Councillor Lead Representative and Lead Roles Updated July 2026
Representatives
Recreation Committee Representative – Cllr. J. Richardson
Playing Fields Association Representatives – Cllr. A. Fearnall, Cllr. K. Roydhouse
Routh Wind Farm Panel Representative – Cllr. D. Robins
Dogger Bank Wind Farm Panel Representative – Cllr. I. Lamping
Internal Drainage Board – Cllr. S. Mathison
Topic Lead Roles
Lead Councillor – GDPR – Cllr. J. Richardson
Lead Councillor – Safeguarding – Cllr. K. Roydhouse
Lead Councillor – Footpaths and the Environment – Cllr. I. Lamping
Lead Councillor – Planning – Cllr. A. Fearnall
Lead Councillor – Communications – Cllr. J. Richardson
Lead Councillor – Walking for Health – Cllr. G. Jones
Lead Councillor – Health and Safety – Cllr. C. Green
Lead Councillor – Church matters – Cllr. G. Jones
Leven Parish Council Personnel Committee Terms of Reference
Membership
3 members of the council (minimum) or 5 members (maximum)and the Clerk, as Responsible Finance Officer, will also sit on this group.
Quorum
Three (3) members
Chairperson
Not the chair or vice chair
Administrative Support
This will be provided by the Clerk
Purpose of the Sub Committee
To have responsibility for the selection and recruitment of staffTo have responsibility for managing staff appraisalsTo hear allegations of breaches of discipline by council staff which cannot be resolved by the clerk Preparation of council employment policies procedures and documentationTo hear grievances from members of staff which cannot be resolved by the clerk.To agree, monitor and amend terms and conditions of staff
Scope of the Sub Committee
Committee has powers to resolve decisions and make recommendations to the council
Meetings
Meetings will be held as required. Only members of the committee may attend meetings unless specifically summoned.A member of the council will not sit as a member of the Personnel Committee if that member is involved in any matter under discussion.Correspondence between meetings to update on progress of actions may occur via email.The committee is empowered to invite specialist professional officers or advisors to attend meetings to provide guidance as to the matters under discussion.
Reporting
The Committee will report their recommendations to the full council for approval.
Review of Terms of Reference
The Sub Committee Terms of Reference and members will be reviewed annually at the Leven Parish Council Annual Meeting.
Date of Last Review
July 2026
Minute Reference
262752/E
Cllr. A. Fearnall
Chair
Cllr. J. Richardson
Cllr. G. Jones
Cllr. D. Robins
Membership
3 members of the council (minimum) and up to 5 members (maximum). The committee may co-opt non councillors onto the committee to support specific event planning, but these will not be permanent member
Quorum
3 members
Chairperson
To be elected by the council annually
Administrative Support
From within the committee
Purpose of the sub committee
To plan arrangements for specific community events as agreed by the council
Scope of the Committee
The committee will plan arrangements for specific events, but expenditure can be committed. Any expenditure requests must come to the next council meeting for discussion and authorizationThe committee will arrange for a health and safety risk assessment for each event organized which will be presented to the Council before the event.
Meetings
Meetings will only be held as required when the council establishes that the council will need to lead planning for a particular event
Reporting
The committee will provide the council with regular update reports during the event planning cycle. The Committee will also produce aa post event report to the council including lessons learned report after each event.
Review of the terms of reference
The committee terms of reference and membership will be reviewed annually
Date of last review
July 2026
Minute Ref
2627/52G
Membership
Cllr. G.Oldroyd
Chair
Cllr. C. Green
Cllr. R. Stross
Equality and Diversity Policy
Reviewed July 2026 – Next Review July 2028
1. Introduction
Leven Parish Council recognises its responsibility to promote equality, diversity and inclusion in all aspects of its work. The Council is committed to ensuring that everyone — employees, councillors, volunteers, contractors and members of the public — are treated fairly, with dignity and respect.
This policy aligns with the Equality Act 2010 and the Public Sector Equality Duty, which require public bodies to:
Eliminate discrimination, harassment and victimisation
Advance equality of opportunity
Foster good relations between people who share protected characteristics and those who do not
The Council will ensure that equality principles are embedded in its employment practices, service delivery and community engagement.
2. Protected Characteristics
The Equality Act 2010 identifies the following protected characteristics:
Age
Disability
Gender reassignment
Race
Religion or belief
Sex
Sexual orientation
Marriage and civil partnership
Pregnancy and maternity
No person will be treated less favourably because of any of these characteristics.
3. Equality in Employment
The Council is committed to fair and transparent employment practices.
Recruitment, selection, training, promotion and career development will be based solely on merit and ability.
