Website User’s Guide

Brill Parish Council Website User’s Guide (v1)

Why a website?

Five reasons!

1. To fulfil the Parish Council’s legal obligation to publish minutes, policies and financial information. We’ve also taken the opportunity to introduce the Parish Council team and explain what we do.

2. To pass on information from Buckinghamshire Council, Thames Valley Police and other official bodies

3. To provide information on services and amenities in Brill and explain how to report problems.

4. To promote Parish Council projects and amenities, including the management of Brill Common, care of Brill Windmill, our monthly newsletter, and our playing fields, playgrounds and MUGA.

5. To celebrate the community and heritage of Brill - and so we offer a directory of clubs and groups, features on the Best of Brill (our allotments, the Lunch Club, and Bernwode News, for starters) - and a taste of our fascinating history.

Finding your way around

The home page - or welcome page - contains items of immediate interest. Here you’ll find links to our current newsletter and the Protect Brill Common Forever! blog, plus a section on Parish Council business and posters of up-coming events.

At the top of the page (above the picture) you’ll find seven drop-down menus labeled Community, Environment, Leisure and so on. Clicking on these will reveal the main pages of the website.

Next to the drop-down menus is a button marked ‘contact the Parish Council’. This will take you straight to our contact page where you can send a quick message or check our telephone number or office opening times.

There’s also a search box on the home page to help you find specific information. It works really well. Just type something in the box (be original and try “windmill”!)and press ‘enter’ on your keyboard and the results will appear for you to select the most appropriate.

Privacy and Acessibility

At the bottom of the home page - and every page - are links to two important documents:

• Our Privacy Notice which describes how the Parish Council handles personal data and other information collected by the forms on this website. (Note that we use only essential cookies so there is no cookie pop-up or banner.)

• Our website Accessibility Statement which details the steps we’ve taken so far to make this website useable for people with a disability, including sight loss and motor disorders, and the work we still need to do.

Accuracy of information

We work hard to make sure the information on this website is accurate and current - but there’s a lot of information here and inevitably sometimes things will slip out-of-date or change without us knowing.

Please don’t blame us - or hold us liable for the consequences, direct or indirect, to get legal - if you miss a bus or the Post Office is closed when you get there. Instead, tell us so we can put it right.

Another point about accuracy. This website has been going now for nearly eight years and in that time several sets of councillors have come and gone. Although the parish council works as a team, differences do arise - so we need to make clear that when opinions are (rarely) expressed on this website, they do not necessarily represent those of all councillors in past, now - or in the future.

Website safety

This website is built and maintained with great care using a very reputable platform called Squarespace. The design is deliberately simple, with no bells or whistles, and all external links are carefully chosen. There is no reason why it should cause your laptop or phone any harm through viruses or malware - but we cannot absolutely guarantee it.

The internet is a wild and tricksy place and all users should be careful, all of the time. Make sure your device is using an up-to-date operating system and you have installed or activated appropriate anti-virus software - and (top tip) take care opening emails from senders you don’t recognise. Read more about this on our Security and Wellbeing page.

And talking about links: We need to add that, even though we have provided links, Brill Parish Council doesn’t endorse any external websites, or take responsibility for their content or safety.

Intellectual property

Everything on the website - words, images, and all the pdf documents - is the property of Brill Parish Council and is protected by copyright and other intellectual property laws. Please don’t copy, distribute, or use any part of this website without asking us first.

Photographs are either stock images from Unsplash (website opens in new tab) or captured by the web designer/editor - unless credited otherwise.

Almost all of website content was written by a human. Contributed content (for example, to the Newsletter) which may or may not have used artificial intelligence (AI) was edited and checked by a human before publication. The website designer/editor uses AI for technical research but never for writing - so any mistakes or misunderstandings are entirely human.

Thank you

Thank you for your interest in Brill Parish Council and this website.

If you have any questions, concerns or suggestions, please email the web designer/editor. Similarly, if you spot any errors, omissions or broken links, let us know as soon as possible. Your interest and input are genuinely appreciated.

This document

Prepared by Hannah Hulme Hunter in February 2026.

For review 2027, if not before.

Privacy Notice (draft)

Brill Parish Council Privacy Notice (v2)

Purpose and scope

This Privacy Notice is addressed to residents and all other users of amenities and services (“you”) provided by Brill Parish Council (“we” or “the Parish Council”).

It concerns the processing (collection, storage, use, and disposal) of your personal data by Brill Parish Council and covers the following topics:

1. What is personal data?

2. Parish Council responsibilities

3. The personal data we collect and lawful basis for doing so

4. Collecting and storing your personal data

5. Sharing your personal data

6. Your rights and your personal data

7. Website privacy

8. Questions, requests and complaints

1.What is personal data?

Personal data is any information that can identify a living individual, either alone, or with other information. This includes names, date of birth, physical address and email address.

In the UK, data protection is governed by the UK General Data Protection Regulation (GOV.UK website opens in new tab) and the Data Protection Act 2018 (GOV.UK website opens in new tab).

The Data (Use and Access) Act of 2025 (ICO website opens in new tab) may also have implications in the future.

2. Parish Council responsibilities

Brill Parish Council (and all organisations responsible for processing personal data) must make sure personal data is -

• used fairly, lawfully and transparently

• used for specified, explicit purposes

• used in a way that is adequate, relevant and limited to only what is necessary

• accurate and, where necessary, kept up to date

• kept for no longer than is necessary

• handled in a way that ensures appropriate security, including protection against unlawful or unauthorised processing, access, loss, destruction or damage

This Notice explains how the Parish Council meets these responsibilities.

Data Protection Officer

The Data Protection Officer for Brill Parish Council is the Parish Clerk. Contact information for Brill Parish Council.

3. The personal data we collect and lawful basis for doing so

There are six legal bases for the processing of personal data but most parish councils make regular use of just three: Public task, Legal obligation, and Legitimate interest or consent.

Public task

This covers the processing of personal data in order to perform a task carried out by the Parish Council that is in the public interest or the exercise of official authority. In Brill this includes the following:

• Publication of minutes and agendas. Minutes often include names of residents and Parish Council contractors.

• Publication of financial statements. These statements include names of payees and their business.

• Administration of contracts. Contracts include names and addresses of the parties involved.

• Management of MUGA bookings. People give their name and contact details when they book the MUGA.

• Management of planning applications. We only use addresses in Minutes but the Planning Department website includes names.

• Processing of Section 137 Grants. The request form requires names and contact details, plus personal connection to the organisation needing funds.

• Recording, researching and responding to questions and concerns from residents received by phone, personal contact, letter, email or contact form on the website. Communications always includes names and contact details - and sometimes property details and mentions of health or age.

Legal obligation

The Parish Council has two employees and is obliged to keep employment-related records, including PAYE. Public-facing legal obligations involving personal data include the following:

• Publication of audit records, including names and businesses of payees.

• Publication of annual accounts, also including names and businesses of payees.

• Sharing of names and contact details in connection with legal proceedings - or, in extreme circumstances, with the Police or statutory bodies, such as Safeguarding or Child Protection agencies.

Legitimate interest or consent

Recent Brill examples of this basis for processing personal data include:

• Voluntary subscription to the Parish Council monthly e-newsletter.

• Survey to assess interest in Brill Common events and activities.

• Survey to gather opinions of MUGA users.

• Booking form to enrol students for first aid classes. This form included a yes/no question regarding mobility issues.

• Traffic management poll on Facebook. Facebook profiles were noted by the system to avoid duplicate responses but these did not appear in the analysis.

• Booking form for Brill Community Market stall-holders. This data is collected by Parish Council website but handled by The Brill Society.

• Lists of volunteers contributing to the management of Brill Common.

• Directory of Brill groups, clubs and organisations on the website.

4. Collecting and storing your personal data

Data collected through the website

Brill Parish Council’s website is hosted by Squarespace, a large and reputable organisation. Personal data submitted through one of the forms is handled by up-to-date security protocols and stored in Squarespace data centres in the USA. Information is accessed locally through the Squarespace interface by the website designer/editor on their laptop. The Parish Council Squarespace account is protected by password and multi-factor authentication. The laptop used is protected by password and biometrics and is securely stored.

Website forms are designed to gather the minimum information necessary to meet the purpose of each form. Street addresses and dates of birth are very rarely requested. Data collected by Squarespace is manually checked for relevance and accuracy and then forwarded by secure email to the relevant person (for example, to The Brill Society for Community Market business or the Wildlife & Community Ranger for Brill Common matters).

The Clerk, and Parish Council systems

The Parish Clerk receives personal data from a number of sources, including website forms (either received directly or forwarded by the web designer/editor), emails, and phone calls, letter or conversations. Matters not immediately dealt with are digitally logged. Some communications are shared with councillors by email.

Brill Parish Council is in the process of moving to gov.uk emails for all councillors and employees. Emails are managed using secure, password-protected systems, ideally with additional multi-factor authentication. Parish Council documents are stored in a secure online Dropbox. The Clerk is responsible for removing email privileges and Dropbox access from councillors or employees when they leave the Parish Council.

The Clerk and Wildlife & Community Ranger use official laptops but councillors use their own devices. Security of these devices and systems is covered by the Parish Council IT Policy.

Disposal of personal data

The Parish Council follows the guidance provided by the National Association of Local Councils (NALC) for the retention of official documents (NALC website opens in new tab).

The Parish Council’s IT Policy emphasises the importance of sound “digital housekeeping” on official devices, and personal devices used for Parish Council business. This means the regular organising and sorting of emails and computer files, and secure deletion of out-dated or redundant information. Personal data should only be retained if there is a defined, on-going requirement.

The newsletter subscribers list stored within the Squarespace interface is regularly checked, and redundant or duplicate information removed.

Sensitive information

Sensitive information includes information about an individual’s race, ethnic background, political opinions, religious beliefs, health, and sexual orientation. The Parish Council does not collect this information and would only do so in the future in response to a defined need and with the involvement and consent of residents.

5. Sharing your personal data

The Parish Council newsletter is prepared and published by email within the Squarespace interface. This means that subscribers’ names and email addresses are not transferred to another system. The subscriber list will never be sold or shared, even within the community.

Very occasionally, the Parish Council may contract a distribution agency to post or deliver printed information to households across the parish. The Parish Council does not have a list of residents so the Electoral Roll (already in the public domain) would be used.

The Parish Clerk may share personal data with Buckinghamshire Council and other official bodies in the following circumstances:

• to ask for help for a resident experiencing hardship or administrative confusion

• to report a problem with an amenity or service impacting on individual properties

• to submit an opinion on local planning applications

• to process disputes, complaints or legal proceedings

• to support a funding application

• to convey community concern or opinions with specific examples

• to comply with a Police request for information or report a Safeguarding concern

This list is not exhaustive. In almost all cases, the Clerk will share information with the implicit or explicit consent of the individuals involved. Once the information is shared, Buckinghamshire Council (or other body) becomes responsible for processing your personal data.

6. Your rights and your personal data

Right to be informed

You have the right to be informed about the collection and use of your personal data by the Parish Council. That is the purpose of this Notice.

Right of access

You have the right to access and receive a copy of your personal data held by the Parish Council. Please contact the Clerk to make your request.

Rights to rectification, restriction or suppression

You have the right to have your personal data corrected or updated as required. If you complete a web form incorrectly or know of other errors, please contact the Clerk.

You also have the right to request the restriction or suppression of your personal data; to ask that it be used only for certain purposes.

Rights to object and erasure

You have the right to object to the processing of your personal data in certain circumstances. You also have the right to have your personal data removed - but be aware that doing so may stop a service being provided. Sometimes if may not be possible to erase your data; for example, if there are on-going legal proceedings.

There is an ‘unsubscribe’ button at the end of every newsletter.

You also have the right to ‘data portability’. This means you can ask for your data to be moved to another Data Controller or to use it yourself for other purposes.

7. Website privacy

Internet cookies

Cookies are small text files generated by the webserver and stored on your web browser. Cookies are an integral part of the internet and all websites use them.

There are two types of cookies; essential and non-essential. The Brill Parish Council website uses only essential cookies. Essential cookies do not track you or collect personal data. No consent is required for their use but we are still obliged by GDPR to tell you they are present.

All website need essential cookies to function correctly and so they cannot be turned off. The essential cookies used by the Parish Council website have two main functions:

• Session management. This enables your browser to keep track during your visit - for example, remembering the information you have entered into a form so you don’t have start over should you leave the page.

• Security. Essential cookers protect both the website and its users, maintaining a secure connection and preventing digital attacks.

Third party websites

The Parish Council website contains links to other websites. We choose these website carefully and mainly link to well-known and reputable sites like GOV.UK and Bucks Council. We are not responsible for the privacy policies or practices of any third party websites.

8. Questions, requests and complaints

If you have any questions about this Privacy Notice or the personal data we hold about you, or you wish to exercise your rights (including the correction or removal of personal data) or make a complaint, please contact the Parish Clerk. 

If, after discussion with the Parish Clerk, you remain concerned about any aspect of the processing of your personal data by Brill Parish Council, contact the Information Commissioner’s Office (website opens in new tab).

This Notice

The original version of this Notice was compiled from a template supplied by the National Association of Local Councils and adopted by Brill Parish Council in November 2021.

The Notice was substantially revised by Hannah Hulme Hunter in February 2026 and the new version was adopted by Brill Parish in March 2026.

For formal review in 2028, given the speed of change in information technology. However, should circumstances change before then, we reserve the right to update this policy and post a new version on our website at any time. You should check this page occasionally to ensure you are happy with any changes.

Website Accessibility Statement (draft)

Brill Parish Council Website Accessibility Statement (v3)

Introduction

This Statement applies to the Brill Parish Council website, whether viewed on a laptop, tablet or mobile phone.

We want as many people as possible to be able to use this website. This includes people with impaired vision, motor difficulties, and cognitive impairments or learning disabilities.

An accessible website means the following:

• the style should be clear and simple with an easily-read font and good contrast between text and background

• the content should be clear, concise and written in Plain English

• the pages should be designed so people can navigate using their keyboard, or assistive technology such as a screen reader or speech recognition software

Visit AbilityNet (website opens in new tab) for advice on making your device easier to use if you have a disability.

