Llanfechain Community Council Policies

Communications Policy

Objectives
To be open and honest, in our communications and consultations with all.
For the clerk & councillors to communicate effectively, reflecting LCC policies & resolutions, ensuring that the recipient is made aware whether the communication is representative of LCC or the individual.
To keep residents, councillors, partner organisations and businesses well informed and consulted so that they can influence improvement, equality of opportunity, and access & quality of services.
To give accurate information, be realistic about what can and cannot be achieved and give feedback to those whom we consult and who consult LCC.
To always check the facts with any named councillor, who reports at a meeting, before it is sent out as a press release.
Outcomes
Residents believe it is worthwhile to participate in local democracy and that they are informed and consulted about local issues.
Residents, partner organisations and businesses are kept well informed about LCC responsibilities, actions and other issues that affect the community.
The Council is recognised as the originator of its own communications
Adopted minutes are posted on the LCC notice board and monthly adopted press releases are issued to keep LCC's work in the community and public eye.
The Council's web site is up to date, effective and promoted as a point of reference.
Training is accessed for the Clerk and Councillors where available & appropriate to improve communication.
Communications do not conflict with this & other policies of Llanfechain Community Council.
Written Correspondence
Communications in writing are dealt with in the Correspondence Policy.
Telephonic and Verbal Communication
Telephonic and verbal communication, unless confirmed in writing, are not considered contractually or legally binding.
Emails are seen as being included within written correspondence; however proof of sending is not to be regarded as proof of receipt.
Clerk’s Authority
The Clerk to the Council is authorised to communicate on behalf of the Community Council.
Public Communication
Members of the public may introduce matters into Council in two ways: By writing, or by email, directly to the Clerk, or alternatively, by contacting a Councillor to bring the matter verbally into Council. Members of the public should normally be identified except in confidential situations.
Website Disclaimer
We must have it clearly stated before each councillors entry, that any matters included, are the opinions of the author alone and do not in any way reflect the views of the Council.

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Correspondence Policy

1. All correspondence and other documents must be received by the Clerk to the Council a minimum of 24 hours prior to a meeting with the exception of items covered by section 2.
2. Exceptions to this rule are planning and other documents which require a response prior to the next meeting of the Community Council and representations or presentations from the public & outside speakers.
3. Correspondence received by the Chairman or other Councillors must also be lodged with the Clerk to the Council a minimum of 24 hours prior to a meeting.
4. All documents purporting to the responsibilities, activity or business of the Community Council should be introduced in the way described above.
5. Correspondence will not be available to any Councillors prior to a meeting of the Community Council unless the document had been initially addressed and received by that Councillor who would have sole sight other than the Clerk prior to the meeting.
6. As with any other issue Councillors will have the option for more informed discussion at later meetings. Urgent and financial matters may require a decision at the meeting in which they are introduced.
7. This policy also includes prepared statements or responses from Councillors. Such documents are also covered by this 24 hour rule.
8. Once introduced into Council, correspondence and other documents shall be deemed to be in the public domain with the exception of confidential items, for example personal or employment related issues.
9. In exceptional circumstances the policy may be set aside at an individual meeting by a unanimous decision of Councillors.
10. This and other written policies should be made available to each Councillor for their approval at the Annual General Meeting or at the first meeting following an election.
11. Interpretation of this policy will comply with the Freedom of Information Act

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Donations Policy

1. All donations must have an available benefit to members of the Community of Llanfechain. This does not exclude organisations outside the Community.
2. Donations to organisations that have a statutory duty to provide services should not normally be considered.
3. Donation applications from within the Community would normally be considered upon application.
4. Applications from outside the Community would normally be considered at the financial year end, normally the March Community Council meeting.
5. Applications from village organisations should be accompanied by a copy of the latest audited accounts.
6. All applications for donations will be considered on an equal basis alongside applications from organisations that have previously been successful. Previous success should not be regarded as reason for additional funding or vice versa
7. Those applications detailing the purpose of the donation are more likely to be successful.
8. Applications that would benefit an individual would not normally be considered.
9. At the time of Precept the level of donations should be an agenda item.
10. Donation applications should not conflict with other Llanfechain Community Council policies.
11. Llanfechain Community Council will monitor the use and outcome of donations.
12. Exceptions to this policy may be agreed by a unanimous decision of the council.

Meetings, Events and Associated Expenses Policy

This policy outlines how Llanfechain Community Council decides which meetings and events to attend, and how they are reported and paid for.
Councillors have differing expertise, needs and interests (as do the electorate in our community) and it would be wrong to suggest that certain events should take preference over others.
Undertakings

1. Councillors should consider whether they have an interest to declare in terms of the Code of Conduct when deciding to attend events that could be seen to give advantage to their trade or profession in some way.
2. Councillors attend events representing Llanfechain Community Council. It should be remembered however that views expressed are not to be seen as the views or policy of LCC unless explicitly briefed to do so by LCC.
3. All events attended by Councillors representing LCC must be reported back to Council at the next available meeting.
4. Occasionally there may be a requirement for Councillors or the Clerk to attend events.

Outcomes

1. Reports should be just that- reports of the business of the meeting or other event. Councillors should not be lead but make their own considered opinions.
2. Reports to Council should be factual, short and concise, focusing on key issues of concern to the Council and the Community. But this does not imply that a more detailed form could not be included in circulation.
3. It is not necessary to provide copies of reports to Councillors unless specifically requested. They will have time outside the meeting through circulation to become familiar with the subject.
4. The content of a report, if requiring further detailed discussion, would normally appear on the agenda of the next meeting unless of an urgent nature. However at the discretion of the Chairman brief discussion may follow the report at the current meeting.
5. Where more than one Councillor attends an event representing LCC one Councillor may if agreed be the lead reporter but all attending should contribute.

Expenses and Travel Costs

• Due to the constraints of the Council’s budget, expenses in relation to travel costs must be limited to the petrol element cost only, of the casual user’s rate recommended by NJC, and will be adjusted annually according to their rates.
• Any travel costs the Clerk incurs, the NJC recommended rates will apply.
• Councillors whenever possible should share the means of transport when attending the same event.
• Any mandatory fees for attending an event should be addressed, discussed and voted on before applying for a place on that event, as should attendance at distant meetings where travel costs would be more substantial.

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