Council Meeting, 23 May 2018

HELMDON PARISH COUNCIL
COUNCIL MEETING
All Councillors are summoned to the Ordinary Meeting of Helmdon Parish Council to be held in the
Reading Room, Church Street, Helmdon, NN13 5QJ on Wednesday 23rd May, 2018. This meeting is preceded by the Annual Meeting at 7:30pm.
Members of the public and press are welcome to attend this meeting. This meeting may be recorded, filmed or broadcast without prior notice to the Parish Council, provided that such activity does not impede the conduct or business of the meeting
AGENDA
1. Apologies for absence
2. Declarations of Interest
3. Approval and signature of the minutes of the meeting of 28th March, 2018
4. Matters arising
5. To fill by co-option the two casual vacancies on the Council
6. Open Forum
7. To receive an update regarding flooding related issues.
8. To receive the Clerk’s report
9. To receive an update on the Speed Radar
10. Finance:
a. To receive the Financial statement: note payments received and consider invoices to be paid b. To receive an update on the Finance Committee meeting of 10th May, 2018 and to consider any recommendations c. To consider the Clerk’s amendments to the Asset Register d. Bank Reconciliation: to close off accounts for y/e 31st March 2018
e. Annual Return: to receive a report from the Internal Auditor f. Annual Return: consideration and approval of the Annual Governance Statement g. Annual Return: approval of the Statement of Accounts and explanation of variances h. Annual Return: approval and signature of the Certificate of Exemption i. To note the commencement date for the Period of the Exercise of Public Rights
11. To review and approve the following documents:
a. Financial Regulations b. Standing Orders c. System of Internal Control d. Risk Assessment e. Internal Controls Checklist f. Expenses Policy
12. To consider the applications to the Small Grants Program 2018 and allocate grant funds
13. To consider renewal of the Clerk’s membership of the Society of Local Council Clerks (SLCC)
14. To receive a report from the Helmdon.com Webmaster and an update from the website working group
15. General Data Protection Regulations:
a. To adopt the GDPR Data Map b. To adopt the following documents:
i. Data Protection Policy ii. Subject Access Request Procedure iii. Data Breach Policy

iv. Records Retention Policy v. Privacy Notices c. To approve the appointment of Northants CALC as the Council’s Data Protection Officer
(DPO)
d. To resolve to register with the ICO and approve payment for the Data Protection Fee e. To receive completed Security Compliance checklists from Councillors
16. Consideration of a preliminary planning application for proposed sports pavilion/village hall
17. Consideration of response to Reading Room cottage tenancy agreement
18. To receive an update from the Station Road/The Green land transfer working group
19. To review the recent Annual Parish Meeting
20. To consider plans for the War is Over celebrations
21. To note the decisions of the Planning Committee since 28th March, 2018
22. Councillor questions
23. Close
Signed_________________ Dated______________
Helen du Bois, Parish Clerk
[address removed] tel: [phone number removed] parishcouncil@helmdon.com

Helmdon Parish Council Finance Report 23/05/18
Accounts:
Balance of Unity Trust account as of 16/05/18:
Expected balance once payments and invoices settled:
£25,343.30
£23,313.82
Payments out since 28/03/18
3-Apr-18
17-Apr-18
2-May-18
16-May-18
16-May-18
1
2
3
4
5
OPUS
Lloyds (Payment Card)
OPUS
BannerBox.co.uk
Lloyds (Payment Card)
Electricity Supply
Multipay Card charge
Electricity Supply
Northamptonshire Flag
Multipay Card charge
DD
DD
DD
CARD
DD
Total
£109.11
£3.00
£95.79
£91.98
£3.00
£302.88
BACS
BACS/CHEQUE
Total
£9145.50
£355.00
£9500.50
Payments in since 28/03/18
1
2
20-Apr-18
April/May
SNC
Various
Precept
Allotment Rentals
Invoices to be settled on 28/05/2018
1
2
3
PAYEE DESCRIPTION TYPE AMOUNT STATUTORY PROVISION
NCALC
NCALC
E.On
Internal Audit Fees
Membership Fees
Streetlight Maintenance
BACS
BACS
£172.00
£372.37
£124.93
Audit Commission Act 1998 s7 (3)
Local Government Act 1972, s111 (1)
Parish Councils Act, 1957, s3
Grass Cutting BACS
£196.28
Open Spaces Act 1906, s14
Membership Fees BACS £35.00 Local Government Act 1972, s111 (1)
Local Government (Financial Provisions) Act
1963, s5
Local Government Act 1972, s112 (2)
Open Spaces Act 1906, s14
BACS
th
5
4 Corner
Landscaping
Northants ACRE
6 Staff Expenses BACS
£69.49
7
8
9
10
Staff
Wicksteed
NCALC
Reading Rooms
Wages
Playground Maintenance
GDPR Training
Room Rental
BACS £928.81
£21.60
4
BACS
BACS
300088
Total
£49.00
£60.00
£2029.48
Local Government Act 1972, s111 (1)
Local Government Act 1972, s111 (1)
2017/18 Day Book Current
2017
Authorisatio n Date
Current Account
Invoice No. Invoice
Date
Transactio n No.
Transaction or Cheque
Cleared date
Payee
16-May-18
03-Apr-18
17-Apr-18
20-Apr-18
20-Apr-18
20-Apr-18
23-Apr-18
25-Apr-18
30-Apr-18
30-Apr-18
30-Apr-18
02-May-18
16-May-18
16-May-18
16-May-18
23-May-18
23-May-18
23-May-18
23-May-18
23-May-18
23-May-18
23-May-18
23-May-18
23-May-18
23-May-18
6859
6859
81825
5830
801144
7043
216
DD
DD
DD
BACS
BACS
BACS
BACS
CHEQUE
BACS
BACS
DD
DEBIT CARD
DD
CHEQUE
03-Apr-18 BACS
03-Apr-18 BACS
16-Mar-18 BACS
20-Apr-18 BACS
BACS
BACS
BACS
30-Apr-18 BACS
03-May-18 BACS
25-Apr-18 300088
23-Apr-18
Opus Energy
Lloyds
SNC
SHEPHERD
WHEELER
VINCENT
WHITE
CLARKE
NASH
KING
Opus Energy
BannerBox.co.uk
Lloyds
DUBOIS, GOODMAN,BLAKE
NCALC
NCALC
E.On
4th Corner Landscaping
ACRE
H du Bois
H du Bois
Wicksteed
NCALC
Reading Room
Item Description
Totals
Balance B/Fwd 2016
Electricity Supply
Service charge for payment card
Precept
Allotment Rental
Allotment Rental
Allotment Rental
Allotment Rental
Allotment Rental
Allotment Rental
Allotment Rental
Electricity Supply
Northamptonshire Flag
Service charge for payment card
Allotment Rental
Internal Audit Fees
Membership Fees
Streetlight Maintenance
Grass Cutting
Membership Fees
Office Expenses
Staff wages
Playground maintenance
GDPR Training
Room Rental (Oct 17-Mar 18)
16-May-18
Total Received Total Paid
DR
25646.18
16145.68
CR
7283.83
109.11
3.00
9145.50
25.00
25.00
25.00
25.00
50.00
50.00
55.00
95.79
91.98
3.00
100.00
172.00
372.37
124.93
196.28
35.00
69.49
928.81
21.60
49.00
60.00
Balance
18362.35
16145.68
16036.57
16033.57
25179.07
25204.07
25229.07
25254.07
25279.07
25329.07
25379.07
25434.07
25338.28
25246.30
25243.30
25343.30
25171.30
24798.93
24674.00
24477.72
24442.72
24373.23
23444.42
23422.82
23373.82
23313.82
Bank
Reco nciled
Code
Bank
25434.07
41
41
41
41
41
41
41
41
41
41
95.79
91.98
3.00
-100.00
172.00
372.37
124.93
196.28
35.00
69.49
928.81
21.60
49.00
60.00
101
411
901
903
903
903
903
903
903
903
101
209
411
903
401
407
102
201
407
403
402
203
406
408

2017/18 Day Book Budget
2017-2018
Code EXPENDITURE Budget Actual Remaining
100 Lighting
101 Electricity Supply
102 Streetlight repairs
103 Streelight maintenance
104 Electricity Other
1416.44
900.00
100.00
416.44
299.25
195.14
104.11
1117.19
704.86
-4.11
416.44
200 Parks & Open Spaces
201 Grass cutting
202 Playground inspection
203 Playground repairs
204 School field rental
205 Garden maintenance for War Memorial and Pump Garden
206 Village Bulbs
207 Bin emptying
208 Allotment maintenance
209 General maintenance
210 Noticeboards
3525.00
1800.00
45.00
300.00
350.00
258.22
163.57
3266.78
1636.43
45.00
282.00
350.00
50.00
680.00
200.00
100.00 76.65
50.00
680.00
200.00
23.35
400 General Administration
401 Audit charge
402 Clerk's salary
403 Clerk's expenses
404 Election expenses
405 Insurances
406 Training
407 Subscriptions
408 Reading Room rent
409 Leaflets & Advertising
410 Web site
411 Banking Fees
412 Other
500 Grants awarded
8647.98
282.00
5251.48
150.00
1692.67
172.00
928.81
69.49
6955.31
110.00
4322.67
80.51
501 Grants to Village Organisations
502 VOY and school prizes
503 S. 137
1350.00
50.00
1350.00
50.00
600 Burial Grounds
601 Churchyard Maintenance
602 Contingency
400.00
400.00
400.00
400.00
1300.00
200.00
500.00
142.50
100.00
150.00
72.00
500.00
1400.00
Total Regular Expenditure 15389.42
700 Miscellaneous
701 Vat Paid
800 Projects for 2017/18
801 War Memorial Repairs
802 War Memorial Garden Renovations
803 Flagpole & Bench Project
804 Flood Prevention
805 Speed Radar
806 Pump Garden Renovations
807 Dog Waste Bins
300 Sinking Fund
301 Playground equipment
302 Notice boards
303 Computer
304 War memorial
305 Village seats
306 Elections
307 Other
Total Expenditure inc VAT
18.00
49.00
407.37
60.00
6.00
1300.00
151.00
92.63
82.50
100.00
150.00
66.00
500.00
1400.00
2250.14 13139.28
82.22
82.22
18670.00
9335.00
1200.00
525.00
1000.00
9335.00
1200.00
525.00
1000.00
5000.00
950.00
660.00
5000.00
950.00
660.00
Total in fund
2000.00
1000.00
500.00
1800.00
1800.00
800.00
2000.00
1000.00
500.00
1800.00
1800.00
800.00
15389.42 2332.36 31809.28
900 INCOME 24444.00 9500.50 14943.50
901 Precept
902 Interest
903 Allotments
904 Grants+Prizes
905 Donations
17074.00 9145.50 7928.50
160.00
7210.00
355.00 -195.00
7210.00
Total Regular Income 24444.00 9500.50 14943.50
Total Working Income 24444.00 9500.50 14943.50
1000 MISCELLANOUS INCOME
1001 Misc Transfers In
1002 Vat Repayment
Total carried forward at beginning of this financial year
Current income minus expenditure
Total reserves in Unity Account
16145.68
7168.14
23313.82

Helmdon Parish Council – Asset Register
Ref No. Description/Location/Identification
Date acquired
Payment
Ref.
Supplier
Last updated 16/05/2018 Signed:
Asset Value (original purchase cost where known)
Insurance
Value
£365,000
Market
Value
John Coatsworth
Title/Possession Date disposed
BL001 Reading Room, Church Street 1887 – – £1.00
Insured by
RRMC
BL002
AD001
AD002
SF001
SF002
War Memorial, Wappenham Road
Laptop PC, Acer F456, Serial No. 992364726
Printer
Waste bin on Station Road
Waste bin on Church Street
Unknown
11/08/2010
11/08/2010
Unknown
Unknown
–
–
–
–
–
–
–
–
–
–
£1.00
£349.00
£200.00
–
–
£40,124
–
–
–
–
–
–
–
–
–
BL003 Acorns Nursery, Hintons Close ? – – £1.00
Insured by
Acorns
?
PE001
SF004
LD001
LD002
LD003
SF005
SF006
SF007
PE002
BL004
Playground Equipment*
Street Furniture*
Allotments behind The Green
Jenner's Piece, Wappenham Road
Pump Garden, Church Street
Notice board (under window) – Reading Room
Notice board – The Green
Notice board – The Square
Jubilee Wood Information Sign
Jubilee Wall, Station Road
Various*
Various*
?
?
?
30/01/2013
30/01/2013
30/01/2013
26/11/2013
22/01/2014
–
–
–
–
–
500316
500316
500316
500370
500381
–
–
–
–
–
Greenbarnes
Greenbarnes
Greenbarnes
P Ward
P Gartside
£15,465.00
£58,545.00
£10,000.00
£1.00
£1.00
£962.60
£1,123.04
£1,123.04
£65.00
£3,876.50
?
?
?
?
?
£1,029.98
£1,201.65
£1,201.65
£69.55
£4,147.86
?
?
?
?
?
£1,029.98
£1,201.65
£1,201.65
£69.55
£4,147.86
Charity asset held by council as custodian trustee
–
Clerk
Clerk
–
–
Charity asset held by council as custodian trustee
–
–
–
–
–
–
–
–
–
–
AD003 Laptop PC, Packard Bell, Serial No. 33902572166 22/01/2014 500377 E Hart £459.99 £492.19 £492.19 Clerk –
PE003
AD004
PE004
SF008
SF009
SF010
AD005
AD006
AD007
Play Area Slide steps
Scanner/Printer HP Envy 5646
Play Area Information Sign
3 x Flags
Flagpole
Notice board (by entrance) – Reading Room
Lenovo 110S 11.5" laptop
Samsung Galaxy Tab A 7"
Speed Indicator Device
20/11/2015
15/03/2017
24/03/2017
14/06/2017
14/06/2017
15/12/2017
29/01/2018
29/01/2018
29/01/2018
500396
–
–
–
–
–
–
–
–
LR Brown
H du Bois
H du Bois
H du Bois
Harrison EDS
Greenbarnes
Coeval
Coeval
Coeval
£5,494.80
£69.95
£22.00
£194.85
£710.40
£768.23
£0.00
£0.00
£0.00
£5,879.44
£74.85
£23.54
£208.49
£760.13
£822.01
£149.80
£107.00
£5,298.07
£5,879.44
£74.85
£23.54
£208.49
£760.13
£822.01
£149.80
£107.00
£5,298.07
–
Clerk
–
Flag Master
–
–
Chairman
Chairman
–
–
–
–
–
Total Asset Value £98,885.40
–
–
22/01/2014
01/09/2015
–
–
–
–
–
–
–
–
–
–
–
–
–
–

*See schedule for detailed description of individual items
Key
BL
AD
SF
PE
IN
LD
Buildings and monuments
Administration and business
Street Furniture
Park Equipment
Long term investments
Land holdings

Schedule of Playground Equipment
Ref No. Description/Location/Identification
Date acquired
Payment
Ref.
PE101
PE102
PE103
PE104
PE105
PE106
PE107
PE108
PE109
PE110
PE111
Slide
Toddler Swing
Children's Swing
Bench table
Seating Area
Chain bridge
Equipment Item 1
Equipment Item 2
Equipment Item 3
Bin by bench table
Bin by top playground
?
?
?
?
?
?
?
?
?
?
?
–
–
–
–
–
–
–
–
–
?
?
Supplier
–
–
–
–
–
–
–
–
?
?
Total Asset Value
Asset Value (based on original purchase cost where known)
?
?
?
?
?
?
?
?
?
?
?
£15,465
Insurance
Value
Market
Value
Title/Possesion
Date disposed
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–

Schedule of Street Furniture
Ref No. Description/Location/Identification
Date acquired
Payment
Ref.
Supplier
SF101
SF102
SF103
SF104
SF105
SF106
SF107
SF108
SF109
SF110
SF111
SF112
SF113
SF114
SF115
SF116
SF117
SF118
SF119
SF120
SF121
SF122
SF123
SF124
SF125
SF126
SF127
SF128
SF129
Streetlight No.1
Streetlight No.2
Streetlight No.3
Streetlight No.4
Streetlight No.5 & pole
Streetlight No.6
Streetlight No.7 & pole
Streetlight No.8
Streetlight No.9
Streetlight No.10
Streetlight No.11
Streetlight No.12
Streetlight No.13
Streetlight No.14
Streetlight No.15
Streetlight No.16
Streetlight No.17
Streetlight No.18
Streetlight No.19
Streetlight No.20
Streetlight No.21
Streetlight No.22
Bench on Jenner's Piece
Bench on Pump Garden
Bench on The Green
Bench on Station Road
Old notice board – Reading Room
Old notice board – The Green
Old notice board – The Square
Unknown
Unknown
Unknown
Unknown
30/09/2015
Unknown
30/09/2015
Unknown
Unknown
Unknown
Unknown
Unknown
Unknown
Unknown
Unknown
Unknown
Unknown
Unknown
Unknown
Unknown
Unknown
Unknown
Unknown
Unknown
Unknown
Unknown
Unknown
Unknown
Unknown
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
Asset Value (based on original purchase cost where known)
–
–
–
–
£10
–
£10
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
£150
£150
£150
Total Asset Value £58,545
Insurance
Value
Market
Value
Title/Possesion
Date disposed
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
–
–
–
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
31/01/2013
31/01/2013
31/01/2013

Helmdon Parish Council – Asset Register – Schedule of Disposals & Acquisitions
Year Ending 31 March 2013
Ref No. Description/Location/Identification
Opening Asset Value at 1/4/12
Asset Value
£84,994.00
Date acquired Date disposed
SF127 Old notice board – Reading Room £150.00 – 31/03/2013
SF128 Old notice board – The Green £150.00 – 31/03/2013
SF129 Old notice board – The Square £150.00 – 31/03/2013
SF005 Notice board – Reading Room £962.60 30/01/2013 –
SF006 Notice board – The Green £1,123.04 30/01/2013
SF007 Notice board – The Square £1,123.04 30/01/2013
–
–
Closing Asset Value at 31/3/13 £87,752.68
Year Ending 31 March 2014
Ref No. Description/Location/Identification
Opening Asset Value at 1/4/13
Asset Value
£87,752.68
Date acquired Date disposed
PE002 Jubilee Wood Information Sign £65.00 26/11/2013 –
BL004 Jubilee Wall, Station Road £3,876.50 22/01/2014 –
AD003 Laptop PC £459.99 22/01/2014 –
AD001 Laptop PC, Acer F456 £349.00 – 22/01/2014
Closing Asset Value at 31/3/14 £91,805.17
Asset Value
£91,805.17
£91,805.17
Date acquired Date disposed
Asset Value
£91,805.17
£200.00
£10.00
£10.00
£5,494.80
£97,119.97
Date acquired Date disposed
–
30/09/2015
30/09/2015
20/11/2015
01/09/2015
–
–
–
Asset Value
£97,119.97
£69.95
£22.00
£97,211.92
Date acquired Date disposed
15/03/2017
24/03/2017
–
Asset Value
£97,211.92
£710.40
£194.85
£768.53
£98,117.17
Date acquired Date disposed
14/06/2017
14/06/2017
17/12/2017
–
–
–
Year Ending 31 March 2015
Ref No. Description/Location/Identification
Opening Asset Value at 1/4/14
Closing Asset Value at 31/3/15
Year Ending 31 March 2016
Ref No.
AD002
SF105
SF017
PE003
Description/Location/Identification
Opening Asset Value at 1/4/15
Printer
Streetlight No 5 & Pole
Streetlight No 7 & Pole
Play Area Slide Steps
Closing Asset Value at 31/3/16
Year Ending 31 March 2017
Ref No.
AD004
PE004
Description/Location/Identification
Opening Asset Value at 1/4/16
Scanner/Printer HP Envy 5646
Play Area Information Sign
Closing Asset Value at 31/3/17
Year Ending 31 March 2018
Ref No.
SF127
SF008
SF009
Description/Location/Identification
Opening Asset Value at 1/4/17
Flag Pole
3 x Flags
Reading Room noticeboard
Closing Asset Value at 31/3/18

HELMDON PARISH COUNCIL
2017/18 ANNUAL RETURN
Helmdon Parish Council
Year Ending 31st March 2018
Bank Reconciliation
Unity Bank Tailored Account balance 31st March 2018 £17,669.37
Less Unpresented payments
Greatworth Parish Council £18.00
LGSS Law £558.14
H du Bois £878.61
H du Bois £30.97
E.On £37.97
Total £1,523.69
Add payments not yet credited
Total
£0.00
£16,145.68
Cash Book Balance at 31st March 2018 £16,145.68
Difference between bank account and cash book £0.00
Summary of Accounts and Holdings
Value at
31.03.17
Value at
31.03.18
£97,211.92
£14,609.87
£0.00
Asset Register £98,885.40
Unity Bank Tailored Account (less unpresented payments) £16,145.68
Unity Bank Deposit Account £0.00
£111,821.79
2017/18 Annual Audit: Bank Reconciliation
Total £115,031.08
Helen du Bois

HELMDON PARISH COUNCIL
2017/18 ANNUAL RETURN
2017/18 Annual Audit: Bank Reconciliation Helen du Bois

Local Councils, Internal Drainage Boards and other
Smaller Authorities in England
Annual Governance and Accountability Return 2017/18 Part 2
To be completed only by smaller authorities* where the higher of gross income or gross expenditure was £25,000 or less, that meet the qualifying criteria, and that wish to certify themselves as exempt from a limited assurance review
Guidance notes on completing Part 2 of the Annual Governance and
Accountability Return 2017/18
1. Every smaller authority in England where the higher of gross income or gross expenditure was £25,000
or less must following the end of each financial year, complete Part 2 of the Annual Governance and
Accountability Return in accordance with Proper Practices, unless the authority:
a) does not meet the qualifying criteria; b) does not wish to certify itself as exempt
2. Smaller authorities where the higher of gross annual income or gross annual expenditure does not exceed £25,000 and meet the qualifying criteria as set out in the Certificate of Exemption are exempt from sending the completed Annual Governance and Accountability Return to the external auditor for a limited assurance review provided the authority completes both the a) Certificate of Exemption, page 3 and returns it to the external auditor b) Annual Governance and Accountability Return (Part 2) which is made up of:
• Annual Internal Audit Report (page 4) to be completed by the authority’s internal auditor.
• Section 1 – Annual Governance Statement (page 5) to be completed by the authority.
• Section 2 – Accounting Statements (page 6) to be completed by the authority.
3. The authority must approve Section 1 Annual Governance Statement before approving Section 2
Accounting Statements and both must be approved before 2 July 2018.
Publication Requirements
Smaller authorities must publish various documents on a public website as required by the Accounts and
Audit Regulations 2015, the Local Audit (Smaller Authorities) Regulations 2015 and the Transparency Code for Smaller Authorities. These include:
•
•
•
•
•
•
•
Certificate of Exemption, page 3
Annual Internal Audit Report 2017/18, page 4
Section 1 – Annual Governance Statement 2017/18, page 5
Section 2 – Accounting Statements 2017/18, page 6
Analysis of variances
Bank reconciliation
Notice of the period for the exercise of public rights and other information required by Regulation 15 (2),
Accounts and Audit Regulations 2015.
Limited Assurance Review
Providing the authority certifies itself as exempt, and completes and publishes the Annual Governance and Accountability Return, there is no requirement for the authority to have a limited assurance review.
Any smaller authority may, however, request a limited assurance review. In these circumstances the authority should not certify itself as exempt, ie not complete Certificate of Exemption, but complete Part 3 of the
Annual Governance and Accountability Return 2017/18 and return it to the external auditor for review.
The cost to the smaller authority for the review will be £200 +VAT.
The Annual Governance and Accountability Return constitutes the annual return referred to in the Accounts and Audit Regulations 2015.
Throughout, the words ‘external auditor’ have the same meaning as the words ‘local auditor’ in the Accounts and Audit Regulations 2015.
*for a complete list of bodies that may be smaller authorities refer to schedule 2 to Local Audit and Accountability Act 2014.
Annual Governance and Accountability Return 2017/18 Part 2 Page 1 of 6

Guidance notes on completing Part 2 of the Annual Governance and
Accountability Return 2017/18, Sections 1 and 2
• Where an authority is exempt from the requirement for a limited assurance review, it need not submit its Annual Governance and Accountability Return to the external auditor. However, as part of a more proportionate regime, the authority must comply with the requirements of the Transparency Code for Smaller Authorities.
• The authority must comply with Proper Practices in completing this Annual Governance and
Accountability Return and the Certificate of Exemption. Proper Practices are found in the Practitioners’
Guide* which is updated from time to time and contains everything needed to prepare successfully for the financial year-end.
• The authority should receive and note the annual internal audit report prior to approving the annual governance statement and before approving the accounts.
• Make sure that the Annual Governance and Accountability Return is complete (i.e. no empty highlighted boxes), and is properly signed and dated. Avoid making amendments to the completed annual return.
Any amendments must be approved by the authority and properly initialled.
• Use the checklist provided below to review the Annual Governance and Accountability Return for completeness at the meeting at which it is signed off.
• You should inform your external auditor about any change of Clerk, Responsible Financial Officer or
Chairman, and provide relevant email addresses and telephone numbers.
• It is recommended that the authority has numerical and narrative explanations for significant variances in the accounting statements on page 4, should a question be raised by a local elector.
There is guidance provided in the Practitioners’ Guide* that may assist.
• Make sure that the accounting statements add up and the balance carried forward from the previous year (Box 7 of 2017) equals the balance brought forward in the current year (Box 1 of 2018).
• The Responsible Financial Officer (RFO), on behalf of the authority, must set the commencement date for the exercise of public rights. From the commencement date for a single period of 30 consecutive working days, the accounts and accounting records can be inspected. Whatever period the RFO sets must include a common inspection period – during which the accounts and accounting records of all smaller authorities must be available for public inspection – of the first ten working days of July.
• The authority must publish the information required by Regulation 15 (2), Accounts and Audit
Regulations 2015, including the period for the exercise of public rights and the name and address of the external auditor.
Completion checklist – ‘No’ answers mean you may not have met requirements
All sections
Yes No
Have all highlighted boxes have been completed?
Have the dates set for the period for the exercise of public rights been published?
Internal Audit Report Have all highlighted boxes have been completed by the internal auditor and explanations provided?
Section 1 For any statement to which the response is ‘no’, is an explanation available should a question be raised by a local elector and/or an interested party?
Section 2 Has the authority’s approval of the accounting statements been confirmed by the signature of the Chairman of the approval meeting?
Is an explanation of significant variations from last year to this year available, should a question be raised by a local elector and/or an interested party?
Is an explanation of any difference between Box 7 and Box 8 available, should a question be raised by a local elector and/or an interested party?
Sections 1 and 2 Trust funds – have all disclosures been made if the authority is a sole managing trustee?
*More guidance on completing this annual return is available in Governance and Accountability for Smaller Authorities in England – a Practitioners’ Guide to Proper Practices, which can be downloaded from www.nalc.gov.uk or from www.slcc.co.uk or from www.ada.org.uk
Annual Governance and Accountability Return 2017/18 Part 2 Page 2 of 6

