Communications Policy - re-adopted 26/01/2023
FENTON AND TORKSEY LOCK PARISH COUNCIL
Communications Policy
Definitions
FTLPC – Fenton and Torksey Lock Parish Council
Clerk and/or Proper Officer – The Clerk to Fenton and Torksey Lock Parish Council
Council – Fenton and Torksey Lock Parish Council (FTLPC)
Members – All Councillors of Fenton and Torksey Lock Parish Council
Parish – the villages of Fenton and Torksey Lock
Staff/Officer(s) – All employees of Fenton and Torksey Lock Parish Council
PC email – the designated email Account for Fenton and Torksey Lock Parish Council for correspondence
Council Resolution – a decision made by the Parish Council by vote
A. _Parish Council Email Account
The above email account is made available to all Members and staff and is the main source of information coming into FTLPC from external bodies.
These communications are not routinely copied to Members’ private email addresses and this is done to enable the clerk to use his/her limited time available to us to maximum effect.
It is therefore recommended that Members log into the PC email account on an occasional basis in order to make themselves aware of matters raised in such incoming correspondence and any responses that these may generate.
Although it is considered good practice for Members to conduct Council business through a dedicated email address, there is no objection to Members using their own email accounts for FTLPC business, however, so that all Members and Staff are kept informed of communication activity, it is required that in such cases, a copy is forwarded to the PC email account.
B._Parish Council Correspondence
1. The point of contact for the parish council is the Clerk, and it is to the Clerk that all correspondence for FTLPC should be addressed. In certain circumstances it is agreed by Council Resolution that individual Members may be the point of contact; all such correspondence must be copied to the clerk via the PC email account.
2. The Clerk should deal with all correspondence following a meeting.
3. No individual Member or Officer should be the sole custodian of any correspondence or information in the name of FTLPC, a committee, sub-committee or working party. In particular, Members and Officers do not have a right to obtain confidential information/documentation unless they can demonstrate a ‘need to know’.
4. Where necessary, official letters should be sent by the Clerk in the name of FTLPC using council letter headed paper.
5. Where correspondence from the Clerk to a Member is copied to another person, the addressee should be made aware that a copy is being forwarded to that other person (e.g. copy to XX)
6. All correspondence between Members relating to FTLPC matters to be copied to the Clerk at the PC email account.
7. In the interests of Transparency, incoming/outgoing correspondence will not be regarded as private and confidential in terms of it being of restricted availability to Members and the Clerk even where this may have been requested by the originator, except where this conflicts with the Data Protection Act.
C._ Agenda Items for Council, Committees, Sub-Committees and Working Parties
1. Agendas should be clear and concise. They should contain sufficient information to enable Members to make an informed decision, and for the public to understand what matters are being considered and what decisions are to be taken at a meeting.
2. Items for information should be kept to a minimum on an agenda.
3. Where the Clerk or a Member wishes fellow Members to receive matters for “information only”, this information will be circulated via the Clerk.
D._Communications with the Press and Public
1. The Clerk will clear all press reports, or comments to the media, with the Chair of FTLPC or the Chair of the relevant committee.
2. Press reports from FTLPC, its committees or working parties should be from the Clerk or an Officer or via the reporter’s own attendance at a meeting.
3. Unless a Member has been authorised by FTLPC to speak to the media on a particular issue, Members who are asked for comment by the press should make it clear that it is a personal view and ask that it must be clearly reported as their personal view.
4. Unless a Member is absolutely certain that he/she is reporting the view of FTLPC, they must make it clear to members of the public that they are expressing a personal view.
5. If Members receive a complaint from a member of the public, this should be dealt with under FTLPC adopted complaints procedure, or via a FTLPC agenda item.
E._Councillor Correspondence to external parties
1. As the Clerk should be sending most of FTLPC correspondence from a Member to other bodies, it needs to be made clear that it is written in their official capacity and has been authorised by FTLPC.
2. A copy of all outgoing correspondence relating to FTLPC or a Member’s role within it, should be sent to the Clerk, and it be noted on the correspondence, e.g. “copy to the Clerk” so that the recipient is aware that the Clerk has been advised.
F. Communications with Parish Council Staff
1. Members must not give instructions to any member of Staff, unless authorised to do so (for example, three or more Members sitting as a committee or sub-committee with appropriate delegated powers from the council).
2. No individual Member, regardless of whether or not they are the Chair of FTLPC, the Chair of a committee or other meeting, or are styled “Leader” of FTLPC, may give instructions to the Clerk or to another Staff which are inconsistent or conflict with FTLPC decisions or arrangements for delegated power.
3. Telephone calls should be appropriate to the work of FTLPC.
4. E-mails:
a) Instant replies should not be expected from the Clerk; reasons for urgency should be stated
b) Information to Members should normally be directed via the Clerk through the PC email
c) E-mails from Members to external parties should be copied to the Clerk via the PC email
d) Members should acknowledge their e-mails when requested to do so
5. Meetings with the Clerk or other Officers:
a) Wherever possible an appointment should be made
b) Meetings should be relevant to the work of that particular Officer
c) Members should be clear that the matter is legitimate FTLPC business and not matters driven by personal or political agendas
This policy supersedes the previous Communications Policy adopted by the Parish Council at meeting held on 9 March 2017, minute no.132.
Signed……………………G. Newton….………………….……
Chairman
Adopted on Date………18-01-2018………………….
Document Review History
Date of Review
Signed
Date of Review
Signed
21/02/19
G. Newton
20/02/20
G. Newton