BRETBY PARISH COUNCIL

Grant Award Policy

1.     Introduction

A grant is any payment made by Bretby Parish Council to an organisation for a specific purpose that will benefit the Parish, or residents of the Parish, and which is not directly controlled or administered by Bretby Parish Council.

By documenting this policy, Bretby Parish Council aim to ensure that the process is:

• Open
• Transparent
• Fair
• Supports local organisations

2.     Parish Council Powers and Section 137

The Localism Act 2011 allows Parish Councils more flexibility in how they spend money within the local community by use of the General Power of Competence.  In order for the Council to use this power they must have a Certificate in Local Council Administration qualified clerk and at least two thirds of the Councillors have to be elected rather than co-opted or appointed.  Bretby Parish Council does not hold the General Power of Competence.

The Department for Levelling Up, Housing and Communities (DLUHC) has notified the National Association of Local Councils (NALC) that the appropriate sum for the purpose of section 137(4)(a) of the Local Government Act 1972 (the 1972 Act) for local (parish and town) councils in England for 2025/26 is £11.10 per elector.[1] Amount for 2026/27 is £11.60 per elector[2].

Bretby Parish Council has no obligation to spend all or any of the money available under this power to them.  The money will have come into them via the precept which has been made on South Derbyshire District Council and will have been reflected in the resident’s council tax bills.

3.     Who Can Apply

Applications will be considered from any properly constituted, voluntary, not-for-profit organisations, charities, societies and clubs.

Grants will not be made to the following:

• An individual
  • Commercial organisation
  • Political parties
  • Projects that are the prime responsibility of other statutory authorities
  • For projects that discriminate on any grounds

4.     What can be funded

The project should be something that makes the local community a better place in which to live, work or visit

It should benefit the people who live in the parish

There should be evidence that local people support the project and are involved in carrying it out

Applications do not have to be from groups that already exist

Each group may only make one application per financial year

5.     Conditions of Support

Applicants must demonstrate how the grant will bring benefit to all or part of the parish of Bretby.

The grant must be used for the purpose for which the application is made and within twelve months of receipt.  If not, or the applicant is for any reason unable to use the grant for the stated purpose, then all monies must be returned to Bretby Parish Council.

The organisation must have a bank account in its own name into which payment can be made. 

For all grants awarded the applicant must provide a written report to Bretby Parish Council on how the money has been used within twelve months of receiving the grant.

A public acknowledgement of any grant awarded should be made by the recipient.

6.     Application Procedure

All applications must be made in writing to the Clerk; via email or post. 

All applicants must complete an application form, available online or on request from the Clerk.

 All requested information must be supplied for an application to be considered.

Bretby Parish Council may as it sees fit, request the following information from organisations applying for grants:

• Copies of their last year end accounts (if appropriate)
  • The number, or percentage, of members that belong to the organisation and that live within the parish
  • Details of any restrictions placed on who can use/access their services.

7.     Assessment Procedure

Grant applications will be considered at the Parish Council meeting following receipt of the application.

The Council’s decision on the application will be communicated to the applicant within two weeks of the Council meeting at which it was discussed.

Bretby Parish Council reserves the right to request any further information which it deems necessary in order to complete the decision making process.

Applications will not be considered retrospectively.

•  Process Review

This process will be reviewed annually by the Clerk and any changes noted below and when this has been agreed by the Council.

Version Number	Date of Review	Revisions Made	Date of Next Review
1	17th March 2026	Adopted

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[1] https://www.nalc.gov.uk/resource/section-137-expenditure-limit-for-parish-and-town-councils-announced-for-2025-26.html

[2] https://www.slcc.co.uk/section-137-expenditure-limit-confirmed-for-2026-27/

BRETBY PARISH COUNCIL

Grant Application Form

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

Name of organisation/group
Where is organisation/group based
Is your organisation/group a registered charity – if yes please give number
Contact details: Name and position in organisationAddressTelephone number/email address
How big is your organisation/group
How many of your organisation/group are resident in BretbY
Brief description of organisation/group and how it benefits the parish of Bretby
How is the award to be used? Please provide details with costs, and including how it benefits residents of Bretby. Please continue on a separate sheet if necessary.
Amount of grant requested from Bretby Parish Council	£
Sources of other funding for this project – please specify level of funding being provided by others for your project
Where will you be advertising any support given, should you receive it?

