Important Documents for Cllr


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.