Our commitment & current compliance

Brill Parish Council is committed achieving level AA of the Web Content Accessibility Guidelines (WCAG) 2.2 (WCAG website opens in new tab). We recently tested the website using WAVE, a website accessibility evaluation tool (WAVE website opens in new tab). Our WAVE Accessibility IMpact (AIM) score ranged from 9.2/10 to 10/10 across all pages. This is very good - but it could be better.

Known items contributing to non-compliances are as follows.

Non-accessible content

• Many of our financial documents (including spreadsheets and audit reports) appear as PDFs. Please contact the Parish Council if you have difficulty accessing these or need further information.

• Minutes prior to September 2021 appear as PDFs. Please contact the Parish Council if you have difficulty accessing this information.

• Some elements of our online forms are inadequately labeled. We are looking for a solution to this issue. In the meantime, please contact the Parish Council if you need help completing a form.

• Some items in ‘collections’ contain duplicate links. We are looking for a solution to this issue.

Note that whilst we try to make sure that websites and documents linked to from the website are also accessible, we cannot guarantee this.

Next steps

In addition to the resolving the issues mentioned above, we will -

• test the website using some of these assistive technologies and make necessary adjustments

  • JAWS and/or NVDA (desktop screen readers)

  • Windows Magnifier or Apple Zoom (screen magnifiers)

  • Dragon (speech recognition)

• test the mobile version of this website using VoiceOver or TalkBack (mobile screen readers) and make necessary adjustments.

• work back through linked PDFs to see if any of these can be converted to webpages (or replaced with more accessible alternatives).

We would also like to include disabled users in testing. Please contact the Parish Council if you can help with this, either personally or by introducing individuals who can help us.

We will update this Accessibility Statement when there are significant changes.

What to do if you can’t access parts of this website

If you need information on this website in a different format - or any other help - please contact the Parish Council and we will work with you to resolve the issue.

If you are not satisfied with our response, you can contact the Equality Advisory and Support Service (website opens in new tab).

This Statement

Originally written January 29th 2022 by Hannah Hulme Hunter (HHH).

Updated January 21st 2026 by HHH following informal self-assessment.

Further updated February 18th 2026 by HHH after migration to Squarespace 7.1, redesign and in-depth editing, and assessment of accessibility using automated and manual methods.

For review March 2027; earlier if technological advances dictate.

IT Policy (draft)

Brill Parish Council Information Technology (IT) Policy (v1)

Purpose and scope

This policy sets out how Brill Parish Council uses its digital systems and technical hardware to ensure secure and efficient communications and information handling in compliance with legal responsibilities.

This policy applies to councillors, the Clerk, and all employees and contractors (collectively “councillors and staff”).

Email communication

All council business must be conducted using official GOV.UK email addresses. Personal email accounts must not be used.

Councillor and staff email accounts must be secured with strong passwords (preferably managed by a Password Manager) with additional security including Multi-Factor Authentication and/or Biometrics.

Council email accounts are managed by the Clerk using services provided by Parish Online. Users should access email through Zoho Mail (web-based or app). The Clerk is responsible for email support. Note they have access to all email accounts.

Email security

Take particular care handling emails sent from outside the Brill Parish Council system. Do not open suspicious emails or click on links you do not recognise. When replying or forwarding emails, check for inappropriate attachments and earlier messages that may be included inadvertently.

Do not conduct Parish Council business on public or unsecured wifi networks. This includes wifi in Buckinghamshire Council libraries and other facilities. Use password-protected wifi at home or in the Parish Office, or use a virtual private network (VPN).

Report suspicious emails and IT issues immediately to the Clerk. The Parish Council is obliged to report all data breaches to the Information Commissioner’s Office (website opens in new tab) within 72 hours.

All councillors and staff emails should be relevant and respectful and mindful of the reputation of the Parish Council. Think twice before including personal data that can identify individuals. Remember that all emails regardless of email system used can be requisitioned to comply with FOIA requests and legal proceedings.

Information management and data protection

With only rare time-limited exceptions (for example, a project conducted in the field without internet access) all documents should be stored on the Brill Parish Council Dropbox. Please follow the filing system determined by the Clerk to ensure logical storage and efficient access by all councillors and staff.

Councillors and staff are encouraged to use the Calendar, Notes and To Do sections of the Zoho website and app. These facilities can be used for collaborative working (as can Dropbox).

Absolutely no information containing the personal data of residents or others should be stored on personal devices, outside of Zoho Email or the local Dropbox interface.

Do not share sensitive Parish Council information or personal data with Artificial Intelligence (AI) systems. Be aware that all information shared with AI is uploaded to the system’s servers and used for product development. Interactions with AI can be requisitioned to comply with FOIA and other information requests.

Councillors and staff should be familiar with the Parish Council Privacy Notice which concerns the handling of personal data.

Parish Council website and newsletter

Agenda, minutes and financial information and other official documents should be published on the website within 5 working days of preparation. Every effort should be made to keep all areas of the website current, uncluttered and relevant.

The website should be accessible and engaging to all users. It must comply as far as possible with level AA of the Web Content Accessibility Guidelines 2.2 (WCAG website opens in new tab). Areas of non-compliance should be noted in the Website Accessibility Statement and a schedule followed to address these issues when resources permit.

The website is managed by a Parish Council contractor. This person must adhere to this and all other relevant policies. The Clerk also has full administrator and editorial rights over the website.

The website and monthly e-newsletter are prepared and published within the Squarespace Content Management System run on a secure laptop and protected by password and multi-factor authentication (MFA).

Newsletter subscriber lists and information gathered through website forms are stored within Squarespace. Personal data and other information do not leave the secure system unless it is shared for a legitimate and specific reason with councillors and staff through secure email. The MUGA booking system likewise operates entirely within Squarespace, using Acuity Scheduling.

Social media

The website designer/editor also maintains the Brill Parish Council Facebook Page and occasionally posts messages signposting readers to Parish Council events. There posts are usually ‘shared’ with the two Brill Village Facebook Groups to increase dissemination. The Clerk and a councillor also have administration access to the Facebook Page.

The Parish Council’s primary digital platform is the website. Residents are discouraged from using Facebook for serious communications with the Parish Council.

The Parish Council does not use Instagram (as of late 2025) or any other social media.

All Parish Council announcements and official information should be published on the website, with a signposting message on the Brill Parish Council Facebook Page if appropriate. Posts will be prepared by the website designer/editor (writing ‘as’ Brill Parish Council) in consultation with Clerk and councillors. In an emergency, the Clerk or Chair may use their personal Facebook profiles to post on the Parish Council Page.

Some councillors and staff use Facebook and other social media in a personal capacity. When they do so, they should remember that Brill is a small community and residents know the identities of their councillors. They should therefore take great care to (a) protect the reputation of the Parish Council and fellow councillors, and (b) distinguish between personal opinions and those of the Parish Council.

Please see the Communications Policy for guidance on who is authorised to speak on behalf of the Parish Council.

Technical devices

The Clerk and the Wildlife & Community Ranger use council-supplied laptops. Councillors and other employees and contractors use their own devices. All members of the Parish Council team use their own mobile phones.

Regardless of ownership, all devices used for Parish Council business should be stored security and protected with passwords and/or biometrics. Operating systems and software including anti-viral software, should be kept up-to-date to optimise security.

Training

All councillors and staff should engage with training in IT security and data protection. The Clerk will recommend training programmes as the need arises. As a minimum all personel should complete the following training every calendar year:

• Self-directed online training provided by the National Cyber Security Centre (website opens in new tab)

• Follow-up self-directed online training for small organisations, also from the NCSC (website opens in new tab)

This policy

Prepared by Hannah Hulme Hunter March 2026

Adopted by Brill Parish Council at their monthly meeting March 2026

Due to the fast-moving nature of developments in information technology, this policy will be reviewed annually to ensure its continued relevance and effectiveness.

Freedom of Information Notice and Publication Schedule (draft)

Freedom of Information Act Notice (v2)

Brill Parish Council (the “Parish Council” or “we”) will make information available to residents and others (“You”) in accordance with the provisions of the Freedom of Information Act 2000.

The Freedom of Information Act 2000 gives the public a general right of access to all types of recorded information held by public authorities, including parish councils. This is in addition to individuals’ rights of access to their personal data under the Data Protection Act 1998 and requests for environmental information under Environmental Information Regulations 2004.

Requests for information

Brill Parish Council wishes to be open and transparent in all its dealings. We welcome public interest and involvement in Parish Council business and encourage residents to raise questions and concerns informally with the Clerk or Councillors, or formally at the start of our monthly meetings. Please do not feel you have to make a formal Freedom of Information Act request - unless you wish to do so, or do not get what you want by other routes.

Please address your FoA request to the Parish Clerk in writing, either in an email or a letter. If you have difficulty doing this, please tell us and we will help you. You do not have to give a reason for your request. We are obliged to respond to requests within 20 working days.

Note that we cannot supply certain categories of information, including personal information belonging to other people and information that will cause public harm if released. If we cannot fulfil your request, we will explain why.

If you are not happy with our response to your request, please tell us. If you still have concerns, you may wish to complain to the Information Commissioner (website opens in new tab).

Publication Scheme

Brill Parish Council has prepared a Publication Scheme (pdf opens in new tab) showing the information routinely available, its format, and the cost (if any) of obtaining the information. Most information is available on our website at no charge but other items may incur photocopying, printing and postage charges.

Please respect Parish Council website copyright.

The Publication Scheme is based on a standard model for parish councils developed and approved by the Information Commissioner. The Parish Council will review the scheme from time to time to ensure that it continues to reflect reality.

We are sorry that this schedule is only available in PDF. If you have difficulty accessing this information, please contact the Parish Council.

This notice

Original notice and schedule prepared by Parish Clerk Josie Symes 2003.

This notice and schedule prepared by Hannah Hulme Hunter February 2026.

Adopted by Brill Parish Council March 2026.

Communication Policy (draft)

Brill Parish Council Communication Policy (v2)

Purpose and scope

This policy concerns Parish Council communication with residents and other members of the public. It is addressed to all councillors and staff, plus (where relevant) volunteers and contractors.

This policy should be read in conjunction with the following documents:

• Brill Parish Council IT Policy

• Parish Council Privacy Notice

• Brill Parish Council Code of Conduct

Principles of good communication

Regardless of origin or mode, each and every communication from the Parish Council should be:

• Clear - written in Plain English

• Accessible to people of all ages and abilities. This may mean (for example) sending a large print letter or talking face-to-face rather than phoning.

• Objective and accurate

• Positive - focusing on solutions rather than problems 

• Respectful and inclusive

• Honest and transparent

• Legal

Effective communication between Parish Council and residents:

• builds trust

• enables the exchange of accurate information

• enhances community cohesion

• increases engagement with the Parish Council

• helps develop resilience for challenges ahead

Who speaks for the Parish Council

The Clerk

The Parish Clerk is a part-time employee. They are the public face of the Parish Council and authorised to speak on all administrative and financial matters and to explain Parish Council decisions and policy.

The Parish Clerk communicates with the public in the following ways:

• face-to-face during office hours (currently Mondays and Tuesday, 0930 to 1130)

• by email (clerk@brillparishcouncil.gov.uk)

• via the contact form on the Parish Council website

• by landline to the parish office (answerphone out-of-hours)

• through agenda, minutes and other official notices on the Parish Council noticeboard on the exterior wall of Brill Memorial Hall

The Clerk responds to all communications within five full working days. A final resolution may take longer and this will be explained to the resident making the enquiry.

The Chair and councillors

The Chair is one of the seven volunteer councillors, elected to this leadership role at the May meeting. They chair Parish Council meetings and address members of the public and press present on behalf of the Parish Council.

Outside of meetings, the Chair is authorised to speak on behalf of the Parish Council with public or press. On occasion, they may delegate this role to another councillor with specialised knowledge or responsibility.

Unless delegated to do so, individual councillors do not usually speak formally on behalf of the Parish Council. This is an important safeguard against different councillors making contradictory statements on Parish Council decisions or policy.

The ultimate source of Parish Council decisions and policy is the meeting minutes prepared by the Clerk. Councillors may request corrections and edits to minutes before they are published on the website.

All councillors will naturally engage and talk with members of the public on a daily basis. If challenged on Parish Council policy and decisions, they may find it helpful to refer residents to the minutes on the website. Significant enquiries and concerns should be referred to the Clerk for logging and formal response.

Councillor and Chair should at all times be mindful of the Parish Council’s reputation and cohesion of the Parish Council team.

Other means of communication

The Parish Council website and newsletter

The website has five purposes:

• To fulfil the Parish Council’s legal obligation to publish minutes, policies, and financial information

• To disseminate information from Buckinghamshire Council, Thames Valley Police and other official bodies

• To provide information on local services and amenities, and instruct how to report problems with these

• To promote Parish Council projects and amenities, including leisure and tourist facilities

• To celebrate the community and heritage of Brill

The monthly newsletter supports these aims in a less formal way. The newsletter is distributed by email to 320 subscribers (February 2026) and published on the website and in print, with copies available in village shops and other locations. The newsletter’s primary focus is on engaging residents with the work of the Parish Council, in a relatable and friendly manner.

The role of the website and newsletter designer/editor

The website designer/editor works closely with the Parish Council and is bound by all relevant policies.

Most content on the Parish Council website and in the monthly newsletter is factual: the publication of minutes; the promotion of Parish Council amenities; the conveyance of messages from the Police or Buckinghamshire Council and so on. This content is uncontentious and does not require additional checking.

Content concerning Parish Council decisions and policy is written in conjunction with the Clerk or the relevant councillor or checked by them prior to publication.

Councillors are advised to regularly review the website and suggest changes and new content. They are also encouraged to contribute to the newsletter.

The website and newsletter are the Parish Council’s primary means of communication. The Parish Council Facebook Page is supportive but not comparable. The website designer/editor maintains the Brill Parish Council Page and posts occasionally but does not engage with the public. There is a notice on the Page informing residents that communications needing a response should be emailed to the Clerk.