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.

Signature on behalf of organisation or group
Date
Name (please print) Position held within organisation or group

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  

EVENT	IMPACT MINIMISATION		IMMEDIATE ACTION	CONTINUITY
Loss of Clerk due to death, illness, incapacity or resignation/dismissal	Ensure key tasks are up to date, including Minutes.  Access to log ins and passwords are available.  Cllrs to contact DALC to arrange a locum clerk		Inform Chairman and Vice-Chairman.  Chairman/Vice Chairman to inform Council.  Chairman to inform  Health & Safety  Executive if necessary. Notice on website, if appropriate  Inform local paper, if appropriate Notice on parish noticeboards, if appropriate	Recruit temporary replacement/locum. Recruit permanent Clerk.    Longer term:  Review procedures to ensure minimal impact from loss.
Loss of RFO due to death, illness, incapacity or resignation/dismissal	Ensure key tasks are up to date, including Accounts.  Access to log ins and passwords are available.  Clerk is also the RFO, process as per the loss of the Clerk.  Ensure compliance with Financial Regulations.	Inform, Chairman and ViceChairman.   Chairman/ViceChairman to inform Council.   Health & Safety Executive informed  if necessary.   Notice on website, if appropriate  Inform local paper, if appropriate Notice on parish noticeboards, if appropriate			Recruit temporary replacement/locum. Recruit permanent RFO.    Longer term:  Review procedures to ensure minimal impact from loss.
Loss of Councillors due to multiple resignations (causing the Council to be inquorate)	Co-option of Councillors or to ask SDDC to temporarily place district cllrs to the Parish Council to allow business to be undertaken.	Clerk to inform remaining Councillors.  Clerk to inform SDDC Electoral Service.  Clerk to inform DALC for assistance and guidance.			SDDC to decide on temporary working strategy for Council business.  By-election or cooption procedure to be instigated.    Longer term: Parish Council to review procedure for recruitment of Councillors.

Loss of Council documents due to fire, flood or other causes	Scan important documents and keep an electronic copy. Regular back up of electronic documents on a hard drive to be held by Clerk at home. Important paper documents (e.g. deeds, leases etc) held in a fire proof safe. Paper copies of important paper documents held by appropriate persons, e.g. solicitors.  Clerk to use Google Drive and to provide Chairman with log on details	Clerk to inform Chairman/ViceChairman.  Retrieve last back-up.  Clerk to inform Insurance company if necessary.  Report incident to Full Council.	Review procedures to ensure improvements and security.
Loss of Council equipment or electronic data due to  theft, fault or  breakdown	Back up of computers. Regular risk assessments, including security reviews.  Continued use of Google Drive	Clerk to inform Chairman/ViceChairman.  Report theft to police and Insurance company.  Decide on immediate replacement.  Report incident to Full Council.	Replace in accordance  with current regulations.    Longer term:  Review procedures to ensure improvements.
Damage or unavailability to BPC meeting place	External meeting venue, if notice if sufficient, to source alternative venue and to inform Cllrs and public of alternative venue.  Awareness of alternative meeting places.	Clerk to inform  Chairman/Vice- Chairman.  Council to be informed.  Clerk to inform public (notices/website/social media).	Review procedures to ensure improvements.    Review risk assessments.
Local disaster	Maintain up to date risk assessments of all parish council property/liabilities.  Maintain up to date contact detail list of   Parish Councillors including next of kin.  Maintain up to date list of emergency contacts. Awareness of District and County Council Disaster Planning and key contacts.	All members of   Council, Clerk, to be informed. Contact relevant emergency services if appropriate.  Call Extra-ordinary Meeting of Council to discuss position and any necessary action.	Review procedures to ensure improvements.    Review risk assessments.

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.  

