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Litcham  Parish  Council
Publication Scheme

1. John Peter Relph is hereby employed as Clerk and Treasurer to Litcham Parish Council.
2. Employment began on the 1st March 2005.
3. The duties of the clerk are outlined in the JOB DESCIPTION attached.
4. The duties of the clerk to be accomplished in an estimated eight hours work per week.
5. The starting rate of hourly pay to be £7.62 per hour.
6. Leave: The Clerk to be entitled to four weeks absence per year. (April to March).
7. Salary: For the above forty-eight weeks of eight hours work each week an annual salary of £2804.16 will be paid to the Clerk in quarterly in arrears. The first instalment of £701.04p becoming due on the 30th May 2005 and thereafter at three monthly intervals.
8. This amount to be reviewed annually by the council during the month of February.
9. Health and Safety: When engaged on Council business the Clerk shall take all reasonable care with regard to the health and safety of all persons employed, contracted or otherwise engaged on council business.
10. Termination: This contract of employment may be terminated by either party after the giving of four weeks notice of such intent.
11. Disciplinary procedure: If it is considered that there is cause for action under this procedure then initially the matter will be discussed in private with the Chairman of the Council. No record will be kept of these proceedings.
12. If there is further cause for concern then there will be a formal meeting with the Chairman at which both side may invite a third party. If necessary a verbal warning will be given. This warning will clearly state the nature of the grievance, what action is being taken and what are the likely consequences if the grievance recurs.
13. Should the grievance continue after this then a written warning will be issued and if no improvement is achieved then dismissal may follow.
14. Serious Misconduct: The employment of the clerk may be terminated immediately by the Council should it consider the Clerk has behaved in any that that has not been in the best interests of the Council or that by some action the clerk has brought the name of the Council into disrepute.
15. Examples of misconduct likely to invoke summary dismissal without warning include: Theft, Mis-use of Council funds or property, a serious breach of confidentiality.

1. The clerk is the proper officer of the council and will carry out all the functions conferred on the proper officer by statute or otherwise.
2. The clerk will be responsible for ensuring that the statutory and other provisions governing the administration of the council and its affairs are complied with.
3. The clerk will prepare the agendas for all meetings of the council including the Annual Parish Meeting and will attend such meetings.
4. The clerk will prepare the minutes of such meetings and submit these to the council within ten days for approval at the next council meeting.
5. The clerk will likewise prepare the agendas for and attend and prepare the minutes of committee and sub-committee meetings.
6. The clerk is the responsible financial officer of the council and will prepare and maintain the accounts and other financial records of the council (including those relating to Value Added Tax) in accordance with all statutory and other accounting and audit requirements and practices.
7. The clerk will be responsible for ensuring that all decisions of the council, its committees and sub-committees are carried out promptly and accurately.
8. The clerk will be responsible for receiving all correspondence and other documentation on behalf of the council and for ensuring that the same is brought before the council or its relevant committees or sub-committees as necessary.
9. The clerk will, if so required by the council, review and report on the policies of the council and how effectively they are being implemented, having regard to the principles of "best value" prescribed by or under statute.
10. lf so required by the council, the clerk will act as a representative of the council at conferences, meetings, public inquiries and other similar events.
11. If so required by the council, the clerk will (at the cost of the council) attend training courses on subjects relevant to the role and responsibilities of the clerk of a local council.
12. If so required by the council, the clerk will prepare and issue information about the activities of the council to the press and other media organisations.
13. The clerk will be responsible for preparing and keeping up to date a register of the council's property, ensuring that the property is regularly inspected and maintained and ensuring that it is covered by adequate insurance.
14. The clerk will be responsible for preparing and keeping up to date the council's model publication scheme, as required under the Freedom of Information Act 2000.

1. To prepare financial reports of the Council covering financial reconcillations, receipts and payments to date, payment of accounts, budget monitoring and other relevant current matters.
2. To prepare draft estimates, which when approved, will form the annual budget for the year, and to report thereon as necessary.
3. To submit the precept requirement to the billing authority at the correct date.
4. To bank regularly all money received by the Council.
5. To ensure that all money due to the Council is billed and collected promptly.
6. To manage the cash flow and to control investments and bank transfers.
7. To control payments made by cheque.
8. To take responsibility for the submission of VAT repayment claims.
9. To verify, analyse for accounts purposes, and to authorise suppliers invoices for recommendation for payment.
10. To prepare Financial Statements for each financial year for Councillors and the public.
11. To prepare the Accounts and the Annual return for the Council each year and to submit them to Council for approval and to the Auditor when required.
12. To arrange for appropriate Internal Audit in accordance with Financial Regulations.
13. To monitor compliance with the Council's Financial Regulations.
14. To manage the Risks faced by the Council and to recommend such insurance as is required, or is mandatory.
15. To maintain the Council's asset register. [regulation 4(3)b]

1. The Clerk shall not, except as required by law, directly or indirectly divulge or communicate any matters concerning the practice, business or affairs of the Council to any person whatsoever save and in so far as may be necessary for the due performance of his duties and the business of the council.

2. The Clerk shall duly and faithfully carry out all lawful orders and instructions of the Council and shall perform all the duties of the attached to the office of Clerk and shall take all reasonable steps to protect or promote the interest of the council and without prejudice to the generality of the foregoing, shall especially:
a. Attend all duly convened meetings of the Council and at the Parish Meetings for the Parish and keep the Minutes thereof.
b. Despatch promptly all such notices, letters and other documents as the due transaction of the business of the Council shall require.
c. Attend all such meetings and conferences as may be necessary for the proper discharge of the duties of the clerkship or as the council shall reasonably require, provided that in any case where such attendance would involve an absence from other employment the Clerk shall not be required to attend against the wishes of the other employer.
d. Keep safely and conveniently in secure but accessible custody all deeds, plans, records, letters, writings and other documents of or concerning the council, which shall come to the Clerk's hands.

Updated June 7th 2005