The Parish Council noticeboard

This board is fixed to the external wall of Brill Memorial Hall. It is weather-proof and locked, and has space for 16 A4 sheets. This notice board displays official Parish Council information: agenda, minutes, audit notifications, notices of elections or council vacancies, posters for the annual Parish Meeting and similar events, and the current month’s newsletter.

The Clerk is responsible for the use of this noticeboard. The key is kept in the Parish Office.

The Community noticeboards

There are three free-standing boards in the village: in Windmill Street, at the entrance to The Firs, and on the playing fields. These boards are open to the elements and free for any member of the public to use. The surface is recycled rubber, suitable for map pins (not drawing pins).

All notices should be -

• appropriate, respectful and mindful of younger readers

• relevant to the community of Brill

• laminated or otherwise weather-proofed

• a sensible size (ideally A5) to allow fair usage

• legible, current, and in good condition

Although the Parish Council owns and is ultimately responsible for these noticeboards, it is up to users to keep them orderly and attractive. Councillors and Clerk are encouraged to support this process when passing. Tatty, out-dated and inappropriate notices can be removed by other users and councillors.

Any disputes or concerns regarding the community noticeboards should be reported to the Clerk.

Complaints

Complaints about the Parish Council

These may be verbal or written. Complaints received by councillors should be forwarded immediately to the Clerk. All complaints should then be logged and acknowledged within 5 days.

If the complaint is relatively straightforward, the Clerk will deal with it, responding as quickly as possible with an apology, explanation and resolution.

All responses to formal complaints should be in writing, regardless of the original method of communication. 

Complaints about the Clerk

These complaints will be immediately forwarded to a councillor who will work with another councillor to resolve the matter. 

Serious complaints and complaints about individual councillors

These will be forwards to the Monitoring Officer at Buckinghamshire Council. Residents can also complain directly to the Monitoring Officer if they so choose.

Please see the Brill Parish Council Complaints Policy for further information.

This policy

Original policy written by Cllr Hannah Hulme Hunter November 2021 and adopted by Brill Parish Council January 2022.

This version written March 2026 and adopted by Brill Parish Council March 2026.

For Review January 2029

Encroachment Policy

Introduction

This Policy is based on guidance suggested by the Bedfordshire, Buckinghamshire and Oxfordshire Wildlife Trust (BBOWT). Its purpose is to guide parishioners, Councilors and the Clerk in the management of potential encroachment concerns. To safeguard the security and extent of the Common and Village Green for the enjoyment of all in perpetuity.

Please note:

• Brill Parish Council will not, under any circumstances, acknowledge or consider reports that are submitted anonymously. All reports received will be added in the first instance to the Parish Communications Database.

• All communications should ideally be addressed to the Clerk (contact details below and on our website) however they can also be made to a Councilor if need be. Individual Councilors are not authorised to resolve encroachment concerns so please do not expect a Councilor to deal with the matter immediately.

Definition of Encroachment: any action taken by any individual or group to deny or restrict access to the public of any part of the Common or the Village Green, or to imply ownership of any part of the Common or the Village Green, without the permission in writing of the Parish Council

Encroachment on land that is managed by the Parish Council may be, but is not limited to, the following:

• Denying access to Common land/Village Green

• Erecting any structure

• Disposal of garden or building waste

• Placing markers, such as stones, to establish a boundary

• Adding hard surface (i.e. for parking etc.)

• Installing fencing

• Building a wall

• Digging a ditch to establish a boundary

• Abandonment of vehicles

• Long-term parking of items such as caravans

• Maintenance of the land, such as planting or mowing grass/strimming ‘weeds’ etc.)

Managing boundaries

The Parish Council take a pro-active approach to managing boundaries. At least 2 Councilors will participate in an annual ‘beating of the bounds’ to check for possible encroachments to check for potential encroachments. These will be logged on a standard form (Appendix A) and stored securely for future reference.

The Parish Council reserve the right to grant permission, request removal or arrange for removal at the responsible party’s expense.

Initial encroachment report procedure

Encroachment concerns can be raised to the Clerk using one of these methods:

• face-to-face

• telephone (answer phone out-of-hours; be sure to leave your name and phone number)

• letter

• email 

• Contact form on the Parish Council website  

NOTE Concerns cannot be submitted through Facebook or other social media. 

1. The Clerk will acknowledge receipt of the concern in writing, within 7 working days. 

2. Two Councilors or one Councilor and the Clerk will complete a site visit to assess, photograph and complete the Encroachment Assessment form (Appendix 1) within 3 weeks.

3. Once the assessment is complete, the two Councilors/Clerk and Councilor will decide whether an encroachment has occurred. If it is deemed so, then a letter will be sent (Appendix 2) to the relevant party, if not the matter is closed, and the Encroachment Assessment form is completed and kept on file. This decision will be made and actioned within 7 working days. The letter gives the recipient 28 days to respond.

4. If the encroachment is rectified, a thank you letter should be sent in acknowledgement by the Clerk within 7 working days.

5. If the party wish to contest the encroachment concern, this must be done in writing and no later than 5 days before the next PC meeting; otherwise, it will have to wait until the following month for discussion. 

6. The PC will discuss the matter in the monthly meeting and respond in writing within 7 working days of the meeting. 

7. In some extraordinary cases the PC may consider giving permission for the encroachment to continue (for example, strimming nettles or placing stones to discourage parking etc.) and will acknowledge this in writing. In all instances, the land remains the property of the Brill Parish Council – the granting of an easement in no way infers the transfer of ownership.

8. If the PC have voted to deny the contest, a second letter will be sent (Appendix 3). The letter gives the recipient 28 days to respond.

If the recipient is still dissatisfied with the PC’s response, they should then refer to the Escalated Complaints Procedure in the PC’s Complaints Procedure Policy.

If the above timescales are not feasible, the Clerk will inform the relevant party and agree an alternative timescale. 

NOTE If an encroachment concern involves a Councilor or the Clerk personally, it should be addressed to the current Chairperson of BPC who will then consult with another Councilor. The timescale detailed above will still apply with one of the Councilors fulfilling the Clerk’s role.

It is hoped that most cases can be resolved quickly and amicably through this route. 

Repeated or vexatious complaints

A small percentage of encroachment complaints may be persistent or complain in a way that appears to be obsessive, harassing, or repetitious. This can be unacceptably time-consuming and stressful for all concerned. Whilst everyone has the right to raise a legitimate concern, they are not entitled to do so in a way that is unreasonable, or which has the effect of intimidating or harassing Councillors, the Clerk or a resident.

A vexatious or persistent complaint can be characterised in a number of ways: 

• Actions which are obsessive, persistent, harassing, prolific, repetitious. 

• Insistence upon pursuing unmeritorious complaints and/or unrealistic outcomes beyond all reason. 

• Insistence upon pursuing meritorious complaints in an unreasonable manner. 

A complaint can only be considered vexatious once a decision has been passed to that effect by resolution of the full Council. This decision will then be conveyed to the Complainant in writing, giving reasons. The discussion and decision will be kept confidential.

This policy

• Policy written by Cllr Liz Springs December 2022

• Adopted as Brill Parish Council January 2023

• For Review January 2024 (although as a working document it may be refined earlier to meet changing legal or practical requirements)

Biodiversity Policy

Introduction

Brill Parish Council has an important leadership role to play in creating a sustainable community environment where biodiversity can thrive. 

We recognise our existing and future responsibilities both to conserve and promote biodiversity (Compliance People website opens in new tab) and to take positive action through innovation in the management of open spaces and verges, as well as conservation of our natural areas. 

We will strive to lead by example in positively managing  the village’s treasured and unique habitats. 

About biodiversity

Thriving biodiversity and sustainable ecosystems are essential for our survival and wellbeing and biodiversity losses are unprecedented. 

Biodiversity is the collective term for the variety and abundance of forms of life found in an area, including animals, plants, fungi and microorganisms like bacteria. Each of these species and organisms work together in ecosystems to maintain, balance and support life. 

Biodiversity supports everything in nature that we need to survive including, food, oxygen, clean air and clean water. 

What the Council will do to promote biodiversity

The Parish Council will, as far as is possible, conserve and promote the biodiversity of the land it manages. It will adopt beneficial practices with regarding to cutting and removal of vegetation, application of chemicals, and timing of maintenance work. Special care will be taken in the specification of grounds maintenance contracts to ensure that the work, whilst reaching acceptable standards, does not harm the natural environment.

The Parish Council will work in partnership with other organisations to protect, promote and enhance biodiversity within areas of the parish.

The Parish Council will, wherever possible, raise public awareness of biodiversity issues as part of its leadership role within the local community. 

The Parish Council will involve the community in promoting biodiversity and living areas on its land including, for example, tree planting, developing living areas and wilding areas. 

The Parish Council will communicate information and raise awareness of biodiversity through its website and newsletters. 

The Parish Council, when commenting on planning applications, will support site and building design that benefits biodiversity through the conservation and integration of existing habitats or provision of new habitats. It will support protection of sensitive habitats from development and will consider whether the development would mean the loss of important habitats for wildlife in respect of all applications. 

This policy

Policy written by Cllr Hannah Hulme Hunter August 2022

Adopted by Brill Parish Council September 2022

For Review September 2023

Drones Policy (draft)

Brill Parish Council Drones (on Brill Common) Policy (v2)

Summary

UAVs over 250g must not be flown to, from, or over Parish Council property for recreational or commercial purposes without permission.

Scope 

This policy applies to all Unmanned Aerial Vehicles (UAVs) including drones, Remotely Piloted Aircraft Systems and radio-controlled aircraft up to the weight of 25kg flown under the Civil Aviation Authority (CAA) Open Category.

It does not apply to small drones or model aircraft under 250g in weight sold as toys or designed for children, nor the use of UAVs by the emergency services in the management of an emergency situation.

Brill Parish Council property includes

• Brill Common (including carpark and all tracks)

• The Walks

• The Green

• The Square

• George V Playing Fields

All of these areas are owned by Brill Parish Council. They are private property. Here is a map showing these areas.

Background

UAV operators and fliers are required to register with the CAA and fulfil various other legal requirements including passing a theory test. Please refer to the drone section of the CAA website (opens in new tab) for full details.

The CAA theory test assesses knowledge and understanding of The Drone and Model Aircraft Code (opens in new tab). The Code includes safety, privacy, flyer and operator IDs, and physical limitations on flights. The Code forbids the flying of UAVs in these circumstances -

• within 50m of people and individual buildings

• within 150m of residential (including villages), recreational (including tourist attractions), commercial and industrial areas

• over crowds gathered together for any purpose including sporting and music events or informal recreation

• anywhere where you will disturb or endanger animals and wildlife

This means that UAV operators who fly to, from, or over Brill Parish Council property will be breaking The Drone and Model Aircraft Code (website opens in new tab on a number of counts. This policy is therefore an explicit reminder to UAV operators of their CAA obligations in the context of Brill Parish.

Our Rationale (beyond the legal requirements of The Drone and Model Aircraft Code) is as follows:

Brill Common and other open spaces within Brill Village are all in close proximity to residential and commercial properties. This includes the village itself and outlying houses and farms. There is therefore an unavoidable risk of disturbance, annoyance, and invasion of privacy to residents, and disturbance of domestic and farm animals.

Brill Common welcomes thousands of visitors throughout the year, including families and groups such as wedding parties and sports, youth and religious gatherings. The Common is grazed by a small herd of cattle and ball games and kite flying are popular pastimes. Away from the windmill, a defining characteristic of Brill Common is its tranquility, freedom to walk undisturbed, and rich habitat for wildlife. There is therefore, across Brill Common, a significant risk of annoyance and injury, invasion of privacy, and disturbance to people, animals and birds. 

Permission

Brill Parish Council will consider applications for permission to operate a UAV to, from or over its property in the following situations:

• Where use of a UVA would reduce workplace risk or facilitate operations in building or survey work or similar

• Where use of a UVA would enable the delivery of professional services related to photography or other media for a private or commercial event

• Other circumstances considered on individual merit

To request permission please contact the Parish Council and supply the following information:

• Purpose of the flight, including use to which any images gathered would be put

• Dates, times and durations of the proposed flight(s)

• Take-off and landing points, anticipated view range

• Evidence of CAA registration

• A copy of the operator or flyer’s public liability insurance

• Risk assessment for the proposed flights, including evidence of knowledge of specific and local risks

Enforcement

A summary of this policy will be displayed on the Brill Parish Council noticeboard adjacent to the windmill car park and the full policy will be displayed on the Brill Parish Council website.

UAV flyers breaching this policy should, ideally, be informed immediately and in person. They should be politely asked to stop and referred to this policy. They should also be reminded that they are breaking the The Drone and Model Aircraft Code as referenced above. Note that neither councillors nor residents should feel obliged to approach a UVA flyer unless they feel entirely safe and comfortable to do so. 

Serious concerns about UAV operation should be reported to the Police online (website opens in new tab) or by calling 101. Call 999 if there is an immediate danger to life or threat of violence. 

If permission is granted for the specific use of UAV over parish council land, details will be displayed in advance on the Brill Parish Council website.

This policy

Written by Cllr Hannah Hulme Hunter September 2021.

Adopted by Brill Parish Council October 2021.

Reviewed by Hannah Hulme Hunter March 2026.

Brill Common and Walks Policy

Read Brill Parish Council’s Brill Common and Walks Policy Document (pdf opens in new window).

If you cannot access this document or require further help, please contact the Parish Council. 

Complaints Policy

Introduction

This Policy is based on a framework suggested by the National Association of Local Councils (NALC). Its purpose is to guide parishioners and councillors and Clerk in the management of complaints against Councillors, the Clerk, actions or non-actions of Brill Parish Council (BPC), or third parties working for or representing the Parish Council.

Please note

• Brill Parish Council will not, under any circumstances, acknowledge or consider complaints that are submitted anonymously. All complaints received will be added in the first instance to the Parish Communications Database.

• All complaints much be addressed to the Clerk (contact details below and on our website). Individual Councillors are not authorised to resolve complaints so please do not address complaints to them.

1. Initial Complaints Procedure

Complaints can be made to the Clerk using one of these methods:

• face-to-face

• telephone (answer phone out-of-hours; be sure to leave your name and phone number)

• letter

• email

• Contact form on the Parish Council website

Complaints cannot be submitted through Facebook or other social media. 