BRETBY PARISH COUNCIL INFORMATION TECHNOLOGY POLICY

Introduction   2

Purpose of the IT Policy   2

Monitoring of IT Use   3

Scope of this policy   3

Computer use   3

Equipment   4

Health and safety   8

Password and Authentication Policy   8

Monitoring   9

Remote working   10

Email   11

Use of the Internet   12

Use of social media   13

Misuse   16

 

Purpose of the IT Policy

The purpose of an IT policy is to establish clear parameters for how councillors, staff, and other authorised users use council-provided technology or equipment in the course of their duties. A well-defined policy helps to:

• Set expectations for appropriate use of equipment and systems;
• Raise awareness of risks associated with IT use;
• Safeguard the council’s data and digital assets;
• Clarify what constitutes acceptable and unacceptable use;
• Outline the consequences of policy breaches.

Monitoring of IT Use

As an IT provider, the council has the right to monitor the use of its IT equipment and systems, provided there is a legitimate reason for doing so and councillors, employees and other authorised users are informed that such monitoring may take place. Any monitoring must be proportionate and comply with relevant data protection and privacy laws. Other persons may be included if they access or use council systems e.g. if they have a council e-mail address

Scope of this policy

This policy applies to all councillors, staff, and other authorised users, regardless of their working location or pattern, including those who are home-based, office-based, or work on a flexible or part-time basis. It sets out the expectations for the appropriate use of IT equipment and systems provided by the council.

1      Computer use 
Hardware 

1. Council computer equipment is provided for council purposes, however reasonable personal use is permitted (reasonable interpreted as in the opinion of the council). Any personal use of our computers and systems should not interrupt our daily council work. Councillors, staff, and other authorised users are asked to restrict any personal use to periods that will not unduly disrupt other users. 

1. Locking computers when leaving desk, all councillors, staff, and other authorised users must lock their computers when leaving their desks to prevent unauthorised access. This applies to all council and personal devices used for work. Failure to comply may lead to disciplinary action.

1. All computer and other electronic equipment supplied should be treated with good care at all times. Computer equipment is expensive, and any damage sustained to any equipment will have a financial impact on the council. 

1. Computer and electronic hardware should be kept clean, and every precaution taken to prevent food and drink being dropped or spilled onto it. 

1. All computer and mobile equipment will carry a number which is logged against the current owner of that equipment. A database of equipment issued will be kept. 

1. Equipment should not be dismantled or reassembled without seeking advice. 

1. Councillors, staff, and other authorised are not to purchase any computer or mobile equipment (including software) unless previously authorised.

1. Personal disks, USB stick, CDs, DVDs, data storage devices etc cannot be used on council computers without the prior approval. 

1.  

2      Equipment

1.  
2.  

2.1  Portable equipment 

• Portable equipment includes laptop computers, netbooks, tablets, mobile and smart phones with email capability and access to the internet etc. 

• It is particularly emphasised that council back-up procedures specific to portable equipment should be followed at all times. 

• All portable computers must be stored safely and securely when not in use in the office, i.e. when travelling or when working from home. Portable equipment (unless locked in a secure cabinet or office) should be kept with or near the user at all times; should not be left unattended when away from council premises and should never be left in parked vehicles or at any council or non-council premises.

• It is important to ensure all portable devices are protected with encryption in case they are lost or stolen. All smartphones or tablets that hold council data, including emails and files, must be protected with a pin code. Where possible, these devices should also be programmed to erase all content after several unsuccessful attempts to break in. Any security set on these devices must not be disenabled or removed.

• [Optional] Multi-Factor Authentication (MFA) is a security process that requires users to verify their identity using two or more independent methods—for example, entering a password (something you know) and confirming a code sent to your mobile device (something you have). This significantly reduces the risk of unauthorised access to systems and sensitive data. NALC recommends implementing MFA as a best practice to enhance information security and support compliance with data protection obligations under the UK GDPR and the Data Protection Act 2018.

• If an item of portable equipment is lost or damaged this should be reported to the clerk. If the loss or damage is due to an act of negligence, the individual responsible may be liable to meet a portion of the loss/damage. 

• To protect confidential information, unless it is a requirement of the job and this has been authorised, it is forbidden for photographs or videos to be taken on council premises, without the prior written permission of the council. This includes mobile telephones with camera function, camcorder, tape or other recording device for sound or pictures – moving or still. 