Certificate of Exemption
To be completed only by smaller authorities where the higher of gross income or gross expenditure did not exceed £25,000 in the year of account ended 31 March
2018, and that wish to certify themselves as exempt from a limited assurance review under Section 9 of the Local Audit (Smaller Authorities) Regulations 2015
There is no requirement to have a limited assurance review or to submit an Annual Governance and Accountability
Return to the external auditor, provided that the authority has certified itself as exempt at a meeting of the authority after 31 March 2018 and a completed Certificate of Exemption is submitted notifying the external auditor.
ENTER NAME OF AUTHORITY
certifies that during the financial year 2017/18, the higher of the authority’s gross income for the year or gross annual expenditure, for the year did not exceed £25,000
Annual gross income for the authority 2017/18: ENTER AMOUNT £00,000
Annual gross expenditure for the authority 2017/18: ENTER AMOUNT £00,000
There are certain circumstances in which an authority will be unable to certify itself as exempt, so that a limited assurance review will still be required. If an authority is unable to confirm the statements below then it cannot certify itself as exempt and it must submit the completed Annual Governance and Accountability Return
Part 3 to the external auditor to undertake a limited assurance review for which a fee of £200 +VAT will be payable.
By signing this Certificate of Exemption you are confirming that:
• The authority has been in existence since before 1st April 2014
• In relation to the preceding financial year (2016/17), the external auditor has not:
• issued a public interest report in respect of the authority or any entity connected with it
• made a statutory recommendation to the authority, relating to the authority or any entity connected with it
• issued an advisory notice under paragraph 1(1) of Schedule 8 to the Audit and Accountability Act 2014
(“the Act”), and has not withdrawn the notice
• commenced judicial review proceedings under section 31(1) of the Act
• made an application under section 28(1) of the Act for a declaration that an item of account is unlawful, and the application has not been withdrawn nor has the court refused to make the declaration
• The court has not declared an item of account unlawful after a person made an appeal under section 28(3) of the Act.
If you are able to confirm that the above statements apply and that the authority neither received gross income, nor incurred gross expenditure, exceeding £25,000, then the Certificate of Exemption can be signed and submitted to the external auditor.
The Annual Internal Audit Report, Annual Governance Statement, Annual Accounting Statements, an analysis of variances and the bank reconciliation plus the information required by Regulation 15 (2), Accounts and Audit
Regulations 2015 including the period for the exercise of public rights still need to be fully completed and, along with a copy of this certificate, published on a public website* before 2 July 2018. By signing this certificate you are also confirming that this will be done.
Signed by the Responsible Financial Officer Date
DD/MM/YY SIGNATURE REQUIRED
Signed by Chairman Date
SIGNATURE REQUIRED
Email
DD/MM/YY
Telephone number
EMAIL ADDRESS REQUIRED TELEPHONE NUMBER
*Published web address (not applicable to Parish Meetings)
PUBLISHED WEBSITE ADDRESS
This Certificate of Exemption should be returned as soon as possible after certification to your external auditor.
Annual Governance and Accountability Return 2017/18 Part 2 Page 3 of 6

Annual Internal Audit Report 2017/18
ENTER NAME OF AUTHORITY
This authority’s internal auditor, acting independently and on the basis of an assessment of risk, carried out a selective assessment of compliance with relevant procedures and controls to be in operation during the financial year ended 31 March 2018.
The internal audit for 2017/18 has been carried out in accordance with this authority’s needs and planned coverage. On the basis of the findings in the areas examined, the internal audit conclusions are summarised in this table. Set out below are the objectives of internal control and alongside are the internal audit conclusions on whether, in all significant respects, the control objectives were being achieved throughout the financial year to a standard adequate to meet the needs of this authority.
Agreed? Please choose one of the following
Internal control objective
Yes No*
Not covered**
Yes No
Not applicable
A. Appropriate accounting records have been properly kept throughout the financial year.
B. This authority complied with its financial regulations, payments were supported by invoices, all expenditure was approved and VAT was appropriately accounted for.
C. This authority assessed the significant risks to achieving its objectives and reviewed the adequacy of arrangements to manage these.
D. The precept or rates requirement resulted from an adequate budgetary process; progress against the budget was regularly monitored; and reserves were appropriate.
E. Expected income was fully received, based on correct prices, properly recorded and promptly banked; and VAT was appropriately accounted for.
F. Petty cash payments were properly supported by receipts, all petty cash expenditure was approved and VAT appropriately accounted for.
G. Salaries to employees and allowances to members were paid in accordance with this authority’s approvals, and PAYE and NI requirements were properly applied.
H. Asset and investments registers were complete and accurate and properly maintained.
I. Periodic and year-end bank account reconciliations were properly carried out.
J. Accounting statements prepared during the year were prepared on the correct accounting basis
(receipts and payments or income and expenditure), agreed to the cash book, supported by an adequate audit trail from underlying records and where appropriate debtors and creditors were properly recorded.
K. (For local councils only)
Trust funds (including charitable) – The council met its responsibilities as a trustee.
For any other risk areas identified by this authority adequate controls existed (list any other risk areas on separate sheets if needed).
Date(s) internal audit undertaken
DD/MM/YY
Signature of person who carried out the internal audit
Name of person who carried out the internal audit
ENTER NAME OF INTERNAL AUDITOR
SIGNATURE REQUIRED
Date
DD/MM/YY
*If the response is ‘no’ please state the implications and action being taken to address any weakness in control identified
(add separate sheets if needed).
**Note: If the response is ‘not covered’ please state when the most recent internal audit work was done in this area and when it is next planned, or, if coverage is not required, the annual internal audit report must explain why not (add separate sheets if needed).
Annual Governance and Accountability Return 2017/18 Part 2 Page 4 of 6

Section 1 – Annual Governance Statement 2017/18
We acknowledge as the members of:
ENTER NAME OF AUTHORITY
our responsibility for ensuring that there is a sound system of internal control, including arrangements for the preparation of the Accounting Statements. We confirm, to the best of our knowledge and belief, with respect to the Accounting Statements for the year ended 31 March 2018, that:
Agreed
Yes No ‘Yes’ means that this authority:
1. We have put in place arrangements for effective financial management during the year, and for the preparation of the accounting statements.
prepared its accounting statements in accordance with the Accounts and Audit Regulations.
2. We maintained an adequate system of internal control including measures designed to prevent and detect fraud and corruption and reviewed its effectiveness.
made proper arrangements and accepted responsibility for safeguarding the public money and resources in its charge.
3. We took all reasonable steps to assure ourselves that there are no matters of actual or potential non-compliance with laws, regulations and Proper
Practices that could have a significant financial effect on the ability of this authority to conduct its business or manage its finances.
has only done what it has the legal power to do and has complied with Proper Practices in doing so.
4. We provided proper opportunity during the year for the exercise of electors’ rights in accordance with the requirements of the Accounts and Audit Regulations.
during the year gave all persons interested the opportunity to inspect and ask questions about this authority’s accounts.
5. We carried out an assessment of the risks facing this authority and took appropriate steps to manage those risks, including the introduction of internal controls and/or external insurance cover where required.
considered and documented the financial and other risks it faces and dealt with them properly.
6. We maintained throughout the year an adequate and effective system of internal audit of the accounting records and control systems.
arranged for a competent person, independent of the financial controls and procedures, to give an objective view on whether internal controls meet the needs of this smaller authority.
7. We took appropriate action on all matters raised in reports from internal and external audit.
responded to matters brought to its attention by internal and external audit.
8. We considered whether any litigation, liabilities or commitments, events or transactions, occurring either during or after the year-end, have a financial impact on this authority and, where appropriate, have included them in the accounting statements.
disclosed everything it should have about its business activity during the year including events taking place after the year end if relevant.
9. (For local councils only) Trust funds including charitable. In our capacity as the sole managing trustee we discharged our accountability responsibilities for the fund(s)/assets, including financial reporting and, if required, independent examination or audit.
Yes
This Annual Governance Statement is approved by this authority and recorded as minute reference:
MINUTE REFERENCE
dated
DD/MM/YY
No N/A has met all of its responsibilities where it is a sole managing trustee of a local trust or trusts.
Signed by the Chairman and Clerk of the meeting where approval is given:
Chairman
Clerk
Annual Governance and Accountability Return 2017/18 Part 2
SIGNATURE REQUIRED
SIGNATURE REQUIRED
Page 5 of 6

Section 2 – Accounting Statements 2017/18 for
ENTER NAME OF AUTHORITY
Year ending
31 March
2017
£
Notes and guidance
31 March
2018
£
Please round all figures to nearest £1. Do not leave any boxes blank and report £0 or Nil balances. All figures must agree to underlying financial records.
1. Balances brought forward
Total balances and reserves at the beginning of the year as recorded in the financial records. Value must agree to
Box 7 of previous year.
2. (+) Precept or Rates and
Levies
Total amount of precept (or for IDBs rates and levies)
received or receivable in the year. Exclude any grants received.
3. (+) Total other receipts Total income or receipts as recorded in the cashbook less the precept or rates/levies received (line 2). Include any grants received.
4. (-) Staff costs Total expenditure or payments made to and on behalf of all employees. Include salaries and wages, PAYE and NI
(employees and employers), pension contributions and employment expenses.
5. (-) Loan interest/capital repayments
Total expenditure or payments of capital and interest made during the year on the authority’s borrowings (if any).
6. (-) All other payments Total expenditure or payments as recorded in the cash-
book less staff costs (line 4) and loan interest/capital repayments (line 5).
7. (=) Balances carried forward
Total balances and reserves at the end of the year. Must equal (1+2+3) – (4+5+6).
8. Total value of cash and short term investments
The sum of all current and deposit bank accounts, cash holdings and short term investments held as at 31 March –
To agree with bank reconciliation.
9. Total fixed assets plus long term investments and assets
The value of all the property the authority owns – it is made up of all its fixed assets and long term investments as at
31 March.
10. Total borrowings The outstanding capital balance as at 31 March of all loans from third parties (including PWLB).
11. (For Local Councils Only) Disclosure note re Trust funds (including charitable)
Yes No The Council acts as sole trustee for and is responsible for managing Trust funds or assets.
N.B. The figures in the accounting statements above do not include any Trust transactions.
I certify that for the year ended 31 March 2018 the
Accounting Statements in this Annual Governance and
Accountability Return present fairly the financial position of this authority and its income and expenditure, or properly present receipts and payments, as the case may be.
I confirm that these Accounting Statements were approved by this authority on this date:
DD/MM/YY
and recorded as minute reference:
MINUTE REFERENCE
Signed by Responsible Financial Officer
SIGNATURE REQUIRED
Date
Signed by Chairman of the meeting where approval of the
Accounting Statements is given
DD/MM/YY
Annual Governance and Accountability Return 2017/18 Part 2
SIGNATURE REQUIRED
Page 6 of 6

Explanation of variances – pro forma
Name of smaller authority: ____________Helmdon Parish Council_____________________________
County area (local councils and parish meetings only: _______________________________________________
Please provide full explanations, including numerical values, for the following:
• variances of more than 15% between totals for individual boxes (except variances of less than
£200);
• a breakdown of approved reserves if the total reserves (Box 7) figure is more than twice the annual precept/rates & levies value (Box 2).
Section 2
Box 2
Precept or
Rates and
Levies
Box 3
Total other receipts
2016/17
£
2017/18
£
Variance
£
Variance
%
16142 17074 932 6%
2666 4621 1955 73%
Detailed explanation of variance
(with amounts £)
The Council received £2786 in grant funding this year compared to £1150
received in 2016/17.
The Council received an income from the allotments of £240 this year compared to £110 in 2016/17 due to an increase in rent and full occupancy.
The Council received a £1533.99
VAT reclaim, which was for both
2016/17 and 2017/18 financial years.
Box 5
Loan interest/
capital repayments
Box 9
Total fixed assets & long term investments
& assets
Box 10
Total borrowings
Explanation for ‘high’
reserves
NIL NIL NIL NIL
97212 98885 1673 2%
NIL NIL NIL NIL
N/A

THE NATIONAL ASSOCIATION OF LOCAL COUNCILS
109 GREAT RUSSELL STREET LONDON WC1B 3LD
HELMDON PARISH COUNCIL
FINANCIAL REGULATIONS
Tel: [phone number removed]  Fax: [phone number removed]  e-mail: nalc@nalc.gov.uk  website: www.nalc.gov.uk

Adopted on _______________________ (date)
Signed ___________________________ (Chairman)
Date Details of any revision
25th May,2016 Amended to align with new model Financial Regulations
26th July 2017 Signed without amendment
23rd May 2018
INDEX
1. GENERAL …………………………………………………………………………………………………………………………………………. 3
2. ACCOUNTING AND AUDIT (INTERNAL AND EXTERNAL) …………………………………………………………………………. 6
3. ANNUAL ESTIMATES (BUDGET) AND FORWARD PLANNING …………………………………………………………………… 7
4. BUDGETARY CONTROL AND AUTHORITY TO SPEND ……………………………………………………………………………… 8
5. BANKING ARRANGEMENTS AND AUTHORISATION OF PAYMENTS ………………………………………………………….. 9
6. INSTRUCTIONS FOR THE MAKING OF PAYMENTS ……………………………………………………………………………….. 10
7. PAYMENT OF SALARIES …………………………………………………………………………………………………………………… 12
8. LOANS AND INVESTMENTS ………………………………………………………………………………………………………………. 13
9. INCOME ………………………………………………………………………………………………………………………………………… 14
10. ORDERS FOR WORK, GOODS AND SERVICES ………………………………………………………………………………………. 15
11. CONTRACTS …………………………………………………………………………………………………………………………………… 15
12. PAYMENTS UNDER CONTRACTS FOR BUILDING OR OTHER CONSTRUCTION WORK ………………………………… 17
13. STORES AND EQUIPMENT ……………………………………………………………………………………………………………….. 17
14. ASSETS, PROPERTIES AND ESTATES …………………………………………………………………………………………………… 17
15. INSURANCE ……………………………………………………………………………………………………………………………………. 18
16. CHARITIES ……………………………………………………………………………………………………………………………………… 18
17. RISK MANAGEMENT ……………………………………………………………………………………………………………………….. 19
18. SUSPENSION AND REVISION OF FINANCIAL REGULATIONS ………………………………………………………………….. 19
MODEL FINANCIAL REGULATIONS
Updated January 2016
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© NALC 2016

These Financial Regulations were adopted by the Council at its Meeting held on 25th May, 2016.
1. GENERAL
1.1. These financial regulations govern the conduct of financial management by the council and may only be amended or varied by resolution of the council. Financial regulations are one of the council’s three governing policy documents providing procedural guidance for members and officers. Financial regulations must be observed in conjunction with the council’s standing orders 1 and any individual financial regulations relating to contracts.
1.2. The council is responsible in law for ensuring that its financial management is adequate and effective and that the council has a sound system of internal control which facilitates the effective exercise of the council’s functions, including arrangements for the management of risk.
1.3. The council’s accounting control systems must include measures:
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for the timely production of accounts; that provide for the safe and efficient safeguarding of public money; to prevent and detect inaccuracy and fraud; and identifying the duties of officers.
1.4. These financial regulations demonstrate how the council meets these responsibilities and requirements.
1.5. At least once a year, prior to approving the Annual Governance Statement, the council must review the effectiveness of its system of internal control which shall be in accordance with proper practices.
1.6. Deliberate or wilful breach of these Regulations by an employee may give rise to disciplinary proceedings.
1.7. Members of Council are expected to follow the instructions within these Regulations and not to entice employees to breach them. Failure to follow instructions within these
Regulations brings the office of councillor into disrepute.
1.8. The Responsible Financial Officer (RFO) holds a statutory office to be appointed by the council. The Clerk has been appointed as RFO for this council and these regulations will apply accordingly.
1.9. The RFO;


acts under the policy direction of the council; administers the council's financial affairs in accordance with all Acts, Regulations and proper practices;
1 Model standing orders for councils are available in Local Councils Explained © 2013 National Association of Local Councils
MODEL FINANCIAL REGULATIONS
Updated January 2016
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
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determines on behalf of the council its accounting records and accounting control systems; ensures the accounting control systems are observed; maintains the accounting records of the council up to date in accordance with proper practices; assists the council to secure economy, efficiency and effectiveness in the use of its resources; and produces financial management information as required by the council.
1.10. The accounting records determined by the RFO shall be sufficient to show and explain the council’s transactions and to enable the RFO to ensure that any income and expenditure account and statement of balances, or record of receipts and payments and additional information, as the case may be, or management information prepared for the council from time to time comply with the Accounts and Audit Regulations.
1.11. The accounting records determined by the RFO shall in particular contain:

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
1.12. The accounting control systems determined by the RFO shall include:

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


1.13.
entries from day to day of all sums of money received and expended by the council and the matters to which the income and expenditure or receipts and payments account relate; a record of the assets and liabilities of the council; and wherever relevant, a record of the council’s income and expenditure in relation to claims made, or to be made, for any contribution, grant or subsidy.
procedures to ensure that the financial transactions of the council are recorded as soon as reasonably practicable and as accurately and reasonably as possible; procedures to enable the prevention and detection of inaccuracies and fraud and the ability to reconstruct any lost records; identification of the duties of officers dealing with financial transactions and division of responsibilities of those officers in relation to significant transactions; procedures to ensure that uncollectable amounts, including any bad debts are not submitted to the council for approval to be written off except with the approval of the RFO and that the approvals are shown in the accounting records; and measures to ensure that risk is properly managed.
The council is not empowered by these Regulations or otherwise to delegate certain specified decisions. In particular any decision regarding:





setting the final budget or the precept (council tax requirement); approving accounting statements; approving an annual governance statement; borrowing; writing off bad debts;
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

declaring eligibility for the General Power of Competence; and addressing recommendations in any report from the internal or external auditors, shall be a matter for the full council only.
1.14. In addition the council must:



1.15.
determine and keep under regular review the bank mandate for all council bank accounts; approve any grant or a single commitment in excess of £5,000; and in respect of the annual salary for any employee have regard to recommendations about annual salaries of employees made by the relevant committee in accordance with its terms of reference.
In these financial regulations, references to the Accounts and Audit Regulations or ‘the regulations’ shall mean the regulations issued under the provisions of section 27 of the
Audit Commission Act 1998, or any superseding legislation, and then in force unless otherwise specified.
In these financial regulations the term ‘proper practice’ or ‘proper practices’ shall refer to guidance issued in Governance and Accountability for Local Councils – a Practitioners’
Guide (England) issued by the Joint Practitioners Advisory Group (JPAG), available from the websites of NALC and the Society for Local Council Clerks (SLCC).
MODEL FINANCIAL REGULATIONS
Updated January 2016
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2. ACCOUNTING AND AUDIT (INTERNAL AND EXTERNAL)
2.1. All accounting procedures and financial records of the council shall be determined by the
RFO in accordance with the Accounts and Audit Regulations, appropriate guidance and proper practices.
2.2. On a regular basis, at least once in each quarter, and at each financial year end, a member other than the Chairman shall be appointed to verify bank reconciliations (for all accounts)
produced by the RFO. The member shall sign the reconciliations and the original bank statements (or similar document) as evidence of verification. This activity shall on conclusion be reported, including any exceptions, to and noted by the Finance Committee.
2.3. The RFO shall complete the annual statement of accounts, annual report, and any related documents of the council contained in the Annual Return (as specified in proper practices) as soon as practicable after the end of the financial year and having certified the accounts shall submit them and report thereon to the council within the timescales set by the Accounts and Audit Regulations.
2.4. The council shall ensure that there is an adequate and effective system of internal audit of its accounting records, and of its system of internal control in accordance with proper practices. Any officer or member of the council shall make available such documents and records as appear to the council to be necessary for the purpose of the audit and shall, as directed by the council, supply the RFO, internal auditor, or external auditor with such information and explanation as the council considers necessary for that purpose.
2.5. The internal auditor shall be appointed by and shall carry out the work in relation to internal controls required by the council in accordance with proper practices.
2.6. The internal auditor shall:




2.7. Internal or external auditors may not under any circumstances:



2.8.
be competent and independent of the financial operations of the council; report to council in writing, or in person, on a regular basis with a minimum of one annual written report during each financial year; to demonstrate competence, objectivity and independence, be free from any actual or perceived conflicts of interest, including those arising from family relationships; and have no involvement in the financial decision making, management or control of the council.
perform any operational duties for the council; initiate or approve accounting transactions; or direct the activities of any council employee, except to the extent that such employees have been appropriately assigned to assist the internal auditor.
For the avoidance of doubt, in relation to internal audit the terms ‘independent’ and
‘independence’ shall have the same meaning as is described in proper practices.
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Updated January 2016
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© NALC 2016

