Parish admin

Temporary arrangements to manage council business

For the duration of the Covid-19 pandemic, the parish council has put special arrangements in place to ensure that the business of the council may continue. There will be no public meetings of the parish council or its working groups for three months. This decision will be reviewed in June 2020. The timetable for monthly meetings will be retained. Meetings will be held online in real time.

Residents who wish to comment comment on planning applications and raise issues with the council can do so, but this will be online via email.

This document explains how the council will maintain business continuity. Please contact the Clerk’s Office if you have any questions about the new arrangements. [28/3/20]

Delegated decisions

Item 40/2020F of the public meeting held on 19 March 2020 ‘RESOLVED that the Council delegates authority to the Clerk in consultation with the Chairman and Vice Chair to take any actions necessary with associated expenditure to protect the interests of the community and ensure council business continuity during the period of the Coronavirus pandemic, informed by consultation with the members of the council. Clerks authority to authorise expenditure without agreement from councillors agreed with an upper limit increased from £500 to £1000 (amending Section 1.35 of Financial Regulations). Review of powers in six months.’ A list of  delegated decisions made by the Clerk  can be read here and is updated as new payments are made. [22/6/20]


How the Parish Council spends your money

Every November, parish councillors will agree what their spending plans are for the following financial year. This means they set a budget, and then separately agree how to fund the work. Their first action will always be to examine what funds are remaining in the council’s current and deposit accounts. Some of these funds may already be ringfenced for  projects in the parish or to pay for existing expenses. Any difference between the cost of maintaining parish services and whatever free money there is will be met by way of a local tax. This is called the ‘Precept’ and is set by the councillors at their November meeting. The precept is collected by Cornwall Council along with your council tax. If you need information about ways to reduce the amount of council tax and precept you pay, follow this link to Cornwall Council’s website advice pages.

If you would like to know more about the current precept, you can download this Briefing Note on the council’s Budget & Precept that explains what has been agreed for 2020-2021, together with a summary of how the council uses your money.


Notice of date of commencement of period for the exercise of public rights

Accounts for the year ended 31 March 2020

The annual return for the parish council has been returned to its external auditors for assessment. Residents of the parish have the opportunity to inspect the annual accounts of the council from 29 June 2020 until 7 August 2020 . This notice explains who to contact and when you can ask to see the papers and accounts.


Parish Policies & Procedures

In common with all other English town and parish councils, Menheniot councillors are governed by a series of documents that explain and regulate how it can work and manage the business of the parish.

These policies are reviewed at regular intervals and published here so that residents can see how the council works to these policies. If you have any questions about any aspect of the council’s work, please contact the Parish Clerk.

Code of Conduct

All councillors are expected to work to the highest ethical standards when representing the council and the parish residents. This document includes the general principles that all elected councillors in public are expected to adhere to and explains how to register and declare interests. All town and parish councillors across Cornwall have accepted to work to this code. This guide to the  Code of Conduct contains useful examples of how the various aspects of the Code can be applied.

Standing Orders

The way in which your council organises and manages meetings and its decision making are embedded in this document. Reviewed and updated September 2019.

Financial Risk Assessment & Management

This document explains how the council minimises the risk to its financial management [21/1/21]

Financial Regulations

This document sets out how the council manages its finances and sets out its payment terms. These arrangements apply to monies that the council manages directly, and to any other funds which it manages on behalf of third parties.

 How to make a FOI (freedom of information) request 

The council makes a variety of information available to residents and other enquirers. This document explains what is available and how to obtain it. Before making any FOI request from us, you may find it quicker to search the council’s website for documents which may already have been published.

