OUR POLICIES AND PROCEDURES
The Council is guided by both current and future standing orders
The following policies have been drawn up in accordance with One Voice Wales guidelines
Donations Policy
Communications Policy
Correspondence Policy
Meetings, Events & Associated Expenses Policy
 All these are available on the web site

Consultation Guidelines
Consultation Guidelines Policy Document
Consultations received must be presented to the council for a decision on whether the Community Council should respond to them.
If a consultation document requires a response specifically from Llanfechain Community Council at least four councillors must agree to take part in order that the consultation will be representative of the whole community.
The clerk will provide participating councillor’s with copies of the consultation documents and all relevant paper work; and they should return to her a clear, concise version of their views as soon as possible.
The clerk will then prepare a final draft, based solely on these views and send copies to each contributing councillor for checking and adjustments if necessary, after which, the completed document will, if possible be put before the council at the next meeting for approval.
A document must never be sent without being checked and agreed by all the contributing councillors.
A copy will be retained by the clerk together with the names of the participating councillors.
If less than four councillors wish to respond the Community council must not do so.
 Some consultation documents received, ask councillors to give their own opinions.
If the consultation permits, the councillors may respond individually, but must declare that they are the author of the document and their views are not those of the Community Council.
Once completed, councillors should send responses to the clerk for copying and forwarding.
If a response is emailed direct by a councillor a copy should be sent to the clerk for the files.
During the summer recess, or when the deadline is too short to wait until the next meeting, the clerk will contact councillors to advise them of any consultation documents received.
In the case of a joint consultation requiring at least four councillors to respond, each stage must be completed as quickly as possible to allow the clerk to follow the guidelines set out above.
Those councillors wishing to take part individually in consultations should ensure they get their responses back to the clerk well before the cut off date (a minimum of 1 week before the deadline) or email their response themselves and provide a copy for the clerks records.

Code of Conduct
Llanfechain Community Council has adopted the “Local Authorities (Model Code of Conduct) (Wales) Order 2008”and all councillors are governed by it.
All members of the Council signed an undertaking to observe the Code of Conduct under section 51 of the Local Government Act 2000.
The Council observes The Data Protection Act 1998 and Freedom of Information Act 2000

Memorial Hall Llanfechain
The Community Council are the Custodial Trustees of the Memorial Hall and the surrounding areas. They also hold the lease for the Playing field and children’s Play Area.
As Trustees, the Council has entered into a 3 year lease with the Post Mistress, to continue providing a Post Office Service.

Recruitment
Councillors are normally elected to the position, but occasionally it is necessary to co-opt if a vacancy occurs mid-term. The council may co-opt whoever it pleases to fill a casual vacancy, as long as that person is qualified to serve as a councillor. There is no legal requirement for a council to advertise for expressions of interest. But notice must be given to enable electors to first request an election to fill the post.
When a vacancy occurs for the post of Clerk, it is normal practice to advertise locally in the first instance before advertising on a wider scale.

Requesting Information
Any documents that have been received by the Council, that have been considered and discussed, are generally then considered to be in the public domain and can be requested for viewing by members of the Community. Exceptions to this rule would be the non-disclosure of sensitive and personal information.
Any member of the public requiring copies or sight of documents must contact the Community Clerk. Complaints concerning requests for information and operating the publication scheme must also be first addressed to the Clerk.
All information when first received is treated in the strictest confidence. Originals will be presented to councillors at the next available meeting; copies of the documents will then be circulated to councillors for more careful consideration before being placed in the public domain.
All correspondence is retained and filed after responding.  Out of date information is shredded. Data kept on a Computer is protected by passwords and antivirus software; regular backups are also carried out.
Records of members’ interests are held.
Minutes from earlier years are archived at the Library in Aberystwyth.

Schedule of charges
Photocopying @ 10p per sheet (black and white), Photocopying, (colour) at cost
Postage, standard costs