Llanfechain Community Council / Cyngor Bro Llanfechain

www.llanfechain.org.uk

Meetings, Events and Associated Expenses Policy.


This policy outlines how Llanfechain Community Council decides which meetings and events to attend, and how they are reported and paid for.

Councillors have differing expertise, needs and interests (as do the electorate in our community) and it would be wrong to suggest that certain events should take preference over others.


Undertakings

Councillors should consider whether they have an interest to declare in terms of the Code of Conduct when deciding to attend events that could be seen to give advantage to their trade or profession in some way.

Councillors attend events representing Llanfechain Community Council. It should be remembered however that views expressed are not to be seen as the views or policy of LCC unless explicitly briefed to do so by LCC.

Councillors attend events representing Llanfechain Community Council. It should be remembered however that views expressed are not to be seen as the views or policy of LCC unless explicitly briefed to do so by LCC.

All events attended by Councillors representing LCC must be reported back to Council at the next available meeting.

Occasionally there may be a requirement for Councillors or the Clerk to attend events.


Outcomes

Reports should be just that- reports of the business of the meeting or other event. Councillors should not be lead but enabled to make their own considered opinions.

Reports to Council should be factual, short and concise, focusing on key issues of concern to the Council and the Community. But this does not imply that a more detailed form could not be included in circulation.

It is not necessary to provide copies of reports to Councillors unless specifically requested. They will have time outside the meeting through circulation to become familiar with the subject. The content of a report, if requiring further discussion, would normally appear on the agenda of the next meeting, unless of an urgent nature, where they may be then discussed at the current meeting.

Where more than one Councillor attends an event representing LCC one Councillor may if agreed be the lead reporter but all attending should contribute.


Expenses and Travel Costs

Due to the constraints of the Council’s budget, expenses in relation to travel costs must be limited to the petrol element cost only, of the casual user’s rate recommended by NJC, and will be adjusted annually according to their rates.

Any travel costs the Clerk incurs, the NJC recommended rates will apply.

Councillors whenever possible should share the means of transport when attending the same event.

Any mandatory fees for attending an event should be addressed, discussed and voted on before applying for a place on that event.