To make an FOI application, please use this FOI request form  and return it to the Clerk’s Office. Details of our Publications Scheme are here and a list of our publications that you can download from this site. [19/10/20]

How to make a complaint

Where you may be unhappy with the activities of the council or any of its employees or contractors, we would always ask that you contact us in the first instance to resolve the issue informally. This document sets out how we will handle your complaint. If your issue is with the behaviour of an elected councillor, you must make your complaint directly to the Monitoring Officer at Cornwall Council. Their contact details are included in this guide. [19/10/20]

Managing staff

The parish council is an employer and has agreed these two policies for managing poor performance and receiving grievances. Although they are policies for internal use only, the council publishes them in the spirit of openness and transparency. This document sets out the council’s Staff Disciplinary Policy, and this is the Staff Grievance Policy [19/10/20]

Training Policy for councillors and staff

Menheniot Parish Council is committed to ensuring that all staff and councillors have access to learning, development and training opportunities which enable them to be suitably knowledgeable and skilled to carry out their role within the organisation, and to develop their talents in any ways that fit with the council’s development to meet its strategic objectives. This policy sets out the council’s commitment to continuous learning and development [21/1/21]

Engagement & Media Policy    This policy and action plan was agreed following a residents’ survey carried out in June 2019. It sets out a series of guidelines and actions that will improve communication between councillors and residents.  The action plan that explains how the policy will work can be read here.


General Data Protection Regulation 2018

Menheniot Parish Council is committed to the objectives of the GDPR and declares its intention that all personal information held by the council will be treated in confidence and held and used only in accordance with the terms of the act and other applicable legislation. This page will be updated as policies are agreed.  The current ICO certificate can be viewed here. [8/6/20]

General Privacy Notice Oct 2018

This notice explains how the council collects, stores, safeguards and manages any personal information it may hold. It was first published on 25 May 2018, and has been affirmed by the council on 18 October 2018.

Privacy Notice Feb 2021

The regulations that apply to elected councillors and paid staff are slightly different. This notice sets out what applies to them. It was adopted in May 2018, and reformatted in February 2021.

Retentions & Disposals Policy July 2018

This policy sets out how long the council will retain paper and electronic documents, and how they will be disposed of at the end of their prescribed life.

Data Breaches Policy Oct 2018

The parish council has a duty to monitor its data management and record all breaches. This policy explains how the process works and how breaches will be reported to the Information Commissioner’s Office

Acceptable Use Policy Sep 2018

This policy governs how staff and councillors should manage their computers and other devices to protect personal and sensitive information.

Subject Access Request Policy Sep 2018

Everyone has the right to know what information the parish council holds about them. This policy explains what your rights are and how to obtain any personal information you think is being held.



The council is also required to manage its affairs in an open and transparent way, set out by this code of practice.

Transparency Code for Smaller Authorities


The Transparency Code for Smaller Authorities was issued by the Department for Communities and Local Government in December 2014. It sets out ways in which town and parish councils can present more information to its residents to help them understand how their council is working and increase its democratic accountability. The code comes from the Local Audit and Accountability Act 2014.


Menheniot Parish Council has always published its agendas and minutes, and each year gives residents the opportunity to examine its annual accounts. Now, you can see this information published on our website. There are seven items that we are obliged to make available to you which are described below. Although the time within which you have a legal right to examine the council’s accounts is limited by law, you can ask questions about the way that money is spent at any time. Contact the Parish Clerk by email with any questions you might have. This Audit Explainer 201920 sets out what the documents mean. You can  download a digital copy of the full document here.

Item 1 Expenditure 201920

You can view our cash book which shows what payments we have made throughout the year. Expenses are divided into 10 broad categories, and some are subdivided into small sections. We do this so that we can keep track of what our expenses are, and how we are performing against the budget we have set. Your councillors receive a regular summary of this information.

Item 2 Accounting Statement 201920

We prepare a simple summary of our accounts at the end of the tax year that is submitted to government auditors for checking. This shows our income in from the precept you pay (the local council tax); other income (for example, from grants or subsidies); staff costs (the council employs one person), and a total figure for all other expenses. You can see the detail of this in the ‘Expenditure above £100’ sheet. These accounts also show what our cash holdings are, and the value of other fixed assets we own. These figures may appear high, but we need to keep a level of cash in reserve in order to maintain our services and pay our bills as they are presented. Cornwall Council is making proposals to pass down (devolve) some of its services to us but without additional funding. For this reason, we need to be ready to use some of our own reserves to pay for them.

