Important Documents for Cllr

IMPORTANT DOCUMENTS

Always know where your important documents are kept so you can refer to them when necessary.

You are advised to have your own copy of:

  • a schedule of meetings for the coming year
  • the council’s standing orders
  • the council’s financial regulations
  • contact details of councillors and the clerk (but note, only contact the clerk during working hours)
  • the budget for the current year
  • the minutes of meetings that took place during the previous year.

You will also find it useful to refer to the following (if they exist).

  • A map of the parish
  • Local council’s development control and planning policies
  • Your council’s statement of community engagement
  • Your council’s communication strategy
  • Policies for equal opportunities and health and safety.
  • Your council’s publication scheme for the Freedom of Information Act
  • Procedures for emergencies
  • Grievance and disciplinary procedures
  • Bullying and harassment (dignity at work) policy

The clerk will keep the following documents; we suggest you ask to read them.

  • Risk assessment policy
  • Assets register (list of property)
  • Leases
  • Insurance policies
  • The cash book for recording receipts and payments
  • Schedule of council charges and fees for services and facilities
  • Partnership agreements
  • Planning documents (including the parish plan and/or neighbourhood plan) for the locality

You might also need to know:

  • the population of the parish and how the population is made up
  • how much an average household pays in council tax to the local council
  • contact details of principal authority councillors
  • contact details of local organisation

If your council doesn’t have all this information; it can be assembled over time. However, a few items, such as the financial regulations, are essential however, and must already exist.