2.9. The RFO shall make arrangements for the exercise of electors’ rights in relation to the accounts including the opportunity to inspect the accounts, books, and vouchers and display or publish any notices and statements of account required by Audit Commission Act 1998, or any superseding legislation, and the Accounts and Audit Regulations.
2.10. The RFO shall, without undue delay, bring to the attention of all councillors any correspondence or report from internal or external auditors.
3. ANNUAL ESTIMATES (BUDGET) AND FORWARD PLANNING
3.1. Each committee (if any) shall review its one year forecast of revenue and capital receipts and payments. Having regard to the forecast, it shall thereafter formulate and submit proposals for the following financial year to the council not later than the end of November each year including any proposals for revising the forecast.
3.2. The RFO must each year, by no later than the 1st week of January, prepare detailed estimates of all receipts and payments including the use of reserves and all sources of funding for the following financial year in the form of a budget to be considered by the
Finance committee and the council.
3.3. The council shall consider annual budget proposals in relation to the council’s three year forecast of revenue and capital receipts and payments including recommendations for the use of reserves and sources of funding and update the forecast accordingly.
3.4. The council shall fix the precept (council tax requirement), and relevant basic amount of council tax to be levied for the ensuing financial year not later than by the end of January each year. The RFO shall issue the precept to the billing authority and shall supply each member with a copy of the approved annual budget.
3.5. The approved annual budget shall form the basis of financial control for the ensuing year.
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Updated January 2016
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4. BUDGETARY CONTROL AND AUTHORITY TO SPEND
4.1. Expenditure on revenue items may be authorised up to the amounts included for that class of expenditure in the approved budget. This authority is to be determined by:
•
•
•
the council for all items over £5,000; a duly delegated committee of the council for items over £500; or the Clerk, in conjunction with Chairman of Council or Chairman of the appropriate committee, for any items below £500.
Such authority is to be evidenced by a minute or by an authorisation slip duly signed by the
Clerk, and where necessary also by the appropriate Chairman.
Contracts may not be disaggregated to avoid controls imposed by these regulations.
4.2. No expenditure may be authorised that will exceed the amount provided in the revenue budget for that class of expenditure other than by resolution of the council, or duly delegated committee. During the budget year and with the approval of council having considered fully the implications for public services, unspent and available amounts may be moved to other budget headings or to an earmarked reserve as appropriate (‘virement’).
4.3. Unspent provisions in the revenue or capital budgets for completed projects shall not be carried forward to a subsequent year.
4.4. The salary budgets are to be reviewed at least annually in January for the following financial year and such review shall be evidenced by a hard copy schedule signed by the Clerk and the
Chairman of Council or relevant committee. The RFO will inform committees of any changes impacting on their budget requirement for the coming year in good time.
4.5. In cases of extreme risk to the delivery of council services, the clerk may authorise revenue expenditure on behalf of the council which in the clerk’s judgement it is necessary to carry out. Such expenditure includes repair, replacement or other work, whether or not there is any budgetary provision for the expenditure, subject to a limit of £500. The Clerk shall report such action to the chairman as soon as possible and to the council as soon as practicable thereafter.
4.6. No expenditure shall be authorised in relation to any capital project and no contract entered into or tender accepted involving capital expenditure unless the council is satisfied that the necessary funds are available and the requisite borrowing approval has been obtained.
4.7. All capital works shall be administered in accordance with the council's standing orders and financial regulations relating to contracts.
4.8. The RFO shall regularly provide the council with a statement of receipts and payments to date under each head of the budgets, comparing actual expenditure to the appropriate date against that planned as shown in the budget. These statements are to be prepared at least at the end of each financial quarter and shall show explanations of material variances. For this purpose “material” shall be in excess of £100 or 15% of the budget.
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4.9. Changes in earmarked reserves shall be approved by council as part of the budgetary control process.
5. BANKING ARRANGEMENTS AND AUTHORISATION OF PAYMENTS
5.1. The council's banking arrangements, including the bank mandate, shall be made by the RFO
and approved by the council; banking arrangements may not be delegated to a committee.
They shall be regularly reviewed for safety and efficiency.
5.2. The RFO shall prepare a schedule of payments requiring authorisation, forming part of the
Agenda for the Meeting and, together with the relevant invoices, present the schedule to council. The council shall review the schedule for compliance and, having satisfied itself shall authorise payment by a resolution of the council. The approved schedule shall be ruled off and initialled by the Chairman of the Meeting. A detailed list of all payments shall be disclosed within or as an attachment to the minutes of the meeting at which payment was authorised. Personal payments (including salaries, wages, expenses and any payment made in relation to the termination of a contract of employment) may be summarised to remove public access to any personal information.
5.3. All invoices for payment shall be examined, verified and certified by the RFO to confirm that the work, goods or services to which each invoice relates has been received, carried out, examined and represents expenditure previously approved by the council.
5.4. The RFO shall examine invoices for arithmetical accuracy and analyse them to the appropriate expenditure heading. The RFO shall take all steps to pay all invoices submitted, and which are in order, at the next available council meeting.
5.5. The Clerk and RFO shall have delegated authority to authorise the payment of items only in the following circumstances:
5.6.
a) If a payment is necessary to avoid a charge to interest under the Late Payment of
Commercial Debts (Interest) Act 1998, and the due date for payment is before the next scheduled Meeting of council, where the Clerk and RFO certify that there is no dispute or other reason to delay payment, provided that a list of such payments shall be submitted to the next appropriate meeting of council; b) An expenditure item authorised under 5.6 below (continuing contracts and obligations) provided that a list of such payments shall be submitted to the next appropriate meeting of council; or c) fund transfers within the councils banking arrangements up to the sum of £10,000, provided that a list of such payments shall be submitted to the next appropriate meeting of council.
For each financial year the Clerk and RFO shall draw up a list of due payments which arise on a regular basis as the result of a continuing contract, statutory duty, or obligation (such as
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but not exclusively) Salaries, PAYE and NI, Superannuation Fund and regular maintenance contracts and the like for which council may authorise payment for the year provided that the requirements of regulation 4.1 (Budgetary Controls) are adhered to, provided also that a list of such payments shall be submitted to the next appropriate meeting of council.
5.7. A record of regular payments made under 5.6 above shall be drawn up and be signed by two members on each and every occasion when payment is authorised – thus controlling the risk of duplicated payments being authorised and / or made.
5.8. In respect of grants a duly authorised committee shall approve expenditure within any limits set by council and in accordance with any policy statement approved by council. Any
Revenue or Capital Grant in excess of £5,000 shall before payment, be subject to ratification by resolution of the council.
5.9. Members are subject to the Code of Conduct that has been adopted by the council and shall comply with the Code and Standing Orders when a decision to authorise or instruct payment is made in respect of a matter in which they have a disclosable pecuniary or other interest, unless a dispensation has been granted.
5.10. The council will aim to rotate the duties of members in these Regulations so that onerous duties are shared out as evenly as possible over time.
5.11. Any changes in the recorded details of suppliers, such as bank account records, shall be approved in writing by a Member.
6. INSTRUCTIONS FOR THE MAKING OF PAYMENTS
6.1. The council will make safe and efficient arrangements for the making of its payments.
6.2. Following authorisation under Financial Regulation 5 above, the council, a duly delegated committee or, if so delegated, the Clerk or RFO shall give instruction that a payment shall be made.
6.3. All payments shall be effected by cheque or other instructions to the council's bankers, or otherwise, in accordance with a resolution of council.
6.4. Cheques or orders for payment drawn on the bank account in accordance with the schedule as presented to council or committee shall be signed by two members of council, in accordance with a resolution instructing that payment. A member who is a bank signatory, having a connection by virtue of family or business relationships with the beneficiary of a payment, should not, under normal circumstances, be a signatory to the payment in question.
6.5. To indicate agreement of the details shown on the cheque or order for payment with the counterfoil and the invoice or similar documentation, the signatories shall each also initial the cheque counterfoil.
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6.6. Cheques or orders for payment shall not normally be presented for signature other than at a council or committee meeting (including immediately before or after such a meeting). Any signatures obtained away from such meetings shall be reported to the council at the next convenient meeting.
6.7. If thought appropriate by the council, payment for utility supplies (energy, telephone and water) and any National Non-Domestic Rates may be made by variable direct debit provided that the instructions are signed by two members and any payments are reported to council as made. The approval of the use of a variable direct debit shall be renewed by resolution of the council at least every two years.
6.8. If thought appropriate by the council, payment for certain items (principally salaries) may be made by banker’s standing order provided that the instructions are signed, or otherwise evidenced by two members are retained and any payments are reported to council as made.
The approval of the use of a banker’s standing order shall be renewed by resolution of the council at least every two years.
6.9. If thought appropriate by the council, payment for certain items may be made by BACS or
CHAPS methods provided that the instructions for each payment are signed, or otherwise evidenced, by two authorised bank signatories, are retained and any payments are reported to council as made. The approval of the use of BACS or CHAPS shall be renewed by resolution of the council at least every two years.
6.10. If thought appropriate by the council payment for certain items may be made by internet banking transfer provided evidence is retained showing which members approved the payment.
6.11. Where a computer requires use of a personal identification number (PIN) or other password(s), for access to the council’s records on that computer, a note shall be made of the PIN and Passwords and shall be handed to and retained by the Chairman of Council in a sealed dated envelope. This envelope may not be opened other than in the presence of two other councillors. After the envelope has been opened, in any circumstances, the PIN and /
or passwords shall be changed as soon as practicable. The fact that the sealed envelope has been opened, in whatever circumstances, shall be reported to all members immediately and formally to the next available meeting of the council. This will not be required for a member’s personal computer used only for remote authorisation of bank payments.
6.12. No employee or councillor shall disclose any PIN or password, relevant to the working of the council or its bank accounts, to any person not authorised in writing by the council or a duly delegated committee.
6.13. Regular back-up copies of the records on any computer shall be made and shall be stored securely away from the computer in question, and preferably off site.
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6.14. The council, and any members using computers for the council’s financial business, shall ensure that anti-virus, anti-spyware and firewall software with automatic updates, together with a high level of security, is used.
6.15. Where internet banking arrangements are made with any bank, the Clerk shall be appointed as the Service Administrator. The bank mandate approved by the council shall identify a number of councillors who will be authorised to approve transactions on those accounts.
The bank mandate will state clearly the amounts of payments that can be instructed by the use of the Service Administrator alone, or by the Service Administrator with a stated number of approvals.
6.16. Access to any internet banking accounts will be directly to the access page (which may be saved under “favourites”), and not through a search engine or e-mail link. Remembered or saved passwords facilities must not be used on any computer used for council banking work.
Breach of this Regulation will be treated as a very serious matter under these regulations.
6.17. Changes to account details for suppliers, which are used for internet banking may only be changed on written hard copy notification by the supplier and supported by hard copy authority for change signed by the Clerk and the Internal Controls Councillor. A programme of regular checks of standing data with suppliers will be followed.
6.18. Any Debit Card issued for use will be specifically restricted to the Clerk and will also be restricted to a single transaction maximum value of £500 unless authorised by council or finance committee in writing before any order is placed.
6.19. A pre-paid debit card may be issued to employees with varying limits. These limits will be set by the council. Transactions and purchases made will be reported to the council and authority for topping-up shall be at the discretion of the council.
6.20. Any corporate credit card or trade card account opened by the council will be specifically restricted to use by the Clerk and shall be subject to automatic payment in full at each month-end. Personal credit or debit cards of members or staff shall not be used under any circumstances.
6.21. The council will not maintain any form of cash float. All cash received must be banked intact.
Any payments made in cash by the Clerk (for example for postage or minor stationery items)
shall be refunded on a regular basis, at least quarterly.
OR
6.22. NOT USED.
7. PAYMENT OF SALARIES
7.1. As an employer, the council shall make arrangements to meet fully the statutory requirements placed on all employers by PAYE and National Insurance legislation. The
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payment of all salaries shall be made in accordance with payroll records and the rules of
PAYE and National Insurance currently operating, and salary rates shall be as agreed by council.
7.2. Payment of salaries and payment of deductions from salary such as may be required to be made for tax, national insurance and pension contributions, or similar statutory or discretionary deductions must be made in accordance with the payroll records and on the appropriate dates stipulated in employment contracts, provided that each payment is reported to the next available council meeting, as set out in these regulations above.
7.3. No changes shall be made to any employee’s pay, emoluments, or terms and conditions of employment without the prior consent of the council.
7.4. Each and every payment to employees of net salary and to the appropriate creditor of the statutory and discretionary deductions shall be recorded in a separate confidential record
(confidential cash book). This confidential record is not open to inspection or review (under the Freedom of Information Act 2000 or otherwise) other than:
a)
b)
c)
d)
by any councillor who can demonstrate a need to know; by the internal auditor; by the external auditor; or by any person authorised under Audit Commission Act 1998, or any superseding legislation.
7.5. The total of such payments in each calendar month shall be reported with all other payments as made as may be required under these Financial Regulations, to ensure that only payments due for the period have actually been paid.
7.6. An effective system of personal performance management should be maintained for the senior officers.
7.7. Any termination payments shall be supported by a clear business case and reported to the council. Termination payments shall only be authorised by council.
7.8. Before employing interim staff the council must consider a full business case.
8. LOANS AND INVESTMENTS
8.1. All borrowings shall be effected in the name of the council, after obtaining any necessary borrowing approval. Any application for borrowing approval shall be approved by Council as to terms and purpose. The application for borrowing approval, and subsequent arrangements for the loan shall only be approved by full council.
8.2. Any financial arrangement which does not require formal borrowing approval from the
Secretary of State/Welsh Assembly Government (such as Hire Purchase or Leasing of tangible assets) shall be subject to approval by the full council. In each case a report in
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writing shall be provided to council in respect of value for money for the proposed transaction.
8.3. The council will arrange with the council’s banks and investment providers for the sending of a copy of each statement of account to the Chairman of the council at the same time as one is issued to the Clerk or RFO.
8.4. All loans and investments shall be negotiated in the name of the council and shall be for a set period in accordance with council policy.
8.5. The council shall consider the need for an Investment Strategy and Policy which, if drawn up, shall be in accordance with relevant regulations, proper practices and guidance. Any
Strategy and Policy shall be reviewed by the council at least annually.
8.6. All investments of money under the control of the council shall be in the name of the council.
8.7. All investment certificates and other documents relating thereto shall be retained in the custody of the RFO.
8.8. Payments in respect of short term or long term investments, including transfers between bank accounts held in the same bank, or branch, shall be made in accordance with
Regulation 5 (Authorisation of payments) and Regulation 6 (Instructions for payments).
9. INCOME
9.1. The collection of all sums due to the council shall be the responsibility of and under the supervision of the RFO.
9.2. Particulars of all charges to be made for work done, services rendered or goods supplied shall be agreed annually by the council, notified to the RFO and the RFO shall be responsible for the collection of all accounts due to the council.
9.3. The council will review all fees and charges at least annually, following a report of the Clerk.
9.4. Any sums found to be irrecoverable and any bad debts shall be reported to the council and shall be written off in the year.
9.5. All sums received on behalf of the council shall be banked intact as directed by the RFO. In all cases, all receipts shall be deposited with the council's bankers with such frequency as the
RFO considers necessary.
9.6. The origin of each receipt shall be entered on the paying-in slip.
9.7. Personal cheques shall not be cashed out of money held on behalf of the council.
9.8. The RFO shall promptly complete any VAT Return that is required. Any repayment claim due in accordance with VAT Act 1994 section 33 shall be made at least annually coinciding with the financial year end.
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9.9. Where any significant sums of cash are regularly received by the council, the RFO shall take such steps as are agreed by the council to ensure that more than one person is present when the cash is counted in the first instance, that there is a reconciliation to some form of control such as ticket issues, and that appropriate care is taken in the security and safety of individuals banking such cash.
9.10. NOT USED.
10. ORDERS FOR WORK, GOODS AND SERVICES
10.1. An official order or letter shall be issued for all work, goods and services unless a formal contract is to be prepared or an official order would be inappropriate. Copies of orders shall be retained.
10.2. Order books shall be controlled by the RFO.
10.3. All members and officers are responsible for obtaining value for money at all times. An officer issuing an official order shall ensure as far as reasonable and practicable that the best available terms are obtained in respect of each transaction, usually by obtaining three or more quotations or estimates from appropriate suppliers, subject to any de minimis provisions in Regulation 11.1 below.
10.4. A member may not issue an official order or make any contract on behalf of the council.
10.5. The RFO shall verify the lawful nature of any proposed purchase before the issue of any order, and in the case of new or infrequent purchases or payments, the RFO shall ensure that the statutory authority shall be reported to the meeting at which the order is approved so that the minutes can record the power being used.
11. CONTRACTS
11.1. Procedures as to contracts are laid down as follows:
a. Every contract shall comply with these financial regulations, and no exceptions shall be made otherwise than in an emergency provided that this regulation need not apply to contracts which relate to items (i) to (vi) below:
i. for the supply of gas, electricity, water, sewerage and telephone services; ii. for specialist services such as are provided by solicitors, accountants, surveyors and planning consultants; iii. for work to be executed or goods or materials to be supplied which consist of repairs to or parts for existing machinery or equipment or plant; iv. for work to be executed or goods or materials to be supplied which constitute an extension of an existing contract by the council;
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v. for additional audit work of the external auditor up to an estimated value of £500 (in excess of this sum the Clerk and RFO shall act after consultation with the Chairman and
Vice Chairman of council); and vi. for goods or materials proposed to be purchased which are proprietary articles and / or are only sold at a fixed price.
b. Where the council intends to procure or award a public supply contract, public service contract or public works contract as defined by The Public Contracts Regulations 2015 (“the
Regulations”) which is valued at £25,000 or more, the council shall comply with the relevant requirements of the Regulations 2 .
c. The full requirements of The Regulations, as applicable, shall be followed in respect of the tendering and award of a public supply contract, public service contract or public works contract which exceed thresholds in The Regulations set by the Public Contracts Directive
2014/24/EU (which may change from time to time) 3 .
d. When applications are made to waive financial regulations relating to contracts to enable a price to be negotiated without competition the reason shall be embodied in a recommendation to the council.
e. Such invitation to tender shall state the general nature of the intended contract and the
Clerk shall obtain the necessary technical assistance to prepare a specification in appropriate cases. The invitation shall in addition state that tenders must be addressed to the Clerk in the ordinary course of post. Each tendering firm shall be supplied with a specifically marked envelope in which the tender is to be sealed and remain sealed until the prescribed date for opening tenders for that contract.
f. All sealed tenders shall be opened at the same time on the prescribed date by the Clerk in the presence of at least one member of council.
g. Any invitation to tender issued under this regulation shall be subject to Standing Orders 18
d 4 and shall refer to the terms of the Bribery Act 2010.
h. When it is to enter into a contract of less than £25,000 in value for the supply of goods or materials or for the execution of works or specialist services other than such goods, materials, works or specialist services as are excepted as set out in paragraph (a) the Clerk or
RFO shall obtain 3 quotations (priced descriptions of the proposed supply); where the value is below £3,000 and above £500 the Clerk or RFO shall strive to obtain 3 estimates.
Otherwise, Regulation 10.3 above shall apply.
2 The Regulations require councils to use the Contracts Finder website to advertise contract opportunities, set out the procedures to be followed in awarding new contracts and to publicise the award of new contracts
3 Thresholds currently applicable are:
a. For public supply and public service contracts 209,000 Euros (£164,176)
b. For public works contracts 5,225,000 Euros (£4,104,394)
4 Based on NALC’s model standing order 18d in Local Councils Explained © 2013 National Association of
Local Councils
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i. The council shall not be obliged to accept the lowest or any tender, quote or estimate.
j. Should it occur that the council, or duly delegated committee, does not accept any tender, quote or estimate, the work is not allocated and the council requires further pricing, provided that the specification does not change, no person shall be permitted to submit a later tender, estimate or quote who was present when the original decision making process was being undertaken.
12. PAYMENTS UNDER CONTRACTS FOR BUILDING OR OTHER CONSTRUCTION WORKS
(PUBLIC WORKS CONTRACTS)
12.1. Payments on account of the contract sum shall be made within the time specified in the contract by the RFO upon authorised certificates of the architect or other consultants engaged to supervise the contract (subject to any percentage withholding as may be agreed in the particular contract).
12.2. Where contracts provide for payment by instalments the RFO shall maintain a record of all such payments. In any case where it is estimated that the total cost of work carried out under a contract, excluding agreed variations, will exceed the contract sum of 5% or more a report shall be submitted to the council.
12.3. Any variation to a contract or addition to or omission from a contract must be approved by the council and Clerk to the contractor in writing, the council being informed where the final cost is likely to exceed the financial provision.
13. STORES AND EQUIPMENT
13.1. The officer in charge of each section shall be responsible for the care and custody of stores and equipment in that section.
13.2. Delivery notes shall be obtained in respect of all goods received into store or otherwise delivered and goods must be checked as to order and quality at the time delivery is made.
13.3. Stocks shall be kept at the minimum levels consistent with operational requirements.
13.4. The RFO shall be responsible for periodic checks of stocks and stores at least annually.
14. ASSETS, PROPERTIES AND ESTATES
14.1. The Clerk shall make appropriate arrangements for the custody of all title deeds and Land
Registry Certificates of properties held by the council. The RFO shall ensure a record is maintained of all properties held by the council, recording the location, extent, plan, reference, purchase details, nature of the interest, tenancies granted, rents payable and purpose for which held in accordance with Accounts and Audit Regulations.
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14.2. No tangible moveable property shall be purchased or otherwise acquired, sold, leased or otherwise disposed of, without the authority of the council, together with any other consents required by law, save where the estimated value of any one item of tangible movable property does not exceed £250.
14.3. No real property (interests in land) shall be sold, leased or otherwise disposed of without the authority of the council, together with any other consents required by law. In each case a report in writing shall be provided to council in respect of valuation and surveyed condition of the property (including matters such as planning permissions and covenants) together with a proper business case (including an adequate level of consultation with the electorate).
14.4. No real property (interests in land) shall be purchased or acquired without the authority of the full council. In each case a report in writing shall be provided to council in respect of valuation and surveyed condition of the property (including matters such as planning permissions and covenants) together with a proper business case (including an adequate level of consultation with the electorate).
14.5. Subject only to the limit set in Regulation 14.2 above, no tangible moveable property shall be purchased or acquired without the authority of the full council. In each case a report in writing shall be provided to council with a full business case.
14.6. The RFO shall ensure that an appropriate and accurate Register of Assets and Investments is kept up to date. The continued existence of tangible assets shown in the Register shall be verified at least annually, possibly in conjunction with a health and safety inspection of assets.
15. INSURANCE
15.1. Following the annual risk assessment (per Regulation 17), the RFO shall effect all insurances and negotiate all claims on the council's insurers.
15.2. NOT USED
15.3. The RFO shall keep a record of all insurances effected by the council and the property and risks covered thereby and annually review it.
15.4. The RFO shall be notified of any loss liability or damage or of any event likely to lead to a claim, and shall report these to council at the next available meeting.
15.5. All appropriate members and employees of the council shall be included in a suitable form of security or fidelity guarantee insurance which shall cover the maximum risk exposure as determined annually by the council, or duly delegated committee.
16. CHARITIES
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16.1. Where the council is sole managing trustee of a charitable body the Clerk and RFO shall ensure that separate accounts are kept of the funds held on charitable trusts and separate financial reports made in such form as shall be appropriate, in accordance with Charity Law and legislation, or as determined by the Charity Commission. The Clerk and RFO shall arrange for any audit or independent examination as may be required by Charity Law or any
Governing Document.
17. RISK MANAGEMENT
17.1. The council is responsible for putting in place arrangements for the management of risk. The
Clerk shall prepare, for approval by the council, risk management policy statements in respect of all activities of the council. Risk policy statements and consequential risk management arrangements shall be reviewed by the council at least annually.
17.2. When considering any new activity, the Clerk shall prepare a draft risk assessment including risk management proposals for consideration and adoption by the council.
18. SUSPENSION AND REVISION OF FINANCIAL REGULATIONS
18.1. It shall be the duty of the council to review the Financial Regulations of the council from time to time. The Clerk shall make arrangements to monitor changes in legislation or proper practices and shall advise the council of any requirement for a consequential amendment to these Financial Regulations.
18.2. The council may, by resolution of the council duly notified prior to the relevant meeting of council, suspend any part of these Financial Regulations provided that reasons for the suspension are recorded and that an assessment of the risks arising has been drawn up and presented in advance to all members of council.
* * *
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Notes to the Model.
Stated dates or months may be changed to suit local circumstances.
[square brackets]
provided.
This part may be deleted if not relevant. An alternative may have been
Where the word “regularly” is used in the text it is for the individual council to set the required interval, monthly, quarterly, or half-yearly. This period should never exceed 12 months.
The value inserted in square brackets in [..] any of the paragraphs (other than the EU Procurement and Public Contract Regulations 2015 thresholds referred to in 11.1(k)) may be varied by the council and should be reviewed regularly and confirmed annually by the council.
The appropriate approved list referred to in paragraph 11.1 (b) shall be a list drawn up by the Clerk and approved by council but, normally shall be based on the list maintained by the District Council for such works, if such list is maintained. In the absence of an appropriate list, the words in square brackets should be omitted.
Every effort has been made to ensure that the contents of this document are correct at time of publication. The National Association of Local Councils (NALC) cannot accept responsibility for errors, omissions and changes to information subsequent to publication.
© NALC 2016
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HELMDON PARISH COUNCIL
STANDING ORDERS 2018
1

National Association of Local Councils (NALC)
109 Great Russell Street
London
WC1B 3LD
[phone number removed] | nalc@nalc.gov.uk | www.nalc.gov.uk
© NALC 2018. All rights are reserved. No part of this publication may be reproduced or used for commercial purposes without the written permission of
NALC save that councils in membership of NALC have permission to edit and use the model standing orders in this publication for their governance purposes.
Permission is given to use NALC’s logo in the presented format only.
Adopted on _______________________ (date)
Signed ___________________________ (Chairman)
Date Details of any revision
25th May,2016 Amended to align with new model Financial Regulations
26th July 2017 Signed without amendment
28th March 2018 Amended to include statement about open time in Main and Finance committee meetings
New model version, amended for Helmdon Parish Council. 23rd May 2018
2

INTRODUCTION ………………………………………………………………………………………… 4
RULES OF DEBATE AT MEETINGS ……………………………………………………… 5
DISORDERLY CONDUCT AT MEETINGS ………………………………………………. 6
MEETINGS GENERALLY ……………………………………………………………………… 7
COMMITTEES AND SUB-COMMITTEES ………………………………………………… 9
ORDINARY COUNCIL MEETINGS ……………………………………………………….. 10
EXTRAORDINARY MEETINGS OF THE COUNCIL, COMMITTEES AND
SUB-COMMITTEES ……………………………………………………………………………. 12
PREVIOUS RESOLUTIONS ………………………………………………………………… 13
VOTING ON APPOINTMENTS …………………………………………………………….. 13
MOTIONS FOR A MEETING THAT REQUIRE WRITTEN NOTICE TO
BE GIVEN TO THE PROPER OFFICER ………………………………………………… 13
MOTIONS AT A MEETING THAT DO NOT REQUIRE WRITTEN
NOTICE…………………………………………………………………………………………….. 14
MANAGEMENT OF INFORMATION …………………………………………………….. 14
DRAFT MINUTES ………………………………………………………………………………. 15
CODE OF CONDUCT AND DISPENSATIONS ……………………………………….. 16
CODE OF CONDUCT COMPLAINTS ……………………………………………………. 17
PROPER OFFICER ……………………………………………………………………………. 17
RESPONSIBLE FINANCIAL OFFICER …………………………………………………. 19
ACCOUNTS AND ACCOUNTING STATEMENTS ………………………………….. 19
FINANCIAL CONTROLS AND PROCUREMENT ……………………………………. 20
HANDLING STAFF MATTERS …………………………………………………………….. 21
RESPONSIBILITIES TO PROVIDE INFORMATION………………………………… 22
RESPONSIBILITIES UNDER DATA PROTECTION LEGISLATION ………….. 22
RELATIONS WITH THE PRESS/MEDIA ……………………………………………….. 23
EXECUTION AND SEALING OF LEGAL DEEDS …………………………………… 23
COMMUNICATING WITH DISTRICT AND COUNTY OR UNITARY
COUNCILLORS …………………………………………………………………………………. 23
RESTRICTIONS ON COUNCILLOR ACTIVITIES …………………………………… 23
STANDING ORDERS GENERALLY ……………………………………………………… 23
3

