Cranage Parish Council may have an important role in both the response to and recovery from an emergency.
It is possible that the Parish Council may be able to act faster than many of the responding organisations as they have an in-depth local knowledge that would provide invaluable assistance to the response. By completing a Community Plan the Parish Council is putting arrangements in place to mobilise resources that already exist in the Cranage and Holmes Chapel community to support residents during an emergency. During a major wide area emergency it could be some time before responding organisations are able to offer assistance. By planning in advance the Parish Council could provide key assistance co-ordinating local response activities.
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1.1 These financial regulations govern the conduct of the financial transactions of the Council and may only be amended or varied by resolution of the Council.
1.2 The Responsible Financial Officer (RFO), under the policy direction of the Council, shall be responsible for the proper administration of the Council's financial affairs.
1.3 The RFO shall be responsible for the production of financial management information.
1.4 If the RFO and the Clerk of the Council are the same person these Financial Regulations shall be read and construed accordingly
1.5 The Council will prepare a financial calendar (Financial Calendar) which will form part of its Management Plan
2. ANNUAL ESTIMATES
2.1 Each Committee (if any) shall formulate and submit proposals to the Council in respect of revenue and capital costs for the following financial year not later than the date each year as provided in the Financial Calendar.
2.2 Detailed estimates of all receipts and payments for the year shall be prepared each year by the RFO.
2.3 The Council shall review the estimates not later than the date provided by the Financial Calendar and shall fix the Precept to be levied for the ensuing financial year. The RFO shall supply each member with a copy of the approved estimates.
2.4 The annual budgets shall form the basis of financial control for the ensuing year subject to any amendments arising from paragraph 3.1 below.
2.5 The Council shall prepare and have regard to a five year forecast of Revenue and Capital Receipts and Payments which shall be prepared at the same time as the annual Budget or Estimates.
3. BUDGETARY CONTROL
3.1 The Budget shall be reviewed each quarter having regard to existing reserves and requirements of the Council
3.2 Expenditure on revenue items may be incurred up to the amounts included in the approved budget as approved by the Council.
3.3 No expenditure may be incurred will exceed the amount provided in the revenue budget except as approved by the Council.
3.4 The RFO shall not less than annually and in accordance with the Financial calendar provide the Council with a statement of receipts and payments to date under each head of the budgets, comparing actual expenditure against that planned.
3.5 The Clerk may incur expenditure on behalf of the Council which is necessary to carry out any repair replacement or other work which is of such extreme urgency that it must be done at once, whether or not there is any budgetary provision for the expenditure, subject to a limit of £1,000. The Clerk shall report the action to the Council as soon as practicable thereafter.
3.6 Unspent provisions in the revenue budget shall not be carried forward to a subsequent year unless otherwise agreed by the Finance committee and the Council.
3.7 No expenditure shall be incurred 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, or the requisite borrowing or grant approval has been obtained.
3.8 All capital works shall be administered in accordance with the Council's standing orders and financial regulations relating to contracts.
4. ACCOUNTING AND AUDIT
4.1 All accounting procedures and financial records of the Council shall be determined by the RFO as required by the Accounts and Audit Regulations 1996 as amended.
4.2 The RFO shall be responsible for completing the annual financial statements of the Council as soon as practicable after the end of the financial year and shall submit them and report thereon to the Council.
4.3 The RFO shall be responsible for completing the Accounts of the Council contained in the Annual Return (as supplied by the Auditor appointed from time to time by the Audit Commission) and for submitting the Annual Return for approval and authorisation by the Council within the timescales set by the Accounts and Audit Regulations 1996 as amended, or set by the Auditor.
4.4 The RFO shall be responsible for ensuring that there is adequate and effective system of internal audit of the Council's accounting, financial and other operations in accordance with Regulation 5 of the Accounts and Audit Regulations 1996 as amended. Any officer or member of the Council shall, if the RFO or Internal Auditor requires, make available such documents of the Council which appear to the RFO or Internal Auditor to be necessary for the purpose of the internal audit and shall supply the RFO or Internal Auditor with such information and explanation as the RFO or Internal Auditor considers necessary for that purpose.
4.5 The Internal Auditor shall carry out the work required by the RFO, or by the Council, with a view to satisfactory completion of the Internal Auditor's Report section of the Annual Return as compiled annually by the Audit Commission. The Internal Auditor, who shall be competent and independent of the operations of the Council, shall report to Council in writing on a regular basis with a minimum of one annual report in respect of each financial year.
4.6 The RFO shall make arrangements for the opportunity for inspection of the accounts, books, and vouchers required by Audit Commission Act 1998 section 15 and the Accounts and Audit Regulations 1996 as amended.
4.7 The RFO shall, as soon as practicable, bring to the attention of all councillors any correspondence or report from the Internal or External Auditor, unless the correspondence is of a purely administrative matter.