Job descriptions and person specifications will focus on skills and competencies essential to the role.
The Council will make reasonable adjustments to support disabled applicants and employees.
Health‑related questions will not be asked before a job offer is made, in accordance with Section 60 of the Equality Act 2010.
The Council will provide a working environment free from discrimination, harassment and bullying.
All staff and councillors will receive appropriate training on equality and diversity.
4. Equality in Service Delivery
The Council will ensure that all services are accessible and responsive to the needs of the community.
Services will be delivered without discrimination, harassment or victimisation.
Information will be provided in accessible formats where reasonably practicable.
The Council will consider the needs of different groups when planning and delivering services.
Feedback and complaints will be used to improve accessibility and inclusion.
The Council will work with partner organisations to promote equality and good community relations.
5. Public Sector Equality Duty
Under Section 149 of the Equality Act 2010, Leven Parish Council must, in exercising its functions, have due regard to the need to:
Eliminate unlawful discrimination, harassment and victimisation.
Advance equality of opportunity between people who share protected characteristics and those who do not.
Foster good relations between people who share protected characteristics and those who do not.
The Council will demonstrate compliance by:
Considering equality impacts when making decisions
Publishing relevant equality information where required
Reviewing policies and practices regularly
6. Commitment to Equality and Inclusion
Leven Parish Council will:
Provide services that are accessible to all, free from prejudice and discrimination
Value people’s differences and enable all employees to achieve their full potential
Work actively to eliminate all forms of discrimination, both direct and indirect
Encourage participation and partnership in developing Council policies and practices
Promote equality of opportunity in all dealings with contractors, partners and voluntary organisations
7. Policy into Practice
To put this policy into effect, the Council will:
Ensure all policies and practices comply with equality legislation and good practice
Recruit and value a workforce that reflects the community
Provide equality training for councillors and staff
Monitor and evaluate the effectiveness of equality measures
Use socio‑economic data to inform decisions where appropriate
Maintain a clear complaints procedure for alleged breaches of this policy
Review this policy biennially or sooner if legislation changes
8. Monitoring and Review
The Clerk will monitor compliance with this policy and report annually to the Council. The policy will be reviewed every two years or earlier if required by legislative changes or best practice guidance.
9. Contact
For questions or concerns about equality or inclusion, please contact: 📧 clerk@levenparishcouncil.gov.uk 📞 07725 301557
Communications and Social Media Policy
Reviewed July 2026 – Next Review July 2028
1. Introduction
This policy sets out how Leven Parish Council manages its communications and ensures that all public information is accurate, lawful, respectful and aligned with the Council’s statutory responsibilities. It provides guidance for councillors, the Clerk and others acting on behalf of the Council when using any communication channel, including social media.
“Social media” refers to all online platforms used to publish or share information, including websites, email, Facebook, messaging platforms and other digital tools.
The Council’s website remains the primary and authoritative source of information. Social media platforms are used to supplement this by providing timely updates and directing residents to official information.
Anyone managing Council communications must ensure their devices use up‑to‑date, industry‑standard antivirus and firewall protection.
2. Management of Media and Communication Platforms
The Clerk is the primary contact and administrator for all Council communications, including the website and official social media accounts. A nominated councillor will support the Clerk and act as the Council’s Communications Lead.
This policy applies to:
Parish Councillors
The Clerk and any Council employees
Any person authorised to publish content on behalf of the Council
All communication must reflect the Council’s corporate position, not individual views.
Provide contact details for the Clerk and councillors
Share information about Council projects, events and activities
Publish positive stories about parish initiatives
Link to relevant planning applications and decisions
Advertise councillor and staff vacancies
Publish statutory notices and public information
Share information from ERYC, emergency services and community groups where appropriate
Provide a contact channel for residents
The website will be maintained by the Clerk, with support from the Communications Lead.
4. Facebook and Other Social Media Platforms
Facebook is used to complement the website by providing timely, informal updates and promoting community engagement.
All Council communications on social media must:
Be civil, respectful, factual and relevant
Avoid unlawful, defamatory, harassing, discriminatory or offensive content
Avoid sharing personal data without consent
Avoid political content or commentary
Avoid commercial advertising or promotion
Avoid expressing individual councillor opinions
Be moderated by the Clerk (or Communications Lead when delegated)
The Council’s social media accounts are not monitored 24/7. Responses may not be immediate.
Where posts allow comments, moderation rules apply. The Council may disable comments where appropriate.
5. Guidance for Councillors Using Social Media
Councillors must uphold the Nolan Principles and the Council’s Code of Conduct when using social media, whether on official or personal accounts.
