LANEHAM PARISH COUNCIL
FREEDOM OF INFORMATION ACT
NEW MODEL PUBLICATION SCHEME
1st January, 2009
LANEHAM PARISH COUNCIL
FREEDOM OF INFORMATION ACT 2000
NEW MODEL PUBLICATION SCHEME
FOR PARISH COUNCILS
· Council Structure
· Locations and accessibility details
· Contact Details of Parish Clerk
· Annual Return Form
· Annual Statutory report by auditor
· Precept Request
· Loans Sanctioned
· Financial Standing Order and Regulation
· Parish Plan
· Annual Report to Parish Meeting
· Responses to consultation papers
· Timetable of meetings
· Agendas
· Responses to planning applications
· Procedural Standing Orders
· Members’ Register of Interests
· Minutes of council and council sub committee meetings
· Policies and Procedures for the Conduct of Council Business
· Policies and Procedures for the Provision of Services
· Policies and Procedures about the employment of staff
· Any publicly available register or list
· List of Assets
· Details of the services for which we are responsible
· Allotments
· Village Hall
· Bus Shelter
WHO WE ARE AND WHAT WE DO
Locations and Accessibility Details
Contact Details of Parish Clerk
13 miles due west of the city of
Lincoln and 8 miles east of the market
town of Retford.
MISSION STATEMENT
proactive in its determination to make
Laneham a better, inclusive, place
to live. Both social and environmental
issues will be addressed and,
together with the people of Laneham,
we will make the village a place
to be proud of.
LANEHAM PARISH COUNCIL
Chairman
Mr. George Scrini 01777 228439
e-mail georgescrini@aol.com
Mr Phil Baines 01777 228617
Mr. Phil Cable 01777 228207
Mr. Fred Clark 01777 228296
Mr. John Cobb 01777 228317
Mrs Corrina Simpson-Kane 07932656269
LANEHAM PARISH COUNCIL
The Parish Council meets every second Monday of the month in the village hall.
The village hall is in the centre of the village and is accessible by everyone.
The council website is available at www.laneham.org
An Information Folder is attached to the notice board inside the Village Hall
NEW MODEL PUBLICATION SCHEME
JANUARY, 2009
Mrs. E. A. Leather,
“Greenbanks”
16 Station Road,
Sutton cum Lound,
Retford,
Notts,
DN22 8QA
Tel: 01777 707316
Arrangements can be made to view documents by contacting the Clerk.
Certain information can be viewed on line at www.laneham.org.uk
Photocopies of certain documents can be made available on request at a charge of 15p per sheet plus postage.
LANEHAM PARISH COUNCIL
WHAT WE SPEND AND
HOW WE SPEND IT
Annual Statutory Report by Auditor
Precept Request
Loans Sanctioned
Financial Standing Orders and Regulations
LANEHAM PARISH COUNCIL
A COPY OF THE MOST RECENT
AUDITED ACCOUNTS IS AVAILABLE
IN THE FOLDER IN THE VILLAGE
HALL OR A COPY CAN BE OBTAINED
BY CONTACTING THE CLERK
LANEHAM PARISH COUNCIL
A COPY OF THE MOST RECENT
PRECEPT REQUEST IS
AVAILABLE IN THE INFORMATION
FOLDER IN THE VILLAGE HALL
OR A COPY CAN BE OBTAINED
FROM THE CLERK
LANEHAM PARISH COUNCIL
Bus Shelter loans outstanding at 1st January 2009 amount to £984.03
Orders for the payment of money shall be authorised by resolution of the Council. Such resolutions on expenditure can only be considered when included as an agenda item of the meeting considering the expenditure.
Cheques in payment of amounts due shall be signed by the authorised members of the Council, who should add their initials to the counterfoil of the cheque. Invoices must be available, at the time of signing, to members signing cheques who should confirm the validity and amount of the payment prior to signing. Cheques are to be signed at meetings at which the payment is approved.