5. BANKING ARRANGEMENTS AND CHEQUES
5.1 The Council's banking arrangements shall be made by the RFO and approved by the Council. They shall be regularly reviewed for efficiency.
5.2 A schedule of the payments required, forming part of the Agenda for the Meeting shall be prepared by the RFO and, together with the relevant invoices, be presented to Council. If the schedule is in order it shall be authorised by a resolution of the Council and shall be initialled by the Chairman of the Meeting. If more appropriate the detail may be shown in the Minutes of the Meeting.
5.3 Cheques drawn on the bank account in accordance with the schedule referred to in paragraph 5.2 or in accordance with paragraph 6.4, shall be signed by two members of Council, and countersigned by the Clerk.
5.4 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 and invoice.
6. PAYMENT OF CHEQUES/BACS
6.1 All payments shall be effected by cheque, BACS or other order drawn on the Council's bankers.
6.2 All invoices for payment shall be examined, verified and certified by the Clerk. The Clerk shall satisfy him/herself that the work, goods or services to which the invoice relates shall have been received, carried out, examined and approved.
6.3 The RFO shall examine invoices in relation to arithmetic accuracy and shall analyse them to the appropriate expenditure heading. The Clerk shall take all steps to settle all invoices submitted, and which are in order, at the next available Council Meeting.
6.4 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, the Clerk may (notwithstanding para 6.3) take all steps necessary to settle such invoices provided that a list of such payments shall be submitted to the next appropriate meeting of Council.
6.5 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 ,RFO, an employee or a member (for example for postage or minor stationery items) shall be refunded on a regular basis, at least quarterly on production of an invoice or cash receipt.
7. PAYMENT OF SALARIES
7.1 The payment of all salaries shall be made in accordance with payroll records and the rules of PAYE and National Insurance currently operating, and salaries shall be as agreed by Council.
7.2 Payment of salaries and payment of deductions from salary such as may be made for tax, national insurance and pension contributions, may be made in accordance with the payroll records and on the appropriate dates, provided that each payment is reported to and ratified by the next available Council Meeting.
8. LOANS AND INVESTMENTS
8.1 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.
8.2 The Council’s Investment Policy, shall be in accordance with the Trustee Act 2000, and shall be reviewed on a regular basis (at least annually).
8.3 All investments of money under the control of the Council shall be in the name of the Council.
8.4 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.
8.5 All investment certificates and other documents relating thereto shall be retained in the custody of the RFO.
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 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.
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.
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 is to 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 (I) below.
10.4 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 [All £50,000’s are £20,000 in existing]
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 these regulations shall 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;
(v) for additional audit work of the external Auditor up to an estimated value of £1,000 (in excess of this sum the Clerk and RFO shall act after consultation with the Chairman and Vice Chairman of Council); [£1,000 in existing]
(vi) for goods or materials proposed to be purchased which are proprietary articles and/or are only sold at a fixed price.
(b) Where it is intended to enter into a contract exceeding £20,000 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 shall invite tenders from at least three firms to be taken from the appropriate approved list held by the principal authority
(c) 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.
(d) 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 or an appropriate officer of the Principal Authority, in the ordinary course of post or by hand delivery but not by fax or electronic mail. 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) If less than three tenders are received for contracts above £20,000 or if all the tenders are identical the Council may make such arrangements as it thinks fit for procuring the goods or materials or executing the works.
(h) Any invitation to tender issued under this regulation shall contain a statement to the effect of Standing Orders 52, 54, 55 and 56
(i) When it is to enter into a contract less than £20,000 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 £2,500 and above £100 the Clerk or RFO shall strive to obtain 3 estimates. Otherwise, Regulation 10 (3) above shall apply. [£2,500 and £100 in existing]
(j) The Council shall not be obliged to accept the lowest or any tender, quote or estimate.
12. PAYMENTS UNDER CONTRACTS FOR BUILDING OR OTHER CONSTRUCTION WORKS
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 by 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 any stores and equipment in that section.
13.2 Delivery Notes shall be obtained in respect of all (if any) 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 any stocks and stores at least annually.
14. PROPERTIES AND ESTATES
14.1 The Clerk shall make appropriate arrangements for the custody of all title deeds of properties owned by the Council. The RFO shall ensure a record is maintained of all properties owned 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 Regulation 4(3)(b) of the Accounts and Audit Regulations 1996 as amended.
14.2 No property shall be 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 £50.
15.1 Following an annual risk assessment, the RFO shall effect all insurances and negotiate all claims on the Council's insurers [in consultation with the Clerk].
15.2 The Clerk shall give prompt notification to the RFO of all new risks, properties or vehicles which require to be insured and of any alterations affecting existing insurances.