• The Clerk will acknowledge receipt of the complaint in writing, within 5 days.

• The Clerk will consult with a Councillor to decide how best to resolve the complaint.

• The Clerk will respond to the Complainant in writing, within 21 days, with a resolution.

If this timescale is not feasible, the Clerk will inform the Complainant and agree an alternative timescale. 

If a complaint involves the Clerk personally it should be addressed to the current Chairman of BPC who will then consult with another Councillor. The timescale detailed above will still apply with one of the Councillors fulfilling the Clerk’s role.

It is hoped that most complaints can be resolved quickly and amicably through this route. If the resolution reached in step 3 does not satisfy the Complainant, the matter will be escalated following the following procedure.

2. Escalated Complaints Procedure

If the Complainant is not satisfied by the initial resolution, they will be asked to submit a formal complaint in writing to the Clerk. The complaint should cover as much detail as possible and enclose any relevant supporting documentation. Help will be available with drafting a complaint should the Complainant need it.

1. The Clerk will acknowledge receipt of the escalated complaint in writing, within 5 days.

2. The Clerk will consult with two Councillors to decide into which category the complaint falls according to the information below. The Clerk will inform the Complainant in writing, within 21 days.

3. Action will be taken according to the categories below.

4. When the complaint is finally resolved, the Clerk will summarise the complaint and its resolution for the Council. The names of the Complainant and Councillors or Clerk involved will be redacted. A discussion will then take place to identify learning points for the Council as a whole.

3. Complaint categories

Category A : Criminal activity

The Complainant should take their complaint to the Police

Category B : Concerns about conduct of a Councillor

These complaints are dealt with by the Buckinghamshire County Monitoring Officer. The Monitoring Officer deals only with matters covered by the Councillors Code of Conduct. They will not deal with (a) complaints about Council employees, (b) incidents that happened before a councillor joined the Council, (c) how the Council conducts its business, decisions made, or actions taken (see E below).

Category C : Concerns about employee conduct (ie the Parish Clerk)

These complaints are dealt with under the Council’s disciplinary procedure. If upheld, this may result in disciplinary action or, in cases of gross misconduct, dismissal from the Council’s employment. The Council will not, under any circumstances, enter into any correspondence concerning details of any action taken, formally or informally against any member of staff. This is to protect the employment rights to which all employees of the Council are entitled.

Category D : Concerns about third party actions (or lack of action) or standards of service

Category D complaints refer to third parties such was contractors, suppliers or the primary council (Buckinghamshire Council). Voluntary groups or other organisations co-ordinated by or answerable to the Parish Council also fall into this category. Although the Council cannot resolve these issues directly, the Council will assist the Complainant with their approach to the third party and in reaching a resolution.

Category E : Concerns about the Council as a body

Category E complaints are expressions of dissatisfaction by one or more members of the public about decisions made by the Council, its actions (or lack of action), or the outcome or results of these actions. These complaints will be heard by a Parish Council Complaints Committee as detailed below.

4. Parish Council Complaints Committee

Before the meeting

The Council will convene a Complaints Committee to resolve Category E complaints. The Committee will be made up of two Councillors who have not been involved up to this point, and two suitable Parishioners approved by both parties. 

The Clerk will tell the Complainant when the Complaints Committee will meet, giving at least 10 working days’ notice. Notice of the meeting will usually be public (included, for example, in Council minutes) although there may be exceptional circumstances why the complaint should be kept confidential. 

The Complainant will be invited to attend the Complaints Committee meeting and to bring with them one other person for support. They will not be entitled to bring legal representation. The support person will not be allowed to address the meeting, unless the Complainant has  significant communication difficulties. 

The Complainant will provide the Council with copies of any documentation or other evidence they are using to support their complaint at least five working days before the meeting. Similarly, the Council will provide the Complainant with copies of any documentation which they intend to refer to during the meeting, again at least five working days before the meeting.

The Clerk or a suitable substitute will attend the meeting of the Complaints Committee to record the discussion and attend to any administrative tasks that may arise.

The meeting 

One of the Councillors will introduce everyone and explain the process. 

The Complainant will outline the grounds for complaint, after which the Committee (and the Clerk) may ask questions.

The Councillors (or the Clerk, if that is appropriate) will explain the Council’s position after which the Complainant may ask questions. 

The Complainant will then summarise how they feel now about the matter.  

The Complainant and their support person will then be asked to leave the room while the Councillors and Parishioners decide whether or not the complaint is upheld and, if so, how it could be resolved. If further clarification is needed, the Complainant can be invited back into the room. 

Ideally, the complaint should be resolved on the day and the Complainant invited to wait for a decision. If a delay is expected, the Clerk will inform the Complainant and tell them of the likely timescale for a decision. Even though the decision will be confirmed in writing, it is important that the Complainant is informed in person, and given the opportunity to express their feelings.  

After the meeting 

The decision should be confirmed in writing within 7 days, together with details of any action to be taken. 

Right of Appeal 

The Complaints Committee’s decision is final.

5. Repeated or vexatious complaints

A small percentage of complaints may be persistent or complain in a way that appears to be obsessive, harassing, or repetitious. This can be unacceptably time-consuming and stressful for all concerned. Whilst everyone has the right to make a legitimate complaint, they are not entitled to do so in a way that is unreasonable, or which has the effect of intimidating or harassing Councillors or the Clerk.

A vexatious or persistent complaint can be characterised in a number of ways: 

• Actions which are obsessive, persistent, harassing, prolific, repetitious.

• Insistence upon pursuing unmeritorious complaints and/or unrealistic outcomes beyond all reason.

• Insistence upon pursuing meritorious complaints in an unreasonable manner.

A complain can only be considered vexatious once a decision has been passed to that effect by resolution of the full Council. This decision will then be conveyed to the Complainant in writing, giving reasons. The discussion and decision will be kept confidential.

This policy

• Policy written by Cllr LIz Springs and Cllr Hannah Hulme Hunter January 2022

• Adopted by Brill Parish Council February 2022

• Amended March 2022

• For Review February 2023 (although as a working document it may be refined earlier in the light of experience or to meet a change in related legislation)

Safeguarding Policy

Introduction

Although the Parish Council does not directly provide care or services to children and vulnerable adults, the Council is committed to ensuring that these members of our community are protected and kept safe from harm while they are engaged in any activity taking place on Council-owned property or otherwise associated with the Council. 

Furthermore, the Clerk and Councillors also recognises that, as respected and empowered community leaders, they have a wider responsibility to recognise and act upon suspected, witnessed or disclosed abuse.

Types of abuse

• physical: being hit or injured on purpose

• financial: theft or misuse of money, property or possessions

• sexual: involvement in a sexual activity which is unwanted or not understood

• neglect: not providing food, clothing, attention or care

• emotional: the use of threats, fear or bribes which cause distress

People most at risk

• people who are dependent on others

• people with mental health problems

• people with learning, sensory or physical disabilities

• people who are socially isolated

• people with dementia

Policy objectives

To protect children and vulnerable adults from harm and enable them to participate safely in community life.

To help Councillors and others associated with the Council understand when and how to raise safeguarding concerns, including reporting to the relevant authorities. 

Safeguarding Lead 

A named Safeguarding Lead will be appointed by the Council from amongst the Councillors. The Lead’s responsibilities will include: 

• Ensuring that the Clerk and fellow Councillors understand the objectives and procedures outlined in the Policy

• Sharing information about safeguarding and related good practice with Councillors, partner organisations, volunteers, and the public

• Signposting to training for members of the Council, community groups, and the public

• Supporting and guiding members of the Council concerned about abuse

Procedures

• All member of Brill Parish Council will be proactive in providing a safe environment for children and vulnerable people who are involved in activities associated with the Council, or taking place in facilities owned by the Council

• If an organisation working with children or vulnerable adults wishes to use Council owned facilities, they will be asked to provide a copy of their Safeguarding Policy

• If a contractor working directly for the Council is working in an area where children or vulnerable adults may be present, they will be asked to provide a copy of their Safeguarding Policy.

• It is highly recommended that Clerk and Councillors, as responsible community leaders, complete basic training (1) covering the following areas: relevant legislation; avoiding allegations; reporting concerns; types of abuse; responding to abuse; resources and support

• If the Clerk or Councillors plan to interact with children or vulnerable adults in the course of their duties (e.g. talking with school children, or helping at a community event for vulnerable elderly people) they should:

  • Ensure that parents, teachers or carers are present

  • Work in pairs or within sight of another adult

  • Avoid physical contact and care of a personal nature

  • Follow guidance provided by other bodies involved (i.e. the school or charity) and comply with all statutory requirements (e.g. for training or DBS checks)

  • Report any incidents, allegations or other concerns to the Safeguarding Lead who will then help decide what to do next (2)

Notes

(1) Training provided by Community Impact Bucks https://communityimpactbucks.org.uk/safeguarding-support-for-voluntary-groups/#principles-of-safeguarding-training

(2) If you are concerned about a child or young person under the age of 18, call Buckinghamshire Council’s First Response Team on 01296 383962 (Mon-Fri) or 0800 999 7677 (out of hours) or the police.

If you are concerned about an adult, email safeguardingadults@buckinghamshire.gov.uk or call 01296 387021 to speak to the adult social care team.

Outside these hours, you can:

• call our Emergency Duty Team on 0800 999 7677

• or leave a message on the First Response answerphone

• or call the police on 999

This policy

• Policy written by Hannah Hulme Hunter February 2022

• Adopted by Brill Parish Council February 2022

• For Review February 2023 (although as a working document it may be refined earlier to meet changing legal or practical requirements)

Health & Safety Policy

Introduction

Brill Parish Council recognises and accepts its responsibilities as an employer for providing a safe and healthy working environment for its employee (the Clerk), Councillors, contractors, voluntary helpers, and others who may be affected by the activities of the Council. 

The Council will meet its responsibilities under the Health and Safety at Work Act 1974 and will provide, as far as it is reasonably practicable, the resources necessary to fulfil this commitment. 

The Council will seek, as and when appropriate, expert technical advice on Health and Safety to assist the Clerk in fulfilling the Council’s responsibilities for ensuring safe working conditions.

Brill Parish Council will, as far as reasonably practicable, provide -

A safe place of work and a safe working environment for Clerk and Councillors. This includes the Parish Council Office (the Old Library), the main hall of Brill Memorial Hall, and Councillors’ and Clerk’s homes should they choose to work there.

Regular risk assessments of working activities, including: 

• Handling of heavy books and files, office equipment and office furniture (including outdoor noticeboards)

• Use of electronic equipment and screens

• Musculoskeletal wellbeing and eye care during desk work

• Special requirements to accommodate physical conditions or disabilities

• Need for regular breaks, daylight, fresh air, and contact with others

Brill Parish Council will, as far as reasonably practicable -

Ensure that all contractors employed by the Parish Council work to the same standards of Health and Safety which the Council sets for itself.

Ensure that members of the public are not put at risk by activities under the direct control of the Parish Council.

Ensure that members of the public visiting the Clerk in the Parish Council Office, attending Parish Council Meetings or otherwise assisting with Council business do so in conditions of safety and comfort.

Ensure, as far as possible, that Councillors and Clerk conduct walk-abouts safely and that, when driving to fulfil Council business, they do so safely and legally. 

Ensure the personal safety of Councillors and Clerk when interfacing with the public, especially when doing so alone or out-of-hours.

Responsibilities

The Clerk will have over-all responsibility for Health and Safety, including record keeping. They will be supported in this role as follows:

• Time and money to attend formal training according to need.

• Prompt support from Councillors, individually and collectively, to listen to concerns, assist with risk assessments, and take all necessary actions.

This policy

Policy written by Hannah Hulme Hunter February 2022

Adopted by Brill Parish Council February 2022

For Review February 2023 (although as a working document it may be refined earlier to meet changing legal or practical requirements)

Equality & Diversity Policy

Introduction

Brill Parish Council is committed to providing equal opportunities in employment and to avoiding unlawful discrimination. This policy is intended to assist the Council to put this commitment into practice. Compliance with this policy should also ensure that Councillors and the Clerk (the Council’s sole employee) do not commit unlawful acts of discrimination.

Striving to ensure that the work environment is free of harassment and bullying and that everyone is treated with dignity and respect is an important aspect of ensuring equal opportunities in employment.

This Policy is based on a template provided by the National Association of Local Councils (NALC).

The law

Employment It is unlawful to discriminate directly or indirectly in recruitment or employment because of age, disability, sex, gender reassignment, pregnancy, maternity, race (which includes colour, nationality, caste and ethnic or national origins), sexual orientation, religion or belief, or because someone is married or in a civil partnership. These are known as "protected characteristics”.

Discrimination after employment may also be unlawful, e.g. refusing to give a reference for a reason related to one of the protected characteristics.

Provision of council services The Council will not discriminate against or harass a member of the public in the provision of services or goods. It is unlawful to fail to make reasonable adjustments to overcome barriers to using services caused by disability. The duty to make reasonable adjustments includes the removal, adaptation or alteration of physical features, if the physical features make it impossible or unreasonably difficult for disabled people to make use of services. In addition, service providers have an obligation to think ahead and address any barriers that may impede disabled people from accessing a service.

Types of unlawful discrimination

Direct discrimination

This is where a person is treated less favourably than another because of a protected characteristic. In limited circumstances, employers can directly discriminate against an individual for a reason related to any of the protected characteristics where there is an occupational requirement. The occupational requirement must be crucial to the post and a proportionate means of achieving a legitimate aim.

Indirect discrimination

This is where a provision, criterion or practice is applied that is discriminatory in relation to individuals who have a relevant protected characteristic such that it would be to the detriment of people who share that protected characteristic compared with people who do not, and it cannot be shown to be a proportionate means of achieving a legitimate aim.

Harassment

This is where there is unwanted conduct, related to one of the protected characteristics (other than marriage and civil partnership, and pregnancy and maternity) that has the purpose or effect of violating a person’s dignity; or creating an intimidating, hostile, degrading, humiliating or offensive environment. It does not matter whether or not this effect was intended by the person responsible for the conduct.

Associative discrimination

This is where an individual is directly discriminated against or harassed for association with another individual who has a protected characteristic.