A minimum of three members shall be authorised by resolution of the Council to sign cheques on behalf of the Council and shall include the Chairman and Vice Chairman.
Any two members of the Council authorised by resolutions of the Council may seal documents on behalf of the Council. A document shall not be sealed on behalf of the Council unless its sealing has been authorised by resolution of the Council.
If any member has any pecuniary interest within the meaning of Section 94-95 of the Local Government Act 1972, in any matter under consideration by the Council they shall withdraw from the meeting while the matter is under consideration unless invited to stay by the Council.
In respect of the supply of goods or services or materials or the execution of works, the Clerk shall seek to obtain competitive quotations. For values of £500 to £2000 a minimum of two quotations and for values £2000 to £10000 three quotations are required.
Acceptance of quotations shall be by resolution of the Council. The Council shall not be bound to accept the lowest quotation.
The Clerk shall supply to each member at every meeting a financial statement of payments made and received since the previous meeting of the Council together with a reconciliation between the accounts and balance held in bank accounts
The Council shall maintain a current account, in addition the Council may maintain deposit accounts, as it deems necessary.
The Council shall approve written estimates for the coming financial year at its meeting in the month of December/January.
The Clerk shall maintain the accounts of the Council if the form prescribed by The Accounts and Audit Regulations 1996.
The accounts shall be made available for inspection by the public for fifteen days prior to audit, by prior appointment with the Clerk. The accounts are to be available for inspection by Councillors at all times by prior appointment with the Clerk.
The Council shall maintain insurance cover for the risks it considers appropriate but shall as a minimum cover, include for Public Liability, Employers Liability, Money and Fidelity Guarantee.
WHAT ARE PRIORITIES ARE
AND HOW WE ARE DOING
Annual Report to Parish Meeting
Responses to consultation papers
THE PARISH PLAN IS
AVAILABLE ON LINE
OR IN THE INFORMATION
FOLDER IN THE VILLAGE HALL
DRAFT MINUTES OF ANNUAL PARISH
MEETING ARE AVAILABLE
IN THE MINUTE BOOK
OR ON THE WEBSITE ONE
MONTH AFTER THE MEETING
Copies of any responses to consultation papers will be filed here
LANEHAM PARISH COUNCIL
Agendas
Responses to Planning Applications
Procedural Standing Orders
Members’ Register of Interests
Minutes of council
TIMETABLE OF MEETINGS
LANEHAM PARISH COUNCIL
DATES OF MEETINGS 2009-10
2009
8th June
13th July
10th August
14th September
12th October
9th November
14th December
2010
11th January
8th February
8th March
13th April
10th May Annual Parish Meeting and Annual P.C. Meeting
Agendas are posted on the Notice Board at the Village Hall 7 days prior to the meeting taking place
PLANNING APPLICATIONS
REGISTERED IN BOOK
COPIES OF APPLICATIONS AND
RESPONSES IN PLANNING FILE
HELD BY THE CLERK
PLANNING POINTS TO CONSIDER
ARE ATTACHED
THE PARISH PLAN IS A MATERIAL
CONSIDERATION
1. Does the proposal fit in with the District Wide plan?
2. Is it in a conservation area or is it a listed building?
3. Does it impinge on open spaces?
4. Does it provide “affordable housing”?
5. Does it involve the repair of existing rural buildings or other previously developed site (spatial objective SO3)
6. What is the tree strategy for the area?
7. Is it in keeping with the Parish Plan and Village Design statement?
8. Is there a renewable energy contribution?
9. What is the traffic contribution and does it affect commuting?
10. Retail contribution and viability?
11. Does it impinge on any quality of life indicators?
12. Does it provide any of the housing needs survey requirements?
13. Does it have an impact on community safety (SO&)?
14. Promote the physical and emotional well being of our community (SO8)?
15. Ensure that new residential developments are adequately serviced by facilities and services?
16. Does it protect existing community facilities where they provide a valuable asset?
INTERPRETATION
These Standing Orders are based upon the Draft Standing Orders for Local Councils published by the National Association of Local Councils (NALC) 1991 which have been adopted by this Council so far as they are not varied or inconsistent with the Regulations set out below.
