Community Engagement Policy

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1 Bishop s Cleeve Parish Council Community Engagement Policy Bishop s Cleeve Parish Council Parish Office Church Road Bishop s Cleeve Cheltenham GL52 8LR Telephone Website Adopted 4 th July 2013

2 Contents The Community of Bishop s Cleeve... 3 Community Engagement Strategy... 3 Equalities Policy... 3 How The Parish Council Communicates with the Public... 4 Newsletters... 4 Website... 4 Local Media... 4 Public Consultations... 5 Questionnaires... 5 What s Available For Annual Parish Assembly... 6 Decision Data Base... 6 Minutes of Council Meetings... 6 Engaging With Young People... 6 Outside Organisation Links... 7 Community Engagement Projects... 7 How members of the public can communicate with the Parish Council... 8 Complaints procedure... 9 Information available from Bishops Cleeve Parish Council... 10

3 Vision Statement For Community Engagement The village of Bishop s Cleeve will be a community which promotes and improves the economic, social and environmental well being of the parishioners of Bishop s Cleeve. The Community of Bishop s Cleeve The village of Bishop s Cleeve is now described as an urban area which lies 3 miles to the north of Cheltenham, and is within the Borough of Tewkesbury. Population is estimated at 10,800 in 2009, with major expansion of the village having taken place in the 1950 s and 1980 s as large employers moved in to the area. Limited public transport makes it difficult to access services in Tewkesbury, which is where the Borough Council s offices are located. There are 3 wards in Bishop s Cleeve with 82% of the population living within Cleeve St Michael s and Cleeve West and 18% living in the Cleeve Grange ward. Of the 19% of the population over 65 years old, 49% live in St. Michael s Ward. 59% of the total population is within the age range of years and 45% of this age range live in Cleeve West. The 0-18 age range account for 22% of the total population. Based on the 2007 Indices of Deprivation, Cleeve St. Michael s is within the County s 25% most deprived areas for income and income affecting Children (MAiDEn sources) Community Engagement Strategy This strategy links to A sustainable community strategy for Tewkesbury Borough 2008=2028 Priorities of transport, crime, health, clean and green environment, housing and employment. Our place: Our future The Gloucestershire sustainable community strategy Aims: A place where the future matters, A place where communities matter, a place where everyone maters, a place where people want to live, a place that thrives. Equalities Policy The Parish Council in the exercise of its functions, has due regard to the need to eliminate discrimination, harassment, victimisation and advance equality of opportunity by tackling prejudice and promoting understanding in protected characteristics of age, disability, gender, maternity, race, religion, and sexual orientation

4 How The Parish Council Communicates with the Public Newsletters The Parish Council produces quarterly newsletters (Parish Updates) which are distributed to over 4500 homes. They include contact details for the Parish Office and Councillors. The Newsletters are also used to inform residents of Council initiatives or completed projects. The Annual report is distributed through the Parish Update system. The Community Led Plan consultations were also part of the Parish Update system and free-post return postage was provided to encourage feedback. Website The Parish Council operates its own website which has contact details of the Proper Officer to the Council (The Clerk) and contact details and photographs of Councillors displayed by wards. We also have links to the Borough and County Websites and their elected members for Bishop s Cleeve. The Parish Council website is updated by Officers of the Council and organised on a Committee basis as well as a home page for information that is generic to the whole council. There are also pages for community involvement (allowing information including links to other organisations to be made available to the public on a more immediate basis) and a Parish update page where copies of present and previous issues of the quarterly newsletter can be downloaded. Strategy documents are also published on the website The Parish Council website contains hyperlinks to County and Borough Council services which gives parishioners access to other services and agencies either from their own homes, library or by coming into the parish office where the Parish Council staff can forward their comments via the website links or download hard copies of any of the documentation shown on the website. Contact details are also published on 10 village notice boards and 4 information points within the Local Landscaped Areas for Play and within the quarterly newsletter. The village notice boards are used to promote Council activities, charity events and other events that benefit the parishioners such as Borough Council news. The Parish council publicises its services in the local trade directory and summer fayre publications Local Media A local reporter receives a full set of Council minutes every month and is invited to attend Full Council meetings. The Parish Council uses the local newspaper and the local radio stations to communicate matters of local interest and information to the residents of the village as well as taking part in local radio interviews and features.