Item 3 Annual Governance Statement 201920

The council manages itself according to a list of procedures and processes to ensure that what we do is legal, ethical and proportionate. These controls are set down by government, and councillors are in process of reviewing their governance statements throughout 2015

Item 4 Annual Internal Audit Report 201920

We employ an independent auditor to examine our governance statements and procedures each year as part of our Annual Return. You can see what she was checking for and her sign-off in this document.

5 Item 5 Councillor Responsibilities 2020-21

Your councillors are elected every four years by ballot of eligible residents in the parish. Every year, at its annual meeting, the councillors will elect a chair, vice-chair and volunteers to take responsibility for specific areas of council work. This list shows who has taken responsibility for what. If you need to contact a councillor personally, you can write to them via the parish clerk. Contact details are attached to this note.

Item 6 Assets Register 201920

The council owns or holds in trust land and buildings in the parish. We have a responsibility to insure, maintain and repair these assets.

Minutes, agendas of formal meetings

The parish council meets on the third Thursday of every month, except for August and December. You can see a full list of the dates on this website. We publish an agenda for our monthly council meetings at least four days before they take place, and post the minutes of our meetings within 10 working days of the meeting itself. You can always find this information on the website (Meetings page) or on the public noticeboards at Menheniot and Merrymeet.


If you have any enquiries or questions about the way in which the council works, you can either contact your councillor through this website or write to the clerk at this address:


Information from 2018-2019
1 Details of expenditure all items Item 1 Expenditure 201819
2 End of Year Accounts  Item 2 Accounting Statement 201819
3 Annual Governance Statement Item 3 Annual Governance Statement 201819
4 Internal Control Report Item 4 Annual Internal Audit Report 201819
5 List of councillors with responsibilities Item 5 Copuncillors & Responsibilities 201920
6 Details of public land and building assets  Item 6 Assets Register


Information from 2017-2018
1 Details of expenditure all items Item 1 Expenditure 201718
2 End of Year Accounts Item 2 End of Year Accounting Statement 201718
3 Annual Governance Statement Item 3 Annual Governance Statement 201718
4 Internal Control Report Item 4 Annual Internal Audit Report 201718
5 List of councillors with responsibilities Item 5 Councillors & Responsibilities 201819
6 Details of public land and building assets Item 6 Public Land & Buildings Asset 201718


Information from 2016-2017
1 Details of expenditure all items Item 1 All Expenditure 201617
2 End of Year Accounts Item 2 End of Year Accounts 201617
3 Annual Governance Statement Item 3 Annual Governance Statement 201617
4 Internal Control Report Item 4 Internal Audit Report 201516
5 List of councillors with responsibilities Item 5 Councillors & Responsibilities 201718
6 Details of public land and building assets Item 5 List of Public Land & Building Assets 201617


Information from 2015-2016
1 Details of expenditure all items ITEM 1 Expenditure 201516
2 End of Year Accounts ITEM 2 End of year Accounting Statement 201516
3 Annual Governance Statement ITEM 3 Annual Governance Statement 201516
4 Internal Control Report ITEM 4 Annual Inyernal Audit Report 201516
5 List of councillors with responsibilities ITEM 5 Ccouncillors and Responsibilities 201516
6 Details of public land and building assets ITEM 6 Public Land and Building Assets 201516
Information from 2014-2015
1 Details of expenditure above £100 ITEM 1 Expenditure more than £100 201415
2 End of Year Accounts ITEM 2 End of Year Accounting Statement 201415
3 Annual Governance Statement ITEM 3 Annual  Governance Statement 201415
4 Internal Control Report ITEM 4 Annual Internal Audit Report 201415
5 List of councillors with responsibilities ITEM 5 Councillors and Responsibilities 201516
6 Details of public land and building assets ITEM 6 Public Land and Building Assets 201415