BRETBY PARISH COUNCIL

Grant Application Form

Please complete all information and send to Clerk: clerk@bretbyparishcouncil.org

Declaration

The information given in this application is to the best of my knowledge true and accurate.

Any grant awarded will be used for the purpose specified in the application and is subject to the conditions set out in Bretby Parish Council’s Grant Awarding Policy and by which we agree to abide.

BRETBY PARISH COUNCIL

Co-option Policy

Although the process for co-option is not prescribed in law it is important that all applicants be treated alike so that the arrangements are seen as open and fair. The co-option process will be as follows:

• The Parish Council will advertise the vacancy (or vacancies) on the Parish Council noticeboards, on the website. The notices will include:

            ·A contact point so that people considering putting their names forward for co-option can obtain         more information on the role of a parish councillor;

            ·The co-option process;

            ·The closing date for all expressions of interest;

            ·The date on which the Parish Council intends to make a decision.

It is permissible for Parish Councillors (or any parishioner) to approach individuals to suggest that they might wish to consider putting their names forward for co-option.

• The applicant will complete an ‘Application for Co-option’ form.

• When an application is received, the Clerk to the Parish Council will consider the application, check that the individual meets the qualification requirements, and confirm that, if successful, they would be willing to accept the Code of Conduct and other obligations of a Parish Councillor.

Any applicant wishing to talk to any of the councillors should contact the clerk for the clerk to make arrangements for a meet.

• Applicants will be informed of the date of the meeting at which the Parish Council will make its decision on the co-option.

Co-option meeting

Notice of the intention to co-opt should be included in the agenda for the meeting of the Parish Council either beneath a dedicated heading or within ‘Councillor Vacancies’ or similar. Applicants may be invited to the meeting to introduce themselves and to provide Councillors with the opportunity to ask questions of them, or the Parish Council can decide to rely on the written submissions alone.

If applicants are not invited to speak at the co-option meeting they are welcome to, but are not required to, attend as members of the public.

There are no special reasons which justify excluding the public during a council meeting, (s.1(2) Public Bodies (Admission to Meetings) Act 1960) when it is making decisions about a matter of public interest such as co-option

Voting Process

The person co-opted must receive a majority of the votes of those Councillors present and voting at the meeting where the co-option takes place. Where there are two or more applicants for one vacancy, this rule means that a person must get a majority of votes over all the other applicants. Where applicant A receives four votes, and applicants B and C receive three votes and one vote respectively, A is not elected because he has the same number of votes as B and C put together and does not have a majority over their combined votes. Where there are more than two applicants it is desirable to eliminate the applicant with the least number of votes, so that the final vote is between two applicants only.

After the Vote

1. The Clerk will notify the applicants of the results as soon as practicable (unnecessary if they attend the meeting).

1. Successfully co-opted applicants become Councillors in their own right, with immediate effect having signed their Declaration of Acceptance of Office, and are no different from any other member. Their term of office runs until the next quadrennial elections for the parish Council.

BRETBY PARISH COUNCIL

Scheme of Delegation to the Parish Clerk

Introduction

This Scheme of Delegation was approved by Bretby Parish Council on 17^th March 2026

The scheme does not delegate any matter:
a. Reserved by law
b. Which by law may not be delegated to a Councillor and /or Officer.

Any subsequent amendments are identified by the date and minute number of the Council resolution in brackets after the amendment.

The powers and duties set out in this scheme are delegated to the Parish Clerk.

The Parish Clerk is also the Councils Responsible Financial Officer and the Proper Officer and responsibility for the management of the organisation.

The scheme will be reviewed on a regular basis as required by the Council and when a new Parish Clerk is appointed.

1. Extent of Delegation

1.1 All delegated functions shall be deemed to be exercised on behalf of and in the name of the Council.

1.2 The Parish Clerk will exercise these powers in accordance with:
• Approved budgets
• The Council’s Financial Regulations
• The Council’s Contract Procedure Rules
• The Council’s Procurement Strategy
• The Council’s Policy Framework and other adopted policies of the Council
• All statutory common law and contractual requirements.

1.3 The Parish Clerk may do anything pursuant to the delegated power or duty which it would be lawful for the Council to do including anything reasonably implied or incidental to that power or duty.