• Under no circumstances should any non public meeting or conversation be recorded without the permission of those present. This does not affect statutory rights (under The Openness of Local Government Regulations 2014).

• In addition, the council does not permit webcams (which may be pre-installed on many laptops) to be used in the workplace, other than for conference calls for council purposes. If there is any doubt as to whether a device falls under this clause, advice should be sought from the clerk.

2.2  Use of own devices 

• The Council recognises that some councillors, staff, and other authorised users may wish to use their own smartphones, tablets, laptops etc to access our servers, private clouds or networks for normal council purposes, including, but not limited to, reading their emails, accessing documents stored on the council’s network or to store data on the council’s server(s) or access data in other services. Any such use of personal devices will be at the discretion of the council, but consent for standard systems (MS Windows, Mac OS X, Linux – in commercial configurations) will normally be permitted. Such devices should be kept up to date so that any vulnerabilities in the operating system or other software on the device are appropriately patched or updated. 

• However, the same security precautions apply to personal devices as to the council’s desktop equipment. For continuity purposes communications with other parties shall include council managed communication services in the communication (for example Councillor emails using external systems shall be copied to the Clerk, or forwarded to the Clerk after the fact for retention). 

• Councillors, staff, and other authorised persons that use council systems are expected to use all devices in an ethical and respectful manner and in accordance with this policy. Accessing inappropriate websites or services on any device via the IT infrastructure that is paid for or provided by the council carries a high degree of risk, and, for employees, may result in disciplinary action, including summary dismissal (without notice). For Workers or Contractors, we may terminate the worker agreement. This is irrespective of the ownership of the device used. An example would be downloading copyright music illegally or accessing pornographic material. 

• In cases of legal proceedings against the council or external stakeholders, the council may need to temporarily take possession of a device, whether council-owned or personal to retrieve the relevant data.

• Wherever possible the user should maintain a clear separation between the personal data processed on the council’s behalf and that processed for their own personal use, for example, by using different apps for council and personal use. If the device supports both work and personal profiles, the work profile should be used for work-related purposes.  

• Councillors, staff, and other authorised users who intend to use their own devices via the council’s infrastructure must ensure that they:
  
  
• use a 6-digit pin, strong password  or biometric to protect their device(s) from being accessed. For smartphones and tablets this should lock the device after a number of failed login attempts;
• configure their device(s) to automatically prompt for a password after a period of inactivity of more than 15 minutes;
• always password protect any documents containing confidential information that are sent as attachments to an email, and notify the password separately (preferably by a means other than email);
• for smartphones and tablets, activate the automatic device wipe function (where available). Note that use of the remote wipe function may also involve the removal of the individual’s personal data. Councillors, staff, and other authorised users are therefore advised to keep personal data separate from council data where possible;
• ensure secure WiFi networks are used;
• ensure that work-related data cannot be viewed or retrieved by family or friends who may use the device;
• inform the council or the clerk if their device(s) is/are lost, stolen, or inappropriately accessed where there is risk of access to council data or resources. To prevent phones being used, they will need to retain the details of their IMEI number and the SIM number of the device as their provider will require this to deactivate it.
  • Personal or sensitive data relating to councillors, staff, and other authorised users, associates, residents, external stakeholders should not be saved to any personal accounts (e.g. gmail/outlook etc) as this may breach data protection legislation or create a security risk if the device is lost or stolen. This applies especially if the passwords used to store/access data are saved onto the device, or if the service permits councillors, staff, and other authorised users to remain logged in between sessions. 

• Personal information and sensitive data should never be saved on councillors, staff, or other authorised users own devices as this may breach confidentiality agreements, especially if the device is used by other people from time to time. 

• If removable media are used to transfer data (e.g. USB drives or CDs), the user must also securely delete the data on the media once the transfer is complete. 

• Councillors, staff, and other authorised users who open any attachments should ensure that any cached copies are deleted immediately after use. Assistance or training in doing this (if needed) can be provided. Additional risks include data belonging to the council being accessed by unauthorised persons if the device(s) is lost, stolen, or used without the owner’s permission.