15.3 The RFO shall keep a record of all insurances effected by the Council and the property and risks covered thereby and review it not less than annually but otherwise in accordance with the Financial Calendar.
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 employees and members of the Council shall be included in a suitable fidelity guarantee insurance which shall cover the maximum risk exposure as determined by the Council.
16.1 Where the Council is sole 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 Clerk with the RFO shall prepare and promote risk management policy statements in respect of all activities of the Council.
17.2 When considering any new activity the Clerk and RFO shall prepare a draft Risk Management policy for the activity and shall bring a draft addressing the legal and financial liabilities and Risk Management issues that arise to Council for consideration and, if thought appropriate, adoption.
18. FINANCE MEMBER
The Council shall appoint at each Annual Meeting a member of the Council to be Finance Member who will exercise an internal monitoring role. The full duties and responsibilities of the Finance Member are set out in the Management Plan.
19. REVISION OF FINANCIAL REGULATIONS
19.1 It shall be the duty of the Council to review the Financial Regulations of the Council from time to time.
Freedom of Information
Cranage Parish Council is responsible for the maintenance of the scheme which was approved by the Council.
This publication scheme commits Cranage Parish Council to make information available to the public as part of its normal business activities. The information covered is included in the classes of information mentioned below, where this information is held by Cranage Parish Council. Additional assistance is provided to the definition of these classes in sector specific guidance manuals issued by the Information Commissioner. The scheme commits Cranage Parish Council to:
- proactively publish or otherwise make available as a matter of routine, information, including environmental information, which is held by the authority and falls within the classifications below.
- specify the information that is held by Cranage Parish Council and falls within the classifications below.
- proactively publish or otherwise make available as a matter of routine, information in line with the statements contained within this scheme.
- produce and publish the methods by which the specific information is made routinely available so that it can be easily identified and accessed by members of the public.
- review and update on a regular basis the information Cranage Parish Council makes available under this scheme.
- produce a schedule of any fees charged for access to information which is made proactively available.
- make this publication scheme available to the public.
CLASSES OF INFORMATION
Class One - Who we are and what we do: Organisational information, locations and contacts, constitutional and legal governance.
Class Two - What we spend and how we spend it: Financial information relating to projected and actual income/expenditure, tendering, procurement and contracts.
Class Three - What our priorities are and how we are doing: Strategy and performance information, plans, assessments, inspections and reviews.
Class Four - How we make decisions: Policy proposals and decisions. Decision making processes, internal criteria and procedures, consultations.
Class Five - Our policies and procedures: Current written protocols for delivering our functions and responsibilities.
Class Six - Lists and Registers: Information held in registers required by law and other lists and registers relating to the functions of the authority.
Class Seven – Services we offer: Advice and guidance, booklets and leaflets, transactions and media releases. A description of the services offered. The classes of information will not generally release include: • Information the disclosure of which is prevented by law, or exempt under the Freedom of Information Act, or is otherwise properly considered to be protected from disclosure. • Information in draft form. • Information that is no longer readily available as it is contained in files that have been placed in archive storage, or is difficult to access for similar reasons.
METHOD OF PUBLICATION
Cranage Parish Council will indicate clearly to the public what information is covered by this scheme and how it can be obtained. Where it is within the capability of Cranage Parish Council, information will be provided on a website. Where it is impracticable to make information available on a website or when an individual does not wish to access the information by the website, a public authority will indicate how information can be obtained by other means and provide it by those means. In exceptional circumstances some information may be available only by viewing in person. Where this manner is specified, contact details will be provided. An appointment to view the information will be arranged within a reasonable timescale. Information will be provided in the language in which it is held or in such other language that is legally required. Where an authority is legally required to translate any information, it will do so. Obligations under disability and discrimination legislation and any other legislation to provide information in other forms and formats will be adhered to when providing information in accordance with this scheme.
The purpose of this scheme is to make the maximum amount of information readily available at minimum inconvenience and cost to the public. Charges made by the authority for routinely published material will be justified and transparent and kept to a minimum.
Material which is published and accessed on a website will be provided free of charge. Charges may be made for information subject to a charging regime specified by Parliament. Charges may be made for actual disbursements incurred such as:
- postage and packaging
- costs directly incurred as a result of viewing information
Charges may also be made for information provided under this scheme where they are legally authorised, they are in all the circumstances, including the general principles of the right of access to information held by public authorities, justified and are in accordance with a published schedule or schedules of fees which is readily available to the public.
If a charge is to be made, confirmation of the payment due will be given before the information is provided. Payment may be requested prior to provision of the information.
Information held by a public authority that is not published under this scheme can be requested in writing, when its provision will be considered in accordance with the provisions of the Freedom of Information Act.