1.4. In addition, the Parish Clerk is authorised to undertake the day-to-day administration of the Council to include:
• Emergency expenditure up to £500 whether or not there is budgetary provision for the expenditure (subject to Standing Orders and Financial Regulations)
• Payment of all invoices, within agreed budget and subject to authorisation by two bank signatories. Authorisation can be made by email if face to face authorisations is not possible
• Taking appropriate action arising from other emergencies (in consultation with the Chairman/Vice Chairman of Council as appropriate to the circumstances)

2. Urgent Decisions of Council

2.1. Urgent decisions required between scheduled meetings of the council are delegated to the clerk in consultation with the Chairman of the council.

2.2. Decisions made under this delegation will be reported to, and recorded in the minutes of the next council meeting.

2.3  Under this delegation, where appropriate, the clerk may decide that an extraordinary meeting of the council be called to deal with the urgent matter.

3. Planning Delegation to the Clerk

3.1. The council delegates decisions arising under development control consultations to the clerk in consultation with all Councillors.

3.2. Consultation may be by correspondence, including email, or in person. It may also take place at meetings of the council.

3.3. The clerk will arrange for relevant papers to be circulated to the councillors who should return their comments, to the clerk for determination of the council’s response within the prescribed consultation period.

3.4. Delegated decisions will be reported to and recorded in the minutes of the next council meeting.

3.5. In respect of controversial or major development proposals, the clerk in consultation with the chairman, may decide that a parish meeting and/or an extraordinary meeting of the council be called to consider the matter.

4. Written Records

4.1. The Openness of Local Government Bodies Regulations 2014 (2014 SI No. 2095), which came into force on 6 August 2014, require a written record to be kept of certain decisions made by an officer of a parish council acting under delegated powers. The Clerk will keep a log of all decisions made under delegated powers and will arrange for these to be made open for public inspection via the Council website.

Adopted March 2026

BRETBY PARISH COUNCIL 

Grievance Policy 

1. This policy is based on and complies with the 2015 ACAS Code of Practice  

(http://www.acas.org.uk/index.aspx?articleid=2174. It also takes account of the ACAS guide on discipline and grievances at work.  

(https://www.acas.org.uk/media/1043/Discipline–and–grievances–at–work–The–Acashttps://www.acas.org.uk/media/1043/Discipline-and-grievances-at-work-The-Acas-guide/pdf/DG_Guide_Feb_2019.pdfguide/pdf/DG_Guide_Feb_2019.pdf ). It aims to encourage and maintain good relationships between the Council and its employees by treating grievances seriously and resolving them as quickly as possible. It sets out the arrangements for employees to raise their concerns, problems or complaints about their employment with the Council. The policy will be applied fairly, consistently and in accordance with the Equality Act 2010.   

2. Many problems can be raised and settled during the course of everyday working relationships. Employees should aim to settle most grievances informally with their line manager.   

3. This policy confirms:   

• Employees have the right to be accompanied or represented at a grievance meeting or appeal by a companion who can be a workplace colleague, a trade union representative or a trade union official. This includes any meeting held with them to hear about, gather facts about, discuss, consider or resolve their grievance. The companion will be permitted to address the grievance/appeal meetings, to present the employee’s case for his /her grievance/appeal and to confer with the employee. The companion cannot answer questions put to the employee, address the meeting against the employee’s wishes or prevent the employee from explaining his/her case.  

• The Council will give employees reasonable notice of the date of the grievance/appeal meetings. Employees and their companions must make all reasonable efforts to attend. If the companion is not available for the proposed date of the meeting, the employee can request a postponement and can propose an alternative date that is within five working days of the original meeting date unless it is unreasonable not to propose a later date  

• any changes to specified time limits must be agreed by the employee and the Council  

• An employee has the right to appeal against the decision about his/her grievance. The appeal decision is final  

• Information about an employee’s grievance will be restricted to those involved in the grievance process. A record of the reason for the grievance, its outcome and action taken is confidential to the employee. The employee’s grievance records will be held by the Council in accordance with the General Data Protection Regulation (GDPR)  

• audio or video recordings of the proceedings at any stage of the grievance procedure are prohibited, unless agreed by all affected parties as a reasonable adjustment that takes account of an employee’s medical condition  