INTRODUCTION
These model standing orders update the National Association of Local Council
(NALC) model standing orders contained in “Local Councils Explained” by Meera
Tharmarajah (© 2013 NALC). This publication contains new model standing orders which reference new legislation introduced after 2013 when the last model standing orders were published.
HOW TO USE MODEL STANDING ORDERS
Standing orders are the written rules of a local council. Standing orders are essential to regulate the proceedings of a meeting. A council may also use standing orders to confirm or refer to various internal organisational and administrative arrangements.
The standing orders of a council are not the same as the policies of a council but standing orders may refer to them.
Local councils operate within a wide statutory framework. NALC model standing orders incorporate and reference many statutory requirements to which councils are subject. It is not possible for the model standing orders to contain or reference all the statutory or legal requirements which apply to local councils. For example, it is not practical for model standing orders to document all obligations under data protection legislation. The statutory requirements to which a council is subject apply whether or not they are incorporated in a council’s standing orders.
The model standing orders do not include model financial regulations. Financial regulations are standing orders to regulate and control the financial affairs and accounting procedures of a local council. The financial regulations, as opposed to the standing orders of a council, include most of the requirements relevant to the council’s Responsible Financial Officer. Model financial regulations are available to councils in membership of NALC.
DRAFTING NOTES
Model standing orders that are in bold type contain legal and statutory requirements.
It is recommended that councils adopt them without changing them or their meaning.
Model standing orders not in bold are designed to help councils operate effectively but they do not contain statutory requirements so they may be adopted as drafted or amended to suit a council’s needs. It is NALC’s view that all model standing orders will generally be suitable for councils.
For convenience, the word “councillor” is used in model standing orders and, unless the context suggests otherwise, includes a non-councillor with or without voting rights.
A model standing order that includes brackets like this ‘( )’ requires information to be inserted by a council. A model standing order that includes brackets like this ‘[ ]’ and the term ‘OR’ provides alternative options for a council to choose from when determining standing orders.
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RULES OF DEBATE AT MEETINGS
a Motions on the agenda shall be considered in the order that they appear unless the order is changed at the discretion of the chairman of the meeting.
b A motion (including an amendment) shall not be progressed unless it has been moved and seconded.
c A motion on the agenda that is not moved by its proposer may be treated by the chairman of the meeting as withdrawn.
d If a motion (including an amendment) has been seconded, it may be withdrawn by the proposer only with the consent of the seconder and the meeting.
e An amendment is a proposal to remove or add words to a motion. It shall not negate the motion.
f If an amendment to the original motion is carried, the original motion (as amended) becomes the substantive motion upon which further amendment(s)
may be moved.
g An amendment shall not be considered unless early verbal notice of it is given at the meeting and, if requested by the chairman of the meeting, is expressed in writing to the chairman.
h A councillor may move an amendment to his own motion if agreed by the meeting. If a motion has already been seconded, the amendment shall be with the consent of the seconder and the meeting.
i If there is more than one amendment to an original or substantive motion, the amendments shall be moved in the order directed by the chairman of the meeting.
j Subject to standing order 1(k), only one amendment shall be moved and debated at a time, the order of which shall be directed by the chairman of the meeting.
k One or more amendments may be discussed together if the chairman of the meeting considers this expedient but each amendment shall be voted upon separately.
l A councillor may not move more than one amendment to an original or substantive motion.
m The mover of an amendment has no right of reply at the end of debate on it.
n Where a series of amendments to an original motion are carried, the mover of the original motion shall have a right of reply either at the end of debate on the first amendment or at the very end of debate on the final substantive motion immediately before it is put to the vote.
o Unless permitted by the chairman of the meeting, a councillor may speak once
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in the debate on a motion except:
i.
ii.
to speak on an amendment moved by another councillor; to move or speak on another amendment if the motion has been amended since he last spoke; to make a point of order; to give a personal explanation; or to exercise a right of reply.
iii.
iv.
v.
p During the debate on a motion, a councillor may interrupt only on a point of order or a personal explanation and the councillor who was interrupted shall stop speaking. A councillor raising a point of order shall identify the standing order which he considers has been breached or specify the other irregularity in the proceedings of the meeting he is concerned by.
q A point of order shall be decided by the chairman of the meeting and his decision shall be final.
r When a motion is under debate, no other motion shall be moved except:
i.
ii.
iii.
iv.
v.
vi.
vii.
viii.
ix.
to amend the motion; to proceed to the next business; to adjourn the debate; to put the motion to a vote; to ask a person to be no longer heard or to leave the meeting; to refer a motion to a committee or sub-committee for consideration; to exclude the public and press; to adjourn the meeting; or to suspend particular standing order(s) excepting those which reflect mandatory statutory or legal requirements.
s Before an original or substantive motion is put to the vote, the chairman of the meeting shall be satisfied that the motion has been sufficiently debated and that the mover of the motion under debate has exercised or waived his right of reply.
t Excluding motions moved under standing order 1(r), the contributions or speeches by a councillor shall relate only to the motion under discussion and shall not exceed ( ) minutes without the consent of the chairman of the meeting.
DISORDERLY CONDUCT AT MEETINGS
a No person shall obstruct the transaction of business at a meeting or behave offensively or improperly. If this standing order is ignored, the chairman of the meeting shall request such person(s) to moderate or improve their conduct.
b If person(s) disregard the request of the chairman of the meeting to moderate or improve their conduct, any councillor or the chairman of the meeting may move that the person be no longer heard or be excluded from the meeting. The
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motion, if seconded, shall be put to the vote without discussion.
c If a resolution made under standing order 2(b) is ignored, the chairman of the meeting may take further reasonable steps to restore order or to progress the meeting. This may include temporarily suspending or closing the meeting.
MEETINGS GENERALLY
Full Council meetings
Committee meetings
Sub-committee meetings
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● a Meetings shall not take place in premises which at the time of the meeting are used for the supply of alcohol, unless no other premises are available free of charge or at a reasonable cost.
● b The minimum three clear days for notice of a meeting does not include the day on which notice was issued, the day of the meeting, a Sunday, a day of the Christmas break, a day of the Easter break or of a bank holiday or a day appointed for public thanksgiving or mourning.
● c The minimum three clear days’ public notice for a meeting does not include the day on which the notice was issued or the day of the meeting unless the meeting is convened at shorter notice OR [The minimum three clear days’ public notice of a meeting does not include the day on which the notice was issued or the day of the meeting].
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d Meetings shall be open to the public unless their presence is prejudicial to the public interest by reason of the confidential nature of the business to be transacted or for other special reasons. The public’s exclusion from part or all of a meeting shall be by a resolution which shall give reasons for the public’s exclusion.
e Members of the public may make representations, answer questions and give evidence at a meeting which they are entitled to attend in respect of the business on the agenda.
f The period of time designated for public participation at a meeting in accordance with standing order 3(e) shall not exceed 30 minutes unless directed by the chairman of the meeting.
g In meetings of either the Planning or Finance Committee, public participation is limited to items on the agenda for that particular meeting.
h Subject to standing order 3(f), a member of the public shall not speak for more than 5 minutes.
i In accordance with standing order 3(e), a question shall not require a response at the meeting nor start a debate on the question. The chairman of
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the meeting may direct that a written or oral response be given.
j [A person shall stand when requesting to speak and when speaking (except when a person has a disability or is likely to suffer discomfort)] OR [A person shall raise his hand when requesting to speak and stand when speaking
(except when a person has a disability or is likely to suffer discomfort)]. The chairman of the meeting may at any time permit a person to be seated when speaking.
k A person who speaks at a meeting shall direct his comments to the chairman of the meeting.
l Only one person is permitted to speak at a time. If more than one person wants to speak, the chairman of the meeting shall direct the order of speaking.
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m Subject to standing order 3(m), a person who attends a meeting is permitted to report on the meeting whilst the meeting is open to the public. To “report” means to film, photograph, make an audio recording of meeting proceedings, use any other means for enabling persons not present to see or hear the meeting as it takes place or later or to report or to provide oral or written commentary about the meeting so that the report or commentary is available as the meeting takes place or later to persons not present.
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n A person present at a meeting may not provide an oral report or oral commentary about a meeting as it takes place without permission.
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o The press shall be provided with reasonable facilities for the taking of their report of all or part of a meeting at which they are entitled to be present.
● p Subject to standing orders which indicate otherwise, anything authorised or required to be done by, to or before the Chairman of the
Council may in his absence be done by, to or before the Vice-Chairman of the Council (if there is one).
● q The Chairman of the Council, if present, shall preside at a meeting. If the Chairman is absent from a meeting, the Vice-Chairman of the
Council (if there is one) if present, shall preside. If both the Chairman and the Vice-Chairman are absent from a meeting, a councillor as chosen by the councillors present at the meeting shall preside at the meeting.
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r Subject to a meeting being quorate, all questions at a meeting shall be decided by a majority of the councillors and non-councillors with voting rights present and voting.
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s The chairman of a meeting may give an original vote on any matter put to the vote, and in the case of an equality of votes may exercise his casting vote whether or not he gave an original vote.
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See standing orders 5(h) and (i) for the different rules that apply in the election of the Chairman of the Council at the annual meeting of the Council.
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t Unless standing orders provide otherwise, voting on a question shall be by a show of hands. At the request of a councillor, the voting on any question shall be recorded so as to show whether each councillor present and voting gave his vote for or against that question. Such a request shall be made before moving on to the next item of business on the agenda.
u The minutes of a meeting shall include an accurate record of the following:
i. the time and place of the meeting; ii. the names of councillors who are present and the names of councillors who are absent; iii. interests that have been declared by councillors and non-councillors with voting rights; iv. the grant of dispensations (if any) to councillors and non-councillors with voting rights; v. whether a councillor or non-councillor with voting rights left the meeting when matters that they held interests in were being considered; vi. if there was a public participation session; and vii. the resolutions made.
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v A councillor or a non-councillor with voting rights who has a disclosable pecuniary interest or another interest as set out in the
Council’s code of conduct in a matter being considered at a meeting is subject to statutory limitations or restrictions under the code on his right to participate and vote on that matter.
● w No business may be transacted at a meeting unless at least one-third of the whole number of members of the Council are present and in no case shall the quorum of a meeting be less than three.
See standing order 4d(viii) for the quorum of a committee or sub-committee meeting.
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x If a meeting is or becomes inquorate no business shall be transacted and the meeting shall be closed. The business on the agenda for the meeting shall be adjourned to another meeting.
y A meeting shall not exceed a period of 3 hours.
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COMMITTEES AND SUB-COMMITTEES
a Unless the Council determines otherwise, a committee may appoint a sub-committee whose terms of reference and members shall be determined by the committee.
b The members of a committee may include non-councillors unless it is a
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committee which regulates and controls the finances of the Council.
c Unless the Council determines otherwise, all the members of an advisory committee and a sub-committee of the advisory committee may be non-
councillors.
d The Council may appoint standing committees or other committees as may be necessary, and:
i. shall determine their terms of reference; ii. shall determine the number and time of the ordinary meetings of a standing committee up until the date of the next annual meeting of the
Council; iii. shall permit a committee, other than in respect of the ordinary meetings of a committee, to determine the number and time of its meetings; iv. shall, subject to standing orders 4(b) and (c), appoint and determine the terms of office of members of such a committee; v. may, subject to standing orders 4(b) and (c), appoint and determine the terms of office of the substitute members to a committee whose role is to replace the ordinary members at a meeting of a committee if the ordinary members of the committee confirm to the Proper Officer ( ) days before the meeting that they are unable to attend; vi. shall, after it has appointed the members of a standing committee, appoint the chairman of the standing committee; vii. shall permit a committee other than a standing committee, to appoint its own chairman at the first meeting of the committee; viii. shall determine the place, notice requirements and quorum for a meeting of a committee and a sub-committee which, in both cases, shall be no less than three; ix. shall determine if the public may participate at a meeting of a committee; x. shall determine if the public and press are permitted to attend the meetings of a sub-committee and also the advance public notice requirements, if any, required for the meetings of a sub-committee; xi. shall determine if the public may participate at a meeting of a sub-
committee that they are permitted to attend; and xii. may dissolve a committee or a sub-committee.
ORDINARY COUNCIL MEETINGS
a In an election year, the annual meeting of the Council shall be held on or within 14 days following the day on which the councillors elected take office.
b In a year which is not an election year, the annual meeting of the Council shall be held on such day in May as the Council decides.
c If no other time is fixed, the annual meeting of the Council shall take place at 6pm.
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d In addition to the annual meeting of the Council, at least three other ordinary meetings shall be held in each year on such dates and times as the Council decides.
e The first business conducted at the annual meeting of the Council shall be the election of the Chairman and Vice-Chairman (if there is one) of the
Council.
f The Chairman of the Council, unless he has resigned or becomes disqualified, shall continue in office and preside at the annual meeting until his successor is elected at the next annual meeting of the Council.
g The Vice-Chairman of the Council, if there is one, unless he resigns or becomes disqualified, shall hold office until immediately after the election of the Chairman of the Council at the next annual meeting of the Council.
h In an election year, if the current Chairman of the Council has not been re-elected as a member of the Council, he shall preside at the annual meeting until a successor Chairman of the Council has been elected. The current Chairman of the Council shall not have an original vote in respect of the election of the new Chairman of the Council but shall give a casting vote in the case of an equality of votes.
i In an election year, if the current Chairman of the Council has been re-
elected as a member of the Council, he shall preside at the annual meeting until a new Chairman of the Council has been elected. He may exercise an original vote in respect of the election of the new Chairman of the Council and shall give a casting vote in the case of an equality of votes.
j Following the election of the Chairman of the Council and Vice-Chairman (if there is one) of the Council at the annual meeting, the business shall include:
i.
ii.
iii.
iv.
v.
vi.
vii.
viii.
ix.
In an election year, delivery by the Chairman of the Council and councillors of their acceptance of office forms unless the Council resolves for this to be done at a later date. In a year which is not an election year, delivery by the Chairman of the Council of his acceptance of office form unless the Council resolves for this to be done at a later date;
Confirmation of the accuracy of the minutes of the last meeting of the
Council;
Receipt of the minutes of the last meeting of a committee;
Consideration of the recommendations made by a committee;
Review of delegation arrangements to committees, sub-committees, staff and other local authorities;
Review of the terms of reference for committees;
Appointment of members to existing committees;
Appointment of any new committees in accordance with standing order 4;
Review and adoption of appropriate standing orders and financial regulations;
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x. Review of arrangements (including legal agreements) with other local authorities, not-for-profit bodies and businesses.
xi. Review of representation on or work with external bodies and arrangements for reporting back; xii. In an election year, to make arrangements with a view to the Council becoming eligible to exercise the general power of competence in the future; xiii. Review of inventory of land and other assets including buildings and office equipment; xiv. Confirmation of arrangements for insurance cover in respect of all insurable risks; xv. Review of the Council’s and/or staff subscriptions to other bodies; xvi. Review of the Council’s complaints procedure; xvii. Review of the Council’s policies, procedures and practices in respect of its obligations under freedom of information and data protection legislation (see also standing orders 11, 20 and 21); xviii. Review of the Council’s policy for dealing with the press/media; xix. Review of the Council’s employment policies and procedures; xx. Review of the Council’s expenditure incurred under s.137 of the Local
Government Act 1972 or the general power of competence.
xxi. Determining the time and place of ordinary meetings of the Council up to and including the next annual meeting of the Council.
EXTRAORDINARY MEETINGS OF THE COUNCIL, COMMITTEES AND
SUB-COMMITTEES
a The Chairman of the Council may convene an extraordinary meeting of the Council at any time.
b If the Chairman of the Council does not call an extraordinary meeting of the Council within seven days of having been requested in writing to do so by two councillors, any two councillors may convene an extraordinary meeting of the Council. The public notice giving the time, place and agenda for such a meeting shall be signed by the two councillors.
c The chairman of a committee [or a sub-committee] may convene an extraordinary meeting of the committee [or the sub-committee] at any time.
d If the chairman of a committee [or a sub-committee] does not call an extraordinary meeting within ( ) days of having been requested to do so by ( )
members of the committee [or the sub-committee], any ( ) members of the committee [or the sub-committee] may convene an extraordinary meeting of the committee [or a sub-committee].
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PREVIOUS RESOLUTIONS
a A resolution shall not be reversed within six months except either by a special motion, which requires written notice by at least ( ) councillors to be given to the Proper Officer in accordance with standing order 9, or by a motion moved in pursuance of the recommendation of a committee or a sub-committee.
b When a motion moved pursuant to standing order 7(a) has been disposed of, no similar motion may be moved for a further six months.
VOTING ON APPOINTMENTS
a Where more than two persons have been nominated for a position to be filled by the Council and none of those persons has received an absolute majority of votes in their favour, the name of the person having the least number of votes shall be struck off the list and a fresh vote taken. This process shall continue until a majority of votes is given in favour of one person. A tie in votes may be settled by the casting vote exercisable by the chairman of the meeting.
MOTIONS FOR A MEETING THAT REQUIRE WRITTEN NOTICE TO BE
GIVEN TO THE PROPER OFFICER
a A motion shall relate to the responsibilities of the meeting for which it is tabled and in any event shall relate to the performance of the Council’s statutory functions, powers and obligations or an issue which specifically affects the
Council’s area or its residents.
b No motion may be moved at a meeting unless it is on the agenda and the mover has given written notice of its wording to the Proper Officer at least ( )
clear days before the meeting. Clear days do not include the day of the notice or the day of the meeting.
c The Proper Officer may, before including a motion on the agenda received in accordance with standing order 9(b), correct obvious grammatical or typographical errors in the wording of the motion.
d If the Proper Officer considers the wording of a motion received in accordance with standing order 9(b) is not clear in meaning, the motion shall be rejected until the mover of the motion resubmits it, so that it can be understood, in writing, to the Proper Officer at least ( ) clear days before the meeting.
e If the wording or subject of a proposed motion is considered improper, the
Proper Officer shall consult with the chairman of the forthcoming meeting or, as the case may be, the councillors who have convened the meeting, to consider whether the motion shall be included in the agenda or rejected.
f The decision of the Proper Officer as to whether or not to include the motion on
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the agenda shall be final.
g Motions received shall be recorded and numbered in the order that they are received.
h Motions rejected shall be recorded with an explanation by the Proper Officer of the reason for rejection.
MOTIONS AT A MEETING THAT DO NOT REQUIRE WRITTEN NOTICE
a The following motions may be moved at a meeting without written notice to the
Proper Officer:
i.
ii.
iii.
iv.
v.
vi.
vii.
viii.
ix.
x.
xi.
to correct an inaccuracy in the draft minutes of a meeting; to move to a vote; to defer consideration of a motion; to refer a motion to a particular committee or sub-committee; to appoint a person to preside at a meeting; to change the order of business on the agenda; to proceed to the next business on the agenda; to require a written report; to appoint a committee or sub-committee and their members; to extend the time limits for speaking; to exclude the press and public from a meeting in respect of confidential or other information which is prejudicial to the public interest; xii. to not hear further from a councillor or a member of the public; xiii. to exclude a councillor or member of the public for disorderly conduct; xiv. to temporarily suspend the meeting; xv. to suspend a particular standing order (unless it reflects mandatory statutory or legal requirements); xvi. to adjourn the meeting; or xvii. to close the meeting.
MANAGEMENT OF INFORMATION
See also standing order 20.
a The Council shall have in place and keep under review, technical and organisational measures to keep secure information (including personal data) which it holds in paper and electronic form. Such arrangements shall include deciding who has access to personal data and encryption of personal data.
b The Council shall have in place, and keep under review, policies for the retention and safe destruction of all information (including personal data)
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which it holds in paper and electronic form. The Council’s retention policy shall confirm the period for which information (including personal data) shall be retained or if this is not possible the criteria used to determine that period (e.g. the Limitation Act 1980).
c The agenda, papers that support the agenda and the minutes of a meeting shall not disclose or otherwise undermine confidential information or personal data without legal justification.
d Councillors, staff, the Council’s contractors and agents shall not disclose confidential information or personal data without legal justification.
DRAFT MINUTES
Full Council meetings
Committee meetings
Sub-committee meetings
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a If the draft minutes of a preceding meeting have been served on councillors with the agenda to attend the meeting at which they are due to be approved for accuracy, they shall be taken as read.
b There shall be no discussion about the draft minutes of a preceding meeting except in relation to their accuracy. A motion to correct an inaccuracy in the draft minutes shall be moved in accordance with standing order 10(a)(i).
c The accuracy of draft minutes, including any amendment(s) made to them, shall be confirmed by resolution and shall be signed by the chairman of the meeting and stand as an accurate record of the meeting to which the minutes relate.
d If the chairman of the meeting does not consider the minutes to be an accurate record of the meeting to which they relate, he shall sign the minutes and include a paragraph in the following terms or to the same effect:
“The chairman of this meeting does not believe that the minutes of the meeting of the ( ) held on [date] in respect of ( ) were a correct record but his view was not upheld by the meeting and the minutes are confirmed as an accurate record of the proceedings.”
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e If the Council’s gross annual income or expenditure (whichever is higher) does not exceed £25,000, it shall publish draft minutes on a website which is publicly accessible and free of charge not later than one month after the meeting has taken place.
f Subject to the publication of draft minutes in accordance with standing order
12(e) and standing order 20(a) and following a resolution which confirms the
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accuracy of the minutes of a meeting, the draft minutes or recordings of the meeting for which approved minutes exist shall be destroyed.
CODE OF CONDUCT AND DISPENSATIONS
See also standing order 3(u).
a All councillors and non-councillors with voting rights shall observe the code of conduct adopted by the Council.
b Unless he has been granted a dispensation, a councillor or non-councillor with voting rights shall withdraw from a meeting when it is considering a matter in which he has a disclosable pecuniary interest. He may return to the meeting after it has considered the matter in which he had the interest.
c Unless he has been granted a dispensation, a councillor or non-councillor with voting rights shall withdraw from a meeting when it is considering a matter in which he has another interest if so required by the Council’s code of conduct.
He may return to the meeting after it has considered the matter in which he had the interest.
d Dispensation requests shall be in writing and submitted to the Proper
Officer as soon as possible before the meeting, or failing that, at the start of the meeting for which the dispensation is required.
e A decision as to whether to grant a dispensation shall be made [by the Proper
Officer] OR [by a meeting of the Council, or committee or sub-committee for which the dispensation is required] and that decision is final.
f A dispensation request shall confirm:
i.
ii.
iii.
iv.
the description and the nature of the disclosable pecuniary interest or other interest to which the request for the dispensation relates; whether the dispensation is required to participate at a meeting in a discussion only or a discussion and a vote; the date of the meeting or the period (not exceeding four years) for which the dispensation is sought; and an explanation as to why the dispensation is sought.
g Subject to standing orders 13(d) and (f), a dispensation request shall be considered [by the Proper Officer before the meeting or, if this is not possible, at the start of the meeting for which the dispensation is required] OR [at the beginning of the meeting of the Council, or committee or sub-committee for which the dispensation is required].
h A dispensation may be granted in accordance with standing order 13(e) if having regard to all relevant circumstances any of the following apply:
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i.
ii.
iii.
without the dispensation the number of persons prohibited from participating in the particular business would be so great a proportion of the meeting transacting the business as to impede the transaction of the business; granting the dispensation is in the interests of persons living in the
Council’s area; or it is otherwise appropriate to grant a dispensation.
CODE OF CONDUCT COMPLAINTS
a Upon notification by the District or Unitary Council that it is dealing with a complaint that a councillor or non-councillor with voting rights has breached the
Council’s code of conduct, the Proper Officer shall, subject to standing order
11, report this to the Council.
b Where the notification in standing order 14(a) relates to a complaint made by the Proper Officer, the Proper Officer shall notify the Chairman of Council of this fact, and the Chairman shall nominate another staff member to assume the duties of the Proper Officer in relation to the complaint until it has been determined and the Council has agreed what action, if any, to take in accordance with standing order 14(d).
c The Council may:
i. provide information or evidence where such disclosure is necessary to investigate the complaint or is a legal requirement; ii. seek information relevant to the complaint from the person or body with statutory responsibility for investigation of the matter; d Upon notification by the District or Unitary Council that a councillor or non-councillor with voting rights has breached the Council’s code of conduct, the Council shall consider what, if any, action to take against him. Such action excludes disqualification or suspension from office.
PROPER OFFICER
a The Proper Officer shall be either (i) the clerk or (ii) other staff member(s)
nominated by the Council to undertake the work of the Proper Officer when the
Proper Officer is absent.
b The Proper Officer shall:
i. at least three clear days before a meeting of the council, a committee or a sub-committee,
• serve on councillors by delivery or post at their residences or by email authenticated in such manner as the Proper Officer thinks
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fit, a signed summons confirming the time, place and the agenda
(provided the councillor has consented to service by email), and
• Provide, in a conspicuous place, public notice of the time, place and agenda (provided that the public notice with agenda of an extraordinary meeting of the Council convened by councillors is signed by them).
See standing order 3(b) for the meaning of clear days for a meeting of a full council and standing order 3(c) for the meaning of clear days for a meeting of a committee; ii. subject to standing order 9, include on the agenda all motions in the order received unless a councillor has given written notice at least 5 days before the meeting confirming his withdrawal of it; iii. convene a meeting of the Council for the election of a new Chairman of the Council, occasioned by a casual vacancy in his office; iv. facilitate inspection of the minute book by local government electors; v. receive and retain copies of byelaws made by other local authorities; vi. hold acceptance of office forms from councillors; vii. hold a copy of every councillor’s register of interests; viii. assist with responding to requests made under freedom of information legislation and rights exercisable under data protection legislation, in accordance with the Council’s relevant policies and procedures; ix. liaise, as appropriate, with the Council’s Data Protection Officer; x. receive and send general correspondence and notices on behalf of the
Council except where there is a resolution to the contrary; xi. assist in the organisation of, storage of, access to, security of and destruction of information held by the Council in paper and electronic form subject to the requirements of data protection and freedom of information legislation and other legitimate requirements (e.g. the
Limitation Act 1980); xii. arrange for legal deeds to be executed;
(see also standing order 23); xiii. arrange or manage the prompt authorisation, approval, and instruction regarding any payments to be made by the Council in accordance with its financial regulations; xiv. NOT USED
xv. refer a planning application received by the Council to the Chairman or in his absence Vice-Chairman (if there is one) of the Planning Committee within two working days of receipt to facilitate an extraordinary meeting if the nature of a planning application requires consideration before the next ordinary meeting of the Council.
xvi. manage access to information about the Council via the publication scheme; and xvii. retain custody of the seal of the Council (if there is one) which shall not be used without a resolution to that effect.
(see also standing order 23).
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RESPONSIBLE FINANCIAL OFFICER
a The Council shall appoint appropriate staff member(s) to undertake the work of the Responsible Financial Officer when the Responsible Financial Officer is absent.
ACCOUNTS AND ACCOUNTING STATEMENTS
a “Proper practices” in standing orders refer to the most recent version of
“Governance and Accountability for Local Councils – a Practitioners’ Guide”.
b All payments by the Council shall be authorised, approved and paid in accordance with the law, proper practices and the Council’s financial regulations.
c The Responsible Financial Officer shall supply to each councillor as soon as practicable after 30 June, 30 September and 31 December in each year a statement to summarise:
i.
ii.
iii.
the Council’s receipts and payments (or income and expenditure) for each quarter; the Council’s aggregate receipts and payments (or income and expenditure) for the year to date; the balances held at the end of the quarter being reported and which includes a comparison with the budget for the financial year and highlights any actual or potential overspends.
d e
As soon as possible after the financial year end at 31 March, the Responsible
Financial Officer shall provide:
i. each councillor with a statement summarising the Council’s receipts and payments (or income and expenditure) for the last quarter and the year to date for information; and ii. to the Council the accounting statements for the year in the form of
Section 1 of the annual governance and accountability return, as required by proper practices, for consideration and approval.
The year-end accounting statements shall be prepared in accordance with proper practices and apply the form of accounts determined by the Council
(receipts and payments, or income and expenditure) for the year to 31 March.
A completed draft annual governance and accountability return shall be presented to all councillors before the end of the following month of May. The annual governance and accountability return of the Council, including the annual governance statement, shall be presented to the Council for consideration and formal approval before the end of May.
19

FINANCIAL CONTROLS AND PROCUREMENT
a. The Council shall consider and approve financial regulations drawn up by the
Responsible Financial Officer, which shall include detailed arrangements in respect of the following:
i.
ii.
iii.
iv.
v.
the keeping of accounting records and systems of internal controls; the assessment and management of financial risks faced by the Council; the work of the independent internal auditor in accordance with proper practices and the receipt of regular reports from the internal auditor, which shall be required at least annually; the inspection and copying by councillors and local electors of the
Council’s accounts and/or orders of payments; and whether contracts with an estimated value below £25,000 due to special circumstances are exempt from a tendering process or procurement exercise.
b. Financial regulations shall be reviewed regularly and at least annually for fitness of purpose.
c. A public contract regulated by the Public Contracts Regulations 2015 with an estimated value in excess of £25,000 but less than the relevant thresholds in standing order 18(f) is subject to Regulations 109-114 of the
Public Contracts Regulations 2015 which include a requirement on the
Council to advertise the contract opportunity on the Contracts Finder website regardless of what other means it uses to advertise the opportunity.
d. Subject to additional requirements in the financial regulations of the Council, the tender process for contracts for the supply of goods, materials, services or the execution of works shall include, as a minimum, the following steps:
i.
ii.
iii.
iv.
v.
vi.
a specification for the goods, materials, services or the execution of works shall be drawn up; an invitation to tender shall be drawn up to confirm (i) the Council’s specification (ii) the time, date and address for the submission of tenders
(iii) the date of the Council’s written response to the tender and (iv) the prohibition on prospective contractors contacting councillors or staff to encourage or support their tender outside the prescribed process; the invitation to tender shall be advertised in a local newspaper and in any other manner that is appropriate; tenders are to be submitted in writing in a sealed marked envelope addressed to the Proper Officer; tenders shall be opened by the Proper Officer in the presence of at least one councillor after the deadline for submission of tenders has passed; tenders are to be reported to and considered by the appropriate meeting of the Council or a committee or sub-committee with delegated responsibility.
20

e. Neither the Council, nor a committee or a sub-committee with delegated responsibility for considering tenders, is bound to accept the lowest value tender.
f. A public contract regulated by the Public Contracts Regulations 2015
with an estimated value in excess of £181,302 for a public service or supply contract or in excess of £4,551,413 for a public works contract (or other thresholds determined by the European Commission every two years and published in the Official Journal of the European Union (OJEU))
shall comply with the relevant procurement procedures and other requirements in the Public Contracts Regulations 2015 which include advertising the contract opportunity on the Contracts Finder website and in OJEU.
g. A public contract in connection with the supply of gas, heat, electricity, drinking water, transport services, or postal services to the public; or the provision of a port or airport; or the exploration for or extraction of gas, oil or solid fuel with an estimated value in excess of £363,424 for a supply, services or design contract; or in excess of £4,551,413 for a works contract; or £820,370 for a social and other specific services contract (or other thresholds determined by the European Commission every two years and published in OJEU) shall comply with the relevant procurement procedures and other requirements in the Utilities Contracts
Regulations 2016.
HANDLING STAFF MATTERS
a A matter personal to a member of staff that is being considered by a meeting of
Council is subject to standing order 11.
b Subject to the Council’s policy regarding absences from work, the Council’s most senior member of staff shall notify the chairman or, if he is not available, the vice-chairman (if there is one) of absence occasioned by illness or other reason and that person shall report such absence to Council at its next meeting.
c The chairman of Council or in his absence, the vice-chairman shall upon a resolution conduct a review of the performance and annual appraisal of the work of the Clerk. The reviews and appraisal shall be reported in writing and are subject to approval by resolution by the Council.
d Subject to the Council’s policy regarding the handling of grievance matters, the
Council’s most senior member of staff (or other members of staff) shall contact the chairman of the Council or the vice-chairman in respect of an informal or formal grievance matter, and this matter shall be reported back and progressed by resolution of Council.
e Subject to the Council’s policy regarding the handling of grievance matters, if an informal or formal grievance matter raised by [the member of staff’s job title]
21

relates to the chairman or vice-chairman of Council this shall be communicated to another member of Council which shall be reported back and progressed by resolution of the Council.
f Any persons responsible for all or part of the management of staff shall treat as confidential the written records of all meetings relating to their performance, capabilities, grievance or disciplinary matters.
g In accordance with standing order 11(a), persons with line management responsibilities shall have access to staff records referred to in standing order
19(f).
RESPONSIBILITIES TO PROVIDE INFORMATION
See also standing order 21.
a In accordance with freedom of information legislation, the Council shall publish information in accordance with its publication scheme and respond to requests for information held by the Council.
b. If gross annual income or expenditure (whichever is higher) does not exceed £25,000, the Council shall publish information in accordance with the requirements of the Smaller Authorities (Transparency Requirements)
(England) Regulations 2015.
RESPONSIBILITIES UNDER DATA PROTECTION LEGISLATION
(Below is not an exclusive list).
See also standing order 11.
a The Council shall appoint a Data Protection Officer.
b The Council shall have policies and procedures in place to respond to an individual exercising statutory rights concerning his personal data.
c The Council shall have a written policy in place for responding to and managing a personal data breach.
d The Council shall keep a record of all personal data breaches comprising the facts relating to the personal data breach, its effects and the remedial action taken.
e The Council shall ensure that information communicated in its privacy notice(s) is in an easily accessible and available form and kept up to date.
f The Council shall maintain a written record of its processing activities.
22