• Prior to the disposal of any device that has work data stored on it, and in the event of a user leaving the council, councillors, staff, and other authorised users are required to allow the IT provider access to the device to ensure that all passwords, user access shortcuts and any identifiable data are removed from the device. 

• Councillors, staff, and other authorised users must take responsibility for understanding how their device(s) work in respect to the above rules if they are accessing council servers/services via their own IT equipment. Risks to the user’s personal device(s) include data loss as a result of a crash of the operating system, bugs and viruses, software or hardware failures and programming errors rendering a device inoperable. The council will use reasonable endeavours to assist, but councillors, staff, and other authorised users are personally liable for their own device(s) and for any costs incurred as a result of the above. 

3         Health and safety 

• Councillors, staff, and other authorised users who work in council offices will be provided with an appropriate workstation. 

• The council has a duty to ensure that regular appropriate eye tests, carried out by a competent person, are offered to employees using display screen equipment. Further details are set out in the council’s health and safety policy.  

• Any VDU user who feels that their workstation requires changes to make it compliant must speak to the clerk. 

If any hazards are detected at a workstation, including ‘noises’ from the IT equipment, this should be reported immediately to the clerk. 

4         Password and Authentication Policy

• User Accounts

All user accounts must be protected by strong, secure passwords. The council follows the National Cyber Security Centre (NCSC) recommendations for creating passwords using three random words (e.g. PurpleCandleRiver). This method helps create passwords that are both strong and easy to remember, while offering effective protection against common cyber threats such as brute-force attacks. This approach is endorsed in NALC guidance.

In addition to strong passwords, Multi-Factor Authentication (MFA) should be enabled wherever possible. MFA requires users to provide two or more independent forms of verification—for example, a password (something you know) and a code sent to your phone (something you have). This significantly reduces the risk of unauthorised access to systems and personal data.

To further strengthen account security:

• Initial user account passwords must be generated by the IT provider.
• Default passwords provided by vendors or the IT provider must be changed immediately upon installation or setup.
• Service or System (e.g. Website) account passwords are generated and managed by the IT provider.
• The council recommends these practices as part of its commitment to robust information security and to support compliance with the UK GDPR and the Data Protection Act 2018.

For more guidance, see the NCSC’s advice on password security: NCSC Password Guidance

• Access to Passwords
• Passwords are personal and must not be shared under any circumstances.
• Only the assigned user of an account may access or use the associated password.
• In exceptional cases (e.g., incident response or employee offboarding), access to system credentials may be granted to authorised personnel from the IT provider with appropriate approvals and logging.
• Administrative credentials must be stored securely and only accessible to authorised personnel with a copy provided to the chair of council, in a sealed envelope, only to be accessed in an emergency.
  • Password Storage and Management
• Passwords must not be stored in plain text or written down in insecure locations.
• Passwords must be stored using a council-approved, encrypted password manager (e.g., Edge Password Manager, LastPass, Bitwarden, or KeePass).
  • Password Change Requirements
• Immediately change password if compromise is suspected.
  • Password Access Control and Logging
• All access to administrative or shared credentials must be logged and auditable.
• Attempts to access unauthorized passwords will be treated as a security incident.
  • Responsibility
• Users are responsible for creating and maintaining secure passwords for their accounts.

The IT security provider is responsible for:

• Managing system/service credentials.
• Enforcing password policies. Auditing and monitoring password-related security practices.

5         Monitoring

• The council reserves the right to monitor and maintain logs of computer usage and inspect any files stored on its network, servers, computers, or associated technology to ensure compliance with this policy as well as relevant legislation. Internet, email, and computer usage is continually monitored as part of the council’s protection against computer viruses, ongoing maintenance of the system, and when investigating faults. 

• The council may monitor the use of electronic communications and use of the internet in line with the Investigatory Powers (Interception by Councils etc for Monitoring and Record-keeping Purposes) Regulations 2018.

• Monitoring of an employee’s email and/or internet use will be conducted in accordance with an impact assessment that the council has carried out to ensure that monitoring is necessary and proportionate. Monitoring is in the council’s legitimate interests and is to ensure that this policy is being complied with.

• The information obtained through monitoring may be shared internally, including with relevant councillors and IT staff if access to the data is necessary for performance of their roles. The information may also be shared with external HR or legal advisers for the purposes of seeking professional advice. Any external advisers will have appropriate data protection policies and protocols in place.