5 Public Consultations Where the Parish Council is considering undertaking a specific project, the decision to consult is minuted in the relevant committee minutes and during the following month the views of the local residents or interested groups are sought by localised leaflet distribution within a reasonable distance, local press articles, all village notice boards and information points, website articles and where timescale allows newsletters distributed to every household in the Village. Councillors and officers of the Council, also visit appropriate groups or organisations (such as local schools) and use any other appropriate media such as You-Tube. The feedback from the consultation is given to the Committee at its next meeting where it then forms part of the decision making process. Questionnaires The Parish Council has undertaken questionnaires with the local electorate on local issues such as the landfill site and the Community Led Plan. The questionnaires were distributed through the quarterly newsletter system to all households in the village and the results were then collated and made available to local organisations. The Council consults residents on planning matters by inviting members of the public to attend the twice-monthly planning committee meetings, hosting public exhibitions, public meetings and by distributing newsletters with focus on planning information such as appropriate grounds for opposing proposed large scale housing developments or the landfill site issue. The Parish Council has also facilitated petitions and comment sheets to gauge public opinion and to give the public an opportunity to express their views. The Parish Council uses the local media to keep the public informed on ways to be involved in the planning process. The Parish Council has also supported local focus groups financially and by the provision of facilities and publicity where their aims are the same as the policies adopted by the Parish Council such as opposing unsustainable large scale housing developments. What s Available For.. The Parish Council have started a series of What s Available for leaflets. The first one being What s Available for Older People in Bishop s Cleeve and it has already received positive feed back. Currently in development is the What s Available for Families. As well as being a valuable information leaflet for the public, these leaflets will give us databases to use for other resources, such as community projects. These are also available on our website.

6 Annual Parish Assembly Between March and June, The Parish Council arranges a Parish Assembly where members of the public are invited to attend to question the Parish Council, Borough Council and County Councillors on matters which have arisen during the previous 12 months. Often the Parish Council will arrange for a visiting speaker to attend or may use the meeting to begin consultation on projects such as the reduced street lighting project for the County Council Decision Data Base The Parish Council keeps a data-base of all decisions taken at committee and full parish council meetings and this will be accessible through the website. The Council and Committees made nearly 600 decisions in the 4 year period 2007/11 Minutes of Council Meetings Minutes of full Council meetings are published on the website as well as being available in the Library and Parish Office within 2 months of the date of the meeting after being approved by the full Council. Minutes of committee meetings are noted by full Council and then approved by the individual committees. These minutes are also published on the website and available in the Library and Parish office. Electronic copies can be ed direct to individual members of the public or posted in the traditional way if requested Engaging With Young People The Council actively seek the involvement and views of the young people of the village when undertaking Youth Projects such as extending the facilities in the south of the village to include a bike track, skate-park, youth shelter and by providing a meeting room for young people at the Sports field pavilion. The Council has also worked with the local secondary school to design the Parish Council logo and to develop the Fair Trade status of the Village. Local schools, primary and secondary, are invited to take part in any community activities, such as planting an avenue of trees. In addition the Council continues to engage with local and county organisations for the provision of youth services to support its youth engagement programme. An example of the proactive work that the Council undertakes is shown in grants made to the youth theatre group and youth football organisations

7 Outside Organisation Links Formal representation by the Council to organisations that share the same aims and objectives of the parish council is supplemented by invitations to interested parties to speak to the Council at the monthly parish council meetings. The Parish Council participates in formal arrangements with local organisations and have provided support and shared information with local groups. The Parish council supports the local economy and culture by providing donations to theatre groups as well as supporting tourism initiatives such as the Christmas Lights, Summer street Fair and local farmers markets by providing resources as well as financial support. Community Engagement Projects Current areas for community involvement are the community response plan and the 4 year plan which proposes a joint community and parish council led parish plan as well as objectives that seek to work with local organizations and groups. A Community Led Plan involving over 2000 responses is in the process of being completed. The Council has also organised a Community Plantathon an event to plant sapling trees at the Sports field, involving members of the public, local groups and employers. The Council is also very pleased to host sport relief mile events at the Sports field as well as supporting community and charity days organised by local groups and football clubs.

8 How members of the public can communicate with the Parish Council A handy pamphlet advising the public on the best ways to communicate with the Parish Council is available on the website and from the Parish Office. If you would like the Parish Council to do something or to stop doing something, there are a number of ways you can contact us to get the matter discussed. 1) Contact the Council either in person at the Council offices, by phone, by letter or by . The Clerk will be able to advise you on how to proceed 2) Contact your local Parish Councillor 3) You can choose to attend any of the Parish Council meetings and speak during the Public Session which is at the start of each meeting and lasts no longer than 30 minutes The Public Sessions are an opportunity for members of the public to bring matters directly to the Council. Councillors may ask questions but no decisions can be made unless the matter appears on the published agenda. This is to give other residents the chance to comment on any proposed course of action. The matter may be put on a later agenda for discussion, delegated to the relevant committee or guidance given to direct you to the appropriate agency. The Chair of the meeting will ask whether any members of the public would like to speak and you will usually be asked your name and address. Sometimes residents from neighbouring parishes come and address us about issues that can only be addressed by their own local Parish Council. If you are attending on your own but are representing a number of people you can bring a small petition to show the strength of feeling - the Clerk can give you help on the type of information to include. We understand that you may feel passionately about a particular issue but it is important to treat all those at the meeting with dignity and respect. Experience shows that a rational and reasoned approach will yield a more constructive response than an angry confrontation. As Parish Councillors are local resident themselves, representing a broad cross section of the local community and give their time on a voluntary basis they want the best for Bishop's Cleeve and taking into account all residents' views is a very important part of that.