• if an employee who is already subject to a disciplinary process raises a grievance, the grievance will normally be heard after completion of the disciplinary procedure  

• if a grievance is not upheld, no disciplinary action will be taken against an employee if he/she raised the grievance in good faith  

• the Council may consider mediation at any stage of the grievance procedure where appropriate, (for example where there have been communication breakdowns or allegations of bullying or harassment). Mediation is a dispute resolution process which requires the consent of affected parties  

• Employees can use all stages of the grievance procedure if the complaint is not a code of conduct complaint about a councillor. Employees can use the informal stage of the council’s grievance procedure (paragraph 4) to deal with all grievance issues, including a complaint about a councillor Employees cannot use the formal stages of the council’s grievance procedure for a code of conduct complaint about a councillor. If the complaint about the councillor is not resolved at the informal stage, the employee can contact the monitoring officer of SDDC who will inform the employee whether or not the complaint can be dealt with under the code of conduct. If it does not concern the code of conduct, the employee can make a formal complaint under the council’s grievance procedure (see paragraph 5)  

• If the grievance is a code of conduct complaint against a councillor, the employee cannot proceed with it beyond the informal stage of the council’s grievance procedure. However, whatever the complaint, the council has a duty of care to its employees. It must take all reasonable steps to ensure employees have a safe working environment, for example by undertaking risk assessments, by ensuring staff and councillors are properly trained and by protecting staff from bullying, harassment and all forms of discrimination  

• If an employee considers that the grievance concerns his or her safety within the working environment, whether or not it also concerns a complaint against a councillor, the employee should raise these safety concerns with his or her line manager at the informal stage of the grievance procedure; the Clerk should raise the matter with the Chair of the parish council. The council will consider whether it should take further action in this matter in accordance with any of its employment policies (for example its health and safety policy or its dignity at work policy) and in accordance with the code of conduct regime.  

Informal grievance procedure  

4.  The council and its employees benefit if grievances are resolved informally and as quickly as possible. As soon as a problem arises, the employee should raise it with his/her manager to see if an informal solution is possible. Both should try to resolve the matter at this stage. If the employee does not want to discuss the grievance with his/her manager (for example, because it concerns the manager), the employee should contact the Chairman of the parish council or, if appropriate, another councillor. If the employee’s complaint is about a councillor, it may be appropriate to involve that councillor at the informal stage. This will require both the employee’s and the councillor’s consent.  

Formal grievance procedure  

5. If it is not possible to resolve the grievance informally and the employee’s complaint is not one that should be dealt with as a code of conduct complaint (see above), the employee may submit a formal grievance. It should be submitted in writing to the Chairman of the parish council.  

6. The parish council will appoint a committee of three members to hear the grievance. The committee will appoint a Chairman from one of its members. No councillor with direct involvement in the matter shall be appointed to the subcommittee.   

Investigation  

7. If the committee decides that it is appropriate, (e.g. if the grievance is complex), it may appoint an investigator to carry out an investigation before the grievance meeting to establish the facts of the case. The investigation may include interviews (e.g. the employee submitting the grievance, other employees, councillors or members of the public).   

8. The investigator will summarise their findings (usually within an investigation report) and present their findings to the sub-committee.   

Notification  

9.  Within 10 working days of the Council receiving the employee’s grievance (this may be longer if there is an investigation), the employee will normally be asked, in writing, to attend a grievance meeting. The written notification will include the following:  

• the names of its Chairman and other members  

• the date, time and place for the meeting. The employee will be given reasonable notice of the meeting which will normally be within 25 working days of when the Council received the grievance  

• the employee’s right to be accompanied by a workplace colleague, a trade union representative or a trade union official   

• a copy of the Council’s grievance policy  

• confirmation that, if necessary, witnesses may attend (or submit witness statements) on the employee’s behalf and that the employee should provide the names of his/her witnesses as soon as possible before the meeting  

• confirmation that the employee will provide the Council with any supporting evidence in advance of the meeting, usually with at least two days’ notice  

• findings of the investigation if there has been an investigation   

• an invitation for the employee to request any adjustments to be made for the hearing (for example where a person has a health condition).  