RELATIONS WITH THE PRESS/MEDIA
a Requests from the press or other media for an oral or written comment or statement from the Council, its councillors or staff shall be handled in accordance with the Council’s policy in respect of dealing with the press and/or other media.
EXECUTION AND SEALING OF LEGAL DEEDS
See also standing orders 15(b)(xii) and (xvii).
a A legal deed shall not be executed on behalf of the Council unless authorised by a resolution.
Subject to standing order 23(a), any two councillors may sign, on behalf of the Council, any deed required by law and the Proper Officer shall witness their signatures.
COMMUNICATING WITH DISTRICT AND COUNTY OR UNITARY
COUNCILLORS
a An invitation to attend a meeting of the Council shall be sent, together with the agenda, to the ward councillor(s) of the District and County Council OR Unitary
Council representing the area of the Council.
b Unless the Council determines otherwise, a copy of each letter sent to the
District and County Council OR Unitary Council shall be sent to the ward councillor(s) representing the area of the Council.
RESTRICTIONS ON COUNCILLOR ACTIVITIES
a. Unless duly authorised no councillor shall:
i. inspect any land and/or premises which the Council has a right or duty to inspect; or ii. issue orders, instructions or directions.
STANDING ORDERS GENERALLY
a All or part of a standing order, except one that incorporates mandatory statutory or legal requirements, may be suspended by resolution in relation to the consideration of an item on the agenda for a meeting.
23

b A motion to add to or vary or revoke one or more of the Council’s standing orders, except one that incorporates mandatory statutory or legal requirements, shall be proposed by a special motion, the written notice by at least 2
councillors to be given to the Proper Officer in accordance with standing order
9.
c The Proper Officer shall provide a copy of the Council’s standing orders to a councillor as soon as possible.
d The decision of the chairman of a meeting as to the application of standing orders at the meeting shall be final.
24

HELMDON PARISH COUNCIL
EFFECTIVENESS OF SYSTEM OF INTERNAL
CONTROL AND INTERNAL AUDIT
SCOPE OF RESPONSIBILITY
Helmdon Parish Council is responsible for ensuring that its business is conducted in accordance with the law and proper standard, and that public money is safeguarded and properly accounted for, and used economically, efficiently and effectively. In discharging this overall responsibility, the Council is also responsible for ensuring that there is a sound system of internal control which facilitates the effective exercise of the Council’s functions and which includes arrangements for the management of risk and for reviewing the effectiveness of internal audit.
PURPOSE OF THE SYSTEM OF INTERNAL CONTROL
The system of internal control is designed to manage risk to a reasonable level rather than to eliminate all risk of failure to achieve policies, aims and objectives; it can therefore only provide reasonable and not absolute assurance of effectiveness. The system of internal control is based on an ongoing process designed to identify and prioritise the risks to the achievement of the Council's policies, aims and objectives, to evaluate the likelihood of those risks being realised and the impact should they be realised, and to manage them efficiently, effectively and economically.
THE INTERNAL CONTROL ENVIRONMENT
THE COUNCIL
The Council has appointed a Chairman who is responsible for the smooth running of meetings and for ensuring that all Council decisions are lawful.
The Council reviews its obligations and objectives and approves the budget and precept for the following year at the January meeting following detailed recommendations from the Finance Committee.
The Council carries out regular reviews of its internal controls systems and procedures.
An Internal Control Councillor makes random checks on the accounts, following an invoice from payment, through the finance and administration system to bank statement entries.
The Finance Committee meets regularly to review actual versus budgeted expenditure and insurance details.
Tenders are sought under the Finance Regulations rules to ensure that the Parish
Council offers value for money.
STATUS
23rd May, 2018
11th January 2018
for 2018/19
financial year
10th May, 2018
Quarterly – see
Internal Controls
Checklist
YES
YES
THE CLERK/RESPONSIBLE FINANCIAL OFFICER
The Council has appointed a Clerk to the Council who acts as the Council’s advisor and administrator. The Clerk is the Council’s Responsible Financial Officer and is responsible for administering the Council’s finances. The Clerk is responsible for the day to day compliance with laws and regulations that the Council is subject to and for managing risks. The Clerk also ensures that the Council’s procedures, control systems and policies are adhered to.
The Clerk should hold or be working towards a CiLCA certificate.
Year-end accounts will be prepared by the RFO for circulation to the Parish Council by the end of April following the financial year-end on 31st March.
YES
Working towards
10th May, 2018

HELMDON PARISH COUNCIL
EFFECTIVENESS OF SYSTEM OF INTERNAL
CONTROL AND INTERNAL AUDIT
PAYMENTS
All bills for payment are presented to the Council for approval. Online banking is used wherever possible to produce BACS payments under a three stage process (each payment is created by the Clerk and then authorised by two Councillors). Where cheques are still used then two authorised signatories must sign each cheque and cheque stub.
YES
RISK ASSESSMENT POLICY
The Parish Council has a comprehensive risk assessment policy which is reviewed annually.
10th May, 2018
INTERNAL AUDIT
The Parish Council has adopted Terms of Reference for the Internal Audit which are reviewed every three years.
The Internal Audit is timed to comply with the Annual Return timescales.
Full rights of access are given to the Internal Auditor regarding records and documentation.
The Internal Auditor makes an independent report to the Parish Council.
The report is reviewed by the Parish Council.
The Internal Auditor will follow up any actions required by review in subsequent audits.
Signed: ___________________________ (Chairman)
Date: ________________________
Next review due: May 2019
9th May, 2017
16th May, 2018
YES
23rd May, 2018
23rd May, 2018

HELMDON PARISH COUNCIL
RISK ASSESSMENT POLICY
The following control systems are in place to ensure that Helmdon Parish Council is doing everything possible to protect the electorate from financial risk and harm. The
Risk Assessment document will be reviewed annually.
FINANCIAL RISKS
RISK
1. Risk of funds being unavailable due to employee’s unauthorised removal or mismanagement.
MITIGATION MONITORING/ACTION
1. Fidelity Insurance up to £100,000.
2. All expenditure to be approved at council meetings, following inclusion within the

informed of monies paid to the Clerk, or any other employee.
5. Year-end accounts will be prepared by the RFO for circulation to the Parish Council by
6.
7.
8.
9.
2. Risk of accounting errors due to lack of financial control.
HPC Risk Assessment
 agenda for that meeting (open to public inspection).
3. Requirement for two Councillors to authorise all payments.
4. The RFO will make regular returns to the Inland Revenue to ensure that they are kept
Financial statement received at every parish council meeting.
The Finance Committee will carry out a regular review of the accounts (at least every six months) and report their findings to the Council.
the end of April following the financial year-end on 31st March.
Appointment of Independent Internal Auditor will be reviewed annually at the AGM
in May of each year.
Council to obtain employment references covering the previous three years for all new employees. Where employment references are not available, and having established an acceptable reason why, character references must be sought.
No petty cash to be kept.
Clerk to claim expenses at least quarterly.
1. The RFO’s job description to be reviewed annually.
2. All financial documentation will be held by the Responsible Financial Officer, e.g.
cheque books, paying in books, invoices, receipts, bank statements, VAT reclaim papers, electronic receipts and payments accounting system.
3. Back up of computerised systems to be undertaken at least monthly and a disk passed to the Chairman of the Finance Committee.
4. Approved payments will be entered on the computerised receipts and payments
1 of 4 Helen du Bois


The Finance Committee will carry out a regular review of the accounts (at least every six months) and report their findings to the Council.
Financial Regulations to be reviewed annually.

HELMDON PARISH COUNCIL
RISK ASSESSMENT POLICY
system as soon as reasonably practicable after the meeting authorising payment.
5. Receipts will be entered on the computerised receipts and payments system upon
6.
7.
8.
9.
3. Risk of budget overspend
4. Risk of under insurance of parish council assets receipt and banked by the RFO as soon as reasonably practicable.
Bank statements will be reconciled with the computerised receipts and payments system.
VAT will be reclaimed at least annually.
A receipt will be issued for all monies received by the Council, except items received through BACS.
Appropriate training to be provided for RFO as and when needs identified.
1. A Budget meeting will be held annually to determine the budget for the following financial year and to determine the precept to be applied for.
2. There will be an annual review of contracts e.g. grass cutting, on each anniversary of the grant of the contract.
3. The Contract of Employment and salary of the Clerk, or any other employee, will be reviewed annually at the Budget meeting.
1. Insurance cover will be reviewed annually to ensure adequate cover is maintained.
2. An Asset Register will be maintained by the Clerk and updated at the time assets are



added or removed, and will be presented annually to the Finance Committee.

HPC Risk Assessment 2 of 4 Helen du Bois
The Finance Committee will carry out a regular review of the accounts (at least every six months) and report their findings to the Council.
Financial Regulations to be reviewed annually.
The Finance Committee will carry out a regular review of the accounts (at least every six months) and report their findings to the Council.
Financial Regulations to be reviewed annually.

HELMDON PARISH COUNCIL
RISK ASSESSMENT POLICY
PUBLIC LIABILITY
5. Risk of harm to public using benches within the parish.
1. Public liability insurance up to £10 million.
6. Risk of harm to public using play equipment on school field.
1. Public liability insurance up to £10 million.
7. Risk of harm to public from streetlights within the parish.
1. Public liability insurance up to £10 million.
8. Risk of harm to public from War
Memorial and surrounds.
1. Public liability insurance up to £10 million.
9. Risk of harm to public using
Allotments within the parish.
1. Public liability up to £10 million.
HPC Risk Assessment
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











3 of 4 Helen du Bois
6-monthly inspection by nominated risk assessment councillor(s).
Records of inspection kept by the Clerk.
Annual inspection by qualified inspector.
Regular inspection by Playground Committee, in accordance to Insurance schedule.
Records of inspection kept by the Clerk.
Playground Committee authorised to take appropriate action when damage is reported.
Annual inspection by maintenance contractor.
6-monthly inspection by nominated risk assessment councillor(s).
Records of inspection kept by the Clerk.
6-monthly inspection by nominated risk assessment councillor(s).
Records of inspection kept by the Clerk.
6-monthly inspection by nominated risk assessment councillor(s).
Records of inspection kept by the Clerk.

HELMDON PARISH COUNCIL
RISK ASSESSMENT POLICY
EMPLOYER’S LIABILITY
10. Risk of compensation claim from employee for malpractice or injury.
1. Contract of Employment issued to employee within 2 months of commencement of employment.
2. Job description of employee reviewed annually.
3. Appraisal carried out annually in October by Chair & reported to council at the next council meeting.
4. Matters relating to employees to be discussed in confidence – (public and press to leave the meeting room as well as employee) and minutes recorded as confidential.
5. Appropriate training to be provided for all identified training needs necessary to carry out role.
6. The Clerk/RFO will raise any concerns about their working station and immediate working area (where working from home) with the council and action will be taken to reduce risks.
7. Appropriate equipment to be provided to ensure that employee can carry out role effectively and safely.
Adopted by Council (date) _________________ Signed (Chair) ______________________
Next review due: May 2019
HPC Risk Assessment 4 of 4 Helen du Bois
 The Clerk to agenda items for annual review.

HELMDON PARISH COUNCIL
EXPENSES POLICY
It is the aim of Helmdon Parish Council that no employee or member be financially disadvantaged when representing the Parish Council.
Helmdon Parish Council will reimburse all or some of the expenses incurred by the Clerk, the
Chairman or Councillors in performing the duties required by the Council.
Expense receipts will be verified by the Chairman at each main meeting of the council.
CLERK'S EXPENSES
The Clerk will be able to claim the following expenses when supported by receipts:

stationery, postage and printing costs and other office consumables

reasonable sums to cover the extra costs of space, lighting, heating and electricity arising from the Clerk's use of home for council business. This will be set at the Inland Revenue limit for “additional household expenses” for employees of £4.00 per week or £18.00
per month for 2016-17 1

any additional premium required by the Clerk’s own home insurance provider in respect of the clerk’s private premises being the main place of work.

all necessary computer software or upgrades required for the Clerk to fulfil the duties required by the Council.

travelling and associated travel expenses on journeys on council business – to include mileage at the current Inland Revenue non-profit making rate, currently 45p per mile. 2

other expenses which may include overnight accommodation and meals incurred in the performance of Council business provided they have been approved by the Council.
COUNCILLOR EXPENSES
Parish Councillors are unpaid and do not receive an annual allowance. They are entitled to claim the following expenses when supported by receipts:

travelling and associated travel expenses on journeys on council business – to include mileage at the current Inland Revenue non-profit making rate, currently 45p per mile. 2

items purchased specifically at the direction of the Council. Councillors should make every effort to obtain a VAT receipt in the name of the Council and pass this to the Clerk.

other expenses, provided they have been approved in advance by the Council.
Signed: ___________________________ (Chairman)
Date: ___________________________ Date of next review: _________________
1 Expenses and Benefits for Homeworking guidance: https://www.gov.uk/expenses-and-benefits-homeworking/whats-exempt
2 https://www.gov.uk/guidance/rates-and-thresholds-for-employers-2017-to-2018
HPC Expenses policy 1 of 1 Helen du Bois

HELMDON PARISH COUNCIL
EXPENSES POLICY
It is the aim of Helmdon Parish Council that no employee or member be financially disadvantaged when representing the Parish Council.
Helmdon Parish Council will reimburse all or some of the expenses incurred by the Clerk, the
Chairman or Councillors in performing the duties required by the Council.
Expense receipts will be verified by the Chairman at each main meeting of the council.
CLERK'S EXPENSES
The Clerk will be able to claim the following expenses when supported by receipts:

stationery, postage and printing costs and other office consumables

reasonable sums to cover the extra costs of space, lighting, heating and electricity arising from the Clerk's use of home for council business. This will be set at the Inland Revenue limit for “additional household expenses” for employees of £4.00 per week or £18.00
per month for 2016-17 1

any additional premium required by the Clerk’s own home insurance provider in respect of the clerk’s private premises being the main place of work.

all necessary computer software or upgrades required for the Clerk to fulfil the duties required by the Council.

travelling and associated travel expenses on journeys on council business – to include mileage at the current Inland Revenue non-profit making rate, currently 45p per mile. 2

other expenses which may include overnight accommodation and meals incurred in the performance of Council business provided they have been approved by the Council.
COUNCILLOR EXPENSES
Parish Councillors are unpaid and do not receive an annual allowance. They are entitled to claim the following expenses when supported by receipts:

travelling and associated travel expenses on journeys on council business – to include mileage at the current Inland Revenue non-profit making rate, currently 45p per mile. 2

items purchased specifically at the direction of the Council. Councillors should make every effort to obtain a VAT receipt in the name of the Council and pass this to the Clerk.

other expenses, provided they have been approved in advance by the Council.
Signed: ___________________________ (Chairman)
Date: ___________________________ Date of next review: _________________
1 Expenses and Benefits for Homeworking guidance: https://www.gov.uk/expenses-and-benefits-homeworking/whats-exempt
2 https://www.gov.uk/guidance/rates-and-thresholds-for-employers-2017-to-2018
HPC Expenses policy 1 of 1 Helen du Bois

Amount requested received last year
Award recommended by Finance
Committee (10th
May, 2018)
£100 £240 £88
£228 £360 £0
£165 N/A £165
We have organised a Helmdon Fellowship Diamond Jubilee event for the members on 10 August
2018 where Rev Will Adams will officiate to inaugurate the bench. The bench will be available to all village residents and offer a social meeting point at a central location. Any help towards the substantial cost of the bench would be much appreciated. £450 N/A £200
Morag
To cover the cost of legal fees for the rewrite of the cottage lease. This is required to correct the
Underwood parties to the lease and recognise the Parish Council as owner of the buildings and landlord. £575 N/A £288
School Games Archery set (with suckers). Three of our leaders have recently qualified as
ArcheryGB instructors and so we would like to purchase some equipment which we will use with both groups as well as potentially other Youth groups in the village.
The cost of the most basic 3 bow archery set is £259 (but we would potentially purchase extra bows at £69 each from the unit funds). See Arrows archery at clickersarchery.co.uk £259 N/A £259
Our camping equipment for the group is in need of replacement and addition. Cooking utensils
(pots and pans etc.) and tents are our main focus this year, our present equipment is showing signs of wear and tear, with some tents broken. With all the groups now going on camps it is
Steve Wheeler important that we have enough of the right equipment to keep the children safe and sound. £200 £200 £200
COVERING LETTER SENT
WITH ACCOUNTS We have a small surplus brought forward
Replace worn out black cloth with new 330g/m2 cloth to current first standards for screening in which we will use if the grant
Paul the School Hall & Reading Room. This would give our productions a more professional is less than the proposed
Underwood appearance, save set-up time and better guarantee fire safety. expenditure. £300 £200 £150
Contact
No. Applicant
1 Friends of Helmdon Church Yard Judy Cairns
2 St Mary Magdalene Church PCC
An in-depth study of the graveyard has been undertaken. In order to find a grave we need UV
Bill Elkington resistant labels -the cost of 62 labels is £228. This is for each row of graves, not each individual grave. The fitting will be done by others.
3
Helmdon Presents… Children's
Film Club
Emma Gray
Purpose of Grant
To make new, more strongly worded signs in the churchyard regarding keeping dogs on leads and picking up fouling.
Additional info
1) To purchase some beanbags for the Reading Room, as the children are not good at sitting still on chairs; they like to watch the films while lounging on the floor with their friends!
2) To pay for a one-off license to show the film 'Kubo and the Two Strings' in Autumn 2018, as this film is not covered by the annual license subscription paid for by Helmdon Presents…
4
5
The Helmdon Fellowship
The Helmdon Reading Room
Helmdon Rainbows and Helmdon
6
Brownies
7
8
Whistley 2000 Scout Group
Bridge Players
Barbara
Buxton
Eleanor
Shepherd
We would like to provide a safe bench on the village green to replace the current one which is no longer serviceable. The bench we have ordered is a Wealdon one with a brass plaque and will cost £450 at a current special offer priced. It is a solid, good quality one and will last decades.
Total requested £2,277
Amount budgeted (including
£400 for churchyard) £1,750
£1,350 £0

GDPR DATA MAP
Adopted by Helmdon Parish Council on 23rd May 2018
Council contact details DPO contact details
Helen du Bois
[address removed]
Contact name:
Contact address:
Contact phone number:
Contact email:
[phone number removed]
parishcouncil@helmdon.com
Contact name:
Contact address:
TBC
TBC
Contact phone number:
Contact email:
TBC
TBC
COLUMN A COLUMN B COLUMN C COLUMN D COLUMN E COLUMN F COLUMN G COLUMN H COLUMN I
Information type
What personal information
(data) is collected?
Category of individual
Where does the data go?
Where and how is the data stored?
What security measures do you use?
Why do you need the data? Processing purpose
Lawful basis for processing
How long do you retain the data?
To the intended recipient/council meeting
Email server/hard drive/hard copy Password/encryption Management
Public interest/legal obligation/contract
As long as necessary
To the intended recipient Telephone system/written note None Management
Public interest/contract/legal obligation
Until actioned
To recipient N/A None Management
Public interest/legal obligation/contract
Until actioned
Information in
Email in
Phone message
Email address, persons name Resident/councillor/employee/con and possibly phone number tractor
Persons name and phone number
Resident/councillor/employee/con tractor
Phone call
Persons name, phone number
Resident/councillor/employee/con and possibily email address for tractor follow up
Invoices
Persons name, email address, address, bank details
Contractor
To recipient and to council meeting
Filing cabinet/email system/hard drive
Password/locked office Sales
Contract/legal obligation/public interest
8 years
Residents letters
Persons name, address, phone number, email address
Resident
To recipient and to council meeting
Filing cabinet Locked office Management
Legal obligation/public interest
As long as necessary
Councillors acceptance of office forms
Name Councillor To clerk Filing cabinet Locked office Legal requirement Legal obligation Term of office
Electoral Roll
Councillors register of interests
Email service of agenda consent
Allotment register
Allotment tenancy agreements
Planning applications
Photographs
Name, address Residents To clerk Hard drive Password/locked office Management Public interest Indefinitely
Name, address Councillor To clerk Filing cabinet/hard drive/website Password/locked office Legal requirement Legal obligation Indefinitely
Name, email address Councillor To clerk Hard copy/hard drive Password/locked office Legal requirement Legal obligation Term of office
Name, address, telephone number
Resident To clerk Hard drive/filing cabinet Password/locked office Management Contract Indefinitely
Name, address Resident To clerk Hard drive/filing cabinet Password/locked office Management Contract Indefinitely
Resident
Resident/councillor
To clerk, council
Website/archive
Hard drive/filing cabinet
Hard drive/filing cabinet
Password/locked office
Password/locked office
Management
Management
Public interest
Consent
As long as necessary
As long as necessary
Resident To clerk, council, solicitor Hard drive/filing cabinet Password/locked office Management Contract 12 years
Contractors insurance documents
Name, address
Name, address
Name, address, telephone number
Name, address, telephone number
Contractor To clerk Hard drive/filing cabinet Password/locked office Legal requirement Legal obligation 6 years after policy end
Grant applications to the council
Name, address, telephone number, email, bank details
Resident To clerk Hard drive/filing cabinet Password/locked office Management/Financial Public interest 3 years
Accident book
Name, address, telephone number
Resident/councillor/employee/con tractor
To clerk, chairman Filing cabinet Locked office Legal requirement Legal obligation 3 years from date of last entry
Lease agreements
GDPR Security
Compliance Forms
Training requests
Name Councillor To clerk Filing cabinet Locked office Legal requirement Legal obligation Until actioned
Name Clerk/councillor To clerk, council Hard drive/filing cabinet/email Password/locked office Management Legal obligation Until actioned
Email address, persons name
Resident/councillor/employee/con tractor
To intended recipients Email Password/locked office Management
Contract/legal obligation/consent
As long as necessary
Information out
Email out
HPC GDPR Data Map

GDPR DATA MAP
Invoices sent hard copy
Invoices sent via email
Council contact details
Minutes
Councillors register of interests
Lease agreements
Resident/councillor/employee/con tractor
Resident/councillor/employee/con
Email address, persons name tractor
Email address, persons name,
Councillor address
Name Councillor
Name and address To intended recipients Hard drive/filing cabinet Password/locked office Sales Contract 6 years
To intended recipients Email/hard drive/filing cabinet Password/locked office Sales Contract 6 years
To Northants CALC Email/website Password/locked office Legal requirement Contract Duration of office
To councillors, website Hard drive/filing cabinet Password/locked office Legal requirement Public interest Indefinite
Name, address Councillor To Electoral Officer Filing cabinet/hard drive/website Password/locked office Legal requirement Legal obligation Indefinite
Name, address
Email address, persons name, address
Email address, persons name, address
Email address, persons name, address, bank details
Resident To recipient Hard drive/filing cabinet Password/locked office Legal requirement Legal obligation 12 years
Contractor To contractor Email/hard drive/filing cabinet Password/locked office Financial/management Contract/public interest 6 years
Councillor To relevant banks Hard drive/filing cabinet Password/locked office Financial/management Legal obligation 6 years
Councillor To grant provider Hard drive/filing cabinet/email Password/locked office Financial/management Contract/public interest 3 years
Name Councillor To council Hard drive/filing cabinet/email Password/locked office Financial/management Public interest 3 years
Accident book Name, address
Clerk, councillor, resident, contractor
To council/insurers Hard copy/email Password/locked office Health and Safety Legal obligation 3 years
Training requests
Email address, persons name, address
Councillor/Clerk To training provider Hard drive/filing cabinet Password/locked office Management Public interest Until actioned
HMRC/payroll provider/pension provider
Hard drive Password Financial Legal obligation 3 years
Hard drive/filing cabinet/email Password/locked office Contract Contract 6 years after ceasing employment
Hard drive/filing cabinet/email Password/locked office Contract Contract 6 years after ceasing employment
Hard drive/filing cabinet/email Password/locked office Contract Contract 6 years after ceasing employment
Contracts
Bank mandate
Grant request
Record of grant submissions
Employment information
Payroll
Name, address, NI number, bank details
Clerk
Employment contracts Name, address Clerk
Appraisals Name Clerk
Name, address Clerk
Name, address Public
Clerk/chairman/staffing committee
Hard drive/filing cabinet/email Password/locked office Contract Contract 6 months
Name, address Clerk
Clerk/chairman/staffing committee
Hard drive/filing cabinet/email Password/locked office Contract Contract 6 years after ceasing employment
Disciplinary/Grievance files
Application Forms
(interviewed –
unsuccessful)
Application Forms
(interviewed –
successful)
Clerk/chairman/staffing committee
Clerk/chairman/staffing committee
Clerk/chairman/staffing committee
HPC GDPR Data Map

HELMDON PARISH COUNCIL
SUBJECT ACCESS REQUEST (SAR)
PROCEDURE
This procedure is to be followed when an individual contacts Helmdon Parish Council to request access to their personal information held by the Council. Requests must be completed within 1 month, so it should be actioned as soon as it is received. SAR’s should be provided free of charge, however, you can charge a
‘reasonable fee’ when a request is manifestly unfounded or excessive, particularly if it is repetitive.
The steps below should be followed to action the request:
1. Is it a valid subject access request?
a) The request must be in writing (letter, email, social media or fax).
b) Has the person requesting the information provided you with sufficient information to allow you to search for the information? (You are allowed to request for more information from the person if the request is too broad.)
2. Verify the identity of the requestor:
You must be confident that the person requesting the information is indeed the person the information relates to. You should ask for the person to attend the office with their passport/photo driving licence and confirmation of their address (utility bill/bank statement).
3. Determine where the personal information will be found:
a) Consider the type of information requested and use the data processing map to determine where the records are stored. (Personal data is data which relates to a living individual who can be identified from the data (name, address, email address, database information) and can include expressions of opinion about the individual.)
b) If you do not hold any personal data, inform the requestor. If you do hold personal data, continue to the next step.
4. Screen the information:
Some of the information you have retrieved may not be disclosable due to exemptions, however legal advice should be sought before applying exemptions.
Examples of exemptions are:
 References you have given
 Publicly available information
 Crime and taxation
 Management information (restructuring/redundancies)
 Negotiations with the requestor
 Regulatory activities (planning enforcement, noise nuisance)
 Legal advice and proceedings
 Personal data of third parties
5. Are you able to disclose all the information?
In some cases, emails and documents may contain the personal information of other individuals who have not given their consent to share their personal information with others. If this is the case, the other individual’s personal data must be redacted before the SAR is sent out.
HPC Subject Access Request Procedure 23/05/2018 Helen du Bois

