Communications Policy
COMMUNICATIONS POLICY
Adopted by NOCTON PARISH COUNCIL 15/10/19
Reviewed March 2024
To be reviewed March 2026
Definitions
Council - Nocton Parish Council (NPC)
Clerk - The Clerk to NPC
Member - Councillor of NPC
Chair - Chair of the meeting
Meeting - A meeting of NPC, any of its committees, sub-committees, joint committees or joint sub-committees.
Public - members of public attending meetings
Procedures
1. Parish Council Email Account (Clerk’s account)
The above email account is the main source of information coming into NPC from external bodies.
These communications are not routinely copied to Members’ parish council email addresses. Relevant email communications will be forwarded to Councillors for information and to provide correspondence for consideration at meetings. This is to enable the clerk to use his/her limited time available to NPC to maximum effect.
2. Parish Council Correspondence
2.1 The point of contact for the parish council is the Clerk, and it is to the Clerk that all correspondence for NPC should be addressed. In certain circumstances it is agreed by Council Resolution that individual Members may be the point of contact; all such correspondence must be copied to the clerk email account.
2.2 The Clerk should deal with all correspondence following a meeting.
2.3 No individual Member or Officer should be the sole custodian of any correspondence or information in the name of NPC, a committee, sub-committee or working party. In particular, Members and Officers do not have a right to obtain confidential information/documentation unless they can demonstrate a ‘need to know’.
2.4 Where necessary, official letters should be sent by the Clerk in the name of NPC using council letter headed paper.
2.5 Where correspondence from the Clerk to a Member is copied to another person, the addressee should be made aware that a copy is being forwarded to that other person (e.g. copy to XX)
2.6 All correspondence between Members relating to NPC matters to be copied to the Clerk email account.
2.7 In the interests of Transparency, incoming/outgoing correspondence will not be regarded as private and confidential in terms of it being of restricted availability to Members and the Clerk even where this may have been requested by the originator, except where this conflicts with the Data Protection Act.
3. Agenda Items for Council, Committees, Sub-Committees and Working Parties
3.1 Agendas should be clear and concise. They should contain sufficient information to enable Members to make an informed decision, and for the public to understand what matters are being considered and what decisions are to be taken at a meeting.
3.2 Items for information should be kept to a minimum on an agenda.
3.3 Where the Clerk or a Member wishes fellow Members to receive matters for “information only”, this information will be circulated via the Clerk.
4. Communication with the Press and Public
4.1 The Clerk will clear all press reports, or comments to the media, with the Chair of NPC or the Chair of the relevant committee.
4.2 Press reports from NPC, its committees or working parties should be from the Clerk or an Officer or via the reporter’s own attendance at a meeting.
4.3 Unless a Member has been authorised by NPC to speak to the media on a particular issue, Members who are asked for comment by the press should make it clear that it is a personal view and ask that it must be clearly reported as their personal view.
4.4 Unless a Member is absolutely certain that he/she is reporting the view of NPC, they must make it clear to members of the public that they are expressing a personal view.
4.5 If Members receive a complaint from a member of the public, this should be dealt with under NPC adopted complaints procedure, or via a NPC agenda item.
5. Councillor Correspondence to external parties
5.1 As the Clerk should be sending most of NPC correspondence from a Member to other bodies, it needs to be made clear that it is written in their official capacity and has been authorised by NPC.
5.2 A copy of all outgoing correspondence relating to NPC or a Member’s role within it, should be sent to the Clerk, and it be noted on the correspondence, e.g. “copy to the Clerk” so that the recipient is aware that the Clerk has been advised.
6. Communications with Parish Council Staff
6.1 Members must not give instructions to any member of Staff, unless authorised to do so (for example, three or more Members sitting as a committee or sub-committee with appropriate delegated powers from the council).
6.2 No individual Member, regardless of whether or not they are the Chair of NPC, the Chair of a committee or other meeting, or are styled “Leader” of NPC, may give instructions to the Clerk or to another Staff, which are inconsistent or conflict with NPC decisions or arrangements for delegated power.
6.3 Telephone calls should be appropriate to the work of NPC.
6.4 E-mails
a) Instant replies should not be expected from the Clerk; reasons for urgency should be stated
b) Information to Members should normally be directed via the Clerk.
c) E-mails from Members to external parties should be copied to the Clerk via the PC email
d) Members should acknowledge their e-mails when requested to do so
6.5 Meetings with the Clerk or other Officers:
a) Wherever possible an appointment should be made
b) Meetings should be relevant to the work of that particular Officer
c) Members should be clear that the matter is legitimate NPC business and not matters driven by personal or political agendas