Councillors must:
Avoid posting content that could bring the Council into disrepute
Avoid expressing personal opinions as if they represent the Council
Avoid engaging in online debate about Council business
Avoid responding to contentious or inflammatory posts
Use discretion when sharing Council content onto personal pages
Seek permission from the Chair (or Communications Lead/Clerk in their absence) before speaking to the press or publishing articles about Council matters not already in the public domain
Councillors are strongly advised not to engage in conversations on social media about live Council issues, complaints, planning matters or policy decisions.
Tone should remain respectful, factual and non‑inflammatory at all times.
6. Use of Photographs and Video
Before publishing photographs or videos on the website or social media:
Consent must be obtained
Extra care must be taken when images include children or vulnerable adults
Copyright must be checked and respected
The Council will not publish images that could compromise privacy, safety or dignity.
7. Legal and Regulatory Considerations
All Council communications must comply with:
Data Protection Act 2018 and UK GDPR
Freedom of Information Act 2000
Equality Act 2010
Defamation Act 2013
Copyright law
Local Government Act 1986 (political neutrality)
Personal data must not be published without explicit written consent.
The Council will remove any content posted on its platforms that includes:
Personal attacks, insults or harassment
Racist, sexist, homophobic or discriminatory remarks
Defamatory statements
Obscene or offensive content
Personal data published without consent
Copyrighted material used unlawfully
Irrelevant or misleading information
Political or commercial advertising
The Council may report unlawful content to the appropriate authorities.
Concerns about online content should be reported to the Clerk via clerk@levenparishcouncil.gov.uk or 07725 301557.
8. General Principles and Disclaimers
Posting on social media does not constitute contacting the Council for official purposes. Residents must contact the Clerk directly for formal matters.
The Council will not publish or share personal details without consent.
The Council is not responsible for the privacy practices of social media platforms.
Use of social media is at the user’s own risk.
The Council accepts no liability for loss or damage arising from reliance on information published online.
Social media platforms may occasionally be unavailable; the Council is not responsible for outages.
The Council is strictly non‑political and will remove political content.
By interacting with Council platforms, users agree to this policy.
9. Council Meetings
Council meetings are held monthly (except August and January), usually on the first Tuesday of the month at Leven Church Meeting Room at 7pm unless otherwise stated.
Agendas and minutes are published on the website and in at least one village noticeboard.
At the start of each meeting, the Chair will remind attendees:
“All mobile phones and electronic devices should be switched to mute and only used to facilitate this meeting. The public are welcome to attend but may only speak with the Chair’s permission. Parish Council meetings are meetings held in public, not public meetings.”
A public session of up to 10 minutes is included on each agenda. Extensions must be requested in writing and agreed by the Chair in advance.
Sub‑committees and working groups are not decision‑making bodies and are not open to the public unless invited.
10. Noticeboards
The Council maintains noticeboards to display statutory information and Council updates.
Noticeboards will display:
Meeting agendas (minimum 3 clear days before meetings)
Signed minutes
Clerk and councillor contact details
Website details
Vacancies
Election notices
Relevant public information from ERYC and other agencies
A community noticeboard (or part of a board designated as such) may display information about local non‑profit events. Notices must:
Be A5 or smaller
Include contact details
Be factual and non‑offensive
Be from non‑profit or charitable organisations
The Council will not display:
Commercial advertisements
Fundraising notices for non‑charitable organisations
Political notices
A delegated councillor will maintain the noticeboards. The Council reserves the right to decline any notice.
11. Press and Media
All media enquiries must be directed to the Clerk in the first instance.
The Chair or Communications Lead may act as the Council’s spokesperson when required.
Press releases will be drafted by the Clerk and approved by the Chair and Communications Lead before publication.
Councillors must not speak to the media on behalf of the Council unless authorised.
Complaints Policy and Procedure
Reviewed July 2026 – Next Review July 2028
1. Introduction
Leven Parish Council aims to learn from any complaints it receives and, where they are found to be justified, to ensure that appropriate measures are taken to improve services.
The Council will:
ensure that anyone who wishes to make a complaint knows how to do so
respond to complaints efficiently and within a reasonable time
ensure complainants feel their concerns have been taken seriously and, where possible, that reasonable measures have been taken to improve services
All complaints will be handled in confidence. The identity of the complainant will not be disclosed except where the complainant requests it or where disclosure is required by law (e.g. safeguarding, criminal investigation, statutory audit).
The Council will make reasonable adjustments for complainants who require support to make or pursue a complaint, in line with the Equality Act 2010.
