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Policy, Procedures and Financial Audits

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Policies & Procedures

Southwell Town Council is governed by a number of Policies and Procedures, some of which are statutory – which means it is required by law to publish them and conduct its business according to those rules. Others are up to the Council to create (though can incorporate statutory requirements) and have to be adopted by a vote by the Full Council. Click on the links below to read the Town Council’s Policies and Procedures.

Policy 1 – Appendix 1 Town Council Meetings – General

Policy 1 – Appendix 2 Town Council Meetings Agendas

Policy 1 – Appendix 3 Town Council Meetings Minutes

Policy 2 Financial Regulations Approved May 2022
Policy 3 Procurement Policy Approved Mar 2021
Policy 4 Scheme of Delegation Approved Mar 2021
Policy 5 Business Continuity Plan Approved by G&F October 2022
Policy 6 Constitution

Policy 7.1 GDPR Approved August 2022

Policy 7.2 Data Management and Audit Policy Approved August 2022

Policy 7.3 FOI Model Publication Scheme Approved August 2022

Policy 7.4 Transparency Policy Approved August 2022

Policy 7.5 Computer Backup Procedure Approved August 2022

Policy 8.1 Health & Safety Policy Approved by G&F February 2023

Policy 9.1 Complaints Procedure Approved by G&F February 2023

Policy 9.6 Virtual Meeting Protocol Approved G&F January 2021

Policy 9.7 Councillor Code of Conduct Approved FC January 2023

Policy 9.8 Register of Members Interests

Policy 9.9 Chairs Acceptance of Office Form

Policy 9.10 Councillor Acceptance of Office Form

Policy 9.11 Vice Chairs Acceptance of Office Form

Policy 9.12 Dignity at Work Policy FC January 2023

Policy 9.13 Adding Agendas and Minutes to Website

Policy 9.14 Adding Events to Website

Policy 9.15 Using Social Media & Broadcasting at Council Meetings

Policy 9.16 Councillor Officer Protocol

Policy 9.16 Councillor Officer Protocol

Policy 10.1 Asset Management Policy Approved August 2022

Policy 11.1 – Apprendix 1 Use of STC Land & Car Parks by Commercial and Other Organisations

Policy 11.1 External Organisations Using STC Land & Property Policy

Policy 11.3 – Appendix 1 Old Courthouse Room Booking Conditions

Policy 11.3 Old Courthouse Letting Policy

Policy 11.5 Room Hire Policy Approved August 2022

Policy 11.6 Guidelines Hire of STC Event Equipment

Policy 11.6 Guidelines Hire of STC Event Equipment

Policy 11.7 Car Parking Policy

Policy 11.8 Vehicle Parking Charges Policy G & F

Policy 11.8 Vehicle Parking Charges Policy

Policy 11.10 Provisions of Markets

Policy 11.11 Use and Charging for Southwell’s Parks and Green Spaces

Policy 11.14 Market Severe Weather Policy Approved TE May 2021

Policy 12.1 New Staff Briefing Notes

Policy 12.2 Grievance Procedure

Policy 12.3 Staff Recruitment Procedure

Policy 12.4 MASTER Contract & Statement of Employment

Policy 12.5 Staff Structure

Policy 12.6 Equality and Diversity Policy Approved HR January 2023

Policy 12.7 Staff Handbook

Policy 12.8 Volunteer Policy Approved by G&F October 2022

Policy 12.9 Lone Worker Policy Approved by G&F October 2022

Policy 12.10 Safeguarding Policy Approved by G&F October 2022

Policy 12.11 Vexatious and Abusive Complaints Approved by G&F Feb 2023

Policy 12.12 Disciplinary Procedure

Policy 13.4 Banner on the Burgage

Policy 13.6 STC Corporate Colour

Policy 13.7 Communication Policy

Policy 14.1 War Memorial Recreation Ground Pitches

Policy 14.3 Benches and Tables Policy Approved March 2023

Policy 14.4 Tree Policy Approved March 2023

Policy 14.5 Environmental Policy Approved FC October 2019

Policy 14.6 Woodland Management policy

Policy 14.7 Tree Inspection Policy

Policy 15.1 Risk Assessment Policy

Policy 15.3 – Appendix 1 Fire Detection Procedure

Policy 15.3 Fire Risk Assessment Policy & Procedures

Policy 15.4 Risk Management Policy and Risk Register Reviewed June 2022

 

Financial & Other Statutory Documents

Southwell Town Council is required by law to make public certain documents relating to its financial management and the conduct of Councillors. Some financial documents do not have to be posted on this website (and may only need to ‘be available’, that is, by visiting the Town Council office to read a copy). However, Southwell Town Council believes that best practice requires those documents which should be available to the public to be published on its website. Click on the links below to read the Town Council’s financial and other statutory documents.

Annual Governance and accountability for the year ended 31 March 2023
Register of Interests 2023-2027
Role, Duties & Responsibilities of Town Council
Environmental Policy 2019
STC Fees & Charges 2018-19

Audit Documents

Southwell Town Council Accounts and Notices of Public Rights To View 2024

External Audit Report 2023-2024

Internal Audit Report 2023-2024

Southwell Town Council Accounts and Notices of Public Rights To View 2023
Southwell Town Council Accounts and Notices of Public Rights To View 2022 
Internal and External Audit Report 2020-2021
Internal and Extenal Audit Report 2019-2020
Exercise of Public Rights to request to view Southwell Town Council financial documents

Data Protection – GDPR

In order to conduct its business, services and duties, Southwell Town Council processes a wide range of data, relating to its own operations and some which it handles on behalf of partners. In broad terms, this data can be classified as:

  • Data shared in the public arena about the services it offers, its mode of operations and other information it is required to make available to the public.
  • Confidential information and data not yet in the public arena such as ideas or policies that are being worked up.
  • Confidential information about other organisations because of commercial sensitivity.
  • Personal data concerning its current, past and potential employees, Councillors, and volunteers.
  • Personal data concerning individuals who contact it for information, to access its services or facilities or to make a complaint.

Southwell Town Council has adopted procedures for the responsible management of all data which it handles and respects the confidentiality of both its own data and that belonging to partner organisations it works with and members of the public. The GDPR policies adopted by Southwell Town Council can be read by clicking on the links below.

GDPR1 – Inventory of Data held by the Council
GDPR2 – Guidelines for Town Councils
GDPR3 – Consent Form to hold Information
GDPR4 – Retention and Disposal Policy
GDPR5 – Information & Data Protection Policy
GDPR6 – Documents for Retention or Disposal
GDPR7 – Email Contact Privacy
GDPR8 – Councillor Privacy Notice
GDPR9 – Hirers Privacy Notice
GDPR10 – Privacy Impact Assessment
GDPR11 – Subject Access Request Form
GDPR12 – Data Security Breach Reporting Form

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