HELMDON PARISH COUNCIL
SUBJECT ACCESS REQUEST (SAR)
PROCEDURE
6. Prepare the SAR response (using the sample letters at the end of this document) and make sure to include as a minimum the following information:
a) the purposes of the processing; b) the categories of personal data concerned; c) the recipients or categories of recipients to whom personal data has been or will be disclosed, in particular in third countries or international organisations, including any appropriate safeguards for transfer of data; d) where possible, the envisaged period for which personal data will be stored, or, if not possible, the criteria used to determine that period; e) the existence of the right to request rectification or erasure of personal data or restriction of processing of personal data concerning the data subject or to object to such processing; f) the right to lodge a complaint with the Information Commissioners Office (“ICO”); g) if the data has not been collected from the data subject: the source of such data; h) the existence of any automated decision-making, including profiling and any meaningful information about the logic involved, as well as the significance and the envisaged consequences of such processing for the data subject.
Be sure to also provide a copy of the personal data undergoing processing.
All SAR’s should be logged to include the date of receipt, identity of the data subject, summary of the request, indication of if the Council can comply, date information is sent to the data subject.
SAMPLE LETTERS
A: For replying to a subject access request providing the requested personal data:
Dear [Name of data subject]
Data Protection subject access request
Thank you for your letter of [date] making a data subject access request for [subject]. We are pleased to enclose the personal data you requested.
Include 6(a) to (h) above.
Copyright in the personal data you have been given belongs to the council or to another party. Copyright material must not be copied, distributed, modified, reproduced, transmitted, published or otherwise made available in whole or in part without the prior written consent of the copyright holder.
Yours sincerely”
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HELMDON PARISH COUNCIL
SUBJECT ACCESS REQUEST (SAR)
PROCEDURE
B: For the release of part of the personal data, when the remainder is covered by an exemption:
Dear [Name of data subject]
Data Protection subject access request
Thank you for your letter of [date] making a data subject access request for [subject]. To answer your request we asked the following areas to search their records for personal data relating to you:
 [List the areas]
I am pleased to enclose [some/most] of the personal data you requested. [If any personal data has been removed] We have removed any obvious duplicate personal data that we noticed as we processed your request, as well as any personal data that is not about you. You will notice that [if there are gaps in the document] parts of the document(s) have been blacked out. [OR if there are fewer documents enclose] I
have not enclosed all of the personal data you requested. This is because [explain why it is exempt].
Include 6(a) to (h) above.
Copyright in the personal data you have been given belongs to the council or to another party. Copyright material must not be copied, distributed, modified, reproduced, transmitted, published, or otherwise made available in whole or in part without the prior written consent of the copyright holder.
Yours sincerely”
C: For replying to a subject access request explaining why you cannot provide any of the requested personal data:
Dear [Name of data subject]
Data Protection subject access request
Thank you for your letter of [date] making a data subject access request for [subject].
I regret that we cannot provide the personal data you requested. This is because [explanation where appropriate].
[Examples include where one of the exemptions under the data protection legislation applies. For example the personal data might include personal data is ‘legally privileged’ because it is contained within legal advice provided to the council or relevant to on-going or preparation for litigation. Other exemptions include where the personal data identifies another living individual or relates to negotiations with the data subject. Your data protection officer will be able to advise if a relevant exemption applies and if the council is going to rely on the exemption to withhold or redact the data disclosed to the individual, then in this section of the letter the council should set out the reason why some of the data has been excluded.]
Yours sincerely”
Signed:
Date:
Next review due: May 2019
HPC Subject Access Request Procedure 23/05/2018 Helen du Bois

HELMDON PARISH COUNCIL
DATA BREACH POLICY
GDPR defines a personal data breach as “a breach of security leading to accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data transmitted, stored or otherwise processed”. Examples include:
 Access by an unauthorised third party
 Deliberate or accidental action (or inaction) by a controller or processor
 Sending personal data to an incorrect recipient
 Computing devices containing personal data being lost or stolen
 Alteration of personal data without permission
 Loss of availability of personal data
Helmdon Parish Council takes the security of personal data seriously, computers are password protected and hard copy files are kept in a locked office.
CONSEQUENCES OF A PERSONAL DATA BREACH
A breach of personal data may result in a loss of control of personal data, discrimination, identity theft or fraud, financial loss, damage to reputation, loss of confidentiality of personal data, damage to property or social disadvantage. Therefore a breach, depending on the circumstances of the breach, can have a range of effects on individuals.
HELMDON PARISH COUNCIL’S DUTY TO REPORT A BREACH
If the data breach is likely to result in a risk to the rights and freedoms of the individual, the breach must be reported to the individual and ICO without undue delay and, where feasible, not later than 72 hours after having become aware of the breach. The Data Protection Officer must be informed immediately so they are able to report the breach to the ICO in the 72 hour timeframe.
If the ICO is not informed within 72 hours, Helmdon Parish Council via the DPO must give reasons for the delay when they report the breach.
When notifying the ICO of a breach, Helmdon Parish Council must:
i. Describe the nature of the breach including the categories and approximate number of data subjects concerned and the categories and approximate number of personal data records concerned ii. Communicate the name and contact details of the DPO
iii. Describe the likely consequences of the breach iv. Describe the measures taken or proposed to be taken to address the personal data breach including, measures to mitigate its possible adverse effects.
When notifying the individual affected by the breach, Helmdon Parish Council must provide the individual with (ii)-(iv) above.
Helmdon Parish Council would not need to communicate with an individual if the following applies:
 It has implemented appropriate technical and organisational measures (i.e. encryption) so those measures have rendered the personal data unintelligible to any person not authorised to access it;
 It has taken subsequent measures to ensure that the high risk to rights and freedoms of individuals is no longer likely to materialise, or
 It would involve a disproportionate effort
However, the ICO must still be informed even if the above measures are in place.
HPC Data Breach Policy 23/05/2018 Helen du Bois

HELMDON PARISH COUNCIL
DATA BREACH POLICY
DATA PROCESSORS DUTY TO INFORM HELMDON PARISH COUNCIL
If a data processor (i.e. payroll provider) becomes aware of a personal data breach, it must notify Helmdon
Parish Council without undue delay. It is then Helmdon Parish Council’s responsibility to inform the ICO, it is not the data processors responsibility to notify the ICO.
RECORDS OF DATA BREACHES
All data breaches must be recorded whether or not they are reported to individuals. This record will help to identify system failures and should be used as a way to improve the security of personal data.
Record of Data Breaches
Date of breach
Type of breach Number of individuals affected
Date reported to
ICO/individual
Actions to prevent breach recurring
To report a data breach use the ICO online system:
https://ico.org.uk/for-organisations/report-a-breach/
Signed:
Date:
Next review due: May 2019
HPC Data Breach Policy 23/05/2018 Helen du Bois

HELMDON PARISH COUNCIL
DATA PROTECTION POLICY
THE DATA PROTECTION POLICY
Helmdon Parish Council recognises its responsibility to comply with the General Data Protection Regulations
(GDPR) 2018 which regulates the use of personal data. This does not have to be sensitive data; it can be as little as a name and address.
GENERAL DATA PROTECTION REGULATIONS (GDPR)
The GDPR sets out high standards for the handling of personal information and protecting individuals’ rights for privacy. It also regulates how personal information can be collected, handled and used. The GDPR applies to anyone holding personal information about people, electronically or on paper. Helmdon Parish Council has also notified the Information Commissioner that it holds personal data about individuals.
When dealing with personal data, Helmdon Parish Council staff and members must ensure that:
 Data is processed fairly, lawfully and in a transparent manner
This means that personal information should only be collected from individuals if staff have been open and honest about why they want the personal information.
 Data is processed for specified purposes only
This means that data is collected for specific, explicit and legitimate purposes only.
 Data is relevant to what it is needed for
Data will be monitored so that too much or too little is not kept; only data that is needed should be held.
 Data is accurate and kept up to date and is not kept longer than it is needed
Personal data should be accurate, if it is not it should be corrected. Data no longer needed will be shredded or securely disposed of.
 Data is processed in accordance with the rights of individuals
Individuals must be informed, upon request, of all the personal information held about them.
 Data is kept securely
There should be protection against unauthorised or unlawful processing and against accidental loss, destruction or damage.
STORING AND ACCESSING DATA
Helmdon Parish Council recognises its responsibility to be open with people when taking personal details from them. This means that staff must be honest about why they want a particular piece of personal information.
Helmdon Parish Council may hold personal information about individuals such as their names, addresses, email addresses and telephone numbers. These will be securely kept at the Helmdon Parish Council Office and are not available for public access. All data stored on the Helmdon Parish Council Office computer is password protected. Once data is not needed any more, is out of date or has served its use and falls outside
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HELMDON PARISH COUNCIL
DATA PROTECTION POLICY
the minimum retention time of Councils document retention policy, it will be shredded or securely deleted from the computer.
Helmdon Parish Council is aware that people have the right to access any personal information that is held about them. Subject Access Requests (SARs) must be submitted in writing (this can be done in hard copy, email or social media). If a person requests to see any data that is being held about them, the SAR response must detail:



How and to what purpose personal data is processed
The period Helmdon Parish Council intend to process it for
Anyone who has access to the personal data
The response must be sent within 30 days and should be free of charge.
If a SAR includes personal data of other individuals, Helmdon Parish Council must not disclose the personal information of the other individual. That individual’s personal information may either be redacted, or the individual may be contacted to give permission for their information to be shared with the Subject.
Individuals have the right to have their data rectified if it is incorrect, the right to request erasure of the data, the right to request restriction of processing of the data and the right to object to data processing, although rules do apply to those requests.
Please see “Subject Access Request Procedure” for more details.
CONFIDENTIALITY
Helmdon Parish Council members and staff must be aware that when complaints or queries are made, they must remain confidential unless the subject gives permission otherwise. When handling personal data, this must also remain confidential.
Signed:
Date:
Next review due: May 2019
HPC Data Protection Policy 23/05/2018 Helen du Bois

HELMDON PARISH COUNCIL
GENERAL PRIVACY NOTICE
Your personal data – what is it?
“Personal data” is any information about a living individual which allows them to be identified from that data (for example a name, photographs, videos, email address, or address). Identification can be directly using the data itself or by combining it with other information which helps to identify a living individual
(e.g. a list of staff may contain personnel ID numbers rather than names but if you use a separate list of the
ID numbers which give the corresponding names to identify the staff in the first list then the first list will also be treated as personal data). The processing of personal data is governed by legislation relating to personal data which applies in the United Kingdom including the General Data Protection Regulation (the
“GDPR) and other legislation relating to personal data and rights such as the Human Rights Act.
Who are we?
This Privacy Notice is provided to you by the Helmdon Parish Council which is the data controller for your data.
Other data controllers the council may work with:
 Other data controllers, such as local authorities
 Community groups
 Charities
 Other not for profit entities
 Contractors
 Credit reference agencies
We may need to share your personal data we hold with them so that they can carry out their responsibilities to the council. If we and the other data controllers listed above are processing your data jointly for the same purposes, then the council and the other data controllers may be “joint data controllers” which mean we are all collectively responsible to you for your data. Where each of the parties listed above are processing your data for their own independent purposes then each of us will be independently responsible to you and if you have any questions, wish to exercise any of your rights (see below) or wish to raise a complaint, you should do so directly to the relevant data controller.
A description of what personal data the council processes and for what purposes is set out in this Privacy
Notice.
The council will process some or all of the following personal data where necessary to perform its tasks:
 Names, titles, and aliases, photographs;
 Contact details such as telephone numbers, addresses, and email addresses;
 Where they are relevant to the services provided by a council, or where you provide them to us, we may process information such as gender, age, marital status, nationality, education/work history, academic/professional qualifications, hobbies, family composition, and dependants;
 Where you pay for activities such as use of a council hall, financial identifiers such as bank account numbers, payment card numbers, payment/transaction identifiers, policy numbers, and claim numbers;
 The personal data we process may include sensitive or other special categories of personal data such as criminal convictions, racial or ethnic origin, mental and physical health, details of injuries, medication/treatment received, political beliefs, trade union affiliation, genetic data, biometric data, data concerning and sexual life or orientation.
HPC General Privacy Notice 23/05/2018 Helen du Bois

HELMDON PARISH COUNCIL
GENERAL PRIVACY NOTICE
How we use sensitive personal data
 We may process sensitive personal data including, as appropriate:
– information about your physical or mental health or condition in order to monitor sick leave and take decisions on your fitness for work;
– your racial or ethnic origin or religious or similar information in order to monitor compliance with equal opportunities legislation;
– in order to comply with legal requirements and obligations to third parties.
 These types of data are described in the GDPR as “Special categories of data” and require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal data.
 We may process special categories of personal data in the following circumstances:

– In limited circumstances, with your explicit written consent.
– Where we need to carry out our legal obligations.
– Where it is needed in the public interest.
Less commonly, we may process this type of personal data where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else’s interests) and you are not capable of giving your consent, or where you have already made the information public.
Do we need your consent to process your sensitive personal data?
 In limited circumstances, we may approach you for your written consent to allow us to process certain sensitive personal data. If we do so, we will provide you with full details of the personal data that we would like and the reason we need it, so that you can carefully consider whether you wish to consent.
The council will comply with data protection law. This says that the personal data we hold about you must be:
 Used lawfully, fairly and in a transparent way.
 Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
 Relevant to the purposes we have told you about and limited only to those purposes.
 Accurate and kept up to date.
 Kept only as long as necessary for the purposes we have told you about.
 Kept and destroyed securely including ensuring that appropriate technical and security measures are in place to protect your personal data to protect personal data from loss, misuse, unauthorised access and disclosure.
We use your personal data for some or all of the following purposes:
 To deliver public services including to understand your needs to provide the services that you request and to understand what we can do for you and inform you of other relevant services;
 To confirm your identity to provide some services;
 To contact you by post, email, telephone or using social media (e.g., Facebook, Twitter, WhatsApp);
 To help us to build up a picture of how we are performing;
 To prevent and detect fraud and corruption in the use of public funds and where necessary for the law enforcement functions;
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HELMDON PARISH COUNCIL
GENERAL PRIVACY NOTICE
 To enable us to meet all legal and statutory obligations and powers including any delegated functions;
 To carry out comprehensive safeguarding procedures (including due diligence and complaints handling) in accordance with best safeguarding practice from time to time with the aim of ensuring that all children and adults-at-risk are provided with safe environments and generally as necessary to protect individuals from harm or injury;
 To promote the interests of the council;
 To maintain our own accounts and records;
 To seek your views, opinions or comments;
 To notify you of changes to our facilities, services, events and staff, councillors and other role holders;
 To send you communications which you have requested and that may be of interest to you. These may include information about campaigns, appeals, other new projects or initiatives;
 To process relevant financial transactions including grants and payments for goods and services supplied to the council
 To allow the statistical analysis of data so we can plan the provision of services.
Our processing may also include the use of CCTV systems for the prevention and prosecution of crime.
What is the legal basis for processing your personal data?
The council is a public authority and has certain powers and obligations. Most of your personal data is processed for compliance with a legal obligation which includes the discharge of the council’s statutory functions and powers. Sometimes when exercising these powers or duties it is necessary to process personal data of residents or people using the council’s services. We will always take into account your interests and rights. This Privacy Notice sets out your rights and the council’s obligations to you.
We may process personal data if it is necessary for the performance of a contract with you, or to take steps to enter into a contract. An example of this would be processing your data in connection with the use of sports facilities, or the acceptance of an allotment garden tenancy
Sometimes the use of your personal data requires your consent. We will first obtain your consent to that use.
Sharing your personal data
This section provides information about the third parties with whom the council may share your personal data. These third parties have an obligation to put in place appropriate security measures and will be responsible to you directly for the manner in which they process and protect your personal data. It is likely that we will need to share your data with some or all of the following (but only where necessary):
 The data controllers listed above under the heading “Other data controllers the council works with”;
 Our agents, suppliers and contractors. For example, we may ask a commercial provider to publish or distribute newsletters on our behalf, or to maintain our database software;
 On occasion, other local authorities or not for profit bodies with which we are carrying out joint ventures e.g. in relation to facilities or events for the community.
How long do we keep your personal data?
We will keep some records permanently if we are legally required to do so. We may keep some other records for an extended period of time. For example, it is currently best practice to keep financial records
HPC General Privacy Notice 23/05/2018 Helen du Bois

HELMDON PARISH COUNCIL
GENERAL PRIVACY NOTICE
for a minimum period of 8 years to support HMRC audits or provide tax information. We may have legal obligations to retain some data in connection with our statutory obligations as a public authority. The council is permitted to retain data in order to defend or pursue claims. In some cases the law imposes a time limit for such claims (for example 3 years for personal injury claims or 6 years for contract claims). We will retain some personal data for this purpose as long as we believe it is necessary to be able to defend or pursue a claim. In general, we will endeavour to keep data only for as long as we need it. This means that we will delete it when it is no longer needed.
Your rights and your personal data
You have the following rights with respect to your personal data:
When exercising any of the rights listed below, in order to process your request, we may need to verify your identity for your security. In such cases we will need you to respond with proof of your identity before you can exercise these rights.
1)


The right to access personal data we hold on you
At any point you can contact us to request the personal data we hold on you as well as why we have that personal data, who has access to the personal data and where we obtained the personal data from. Once we have received your request we will respond within one month.
There are no fees or charges for the first request but additional requests for the same personal data or requests which are manifestly unfounded or excessive may be subject to an administrative fee.
2)

The right to correct and update the personal data we hold on you
If the data we hold on you is out of date, incomplete or incorrect, you can inform us and your data will be updated.
3)

The right to have your personal data erased
If you feel that we should no longer be using your personal data or that we are unlawfully using your personal data, you can request that we erase the personal data we hold.
When we receive your request we will confirm whether the personal data has been deleted or the reason why it cannot be deleted (for example because we need it for to comply with a legal obligation).

4)

The right to object to processing of your personal data or to restrict it to certain purposes only
You have the right to request that we stop processing your personal data or ask us to restrict processing. Upon receiving the request we will contact you and let you know if we are able to comply or if we have a legal obligation to continue to process your data.
5)

The right to data portability
You have the right to request that we transfer some of your data to another controller. We will comply with your request, where it is feasible to do so, within one month of receiving your request.
6) The right to withdraw your consent to the processing at any time for any processing of data to which consent was obtained
You can withdraw your consent easily by telephone, email, or by post (see Contact Details below). 
7)

The right to lodge a complaint with the Information Commissioner’s Office.
You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe
House, Water Lane, Wilmslow, Cheshire SK9 5AF.
HPC General Privacy Notice 23/05/2018 Helen du Bois

HELMDON PARISH COUNCIL
GENERAL PRIVACY NOTICE
Transfer of Data Abroad
Any personal data transferred to countries or territories outside the European Economic Area (“EEA”) will only be placed on systems complying with measures giving equivalent protection of personal rights either through international agreements or contracts approved by the European Union. Our website is also accessible from overseas so on occasion some personal data (for example in a newsletter) may be accessed from overseas.
Further processing
If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
Changes to this notice
We keep this Privacy Notice under regular review and we will place any updates on www.greatworthparishconcil.co.uk This Notice was last updated in May 2018.
Contact Details
Please contact us if you have any questions about this Privacy Notice or the personal data we hold about you or to exercise all relevant rights, queries or complaints at:
The Data Controller, Helmdon Parish Council
Email: clerk@greatworthparishcouncil.co.uk
Signed:
Date:
Next review due: May 2019
HPC General Privacy Notice 23/05/2018 Helen du Bois

HELMDON PARISH COUNCIL
RECORDS RETENTION POLICY
Helmdon Parish Council recognises that the efficient management of its records is necessary to comply with its legal and regulatory obligations and to contribute to the effective overall management of the association. This document provides the policy framework through which this effective management can be achieved and audited.
SCOPE
This policy applies to all records created, received or maintained by Helmdon Parish Council in the course of carrying out its functions. Records are defined as all those documents which facilitate the business carried out by Helmdon Parish Council and which are thereafter retained (for a set period) to provide evidence of its transactions or activities. These records may be created, received or maintained in hard copy or electronically. A small percentage of Helmdon Parish
Council records may be selected for permanent preservation as part of the Councils archives and for historical research.
RESPONSIBILITIES
Helmdon Parish Council has a corporate responsibility to maintain its records and record management systems in accordance with the regulatory environment. The person with overall responsibility for this policy is the Clerk. The person responsible for records management will give guidance for good records management practice and will promote compliance with this policy so that information will be retrieved easily, appropriately and timely. Individual staff and employees must ensure that records for which they are responsible are accurate, and are maintained and disposed of in accordance with Helmdon Parish Council’s records management guidelines.
RETENTION SCHEDULE
The retention schedule refers to record series regardless of the media in which they are stored:
DOCUMENT
Minutes
Minutes of Council meetings
Minutes of committee meetings
Employment
Staff employment contracts
Staff payroll information
Staff references
Application forms (interviewed –
unsuccessful)
Application forms (interviewed –
successful)
Disciplinary files
Staff appraisals
Finance
HPC Records Retention Policy
MINIMUM RETENTION PERIOD REASON
Indefinite
Indefinite
Archive
Archive
6 years after ceasing employment
3 years
6 years after ceasing employment
6 months
Management
Management
Management
Management
6 years after ceasing employment Management
6 years after ceasing employment
6 years after ceasing employment
Management
Management
23/05/2018 Helen du Bois

HELMDON PARISH COUNCIL
RECORDS RETENTION POLICY
Scales of fees and charges
Receipt and payment accounts
Bank statements
Cheque book stubs
Paid invoices
Paid cheques
Payroll records
Petty cash accounts
Insurance
Insurance policies
Certificates for Insurance against liability for employees
Certificates for Public Liability
Insurance claim records
Health and Safety
Accident books
Risk assessment
General Management
Councillors contact details
Lease agreements
Contracts
Email messages
Consent forms
GDPR Security Compliance form
6 years
6 years
Last completed audit year
Last completed audit year
Last completed audit year
Last completed audit year
3 years
Last completed audit year
Management
VAT
Audit
Audit
VAT
Limitation Act 1980
HMRC
Audit
6 years after policy end
6 years after policy end
Management
Management
6 years after policy end
6 years after policy end
Management
Management
3 years from date of last entry
3 years
Statutory
Management
Duration of membership
12 years
6 years
At end of useful life
5 years
Duration of membership
Management
Limitation Act 1980
Limitation Act 1980
Management
Management
Management
Signed:
Date:
Next review due: May 2019
HPC Records Retention Policy 23/05/2018 Helen du Bois

HELMDON PARISH COUNCIL
PRIVACY NOTICE
FOR STAFF*, COUNCILLORS AND ROLE HOLDERS**
*“Staff” means employees, workers, agency staff and those retained on a temporary or permanent basis
**Includes, volunteers, contractors, agents, and other role holders within the council including former staff*and former councillors. This also includes applicants or candidates for any of these roles.
Your personal data – what is it?
“Personal data” is any information about a living individual which allows them to be identified from that data (for example a name, photograph, video, email address, or address). Identification can be directly using the data itself or by combining it with other information which helps to identify a living individual (e.g. a list of staff may contain personnel ID numbers rather than names but if you use a separate list of the ID numbers which give the corresponding names to identify the staff in the first list then the first list will also be treated as personal data). The processing of personal data is governed by legislation relating to personal data which applies in the United Kingdom including the
General Data Protection Regulation (the “GDPR”) and other legislation relating to personal data and rights such as the Human Rights Act.
Who are we?
This Privacy Notice is provided to you by Helmdon Parish Council which is the data controller for your data.
The council works together with:
 Other data controllers, such as local authorities, public authorities, central government and agencies such as HMRC and DVLA
 Staff pension providers
 Former and prospective employers
 DBS services suppliers
 Payroll services providers
 Recruitment Agencies
 Credit reference agencies
We may need to share personal data we hold with them so that they can carry out their responsibilities to the council and our community. The organisations referred to above will sometimes be “joint data controllers”. This means we are all responsible to you for how we process your data where for example two or more data controllers are working together for a joint purpose.
If there is no joint purpose or collaboration then the data controllers will be independent and will be individually responsible to you.
The council will comply with data protection law. This says that the personal data we hold about you must be:
 Used lawfully, fairly and in a transparent way.
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PRIVACY NOTICE
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Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
Relevant to the purposes we have told you about and limited only to those purposes.
Accurate and kept up to date.
Kept only as long as necessary for the purposes we have told you about.
Kept and destroyed securely including ensuring that appropriate technical and security measures are in place to protect your personal data to protect personal data from loss, misuse, unauthorised access and disclosure.
What data do we process?
 Names, titles, and aliases, photographs.
 Start date / leaving date
 Contact details such as telephone numbers, addresses, and email addresses.
 Where they are relevant to our legal obligations, or where you provide them to us, we may process information such as gender, age, date of birth, marital status, nationality, education/work history, academic/professional qualifications, employment details, hobbies, family composition, and dependants.
 Non-financial identifiers such as passport numbers, driving licence numbers, vehicle registration numbers, taxpayer identification numbers, staff identification numbers, tax reference codes, and national insurance numbers.
 Financial identifiers such as bank account numbers, payment card numbers, payment/transaction identifiers, policy numbers, and claim numbers.
 Financial information such as National Insurance number, pay and pay records, tax code, tax and benefits contributions, expenses claimed.
 Other operational personal data created, obtained, or otherwise processed in the course of carrying out our activities, including but not limited to, CCTV footage, recordings of telephone conversations, IP addresses and website visit histories, logs of visitors, and logs of accidents, injuries and insurance claims.
 Next of kin and emergency contact information
 Recruitment information (including copies of right to work documentation, references and other information included in a CV or cover letter or as part of the application process and referral source (e.g. agency, staff referral))
 Location of employment or workplace.
 Other staff data (not covered above) including; level, performance management information, languages and proficiency; licences/certificates, immigration status; employment status; information for disciplinary and grievance proceedings; and personal biographies.
 CCTV footage and other information obtained through electronic means such as swipecard records.
 Information about your use of our information and communications systems.
We use your personal data for some or all of the following purposes:
Please note: We need all the categories of personal data in the list above primarily to allow us to perform our contract with you and to enable us to comply with legal obligations.
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Making a decision about your recruitment or appointment.
Determining the terms on which you work for us.
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HELMDON PARISH COUNCIL
PRIVACY NOTICE
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Checking you are legally entitled to work in the UK.
Paying you and, if you are an employee, deducting tax and National Insurance contributions.
Providing any contractual benefits to you
Liaising with your pension provider.
Administering the contract we have entered into with you.
Management and planning, including accounting and auditing.
Conducting performance reviews, managing performance and determining performance requirements.
 Making decisions about salary reviews and compensation.
 Assessing qualifications for a particular job or task, including decisions about promotions.
 Conducting grievance or disciplinary proceedings.
 Making decisions about your continued employment or engagement.
 Making arrangements for the termination of our working relationship.
 Education, training and development requirements.
 Dealing with legal disputes involving you, including accidents at work.
 Ascertaining your fitness to work.
 Managing sickness absence.
 Complying with health and safety obligations.
 To prevent fraud.
 To monitor your use of our information and communication systems to ensure compliance with our IT policies.
 To ensure network and information security, including preventing unauthorised access to our computer and electronic communications systems and preventing malicious software distribution.
 To conduct data analytics studies to review and better understand employee retention and attrition rates.
 Equal opportunities monitoring.
 To undertake activity consistent with our statutory functions and powers including any delegated functions.
 To maintain our own accounts and records;
 To seek your views or comments;
 To process a job application;
 To administer councillors’ interests
 To provide a reference.
Our processing may also include the use of CCTV systems for monitoring purposes.
Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal data.
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
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Where we need to perform the contract we have entered into with you.
Where we need to comply with a legal obligation.
We may also use your personal data in the following situations, which are likely to be rare:
 Where we need to protect your interests (or someone else’s interests).
HPC Staff Privacy Notice 23/05/18 Helen du Bois

