Belton in Rutland

Procedure for Dealing with Correspondence

Dated May 2001

Procedure for Dealing with Correspondence


Correspondence from Parish Residents or other bodies which question the conduct of the Parish Council

In order to ensure that all Parish Councillors are fully aware of residents views, every letter received from a resident of Belton-in-Rutland will be copied and given to each of the Councillors for information, as well as being logged and noted within the minutes of the next Parish Council meeting. The letter will be acknowledged immediately. The Clerk will then draft a reply and a copy of this will be given to each Councillor with a one-week deadline for comments. If necessary, a meeting of the Council will be held, and then the final reply shall be sent to the resident and copied to each Councillor for information.
The same procedure shall apply to any letter received by the Clerk questioning the conduct of the Parish Council.

Planning Applications/Correspondence

Planning Applications are logged and then passed to the Chairman (or Vice-Chairman in the Chairman’s absence) for a meeting of the Parish Council to be called and the Council’s reply agreed. All planning officer comments and planning application decisions are logged and then circulated to Councillors via the “brown envelope” system.

Correspondence relating to the Accounts

This is logged but not circulated but dealt with within the Standing Orders for Financial Management.

Correspondence relating to the Cemetery

This is logged but generally not circulated, unless it relates to Parish Council approval for a headstone, in which case it is circulated separately, or cemetery maintenance.

All Other Correspondence

Any other correspondence received will be logged and circulated to the Parish Councillors via the “brown envelope” system.

Any correspondence sent by the Clerk to RCC requesting action/information from them shall be copied to the County Councillor, along with all minutes of the Parish Council.

Version 1 May 2001