2. What the Parish Council Will Investigate
The Council will investigate complaints relating to:
failure to provide a service or meet expected standards
neglect or delay in responding to contact
failure to follow Council policies or procedures
discourteous or dishonest conduct by a member of staff
harassment, bias or discrimination
concerns relating to the administration of council business, decisions made under delegated authority, or the performance of contractors acting on behalf of the Council
3. What the Complaints Procedure Does Not Cover
This procedure does not cover:
Complaints about Parish Councillors, which must be referred to the Monitoring Officer at East Riding of Yorkshire Council (standards@eastriding.gov.uk)
Disagreement with a Council decision or policy, where alternative representation processes exist
Freedom of Information requests, which follow statutory procedures
Data protection concerns, which should be raised with the Clerk as Data Protection Officer; unresolved matters may be escalated to the Information Commissioner’s Office (ICO)
Complaints about services delivered by other authorities, which will be signposted appropriately
4. Making a Complaint
A formal complaint must be submitted in writing to the Clerk. If the complaint concerns the Clerk, it should be addressed to the Chairman of the Parish Council.
Complaints may be submitted by letter, email, or in an accessible format where required.
Anonymous complaints will not normally be considered unless they raise safeguarding, criminal, or serious public‑interest concerns.
5. Complaint Handling Process
Acknowledgement
Within three working days of receiving a complaint, the Clerk or Chairman will:
acknowledge receipt
provide a copy of this policy
confirm whether the complainant wishes the matter to be treated confidentially
Initial Consideration
The complaint will be considered at the next meeting of the Parish Council. If more than 21 days will pass before the next scheduled meeting, an extraordinary meeting will be convened.
The Council may exclude the public and press to ensure confidentiality, depending on the complainant’s wishes.
Committee Delegation
At the meeting, the Council may appoint a Complaints Committee of three members with delegated authority to continue handling the complaint and bring it to a conclusion. An independent person may be appointed if the Council considers it appropriate.
Outcome
After the meeting, the Clerk or Chairman will write to the complainant explaining the outcome and how to take matters further if required.
If the complainant wishes to pursue the matter, they must notify the Council in writing with reasons. A meeting of the Complaints Committee will then be convened.
The Council aims to conclude the full complaints process within 12 weeks where reasonably practicable.
6. Committee Stage
Committee members will receive a summons with at least three clear days’ notice
A public notice will be displayed on the Council website
The complainant will be invited to attend and may be accompanied by a supporter, advocate or interpreter
At the meeting:
the Chair will explain the procedure
the complainant may present new information or evidence
committee members may ask questions
both parties will summarise their positions
The complainant will then leave the meeting while the committee considers its findings.
A written outcome will be provided within five working days. There is no further right of appeal within the Council.
Minutes of the meeting will be kept and made available to all parties, subject to lawful redaction of personal data.
7. Anonymous Complaints
The Council will not normally act on anonymous complaints. Potentially criminal matters will be referred to the Police.
Anonymous information raising safeguarding or serious misconduct concerns may be passed to the appropriate authority.
Abusive calls will be terminated.
8. Vexatious or Unreasonable Complainants
The Council is committed to open government and fair access to services. However, a small number of individuals may pursue complaints or correspondence in a way that is unreasonable, persistent or abusive.
A complainant may be considered vexatious or habitual if they:
persist in pursuing a complaint after the procedure has been fully exhausted
continually change the substance of a complaint or raise new issues
refuse to identify the specific issues to be investigated
focus disproportionately on trivial matters
make excessive contact, placing unreasonable demands on staff or councillors
use abusive, aggressive, discriminatory or threatening language
harass or intimidate staff or councillors
Possible Actions
The Clerk, in consultation with the Chair, may:
notify the complainant in writing that their behaviour is considered vexatious
advise that no further correspondence will be entered into on the matter
restrict or suspend contact
seek legal advice
invite the complainant to a meeting if resolution appears possible
refer the complainant to the Local Government Ombudsman
If a complainant threatens or uses physical violence, all personal contact will cease immediately, and the matter may be reported to the Police.
Vexatious status will be reviewed periodically and may be lifted if behaviour improves.
9. Legal References
Health and Safety at Work Act 1974
Freedom of Information Act 2000 (Section 14 – vexatious requests)
Protection from Harassment Act 1997
Equality Act 2010
Data Protection Act 2018 and UK GDPR
Leven Parish Council
1. Policy Statement
Leven Parish Council is committed to ensuring the continuity of its essential services in the event of an emergency or disruption. This policy outlines the framework for maintaining operations and minimising the impact of incidents on the community.
2. Purpose and Scope
This policy provides a structured approach to business continuity planning for Leven Parish Council. It applies to all services, staff, councillors, contractors, and volunteers involved in the delivery of council functions.