The grievance meeting  

10. At the grievance meeting:   

• the Chairman will introduce the members of the committee to the employee  

• the employee (or companion) will set out the grievance and present the evidence  

• the Chairman will ask the employee questions about the information presented and will want to understand what action does he/she wants the Council to take  

• any member of the committee and the employee (or the companion) may question any witness  

• the employee (or companion) will have the opportunity to sum up the case  

• a grievance meeting may be adjourned to allow matters that were raised during the meeting to be investigated by the committee.  

11. The Chairman will provide the employee with the committee’s decision, in writing, usually within five working days of the meeting. The letter will notify the employee of the action, if any, that the Council will take and of the employee’s right to appeal.   

The appeal  

12. If an employee decides that his/her grievance has not been satisfactorily resolved by the committee, he/she may submit a written appeal to the parish council. An appeal must be received by the Council within five working days of the employee receiving the committee’s decision and must specify the grounds of appeal.   

13. Appeals may be raised on a number of grounds, e.g.:  

• a failure by the Council to follow its grievance policy  

• the decision was not supported by the evidence  

• the action proposed by the committee was inadequate/inappropriate   

• new evidence has come to light since the grievance meeting.  

14. The appeal will be heard by a panel of members of the parish council who have not previously been involved in the case. There may be insufficient members of the parish council who have not previously been involved. If so, the appeal panel will be a committee of three Council members who may include members of the original committee. The appeal panel will appoint a Chairman from one of its members.  

15. The employee will be notified, in writing, usually within 10 working days of receipt of the appeal of the time, date and place of the appeal meeting. The meeting will normally take place within 25 working days of the Council’s receipt of the appeal. The employee will be advised that he/she may be accompanied by a workplace colleague, a trade union representative or a trade union official.  

16. At the appeal meeting, the Chairman will:  

• introduce the panel members to the employee   

• explain the purpose of the meeting, which is to hear the employee’s reasons for appealing against the decision of the committee  

• explain the action that the appeal panel may take.   

17. The employee (or companion) will be asked to explain the grounds of appeal.   

18. The Chairman will inform the employee that he/she will receive the decision and the panel’s reasons, in writing, within five working days of the appeal meeting.   

19. The appeal panel may decide to uphold the decision of the staffing committee or substitute its own decision.   

The decision of the appeal panel is final.  

Equality, diversity and inclusion policy 

Bretby Parish Council is committed to encouraging equality, diversity and inclusion among Cllrs and staff, and eliminating unlawful discrimination. 

The aim is for our Cllrs and staff to be truly representative of all sections of society and our customers, and for each employee to feel respected and able to give their best.  

The organisation – in providing goods and/or services and/or facilities – is also committed against unlawful discrimination of customers or the public. 

Our policy’s purpose 

This policy’s purpose is to: 

1. Provide equality, fairness and respect for all in our employment, whether temporary, part-time or full-time 

2. Not unlawfully discriminate because of the Equality Act 2010 protected characteristics of: 

• age 

• disability 

• gender reassignment 

• marriage or civil partnership 

• pregnancy and maternity 

• race (including colour, nationality, and ethnic or national origin) 

• religion or belief 

• sex 

• sexual orientation 

3. Oppose and avoid all forms of unlawful discrimination. This includes in: 

• pay and benefits 

• terms and conditions of employment 

• dealing with grievances and discipline 

• dismissal 

• redundancy 

• leave for parents 

• requests for flexible working 

• selection for employment, promotion, training or other developmental opportunities  

Our commitments 

The organisation commits to: 

1. Encourage equality, diversity and inclusion in the workplace as they are good practice and make business sense 

2. Create a working environment free of bullying, harassment, victimisation and unlawful discrimination, promoting dignity and respect for all, and where individual differences and the contributions of all staff are recognised and valued.  

This commitment includes employees and Cllrs about their rights and responsibilities under the equality, diversity and inclusion policy. Responsibilities include staff conducting themselves to help the organisation provide equal opportunities in employment, and prevent bullying, harassment, victimisation and unlawful discrimination. 

All staff should understand they, as well as Cllrs, can be held liable for acts of bullying, harassment, victimisation and unlawful discrimination, in the course of their employment, customers, suppliers and the public.   

