Equal Opportunities Policy

ROMANSLEIGH PARISH COUNCIL EQUAL OPPORTUNITY POLICY

ADOPTED 7 NOVEMBER, 2009

REVIEWED AND ADOPTED ON 2 MARCH, 2015

Romansleigh Parish Council works to ensure equal opportunities are met. We do not discriminate on the grounds of race, age, gender, disability, or religion.

People will be treated with respect and dignity and receive equal treatment regardless of race, nationality, gender, sexual orientation, where they live, disability, marital status and age.

No one will be harassed, abused or intimidated on the grounds of his or her race, gender, age, nationality or sexual orientation.

Incidents of harassment will be taken seriously and will be considered by the Committee 

Financial Regulations

 FINANCIAL REGULATIONS FOR ROMANSLIEGH PARISH COUNCIL

ADOPTED ON 29 MARCH, 2010

REVIEWED AND ADOPTED ON 1 DECEMBER, 2014

1. General

1.1 These financial regulations shall govern the conduct of the financial transactions of the Council and shall only be amended by a resolution of the Council.

1.2 The Responsible Financial Officer (RFO) under the policy direction of the Council shall be responsible for the proper administration of the Council's financial affairs.

1.3 The RFO shall be responsible for the production of financial management information.

2. Annual Estimates

2.1 A budget shall be prepared by the RFO not later than the end of November in each year.

2.2 During December of each year the Council shall set the precept to be levied for the ensuing year.

2.3 The budget shall form the basis of the financial control for the ensuing year.

3. Budgetary Control

3.1 Revenue expenditure may be incurred up to the amounts included in the Council's budget.

3.2 The RFO shall provide the Council with a statement of income and expenditure as requested.

3.3 The Clerk may incur expenditure on behalf of the Council which is necessary to carry out any repair replacement or other work which is of such urgency that, in the opinion of the Clerk, it must be done at once, whether or not there is budgetary provision, subject to a financial limit of £200. The Clerk shall report the action taken to the Council as soon as practicable thereafter.

3.4 No expenditure shall be incurred in relation to any capital project and no contracts entered into or tender accepted involving expenditure on capital account unless the Council is satisfied that the necessary funds are available, or the requisite borrowing approval can be obtained.

4. Accounting and Audit

4.1 All accounting procedures and financial records of the Council shall be determined by the RFO as required by the Accounts and Audit Regulations 2006 or other Statutory Instrument which may supersede those Regulations.

4.2 The RFO shall be responsible for completing the annual accounts of the Council as soon as practicable after the end of the financial year and in any case by the statutory date of 30 June and submit such accounts and report thereon to the Council.

4.3 The RFO shall be responsible for maintaining an adequate and effective system of internal audit of the Council's accounting, financial and other operations in accordance with regulation 5 of the Accounts and Audit Regulations 1996.
5. Banking Arrangements

5.1 The Council's banking arrangements shall be made by the RFO and approved by the Council.

5.2 Relevant invoices shall be presented to the Council and if in order, shall be authorised for payment by a resolution of the Council.

5.3 Cheques drawn on the Council's bank accounts shall be signed by two elected Members of the Parish Clerk and one elected Member.

6. Payment of Accounts

6.1 All payments shall be effected by cheque or by direct debit drawn on the Council's bankers.

6.2 All invoices for payment shall be examined verified and certified by the RFO as evidenced by the presentation to the Council for payment. Before such certification, the RFO shall be satisfied that the works, goods or services to which the invoice relates have been received, carried out, examined and approved.

7. Loans and Investments

7.1 All loans and investments shall be negotiated by the RFO in the name of the Council after approval by the Council and shall be for a set period of time in accordance with Council policy.

7.2 All investments of money under the control of the Council shall be in the name of the Council.

7.3 All borrowings shall be in the name of the Council.

7.4 All investment certificates and other documents relating thereto shall be retained in the custody of the RFO.

8. Income

8.1 The collection of all sums due to the Council shall be the responsibility of and under the supervision of the RFO.

8.2 Any bad debts shall be reported to the Council.

8.3 All sums received on behalf of the Council shall be banked with such frequency as the RFO considers necessary.

9. Contracts

9.1 An invitation to tender shall state the general nature of the intended work or service to be provided and shall be required to be delivered in sealed envelopes. All tenders for the same work shall be opened at the same time by such persons as the Council may direct.

9.2 The Council shall decide from time to time a financial limit for work to be carried out or service provided above which tenders shall be sought.

9.3 The Council shall not be obliged to accept the lowest or any tender.

10. Insurance

10.1 The RFO shall be responsible for effecting all insurance and negotiating all claims against the Council's insurers.

10.2 The RFO shall give prompt notification to the Council of all new risks any of any amendments affecting existing cover.