3. Objectives
Identify critical functions and services.
Minimise disruption to services during emergencies.
Ensure rapid recovery and restoration of services.
Protect the interests of residents and stakeholders.
4. Legal and Regulatory Framework
This policy aligns with the Civil Contingencies Act 2004, the Data Protection Act 2018, and other relevant UK legislation governing local authorities. It supports the Council’s statutory duties and responsibilities.
5. Roles and Responsibilities
**Clerk/RFO**: Lead officer for business continuity planning and implementation.
**Councillors**: Provide strategic oversight and support.
**Contractors**: Ensure continuity of contracted services.
**Volunteers**: Support emergency response and recovery efforts as directed.
6. Risk Assessment and Business Impact Analysis
Regular risk assessments will identify potential threats such as natural disasters, cyber incidents, and loss of key personnel. Business impact analysis will determine the effect of disruptions on critical services.
7. Critical Activities
Governance and decision-making
Financial management and payroll
Statutory duties (e.g., planning consultations)
Communication with residents and stakeholders
8. Business Continuity Strategies
**Loss of Staff**: Cross-training and succession planning.
**Loss of Premises**: Remote working and alternative venues.
**Loss of ICT**: Cloud-based backups and remote access.
**Loss of Data**: Regular backups and secure storage.
**Loss of Suppliers**: Pre-identified alternative suppliers.
**Loss of Utilities**: Emergency power and communication plans.
9. Incident Response Procedures
Activate the Business Continuity Plan.
Assess the situation and prioritise actions.
Communicate with stakeholders.
Implement recovery strategies.
Record decisions and actions taken.
10. Communication Plan
**Internal**: Use phone, email, and messaging apps.
**Public**: Website, social media, and noticeboards.
**Partners**: Liaise with emergency services, local authorities, and suppliers.
11. Data Protection and Information Governance
All data handling during an incident will comply with the Data Protection Act 2018 and the Council’s Information Governance Policy. Confidentiality and data integrity will be maintained.
12. Recovery and Restoration
Following an incident, the Council will prioritise the restoration of critical services. A post-incident review will identify lessons learned and inform future planning.
13. Training, Testing, and Review
Annual training for staff and councillors.
Regular testing of the Business Continuity Plan.
Review and update the policy annually or after significant incidents.
14. Version Control and Document Management
This document is controlled and reviewed annually. All updates will be recorded below.
Appendix A: Contact Cascade Sheet
This appendix outlines the structured contact cascade process to be followed in the event of a Business Continuity Plan (BCP) activation. It ensures timely communication, coordination, and mobilisation of key personnel, councillors, contractors, and external partners to maintain essential services.
Activation Lead and Escalation Order
The Contact Cascade is initiated by the Clerk/RFO. If the Clerk is unavailable, the Chair of the Council assumes responsibility. If both are unavailable, the Vice-Chair will activate the cascade. The Activation Lead is responsible for ensuring all tiers are contacted and informed.
Upon receiving a contact cascade notification, all recipients must: – Confirm receipt of the message. – Follow instructions provided by the Activation Lead. – Avoid sharing information publicly unless authorised. – Be prepared to support communication, welfare checks, or operational tasks as required.
Appendix B: Risk Register
This appendix provides a structured risk register identifying threats that could disrupt council operations, along with their likelihood, impact, and mitigation measures.
Risk Rating Key: – Likelihood: Low (1), Medium (2), High (3) – Impact: Low (1), Medium (2), High (3) – Risk Score: Likelihood × Impact
Risk
Description
Likelihood
Impact
Risk Score
Mitigation
Owner
Loss of Clerk
Illness, resignation, incapacity
2
3
6
Cross-cover, locum clerk, prioritisation
Clerk/Chair
ICT Failure
Hardware failure, cyberattack
2
3
6
Cloud backups, antivirus, IT support
Clerk
Data Loss
Corruption, deletion, breach
2
3
6
Backups, GDPR compliance, secure storage
Clerk
Supplier Failure
Contractor insolvency or withdrawal
2
2
4
Alternative suppliers identified
Clerk
Utility Outage
Power or water disruption
2
2
4
Remote working, mobile devices
Clerk
Website Failure
Hosting outage or cyber incident
2
2
4
Backup admin access, IT support
Clerk
Major Incident in Village
Flooding, severe weather
1
3
3
Liaison with ERYC & emergency services
Chair/Clerk
Appendix C: Alternative Premises & Resource Inventory
To identify backup locations and essential resources required to maintain operations if the primary working environment becomes unavailable.