Perceptive discrimination

This is where an individual is directly discriminated against or harassed based on a perception that he/she has a particular protected characteristic when he/she does not, in fact, have that protected characteristic.

Third-party harassment

This occurs where an employee is harassed and the harassment is related to a protected characteristic, by third parties. 

Victimisation

This occurs where an employee is subjected to a detriment, such as being denied a training opportunity or a promotion because he/she made or supported a complaint or raised a grievance under the Equality Act 2010, or because he/she is suspected of doing so. However, an employee is not protected from victimisation if he/she acted maliciously or made or supported an untrue complaint. 

Failure to make reasonable adjustments is where a physical feature or a provision, criterion or practice puts a disabled person at a substantial disadvantage compared with someone who does not have that protected characteristic and the employer has failed to make reasonable adjustments to enable the disabled person to overcome the disadvantage.

Equal opportunities in employment

The Council will avoid unlawful discrimination in all aspects of employment including recruitment, promotion, opportunities for training, pay and benefits, discipline and selection for redundancy.

Recruitment

Person and job specifications will be limited to those requirements that are necessary for the effective performance of the job. Candidates for employment or promotion will be assessed objectively against the requirements for the job, taking account of any reasonable adjustments that may be required for candidates with a disability. Disability and personal or home commitments will not form the basis of employment decisions except where necessary.

Working practices

The Council will consider any possible indirectly discriminatory effect of its standard working practices, including the number of hours to be worked, the times at which these are to be worked and the place at which work is to be done, when considering requests for variations to these standard working practices and will refuse such requests only if the council considers it has good reasons, unrelated to any protected characteristic, for doing so. The Council will comply with its obligations in relation to statutory requests for contract variations. The council will also make reasonable adjustments to its standard working practices to overcome barriers caused by disability.

Equal opportunities monitoring

The Council will monitor the ethnic, gender and age composition of the employees and of applicants for jobs (including promotion), and the number of people with disabilities within these groups, and will consider and take any appropriate action to address any problems that may be identified as a result of the monitoring process.

The Council treats personal data collected for reviewing equality and diversity in accordance with the data protection policy. Information about how data is used and the basis for processing is provided in the council’s privacy notices.

Dignity at work

The Council is preparing a separate dignity at work policy concerning issues of bullying and harassment on any ground, and how complaints of this type will be dealt with.

People not employed by the Council

Brill Parish Council will not discriminate unlawfully against those using or seeking to use the services provided by the Council.

As an employe or Councillor, you should report any bullying or harassment by suppliers, visitors or other members of the public to the Council who will take appropriate action. 

Training

The Council will raise awareness of equal opportunities to those likely to be involved in recruitment or other decision making where equal opportunities issues are likely to arise.

The Council will raise awareness of Clerk and Councillors to help them understand their rights and responsibilities under the dignity at work policy and what they can do to help create a working environment free of bullying and harassment.

Responsibilities of Councillors and Clerk

Every member of the Council team is required to assist the Council to meet its commitment to provide equal opportunities in employment and avoid unlawful discrimination. Employees can be held personally liable as well as, or instead of, the council for any act of unlawful discrimination. Employees who commit serious acts of harassment may be guilty of a criminal offence.

Acts of discrimination, harassment, bullying or victimisation against other employees, associates or members of the public are disciplinary offences and will be dealt with under the council’s disciplinary procedure. Discrimination, harassment, bullying or victimisation may constitute gross misconduct and could lead to dismissal without notice.

Grievances

If you consider that you may have been unlawfully discriminated against, you should use the Council’s complaints procedure policy to make a complaint. 

The Council will take any complaint seriously and will seek to resolve any grievance that it upholds. You will not be penalised for raising a grievance, even if your grievance is not upheld, unless your complaint is both untrue and made in bad faith.

Monitoring and review

This policy will be monitored periodically by the Council to judge its effectiveness and will be updated in accordance with changes in the law.

This policy

Policy written by Hannah Hulme Hunter February 2022

Adopted by Brill Parish Council February 2022

For Review February 2023 (although as a working document it may be refined earlier to meet changing legal or practical requirements)

Standing Orders

Contents

1. Rules of debate at meetings

2. Disorderly conduct at meetings

3. Meetings generally

4. Committees and sub-committees

5. Ordinary council meetings

6. Extraordinary meetings of the council, committees and sub-committees

7. Previous resolutions

8. Voting on appointments

9. Motions for a meeting that require written notice to be given to the proper officer

10. Motions at a meeting that do not require written notice

11. Management of information

12. Draft minutes

13. Code of conduct and dispensations

14. Code of conduct complaints

15. Proper officer

16. Responsible financial officer

17. Accounts and accounting statements

18. Financial controls and procurement

19. Handling staff matters

20. Responsibilities to provide information

21. Responsibilities under data protection legislation

22. Relations with the press/media

23. Execution and sealing of legal deeds

24. Communicating with district and county or unitary councillors

25. Restrictions on councillor activities

26. Council rules (standing orders) generally

Brill Parish Council Standing Orders

These ‘parish council rules’ are based on the National Association of Local Council (NALC) model standing orders revised in 2020. The paragraphs that are in bold type contain legal and statutory requirements. Paragraphs not in bold are those rules we have chosen to adopt.

For convenience, the word “councillor” is used in the rules and, unless the context suggests otherwise, includes a non-councillor with or without voting rights. 

1. Rules of debate at meetings

1. Motions on the agenda shall be considered in the order that they appear unless the order is changed at the discretion of the chair person of the meeting.

2. A motion (including an amendment) shall not be progressed unless it has been moved and seconded. 

3. A motion on the agenda that is not moved by its proposer may be treated by the chair person of the meeting as withdrawn. 

4. If a motion (including an amendment) has been seconded, it may be withdrawn by the proposer only with the consent of the seconder and the meeting.

5. An amendment is a proposal to remove or add words to a motion. It shall not negate the motion. 

6. If an amendment to the original motion is carried, the original motion (as amended) becomes the substantive motion upon which further amendment(s) may be moved.

7. A councillor may move an amendment to his own motion if agreed by the meeting. If a motion has already been seconded, the amendment shall be with the consent of the seconder and the meeting.

8. If there is more than one amendment to an original or substantive motion, the amendments shall be moved in the order directed by the chair of the meeting.

9. Subject to standing order 1(k), only one amendment shall be moved and debated at a time, the order of which shall be directed by the chair of the meeting. 

10. One or more amendments may be discussed together if the chair of the meeting considers this expedient but each amendment shall be voted upon separately.

11. A councillor may not move more than one amendment to an original or substantive motion. 

12. The mover of an amendment has no right of reply at the end of debate on it. 

13. Where a series of amendments to an original motion are carried, the mover of the original motion shall have a right of reply either at the end of debate on the first amendment or at the very end of debate on the final substantive motion immediately before it is put to the vote.

14. Unless permitted by the chair of the meeting, a councillor may speak once in the debate on a motion except -

• to speak on an amendment moved by another councillor 

• to move or speak on another amendment if the motion has been amended since they last spoke 

• to make a point of order

• to give a personal explanation 

• to exercise a right of reply

15. During the debate on a motion, a councillor may interrupt only on a point of order or a personal explanation and the councillor who was interrupted shall stop speaking. A councillor raising a point of order shall identify the rule which is considered to have been breached or specify the other irregularity in the proceedings of the meeting. 

16. A point of order shall be decided by the chair person of the meeting and this decision is final. 

17. When a motion is under debate, no other motion shall be moved except

• to amend the motion

• to proceed to the next business

• to adjourn the debate

• to put the motion to a vote

• to ask a person to be no longer heard or to leave the meeting

• to refer a motion to a committee or sub-committee for consideration

• to exclude the public and press

• to adjourn the meeting

• to suspend particular rule(s) excepting those which reflect mandatory statutory or legal requirements

18. Before an original or substantive motion is put to the vote, the chair person of the meeting shall be satisfied that the motion has been sufficiently debated and that the mover of the motion under debate has exercised or waived his right of reply. 

2. Disorderly conduct at meetings

1. No person shall obstruct the transaction of business at a meeting or behave offensively or improperly. If this rule is ignored, the chair person of the meeting shall request such person(s) to moderate or improve their conduct.

2. If person(s) disregard the request of the chair person of the meeting to moderate or improve their conduct, any councillor or the chair person of the meeting may move that the person be no longer heard or be excluded from the meeting. The motion, if seconded, shall be put to the vote without discussion.

3. Meetings generally (full council meetings)

1. Meetings shall not take place in premises which at the time of the meeting are used for the supply of alcohol, unless no other premises are available free of charge or at a reasonable cost. 

2. The minimum three clear days for notice of a meeting does not include the day on which notice was issued, the day of the meeting, a Sunday, a day of the Christmas break, a day of the Easter break or of a bank holiday or a day appointed for public thanksgiving or mourning.

3. The minimum three clear days’ public notice for a meeting does not include the day on which the notice was issued or the day of the meeting unless the meeting is convened at shorter notice.

4. Meetings shall be open to the public unless their presence is prejudicial to the public interest by reason of the confidential nature of the business to be transacted or for other special reasons. The public’s exclusion from part or all of a meeting shall be by a resolution which shall give reasons for the public’s exclusion.

5. Members of the public may make representations, answer questions and give evidence at a meeting which they are entitled to attend in respect of the business on the agenda.

6. In accordance with standing order 3(e), a question shall not require a response at the meeting nor start a debate on the question. The chair person of the meeting may direct that a written or oral response be given.

7. A person who speaks at a meeting shall direct their comments to the chair person of the meeting.

8. Only one person is permitted to speak at a time. If more than one person wants to speak, the chair person of the meeting shall direct the order of speaking.

9. Subject to standing order 3(m), a person who attends a meeting is permitted to report on the meeting whilst the meeting is open to the public. To “report” means to film, photograph, make an audio recording of meeting proceedings, use any other means for enabling persons not present to see or hear the meeting as it takes place or later or to report or to provide oral or written commentary about the meeting so that the report or commentary is available as the meeting takes place or later to persons not present.

10. A person present at a meeting may not provide an oral report or oral commentary about a meeting as it takes place without permission.   

11. The press shall be provided with reasonable facilities for the taking of their report of all or part of a meeting at which they are entitled to be present. 

12. Subject to Brill Parish Council rules which indicate otherwise, anything authorised or required to be done by, to or before the Chair Person of the Council may in their absence be done by, to or before the Vice-Chair Person of the Council (if there is one).

13. The Chair Person of the Council, if present, shall preside at a meeting. If the Chair Person is absent from a meeting, the Vice-Chair Person of the Council (if there is one) if present, shall preside. If both the Chair Person and the Vice-Chair Person are absent from a meeting, a councillor as chosen by the councillors present at the meeting shall preside at the meeting.

14. Subject to a meeting being quorate, all questions at a meeting shall be decided by a majority of the councillors and non-councillors with voting rights present and voting.

15. The Chair Person of a meeting may give an original vote on any matter put to the vote, and in the case of an equality of votes may exercise their casting vote whether or not they gave an original vote.

See standing orders 5(h) and (i) for the different rules that apply in the election of the Chairman of the Council at the annual meeting of the Council.

16. Unless the rules provide otherwise, voting on a question shall be by a show of hands. At the request of a councillor, the voting on any question shall be recorded so as to show whether each councillor present and voting gave his vote for or against that question. Such a request shall be made before moving on to the next item of business on the agenda.

17. The minutes of a meeting shall include an accurate record of the following:
the time and place of the meeting -

• the names of councillors who are present and the names of councillors who are absent

• interests that have been declared by councillors and non-councillors with voting rights

• the grant of dispensations (if any) to councillors and non-councillors with voting rights

• whether a councillor or non-councillor with voting rights left the meeting when matters that they held interests in were being considered

• if there was a public participation session

• the resolutions made

18. A councillor or a non-councillor with voting rights who has a disclosable pecuniary interest or another interest as set out in the Council’s code of conduct in a matter being considered at a meeting is subject to statutory limitations or restrictions under the code on their right to participate and vote on that matter.

19. No business may be transacted at a meeting unless at least one-third of the whole number of members of the Council are present and in no case shall the quorum of a meeting be less than three.

20. If a meeting is or becomes inquorate no business shall be transacted and the meeting shall be closed. The business on the agenda for the meeting shall be adjourned to another meeting. 

4. Committees and sub-committees

1. Unless the Council determines otherwise, a committee may appoint a sub-committee whose terms of reference and members shall be determined by the committee.

2. The members of a committee may include non-councillors unless it is a committee which regulates and controls the finances of the Council.

3. Unless the Council determines otherwise, all the members of an advisory committee and a sub-committee of the advisory committee may be non-councillors.

5. Ordinary council meetings 

1. In an election year, the annual meeting of the Council shall be held on or within 14 days following the day on which the councillors elected take office.

2. In a year which is not an election year, the annual meeting of the Council shall be held on such day in May as the Council decides.

3. If no other time is fixed, the annual meeting of the Council shall take place at 6pm.

4. In addition to the annual meeting of the Council, at least three other ordinary meetings shall be held in each year on such dates and times as the Council decides.

5. The first business conducted at the annual meeting of the Council shall be the election of the Chair Person and Vice-Chair Person (if there is one) of the Council.

6. The Chair Person of the Council, unless they have resigned or become disqualified, shall continue in office and preside at the annual meeting until the successor is elected at the next annual meeting of the Council. 

7. The Chair Person should ideally serve no longer than 2 years so that others get the opportunity to chair and the workload is shared.

8. The Vice-Chair Person of the Council, if there is one, unless they resign or become disqualified, shall hold office until immediately after the election of the Chair Person of the Council at the next annual meeting of the Council.

9. In an election year, if the current Chair Person of the Council has not been re-elected as a member of the Council, they shall preside at the annual meeting until a successor Chair Person of the Council has been elected. The current Chair Person of the Council shall not have an original vote in respect of the election of the new Chair Person of the Council but shall give a casting vote in the case of an equality of votes.

10. In an election year, if the current Chair Person of the Council has been re-elected as a member of the Council, they shall preside at the annual meeting until a new Chair Person of the Council has been elected. They may exercise an original vote in respect of the election of the new Chair Person of the Council and shall give a casting vote in the case of an equality of votes.