• The information gathered through monitoring will be retained only long enough for any breach of this policy to come to light and for any investigation to be conducted. 

• Councillors, staff, and other authorised users have a number of rights in relation to their data, including the right to make a subject access request and the right to have data rectified or erased in some circumstances. You can find further details of these rights and how to exercise them in the council’s data protection policy. 

• Such monitoring and the retrieval of the content of any messages may be for the purposes of checking whether the use of the system is legitimate, to find lost messages or to retrieve messages lost due to computer failure, to assist in the investigation of wrongful acts, or to comply with any legal obligation.

• The council reserves the right to inspect all files stored on its computer systems in order to assure compliance with this policy. The council also reserves the right to monitor the types of sites being accessed and the extent and frequency of use of the internet at any time, both inside and outside of working hours to ensure that the system is not being abused and to protect the council from potential damage or disrepute.  

• Any use that the council considers to be ‘improper’, either in terms of the content or the amount of time spent on this, may result in disciplinary proceedings. 

• All computers must be periodically checked and scanned for unauthorised programmes and viruses. 

6         Remote working 

• Increased IT security measures apply to those who work away from their normal place of work (e.g. whilst travelling, working from home or any other different venue), as follows: 
• if logging into the council’s systems or services remotely, using computers that either do not belong to the council or are not owned by the user, any passwords must not be saved, and the user must log out at the end of the session deleting all logs and history records within the browser used. If the configuration of the devise does not clearly support these actions (for example at an internet café), council services should not be accessed from that device;
• the location and direction of the screen should be checked to ensure confidential information is out of view. Steps should be taken to avoid messages being read by other people, including other travellers on public transport etc;
• any data printed should be collected and stored securely;
• all electronic files should be password protected and the data saved to the council’s system/services when accessible;
• papers, files or computer equipment must not be left unattended at a non council premises unless arrangements have been made with a responsible person at a non council premises for them to be kept in a locked room or cabinet if they are to be left unattended for extended periods;
• any data should be kept safely and should only be disposed of securely;
• papers, files, data sticks/storage, flash drive or backup hard drives should not be left unattended in cars, except where it is entirely unavoidable for short periods, in which case they must be locked in the boot of the car. If staying away overnight, council data should be taken into the accommodation, care being taken that it will not be interfered with by others or inadvertently destroyed;
• where possible the ability to remotely wipe any mobile devices that process sensitive information should be retained in the case of loss or theft;
• Councillors, staff, and other authorised users who work away from the office with sensitive data should be equipped with a screen privacy filter for mobile devices and should use this at all times when accessing such data away from the office.
  
  
  • Those issued with a ‘dongle’ to enable internet access from a laptop via 3G or 4G networks whilst away from their normal workplace should note that the cost of internet access can be very high. Dongles should therefore be used for essential council purposes only, especially if abroad. 

• Similarly, use of paid for Wi-Fi access, for example at airports should be carefully monitored and restricted to essential council use. 

7         Email

• Council email facilities are intended to promote effective and speedy communication on work-related matters. Although we encourage the use of email, it can be risky. Councillors, staff, and other authorised users need to be careful not to introduce viruses onto council systems and should take proper account of the security advice below. 

• On occasion, it will be quicker to action an issue by telephone or face to face, rather than via protracted email chains. Emails should not be used as a substitute for face to face or telephone conversations. Councillors, staff, and other authorised users are expected to decide which is the optimum channel of communication to complete their tasks quickly and effectively. 

• These rules are designed to minimise the legal risks run when using email at work and to guide councillors, staff, and other authorised users as to what may and may not be done. If there is something which is not covered in the policy, councillors, staff, and other authorised users should ask, rather than assuming they know the right answer. 

• All staff, and other authorised users who need to use email as part of their role will normally be given their own council email address and account. The council may, at any time, withdraw email access, should it feel that this is no longer necessary for the role or that the system is being abused. 

•  

Email messages sent on the council’s account should be for council use only. Personal communications are permitted provided they do not encroach upon working time or interrupt council business in any way. Employees and other authorised users are asked to restrict their personal use to periods that will not unduly disrupt other users, and to use their personal email accounts, rather than council addresses.

