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.

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.

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.

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

Grant Award Policy

Plaistow and Ifold Parish Council welcomes and values the work of local voluntary groups and organisations. The Parish Council is empowered under the Local Government Act 1972 to spend some of its money on projects and endeavors which will bring direct benefit to the Parish. The Parish Council's Grant Award policy sets out how it can lawfully provide funding to groups and organisations which contribute to the welfare of the community.

Grant Award Application Form

Plaistow and Ifold Parish Council’s annual budget includes a sum of money for grant awards. The Grant Awards Policy has been drawn up to demonstrate a fair and transparent process and sets out the procedure the Council will follow when making its decision. Please use the Grant Award Application Form to apply for funding for a specific purpose that will benefit the Parish, or residents of the Parish, and which is not directly controlled or administered by the Council.

Publication Scheme

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.

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.

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.

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.

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.

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.