Adopted: 18 August 2026  |  Review Date: August 2027

1.0 Policy Background

1.1 This protocol supports and adds detail to both the Councillors’ and Officers’ Codes of Conduct and the Civility and Respect Pledge.

1.2 It is based on a model drawn up by the Association of Council Secretaries.

1.3 Councillors are democratically accountable and have political affiliations. Officers must serve the whole Council objectively. Together they should balance a complex range of obligations and competing interests. For this to be effective, Councillors and Officers must have mutual trust and respect for each other’s requirements and duties. There is also a need for a transparent consistency in everyday working relations.

2.0 Policy Statement

2.1 PPC exists to serve the interests of its Parish. Councillors and Officers have a joint responsibility to ensure that they work collaboratively to ensure an efficient, transparent and democratic Council focused on these interests.

2.2 Councillors and Officers will conduct an annual review of the Officer/Councillor Protocol and its application, to ensure continued high standards of relations between Councillors and Officers.

2.3 PPC has agreed the following protocol about the relationship between Councillors and Officers in order to clarify roles and responsibilities.

2.4 Given the variety and complexity of such relations, this protocol cannot be prescriptive or cover all eventualities. However, it does aim to be instructive and offer guidance on some common issues and provide points of principle that can be applied to other issues that might arise.

3.0 Principles

3.1 Councillors and Officers must at all times observer this protocol.

3.2 The protocol has been approved by PPC and will monitored along with the Codes which it supports.

3.3 The protocol seeks to maintain and enhance the integrity (real and perceived) of local government which demands the highest of personal conduct.

3.4 Councillors and Officers must always respect the roles and duties of each other. They must show respect in all their dealings by observing reasonable standards of courtesy, and by not seeking to take unfair advantage by virtue of their position.

3.5 Whilst Councillors and Officers are indispensable to one another, their responsibilities are distinct. Councillors are accountable to the electorate and serve only as long as their term of office lasts. Officers are accountable to the Council as a whole.  Their job is to give advice to Councillors (individually and collectively) and to carry out PPC’s work under the direction of PPC.

3.6 PPC has adopted codes of conduct for both Councillors and Officers. Both represent best practice.

3.7 The Councillors’ Code of Conduct follows the national code which in turn is based on the general principles governing Councillors’ conduct enshrined in law:

  • Selflessness – serving only the public interest.
  • Honesty and integrity – not allowing these to be questioned; not behaving improperly.
  • Objectivity – taking decisions on merit.
  • Accountability – to the public; being open to scrutiny.
  • Openness – giving reasons for decisions.
  • Personal judgement – reaching one’s own conclusions and acting accordingly.
  • Respect for others – promoting equality; avoiding discrimination; respecting others (Councillors, as well as Officers).
  • Duty to uphold the law – not acting unlawfully.
  • Stewardship – ensuring the prudent use of a council’s resources.
  • Leadership – acting in a way which has public confidence.

3.8 These principles underpin this protocol. They will also be reflected in a new national code of conduct for employees due in the near future and on which the Central Government has already consulted on. Until such time as a new national code appears, Officers are bound by PPC’s own code of conduct for staff.

3.9 Breaches of this protocol by a Councillor may result in a complaint to the Monitoring Officer at Cornwall Council if it appears the Councillors’ code has also been breached. Breaches by an Officer may lead to disciplinary action.

4.0 The roles of Councillors

4.1 Councillors have a number of roles and need to be alert to the potential for conflicts of interest which may arise between the roles. Where such conflicts are likely, Councillors may wish to seek the advice of the Chair, the Clerk and/or Cornwall Council’s Monitoring Officer.

4.2 Collectively, Councillors are the ultimate policy-makers determining the core values of PPC and approving the authority’s policy framework, strategic plans and budget.

4.3 Councillors represent the community, act as community leaders and promote the social, economic and environmental well-being of the community often in partnership with other agencies.

4.4 Every elected Councillor represents the interests of, and is an advocate for their ward and individual constituents. On more strategic matters Councillors will consider the interests of the wider parish but should have due regard to Councillors who represent other ward areas. They represent PPC in the ward, responds to the concerns of constituents, meets with partner agencies, and often serves on local bodies.

4.5 Some Councillors have roles relating to their position as Councillors of committees and sub-committees of PPC.

4.6 Councillors who serve on committees and sub-committees collectively have delegated responsibilities.

4.7 Some Councillors may be appointed to represent PPC on local, regional or national bodies.

4.8 As politicians, Councillors may express the values and aspirations of the party-political groups to which they belong, recognising that in their role as Councillors they have a duty always to act in the public interest.

4.9 Councillors are not authorised to instruct Officers other than:

  • through the formal decision-making process;
  • to request the provision of consumable resources (e.g. paper/stationery) widely provided by PPC for Councillors’ use;
  • where staff have been specifically allocated to give support to a Councillor or group of Councillors for a particular purpose;
  • a committee chair or working party member is helping steer Officers to the priorities on a particular activity, but Officers should not in any way be influenced on their impartiality or otherwise instructed by Councillors as this would breach a number of regulations.

4.10 Individual Councillors are not authorised to initiate or certify financial transactions, or to enter into a contract on behalf of PPC. Authorised signatories however may sign cheques or online BACS payments.