3. Take seriously complaints of bullying, harassment, victimisation and unlawful discrimination by fellow employees, Cllrs, customers, suppliers, visitors, the public and any others in the course of the organisation’s work activities. 

Such acts will be dealt with as misconduct under the organisation’s grievance and/or disciplinary procedures, and appropriate action will be taken. Particularly serious complaints could amount to gross misconduct and lead to dismissal without notice. 

Further, sexual harassment may amount to both an employment rights matter and a criminal matter, such as in sexual assault allegations. In addition, harassment under the Protection from Harassment Act 1997 – which is not limited to circumstances where harassment relates to a protected characteristic – is a criminal offence. 

4. Make opportunities for training, development and progress available to all staff, who will be helped and encouraged to develop their full potential, so their talents and resources can be fully utilised to maximise the efficiency of the organisation. 

5. Make decisions concerning staff being based on merit (apart from in any necessary and limited exemptions and exceptions allowed under the Equality Act). 

6. Review Council and employment practices and procedures when necessary to ensure fairness, and also update them and the policy to take account of changes in the law. 

7. Monitor the make-up of the workforce regarding information such as age, sex, ethnic background, sexual orientation, religion or belief, and disability in encouraging equality, diversity and inclusion, and in meeting the aims and commitments set out in the equality, diversity and inclusion policy. 

Monitoring will also include assessing how the equality, diversity and inclusion policy, and any supporting action plan, are working in practice, reviewing them annually, and considering and taking action to address any issues. 

Agreement to follow this policy 

The equality, diversity and inclusion policy is fully supported and agreed with employees and Councillors.  

Our disciplinary and grievance procedures 

Details of the organisation’s grievance and disciplinary policies and procedures can be found at within the Code of Conduct.  This includes with whom an employee should raise a grievance – usually their line manager. 

Use of the organisation’s grievance or disciplinary procedures does not affect an employee’s right to make a claim to an employment tribunal within three months of the alleged discrimination. 

ENVIRONMENTAL & SUSTAINABILITY POLICY  

1. Policy Statement  

Bretby Parish Council aims to carry out its activities with environmental efficiency, actively seeking to protect and enhance the local environment and biodiversity within its area of operation whilst endeavouring to ensure wider adverse environmental impact does not occur as a result.  

2. Context  

The Parish Council recognises that a climate emergency has been declared at national, regional and within some organisations, local level.   

The Parish Council will consider the impact its activities have on both climate change and biodiversity issues and will endeavour to introduce measures that either mitigate negative outcomes or actively support beneficial outcomes, where this is practicable and affordable within the resources and financial capabilities of council.   

The Parish Council will specifically consider the following:   

1. the impact that operating its assets has on the environment,   

2. the impact that the goods and services it procures, including the environmental commitment of its suppliers, has on the environment,  

3. where possible and appropriate, replace environmentally inefficient assets with environmentally friendly alternatives   

4. the impact that execution of the Parish Council’s activities may have on the environment.   

3. Aims  

In all its activities the Parish Council will aim to;   

1. Minimise the consumption of all resources used in its operations, particularly in respect of the buildings and equipment it uses and the administration of its activities.   

2. Seek, wherever possible, to only use contractors and suppliers who have their own environmental policy, which is continually reviewed, up-dated and measured against recognised, best practice examples.   

3. where possible, affordable and commensurate with Parish Council powers and duties, support local initiatives aimed at climate change and or, biodiversity protection or enhancement.   

4. Principles  

Bretby Parish Council will:   

Environmental & Sustainability Policy     9^th January 2024  

1. Commit to the principles of stewardship, inclusivity, integrity, and transparency and leading by example in the field of sustainability.  

2. Regularly update and improve standards in light of increased understanding and knowledge  

3. Commit to the sustainability and environmental elements of all relevant legislation and regulations and the UN Paris Agreement.  

4. Promote walking, cycling to visitors and residents.   

5. Encourage use of local and sustainable products and services, especially food.   

6. Respect and protect natural resources by practicing conservation and good management by the creation of wildflower planting.  