Alternative Premises
Location
Address
Facilities
Access Arrangements
Notes
Recreation Hall
East Street Leven
Meeting space
Keyholder access
Primary alternative
Library
East Street Leven
Public Wi‑Fi,
During opening hours
Secondary option
Councillor Home (designated)
6 Linley Close Leven
Laptop, Wi‑Fi
As agreed
Emergency only
Essential Equipment & Resources
Resource
Location
Backup Available
Notes
Clerk’s Laptop
Clerk’s home office
Into hosted cloud
Cloud‑synced
Mobile Phone
Clerk
Yes
For emergency comms
Printer/Scanner
Clerk
No
Use councillors if needed
Cloud Storage
OneDrive/SharePoint
Yes
Accessible remotely
Website CMS
Online
Yes
Admin login required
Access Credentials: (Not stored in this document for security reasons.) Kept securely by the Clerk in accordance with the ICT/Business Continuity Policy. Copy held by chair and vice chair
Appendix D: ICT & Data Recovery Procedures
To outline the steps required to restore ICT systems and data following a disruption.
ICT Recovery Steps
1. Assess the nature of the ICT failure. 2. Attempt restart or basic troubleshooting. 3. If unresolved, contact IT support provider GetExtra . 4. Access cloud‑based files from alternative device if needed. 5. Document the incident in the ICT incident log.
Data Recovery Steps
1. Identify missing or corrupted data. 2. Retrieve latest cloud backup (OneDrive/SharePoint). 3. Restore files to working device. 4. Check data integrity. 5. Report any suspected breach to the Clerk immediately. 6. Clerk assesses whether ICO notification is required.
Cyber Incident Response
– Disconnect affected device from the internet. – Do not attempt to open suspicious files. – Notify IT support GetExtra and the Clerk immediately. – Follow the Data Breach Procedure (GDPR). – Log all actions taken.
Testing
Data recovery procedures must be tested annually.
ICT Policy for Leven Parish Council
Agreed 5th May 2026
Review May 2028
1. Purpose
This ICT Policy sets out the principles and guidelines for the use, management, and security of information and communication technology resources at Leven Parish Council. It aims to protect council data, ensure responsible use of the council’s single laptop, and support effective operations.
2. Scope
This policy applies to all users of the council’s ICT resources, including councillors, staff, volunteers, and contractors.
3. Acceptable Use
The council’s laptop is provided for official council business only.
Personal use should be minimal and must not interfere with council work.
Users must not install unauthorized software or hardware.
Internet use must comply with legal and ethical standards.
4. Security
The laptop must be password protected with a strong password.
Users must lock the laptop when unattended.
Antivirus software must be installed and regularly updated.
Regular backups of council data must be performed to secure cloud storage.
The laptop should be physically secured when not in use.
The Councils IT hardware including printer must be registered on its Asset Register.
Disposal of IT equipment with a hard drive memory should be undertaken professionally and certified. Leven Parish C has an arrangement with East Riding of Yorkshire Council to expedite disposal
5. Data Protection including use of emails
All council data must be handled in compliance with GDPR and Data Protection Act 2018.
Sensitive information must be encrypted when stored or transmitted.
Access to council data is restricted to authorized users only.
Councillors and the clerk will only use the hosted Outlook email assigned to them to communicate council business. Under no circumstances should this be done using private alternate email addresses.
When a councillor leaves the Parish Council the clerk will immediately arrange for their assigned email to be discontinued via the host Get Extra.
New councillors will have an email account provided by GetExtra at the request of the clerk.
Personal details of residents will not be shared on WhatsAPP or Social Media without permission.
6. Software Updates and Maintenance
The laptop’s operating system and software must be kept up to date.
Only authorized personnel may perform software updates.
7. Cloud Services
The council accesses Microsoft 365 services via GetExtra a hosted cloud platform.
The council’s website is hosted by Get Extra, the same company providing the cloud hosting.
8. Incident Reporting
Any suspected security incidents, data breaches, or loss/theft of the laptop must be reported immediately to the Clerk/RFO.
9. Training and Awareness
Users will receive basic ICT security training as part of their induction.
Updates and reminders on ICT best practices will be communicated periodically.
10. Policy Review
This policy will be reviewed bi annually or after any significant ICT incident.
—
Leven Parish Council
Business Continuity Plan (BCP)
Supporting the Business Continuity Policy
1. Purpose of the Plan
This Business Continuity Plan sets out the procedures Leven Parish Council will follow to maintain essential services during and after a disruptive incident. It provides a practical framework for response, recovery, and restoration.
