posed by returning to face-to-face meetings in both the Winterton Hall, Plaistow and Kelsey Hall, Ifold

Publication Scheme

Volunteer Policy

This policy sets out the principles for voluntary involvement in activities authorised by Plaistow and Ifold Parish Council. The Council acknowledge that volunteers contribute in many ways, and that volunteering can benefit the Council, the local community and the volunteers themselves. This policy applies to volunteers working on behalf of Plaistow and Ifold Parish Council; (not employees and/or Councillors). Volunteers undertaking authorised activities only, pursuant to this policy, will be covered by the Council’s insurance.

Asset Register

Plaistow and Ifold Parish Council's Fixed Asset Register has four main purposes: 1. It forms a basis for completion of box 9 in the 'Annual Return'; 2. It forms a basis for decisions on risk and insurance issues; 3. It provides information on the age and potential lifespan of certain items; 4. It provides assurance of the continued existence of Council's property. The Register is adopted by the Council at the beginning of each financial year, but is a working document which is updated as necessary.

Governance and Accountability for Smaller Authorities in England

A Practitioners’ Guide to Proper Practices to be applied in the preparation of statutory annual accounts and governance statements’, March 2021. This Guide is issued by the Joint Panel on Accountability and Governance (JPAG), and jointly published by the Society of Local Council Clerks, the National Association of Local Councils and the Association of Drainage Authorities. JPAG is responsible for issuing proper practices in relation to the governance and accounts of smaller authorities, such as Plaistow and Ifold Parish Council.

Pension Discretion Policy

The Local Government Pension Scheme Regulations require employers who participate in the Local Government Pension Scheme (LGPS) to draw up and publish a discretions policy and to keep it under review. The policy sets out how Plaistow and Ifold Parish Council will apply certain discretions allowed under the Pensions Regulations.

Co-Option Policy

This policy sets out the procedure to ensure that there is compliance with legislation and that a fair and equitable process is carried out in the co-option of Member(s) to fill a casual vacancy on the Parish Council. The Co-option procedure is entirely managed by the Parish Council.

Dignity at Work policy

Plaistow and Ifold Parish Council believes that civility and respect are important in the working environment, and expect all councillors, officers and the public to be polite and courteous when working for, and with the Parish Council. Plaistow and Ifold Parish Council is committed to creating a working environment where all council employees, councillors, contractors and others who come into contact with us in the course of our work, are treated with dignity, respect and courtesy. We aim to create a workplace where there is zero tolerance for harassment and bullying

Civility & Respect Pledge

This certificate is to certify that Plaistow and Ifold Parish Council has signed up to the Civility & Respect Pledge.

Playground Inspection & Maintenance Policy

Plaistow and Ifold Parish Council is responsible for managing and maintaining the play equipment at the Lady Hope Playpark in Plaistow. The Playground Inspection & Maintenance Policy sets out the requirements for regular visual and maintenance inspections and an independent full inspection annually. The Policy outlines how the Council will respond to issues raised in relation to equipment and how it will ensure the playpark is safe for people to use.

Working Groups Policy

The Parish Council and any of its standing Committees can set up Working Groups to carry out tasks as defined by the Council or the Committee. The purpose of Working Groups, which are formed from both Councillors and members of the public is to meet to discuss issues, explore options and develop plans and then report back to the Council or Committee with recommendations. Subsequently, Working Groups may be tasked to deliver their plans. They have no decision making powers, but simply present the Council or Committee with their findings. However, their ability to give particular topics that much more time - outside agenda-driven public meetings - is invaluable to the efficient and effective working of the Parish Council.

Financial Regulation

These Financial Regulations govern the conduct of financial management by the Parish Council and may only be amended or varied by resolution of the Council. Financial regulations are one of the Council’s 3 governing policy documents providing procedural guidance for Members and Officers. Financial regulations must be observed in conjunction with the Council’s Standing Orders and any individual financial regulations relating to contracts. The Parish Council is responsible in law for ensuring that its financial management is adequate and effective and that the Council has a sound system of internal controls which facilitates the effective exercise of the Council’s functions, including arrangements for the management of risk.

Scheme of Delegation

A Scheme of Delegation sets out the remit of the full Council, its Sub-Committees and staff. In particular, the document allows No Comment planning decisions to be made by the Proper Officer, consequently allowing some Planning Meetings to be vacated.

Standing Orders

Standing Orders are the written rules of the Parish Council. These are the agreed procedures for the way the Council will work with regard to discussions, decision-making, the conduct of meetings and the setting up of committees and other Council officers. They are used to confirm the Council's internal organisational, administrative and procurement procedures. They are not the same as the policies of the Council, but they may refer to them. All Parish Councils should adopt a set of Standing Orders.

Grant Awarding Policy

Plaistow and Ifold Parish Council welcomes and values the work of local groups, organisations, and charities in creating and improving quality of life for parish residents and the area. The Parish Council has the General Power of Competence, which denotes the power to do anything lawful that individuals may generally do. Each year, the Parish Council's annual budget includes an amount for grant funding. Its Grant Awarding Policy sets out how it can provide funding to those who meet the eligibility criteria and contribute to the welfare of the community.

Members Code of Conduct

Local authorities such as Parish Councils are required to adopt a code of conduct, which sets out rules governing the behaviour of their Members and satisfies the requirements of the Localism Act 2011. All elected, co-opted and independent Members of Plaistow and Ifold Parish Council are required to abide by the formally adopted code of conduct which seeks to ensure that Members observe the highest standards of conduct in their civic role.

Finance Working Group Terms of Reference

The Council recognises the invaluable ability of Working Groups to provide focused attention to specific topics, outside of the time constraints of agenda-driven public meetings and consequently are an integral tool in delivering community service. The purpose of the Finance Working Group is to work with the Finance Committee and RFO in the management of the Council’s financial resources and to consider and recommend strategy and action on policy and operational matters concerned with the Council’s finances, property, and resources.

Finance Committee Terms of Reference

The Finance Committee is constituted to work with the Clerk/RFO to support Plaistow and Ifold Parish Council in the effective management of the Council’s finances, property, and resources. The Committee is delegated plenary decision-making powers in respect of the matters outlined within section 4 of this Terms of Reference.

Planning Committee Terms of Reference

Plaistow and Ifold Parish Council is a Statutory Consultees within the planning process – an advisory body to the Local Planning Authority (Chichester District Council) – for all planning applications that relate to the Parish area. The Planning & Open Spaces Committee is constituted to consider and respond to planning applications on behalf of the Council.

Planning Working Group

The Council recognises the invaluable ability of Working Groups to provide focused attention to specific topics, outside of the time constraints of agenda-driven public meetings and consequently are an integral tool in delivering community service. The aim of the Planning Working Group is to provide support to the Council and the Planning & Open Spaces Committee with complex planning applications, which require significant amounts of reading, analysis, meetings with instructed experts/consultants (instructed by resolution of either the Council or Committee) and in the preparation of recommendations and ideas on how to respond.