In these Regulations words importing one gender include all other gender and the singular includes the plural and vice versa.
The person presiding at a meeting may exercise all the powers and duties of the Chairman in relation to the conduct of the meeting.
The Proper Officer of the Council is the Clerk. The responsible Financial Officer of the Council is the Clerk. Other duties of the Clerk are to be laid down in their Condition of Contract.
Three members shall constitute a Quorum. If a Quorum is not present when the Council meets or if during a meeting the number of Councillors, for whatever reason, falls below the Quorum, the business not transacted at that meeting shall be transacted at the next meeting or on such other day as the Chairman may decide.
Members shall vote by show of hands unless the meeting decides otherwise. If any member so requires the Clerk shall record the names of the members who voted on any question and how they voted. The Chairman may give an original vote on any matter put to the voted and in the case of equality of votes, may give a casting vote, even though they gave no original vote.
The order of business shall be stated on an agenda paper, which shall be delivered to each member at least three clear days before the date of the meeting along with the summons convening the meeting.
Except as provided by these Standing Orders, no resolution may be moved unless the business to which it relates has been included on the Agenda by the Clerk. Members may put an item on the Agenda by giving the Clerk written notice of the resolution at least seven days before the next meeting of the Council. Every resolution, amendment or recommendation shall be relevant to some subject over which the Council has the power or which affects its area.
Resolutions may be moved without notice on procedural matters or to vary the order of business on the grounds of urgency. Such resolutions shall be put to the vote without discussion.
All remarks shall be addressed to the Chairman.
No discussion shall take place upon the minutes except upon their accuracy. Corrections to the minutes shall be made by resolution and must be initialled by the Chairman.
A member shall direct their comments to the question under discussion or to a personal explanation or to a point of order.
No speech by a mover of a resolution shall exceed three minutes and no other speech shall exceed two minutes except by consent of the Council.
The mover of a resolution shall have a right of reply not exceeding one minute.
The ruling of the Chairman on a point of order or on the admissibility shall not be discussed.
A representative of the local Constabulary shall be allowed to speak at Council meetings at the discretion of the Chairman.
Whenever the Chairman rises to their feet during a debate all other members shall be seated and silent.
A motion of closure of a debate may be moved at any time but must be proposed and seconded without comment. The Chairman may refuse such motion if they feel that the question before the Council has not been sufficiently debated.
A decision (whether affirmative or negative) of the Council shall not be reversed within six months except by a special resolution, the written notice whereof bears the names of at least three members of the Council. When such a resolution has been disposed of, no such similar resolution may be moved within a further six months.
No member of the Council shall disclose to any person, not being a member of the Council, any business declared to be confidential by the Council.
County and District Councillors who are not also Parish Councillor shall be invited to attend meetings and be sent copies of agendas, minutes and other relevant documents. They may be allowed to speak at the discretion of the Chairman.
Except at the Chairman’s discretion, all meetings of the Council shall finish not later than two hours after their commencement. Any business not transacted shall be carried over to the next meeting or such other date as the Chairman may decide.
Standing Orders may be suspended for a specified period of time by resolution.
No smoking shall be permitted at meetings.
CORRESPONDENCE
Any correspondence sent to the Parish Council requesting action by the Council, must be signed and contain the address of the sender.
CODE OF CONDUCT
Personal and prejudicial interests need to be declared in respect of any item on the Agenda. With regard to prejudicial interests, members cannot take part in discussion and should leave the meeting room.
A copy of these Standing Orders shall be given to each member by the Clerk upon receipt of the member’s declaration of acceptance of office.