8         Use of the Internet 

8.1           Copyright  

• Much of what appears on the Internet is protected by copyright. Any copying without permission, including electronic copying, is illegal and therefore prohibited. The Copyright, Designs and Patents Act 1988 set out the rules. The copyright laws not only apply to documents but also to software. The infringement of the copyright of another person or organisation could lead to legal action being taken against the council and damages being awarded, as well as disciplinary action, including dismissal, being taken against the perpetrator.

•  
• • •  
    • It is easy to copy electronically, but this does not make it any less an offence. The council’s policy is to comply with copyright laws, and not to bend the rules in any way.

• Councillors, staff, and other authorised users should not assume that because a document or file is on the Internet, it can be freely copied. There is a difference between information in the ‘public domain’ (which is no longer confidential or secret information but is still copyright protected) and information which is not protected by copyright (such as where the author has been dead for more than 70 years). 

• Usually, a website will contain copyright conditions; these warnings should be read before downloading or copying. 

• Copyright and database right law can be complicated. Councillors, staff, and other authorised users should check with the clerk if unsure about anything. 

8.2           Trademarks, links and data protection 

• The council does not permit the registration of any new domain names or trademarks relating to the council’s names or products anywhere in the world, unless authorised to do so. Nor should they add links from any of the council’s web pages to any other external sites without checking first with the council or the clerk.

• Special rules apply to the processing of personal and sensitive personal data. For further guidance on this, see the council’s data protection policy. 

8.3           Accuracy of information 

• One of the main benefits of the internet is the access it gives to large amounts of information, which is often more up to date than traditional sources such as libraries. Be aware that, as the internet is uncontrolled, much of the information may be less accurate than it appears.

9         Use of social media 

• Social media includes blogs; Wikipedia and other similar sites where text can be posted; multimedia or user generated media sites (YouTube); social networking sites (such as Facebook, LinkedIn, X (formerly known as Twitter), Instagram, TikTok, etc.); virtual worlds (Second Life); text messaging and mobile device communications and more traditional forms of media such as TV and newspapers. Care should be taken when using social media at any time, either using council systems or at home. 

• Personal use of social networking/media and chat sites should be restricted to breaks during working hours, or after hours with permission.

• The council recognises the importance of councillors, staff, and other authorised users joining in and helping to shape sector conversation and enhancing its image through blogging and interaction in social media. Therefore, where it is relevant to use social networking sites as part of the individual’s position, this is acceptable.
  However, inappropriate comments and postings can adversely affect the reputation of the council, even if it is not directly referenced. If comments or photographs could reasonably be interpreted as being associated with the council, or if remarks about external stakeholders  could be regarded as abusive, humiliating, sexual harassment, discriminatory or derogatory, or could constitute bullying or harassment, the council will treat this as a serious disciplinary offence. Councillors, staff, and other authorised users should be aware that parishioners or other local organisations may read councillors, staff, and other authorised users’ personal weblogs, to acquire information, for example, about their work, internal council business, and employee morale. Therefore, even if the council is not named, care should be taken with any views expressed.