If you require a paper version of any information, or want to ask whether information is available please contact Cranage Parish Council by telephone, email or letter. Contact details are set out below. Alternatively you can visit our website www. somerford.org.uk
Tel: 01260 647854
Cranage Parish Council,
2 Field View Road,
To help us to process requests quickly, please mark your correspondence “Publication Scheme Request”. If the information you’re looking for isn’t available via the scheme [and isn’t on our website],
Information available from Cranage Parish Council under the publication scheme
Public authorities must publish under their publication scheme any dataset they hold that has been requested, together with any updated versions, unless they are satisfied that it is not appropriate to do so. So far as reasonably practicable, they must publish it in an electronic form that is capable of re-use.
Information that is published
How the information can be obtained
Class1 – Who we are and what we do
(Organisational information, structures, locations and contacts). England and is the lowest, or first, tier of local government. They are elected corporate bodies, have variable tax raising powers, and are responsible for areas known as civil parishes.
Members are as published on the website.
Who’s who on the Council and its Committees
Contact details for Parish Clerk and Council
Location of main Council office and accessibility details
With prior appointment
Class 2 – What we spend and how we spend it
(Financial information relating to projected and actual income and expenditure, procurement, contracts and financial audit)
Current and previous financial year as a minimum
Annual return form and report by auditor
Hard Copy /Website Transparency code
Borrowing Approval letter
Hard Copy if applicable
Financial Standing Orders and Regulations
Grants given and received
Hard Copy if applicable
List of current contracts awarded and value of contract
Hard Copy if applicable
Members’ allowances and expenses
Hard Copy Not applicable except for individual claims for travelling expenses included in the minutes.
Class 3 – What our priorities are and how we are doing
(Strategies and plans, performance indicators, audits, inspections and reviews)
Current and previous year as a minimum.
Neighbourhood / Parish Plan (current and previous year as a minimum)
Annual Report to Parish or Community Meeting (current and previous year as a minimum)
Hard Copy/ Website
Timetable of meetings (Council and any committee/sub-committee meetings and parish meetings)
Agendas of meetings (as above)
Website/ electronic before
Minutes of meetings (as above) – n.b. this will exclude information that is properly regarded as private to the meeting.
Hard Copy /electronic
Reports presented to council meetings – n.b. this will exclude information that is properly regarded as private to the meeting.
Hard copy /electronic
Responses to consultation papers
Hard copy/ electronic
Responses to planning applications
Class 5 – Our policies and procedures
(Current written protocols, policies and procedures for delivering our services and responsibilities)
Current information only
Policies and procedures for the conduct of council business:
Procedural standing orders
Committee and sub-committee terms of reference
Delegated authority in respect of officers
Code of Conduct members
Hard Copy/ electronic
Hard Copy /electronic
Hard Copy /electronic
Hard Copy /electronic
Policies and procedures for the provision of services and about the employment of staff:
Internal instructions to staff and policies relating to the delivery of services
Equality and diversity policy
Health and safety policy
Recruitment policies (including current vacancies)
Policies and procedures for handling requests for information
Complaints procedures (including those covering requests for information and operating the publication scheme)
5p per copy
Records management policies (records retention, destruction and archive)
Class 6 – Lists and Registers
Currently maintained lists and registers only
(hard copy or website; some information may only be available by inspection)
Register of members’ interests
Register of gifts and hospitality
SCHEDULE OF CHARGES
This describes how the charges have been arrived at and should be published as part of the guide.
TYPE OF CHARGE
BASIS OF CHARGE
Photocopying @ ...p per sheet (black & white)
Actual cost *
Photocopying @ ..p per sheet (colour)
Actual cost of Royal Mail standard 2nd class
In accordance with the relevant legislation (quote the actual statute)
* the actual cost incurred by the public authority
Cranage Parish Council sets aside a sum of money each year to donate to good causes in the parish as either a grant or a donation. The sum allocated by the Parish is part of the annual precept the Parish Council collects from the electorate and is available for distribution from 1 April each year.
The Parish Council is governed by rules set out in the Local Government Act 1972 (section 137) which states the money must be spent on purposes for the direct benefit of the parish and be commensurate with the expenditure incurred, for example, spending a large amount for the benefit of only one or two people is not acceptable.
Contributions may be made to charities and bodies providing a public service on a non-profit making basis, but only in furtherance of their work in the United Kingdom. It is unlawful for a council to contribute to an individual or a charity or a public service body operating overseas. Contributions to UK charities and bodies providing a public service do not have to bring any direct benefit to the council’s area or to its inhabitants.
No further amount should be allocated from the annual budget if the money is committed before the end of the financial year (end of March each year).
Applications will be accepted throughout the financial year from individuals (on behalf of a group) or not for profit community groups, or where the donation is to provide benefit to residents of Cranage. Any expenditure under section 137 must be properly authorised by resolution, minuted and shown in a separate column in the councils’ accounts.
