This part of the website contains basic information about the Parish Council all in one place. If there is something missing that you would find useful, please inform the Parish Clerk and we’ll see if we can add it to the website in future.
Elected Representatives
A list of names and contact details for all the elected representatives for the parish including parish and district councillors and our member of parliament.
Parish Council Business
Information about past and future meetings of the parish council.
Agenda for next Council Meeting
Accounts
The Parish Council must submit an Annual Return every year.
The Annual Governance and Accountability Return (AGAR) is the formal set of documents that parish councils must complete each year to demonstrate that they are managing their finances properly and operating in line with legal and governance requirements.
It includes three main parts:
- Annual Governance Statement – where the council confirms it has appropriate systems, controls, and procedures in place.
- Accounting Statements – a summary of the council’s income, expenditure, and balances for the financial year.
- External Auditor Report – an independent review to confirm compliance (where applicable).
The AGAR ensures transparency and accountability, giving residents, auditors, and other stakeholders assurance that public money is being managed responsibly. It is also subject to a period of public inspection, allowing electors to review the council’s financial records.
Earmarked Reserves.
Earmarked reserves are funds that a parish council has set aside for specific, known future purposes. Unlike general reserves, which provide a financial safety net for unexpected costs, earmarked reserves are allocated in advance for planned projects, liabilities, or commitments—such as playground improvements, asset maintenance, or election costs.
They help the council manage its finances responsibly by spreading the cost of larger or irregular expenses over time, rather than relying on sudden increases in the precept. Earmarked reserves are reviewed regularly by the council and can only be used for the purpose for which they were originally set aside, unless formally reallocated by council decision.
| Earmarked Reserves | |
| Contingency | £ 5,000.00 |
| Elections | £ 2,000.00 |
| Parish Maintenance | £ 8,200.00 |
| NDP | £ 6,000.00 |
| Capital Projects | £ 3,000.00 |
| Total | £24,200.00 |
Budgets
A budget is one of the most important tools a parish council has for managing its finances responsibly. It sets out the council’s expected income and planned expenditure for the year, helping ensure that resources are used effectively to deliver services and maintain local assets.
By agreeing a clear budget, the council can set an appropriate precept, avoid unplanned spending, and ensure funds are available for both day-to-day costs and longer-term projects. It also supports good financial planning by identifying when reserves may need to be used or built up.
Importantly, the budget provides transparency and accountability to residents, showing how public money will be spent and helping the council demonstrate value for money.
Regulations
The council abides by statutory regulations.
Standing orders.
Standing Orders are the formal written rules that govern how a parish council conducts its business and meetings. They set out the procedures councillors must follow to ensure decisions are made in a lawful, transparent, and consistent manner.
They typically cover areas such as how meetings are called and run, the order of business, rules of debate, voting procedures, public participation, and the roles of the Chair and Clerk. Standing Orders also help ensure compliance with relevant legislation and good governance practices, including accountability and fairness in decision-making.
In practice, Standing Orders provide a clear framework so that meetings are conducted efficiently, all councillors are treated equally, and the council’s business is carried out properly on behalf of the community.
Breinton Parish Council Standing Orders
Financial Regulations
Financial Regulations are the detailed rules that govern how a parish council manages its money and financial affairs. They sit alongside Standing Orders and provide the framework for responsible financial management, ensuring public funds are handled properly, transparently, and in line with the law.
They cover areas such as budgeting, setting the precept, authorising and making payments, procurement and tendering processes, banking arrangements, internal controls, and audit requirements. Financial Regulations also set out who has authority to spend money and the checks in place to prevent error or misuse.
In practice, they help the council ensure value for money, maintain accurate financial records, and demonstrate accountability to residents and auditors.
Code of Conduct
Code of Conduct sets out the standards of behaviour expected of parish councillors when carrying out their duties. It is designed to ensure that councillors act with integrity, transparency, and respect, and that public confidence in the council is maintained.
The Code typically requires councillors to treat others courteously, avoid bullying or harassment, and not bring the council into disrepute. It also includes rules on declaring and managing interests, so that decisions are made fairly and without bias or personal gain.
In practice, the Code of Conduct helps ensure that council business is conducted in an open and ethical way, and provides a clear framework for addressing any complaints about councillor behaviour.
Transparency Code for smaller authorities
The Transparency Code for Smaller Authorities is a set of rules issued by the UK Government requiring parish councils with an annual turnover of £25,000 or less to publish key financial and governance information online.
Its purpose is to ensure openness and accountability, allowing residents to see how public money is spent and how decisions are made. Under the Code, councils must publish information such as payments over £100, annual accounts, the asset register, governance statements, councillor responsibilities, and meeting details.
In practice, the Code helps the electorate easily access important information about their council, promoting trust and enabling greater public scrutiny of how the council operates and uses its funds.
Transparency Code for Smaller Authorities
Other important documents.
