Parish Council Policies and Reference Documents
To help with the administration and function of the Parish Council, a number of policies documents are required, some of which are statutory. These policies are reviewed regularly by the Council and updated as necessary.
Parish Council Administration
Code of Conduct
The Code applies to members of the Council as representatives of Wisborough Green Parish Council and should be read in conjunction with the general principles of public life.
Following consultation, the document was reviewed by the Local Government Association in 2020. The Model Code of Conduct, as recommended by Chichester District Council, was adopted unchanged on 17 May 2022.
Annual Review
Standing Orders
Standing Orders regulate the business and proceedings of the Council.
Reviewed and Section 18 amended as advised by NALC May 2022
Annual Review
Financial Regulations
Financial Regulations govern the conduct of financial management by the Council and are reviewed annually. 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.
Adopted 21 May 2024
Annual Review
Terms of Reference
Finance Committee
Sets out the membership, responsibilities and delegated powers of the committee.
First adopted 17 May 2016
Annual Review
Neighbourhood Plan Review
Sets out the membership, responsibilities and delegated powers of the Neighbourhood Plan Review Steering Group.
First adopted October 2018
Annual Review
Planning Committee
Sets out the membership, responsibilities and delegated powers of the committee.
First adopted 15 May 2018
Annual Review
Green Coordination Group
Sets out the membership and role of this advisory group which reports back to the Parish Council.
First adopted 21 May 2019
Annual Review
Financial Policies
Payment & Internet Banking Policy
The Legislative Reform (Payments by Parish Councils, Community Councils and Charter Trustees) Order 2014 came into effect on 12th March 2014. This Order repealed the statutory requirement for two elected members to sign cheques and other orders for payment.
The removal of this particular legal requirement will enable the Parish Council to taking advantage of modern payment methods, such as online banking.
First Adopted: March 2019
Biannual Review
Re-adopted unchanged May 2023
Next Review: May 2025
Investment Policy
This policy sets out the treasury management procedures for the monitoring of the cash flow and banking arrangements of Wisborough Green Parish Council.
First Adopted: 15 January 2019
Annual Review
Parish Grant Scheme
The Parish Plan published in 2004 highlighted the importance of voluntary groups to the life of the village, now and in the past. To ensure that this continues to be the case in the future, the Parish Council established, in autumn 2004, a new grant scheme to promote the development of new groups and to help those already in existence that need extra support to get their activities established. This policy has been updated over the years.
First Adopted: October 2004 and updated June 2021
Periodic Review
Last Review: May 2023
General Policies
Bench Donation Policy
Wisborough Green Parish Council supports the principle of allowing memorial benches within the Parish, and will manage and regulate the process. The following policy has been adopted to provide guidance and includes an application form.
First adopted: 19 September 2017
Biannual Review
Last Review: May 2023
Next Review: May 2025
Biodiversity Policy
Section 40 of the Natural Environment and Rural Communities Act (NERC) 2006 makes it clear that as a public authority, Wisborough Green Parish Council has a duty to have regard to conserving biodiversity as part of its policy and decision making. Under the 2021 Environmental Act, public authorities operating in England must consider what they can do to conserve and enhance biodiversity.
First adopted: 16 January 2024
Biannual Review
Next Review: January 2026
Child & Vulnerable Persons Protection Policy
The Parish Council recognises the importance of child protection and is committed to ensuring that children and vulnerable people are safeguarded whilst engaged in any activity associated with the Parish Council.
First adopted: 15 January 2013
Biannual Review
Last Review: May 2023
Next Review: May 2025
Child & Vulnerable Persons Protection Policy
Appendix A
Appendix B
Complaints Procedure Council
Deals with complaints about the administration and procedures of the Council.
First adopted: 21 June 2011
Biannual Review
Last Review: May 2023
Next Review: May 2025
Complaints Procedure Councillors
If you have a complaint against a Councillor’s conduct, please follow this complaints process as detailed in this document.
Data Protection (GDPR Compliance)
“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. 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. The Parish Council had therefore adopted a number of policies and procedures to ensure that any data the Council holds is protected. If you feel that a breach has occurred, please contact the Clerk immediately who acts as the Parish Council’s Data Protection Officer.
Data Subject Access and the Data Protection Act
Wisborough Green Parish Council takes your data privacy seriously. If you wish to find out what information Wisborough Green Parish Council holds about you please contact us providing your contact details, a brief description of the information you require and enclose proof of your identity. This could be a scanned copy of a household bill, passport or driving license.
You will receive a response to your request within 20 days. Please send your request to one of the following:
email address: clerk@wisboroughgreenpc.org
or
by post to:
Wisborough Green Parish Council
PO Box 255
Wisborough Green
Billingshurst, West Sussex RH14 0WT
Policies reviewed and updated: July 2024
Annual Review
Last Review: July 2024
Data Protection Registration Certificate
IT, Communications & Monitoring Policy
Subject Access Request Procedure
Developer Engagement
The Government’s National Planning Policy Framework (NPPF) makes clear that it is appropriate for someone proposing development to engage with a Local Planning Authority and with statutory consultees, including a Parish Council, before a planning application is submitted.
Discussions with landowners, developers or their representatives are welcomed by the Parish Council at an early stage when set within the context of the Wisborough Green Neighbourhood Plan (NP) or NP Review.
First Adopted: 18 June 2019. Document amended and updated June 2024.
Biannual Review
Last Review: May 2024
Next Review: May 2026
Filming on the Green
The Parish Council acknowledges that the picturesque and historical character of the village centre is an appeal to those in the film industry and in order to promote the village and support the local economy, will support the use of Parish Council land for filming purposes in accordance with the policy.