HELMDON PARISH COUNCIL
PRIVACY NOTICE
 Where it is needed in the public interest (or for official purposes).
How we use sensitive personal data
 We may process sensitive personal data relating to staff, councillors and role holders including, as appropriate:
– information about your physical or mental health or condition in order to monitor sick leave and take decisions on your fitness for work;
– your racial or ethnic origin or religious or similar information in order to monitor compliance with equal opportunities legislation;
– in order to comply with legal requirements and obligations to third parties.
 These types of data are described in the GDPR as “Special categories of data” and require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal data.
 We may process special categories of personal data in the following circumstances:
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– In limited circumstances, with your explicit written consent.
– Where we need to carry out our legal obligations.
– Where it is needed in the public interest, such as for equal opportunities monitoring or in relation to our pension scheme.
– Where it is needed to assess your working capacity on health grounds, subject to appropriate confidentiality safeguards.
Less commonly, we may process this type of personal data where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else’s interests) and you are not capable of giving your consent, or where you have already made the information public.
Do we need your consent to process your sensitive personal data?
 We do not need your consent if we use your sensitive personal data in accordance with our rights and obligations in the field of employment and social security law.
 In limited circumstances, we may approach you for your written consent to allow us to process certain sensitive personal data. If we do so, we will provide you with full details of the personal data that we would like and the reason we need it, so that you can carefully consider whether you wish to consent.
 You should be aware that it is not a condition of your contract with us that you agree to any request for consent from us.
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HELMDON PARISH COUNCIL
PRIVACY NOTICE
Information about criminal convictions
 We may only use personal data relating to criminal convictions where the law allows us to do so.
This will usually be where such processing is necessary to carry out our obligations and provided we do so in line with our data protection policy.
 Less commonly, we may use personal data relating to criminal convictions where it is necessary in relation to legal claims, where it is necessary to protect your interests (or someone else’s interests)
and you are not capable of giving your consent, or where you have already made the information public.
 We will only collect personal data about criminal convictions if it is appropriate given the nature of the role and where we are legally able to do so. Where appropriate, we will collect personal data about criminal convictions as part of the recruitment process or we may be notified of such personal data directly by you in the course of you working for us.
What is the legal basis for processing your personal data?
Some of our processing is necessary for compliance with a legal obligation.
We may also process data if it is necessary for the performance of a contract with you, or to take steps to enter into a contract.
We will also process your data in order to assist you in fulfilling your role in the council including administrative support or if processing is necessary for compliance with a legal obligation.
Sharing your personal data
Your personal data will only be shared with third parties including other data controllers where it is necessary for the performance of the data controllers’ tasks or where you first give us your prior consent.
It is likely that we will need to share your data with:
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Our agents, suppliers and contractors. For example, we may ask a commercial provider to manage our HR/ payroll functions , or to maintain our database software;
Other persons or organisations operating within local community.
Other data controllers, such as local authorities, public authorities, central government and agencies such as HMRC and DVLA
Staff pension providers
Former and prospective employers
DBS services suppliers
Payroll services providers
Recruitment Agencies
Credit reference agencies
Professional advisors
Trade unions or employee representatives
How long do we keep your personal data?
We will keep some records permanently if we are legally required to do so. We may keep some other records for an extended period of time. For example, it is currently best practice to keep financial records for a minimum period of 8 years to support HMRC audits or provide tax information. We may have legal obligations to retain some data in connection with our statutory obligations as a public authority. The council is permitted to retain data in order to defend or pursue claims. In some cases the law imposes a
HPC Staff Privacy Notice 23/05/2018 Helen du Bois

HELMDON PARISH COUNCIL
PRIVACY NOTICE
time limit for such claims (for example 3 years for personal injury claims or 6 years for contract claims). We will retain some personal data for this purpose as long as we believe it is necessary to be able to defend or pursue a claim. In general, we will endeavour to keep data only for as long as we need it. This means that we will delete it when it is no longer needed.
Your responsibilities
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your working relationship with us.
Your rights in connection with personal data
You have the following rights with respect to your personal data: –
When exercising any of the rights listed below, in order to process your request, we may need to verify your identity for your security. In such cases we will need you to respond with proof of your identity before you can exercise these rights.
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The right to access personal data we hold on you
At any point you can contact us to request the personal data we hold on you as well as why we have that personal data, who has access to the personal data and where we obtained the personal data from. Once we have received your request we will respond within one month.
There are no fees or charges for the first request but additional requests for the same personal data or requests which are manifestly unfounded or excessive may be subject to an administrative fee.
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The right to correct and update the personal data we hold on you
If the data we hold on you is out of date, incomplete or incorrect, you can inform us and your data will be updated.
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The right to have your personal data erased
If you feel that we should no longer be using your personal data or that we are unlawfully using your personal data, you can request that we erase the personal data we hold.
When we receive your request we will confirm whether the personal data has been deleted or the reason why it cannot be deleted (for example because we need it for to comply with a legal obligation).
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The right to object to processing of your personal data or to restrict it to certain purposes only
You have the right to request that we stop processing your personal data or ask us to restrict processing. Upon receiving the request we will contact you and let you know if we are able to comply or if we have a legal obligation to continue to process your data.
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The right to data portability
You have the right to request that we transfer some of your data to another controller. We will comply with your request, where it is feasible to do so, within one month of receiving your request.
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The right to withdraw your consent to the processing at any time for any processing of data to which consent was obtained
You can withdraw your consent easily by telephone, email, or by post (see Contact Details below).
7. The right to lodge a complaint with the Information Commissioner’s Office.
HPC Staff Privacy Notice 23/05/2018 Helen du Bois

HELMDON PARISH COUNCIL
PRIVACY NOTICE
 You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe
House, Water Lane, Wilmslow, Cheshire SK9 5AF.
Transfer of Data Abroad
Any personal data transferred to countries or territories outside the European Economic Area (“EEA”) will only be placed on systems complying with measures giving equivalent protection of personal rights either through international agreements or contracts approved by the European Union. Our website is also accessible from overseas so on occasion some personal data (for example in a newsletter) may be accessed from overseas.
Further processing
If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing, if we start to use your personal data for a purpose not mentioned in this notice.
Changes to this notice
We keep this Privacy Notice under regular review and we will place any updates on www.greatworthparishcouncil. This Notice was last updated in May 2018.
Contact Details
Please contact us if you have any questions about this Privacy Notice or the personal data we hold about you or to exercise all relevant rights, queries or complaints at:
The Data Controller, Helmdon Parish Council
Email: clerk@greatworthparishcouncil.co.uk
You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House,
Water Lane, Wilmslow, Cheshire SK9 5AF.
Signed:
Date:
Next review due: May 2019
HPC Staff Privacy Notice 23/05/2018 Helen du Bois

Agreement for the Provision of a Data Protection Officer Service
1. Parties
1.1. This agreement is between the Northamptonshire County Association of Local
Councils (Northants CALC) and [ INSERT NAME ] Parish Council (the “Council”).
2. Service
2.1. This agreement appoints Northants CALC as the Council’s Data Protection Officer
(DPO). The responsibilities, duties and role of the DPO are set out below and together constitute the “Service”.
3. Appointment
3.1. The Council is of the opinion that Northants CALC has the necessary qualifications, experience and abilities to provide the Service to the Council.
3.2. Northants CALC offers to provide the Service on the terms and conditions set out in this document.
4. Service Specifications
4.1. Northants CALC will:
4.1.1. Provide a dedicated email address and named officers for the Service.
4.1.2. Inform and advise the Council and its employees about their obligations to comply with the General Data Protection Regulations (GDPR) and other data protection laws.
4.1.3. Monitor compliance with the GDPR and other data protection laws, including managing internal data protection activities, advise on data protection impact assessments; train staff and conduct internal audits.
4.1.4. Be the first point of contact for supervisory authorities and for individuals whose data is processed (employees, customers etc).
4.2. The Council will:
4.2.1. Develop a culture within the Council of good and improving information governance standards.
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4.2.2. Contact Northants CALC via email or telephone immediately a data breach or potential data breach is identified and within 24 hours at the latest.
4.2.3. Advise Northants CALC when planning a new system installation or new plans to share data with third parties.
4.2.4. Advise Northants CALC in advance of any new projects that could impact on the service, advice and guidance provided under this agreement.
4.2.5. Ensure that:
4.2.5.1. the DPO is involved, closely and in a timely manner, in all data protection matters
4.2.5.2. the DPO reports to the highest management level of the Council
4.2.5.3. the DPO operates independently and is not dismissed or penalised for performing their tasks
4.2.5.4. it gives the DPO appropriate access to personal data and processing activities
4.2.5.5. it seeks the advice of the DPO when carrying out a Data Protection
Impact Assessment; and
4.2.5.6. it records the details of your DPO as part of your records of processing activities.
5. Fair Use
5.1. Northants CALC reserves the right to introduce fees or charges where the Council requires a standard or level of service beyond the level specified in this agreement and any such fees or charges will be reasonable and will be notified in advance.
6. Liability
6.1. The Council is the Data Controller and holds the liability for GDPR noncompliance and/or data breach. The Council agrees to hold Northants CALC harmless against all claims, losses, and costs of any kind arising out of any act or omission of the
Council in relation to compliance with the GDPR and other data protection laws.
6.2. Northants CALC is the Service Provider and agrees to hold the Council harmless against all claims, losses, and costs of any kind arising out of any act or omission of
Northants CALC in relation to providing the Service.
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7. Term of Agreement
7.1. The term of this agreement will begin on 24 May 2018 and will remain in full force and effect for one calendar year, subject to earlier termination as provided in this agreement.
7.2. In the event that either party wishes to terminate this agreement prior to the end date that party will be required to provide 60 days written notice to the other party.
8. Payment
8.1. The Service is provided free of charge for the first year. It is a condition of use of the
Service that the Council is a member of Northants CALC.
9. Confidentiality
9.1. Confidential information refers to any data or information relating to the business of the Council which could reasonably be considered to be proprietary to the Council where the release of that confidential information could reasonably be expected to cause harm to the Council.
9.2. Northants CALC will not disclose, divulge or reveal confidential information that it has access to in the course of delivering the Service except as authorised by the
Council or as required by law.
10. Status of Parties
10.1. In providing the Service it is expressly agreed that Northants CALC and its officers providing the Service are acting as an independent contractor and not as an employee. This agreement does not create a partnership or joint venture and is exclusively a contract for services.
11. Notice
11.1. All notices, requests, demands or other communications required or permitted by the terms of this agreement will be given in writing and delivered to the following addresses:
11.2. Northants CALC, 6 Litchborough Business Park, Northampton Road,
Litchborough, Northamptonshire, NN12 8JB or by electronic mail to dpo@northantscalc.com.
11.3. [ INSERT NAME ] Parish Council, [ INSERT ADDRESS ] or by electronic mail to
[ INSERT EMAIL ADDRESS].
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12. Declaration
By signing below the Council is agreeing to appoint Northants CALC as the Council’s
Data Protection Officer (DPO).
Name of Council:
This agreement is entered into by the Council and recorded as minute reference:
Dated:
Signed by the Chairman of the meeting where decision was made:
Signed by the Clerk to the
Council:
Please sign and complete the box above and then scan this page only and return it by e-mail to: dpo@northantscalc.com.
Alternatively, post this page only to: Northants CALC, 6
Litchborough Business Park, Northampton Road, Litchborough,
Northamptonshire, NN12 8JB.
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Appendix 1
1. The email address of the Data Protection Officer (DPO) Service is dpo@northantscalc.com.
2. The details of the Council’s DPO should be given as:
The Councils Data Protection Officer (DPO) is:
Northants CALC
6 Litchborough Business Park
Northampton Road
Litchborough
Northamptonshire
NN12 8JB
[phone number removed]
dpo@northantscalc.com
3. The Council is appointing “Northants CALC” as its DPO but anyone wishing to contact the DPO may be directed to speak to 1. Mr Danny Moody or 2. Dr Lesley
Sambrook Smith.
4. The DPO is the first point of contact for the Information Commissioner’s Office (ICO)
where there are complaints or reported data breaches. It is envisaged that the number of such contacts to the DPO by the Council or by members of the public will be very low. Up to three such contacts in any one year will be provided free of charge within the terms of the Service with subsequent contacts charged at an hourly rate of £40 per hour.
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Introduction
On 11th November 2018, the United Kingdom and its friends overseas will mark the day 100 years ago when the guns fell silent at the end of the First World War.
You can play your part in remembering the sacrifice of millions of men and women by joining us in Battle’s Over, a unique series of events in the morning and evening involving organisations and communities the length and breadth of our nation and in many countries abroad.
• Battle’s Over – Sleep in peace, now the battle’s over
• Battle’s Over – The Last Post
• Battle’s Over – WWI Beacons of Light
• Battle’s Over – Ringing out for Peace
• Battle’s Over – Cry for Peace Around the World
Your chance to pay your personal and community tribute to those millions that gave their lives for their country or returned home wounded during or after the dreadful darkness of four years of War
1914 – 1918
100 YEARS OF REMEMBRANCE
6.00am – Battle’s Over – Sleep in peace, now the battle’s over
The sound of 1,000 bagpipes will fill the air before dawn has broken on 11th November 2018. In cities and towns throughout the land individual pipers will play Battle’s O’er – a traditional air played by pipers after a battle. Heralding the start of the day’s commemorations, they will play the haunting tune outside churches and cathedrals, in market squares and muddy fields, on hilltops and high streets, in valleys and village greens throughout the United Kingdom, Channel Islands and the Isle of Man, and at scores of locations overseas, including
Australia, Canada, the USA, Germany, South Africa, France,
Spain, Denmark, Israel and Somalia to name but a few.
A lone piper will play Battle’s O’er in front of the Tomb of the
Unknown Warrior at Westminster Abbey, London, with others undertaking a similar performance in front of cathedrals in the
UK. At the same time, pipers everywhere will be playing the same tune in their local communities.
Following the playing of this piece of music at the Merchant
Navy Associations National Memorial, Trinity Square Gardens,
Tower Hill, London, at 6am, through to 7pm, when a WWI
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Beacon of Light will be lit, the 15,000 names of those brave
Merchant Navy Seamen who lost their lives during this dreadful war will be read out by a range of people from all over the United Kingdom, in remembrance of the sacrifices made.
We anticipate that this unique tribute, organised in association with the Glasgow-based College of Piping, will start the centenary media coverage on television and radio, and will provide some of the day’s most moving and atmospheric sights and sounds, so if you wish to encourage a local Piper to participate by playing Battle’s O’er at a location of their choice (excluding Cathedrals), please ask them to register asap, providing the following information to:
[email address removed]
Name of Piper, Address, Country, County, Tel, Email
6.55pm Battle’s Over – The Last Post
In association with the Air Training Corps, Army Cadet Force,
Sea Cadet Force, Boys’ Brigade and the Light Infantry
Buglers Association, the Last Post will be played at many of the 1,000 WWI Beacon sites throughout the United Kingdom, involving young people and others paying their personal tribute to those that gave their lives during World War I.
7.00pm Battle’s Over – WWI Beacons of Light
Later that day, after darkness has fallen, more than 1,000
Beacons of Light will be lit throughout the United Kingdom,
Channel Islands, Isle of Man and UK Overseas Territories, with the first of these Beacons being lit at Westminster Abbey,
London, that evening.
This is a commemoration inspired by a comment made on 3rd
August 1914 by Britain’s Foreign Minister, Sir Edward Grey.
He was looking out of his office window at dusk as gas lights were being lit along London’s Mall when he remarked to a friend, “The lamps are going out all over Europe; we shall not see them lit again in our lifetime.”

Introduction
Our country was about to be plunged into the darkness of the
First World War, and it would be four long years before Britain and Europe would again experience the light of peace.
In remembrance of the end of the war and the millions who were killed or came home dreadfully wounded, Beacons of
Light will be lit around the country at 7pm on 11th November
2018.
The event will also commemorate the huge army of men and women on the home front who, often in dangerous and exhausting conditions, underpinned the war effort – keeping the wheels of industry turning and bringing home the harvests.
The beacons will symbolise the light of hope that emerged from the darkness of war.
Among the communities and other organisations that have confirmed their involvement are the Tan Hill Inn, Yorkshire
Dales, the highest pub in Great Britain; Unst, the most northerly inhabited island in Scotland; St David’s, the most westerly city in Wales; Lowestoft, Suffolk, the most easterly town in England, and St Macartin’s Cathedral, Enniskillen, the most westerly location in the United Kingdom. We do hope that your council and community will also choose to take part in this historic tribute.
There are a number of cost-effective ways of participating.
(1) Use existing beacon braziers set on tall wooden poles and gas-fuelled beacons previously used for other historic anniversaries, celebrations and commemorations.
(2) Build and light a traditional bonfire beacon. See page 15.
(3) Purchase the gas-fuelled beacon being specially produced for this project. Afterwards, it can be stored and used for future events. See page 13.
(4) Build and erect a new beacon brazier on a tall wooden pole, using it as a permanent tribute to those that lost their lives in your local community during World War I. See page
14. (You may need to apply for planning permission so please contact your Local Authority Planning Department to seek their advice).
100 YEARS OF REMEMBRANCE
Councils, organisations and individuals taking part will be able to immediately download the official Battle’s Over logo free of charge by going to www.brunopeek.co.uk and similar for the special certificate shown on page 2 from 30th November
2018 by going to the same website as a permanent reminder of their involvement in this tribute.
Those wishing to participate in lighting a WW1 Beacon of Light, please go to page 11 and please provide information in point 1 by 25th October 2018, sending it to [email address removed]
As you will see from pages 17, 19, 21, and 23, we have four worthy and appropriate charities associated with this event, representing the Royal Navy, Army, Royal Air Force, and
Merchant Navy. Please feel free to make donations direct to one or more of them. You may also wish to consider staging a public collection for them around the lighting of your beacon.
7.05pm Battle’s Over – Ringing out for peace!
As beacons blaze around the country, bells in 1,000
churches and cathedrals will ring out in celebration of the end of the First World War. Many people in Britain live within hearing of church bells, which call congregations to prayer and mark special occasions. But the sound of mighty bells, some of which are hundreds of years old, also provides a stirring soundtrack to historic events.
The ringing of bells to celebrate the end of the Great War is being organised in association with the Central Council of
Church Bell Ringers, the representative body for groups who ring bells in the English tradition with rope and wheel. It was founded in 1891 and represents 65 affiliated societies of local ringers from all over the British Isles and many other countries from Australasia to North America to Africa.
The stirring sound of church and cathedral bells will provide a fitting conclusion to a day of contemplation,
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commemoration and, ultimately, celebration as our country and other nations reflect on events a century ago on the battlefields of Europe and at home in our factories and farms.
Please encourage your local Cathedral, Minster or Church to participate by ringing their bells at 7.05pm that evening, asking them to complete the registration form found at:
www.brunopeek.co.uk
7.05pm Battle’s Over – Cry for Peace Around the World
To coincide with the ringing of the church bells, 100 Town Criers, one for each year since the end of WW1, will be undertaking, ‘A
Cry for Peace around the World’, and in the United Kingdom, the
‘Cry’ will be led by a Chelsea Pensioner from The Royal Hospital,
Chelsea, London, at 7.05pm that night.
Those millions of brave men, along with the many left at home, did their duty for their country during the dark days of war, so let us do our duty by them, remembering and honouring them through Battle’s Over.
The WW1 Tunnellers & The Lamplight of Peace
New light has been shed on a special breed of men who fought on the Western Front. Their job was not to charge over the top of the trenches but to sink explosive-packed tunnels deep beneath enemy lines.
The allied tunnelling companies operated in such secrecy that little was known of their exploits for years after the war. Working in total silence up to 100ft underground their task was to detonate mines beneath the enemy’s trenches while seeking out
German tunnellers digging the other way. It was a covert war waged by civilians with little or no military training – tough and resourceful men, many of whom had been rejected by the army on the grounds of health and age.

How to take part & Beacon Lighting Ceremony
How to take part
Step 1: To confirm your involvement and assist us in easy communication and correct registration of your event, please be kind enough to undertake the following in FULL as soon as possible, sending it to Bruno Peek LVO OBE OPR, Pageantmaster,
Battle’s Over – A Nation’s Tribute & WW1 Beacons of Light at –
[email address removed]
If your event is a private occasion and NOT open to the public, and you do not want your involvement shown on any public or media listing, it is important that you confirm this when providing information requested below. Your participation will still be noted as part of this historic occasion but NOT made public.
However, if your event is open to the public your contact details will be shared with the media so that they can contact you direct to arrange any publicity and/or coverage of your event on
11th November 2018.
Name of Contact/Coordinator
Name of Council or Organisation
Job title of Coordinator
Full postal address including postcode
County
Country: England, Wales, Scotland, Northern Ireland, Channel
Islands, Isle of Man, UK Overseas Territory
Telephone number – landline
Mobile number
Email Address
Beacon Location if known when registering, including postcode
Please ensure you have undertaken all the safety aspects etc, outlined on page 15 and before the lighting of your Bonfire
Beacon on page 14 and you have alerted the emergency services, including the Fire Brigade, undertaken any risk assessments required and ensure all are happy with your plans.
(This is your responsibility as coordinator of your Beacon lighting event).
100 YEARS OF REMEMBRANCE
Beacon Lighting Ceremony –
7pm on 11th November 2018
The Beacon lighting ceremony should be undertaken as follows:
Step 2: Invite your Lord Lieutenant, DL, Lord Mayor, Mayor,
High Sheriff, High Steward, Lord Provost, Chairman or Leader of the Council. However, you may wish to consider running a competition in partnership with your local media, with the winner having the honour of lighting your WWI Beacon of
Light at 7pm that evening.
Step 3: Please arrange to have professional photographs taken during your event, and immediately after, please send
NO more than TWO high quality, copyright-free photographs to [email address removed] including the name of the photographer, the Beacon location, including postcode, along with the name of the Council or Organisation.
Step 4: If appropriate, please use social media channels –
Twitter, Facebook etc – to promote your event. On Facebook, post photographs of your Beacon lighting ceremony on the
11th November 2018.
Step 5: On 1st November 2018 we will be providing you with an outline Press Release for your use, so please localise it, providing as much or as little information as you wish regarding your event, along with your contact details before YOU send it to all areas of your local media to enable them to contact YOU direct.
Step 6: Before the lighting of your Beacon at 7pm you may wish to consider reading out the names of those from your your City, Town or Parish etc killed in action, during WWI, in remembrance of the sacrifices made.
Bonfire Beacon, Killyleagh, County Down,
Northern Ireland.
12
Beacon at Manor Farm, Strete, Devon, courtesey of Kate Gill, Stete Parish Council.

WWI Beacons of Light, your unique gas-fuelled Beacon
The Battle’s Over Beacon is of lightweight construction and comes assembled and complete with the exception of the gas cylinders that will need to be purchased separately:
a) 400g disposable cylinder of propane, (Bullfinch No 1644, or equivalent) for the FirePower Torch used to light the Beacon.
These can be purchased from many DIY stores or Builders
Merchants.
b) One full 47 kg propane cylinder or 2 x 19 kg full cylinders are are recommended to give a full flame for an hour. For longer periods of burning or with partially full cylinders you will need double the number of cylinders. These cylinders can be purchased from Flogas Britain Ltd by calling 0800 085 6225
quoting Gas Fuelled Beacons or by going to their website www. flogas.co.uk where you can either order your cylinder online or locate your nearest Flogas stockist. You may also download a propane cylinder safety data sheet from the Flogas website
(www.flogas.co.uk/safety).
The tripod describes a circle area of about
1.32m diameter and the beacon has an extended height of about 2.15m.
The Beacon (and flame) are stable in the wind up to 30 mph. It is supplied with a ground anchor and rope for securing to the ground if this is possible, or else we would recommend the use of sand bags. Full instructions are provided for this. The Beacon must be supervised by 2 people at all times when lit and a fire extinguisher must be provided.
It is important that the supervision should be undertaken those who are competent and it is essential that a trial be undertaken before the event to ensure that everyone is fully trained and familiar with the operation.
See our website bullfinch-gas.co.uk for more details.
The Gas-Fuelled Beacon package will contain the following:
• Burner unit with distinct design to commemorate the event – with the motif WWI 1914 18 round the circumference
• 2m high stand with an anchor for fixing to the ground
• 10m hose with the regulator for connecting to the gas cylinders
• FirePower Gas torch for lighting the burner (you will need a 400g disposable cylinder of propane for this – (see above))
• Spanner
• Leak detecting fluid
• Hose assembly and Y manifold to link 2 cylinders
• Lighting and safety instructions
The above items are packed into 2 strong cartons.
100 YEARS OF REMEMBRANCE
The price is £360 plus VAT including carriage within the UK
Mainland. There will be an extra carriage charge for other areas.
To order please contact:
Bullfinch Gas Equipment, Kings Road, Tyseley, Birmingham,
B11 2AJ.
Tel: [phone number removed]
Fax: [phone number removed]
Email: sales@bullfinch-gas.co.uk
Web: www.bullfinch-gas.co.uk
Payment by Bank Transfer, Credit/Debit Card or Cheque.
Payment will not be asked for until the Beacon is about to be despatched. Last date to order to guarantee delivery by 1st
November is 31st August 2018. However please enquire after this date for availability.
13
Gas fuelled Beacon, Berkley Castle, Gloucestershire, England.

WWI Beacons of Light, Beacon Brazier
100 YEARS OF REMEMBRANCE 14

WWI Beacons of Light Bonfire Beacon
Locate the bonfire at least 30m away from buildings, roads, railways and public rights of way, and a safe distance from dangerous materials and overhead power lines. Ensure it has good access for the transportation of materials for the bonfire and sufficient space for spectators to stand upwind.
Obtain the landowner’s permission and involvement.
Liaise with local fire brigade and emergency services, presenting them with your plans, and seek their advice and support.
1
Prepare site by removing top layer of turf and stack away from fire area.
Obtain seven poles, 5-6m in length. Attach four guy ropes to top of one pole and anchor as shown.
2
3
Erect remaining poles as shown, ensuring tops are secured in place.
Use either pallets or suitable lengths of timber, spreading them over ground area of beacon for a good through draught. Secure timber horizontally between poles as shown, preventing material placed over the framework from dropping through. Construct access low flammability, and stout boots. They should know what to do in the event of a burn injury, or a person’s clothing catching fire, and should have a fire blanket ready in the bonfire area along with a number of fire extinguishers.
tunnel to the middle of the beacon. Keep middle empty until required. Always construct the bonfire so it collapses inwards as it burns.
4
Use only wood for combustible materials. Do not burn dangerous items such as foam-filled furniture, old tyres, aerosols or tins of paint. Build upwards until height of centre pole is reached. Materials around top should be loosely packed to allow air flow. Cover bonfire to keep it dry.
9
Lighting: the safest and recommended approach is to use paper and solid firelighters in six places just inside the walls of the beacon to ensure an even burn. Never use flammable liquids such as paraffin or petrol to get it going as this can result in uncontrolled spread of fire or explosion.
5
Fill centre with suitable, dry combustible materials. Check construction is stable and remove any unsuitable materials that may have been added. Look specifically for fireworks, aerosols, highly inflammable materials or containers with such materials.
10
To light the beacon: from poles 2m in length, prepare hand torches for lighting with paraffin-soaked rags wired around one end. Remember, paraffin is dangerous and great care should be taken.
Paraffin can be used as directed, but it is still dangerous and should at all times be treated with great care – for example, always ensure all excess paraffin is drained off rags before use. If spilt on your clothes during the preparation of your beacon lighting you should replace those items of clothing before approaching any naked flames. In particular, always remember to replace the lid on any container of unused paraffin and store it in a safe place away from naked flames. Do not use an accelerant on the fire itself.
6
Construct a safety barrier out of ropes and stakes or scaffold poles to ensure public is kept at a safe distance from the fire.
7
In daylight, and just before lighting, check that there are no children or animals playing or hiding in the bonfire. Arrange for, and brief sufficient numbers of marshals.
8
The person looking after the fire should not wear lightweight clothing that could ignite easily. They should wear a substantial outer garment of wool, or other material of
▲ After the event, extinguish fire and collect remaining debris. ▲ Dig over site and re-lay turf. ▲ Leave site clean and tidy.
100 YEARS OF REMEMBRANCE 15
Bonfire Beacon, Shipston-on-Stour, Warwickshire, England.