10.3 All appropriate employees of the Council shall be included in suitable fidelity guarantee cover.

11. Revision of Financial Regulations

11.1 It shall be the duty of the Council to review these financial regulations from time to time.

Grant Giving Policy

ROMANSLEIGH PARISH COUNCIL GRANT GIVING POLICY

ADOPTED 7 DECEMBER 2009

REVIEWED AND ADOPTED ON 2 MARCH 2015

About Romansleigh Parish Council Grants

Romansleigh Parish Council is committed to providing financial assistance towards projects, community organisations and local groups for the specific purpose of improving the well being of the local community.

The Council is prevented in the statute from giving financial assistance to individuals.

Organisations which apply must be non-profit making or charitable. Grants will not be made retrospectively and only one application will be considered from an organisation in any one financial year. Organisations should be aware that grants may be applied in the subsequent financial year.

How to Apply

By letter to the Clerk, details as follows:

Mrs. S Squire, Parish Clerk, Romansleigh Parish Council, Haxlea, 2 Threeways, Bratton Fleming, Barnstaple, EX31 4TG.

If you need assistance in this regard, please do not hesitate to contact the Clerk on 01598 710526 or by email to sue@suesquire.com

Eligibility Criteria

1. Applicants must be a non-profit making/charitable organisation operating within the Parish of Romansleigh. Organisations should be registered as a charity, but non-registered organisations will still be eligible if a Management Committee is in place and all other criteria are met.

2. Applicants must have a Bank/Building Society Account with at least two signatories.

3. The applicant's aims and objectives must be clear and show the direct benefits to the well-being of the community.

4. Applicants must have independently audited accounts and submit an audited financial statement with their application.

Terms & Conditions

You must use the grant within one year for the purpose in which it was given. Any delays with project timescales must be reported to the Clerk. Unspent grants may have to be repaid.

Protocol Policy

MODEL PROTOCOL ON THE FILMING & RECORDING OF LOCAL COUNCIL & COMMITTEE MEETINGS

ADOPTED ON 1 DECEMBER, 2014

• The right to record, film and broadcast meetings of Local Councils, committees and sub committees was established following the Local Government Audit and Accountability Act 2014. The “Openness of Local Government Bodies Regulations 2014” became active legislation in August 2014. This is in addition to the rights of the press and public to attend such meetings.

• This document sets out the protocol for the filming or recording of the Meetings of Romansleigh Parish Council.

• The right of the council to exclude the press and public from parts of Council meetings for contractual and staff confidentially reasons remains unaffected.

• Members of the public are permitted to film or record Council meetings, to which they are permitted access, in a non-disruptive manner. The Chairman of the meeting has the authority to stop a meeting and take appropriate action if any person contravenes these principles or is deemed to be recording in a disruptive manner.

• The use of digital and social media recording tools, for example 'Twitter', blogging or audio recording will be allowed as long as it is carried out in a non-disruptive way and only to the extent that it does not interfere with any person’s ability, including where he or she has a disability, to follow the debate.

• While those attending meetings are deemed to have consented to the filming, recording or broadcasting of meetings, those exercising the rights to film, record and broadcast must respect the rights of other people attending under the Data Protection Act 1998. This will include the particular rights of any children or vulnerable adults attending the meeting.

• Any person or organisation choosing to film, record or broadcast a meeting of the Council or a committee is responsible for any claims or other liability from them so doing.

• The Council asks those recording proceedings not to edit the film or recording in a way that could lead to misinterpretation of the proceedings, or infringe the core values of the Council. This includes refraining from editing an image or views expressed in a way that may ridicule or show lack of respect towards those being filmed or recorded.

• The Council will display requirements as to filming, recording and broadcasting at its Meeting venues and those undertaking these activities will be deemed to have accepted them whether they have read them or not.

• The Council may itself photograph, film, record or broadcast at its meetings and can retain, use or dispose of such material in accordance with its retention, usage and disposal policies.

Safeguarding Policy

ROMANSLEIGH PARISH COUNCIL SAFEGUARDING POLICY & PROCEDURE

ADOPTED 13 SEPTEMBER 2010

The Policy Statement

• Children, young people and vulnerable adults have the right to participate, have fun and be safe in the services provided for them and the activities they choose, or their parents/carers choose for them.

• Romansleigh Parish Council is committed to safeguarding children, young people and vulnerable adults and protecting them from abuse when they are engaged in services organised and provided by Romansleigh Parish Council.

• We will endeavour to keep children, young people and vulnerable adults safe from abuse and suspicion of abuse will be responded to promptly and appropriately. We will at in the best interest of the child, young person or vulnerable adult at all times.

• We will proactively seek to promote the welfare and protection of all children, young people and vulnerable adults permanent residents or temporarily living in the community at all times.