LANEHAM PARISH COUNCIL
CODE OF CONDUCT
MEMBERS REGISTER OF
INTERESTS
(COPY HELD BY BDC)
REGISTER OF MEMBERS
INTERESTS BOOK
AVAILABLE IN
MEMBERS REGISTER BOOK
DECLARATION OF ACCEPTANCE
OF OFFICE
COPIES OF THE COUNCILLORS DECLARATIONS OF
ACCEPTANCE OF OFFICE
ARE AVAILABLE IN THE INFORMATION
FOLDER IN THE VILLAGE HALL
LANEHAM PARISH COUNCIL
OUR POLICIES AND PROCEDURES
Policies and Procedures for the Conduct of Council Business – see Procedural Standing Orders
Policies and Procedures for the Provision of Services
Laneham Parish Council is not responsible for the provision of community services. Councillors can advise residents of the correct departments to contact.
Policies and Procedures about the employment of staff
LANEHAM PARISH COUNCIL
JOB DESCRIPTION FOR CLERK
TO PARISH COUNCIL
1. The Clerk is the proper officer of the Council, and will carry out all the functions conferred on the proper officer by statute or otherwise.
2. The Clerk will be responsible for ensuring that all statutory and other provisions governing the council and its work are complied with.
3. The Clerk will prepare and distribute the agendas for all meetings of the Council (including committees and sub-committees), will attend such meetings and will prepare the minutes of meetings for approval by the Council.
4. The Clerk will prepare and distribute agendas, for, attend and prepare minutes for the Annual Parish Meeting, and any other parish meetings during the year.
5. The Clerk is the responsible financial officer of the Council and will prepare and maintain the accounts and other financial records of the Council in accordance with statutory and other accounting and audit requirements. The Clerk will also prepare documents for the recovery of VAT as appropriate.
6. The Clerk will be responsible for the administering a PAYE scheme for all employees (including the Clerk) and ensuring that proper payment is made to the Inland Revenue.
7. The Clerk will be responsible for ensuring that all decisions of the council; its committees and sub-committees are carried out promptly and correctly.
8. The Clerk will be responsible for receiving all correspondence and other documents on behalf of the council, and ensure that such correspondence is brought before the Council as necessary.
9. The Clerk will be responsible for supervising other staff employed by the council and ensuring that relevant statutory provisions covering the terms and conditions of employment of staff are observed.
10. If required by the Council, the Clerk will act as a representative of the Council at conferences, meetings, public inquiries and other similar events.
11.The clerk will be responsible for preparing and keeping up to date a register of the council’s property, ensuring that the property is regularly inspected and maintained and ensuring that it is covered by adequate insurance.
12.The Clerk shall receive, maintain and keep safely Parish Council records and all deeds, plans, letters and other documents which are required to be maintained.
13.If so required by the Council, the Clerk will (at the cost of the Council) attend training courses on subjects relevant to the role of the Clerk.
14.If so required by the Council, the Clerk will liaise with press and media organisations, and issue information about the activities of the Council.
15.The Clerk will undertake such other duties as required by the Council from time to time in accordance with normal requirements of the conduct of Council business.
LISTS AND REGISTERS
List of Assets
LANEHAM PARISH COUNCIL
31.3.08
Fixed Assets Register
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Date of Acquisition Description Location Cost or Disposal
Value Date Amount Reason
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l975 NT4379949 Memorial Hall Main Street, Laneham £147,000
and contents
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1772 LL289037 Community Land Church Laneham £1000
4 acres approx.
Over Trent Piece
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17th Century Community Land Laneham £1000
2 acres approx.
Poor Close
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1388 Community Land Church Laneham £250
NT 410447 & NT437953 0.5 acre approx
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Parish Lanes £1
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NT 437951 War Memorial £4000
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NT 437955 Parish Garden Rampton Road £250
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NT437954 Bell Holt & Wharf Church Laneham £500
NT 446630 Bus Shelter Dunham Road £6000
ALLOTMENTS – The Parish Council is obliged to provide allotments as and when required. The renting of such allotments will be by private negotiation
VILLAGE HALL - available for hire through the Village Hall Committee contact Mrs Linda Robinson on 01777 228775
BUS SHELTER