Your responsibility, Legal Essentials and Safety
If you are inviting personal guests to your home it is worth checking with your household insurer that you are covered in the unfortunate circumstances that there should be an accident. If your event includes inviting the public, or it is a third party venue then, where applicable, the following advice should be heeded, to ensure you have a safe and enjoyable event for everyone involved.
Licensing
Your local authority is responsible for licensing of such events.
This includes the sale of alcohol (please see separate section) and
Regulated entertainment, which includes live and recorded music along with other types of entertainment. Generally if there are going to be no more than 499 people present at your event, including staff and performers you can apply for as Temporary
Event Notice. This is a simple process and can be obtained from your local Council and completed on line for only £21. If you expect more than the 499 people you will require a Premises licence to allow your event to take place. This process takes at least 28 days after you have submitted your forms, so leave plenty of time, the process may seem complicated but you can get assistance from your local licensing service at the Council.
Local authorities will treat each event individually. The licensing officer’s job is to advise the local authority’s licensing committee on the granting of a licence should anyone object. If there are no objections the licence will be granted but you may have to agree to some conditions. It is always worth checking before you apply with the Councils licensing service to see if location already has a licence, as some open spaces are already licensed. Talk to the licensing officer as soon as possible. In Northern Ireland, if you plan to sell alcohol at an event, you will need to apply for an occasional liquor licensefrom the Northern Ireland Court Service.
Safety Advisory Groups
A lot of local authorities run Safety Advisory Groups for events, these groups consist of all emergency services plus other members such as the Highways authority. They can provide you will all the information you require and some have example event plans to assist you organising your events, you can normally contact them through your local Council or the Police events officers.
100 YEARS OF REMEMBRANCE
Insurance
Unfortunately accidents can happen at even the best organised events. Therefore you will need to consider and obtain insurance cover for your event, whether you are holding an event on your own premises or someone else’s. Beacon/Bonfire events require specialist public liability cover. If you hire a park or venue or use land owned by a third party for your activity, they are likely to require you to have your own suitable insurance to cover your liability for any injury to the public or damage to other people’s land or property. If hiring equipment for the event, you may need to insure these items; you may also need to consider cover for loss of any financial outlay you incur if the event has to be cancelled for reasons beyond your control, or loss of money, particularly if you are holding a fund-raising event. To help you obtain the appropriate insurance, and risk management advice, we are working closely with Unity Insurance Services, which is a specialist insurance broker in the voluntary and non-profit sector. They have developed a range of bespoke insurance covers specifically for the
Beacon/Bonfire events. Unity is owned by a charity, The Scout
Association, and donates all its profits back to charity. To obtain a quote or for more details or advice on the insurance cover you may need, please visit Unity’s website, www.
unityinsuranceservices.co.uk/beacons or telephone them on 0345 040 7702.
Alternatively, the licensing officer may be able to direct you to a suitable specialist company or broker, but you should not try to source this kind of insurance from a non-specialist.
Emergency Services
Tell the police well in advance about the type of event you are planning, and get in touch with your local community police officer. Write to the fire brigade and ambulance service, particularly if you are planning to have a
Beacon/Bonfire, fireworks, or an event that will attract a large crowd. St John’s Ambulance and the British Red Cross will provide first aid and sometimes a vehicle. You can be expected to be charged for these services. If your Council has a Safety
Advisory group this process will be part of the process and will save time.
16
Food and Drink
Basic food hygiene guidelines should be followed at all times if you are providing food and drink. Caterers must have food hygiene certificates. Advice on this subject can be obtained from your local council environmental officer. If you are using outside catering companies check with your local authority to see if they are a registered food business.
Alcohol
If you wish to sell alcohol at your event you will need to obtain a licence, please see the section above on licensing, it is important that you obtain the correct permissions and your local authority Licensing service will help you do this. You can normally use a temporary events notice for a bar as only a small number of people can be present (less than the 499 limit).
Site Clearance
The local authority will arrange for clearance and disposal of litter after your event if it is on public ground
(check for possible charges). You can help this process by arranging litter bins or recycling bins around the site, and a crew to clear up throughout the event.
Hiring or Borrowing Equipment
Your local authorities, or local event organisers may be able to help you with contacts for supplies such as marquees, portable toilets, barriers and bunting, or may in some cases have these for you to hire and borrow. You may also need to consider generators, a public address system, and emergency flood lighting. If you need to arrange insurance for your hired equipment, Unity Insurance Services can arrange this for you too. If you hire a Marquee make sure the company providing it provide you with the necessary safety certificates.
All Ability Access
Access for the disabled is very important. Many local authorities run community transport schemes. Talk to them about arranging transport. On green field sites access may be improved by cutting the grass before the event.

HELMDON PARISH COUNCIL
MINUTES
of the Ordinary meeting of Helmdon Parish Council, held in the Reading Room,
Church Street, Helmdon on Wednesday 23rd May, 2018, preceded by the Annual Meeting at 7:30pm.
Present : Cllrs Coatsworth, Moody, Wheeler, Garner, Thorpe and the Clerk (Helen du Bois).
In attendance: 2 members of the public
1. Apologies for absence
Apologies had been received from Cllrs P. Duncombe and R. Duncombe which were accepted.
2. Declarations of Interest
Cllr Moody declared an interest in items 10a and 15c.
3. Approval and signature of the minutes of the meeting of 28th March, 2018
The minutes were approved and signed without amendment.
4. Matters arising
Item 4 (18): Outstanding Action: Cllr Coatsworth to arrange when the weather improves.
Item 5: Outstanding Action: Cllrs Coatsworth and Wheeler to complete when the weather improves.
Item 12: The streetlight survey from Aylesbury Mains has been received. Action: The Clerk to request quote to replace the column door on streetlight no. 26
Item 20: Cllr Coatsworth confirmed that the next meeting of the Communications Working Group will be held once the new website is operational.
5. To fill by co-option the casual vacancy on the Council
There were no candidates so it was agreed to re-advertise the role in advance of the next meeting on 25th July, 2018.
6. Open Forum
The Chairman invited questions on any subject:
 A member of the public raised concern about streetlight no 16 which is becoming obscured by a neighbouring tree.
Action: Cllr Coatsworth to speak with the homeowner.
7. To receive an update regarding flooding related issues:
a. Grange Lane
Cllr Thorpe confirmed that Badnell Properties have successfully cleaned out the pipe and widened the catch pit. They have offered to erect a post and rail fence alongside the catch pit for safety.
9. To receive an update on the Speed Radar (VAS)
Following inspection, the detector on the Speed Radar was found to be faulty, and not detecting speeding cars until they were very close. It has been removed and is due to be replaced with a new detector unit within the next couple of weeks. It had been suggested to delay payment of the
Minutes of the Ordinary meeting of Helmdon Parish Council 23rd May, 2018 Author: Helen du Bois, Clerk
Page
8. To receive the Clerk’s report
There were no items to report that are not on the agenda.
108
b. Groundwater Monitoring
The wayleave agreement for the installation is being agreed at present. The equipment is due to be installed at Redlands Farm by the end of the summer.

Coeval invoice until the Council were happy that the Speed Radar was operating as specified – for these reasons the payment was not made after the meeting of 28th March, 2018. It was resolved to continue withholding payment until the Council are satisfied that the Speed Radar is fit for purpose
– once the new unit has been installed there will be a 14 day monitoring period, after which Cllr
Coatsworth will instruct the Clerk whether or not to settle the invoice.
Action: Cllr Coatsworth to monitor the new detector unit once installed and advise the Clerk re:
payment.
10. Finance:
a. To receive the Financial statement: note payments received and consider invoices to be paid
The Clerk presented the latest financial statement (see appendix A). The report showed a balance of £25,343.40 on 16th May, 2018 and an expected balance of £23,313.82 once invoices have been paid.
It was resolved to pay the following invoices:
PAYEE DESCRIPTION TYPE AMOUNT STATUTORY PROVISION
1
2
NCALC
NCALC
Internal Audit Fees
Membership Fees
BACS
BACS
£172.00
£372.37
3 E.On
Streetlight
Maintenance
BACS £124.93
Audit Commission Act 1998 s7 (3)
Local Government Act 1972, s111
(1)
Act, 1957, s3 Parish Councils
Grass Cutting BACS £196.28
Membership Fees BACS £35.00
Expenses BACS £69.49
Wages
Playground
Maintenance
GDPR Training
BACS
BACS
BACS
300088
Total
£928.81
£21.60
£49.00
£60.00
£2029.48
4
5
6
7
8
9
10
4th Corner
Landscaping
Northants
ACRE
Staff
Staff
Wicksteed
NCALC
Reading
Rooms
Room Rental
Open Spaces Act 1906, s14
Local Government Act 1972, s111
(1)
Local Government (Financial
Provisions) Act 1963, s5
Local Government Act 1972, s112
Open Spaces (2) Act 1906, s14
Local Government Act 1972, s111
(1) Act 1972, s111 Local Government
(1)
b. To receive an update on the Finance Committee meeting of 10th May, 2018 and to consider any recommendations
Cllr Coatsworth gave a summary of the meeting and the recommendations made.
c. To consider the Clerk’s amendments to the Asset Register
The amendments were approved and the document was signed. It was agreed to add the components of the allotment water pump to the Asset Register once received.
Action: The Clerk to add the water pump to the Asset Register.
d. Bank Reconciliation: to close off accounts for y/e 31st March 2018
The Clerk presented the bank reconciliation which was accepted (see appendix B)
e. Annual Return: to receive a report from the Internal Auditor
The report from the Internal Auditor had been circulated prior to the meeting. The Internal Auditor has stated that they are “satisfied that effective policies and procedures together with systems to manage, monitor and control the Council’s business are in place”. The recommendations made by the Internal Auditor were considered and it was resolved that the issue of the draft minutes being on the web site be reviewed when the new council web site is operational.
Minutes of the Ordinary meeting of Helmdon Parish Council 23rd May, 2018 Author: Helen du Bois, Clerk
Page
109
f. Annual Return: consideration and approval of the Annual Governance Statement
The Annual Governance Statement was considered. All responses were in the affirmative with the final trust funds statement marked as not applicable – it was resolved to approve the Annual
Governance Statement. Cllr Coatsworth and the Clerk as Responsible Finance Officer signed Section
1 of the Annual Return.

g. Annual Return: approval of the Statement of Accounts and explanation of variances
It was resolved to approve the statement of accounts and explanation of variances. Cllr Coatsworth and the Clerk as Responsible Finance Officer signed Section 2 of the Annual Return.
h. Annual Return: approval and signature of the Certificate of Exemption
The Annual Gross Income for the authority in 2017/18 was £21,695. The Annual Gross Expenditure for the authority in 2017/18 was £20,159. As neither figure exceeded £25,000 it was resolved that the Council certify themselves as exempt from a limited assurance review under Section 9 of the
Local Audit (Smaller Authorities) Regulations 2015. The Certificate of Exemption was signed by Cllr
Coatsworth and the Clerk as Responsible Finance Officer.
Action: The Clerk to submit the Certificate of Exemption and to publish all sections of the Annual
Audit to the website before 11th June, 2018
i. To note the commencement date for the Period of the Exercise of Public Rights
The Period of the Exercise of Public Rights will be from Monday 11th June 2018 – Friday 20th July
2018.
11. To review and approve the following documents:
a. Financial Regulations b. Standing Orders c. System of Internal Control d. Risk Assessment e. Internal Controls Checklist f. Expenses Policy
The changes made to the Risk Assessment were approved. There were further changes required to the new model Standing Orders – all other documents were approved without amendment.
Action: The Clerk to complete the edits to the new model Standing Orders before presenting to
Cllr Coatsworth for signature.
12. To consider the applications to the Small Grants Program 2018 and allocate grant funds
The Council had received 8 applications requesting a combined total of £2,277. The Council’s budget for this year is £1350 and this was allocated between 7 of the applications as recommended by the Finance Committee, see appendix C. It was resolved to authorise immediate payment of the grants.
Action: The Clerk to inform the applicants and organise the payments.
13. To consider renewal of the Clerk’s membership of the Society of Local Council Clerks
(SLCC)
This was approved and the Clerk was authorised to make immediate payment.
Action: The Clerk to renew SLCC membership.
14. To receive a report from the Helmdon.com Webmaster and an update from the website working group
The website working group have received their initial training with 2Commune and the new website is now in development. Cllr Moody confirmed that he would continue to manage www.helmdon.com until the new website was ready.
It was resolved to increase the Clerk’s working hours to 11 hours per week with immediate effect to include the responsibilities for maintaining the Parish Council section of the new website.
Action: The Clerk to update the payroll.
Minutes of the Ordinary meeting of Helmdon Parish Council 23rd May, 2018
Page
110
15. General Data Protection Regulations:
a. To adopt the GDPR Data Map
This was approved.
b. To adopt the following documents:
i. Data Protection Policy ii. Subject Access Request Procedure iii. Data Breach Policy iv. Records Retention Policy v. Privacy Notices
Author: Helen du Bois, Clerk

All documents were approved without amendment. Action: Cllr Moody and the Clerk to add all documents to the website.
c. To approve the appointment of Northants CALC as the Council’s Data Protection
Officer (DPO)
This was resolved. Action: The Clerk to instruct Northants CALC.
d. To resolve to register with the ICO and approve payment for the Data
Protection Fee
It was resolved to pay the Data Protection Fee by direct debit. Action: The Clerk to register with the ICO.
e. To receive completed Security Compliance Checklists from Councillors
The Clerk confirmed that she had received a signed checklist from every Councillor.
16. Consideration of a preliminary planning application for the proposed sports pavilion/village hall
Cllr Coatsworth gave a summary of the discussions so far. It was agreed to hold a village meeting about the plans in September before considering a preliminary planning application.
Action: Cllr Coatsworth to contact Planning Development to ask for guidance. The Clerk to contact SNC to enquire about using NHB grant money to cover the cost of a future planning application.
17. Consideration of response to Reading Room cottage tenancy agreement
There was concern that the new tenancy agreement did not accurately reflect the management responsibilities.
Action: Cllr Moody to contact Mr P. King for further advice.
18. To receive an update from the Station Road/The Green land transfer working group
Cllr Moody gave an update. The solicitor has been instructed to continue with the conveyancing subject to a couple of minor enquiries.
19. To review the recent Annual Parish Meeting
It was felt that the meeting had gone as planned and had been well attended. This was attributed in part to the leaflet drop.
The next steps in the Helmdon flag design competition were debated. It was agreed that the recent online vote had not identified a clear winner and the Council acknowledged that there was strong feeling amongst residents against certain details of the winning design. It was suggested that several variations of the winning design could be presented for another vote to the Parish at the village meeting in September, along with a leaflet drop for residents who are unable to attend the meeting or access the internet.
Actions: Cllr Moody to contact the Flag Institute for further guidance.
20. To consider plans for the War is Over commemoration
It was agreed that the Council should collaborate with the PCC for this event.
Action: Cllr Coatsworth to contact the PCC.
21. To note the decisions of the Planning Committee since 28th March, 2018
Cllr Coatsworth gave a summary of the meetings held on 4th April 2018 and 2nd May 2018.
22. Councillor questions
Cllr Wheeler asked for assistance with installing the new water pump at the allotments.
23. Close
The meeting closed at 10:15pm.
dated______________
111
Signed________________
Page
Councillor John Coatsworth, Chairman
Minutes of the Ordinary meeting of Helmdon Parish Council 23rd May, 2018 Author: Helen du Bois, Clerk

Appendix A
Helmdon Parish Council Finance Report 23/05/18
Accounts:
Balance of Unity Trust account as of 16/05/18:
Expected balance once payments and invoices settled:
Payments out since 28/03/18
1 3-Apr-18 OPUS
2 17-Apr-18 Lloyds (Payment
Card) 3 2-May-18 OPUS
4 16-May- BannerBox.co.uk
18 Lloyds (Payment 5 16-May-
18 Card)
£25,343.30
£23,313.82
Electricity Supply
Multipay Card charge
Electricity Supply
Northamptonshire Flag
Multipay Card charge
DD
DD
DD
CARD
DD
Total
£109.11
£3.00
£95.79
£91.98
£3.00
£302.88
Payments in since 28/03/18
1
2
20-Apr-18
April/May
SNC
Various
Precept
Allotment Rentals
£9145.5
0
£355.00
BACS
BACS/CHEQUE
Total £9500.5
0
Invoices to be settled on 28/05/2018
PAYEE DESCRIPTION TYPE AMOUNT STATUTORY PROVISION
1
2
NCALC
NCALC
Internal Audit Fees
Membership Fees
BACS
BACS
£172.00
£372.37
3 E.On
Streetlight
Maintenance
BACS £124.93
Audit Commission Act 1998 s7 (3)
Local Government Act 1972, s111
(1)
Act, 1957, s3 Parish Councils
Grass Cutting BACS £196.28
Membership Fees BACS £35.00
Expenses BACS £69.49
Wages
Playground
Maintenance
GDPR Training
BACS
BACS
BACS
300088
Total
£928.81
£21.60
£49.00
£60.00
£2029.48
4
5
6
7
8
9
10
4th Corner
Landscaping
Northants
ACRE
Staff
Staff
Wicksteed
NCALC
Reading
Rooms
Room Rental
Open Spaces Act 1906, s14
Local Government Act 1972, s111
(1)
Local Government (Financial
Provisions) Act 1963, s5
Local Government Act 1972, s112
Open Spaces (2) Act 1906, s14
Local Government Act 1972, s111
(1) Act 1972, s111 Local Government
(1)
2017/18 Day Book Current
Invoice No. Invoice
Date
Transactio n No.
Transaction or Cheque
Cleared date
Payee
16-May-18
03-Apr-18
17-Apr-18
20-Apr-18
20-Apr-18
20-Apr-18
23-Apr-18
25-Apr-18
30-Apr-18
30-Apr-18
30-Apr-18
02-May-18
16-May-18
16-May-18
16-May-18
23-May-18
23-May-18
23-May-18
23-May-18
23-May-18
23-May-18
23-May-18
23-May-18
23-May-18
23-May-18
6859
6859
81825
5830
801144
7043
216
DD
DD
DD
BACS
BACS
BACS
BACS
CHEQUE
BACS
BACS
DD
DEBIT CARD
DD
CHEQUE
03-Apr-18 BACS
03-Apr-18 BACS
16-Mar-18 BACS
20-Apr-18 BACS
BACS
BACS
BACS
30-Apr-18 BACS
03-May-18 BACS
25-Apr-18 300088
23-Apr-18
Opus Energy
Lloyds
SNC
SHEPHERD
WHEELER
VINCENT
WHITE
CLARKE
NASH
KING
Opus Energy
BannerBox.co.uk
Lloyds
DUBOIS, GOODMAN,BLAKE
NCALC
NCALC
E.On
4th Corner Landscaping
ACRE
H du Bois
H du Bois
Wicksteed
NCALC
Reading Room
Item Description
Totals
Balance B/Fwd 2016
Electricity Supply
Service charge for payment card
Precept
Allotment Rental
Allotment Rental
Allotment Rental
Allotment Rental
Allotment Rental
Allotment Rental
Allotment Rental
Electricity Supply
Northamptonshire Flag
Service charge for payment card
Allotment Rental
Internal Audit Fees
Membership Fees
Streetlight Maintenance
Grass Cutting
Membership Fees
Office Expenses
Staff wages
Playground maintenance
GDPR Training
Room Rental (Oct 17-Mar 18)
Minutes of the Ordinary meeting of Helmdon Parish Council 23rd May, 2018
16-May-18
Total Received Total Paid
DR
25646.18
16145.68
CR
7283.83
109.11
3.00
9145.50
25.00
25.00
25.00
25.00
50.00
50.00
55.00
95.79
91.98
3.00
100.00
172.00
372.37
124.93
196.28
35.00
69.49
928.81
21.60
49.00
60.00
Balance
18362.35
16145.68
16036.57
16033.57
25179.07
25204.07
25229.07
25254.07
25279.07
25329.07
25379.07
25434.07
25338.28
25246.30
25243.30
25343.30
25171.30
24798.93
24674.00
24477.72
24442.72
24373.23
23444.42
23422.82
23373.82
23313.82
Bank
Reco nciled
Code
Bank
25434.07
41
41
41
41
41
41
41
41
41
41
Author: Helen du Bois, Clerk
95.79
91.98
3.00
-100.00
172.00
372.37
124.93
196.28
35.00
69.49
928.81
21.60
49.00
60.00
101
411
901
903
903
903
903
903
903
903
101
209
411
903
401
407
102
201
407
403
402
203
406
408
112
Authorisatio n Date
Current Account
Page
2017

2017/18 Day Book Budget
2017-2018
Code EXPENDITURE Budget Actual Remaining
100 Lighting
101 Electricity Supply
102 Streetlight repairs
103 Streelight maintenance
104 Electricity Other
1416.44
900.00
100.00
416.44
299.25
195.14
104.11
1117.19
704.86
-4.11
416.44
200 Parks & Open Spaces
201 Grass cutting
202 Playground inspection
203 Playground repairs
204 School field rental
205 Garden maintenance for War Memorial and Pump Garden
206 Village Bulbs
207 Bin emptying
208 Allotment maintenance
209 General maintenance
210 Noticeboards
3525.00
1800.00
45.00
300.00
350.00
258.22
163.57
3266.78
1636.43
45.00
282.00
350.00
50.00
680.00
200.00
100.00 76.65
50.00
680.00
200.00
23.35
400 General Administration
401 Audit charge
402 Clerk's salary
403 Clerk's expenses
404 Election expenses
405 Insurances
406 Training
407 Subscriptions
408 Reading Room rent
409 Leaflets & Advertising
410 Web site
411 Banking Fees
412 Other
500 Grants awarded
8647.98
282.00
5251.48
150.00
1692.67
172.00
928.81
69.49
6955.31
110.00
4322.67
80.51
501 Grants to Village Organisations
502 VOY and school prizes
503 S. 137
1350.00
50.00
1350.00
50.00
600 Burial Grounds
601 Churchyard Maintenance
602 Contingency
400.00
400.00
400.00
400.00
1300.00
200.00
500.00
142.50
100.00
150.00
72.00
500.00
1400.00
Total Regular Expenditure 15389.42
700 Miscellaneous
701 Vat Paid
800 Projects for 2017/18
801 War Memorial Repairs
802 War Memorial Garden Renovations
803 Flagpole & Bench Project
804 Flood Prevention
805 Speed Radar
806 Pump Garden Renovations
807 Dog Waste Bins
300 Sinking Fund
301 Playground equipment
302 Notice boards
303 Computer
304 War memorial
305 Village seats
306 Elections
307 Other
Total Expenditure inc VAT
18.00
49.00
407.37
60.00
6.00
1300.00
151.00
92.63
82.50
100.00
150.00
66.00
500.00
1400.00
2250.14 13139.28
82.22
82.22
18670.00
9335.00
1200.00
525.00
1000.00
9335.00
1200.00
525.00
1000.00
5000.00
950.00
660.00
5000.00
950.00
660.00
Total in fund
2000.00
1000.00
500.00
1800.00
1800.00
800.00
2000.00
1000.00
500.00
1800.00
1800.00
800.00
15389.42 2332.36 31809.28
900 INCOME 24444.00 9500.50 14943.50
901 Precept
902 Interest
903 Allotments
904 Grants+Prizes
905 Donations
17074.00 9145.50 7928.50
160.00
7210.00
355.00 -195.00
7210.00
Total Regular Income 24444.00 9500.50 14943.50
Total Working Income 24444.00 9500.50 14943.50
Total carried forward at beginning of this financial year
Current income minus expenditure
Total reserves in Unity Account
Minutes of the Ordinary meeting of Helmdon Parish Council 23rd May, 2018
16145.68
7168.14
23313.82
Author: Helen du Bois, Clerk
Page
1001 Misc Transfers In
1002 Vat Repayment
113
1000 MISCELLANOUS INCOME

Appendix B
Helmdon Parish Council
Year Ending 31st March 2018
Bank Reconciliation
Unity Bank Tailored Account balance 31st March 2018 £17,669.37
Less Unpresented payments
Greatworth Parish Council £18.00
LGSS Law £558.14
H du Bois £878.61
H du Bois £30.97
E.On £37.97
Total £1,523.69
Add payments not yet credited
Total
£0.00
£16,145.68
Cash Book Balance at 31st March 2018 £16,145.68
Difference between bank account and cash book £0.00
Summary of Accounts and Holdings
Value at
31.03.17
£97,211.92
£14,609.87
£0.00
Asset Register £98,885.40
Unity Bank Tailored Account (less unpresented payments) £16,145.68
Unity Bank Deposit Account £0.00
Total £115,031.08
Page
114
£111,821.79
Value at
31.03.18
Minutes of the Ordinary meeting of Helmdon Parish Council 23rd May, 2018 Author: Helen du Bois, Clerk

Appendix C
Village Small Grants 2018
No.
Amount requested
Amount awarded
(23/5/18)
£100 £88
An in-depth study of the graveyard has been undertaken. In order to find a grave we need UV
St Mary Magdalene Church PCC resistant labels -the cost of 62 labels is £228. This is for each row of graves, not each individual grave. The fitting will be done by others. £228 £0
1) To purchase some beanbags for the Reading Room, as the children are not good at sitting
Helmdon Presents… Children's still on chairs; they like to watch the films while lounging on the floor with their friends!
Film Club
2) To pay for a one-off license to show the film 'Kubo and the Two Strings' in Autumn 2018, as this film is not covered by the annual license subscription paid for by Helmdon Presents… £165 £165
We have organised a Helmdon Fellowship Diamond Jubilee event for the members on 10
August 2018 where Rev Will Adams will officiate to inaugurate the bench. The bench will be available to all village residents and offer a social meeting point at a central location. Any help towards the substantial cost of the bench would be much appreciated. £450 £200
To cover the cost of legal fees for the rewrite of the cottage lease. This is required to correct the parties to the lease and recognise the Parish Council as owner of the buildings and landlord. £575 £288
School Games Archery set (with suckers). Three of our leaders have recently qualified as
ArcheryGB instructors and so we would like to purchase some equipment which we will use with both groups as well as potentially other Youth groups in the village.
The cost of the most basic 3 bow archery set is £259 (but we would potentially purchase extra bows at £69 each from the unit funds). See Arrows archery at clickersarchery.co.uk £259 £259
Whistley 2000 Scout Group
Our camping equipment for the group is in need of replacement and addition. Cooking utensils (pots and pans etc.) and tents are our main focus this year, our present equipment is showing signs of wear and tear, with some tents broken. With all the groups now going on camps it is important that we have enough of the right equipment to keep the children safe and sound. £200 £200
Bridge Players
Replace worn out black cloth with new 330g/m2 cloth to current first standards for screening in the School Hall & Reading Room. This would give our productions a more professional appearance, save set-up time and better guarantee fire safety. £300 £150
Total requested £2,277 £1,350
Purpose of Grant
To make new, more strongly worded signs in the churchyard regarding keeping dogs on leads
1 Friends of Helmdon Church Yard and picking up fouling.
2
3
4
5
6
7
The Helmdon Fellowship
The Helmdon Reading Room
Helmdon Rainbows and
Helmdon Brownies
We would like to provide a safe bench on the village green to replace the current one which is no longer serviceable. The bench we have ordered is a Wealdon one with a brass plaque and will cost £450 at a current special offer priced. It is a solid, good quality one and will last decades.
Page
115
8
Applicant
Minutes of the Ordinary meeting of Helmdon Parish Council 23rd May, 2018 Author: Helen du Bois, Clerk