Cranage Parish Council operate the following criteria:
- Only one application for a grant in each financial year
- A limit of XXXX per organisation will be applied except for exceptional circumstances.
- The organisation must be non-profit making (and not an individual)
- Grants are not made retrospectively
- The organisation must be one that, in some way, benefits the local community
- The organisation must demonstrate a clear need for financial support by providing a description of the project / activity for which a contribution is needed
- A set of audited accounts or suitable financial statement must be submitted to ensure there is a genuine need for a grant
- Organisations that have only recently set up and do not have audited accounts should provide a financial statement regarding their proposed budget instead.
- Efforts to generate income from other sources must be submitted
- A report on how the money was spent should be submitted to Cranage Parish Council with details of the outturn
- Monitoring may take place.
Although applications will be accepted throughout the year, normally they will be considered twice during the financial year – in the months of June and December. Ideally, therefore applications should be submitted to the Clerk of the Council not later than the end of the preceding month with the information set out in the policy above using the Council’s application form. The application will be placed on the agenda for consideration who will decide on the application based on the information provided. Please note that all agenda papers are published and therefore in the public domain. The Clerk of the Council will inform the applicant of the Councils' decision and arrange payment if you are successful or an explanation if the grant or donation was turned down.
Should you be successful:
A written receipt must be provided by the organisation and a note to show the funds have been used for the purposes specified in the application.
- The council reserves the right to require repayment in the event of the outcome not being achieved.
Grant / donation application form
If you consider your organisation is eligible to apply for a grant or donation please apply in writing including a financial statement from your organisation to the Parish Council office the Clerks address shown on the website. If you have any queries please contact the Clerk of the Council to discuss your application on 01260641854 or email firstname.lastname@example.org
Clerk of the Council
Cranage Parish Council
Cranage Parish Council has adopted this Code of Conduct to promote and maintain high standards of conduct and underpin public confidence in the authority and its members and co-opted members.
The Code has been adopted under section 27 of the Localism Act 2011 and is based on the following core principles of public life - selflessness, integrity, objectivity, accountability, openness, honesty and leadership. It sets out general obligations about the standards of conduct expected of members and co-opted members of the authority, together with provisions about registering and declaring interests.
A. General Obligations
Whenever you are acting as a member or co-opted member of this authority you must act in accordance with the following obligations:
You must act solely in the public interest and must never use or attempt to use your position improperly to confer an advantage or disadvantage on any person or act to gain financial or other material benefits for yourself, your family, friends or close associates.
You must not place yourself under a financial or other obligation to outside individuals or organisations that might seek to influence you in the performance of your official duties.
You should exercise independent judgement. Although you may take account of the views of others (including a political group), you should reach your own conclusions on the issues before you and act in accordance with those conclusions.
When carrying out your public duties you must make all choices, such as making public appointments, awarding contracts or recommending individuals for rewards or benefits, on merit.
You should remain objective, listen to the interests of all parties appropriately and impartially and take all relevant information, including advice from the authority’s officers, into consideration.
You are accountable to the public for your decisions and you must co-operate fully with whatever scrutiny is appropriate to your office, including by local residents.
(a) You must be open and transparent where possible about your decisions and actions and the decisions and actions of your authority. You should be prepared to give reasons for those decisions and actions. You must not prevent anyone getting information that they are entitled to by law.
(b) Where the law or the wider public interest requires it, you must not disclose confidential information or information to which public access is restricted. ( see footnote)
(a) You must declare any private interests, both pecuniary and non-pecuniary, that relate to your public duties and must take steps to resolve any conflicts arising in a way that protects the public interest, including registering and declaring interests as set out in Section B below.
(b) You must only use or authorise the use of the authority’s resources in accordance with the authority’s requirements. You must, when using or authorising the use by others of such resources, ensure that they are used for proper purposes only. Resources must not be used improperly for political purposes (including party political purposes) and you must have regard to any applicable Local Authority Code of Publicity made under the Local Government Act 1986
7. Respect for others
(a) You must treat others with courtesy. You should engage with colleagues and staff in a manner that underpins mutual respect and courtesy, essential to good local government.
(b) You must not do anything which may cause your authority to breach any equality laws.
(c) You must not compromise or attempt to compromise the impartiality of anyone who works for, or on behalf of, the authority.
(d) You must not bully any person, including other councillors, officers of the authority or members of the public. ( see footnote)
You must promote and support high standards of conduct when serving as member or co-opted member of the authority, by leadership and example, championing the interests of the community.
You should uphold the law and, on all occasions, act in accordance with the trust that the public is entitled to place in you.