11. Following the election of the Chair Person of the Council and Vice-Chair Person (if there is one) of the Council at the annual meeting, the business shall include -

• In an election year, delivery by the Chair Person of the Council and councillors of their acceptance of office forms unless the Council resolves for this to be done at a later date. In a year which is not an election year, delivery by the Chair Person of the Council of their acceptance of office form unless the Council resolves for this to be done at a later date

• Confirmation of the accuracy of the minutes of the last meeting of the Council

• Receipt of the minutes of the last meeting of a committee

• Consideration of the recommendations made by a committee

• Review of delegation arrangements to committees, sub-committees, staff and other local authorities

• Review of the terms of reference for committees

• Appointment of members to existing committees

• Appointment of any new committees in accordance with standing order 4

• Review and adoption of appropriate rules and financial regulations

• Review of arrangements (including legal agreements) with other local authorities, not-for-profit bodies and businesses

• Review of representation on or work with external bodies and arrangements for reporting back

• In an election year, to make arrangements with a view to the Council becoming eligible to exercise the general power of competence in the future;

• Review of inventory of land and other assets including buildings and office equipment;

• Confirmation of arrangements for insurance cover in respect of all insurable risks;

• Review of the Council’s and/or staff subscriptions to other bodies;

• Review of the Council’s complaints procedure;

• Review of the Council’s policies, procedures and practices in respect of its obligations under freedom of information and data protection legislation (see also standing orders 11, 20 and 21);

• Review of the Council’s policy for dealing with the press/media;

• Review of the Council’s employment policies and procedures;

• Review of the Council’s expenditure incurred under s.137 of the Local Government Act 1972 or the general power of competence

• the time and place of ordinary meetings of the Council up to and including the next annual meeting of the Council. 

6. Extraordinary meetings of the council, committees and sub-committees

1. The Chair Person of the Council may convene an extraordinary meeting of the Council at any time. 

2. If the Chair Person of the Council does not call an extraordinary meeting of the Council within seven days of having been requested in writing to do so by two councillors, any two councillors may convene an extraordinary meeting of the Council. The public notice giving the time, place and agenda for such a meeting shall be signed by the two councillors.

3. The Chair Person of a committee [or a sub-committee] may convene an extraordinary meeting of the committee [or the sub-committee] at any time. 

7. Previous resolutions

A resolution shall not be reversed within three months unless significant new or relevant information is received at a subsequent meeting.

8. Voting on appointments

Where more than two persons have been nominated for a position to be filled by the Council and none of those persons has received an absolute majority of votes in their favour, the name of the person having the least number of votes shall be struck off the list and a fresh vote taken. This process shall continue until a majority of votes is given in favour of one person. A tie in votes may be settled by the casting vote exercisable by the chair of the meeting.

9. Motions for a meeting that require written notice to be given to the proper officer

1. A motion shall relate to the responsibilities of the meeting for which it is tabled and in any event shall relate to the performance of the Council’s statutory functions, powers and obligations or an issue which specifically affects the Council’s area or its residents. 

2. No motion may be moved at a meeting unless it is on the agenda.

3. If the wording or subject of a proposed motion is considered improper, the Proper Officer shall consult with the chair or, as the case may be, the councillors who have convened the meeting, to consider whether the motion shall be included in the agenda or rejected. 

4. The decision of the Proper Officer as to whether or not to include the motion on the agenda shall be final. 

5. Motions received shall be recorded and numbered in the order that they are received.

6. Motions rejected shall be recorded with an explanation by the Proper Officer of the reason for rejection. 

10. Motions at a meeting that do not require written notice 

The following motions may be moved at a meeting without written notice to the Proper Officer:

• to correct an inaccuracy in the draft minutes of a meeting;

• to move to a vote

• to defer consideration of a motion

• to refer a motion to a particular committee or sub-committee

• to appoint a person to preside at a meeting

• to change the order of business on the agenda 

• to proceed to the next business on the agenda 

• to require a written report

• to appoint a committee or sub-committee and their members

• to extend the time limits for speaking

• to exclude the press and public from a meeting in respect of confidential or other information which is prejudicial to the public interest

• to not hear further from a councillor or a member of the public

• to exclude a councillor or member of the public for disorderly conduct

• to temporarily suspend the meeting 

• to suspend a particular council rule (unless it reflects mandatory statutory or legal requirements)

• to adjourn the meeting

• to close the meeting. 

11. Management of information

See also standing order 20.

1. The Council shall have in place and keep under review, technical and organisational measures to keep secure information (including personal data) which it holds in paper and electronic form. Such arrangements shall include deciding who has access to personal data and encryption of personal data. 

2. The Council shall have in place, and keep under review, policies for the retention and safe destruction of all information (including personal data) which it holds in paper and electronic form. The Council’s retention policy shall confirm the period for which information (including personal data) shall be retained or if this is not possible the criteria used to determine that period (e.g. the Limitation Act 1980). 

3. The agenda, papers that support the agenda and the minutes of a meeting shall not disclose or otherwise undermine confidential information or personal data without legal justification. 

4. Councillors, staff, the Council’s contractors and agents shall not disclose confidential information or personal data without legal justification.

12. Draft minutes (full council meetings, committee meetings, sub-committee meetings) 

1. If the draft minutes of a preceding meeting have been served on councillors with the agenda to attend the meeting at which they are due to be approved for accuracy, they shall be taken as read.

2. There shall be no discussion about the draft minutes of a preceding meeting except in relation to their accuracy. A motion to correct an inaccuracy in the draft minutes shall be moved in accordance with standing order 10(a)(i).

3. The accuracy of draft minutes, including any amendment(s) made to them, shall be confirmed by resolution and shall be signed by the chair of the meeting and stand as an accurate record of the meeting to which the minutes relate. 

4. If the Chair Person of the meeting does not consider the minutes to be an accurate record of the meeting to which they relate, they shall sign the minutes and include a paragraph in the following terms or to the same effect:

“The Chair Person of this meeting does not believe that the minutes of the meeting of the (   ) held on [date] in respect of (   ) were a correct record but this view was not upheld by the meeting and the minutes are confirmed as an accurate record of the proceedings.”

5. If the Council’s gross annual income or expenditure (whichever is higher) does not exceed £25,000, it shall publish draft minutes on a website which is publicly accessible and free of charge not later than one month after the meeting has taken place.

6. Subject to the publication of draft minutes in accordance with standing order 12(e) and standing order 20(a) and following a resolution which confirms the accuracy of the minutes of a meeting, the draft minutes or recordings of the meeting for which approved minutes exist shall be destroyed.

13. Code of Conduct and dispensations

See also standing order 3(u).

1. All councillors and non-councillors with voting rights shall observe the Code of Conduct adopted by the Council.

2. Unless granted a dispensation, a councillor or non-councillor with voting rights shall withdraw from a meeting when it is considering a matter in which they have a disclosable pecuniary (financial) interest. They may return to the meeting after it has considered the matter in which they had the interest.

3. Unless granted a dispensation, a councillor or non-councillor with voting rights shall withdraw from a meeting when it is considering a matter in which they have another interest if so required by the Council’s code of conduct. They may return to the meeting after it has considered the matter in which they had the interest.

4. Dispensation requests shall be in writing and submitted to the Proper Officer as soon as possible before the meeting, or failing that, at the start of the meeting for which the dispensation is required.

5. A decision as to whether to grant a dispensation shall be made [by the Proper Officer] OR [by a meeting of the Council, or committee or sub-committee for which the dispensation is required] and that decision is final.

6. A dispensation request shall confirm -

• the description and the nature of the disclosable pecuniary interest or other interest to which the request for the dispensation relates

• whether the dispensation is required to participate at a meeting in a discussion only or a discussion and a vote

• the date of the meeting or the period (not exceeding four years) for which the dispensation is sought

• an explanation as to why the dispensation is sought.

7. Subject to standing orders 13(d) and (f), a dispensation request shall be considered [by the Proper Officer before the meeting or, if this is not possible, at the start of the meeting for which the dispensation is required] OR [at the beginning of the meeting of the Council, or committee or sub-committee for which the dispensation is required].

8. A dispensation may be granted in accordance with standing order 13(e) if having regard to all relevant circumstances any of the following apply -

• without the dispensation the number of persons prohibited from participating in the particular business would be so great a proportion of the meeting transacting the business as to impede the transaction of the business

• granting the dispensation is in the interests of persons living in the Council’s area; or it is otherwise appropriate to grant a dispensation.

14. Code of Conduct complaints

1. Upon notification by the District or Unitary Council that it is dealing with a complaint that a councillor or non-councillor with voting rights has breached the Council’s code of conduct, the Proper Officer shall, subject to standing order 11, report this to the Council.

2. Where the notification in standing order 14(a) relates to a complaint made by the Proper Officer, the Proper Officer shall notify the Chair Person of Council of this fact, and the Chair Person shall nominate another staff member to assume the duties of the Proper Officer in relation to the complaint until it has been determined and the Council has agreed what action, if any, to take in accordance with standing order 14(d).

3. The Council may -

• provide information or evidence where such disclosure is necessary to investigate the complaint or is a legal requirement

• seek information relevant to the complaint from the person or body with statutory responsibility for investigation of the matter

4. Upon notification by the District or Unitary Council that a councillor or non-councillor with voting rights has breached the Council’s Code of Conduct, the Council shall consider what, if any, action to take against him. Such action excludes disqualification or suspension from office.

15. The Proper Officer

The Proper Officer shall be either (i) the clerk or (ii) other staff member(s) nominated by the Council to undertake the work of the Proper Officer when the Proper Officer is absent. 

The Proper Officer shall -

1. at least three clear days before a meeting of the council, a committee or a sub-committee -

• serve on councillors by delivery or post at their residences or by email authenticated in such manner as the Proper Officer thinks fit, a signed summons confirming the time, place and the agenda (provided the councillor has consented to service by email), and

• provide, in a conspicuous place, public notice of the time, place and agenda (provided that the public notice with agenda of an extraordinary meeting of the Council convened by councillors is signed by them).
  

See standing order 3(b) for the meaning of clear days for a meeting of a full council and standing order 3(c) for the meaning of clear days for a meeting of a committee

2. convene a meeting of the Council for the election of a new Chair Person of the Council, occasioned by a casual vacancy in office

3. facilitate inspection of the minute book/online record by local government electors

4. receive and retain copies of byelaws made by other local authorities

5. hold acceptance of office forms from councillors

6. hold a copy of every councillor’s register of interests

7. assist with responding to requests made under freedom of information legislation and rights exercisable under data protection legislation, in accordance with the Council’s relevant policies and procedures

8. liaise, as appropriate, with the Council’s Data Protection Officer (if there is one);

9. receive and send general correspondence and notices on behalf of the Council except where there is a resolution to the contrary

10. assist in the organisation of, storage of, access to, security of and destruction of information held by the Council in paper and electronic form subject to the requirements of data protection and freedom of information legislation and other legitimate requirements (e.g. the Limitation Act 1980)

11. arrange for legal deeds to be executed (see also standing order 23)

12. arrange or manage the prompt authorisation, approval, and instruction regarding any payments to be made by the Council in accordance with its financial regulations

13. record every planning application notified to the Council and the Council’s response to the local planning authority in a book for such purpose

14. refer a planning application received by the Council to the councillors within two working days of receipt to facilitate an extraordinary meeting if the nature of a planning application requires consideration before the next ordinary meeting of the Council.

15. manage access to information about the Council via the publication scheme

16. retain custody of the seal of the Council (if there is one) which shall not be used without a resolution to that effect. (see also standing order 23).

16. Responsible financial officer 

The Council shall appoint appropriate staff member(s) to undertake the work of the Responsible Financial Officer when the Responsible Financial Officer is absent.

17. Accounts and accounting statements

“Proper practices” in standing orders refer to the most recent version of Governance and Accountability for Local Councils – a Practitioners’ Guide.

1. All payments by the Council shall be authorised, approved and paid in accordance with the law, proper practices and the Council’s financial regulations. 

2. The Responsible Financial Officer shall supply to each councillor as soon as practicable after 30 June, 30 September and 31 December in each year a statement to summarise:

• the Council’s receipts and payments (or income and expenditure) for each quarter

• the Council’s aggregate receipts and payments (or income and expenditure) for the year to date

• the balances held at the end of the quarter being reported and which includes a comparison with the budget for the financial year and highlights any actual or potential overspends.

3. As soon as possible after the financial year end at 31 March, the Responsible Financial Officer shall provide:

• each councillor with a statement summarising the Council’s receipts and payments (or income and expenditure) for the last quarter and the year to date for information; and 

• to the Council the accounting statements for the year in the form of Section 2 of the annual governance and accountability return, as required by proper practices, for consideration and approval.

4. The year-end accounting statements shall be prepared in accordance with proper practices and apply the form of accounts determined by the Council (receipts and payments, or income and expenditure) for the year to 31 March. A completed draft annual governance and accountability return shall be presented to all councillors at least 14 days prior to anticipated approval by the Council. The annual governance and accountability return of the Council, which is subject to external audit, including the annual governance statement, shall be presented to the Council for consideration and formal approval before 30 June.

18. Financial controls and procurement

1. The Council shall consider and approve financial regulations drawn up by the Responsible Financial Officer, which shall include detailed arrangements in respect of the following:

• the keeping of accounting records and systems of internal controls

• the assessment and management of financial risks faced by the Council

• the work of the independent internal auditor in accordance with proper

• practices and the receipt of regular reports from the internal auditor, which shall be required at least annually

• the inspection and copying by councillors and local electors of the Council’s accounts and/or orders of payments.

2. Financial regulations shall be reviewed regularly and at least annually for fitness of purpose.

3. A public contract regulated by the Public Contracts Regulations 2015 with an estimated value in excess of £25,000 but less than the relevant thresholds in standing order 18(f) is subject to Regulations 109-114 of the Public Contracts Regulations 2015 which include a requirement on the Council to advertise the contract opportunity on the Contracts Finder website regardless of what other means it uses to advertise the opportunity unless it proposes to use an existing list of approved suppliers (framework agreement).