• Romansleigh Parish Council will ensure that unsuitable people are prevented from working with children, young people and vulnerable adults through using safe recruitment and selection processes.

• Romansleigh Parish Council will take any concern made by a service user, employee, volunteer or child/vulnerable adult seriously and sensitively. Concerns cannot be anonymous and should be made in the knowledge that, during the course of any enquiries, the agency that made that referral will be made clear.

• Romansleigh Parish Council will not tolerate harassment of any service user, employee, volunteer or child/vulnerable adult who raises concerns of abuse.

Procedure

• Any concerns will be brought to the attention of Mrs Susan Squire, Parish Clerk, who will report the concern to Devon County Council Children's Service or Adult Services departments, contact details as overleaf.

• Those raising the concern must be made aware that the concern will be shared with appropriate people, but will be treated in confidence as far as possible.

• Officers, employees and volunteers must not discuss the concern except with the designated officer and any agent of the organisation responsible for investigating the concern.

Standing Orders

ROMANSLEIGH PARISH COUNCIL STANDING ORDERS

ADOPTED 10 MAY, 2010

REVIEWED & ADOPTED 1 DECEMBER, 2014

Powers and Duties of the Chairman

The person presiding at a meeting may exercise all the powers and duties of the Chairman in relation to the conduct of the meeting.

Proper Officer

The Proper Officer of the Council is the Clerk.The Responsible Financial Officer of the Council is the Clerk. Other duties and responsibilities of the Clerk are as laid down in the Conditions of Service Contract and Job Description.

Quorum

Three Members shall constitute a quorum. If a quorum is not present when the Council meets or if during a meeting the number of Members for whatever reason, falls below the quorum, the business not transacted at that meeting shall be transacted at the next meeting or on such other day as the Chairman may decide.

Voting

Members shall vote by show of hands unless the meeting decides otherwise. If the meeting so requires, the Clerk shall record the names of the members who voted on any question and how they voted. The Chairman may give an original vote on any matter put to the vote and, in the case of equality of votes, may give a casting vote, whether or not an original vote was given.

Order of Business

The order of business shall be stated on an agenda paper which shall be delivered to each Member at least three clear days prior to the day of the meeting along with the summons convening the meeting.

Resolutions Moved on Notice

Except as provided by these Standing Orders, no resolution may be moved unless the business to which it relates has been included on the Agenda. Members may put an item or notice of resolution on the Agenda by giving the Clerk written notice of the item or resolution at least seven clear days prior to the meeting to which that agenda relates. Every resolution, amendment or recommendation shall be relevant to some subject over which the Council has the power or which affects its area.

Resolutions Moved Without Notice

Resolutions on procedural matters may be moved without notice including those to vary the order of business on grounds of urgency or procedural efficiency. Such resolutions shall be put to the vote without discussion.

Rules of Debate

All remarks shall be addressed to the Chairman. No discussion shall take place on the minutes of previous meetings except upon their accuracy. Corrections to the minutes shall be made by resolution and must be initialled by the Chairman. A Member shall direct comments to the question under discussion or to a personal explanation or to a point of order. No speech by a mover of a resolution shall exceed three minutes and no other speech shall exceed two minutes except by consent of the Council. The mover of a resolution shall have the right of reply not exceeding one minute. The ruling of the Chairman on a point of order or on the admissibility of an item shall not be discussed. A representative of the local Constabulary shall be allowed to speak at Council meetings at the discretion of the Chairman. Whenever the Chairman rises to his feet during a debate all other Members shall be seated and silent.

Closure

A motion of closure of a debate may be moved at any time but must be proposed and seconded without comment. The Chairman may refuse such motion if he feels that the question before the Council has not been sufficiently debated.

Rescission of Previous Resolutions

A decision of the Council (whether affirmative or negative) shall not be reversed within six months except by a special resolution, the written notice of which bears the names of at least three Members of the Council. When such a resolution has been disposed of, no similar resolution may be moved within a further six months.

Confidential Business

No Member of the Council shall disclose to any person, not being a Member of the Council, any business declared to be confidential by the Council.

County and District Councillors

County and District Councillors who are not also Parish Councillors shall be invited to attend meetings and shall be sent copies of agendas, minutes and other relevant documentation. They may be allowed to speak at the discretion of the Chairman.

Length of Meetings

Except at the discretion of the Chairman, all meetings of the Council shall finish not later than two-and-a-half-hours after commencement. Any business not transacted shall be carried over to the next meeting or such other date as the Chairman may decide.

Suspension of Standing Orders

These Standing Orders may be suspended at any time and for any period of time by resolution.

Smoking and Drinking

Smoking and/or drinking shall not be permitted during meetings.

Standing Orders to be given to Members

A copy of these Standing Orders shall be given to all Members.

Interpretation

In these Standing Orders words importing one gender shall include all genders and the singular includes the plural and vice versa.