9. Gifts and Hospitality
You must within 28 days of receipt, notify the Monitoring Officer in writing of any gift, benefit or hospitality with a value in excess of £100 which you have accepted as a member from any person or body other than the authority. The Monitoring Officer will place your notification on a public register of gifts and hospitality.
“ Confidential Information” should not be disclosed except in limited circumstances, for example :
You have the consent of the person authorised to give it
You are required by law to do so
The disclosure is made on a confidential basis to a third party in order to obtain professional advice
You have satisfied yourself that the disclosure is in the public interest
“Bullying” may be characterised as offensive, intimidating, malicious, insulting or humiliating behaviour and includes “cyber bullying”. It may happen once or be part of a pattern of behaviour. It can be contrasted with the legitimate challenges a member may make in challenging policy or scrutinising performance. You may challenge others as to why they hold their views but must take care to raise issues in the appropriate forum. Ideas and policies may be robustly criticised but individuals should not be subject to unreasonable or excessive personal attack.
B. Registering and declaring pecuniary and non-pecuniary interests
1. You must, within 28 days of taking office as a member or co-opted member, notify your authority’s monitoring officer of any disclosable pecuniary interest as defined by regulations made by the Secretary of State, where the pecuniary interest is yours, your spouse’s or civil partner’s, or is the pecuniary interest of somebody with whom you are living with as a husband or wife, or as if you were civil partners.
2. In addition, you must, within 28 days of taking office as a member or co-opted member, notify your authority’s monitoring officer of any disclosable pecuniary or non-pecuniary interest which your authority has decided should be included in the register.
3. If an interest has not been entered onto the authority’s register, then you must disclose the interest to any meeting of the authority at which you are present, where you have a disclosable interest in any matter being considered and where the matter is not a ‘sensitive interest’*.
4. Following any disclosure of an interest not on the authority’s register or the subject of pending notification, you must notify the monitoring officer of the interest within 28 days beginning with the date of disclosure.
5. Unless dispensation has been granted, you may not participate in any discussion of, vote on, or discharge any function related to any matter in which you have a pecuniary interest as defined by regulations made by the Secretary of State. Additionally, your must observe the restrictions your authority places on your involvement in matters where you have a pecuniary or non pecuniary interest as defined by your authority.
*A ‘sensitive interest’ is described in the Localism Act 2011 as a member or co-opted member of an authority having an interest, and the nature of the interest being such that the member or co-opted member, and the authority’s monitoring officer, consider that disclosure of the details of the interest could lead to the member or co-opted member, or a person connected with the member or co-opted member, being subject to violence or intimidation.
Extract from the Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012
The following categories are Disclosable Pecuniary Interests
“M” denotes the relevant Elected Member
Subject Prescribed description Employment, office, trade, profession or vocation. Any employment, office, trade, profession or vocation carried on for profit or gain.
Sponsorship Any payment or provision of any other financial benefit (other than from the relevant authority) made or provided within the relevant period in respect of any expenses incurred by M in carrying out duties as a member, or towards the election expenses of M. This includes any payment or financial benefit from a trade union within the meaning of the Trade Union and Labour Relations (Consolidation) Act 1992(1).
Contracts Any contract which is made between the relevant person (or a body in which the relevant person has a beneficial interest) and the relevant authority— (a) under which goods or services are to be provided or works are to be executed; and (b) which has not been fully discharged.
(1) 1992 c. 52.
Land Any beneficial interest in land which is within the area of the relevant authority.
Licences Any licence (alone or jointly with others) to occupy land in the area of the relevant authority for a month or longer.
Corporate tenancies Any tenancy where (to M’s knowledge)— (a) the landlord is the relevant authority; and (b) the tenant is a body in which the relevant person has a beneficial interest.
Securities Any beneficial interest in securities of a body where— (a) that body (to M’s knowledge) has a place of business or land in the area of the relevant authority; and (b) either—
(i) the total nominal value of the securities exceeds £25,000 or one hundredth of the total issued share capital of that body; or
(ii) if the share capital of that body is of more than one class, the total nominal value of the shares of any one class in which the relevant person has a beneficial interest exceeds one hundredth of the total issued share capital of that class.