4. Subject to additional requirements in the financial regulations of the Council, the tender process for contracts for the supply of goods, materials, services or the execution of works shall include, as a minimum, the following steps:

• a specification for the goods, materials, services or the execution of works shall be drawn up

• an invitation to tender shall be drawn up to confirm (i) the Council’s specification (ii) the time, date and address for the submission of tenders (iii) the date of the Council’s written response to the tender and (iv) the prohibition on prospective contractors contacting councillors or staff to encourage or support their tender outside the prescribed process

• the invitation to tender shall be advertised in a local newspaper and in any other manner that is appropriate

• tenders are to be submitted in writing in a sealed marked envelope addressed to the Proper Officer

• tenders shall be opened by the Proper Officer in the presence of at least one councillor after the deadline for submission of tenders has passed

• tenders are to be reported to and considered by the appropriate meeting of the Council or a committee or sub-committee with delegated responsibility.

5. Neither the Council, nor a committee or a sub-committee with delegated responsibility for considering tenders, is bound to accept the lowest value tender.

6. A public contract  regulated by the Public Contracts Regulations 2015 with an estimated value in excess of £189,330 for a public service or supply contract or in excess of £4,733,252 for a public works contract; or £663,540 for a social and other specific services contract (or other thresholds determined by the European Commission every two years and published in the Official Journal of the European Union (OJEU)) shall comply with the relevant procurement procedures and other requirements in the Public Contracts Regulations 2015 which include advertising the contract opportunity on the Contracts Finder website and in OJEU.

7. A public contract in connection with the supply of gas, heat, electricity, drinking water, transport services, or postal services to the public; or the provision of a port or airport; or the exploration for or extraction of gas, oil or solid fuel with an estimated value in excess of £378,660 for a supply, services or design contract; or in excess of £4,733,252 for a works contract; or £663,540 for a social and other specific services contract (or other thresholds determined by the European Commission every two years and published in OJEU) shall comply with the relevant procurement procedures and other requirements in the Utilities Contracts Regulations 2016.

8. FOUR councillors can approve (time-sensitive) spending between meetings, of up to £1000. Orders will ordinarily be placed by the Clerk or a designated councillor.

9. If cost exceeds or is likely to exceed £1000, the council will get THREE quotes for the proposed works.

19. Handling staff matters

1. A matter personal to a member of staff that is being considered by a meeting of council or one of its committees is subject to standing order 11.

2. Subject to the Council’s policy regarding absences from work, the Council’s most senior member of staff shall notify the chair of the council or committee or, if they are not available, the vice-chair (if there is one) of absence occasioned by illness or other reason and that person shall report such absence to council or committee at its next meeting.

3. The chair or in their absence, the vice-chair shall upon a resolution conduct a review of the performance and annual appraisal of the work of [the member of staff’s job title]. The reviews and appraisal shall be reported in writing and are subject to approval by resolution by the council or committee. 

4. Subject to the Council’s policy regarding the handling of grievance matters, the Council’s most senior member of staff shall contact the chair or vice chair in respect of an informal or formal grievance matter, and this matter shall be reported back and progressed by resolution of the council.

5. Subject to the Council’s policy regarding the handling of grievance matters, if an informal or formal grievance matter raised by the clerk relates to the chair or vice-chair of the council, this shall be communicated to another member of the council, which shall be reported back and progressed by resolution of the council.

6. Any persons responsible for all or part of the management of staff shall treat as confidential the written records of all meetings relating to their performance, capabilities, grievance or disciplinary matters.

7. In accordance with standing order 11(a), persons with line management responsibilities shall have access to staff records referred to in standing order 19(f). 

20. Responsibilities to provide information

See also standing order 21.

In accordance with freedom of information legislation, the Council shall publish information in accordance with its publication scheme and respond to requests for information held by the Council.  

[If gross annual income or expenditure (whichever is higher) does not exceed £25,000] The Council shall publish information in accordance with the requirements of the Smaller Authorities (Transparency Requirements) (England) Regulations 2015
OR 
[If gross annual income or expenditure (whichever is the higher) exceeds £200,000] The Council, shall publish information in accordance with the requirements of the Local Government (Transparency Requirements) (England) Regulations 2015.

21. Responsibilities under data protection legislation

Below is not an exclusive list. See also standing order 11.

1. The Council may appoint a Data Protection Officer.

2. The Council shall have policies and procedures in place to respond to an individual exercising statutory rights concerning his personal data. 

3. The Council shall have a written policy in place for responding to and managing a personal data breach.

4. The Council shall keep a record of all personal data breaches comprising the facts relating to the personal data breach, its effects and the remedial action taken.

5. The Council shall ensure that information communicated in its privacy notice(s) is in an easily accessible and available form and kept up to date.

6. The Council shall maintain a written record of its processing activities.

22. Relations with the press/media

Requests from the press or other media for an oral or written comment or statement from the Council, its councillors or staff shall be handled in accordance with the Council’s policy in respect of dealing with the press and/or other media.

23. Execution and sealing of legal deeds

See also standing orders 15(b)(xii) and (xvii).

A legal deed shall not be executed on behalf of the Council unless authorised by a resolution.

[Subject to standing order 23(a), the Council’s common seal shall alone be used for sealing a deed required by law. It shall be applied by the Proper Officer in the presence of two councillors who shall sign the deed as witnesses.]

The above is applicable to a Council with a common seal.

OR

[Subject to standing order 23(a), any two councillors may sign, on behalf of the Council, any deed required by law and the Proper Officer shall witness their signatures.] 

The above is applicable to a Council without a common seal.

24. Communicating with district and county or unitary councillors

1. An invitation to attend a meeting of the Council shall be sent, together with the agenda, to the ward councillor(s) of the District and County Council OR Unitary Council representing the area of the Council. 

2. Unless the Council determines otherwise, a copy of each letter sent to the District and County Council OR Unitary Council shall be sent to the ward councillor(s) representing the area of the Council.

25. Restrictions on councillor activities

Unless duly authorised no councillor shall:

• inspect any land and/or premises which the Council has a right or duty to inspect; or

• issue orders, instructions or directions.

26. Council Rules (Standing Orders) generally

1. All or part of a council rule, except one that incorporates mandatory statutory or legal requirements, may be suspended by resolution in relation to the consideration of an item on the agenda for a meeting.

2. A motion to add to or vary or revoke one or more of the Council’s rules, except one that incorporates mandatory statutory or legal requirements, shall be proposed by a special motion.

3. The Proper Officer shall provide a copy of the Council’s rules to a councillor as soon as possible.

4. The decision of the chair of a meeting as to the application of council rules at the meeting shall be final.

These Standing Orders

Reviewed and adopted by each in-coming Parish Council. Last reviewed and adopted May 27th 2025.

Code of Conduct

Contents

• Introduction

• General Principals

• General Conduct

• Appendices

• This Document

Introduction

All councils are required to have a local Councillor Code of Conduct. T

he Council will undertake an annual review of this Code to ensure it continues to be fit for purpose, incorporating advances in technology, social media and changes in legislation.

This Code of Conduct is based on Buckinghamshire Council’s Councillor Code of Conduct (2020) adopted in its entirety, as recommended.

Definitions

For the purposes of this Code of Conduct, a “councillor” means a member of Brill Parish Council, whether elected or co-opted.

Joint statement

The role of councillor across all tiers of local government and is a vital part of our country’s system of democracy. It is important that as councillors we can be held accountable and all adopt the behaviours and responsibilities associated with the role. Our conduct as an individual councillor affects the reputation of all councillors. We want the role of councillor to be one that people aspire to. We also want individuals from a range of backgrounds and circumstances to be putting themselves forward to become councillors.

As councillors, we represent local residents, work to develop better services and deliver local change. The public have high expectations of us and entrust us to represent our local area; taking decisions fairly, openly, and transparently. We have both an individual and collective responsibility to meet these expectations by maintaining high standards and demonstrating good conduct, and by challenging behaviour which falls below expectations. Importantly, we should be able to undertake our role as a councillor without being intimidated, abused, bullied or threatened by anyone, including the general public.

This Code has been designed to protect our democratic role, encourage good conduct and safeguard the public’s trust in local government.

Purpose of the Code of Conduct

The purpose of this Code of Conduct is to assist you, as a councillor, in modelling the behaviour that is expected of you, to provide a personal check and balance, and to set out the type of conduct that could lead to action being taken against you. It is also to protect you, the public, fellow councillors, local authority officers and the reputation of local government. It sets out general principles of conduct expected of all councillors and your specific obligations in relation to standards of conduct.

The Council encourages the use of support, training and mediation prior to action being taken using the Code. The fundamental aim of the Code is to create and maintain public confidence in the role of councillor and local government.

General Principles

Everyone in public office at all levels; all who serve the public or deliver public services, including ministers, civil servants, councillors and local authority officers; should uphold the Seven Principles of Public Life, also known as the Nolan Principles (GOV.UK website opens in new tab). Building on these principles, the following general principles have been developed specifically for the role of councillor.

In accordance with the public trust placed in me, on all occasions -

• I act with integrity and honesty

• I act lawfully

• I treat all persons fairly and with respect; and

• I lead by example and act in a way that secures public confidence in the role of councillor.

In undertaking my role -

• I impartially exercise my responsibilities in the interests of the local community

• I do not improperly seek to confer an advantage, or disadvantage, on any person

• I avoid conflicts of interest

• I exercise reasonable care and diligence; and

• I ensure that public resources are used prudently in accordance with my local authority’s requirements and in the public interest.

Application of the Code of Conduct

This Code of Conduct applies to you as soon as you sign your declaration of acceptance of the office of councillor or attend your first meeting as a co-opted member and continues to apply to you until you cease to be a councillor.

Subject to (a) and (b) below this Code of Conduct applies to you when you are acting in your capacity as a councillor which may include when -

• you misuse your position as a councillor

• your actions would give the impression to a reasonable member of the public with knowledge of all the facts that you are acting as a councillor

(a) If you act as a representative on any other body, you must, when acting for that other body, comply with this Code of Conduct, except and insofar as it conflicts with any other lawful obligations to which that other body may be subject.

(b) When you act as a representative of the Council on another authority, you must when acting for that authority, comply with that other authority’s code of conduct.

The Code applies to all forms of communication and interaction, including -

• at face-to-face meetings

• at online or telephone meetings

• in written communication

• in verbal communication

• in non-verbal communication

• in electronic and social media communication, posts, statements and comments.

You are also expected to uphold high standards of conduct and show leadership at all times when acting as a councillor.

The Monitoring Officer has statutory responsibility for the implementation of the Code of Conduct, and you are encouraged to seek advice from the Monitoring Officer on any matters that may relate to the Code of Conduct.

Standards of councillor conduct

This section sets out your obligations, which are the minimum standards of conduct required of you as a councillor. Should your conduct fall short of these standards, a complaint may be made against you, which may result in action being taken. Guidance is included to help explain the reasons for the obligations and how they should be followed.

General Conduct

1. Respect As a councillor

1.1 I treat other councillors and members of the public with respect.

1.2 I treat local authority employees, employees and representatives of partner organisations and those volunteering for the local authority with respect and respect the role they play.

Respect means politeness and courtesy in behaviour, speech, and in the written word. Debate and having different views are all part of a healthy democracy. As a councillor, you can express, challenge, criticise and disagree with views, ideas, opinions and policies in a robust but civil manner. You should not, however, subject individuals, groups of people or organisations to personal attack.

In your contact with the public, you should treat them politely and courteously. Rude and offensive behaviour lowers the public’s expectations and confidence in councillors.

In return, you have a right to expect respectful behaviour from the public. If members of the public are being abusive, intimidatory or threatening you are entitled to stop any conversation or interaction in person or online and seek guidance from the Council, with a view to reporting the matter to the relevant social media provider or the police where appropriate.

This also applies to fellow councillors, where action could then be taken under the Councillor Code of Conduct, and local authority employees, where concerns should be raised in line with the local authority’s councillor officer protocol.

2. Bullying, harassment and discrimination

As a councillor -

2.1 I do not bully any person.

2.2 I do not harass any person.

2.3 I promote equalities and do not discriminate unlawfully against any person.

The Advisory, Conciliation and Arbitration Service (ACAS) characterises bullying as offensive, intimidating, malicious or insulting behaviour, an abuse or misuse of power through means that undermine, humiliate, denigrate or injure the recipient. Bullying might be a regular pattern of behaviour or a one-off incident, happen face-toface, on social media, in emails or phone calls, happen in the workplace or at work social events and may not always be obvious or noticed by others.

The Protection from Harassment Act 1997 defines harassment as conduct that causes alarm or distress or puts people in fear of violence and must involve such conduct on at least two occasions. It can include repeated attempts to impose unwanted communications and contact upon a person in a manner that could be expected to cause distress or fear in any reasonable person.

Unlawful discrimination is where someone is treated unfairly because of a protected characteristic. Protected characteristics are specific aspects of a person's identity defined by the Equality Act 2010. They are age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation.

The Equality Act 2010 places specific duties on local authorities. Councillors have a central role to play in ensuring that equality issues are integral to the local authority's performance and strategic aims, and that there is a strong vision and public commitment to equality across public services.

3. Impartiality of officers of the council

As a councillor -

3.1 I do not compromise, or attempt to compromise, the impartiality of anyone who works for, or on behalf of, the local authority.

Officers work for the local authority as a whole and must be politically neutral (unless they are political assistants). They should not be coerced or persuaded to act in a way that would undermine their neutrality. You can question officers in order to understand, for example, their reasons for proposing to act in a particular way, or the content of a report that they have written. However, you must not try and force them to act differently, change their advice, or alter the content of that report, if doing so would prejudice their professional integrity.

4. Confidentiality and access to information

As a councillor -

4.1 I do not disclose information

• given to me in confidence by anyone

• acquired by me which I believe, or ought reasonably to be aware, is of a confidential nature, unless (i) I have received the consent of a person authorised to give it; (ii) I am required by law to do so; (iii) the disclosure is made to a third party for the purpose of obtaining professional legal advice provided that the third party agrees not to disclose the information to any other person; or (iv) the disclosure is: (1) reasonable and in the public interest; and (2) made in good faith and in compliance with the reasonable requirements of the local authority; and (3) I have consulted the Monitoring Officer prior to its release.