9 Complaints procedure In June 2013 The Council adopted the updated NALC (National Association of Local Councils) recommended Complaints policy for Council s procedures or administration. A copy is available from the website and Parish Office. Complaints against the conduct of individual Councillors should be directed to the Monitoring Office at Tewkesbury Borough Council. The Parish Council is not under the jurisdiction of the Local Government Ombudsman

10 Information available from Bishops Cleeve Parish Council Information to be published Class1 - Who we are and what we do (Organisational information, structures, locations and contacts) How the information can be obtained Parish Council Offices Church Road, BishopsCleeve Cheltenham, Gl52 8LR This will be current information only N.B. Councils should already be publishing as much information as possible about how they can be contacted. Who s who on the Council and its Committees Contact details for Parish Clerk and Council members (named contacts where possible with telephone number and address (if used)) Location of main Council office and accessibility details Staffing structure Class 2 What we spend and how we spend it (Financial information relating to projected and actual income and expenditure, procurement, contracts and financial audit) Current and previous financial year as a minimum Annual return form and report by auditor Finalised budget Precept Borrowing Approval letter Financial Standing Orders and Regulations Grants given and received See notice boards and website See above See website and notice boards The staffing structure is available on the website Approved minutes available in library, parish office and website. annual audit available in parish office subject to appropriate legalities Annual Income and Expenditure Accounts are published on the website and in the Annual Report Approved minutes Approved minutes Approved minutes n/a Parish office Financial audit and website

11 List of current contracts awarded and value of contract Members allowances and expenses Class 3 What our priorities are and how we are doing Parish office 4 year plan,, s106 plan are available from the website and parish office (Strategies and plans, performance indicators, audits, inspections and reviews) Parish Plan (current and previous year as a minimum) Annual Report to Parish or Community Meeting (current and previous year as a minimum) Community Led Plan is being developed and the process is fully documented on the website Available in approved minutes in parish offices Quality status Quality Status given in 2011 Local charters drawn up in accordance with DCLG guidelines Class 4 How we make decisions Approved minutes (Decision making processes and records of decisions) Current and previous council year as a minimum Timetable of meetings (Council, any committee/subcommittee meetings and parish meetings) Agendas of meetings (as above) Minutes of meetings (as above) nb this will exclude information that is properly regarded as private to the meeting. Reports presented to council meetings - nb this will exclude information that is properly regarded as private to the meeting. Website and parish notice boards Parish notice boards Website, library and parish office Supporting papers for meetings in agenda packs Responses to consultation papers Responses to planning applications Parish office and website Bye-laws

12 Class 5 Our policies and procedures (Current written protocols, policies and procedures for delivering our services and responsibilities) Current information only Policies and procedures for the conduct of council business: Parish office and website Procedural standing orders Committee and sub-committee terms of reference Delegated authority in respect of officers Code of Conduct Policy statements May minutes of Committees Standing orders As adopted 2012 Policies and procedures for the provision of services and about the employment of staff: Internal policies relating to the delivery of services Equality and diversity policy Health and safety policy SLA as agreed in Minutes of relevant committees As stated in standing orders and on May agenda packs Recruitment policies (including current vacancies) Policies and procedures for handling requests for information Complaints procedures (including those covering requests for information and operating the publication scheme) As adopted June 2013 NALC recommended code Information security policy Records management policies (records retention, destruction and archive) Data protection policies Schedule of charges )for the publication of information)

13 Class 6 Lists and Registers Currently maintained lists and registers only (hard copy or website; some information may only be available by inspection) Any publicly available register or list (if any are held this should be publicised; in most circumstances existing access provisions will suffice) Assets Register Disclosure log (indicating the information that has been provided in response to requests; recommended as good practice, but may not be held by parish councils) Register of members interests Register of gifts and hospitality Class 7 The services we offer (Information about the services we offer, including leaflets, guidance and newsletters produced for the public and businesses) Website, newsletters available in the parish office Current information only Allotments Website and from parish office Burial grounds and closed churchyards Community centres and village halls Parks, playing fields and recreational facilities Seating, litter bins, clocks, memorials and lighting Bus shelters Parish office Parish office and website Parish office and website Parish office and website Markets Public conveniences Agency agreements A summary of services for which the council is entitled to recover a fee, together with those fees (e.g. burial fees) Additional Information This will provide Councils with the opportunity to publish information that is not itemised in the lists above

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