Powers And Duties
Power to arrange for the discharge of functions by another local authority
Local Government Act 1972 s.101
Powers to provide allotments Duty to provide allotment gardens if demand unsatisfied
Small Holdings Allotments Act 1908 ss 23, 26 and 42
Power to make records held available to the public and support local archives
Local Government (Records) Act 1962, ss1 and 4
Baths and Washhouses:
Power to provide public baths and washhouses
Public Health Act 1936 ss 221, 222,223 and 227
Power to borrow money for statutory functions
Local Government Act 1972 Sch. 13
Burial Grounds, Cemeteries and crematoria*
Power to acquire and maintain
Open Spaces Act 1906, ss 9 and 10: Local Government Act 1972, s 214
Power to provide
Local Government Act 1972, s.214
Power to agree to maintain monuments end memorials
Parish Council and Burial Authorities (Miscellaneous Provisions) Act 19970, s. 1
Power to contribute towards expenses of cemeteries
Local Government Act 1972
Power to provide and maintain
Local Government (Miscellaneous) Act 1953 s.4
Power to make byelews for public walks and pleasure ground
Public Health Act 1875, s 164
Road Traffic Regulation Act 1984 s.57 (7)
Swimming pools, bathing places, baths and washhouses
Public Health Act 1936, s 223
Open Spaces and Burial Grounds
Open Spaces Act 1906 ss 12 and 15
Mortuaries and post-mortem rooms
Public Health Act 1936 s. 198
Public Health Act 1936 s. 231
Hiring of pleasure boats in parks and pleasure grounds
Public Health Amendments Act 1907, s 44(2): Public Health Act 1961, s54
Duty to receive accounts of parochial charities
Charities Act 1960, s 32
Power to appoint trustees of parochial charities
Charities Act 1993, s 79
Power to provide public clocks
Parish Councils Act 1957,s 2
Powers (and sometimes duty) as to maintain
Local Government Act 1972, s.215
Commons Land and Common Pastures
Powers in relation to inclosure as to regulation and management and as to providing common pasture
Inclosure Act 1845; Local Government Act 1984, s 8(4); Smallholding and Allotments Act 1908, s.34
Power to protect unclaimed common land from unlawful interference
Commons Registration Act1965,s.9
Power to manage commons and village greens under a district council scheme
Commons Act 1899, ss 4 & 5
Power to provide and encourage theuse of facilities
Local Government Act 1972, s.144
Right to be consulted by principal councils if directed by Secretary of State (England) of by Welsh Assembly (Wales)
Local Government and Rating Act1997, s21; Local Government Act 1972, s 33A
Community Centres and Village Halls
Power to provide and equip premises for use of clubs having athletic, social or educational objectives
Local Government (Miscellaneous Provisions) Act 1976, s.19
Powers to spend money on various crime prevention measures
Local Government and Rating Act 1997, s 31
Power to (a) install equipment, (b) establish schemes and (c) assist others in so doing for the prevention of crime
Local Government and Rating Act 1997, s 31
Power to assume a function delegated by another authority
Power to ensure effective discharge of Council functions
Power to employ someone to carry out Council functions
Local Government Act 1972ss. 101, 111 and 112
Power to deal with ponds/ditches
Public Health Act 1936, s. 260
Right to appoint governors of primary schools
School Standards and Framework Act 1988, para 15 of Sch.10
Entertainment and the Arts*
Provision of entertainment and support of the arts
Local Government Act 1972,s145
Power to act for the benefit of the community by tackling and promoting awareness of environmental issues
Local Government Act 1972,ss 111 and 137
Power to erect flagpoles in highways
Highways Act 1980, s 144
" Free Resource"
Power to incur expenditure not otherwise authorised on anything which in the council's opinion is in the interests of the area or part of it or all or some of the inhabitants
Local Government Act 1972,s139
Power to accept
Local Government Act 1972 s139
Power to repair and maintain footpaths and bridleways
Highways Act 1980, ss 43 and 50
Power to light roads and public places
Parish Councils Act 1957 s 3:Highways Act 1980, s 301: Local Government Act 1972,Sched. 14 para 27
Provision of litter bins
Litter Act 1983, 5 and 6
Power to provide parking places for vehicles, bicycles and motorcycles
Road Traffic Regulation Act 1984, ss 57 and 63
Power to enter into an agreement as to dedication and widening
Highways Act 1980. ss 30 and 72
Power to provide roadside shelters, and omnibus shelters
Parish Councils Act 1957, s 1
Consent of Parish Council required for ending maintenance of highway at public expense, or for stopping up or diversion of highway
Highways Act, 1980 ss 47 and 116
Power to complain to District Council as to protection of rights of way and roadside waste
Power to provide traffic signs and other notices
Highways Act 1980, s 130
Power to plant trees, etc., and to maintain roadside verges
Road Traffic Regulation Act 1984, s 72; Countryside Act 1968
Power to complain to local highway authority that a highway is unlawfully stopped up or obstructed
Highways Act 1980, s 96
Power to prosecute for unlawful ploughing of a footpath or bridleway
Highways Act 1980, s 130 Highways Act 1980, s 134