Asset Register
An asset register is a record of all the land, buildings, equipment, and other property owned by a parish council. It is essential for good governance, financial management, and accountability.
Maintaining an accurate asset register ensures the council knows what it owns, where assets are located, and their value for accounting purposes. It supports the preparation of the AGAR, helps with insurance arrangements, and ensures assets are properly maintained and protected.
In practice, the asset register enables the council to plan for repairs, replacements, and future investment, while also providing transparency to residents about the assets held on their behalf.
A copy of our most recent asset register is available on the link below.
IT Policy
Breinton Parish Council’s IT Policy sets out how a parish council uses and manages its technology, systems, and data. It is important for ensuring that council information is handled securely, lawfully, and consistently.
The policy covers areas such as acceptable use of devices, data protection, password security, email use, backups, and the safe storage and sharing of information. It helps ensure compliance with legislation such as data protection laws and reduces the risk of data breaches, cyber attacks, or loss of important records.
In practice, an IT Policy protects both the council and the public by safeguarding sensitive information, supporting business continuity, and ensuring councillors and staff use technology responsibly and effectively.
A copy of Breinton Parish Council’s IT Policy is available below.
GDPR Privacy Policy
A GDPR Privacy Policy explains how a parish council collects, uses, stores, and protects personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
It sets out what information the council may hold (such as contact details, correspondence, or complaint records), why it is collected, and the lawful basis for processing it. The policy also explains how long data is kept, who it may be shared with, and how it is kept secure.
Importantly, it outlines individuals’ rights, including the right to access their data, request corrections, or ask for data to be erased where appropriate.
In practice, a GDPR Privacy Policy ensures transparency, builds public trust, and demonstrates that the council is handling personal information responsibly and in accordance with the law.
A copy of Breinton Parish Council’s Privacy Statement is available below.
Publication Scheme
The Publication Scheme, issued by the Information Commissioner’s Office (ICO), sets out the information a parish council must routinely make available to the public as part of its obligations under the Freedom of Information Act 2000.
Its importance lies in promoting transparency and openness. By proactively publishing key documents—such as minutes, policies, financial information, and decision-making processes—the council reduces the need for formal information requests and makes it easier for residents to understand how the council operates.
For parish councils, adopting and maintaining the ICO’s model Publication Scheme demonstrates compliance with legal requirements and good governance practices. It also helps build public trust by showing that the council is open, accountable, and committed to making information readily accessible.
In practice, the Publication Scheme ensures that important information is consistently available, supports efficient administration, and reinforces the council’s duty to be transparent in how it serves its community.
Information available under the publication scheme.
Under the Publication Scheme issued by the Information Commissioner’s Office (ICO), a parish council must clearly set out what information is available and whether any charges apply for accessing it.
The scheme groups information into standard classes, including:
- Who we are and what we do – councillor details, roles, and responsibilities
- What we spend and how we spend it – budgets, accounts, payments, and audit documents
- What our priorities are and how we are doing – plans, reports, and policies
- How we make decisions – agendas, minutes, and consultation responses
- Our policies and procedures – governance, financial, and operational policies
- Lists and registers – asset register and other statutory registers
- Services we offer – information about facilities, amenities, and community services
Costs
Most information should be available free of charge on the council’s website.
However, councils may charge for:
- Printed copies (e.g. photocopying costs)
- Postage and packaging
- Large or complex requests where significant staff time is required (within legal limits)
Any charges must be reasonable, transparent, and published in advance, often within a simple schedule of fees.
In Practice
This approach ensures residents know what they can access and at what cost, supporting openness while allowing the council to recover minimal administrative expenses where appropriate.
Information available under the publication scheme
Accessibility Statement
An Accessibility Statement explains how a parish council’s website meets accessibility standards and supports people with disabilities in accessing online information and services.
It is important because public sector bodies, including Breinton Parish Council, have a legal duty to make their websites accessible under the Public Sector Bodies (Websites and Mobile Applications) Accessibility Regulations 2018. The statement outlines what parts of the website are accessible, any known limitations, and what the council is doing to improve accessibility.
It also provides contact details for users to report accessibility issues or request information in alternative formats, such as large print or audio.
In practice, an Accessibility Statement promotes inclusivity, ensures legal compliance, and demonstrates the council’s commitment to making information available to all members of the community.
Our most recent Accessibility Statement is available below.
Internal Controls
Internal financial controls are the systems and procedures a parish council uses to ensure that its money is managed properly, safely, and in line with the law. They are essential for protecting public funds and maintaining accountability.
These controls include measures such as separation of duties, proper authorisation of payments, regular bank reconciliations, accurate record keeping, and independent checks through internal audit. Together, they reduce the risk of error, fraud, or misuse of funds.
In practice, strong internal controls give assurance to councillors, auditors, and residents that the council’s finances are being handled responsibly, support compliance with Financial Regulations, and help ensure that all spending delivers value for money.
Find out more about parish councils: their origin and how they work