2. Activation of the Plan
2.1 When to Activate
– Disrupts or is likely to disrupt critical council functions – Poses a risk to staff, councillors, volunteers, or residents – Requires coordinated action beyond normal operations
2.2 Who Can Activate
– Clerk/RFO (primary decision-maker) – Chair of the Council (if Clerk unavailable) – Vice-Chair (if both above unavailable)
3. Incident Management Structure
Role
Responsibilities
Incident Lead (Clerk/RFO)
Coordinates response, makes operational decisions, liaises with partners
– Phone, email, WhatsApp group – Councillors informed within 2 hours of activation
6.2 Public
– Website updates – Social media posts – Noticeboards for residents without digital access
6.3 Partners
– East Riding of Yorkshire Council – Emergency services – Contractors and suppliers
7. Incident Log Requirements
The Incident Lead must maintain a log including: – Time and date of activation – Decisions made and rationale – Communications issued – Actions taken – Recovery progress
Within 14 days: – Review what worked and what didn’t – Update the BCP and policy – Report findings to Full Council
9. Training and Testing
– Annual BCP exercise (tabletop or scenario-based) – Councillor and staff induction includes BCP overview – Review after any major incident or organisational change
10. Document Control
– Version: 1.0 – Approved by: Leven Parish Council 5th May 2026 – Review Cycle: Annual or after major incident
TO ALL ELECTORS OF LEVEN
You are invited to take part in the Annual Parish of Leven Parish Council.
This will be held in the Church Meeting Room, at 6.30pm on Tuesday 5thMay 2026.
At this forum the Parish Council Chairman will report on its activities over the past year and thereafter provide an opportunity for electors in the parish to raise questions and issues with the Parish Council.
Annual Parish Meeting
Members of the public can attend to raise any matters related to the Parish.
1APM Welcome and Introduction – Cllr. S. Mathison (chair)
2APM Apologies for absence
3APM Minutes of the annual meeting in May 2025
4APM Chairmans Report -summarizing the past year’s activities
5APM Overview of parish council finances for 2025/26
6APM Reports from local organisations for 2025/26
7APM Open Forum – Parishioners Questions and Comments – (questions maybe answered in writing after the meeting) (15 minutes maximum)
The meeting will close at 7pm and will be followed by the 2026 Annual Meeting of Leven Parish Council
Leven Parish CouncilGrants and Donations Policy
Date Agreed: 2nd July 2024 Review Date: 2nd September 2025 Completed
Minute 25/2663D refers
Next review date: September 2026.
Definitions
A grant is a financial award made by the Parish Council to an organisation for a specific application which will benefit the community of Leven.
A donation is a one-off payment made by the Parish Council for general or charitable purposes within the parish of Leven
2. Powers under the Local Government Act 1972, s 137.
In common with all Parish Councils, Leven Parish Council (“Council”) regularly receives requests from third parties for donations. The power of the Council to donate is contained in the Local Government Act 1972, Section 137, which allows a local authority to spend a limited amount on activities for which it has no specific power, but which the authority considers ‘will bring direct benefit to the area, or any part of it or all or some of its inhabitants’. The Local Government and Housing Act 1989 added the requirement that the benefit obtained should be commensurate with the expenditure incurred.
The total maximum annual amount available to a Parish for this purpose is prescribed by Government and is a ‘resident rate’ multiplied by the number of residents on the Parish Electoral roll. The resident rate is linked to the Retail Price Index. (The resident rate for 2025/26 is £11.10). Any grants made available for such purposes are funded directly from the Parish Precept or from Parish Council reserves. Leven’s electoral roll at June 2025 was 2128. In the 2025/26 budget the Parish Council earmarked a specific Section 137 budget of £2500 to support local applications but also has recourse to reserves.
3. Policy
Any grant made by the Parish Council must directly benefit the Parish of Leven and its Parishioners. The Parish Council cannot make donations to individuals unless the community directly benefits. (Thus, the Parish Council cannot, for example, make a grant to a disaster appeal unless the disaster in some way affected the Parish or a substantial number of Parishioners.)
Grants and donations cannot be made to fund political activities.
All proposed expenditure must be detailed in the Parish Council’s annual budget meeting, to enable calculation of the Council’s precept.
The organisation making a grant request should be a non-profit making voluntary organisation where membership is open (i.e. no discrimination of membership on grounds of gender, race, religion etc.).
The Parish Council will consider applications for funds in situations where:
There is no other way of obtaining the relevant funds;
The funds will enable the relevant group or organisation to access or “unlock” funds
or assistance from third parties; and or
Monies have been donated or raised but these are insufficient, and funds are needed
to bridge the resulting gap.
4. Grant Application Requirements
Applications for grants will not be considered unless the Leven Parish Council grant application form has been completed and sent to the Clerk for consideration at the appropriate meeting of the Council.