First Adopted 21 October 2014 (charges updated 2017)
Bi-annual Review
Last Review: May 2023
Next Review: May 2025
Freedom of Information Policy
The Freedom of Information Act grants members of the public rights of access to al kinds of recorded information held b y a wide range of public authorities. The Parish Council is committed to openness and accountability and already makes large amounts of information available to the public through the website, via the telephone or by post. If you cannot find what you are looking for then please contact the Clerk.
New Procedure adopted July 2019
Biannual Review
Last Review: May 2023
Next Review: May 2025
Health & Safety Policy
The Parish Council maintains this policy for the management of health and safety as its top priority and will do all that is reasonably practicable to ensure effective organisation and planning are established and maintained.
First adopted 17 January 2012
Biannual Review
Last Review: May 2023
Next Review: May 2025
Press and Media Policy
This document sets out the framework for Parish Council members and employees to follow when in contact with the media, to inform the public about the Parish Council’s activities, decisions and the services it provides in a consistent way.
First Adopted: 19 May 2015
Biannual Review
Last Review: May 2023
Next Review: May 2025
Retention of Documents
The 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 Parish Council. This policy applies to all records created, received or maintained by the Parish Council in the course of carrying out its functions.
First Adopted: 18 July 2019
Biannual Review
Last Review: May 2023
Next Review: May 2025
Village Sign Policy
The Parish Council acknowledges the importance of advertising signs for village businesses and event organisers, but must also consider the impact upon the appearance of a rural village environment. As such, signs will be permitted in accordance with this policy.
First Adopted: 19 January 2010
Biannual Review
Last Review: May 2023
Next Review: May 2025
Social Media Policy
Social Media is the term commonly given to websites and online tools allowing users to interact with each other in some way – sharing information, opinions, knowledge and interests. This policy has been adopted to offer guidance to Council staff and members.
First Adopted: 21 March 2017
Biannual Review
Last Review: May 2023
Next Review: May 2025
Village Green Policy
The Green is for the benefit of parishioners, Wisborough Green Sports CIO (WGS) and visiting members of public. The aim of this policy is to offer guidance for the use and maintenance for all those who use or have an interest in the Green.
First Adopted: November 2021
Biannual Review
Next Review: November 2023 – delayed due to linking with the new Pavilion Lease
Other Documents
Village Major Emergency Plan
This plan provides simple guidance to enable support to the inter-agency services or, if appropriate, a start to self-help response in the event of a major incident or emergency within the community.
The definition of a ‘Major Incident’ or ‘Major Emergency’ as per Chichester District Council is, “an incident endangering or likely to endanger life and property that to deal with would be beyond the scope and facilities of normal day to day operational capabilities of those inter-agencies’ response”.
Management & Financial Risk Assessment
Risk assessment is the identifying and analysing of events that may negatively impact upon individuals, working conditions, workplace activities and environmental factors. The Parish Council, based on a recorded assessment, will take all practical and necessary steps to reduce or eliminate the risks, in so far as is practically possible.
This document has been produced to enable Wisborough Green Parish Council to assess the risks that it faces and satisfy itself that it has taken adequate steps to minimise.
First Adopted: 16 November 2021
Annual Review
Last Review: November 2022
Next Review: November 2023
Management & Financial Risk Assessment for 2022/2023
Winter Management Plan
The purpose of the Plan is to identify the arrangements in place as a response to significant weather events ONLY – the clearing of snow and ice – and the action taken by WSCC Highways, the Parish Council and self-help within the village. This document is supplementary to the existing Major Emergency Plan, which would come into effect if an emergency situation is declared by the Major Emergency Plan Team.
Parish Footpath Charter
Public rights of way are open to everyone. They can be roads, paths or tracks, and can run through towns, countryside or over privately owned land. All public rights of way are recorded on the Definitive Map. The land over which a public right of way passes belongs to the respective landowner and a clear distinction must be made between public and private access rights.
The Parish of Wisborough Green is fortunate to have many public rights of way that allow access into the countryside, many of which cross land privately owned by farmers and householders.
Landowners have an obligation to make public rights of way accessible to individuals, and individuals using these routes also have obligations to the landowner. This charter details each party’s obligations.
First Adopted: November 2019
Biannual Review
Next Review: November 2021
Staff Policies
Anti-Harassment & Bullying Policy
In support of our value to respect others, the Parish Council will not tolerate bullying or harassment by, or of, any of its employees, officials, members, contractors, visitors or members of the community which we serve. This policy reflects the spirit in which the Council intends to undertake all of its business.
First adopted 18 July 2023
Bi-annual Review
Next Review: July 2024
Anti-Harassment and Bullying Policy
Equality & Diversity Policy
The purpose of this policy is to provide equal opportunities to all employees.
First adopted 18 July 2023
Bi-annual Review
Next Review: July 2025
Employee Disciplinary Procedure
This procedure is designed to help and encourage all council employees to achieve and maintain high standards of conduct whilst at work or representing the council.
First adopted 18 July 2023
Bi-annual Review
Next Review: July 2023
Grievance Procedure
This policy document describes the procedure which aims to facilitate a speedy, fair and consistent solution to an employee’s employment grievance.
First adopted 18 July 2023
Bi-annual Review
Next Review: July 2023
Employee Code of Conduct
The purpose of this policy is to provide clear guidelines to Council employees to help maintain and improve standards, and to protect employees from misunderstanding or criticism. Employees are representatives of the Council and must therefore act accordingly whilst at work.
First adopted 18 July 2023
Bi-annual Review
Next Review: July 2025
Employee Absence Policy
The purpose of this policy is to ensure that the operational efficient of the Council can be maintained whilst employees are absent from work for sickness or injury related reasons.
First adopted 18 July 2023
Bi-annual Review
Next Review: July 2025