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Policy Review Working Group
November 19, 2020 @ 14:00 - 17:00
Agenda and meeting papers can be accessed in the PDF pack above.
MINUTES of a REMOTE meeting of the Policy Review Working Group held on Thursday 19 November 2020 at 2:10pm
Councillor Pat O’Connor (Chairman)
Councillor Matt Boles – ex officio
Councillor Keith Panter – ex officio (arrived at the meeting at 2.18pm)
Tom Clay Town Clerk
Rachel Allbones Deputy Clerk & RFO
Sean Alcock Operations Manager
Also Present: Councillor Liz Clews
Councillor Dennis Dannatt
1. APOLOGIES FOR ABSENCE
Councillor Tim Davies
Councillor David Dobbie
2. DECLARATIONS OF INTEREST
3. MINUTES FROM THE PREVIOUS MEETING (Paper A)
Minutes of the meeting of Policy Review Working Group held Thursday 17 September 2020
RESOLVED that the minutes of the Policy Review Working Group meeting held on Thursday 17 September 2020 be confirmed and signed as a correct record.
4. ALLOTMENT TENANCY AGREEMENT AND TERMS & CONDITIONS (Papers B & C)
Note: Councillor Panter arrived at the meeting at 2.18pm
Members noted the decision taken by the Community Services Committee on 10 November 2020 to refer this matter to the Working Group for consideration.
Members considered the paper moved at the Community Services Committee on 10 November 2020.
Members noted an additional set of documents had been submitted for consideration since the Community Services Committee meeting.
Note: Councillor Boles left the meeting at 2.27pm
RESOLVED TO RECOMMEND TO THE COMMUNITY SERVICES COMMITTEE that any review should focus on the current Allotment Tenancy Agreement and Terms & Conditions.
5. COMPLAINTS POLICY (Paper D)
Members considered an updated draft of the Complaints Policy.
RESOLVED TO RECOMMEND TO FULL COUNCIL to adopt the amended Complaints Policy.
6. COUNCILLOR VACANCY (CO-OPTION) POLICY (Paper E)
Members considered an updated draft of the Councillor Vacancy (Co-option) Policy.
The document had been reformatted with the only significant change being the insertion of “In the event of an election being called, the Town Clerk or Deputy Town Clerk will inform West Lindsey District Council that polling cards are required.”
RESOLVED TO RECOMMEND TO FULL COUNCIL to adopt the amended Councillor Vacancy (Co-option) Policy.
7. GDPR PACK (Paper F)
Members considered the pack of documents relating to GDPR.
RESOLVED TO RECOMMEND TO FULL COUNCIL to adopt the GDPR Policies and Procedures pack containing|: –
- Data Protection Policy
- General Privacy Notice
- Privacy Notice for Staff*, Councillors and Role Holders**
- Subject Access Request Policy
- Data Breach Policy
- Document Retention Policy
- Template Data Consent Form
The meeting concluded at 2.51pm