4.2 I do not improperly use knowledge gained solely as a result of my role as a councillor for the advancement of myself, my friends, my family members, my employer or my business interests.

4.3 I do not prevent anyone from getting information that they are entitled to by law.

Local authorities must work openly and transparently, and their proceedings and printed materials are open to the public, except in certain legally defined circumstances. You should work on this basis, but there will be times when it is required by law that discussions, documents and other information relating to or held by the local authority must be treated in a confidential manner. Examples include personal data relating to individuals or information relating to ongoing negotiations.

5. Disrepute

As a councillor -

5.1 I do not bring my role or local authority into disrepute.

As a Councillor, you are trusted to make decisions on behalf of your community and your actions and behaviour are subject to greater scrutiny than that of ordinary members of the public. You should be aware that your actions might have an adverse impact on you, other councillors and/or your local authority and may lower the public’s confidence in your or your local authority’s ability to discharge your/ it’s functions. For example, behaviour that is considered dishonest and/or deceitful can bring your local authority into disrepute. You are able to hold the local authority and fellow councillors to account and are able to constructively challenge and express concern about decisions and processes undertaken by the council whilst continuing to adhere to other aspects of this Code of Conduct.

6. Use of position

As a councillor -

6.1 I do not use, or attempt to use, my position improperly to the advantage or disadvantage of myself or anyone else.

Your position as a member of the local authority provides you with certain opportunities, responsibilities, and privileges, and you make choices all the time that will impact others. However, you should not take advantage of these opportunities to further your own or others’ private interests or to disadvantage anyone unfairly.

7. Exercising Independent Judgement

As a councillor -

7.1 I exercise my own independent judgement, taking decisions for good and substantial reasons.

When making decisions you are expected to act in the public interest and as part of this to attach appropriate weight to all relevant considerations including, where appropriate, public opinion and the views of political groups.

Good and substantial reasons will include paying due regard to the advice of officers, and in particular to the advice of the statutory officers, namely the Head of Paid Service, the Section 151 Officer and the Monitoring Officer.

As part of your decision making and for full transparency where the reasons for your decision are not otherwise apparent or required to be detailed you will also be expected to state the reasons for your decisions.

8. Use of local authority resources and facilities

As a councillor -

8.1 I do not misuse council resources.

8.2 I will, when using the resources of the local or authorising their use by others: (a) act in accordance with the local authority's requirements; and (b) ensure that such resources are not used for political purposes unless that use could reasonably be regarded as likely to facilitate, or be conducive to, the discharge of the functions of the local authority or of the office to which I have been elected or appointed.

You may be provided with resources and facilities by the local authority to assist you in carrying out your duties as a councillor. Examples include: • office support • stationery • equipment such as phones, and computers • transport • access and use of local authority buildings and rooms. These are given to you to help you carry out your role as a councillor more effectively and are not to be used for business or personal gain. They should be used in accordance with the purpose for which they have been provided and the local authority’s own policies regarding their use.

9. Complying with the Code of Conduct

As a Councillor -

9.1 I undertake Code of Conduct training provided by my local authority.

9.2 I cooperate with any Code of Conduct investigation and/or determination.

9.3 I do not intimidate or attempt to intimidate any person who is likely to be involved with the administration of any investigation or proceedings.

9.4 I comply with any sanction imposed on me following a finding that I have breached the Code of Conduct.

It is extremely important for you as a councillor to demonstrate high standards, for you to have your actions open to scrutiny and for you not to undermine public trust in the local authority or its governance. If you do not understand or are concerned about the local authority’s processes in handling a complaint you should raise this with the Monitoring Officer.

Protecting your reputation and the reputation of the local authority

10. Interests

As a councillor -

10.1 I register and disclose my interests.

Section 29 of the Localism Act 2011 requires the Monitoring Officer to establish and maintain a register of interests of members of the authority. You need to register your interests so that the public, local authority employees and fellow councillors know which of your interests might give rise to a conflict of interest. The register is a public document that can be consulted when (or before) an issue arises. The register also protects you by allowing you to demonstrate openness and a willingness to be held accountable. You are personally responsible for deciding whether or not you should disclose an interest in a meeting, but it can be helpful for you to know early on if others think that a potential conflict might arise. It is also important that the public know about any interest that might have to be disclosed by you or other councillors when making or taking part in decisions, so that decision making is seen by the public as open and honest. This helps to ensure that public confidence in the integrity of local governance is maintained.

You should note that failure to register or disclose a disclosable pecuniary interest as set out in Table 1, is a criminal offence under the Localism Act 2011.

Appendix B sets out the detailed provisions on registering and disclosing interests. If in doubt, you should always seek advice from the Monitoring Officer.

10. Gifts and hospitality

As a councillor -

10.1 I do not accept gifts or hospitality, irrespective of estimated value, which could give rise to real or substantive personal gain or a reasonable suspicion of influence on my part to show favour from persons seeking to acquire, develop or do business with the local authority or from persons who may apply to the local authority for any permission, licence or other significant advantage.

10.2 I register with the Monitoring Officer any gift or hospitality with an estimated value of at least £50 within 28 days of its receipt.

10.3 I register with the Monitoring Officer any significant gift or hospitality that I have been offered but have refused to accept.

In order to protect your position and the reputation of the local authority, you should exercise caution in accepting any gifts or hospitality which are (or which you reasonably believe to be) offered to you because you are a councillor. The presumption should always be not to accept significant gifts or hospitality. However, there may be times when such a refusal may be difficult if it is seen as rudeness in which case you could accept it but must ensure it is publicly registered. However, you do not need to register gifts and hospitality which are not related to your role as a councillor, such as Christmas gifts from your friends and family. It is also important to note that it is appropriate to accept normal expenses and hospitality associated with your duties as a councillor. If you are unsure, do contact the Monitoring Officer for guidance.

Appendices

Appendix A : The Seven Principles of Public Life

The principles are:

Selflessness

Holders of public office should act solely in terms of the public interest.

Integrity

Holders of public office must avoid placing themselves under any obligation to people or organisations that might try inappropriately to influence them in their work. They should not act or take decisions in order to gain financial or other material benefits for themselves, their family, or their friends. They must disclose and resolve any interests and relationships.

Objectivity

Holders of public office must act and take decisions impartially, fairly and on merit, using the best evidence and without discrimination or bias.

Accountability

Holders of public office are accountable to the public for their decisions and actions and must submit themselves to the scrutiny necessary to ensure this.

Openness

Holders of public office should act and take decisions in an open and transparent manner. Information should not be withheld from the public unless there are clear and lawful reasons for so doing.

Honesty

Holders of public office should be truthful.

Leadership

Holders of public office should exhibit these principles in their own behaviour. They should actively promote and robustly support the principles and be willing to challenge poor behaviour wherever it occurs.

Appendix B : Registering interests

Within 28 days of becoming a member or your re-election or re-appointment to office you must register with the Monitoring Officer the interests which fall within the categories set out in Table 1 (Disclosable Pecuniary Interests) which are as described in “The Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012”. You should also register details of your other personal interests which fall within the categories set out in Table 2 (Personal Interests).

“Disclosable Pecuniary Interest” means an interest of yourself, or of your partner if you are aware of your partner's interest, within the descriptions set out in Table 1 below.

"Partner" means a spouse or civil partner, or a person with whom you are living as husband or wife, or a person with whom you are living as if you are civil partners.

1. You must ensure that your register of interests is kept up-to-date and within 28 days of becoming aware of any new interest, or of any change to a registered interest, notify the Monitoring Officer.

2. A ‘sensitive interest’ is as an interest which, if disclosed, could lead to the councillor, or a person connected with the councillor, being subject to violence or intimidation. 3. Where you have a ‘sensitive interest’ you must notify the Monitoring Officer with the reasons why you believe it is a sensitive interest. If the Monitoring Officer agrees they will withhold the interest from the public register.

Non participation in case of Disclosable Pecuniary Interest

4. Where a matter arises at a meeting which directly relates to one of your Disclosable Pecuniary Interests as set out in Table 1, you must disclose the interest, not participate in any discussion or vote on the matter and must not remain in the room unless you have been granted a dispensation. If it is a ‘sensitive interest’, you do not have to disclose the nature of the interest, just that you have an interest. Dispensation may be granted in limited circumstances, to enable you to participate and vote on a matter in which you have a Disclosable Pecuniary Interest. 5. Where you have a Disclosable Pecuniary Interest on a matter to be considered or is being considered by you as a Cabinet member in exercise of your executive function, you must notify the Monitoring Officer of the interest and must not take any steps or further steps in the matter apart from arranging for someone else to deal with it

Disclosure of Personal Interests

7. Where a matter arises at a meeting which is a Personal Interest as set out in Table 2, you must disclose the interest.

8. Unless your Personal Interest is also a Prejudicial Interest within Table 3, you may still speak on the matter and take part in any discussion or vote on the matter. If it is a ‘sensitive interest’, you do not have to disclose the nature of the interest. Where a matter is a Personal Interest within Table 2 and also a Prejudicial Interest under Table 3 You may speak on the matter only if members of the public are also allowed to speak at the meeting. Otherwise you must not take part in any discussion or vote on the matter and must not remain in the room unless you have been granted a dispensation. If it is a ‘sensitive interest’, you do not have to disclose the nature of the interest.

9. Where you have a personal interest in any business of your authority and you have made an executive decision in relation to that business, you must make sure that any written statement of that decision records the existence and nature of your interest.

Table 1: Disclosable Pecuniary Interests

This table sets out the explanation of Disclosable Pecuniary Interests as set out in the Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012 (website opens in new tab).

Employment, office, trade, profession or vocation

Any employment, office, trade, profession or vocation carried on for profit or gain. [Any unpaid directorship.]

Sponsorship

Any payment or provision of any other financial benefit (other than from the council) made to the councillor during the previous 12-month period for expenses incurred by him/her in carrying out his/her duties as a councillor, or towards his/her election expenses.

This includes any payment or financial benefit from a trade union within the meaning of the Trade Union and Labour Relations (Consolidation) Act 1992.

Contracts

Any contract made between the councillor or his/her spouse or civil partner or the person with whom the councillor is living as if they were spouses/civil partners (or a firm in which such person is a partner, or an incorporated body of which such person is a director** or a body that such person has a beneficial interest in the securities*** of) and the council -

(a) under which goods or services are to be provided or works are to be executed; and (b) which has not been fully discharged.

Land and Property

Any beneficial interest in land which is within the area of the council.

‘Land’ excludes an easement, servitude, interest or right in or over land which does not give the councillor or his/ her spouse or civil partner or the person with whom the councillor is living as if they were spouses/ civil partners (alone or jointly with another) a right to occupy or to receive income.

Licenses

Any licence (alone or jointly with others) to occupy land in the area of the council for a month or longer

Corporate tenancies

Any tenancy where (to the councillor’s knowledge) -

(a) the landlord is the council; and

(b) the tenant is a body that the councillor, or his/her spouse or civil partner or the person with whom the councillor is living as if they were spouses/ civil partners is a partner of or a director** of or has a beneficial interest in the securities*** of.

Securities

Any beneficial interest in securities*** of a body where -

(a) that body (to the councillor’s knowledge) has a place of business or land in the area of the council; and

(b) either (i) the total nominal value of the securites*** 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 councillor, or his/ her spouse or civil partner or the person with whom the councillor is living as if they were spouses/civil partners has a beneficial interest exceeds one hundredth of the total issued share capital of that class.

Definitions

** ‘director’ includes a member of the committee of management of an industrial and provident society

*** ‘securities’ means shares, debentures, debenture stock, loan stock, bonds, units of a collective investment scheme within the meaning of the Financial Services and Markets Act 2000 and other securities of any description, other than money deposited with a building society.

Table 2 : Personal Interests

You have a personal interest in any business of your authority where -

1. it relates to or is likely to affect any body of which you are a member or in a posi5on of general control or management and -

(a) to which you are nominated or appointed by your authority or

(b) the body

• exercises functions of a public nature

• is directed to charitable purposes or

• one of its principal purposes includes the influence of public opinion or policy (including any political party or trade union)

2. A decision in relation to that business might reasonably be regarded as affecting your well-being or financial position or the well-being or financial position of a relevant person to a greater extent than the majority of other council tax payers, ratepayers or inhabitants of the ward affected by the decision.

A relevant person is

• A member of your family or any person with whom you have a close personal association; or

• Any person or body who employs or has appointed such persons, any firm in which they are a partner, or any company of which they are directors; or

• Any person or body in whom such persons have a beneficial interest in a class of securities exceeding the nominal value of £25,000; or

• Any person or body of a type described in paragraph 1 above

Table 3 : Prejudicial Interests

Prejudicial interest generally

1. Subject to Paragraph 1.2, where you have a personal interest in any business of the Council you also have a prejudicial interest in that business where the interest is one which a reasonable member of the public knowing all the facts would believe that it would affect your view of the wider public interest

2. You do not have a prejudicial interest in any business of the Council where that business -

(a) does not affect your financial position or the financial position of a person or body described in Paragraph 3 of Table 2 above

(b) does not relate to the determining of any approval, consent, licence, permission or registration in relation to you or any person or body described in Paragraph 3 of Table 2 above; or

(c) relates to the functions of the Council in respect of

• an allowance, payment or indemnity given to councillors

• any ceremonial honour given to councillors; and

• setting council tax or a precept under the Local Government Finance Act 1992.

Prejudicial interests arising in relation to select committees

3. You will have a prejudicial interest in any business before a Select Committee of the Council (or of a sub-committee of such a committee) where -

• (a) that business relates to a decision made (whether implemented or not) or action taken by the Cabinet or another of the Council’s commitees, sub-committees, joint committees or joint sub-committees; and

• (b) at the time the decision was made or action was taken, you were a member of the Cabinet, committee, sub-committee, joint committtee or joint sub-commitee mentioned in paragraph (a) and you were present when that decision was made or action was taken. 

This document

Originally adopted by Brill Parish Council September 21, 2021 and subsequently reviewed and adopted by each in-coming Parish Council.

Most recently reviewed and adopted May 2025