Complaints procedure
Complaints Procedure
EAST KEAL PARISH COUNCIL COMPLAINTS PROCEDURE
The Local Government Ombudsman has no jurisdiction over Town, Parish and Community Councils.
Complaints about the Clerk should be dealt with as an employment issue and the complainant should be assured that the matter will be dealt with internally and appropriate action taken as required. Complaints about a Councillor are subject to the jurisdiction of the Principal Authority, i.e. East Lindsey District Council. Complainants should be advised to contact the District Council for further information.
This Code of Practice for East Keal Parish Council relates to those situations where a complaint has been made about the Council’s performance as a corporate body.
At all times, the rules of natural justice will apply. All parties must be treated fairly and the process should be reasonable, accessible and transparent.
Before the meeting
1. The complainant should be asked to put the complaint about the council’s procedures or administration in writing to the clerk or other nominated proper officer.
2. If the complainant does not wish to put the complaint to the clerk/other proper officer, they may be advised to put it to the chairman of the council.
3. The clerk/other proper officer/chairman shall acknowledge receipt of the complaint and advise the complainant when the matter will be considered by the council or by the committee established for the purpose of hearing complaints.
4. The complainant shall be invited to attend the relevant meeting and bring with them such representative as they wish.
5. Seven clear working days prior to the meeting, the complainant shall provide the council with copies of any documentation or other evidence, which they wish to refer to at the meeting. The council shall similarly provide the complainant with copies of any documentation upon which they wish to rely at the meeting.
Prior to the meeting
6. The council shall consider whether the circumstances of the meeting warrant the exclusion of the public and the press. The complainant will be advised and supplied with reasons for the decision to hold the complaints meeting in camera.
At the Meeting
7. Chairman to introduce everyone.
8. Chairman to explain procedure.
9. Complainant (or representative) to outline grounds for complaint.
10. Members to ask any questions of the complainant.
11. If relevant, clerk/other proper officer to explain the council’s position.
12. Members to ask any questions of the clerk/other proper officer.
13. Clerk/other proper officer and then complainant to be offered the right of reply
14. Clerk/other proper officer and complainant to be asked to leave room while members decide whether or not the grounds for the complaint have been made out (If a point of clarification is necessary, both parties to be invited back).
15. Clerk/other proper officer and complainant return to hear decision, or be advised when a decision will be made.
After the meeting
16. The decision to be confirmed in writing within seven working days together with details of any action to be taken.
17. Any decision on a complaint shall be announced at the council meeting in public.
This policy was updated and adopted by East Keal Parish Council at its meeting on 18.1.23
Signed …………………………………………………………. Date ……………………………………….