Applications for grants can only be considered from organisations whose work benefits the community of Leven Parish and its residents.
Applications from national charities will not be considered unless it can be shown that any donation made will be used locally and exclusively within Leven Parish.
Applications from individuals cannot be considered, nor can applications where the grant would benefit an individual. However, see Footnote 1 for clarification.
Applications for retrospective grants, where a project has already been completed, will not normally be considered.
All grants will be conditional upon submission of a financial statement (which must be audited accounts where available) in support of the application and supporting documentation detailing costs of the expenditure for which the funding is being sought.
The Council will only consider one grant application per organisation per financial year unless there are extenuating circumstances.
5. Special Grants and Donations
An application for a special grant or donation may be made at any time throughout the year, funds permitting, and the Council will consider applications where there is a genuine immediate need, such as a community project experiencing financial hardship.
No applicant may submit more than one special grant or donation application in a single financial year.
6. Total Grant Fund
The maximum total sum available for all grants and donations varies year upon year.
Where the total value of all grant and donation applications exceeds the available funds and the Council considers the applications of equal merit, the Council may offer a reduced grant to applicants.
7. Ongoing Grants
Repeat applications for grants year upon year will not normally be considered unless there are exceptional circumstances which the Council considers an appropriate use of its grant fund. For example, the need to prevent a worthwhile project from stalling or failing and other funding is not available. Such grants cannot exceed three years unless the applicant can demonstrate that other attempts at funding have been made.
8. Proof of Spend
A recipient of a grant must provide evidence of how the grant was spent in the form of a written report, supported by financial evidence where available. The report must be received by the Clerk within 12 months of receipt of the grant.
The report will become a document available to public inspection under the provisions of Section 228 of the Local Government Act 1972 (as amended).
Failure to comply with this requirement may affect consideration of future grant applications.
9. Acknowledgement of Grant
Recipients of grants are asked to acknowledge Leven Parish Council’s support on promotional material, press releases and/or stationery where appropriate.
10. Conditions
The Parish Council will assess applications with reference to the number of Parishioners likely to benefit, or whether any category of Parishioners would receive specific benefit (e.g. children, the elderly, persons with any form of disability etc.)
Where a request for a grant/donation is agreed, the Council shall determine the amount, using the figure stated by the applicant as a guide only.
The grant or donations shall be used only for the stated purpose otherwise the monies shall be returned to the Council, except where the Council’s prior written consent has been given for the funds to be used for another purpose.
The Council reserves the right to request repayment of any grant/donation where an applicant is found not to comply with these conditions.
The Council’s decision on any application is final and there is no right of appeal.
The Council reserves the right to decline any application without giving reasons for its decision.
The Council will not commit to any continuing expenditure.
Nothing in this Policy prevents the Council from providing a grant for donation to a group, organisation or project without application where the Council considers that the giving of such a grant or donation will bring benefits to residents of the Parish.
Where a Member of the Council is a member of a group/organisation applying for funding, that Member must declare, in accordance with the Code of Conduct, a prejudicial interest in the matter and refrain from voting. Advice may be sought from the Monitoring Officer.
Foot Note
The normal use to which this power is applied by local Councils is to provide funding to local organisations, e.g. Pre-School Groups, Scout Groups, Senior Citizens Groups etc. but clearly, one of the most important restrictions (as underlined above) is that a grant cannot be made to an individual for their own use, no matter what use and how good a cause that use may be (e.g. sponsorship for studying exchanges). However, there may indeed be occasions where the grant can be paid to an individual where that individual is carrying out a service which benefits the local population e.g. A Community First Responder (a NHS trained volunteer) whose role is to be the first on the scene as the result of an emergency call within a designated area (the Parish) to provide immediate life-saving support.
Please note that this application will not be considered unless it is accompanied by a copy of the latest set of annual accounts showing the organisation’s income, expenditure and level of bank balances. If the organisation does not prepare annual accounts, copies of the bank statements covering the previous six months must be enclosed.
Description Details (attach additional sheets if necessary)
Name of Organisation
Name, Address and Status of Contact
Telephone Number of Contact
Is the Organisation a Registered Charity? (if yes please state registered charity number)
Amount of grant/donation requested and Bank details, if successful.
Bank Sort Code:
Account Name:
Account Number:
For what purpose or project is the grant/donation requested?
What will be the total cost of the above project?
If the total cost of the project is more than the grant/donation, how will the residue be financed?
Have you applied for funding for the same project to another organisation? If so, which organisation?
How much?
Who will benefit from the project?
Approximately how many are Leven Parishioners?
You may use a separate sheet of paper to submit any other information which you feel will support this application.