Power to participate in schemes of collective investment
Trustee Investments Act 1962,s11
Power to acquire land by agreement, to appropriate land and to dispose of
Local Government Act 1972, ss 124, 126 and 127
Power to accept gifts of land
Local Government Act 1972s139
Power to acquire land by compulsory purchase
Local Government Act 1972, s 125
Power to obtain particulars of persons interested in land
Local Government (Miscellaneous Provisions) Act 1976,s 16
Power to acquire land for or to provide recreation grounds, public walks, pleasure grounds and open spaces and to manage and control them
Public Health Act 1875, s 16;: Local Government Act 1972, Sched. 14, para 27; Public Health Acts Amendment Act 1980, s 44; Open Spaces Act 1906, ss 9 and 10; Local Government (Miscellaneous Provisions) Act 1976, s 19
Power to light roads and public places
Parish Councils Act 1957, s Highways Act 1980, s 301
Litter* and dog fouling
Provision of receptacles Obliged to keep own land free of litter and dog faces
Litter Act 1983, ss 5 an Environmental Protection Act 1990; Litter (Animal Droppings) Order 1991
Power to promote
Lotteries and Amusements Act 1976, s 7
Mortuaries and post-mortem rooms
Powers to provide mortuaries and post-mortem rooms
Public Health Act 1936, s 198
Power to designate statutory to the nature reserves and marine nature reserves - English Nature can designate sites of specific scientific interest
National Parks and Access Countryside Act 1949, ss 15, 16 and 21; The Wildlife and Countryside Act 1982, ss 36 and 39 and Sched.12
Powers to make management agreements with landowners and the English Nature to manage council-owned reserve land as a nature reserve
Power to deal with offensive ditches, ponds and gutters
Public Health Act 1936, s 260
Power to acquire land and maintain
Public Health Act 1875, s 164; Open Spaces Act 1906, ss 9 and 10; Commons Act 1899
Power to acquire land for or to provide recreation grounds, public walks, pleasure grounds and open spaces, and to manage and control them.
Public Health Act 1875, s 164; Local Government Act 1972, Sched 14, para 27; Public Health Acts Amendment Act 1980, s 44; Open Spaces Act 1906, ss 9 and 10; Local Government (Miscellaneous Provisions) Act 1976, s 19.
Parish Property and Records
Powers to direct as to their custody
Local Government Act 1972, s226
Power to provide parking places for motor vehicles, motorcycles and bicycles
Road Traffic Regulation Act 1984, ss 57 and 63
Right to be notified of and power to respond to planning applications
Town and Country Planning Act 990, Sched. 1 para 8; Local Government Act 1972, Sched. 15 para 20.
Postal and telecommunications facilities
Power to pay the Post Office, British Telecommunications or any other public telecommunications operator any loss sustained in providing post or telegraph office or telecommunications facilities
Post Office Act 1954, s 51; Telecommunications Act 1984,s97
Public Buildings and Village Halls
Power to provide buildings for offices and for public meetings and assemblies
Local Government Act 1972 s 133
Power to provide
Public Health Act 19336, s 87
Power to make representations at public enquiries
Local Government Act 1982, s222
Power to publicise council and local authority functions
Local Government Act 1982, s. 142
Raising of Finances
Power to raise money through them precept
Local Government Act 1982, s150
Power to collect, exhibit and purchase local records
Local Government Act Records) Act 1962 ss 1 and 2
Power to acquire land for or to provide recreation grounds, public walks, pleasure grounds, and open spaces and to manage and control them.
Power to provide gymnasiums, playing fields, holiday camps
Public Health Act 1875, s 164; Local Government Act 1972, Sched 14 para 27; Public Health Acts Amendment Acts 1890, s 44; Open Spaces Act 1906, ss 9 and 10; Local Government (Miscellaneous Provisions) Act 1976, s 19; Commons Act 1899
Provision of boating pools
Public Health Act 1962, s 54
Seats and Shelters*
Power to provide roadside seats and shelters
Parish Councils Act 1957, s 1
Power to contribute to the encouragement of tourism
Local Government Act 1972, s. 144
Town and Country Planning
Right to be notified of planning applications
Town & Country Planning Act 1990, Sched. 1 para 8
Power to adopt town status
Local Government Act 1972, ss 245 and 245B
Power to contribute financially to traffic calming schemes
Local Government and Rating Act 1997, s 26
Power to train Councillors
Local Government Act 1972. s175.
Power to (a) establish car sharing schemes (b) make grants for bus services, (c) provide taxi-fare concessions; (d) investigate public transport, road use and needs; (e) provide information about public transport services
Community Transport Schemes
Local Government and Rating Act 1997, s 26-29
Power to maintain, to make bylaws for and to prosecute for interference with village greens
Open Spaces Act 1906, s 15 Inclosure Act 1857, s 12, Commons Act 1876, s 29
Power to maintain,, repair, protect and adapt war memorials
War Memorials (Local Authorities Powers) Act 1923, s 1 as extended by Local Government Act 1948, s 133
Power to utilise well, spring or stream and to provide facilities for obtaining water therefrom.
Public Health Act 1936, s 125