7. Commit to the prevention of pollution, and compliance with relevant legislation and other requirements such as using the services of sympathetic contractors and disposing of all necessary waste through safe and responsible methods  

8. Commit to protecting the village’s architectural and historic aspects including protecting from unsustainable development.   

9. Encourage wildlife such as birds and bees via the use of suitable plants including perennials and self-seeding annuals.   

10. Encourage its Members and employees to take responsibility for ensuring that the best environmental policy is used and adhered to at all times   

5. Review  

This document was approved for use at the meeting of the Parish Council on 9th January 2024, it shall be reviewed periodically.  

Signed:            Dated:   

BRETBY PARISH COUNCIL

COMPLAINTS PROCEDURE

CODE OF PRACTICE

Before the Meeting

1. The complainant should be asked to put the complaint about the council’s procedures or administration in writing to the clerk. If the complainant does not wish to put the complaint to the clerk, they may be advised to put it to the chairman of the council.

2.The clerk shall acknowledge the receipt of the complaint and advise the complainant when the matter will be considered by the council for the purposes of hearing complaints.

3.The complainant shall be invited to attend the relevant meeting and bring with them such representative as they wish.

4.7 clear working days prior to the meeting, the complainant shall provide the council with copies of any documentation or other evidence, which they wish to refer to at the meeting. The council shall similarly provide the complainant with copies of any documentation upon which they wish to rely at the meeting.

At the Meeting

5.The council shall consider whether the circumstances of the meeting warrant the exclusion of the public and the press. Any decision on a complaint shall be announced at the council meeting in public.

6.Chairman to introduce everyone.

7.Chairman to explain procedure.

8.Complainant (or representative) to outline grounds for complaint.

9.Members to ask any question of the complainant.

10.If relevant, clerk to explain the council’s position.

11.Members to ask any question of the clerk.

12.Clerk and complainant to be offered opportunity of last word (in this order).

13.Clerk and complainant to be asked to leave room while Members decide whether or not the grounds for the complaint have been made. (If a point of clarification is necessary, both parties to be invited back).

14.Clerk and complainant return to hear decision, or to be advised when decision will be made.

After the Meeting

15.Decision confirmed in writing within seven working days together with details of any action to be taken.

BRETBY PARISH COUNCIL  

 BUSINESS CONTINUITY PLAN  

Introduction  

The Civil Contingencies Act 2004 places a duty on a local authority to ensure that it is prepared as far as reasonably practical to continue to provide important functions and services in the event of a disruption.    

Whilst this is not a statutory duty for a parish council it is Bretby Parish Council’s (“BPC”) intention to recognise the importance of producing and maintaining a Business Continuity Plan for implementation in the event of disruptions to the day to day running of BPC.  

The plan identifies the instances of disruption, the immediate responses, the procedures to follow to maintain continuity of service and the follow-up procedures and necessary changes to service delivery, where such services are disrupted by factors within LPCs area of responsibility.  

Core Business of Bretby Parish Council  

The parish council provides local services to its electorate which includes the provision of:  

Noticeboards, litter bins and dog waste bins  

Website and maintaining a presence on relevant social media sites  

Managing the finances of BPC and using the precept for the benefit of the parish  

Acting as a consultee on Planning applications to represent the interests of the parish  

Liaising with the District Council and the County Council, or other relevant parties on issues that affect the parish  

Potential causes of disruption include:  

1. Disasters and weather related problems, including:  

• fire  

• storms  

• flood  

• snow  

• actions by other parties  

• terrorism  

2. Vandalism or damage to BPC property  

3. Failures  

• equipment due to failure, breakage or theft  

• utilities and infrastructure providers  

• public services  

4. Losses of  

• staff and councillors through death, illness, injury or resignation whilst on or off BPC duties, which in the case of councillors may leave the parish council inquorate.  

• equipment through theft breakage or major damage  

• BC records through theft, fire or corruption of files  

RISK MANAGEMENT PLAN  

The Clerk is the first point of contact for all emergencies and business continuity actions, or in their absence the Chairman or in the absence of the Chairman the Vice-Chairman or a member of the Parish Council nominated by the Chairman or Vice-Chairman shall implement the actions,  

Review of plan  

The Business Continuity Plan will be reviewed on an annual basis by Full Council and a copy given to all parish councillors.