• To protect both the council and its interests, everyone is required to comply with the following rules about social media, whether in relation to their council role or personal social networking sites, and irrespective of whether this is during or after working hours: 
• Contacts from any of the council’s databases should not be downloaded and connected with on LinkedIn or other social networking sites with electronic address book facilities, unless this has been authorised. 
• Any blog that mentions the council, its current work, councillors, employees, other users associated with the council, partner organisations, local groups, suppliers, parishioners, should identify the author as one of its councillors or employees and state that the views expressed on the blog or website are theirs alone and do not represent the views of the council. Even if the council is not mentioned, care should be taken with any views expressed on social media sites and any views should clearly be stated to be the writer’s own (e.g. via a disclaimer statement such as: “The comments and other content on this site are my own and do not represent the positions or opinions of my employer/ the council.”) Writers must not claim or give the impression that they are speaking on behalf of the council. 
• Any employee who is developing a site or writing a blog that will mention the council, must inform the council that they are writing this and gain agreement before going ‘live’. 
• The council expects councillors, staff, and other authorised users to be respectful about the council and its current or potential staff, including employees, councillors, clerks, and authorised users and not to engage in any name calling or any behaviour that will reflect negatively on its reputation. Any unauthorised use of copyright materials, any unfounded or derogatory statements, or any misrepresentation is not viewed favourably and could constitute gross misconduct. 
• Photos or videos that include employees or other workers wearing uniforms or clothing displaying the council’s name or logo should not be posted on social media if they could reflect negatively on the individual, their role, their colleagues, or the council. Additionally, photos, videos, or audio recordings must not be taken on council premises without explicit permission
• Comments posted by councillors, staff, and other authorised users on any sites should be knowledgeable, accurate and professional and should not compromise the council in any way. 
• Inappropriate conversations with external stakeholders should not take place on any social networking sites, including forums. 
• Any writing about or displaying photos or videos of internal activities that involves current councillors, staff, and other authorised persons, might be considered a breach of data protection and a breach of privacy and confidentiality. Therefore, their permission should be gained prior to uploading any such material. Details of any kind relating to any events, conversations, materials or documents that are meant to be private, confidential or internal to the council should not be posted. This may include manuals; procedures; training documents; non-public financial or operational information; personal information regarding other councillors, staff, and other authorised users anything to do with a disciplinary case, grievance, allegation of bullying/harassment or discrimination, or legal issue; any other secret, confidential, or proprietary information or information that is subject to confidentiality agreements. This does not affect statutory requirements to publish information including under the Freedom of Information Act.
• Councillors, staff, and other authorised users must be aware that they are personally liable for anything that they write or present online (including on an online forum or blog, post, feed or website). Councillors should always be mindful of the Members Code of Conduct and Nolan Principles. Employees may be subject to disciplinary action for comments, content, or images that are defamatory, embarrassing, pornographic, proprietary, harassing, libellous, or that can create a hostile work environment. They may also be sued by other organisations, and any individual or council that views their comments, content, or images as defamatory, pornographic, proprietary, harassing, libellous or creating a hostile work environment. In addition, other councillors, staff, and other authorised users can raise grievances for alleged bullying and/or harassment. 
• Postings to websites or anywhere on the internet and social media of any kind, or in any press or media of any kind, should not breach copyright or other law or disclose confidential information, defame or make derogatory comments about the council or its councillors, staff, and other authorised users, or disclose personal data or information about any individual that could breach data protection legislation. 
• Contacts by the media relating to the council, should be referred to the clerk. 
• Councillors, staff, and other authorised users who use sites such as LinkedIn and Facebook must ensure that the information on their profile is accurate and up to date and must update their profile on leaving the council.
• Councillors, staff, and other authorised users who use X.com, LinkedIn, or other social media/networking sites for council development purposes must ensure they provide the council with login details, including password(s), so that these sites can be accessed and updated in their absence. 
• Councillors, staff, and other authorised users who have left the council must not post any inappropriate comments about the council or its councillors, staff, and other authorised users on LinkedIn, Facebook, X.com or any other social media/networking sites. 
• During your employment/ involvement with the council, you may create or obtain access to a variety of professional contacts and confidential information. This includes, but is not limited to, contacts made through professional networking platforms such as LinkedIn, where those contacts have been established or maintained in your capacity as a councillor, member of staff, or other authorised user. All such contacts will be considered council property and may be subject to disclosure upon request.

• Note that the council may, from time to time, monitor external postings on social media sites. Any employee who has a profile (for example on LinkedIn or Facebook) must not misrepresent themselves or their role with the council. Councillors, staff, and other authorised users are also advised that social media sites are not an appropriate place to air council concerns or complaints: these should be raised with the council or formally through the grievance procedure.

• It is important to note that contact details and information remain the property of the council. In addition, councillors, staff, and other authorised users leaving the council will be required to delete all council-related data including contact details from any personal device/equipment. 

10      Misuse

Misuse of IT systems and equipment is not in line with the council’s standards of conduct and will be taken seriously. Any inappropriate or unauthorised use may lead to formal action, including disciplinary proceedings or, in serious cases, dismissal.