4.11 Councillors must avoid taking actions which are unlawful, financially improper or likely to amount to maladministration. Councillors have an obligation under their code of conduct to have regard when reaching decisions, to any advice provided by Officers.

4.12 Councillors must respect the impartiality of Officers and do nothing to compromise it, e.g. by insisting that an Officer change their professional advice or to ask an Officer to use personal devices to avoid audit, accountability and transparency obligations.

4.13 Councillors have a duty under their code of conduct:

  • to promote equality by not discriminating unlawfully against any person;
  • to treat others with respect;
  • to follow the protocols, policies and procedures of PPC.

4.14 Under the code, a Councillor must not, when acting as a Councillor or in any other capacity:

  • bring PPC or their position as a Councillor into disrepute, or
  • use their position as a Councillor improperly to gain an advantage or disadvantage for themselves or any other person.

5.0 The role of the Officers (all staff)

5.1 Officers are responsible for giving advice to Councillors to enable them to fulfil their roles. In doing so, Officers will take into account all available relevant factors.

5.2 Under the direction and control of PPC, Officers, led by the Clerk, manage and provide PPC’s services within the framework of responsibilities delegated to them. This includes the effective management of employees and operational issues.

5.3 Officers have a duty to implement decisions of PPC, committees and sub-committees which are lawful, and which have been properly approved in accordance with the requirements of the law and PPC’s constitution and are duly minuted. Where urgent matters have been raised by committee chairs, the relevant manager should strongly consider resolving the matter under their control as timely as possible.

5.4 Officers have a contractual and legal duty to be impartial. They must not allow their professional judgement and advice to be influenced by their own personal views.

5.5 Officers must assist and advise all parts of PPC. They must always act to the best of their abilities in the best interests of the authority as expressed in PPC’s formal decisions.

5.6 Officers must be alert to issues which are, or are likely to be, contentious or politically sensitive, and be aware of the implications for Councillors, the media or other sections of the public.

5.7 Officers must not support Councillors in any role other than that of Councillors, and not to engage in actions incompatible with this protocol. In particular, there is a statutory limitation on Officers’ involvement in political activities.

5.8 Officers must avoid taking actions which are unlawful, financially improper or likely to amount to maladministration. Officers have an obligation under their contract/Staff Handbook to have regard when reaching decisions, to any advice provided by Officers.

5.9 Officers must respect the impartiality of other Officers and do nothing to compromise it, e.g. by insisting that an Officer change their professional advice or to ask an Officer to use personal devices to avoid audit, accountability and transparency obligations.

5.10 Officers have a duty under their contract/Staff Handbook:

  • to promote equality by not discriminating unlawfully against any person;
  • to treat others with respect;
  • to follow the protocols, policies and procedures of PPC.

5.11 Under the Staff Handbook, an Officer must not, when acting as an Officer or in any other capacity:

  • bring PPC or their position as a Councillor into disrepute, or
  • use their position as a Councillor improperly to gain an advantage or disadvantage for themselves or any other person.

6.0 The relationship between Councillors and Officers: General

6.1 Councillors and Officers depend upon each other in carrying out the work of PPC. The conduct of Councillors and Officers should be such as to instil mutual confidence and trust.

6.2 The key elements of this relationship are recognition of and a respect for each other’s roles and responsibilities. These should be reflected in the behaviour and attitude of each to the other, both publicly and privately.

6.3 Informal and collaborative two-way contact between Councillors and Officers is encouraged. But personal familiarity can damage the relationship, as might a family or business connection.

6.4 It is not enough to avoid impropriety. Councillors and Officers should always be open about their relationships to avoid any reason for suspicion and any appearance of improper conduct. Where a personal relationship has been disclosed, those concerned should avoid a situation where conflict could be perceived. Specifically, a Councillor should not sit on a body or participate in any decision which directly affects the Officer on a personal basis.

6.5 Officers serve PPC as a whole. They have a duty to implement the properly authorised decisions of PPC.

6.6 Officers work to the instructions of their line managers, not individual Councillors. It follows that, whilst such Officers will always seek to assist a Councillor, they must not be asked to exceed the bounds of authority they have been given by their line managers. Except when the purpose of an enquiry is purely to seek factual information, Councillors should normally direct their requests and concerns to the Clerk, at least in the first instance.

6.7 Officers will do their best to give timely responses to Councillors’ enquiries. However, Officers should not have unreasonable requests placed on them. Their work priorities are set and managed by the Chair and Clerk. Councillors should avoid disrupting Officers’ work by imposing their own priorities.

6.8 Councillors will endeavour to give timely responses to all enquiries.

6.9 Councillors and Officers should respect each other’s free (i.e. non-Council) time.

6.10 An Officer shall not discuss with a Councillor personal matters concerning him/herself or another individual employee. This does not prevent an Officer raising on a personal basis, and in their own time, a matter with their ward (division) member.

6.11 Councillors ensure PPC and its Officers are aware of the concerns of their electorate and help decide the overall direction of PPC and, where appropriate, act in a supporting role in carrying out the work of PPC. Councillors have personal, individual and collective responsibility for PPC and its activities. They are responsible for ensuring that adequate management and financial arrangements are in place and they monitor the performance, development, continuity and overall well-being of PPC. Councillors may be designated to act in a certain role or as a positive focus for a particular section of PPC’s activities. However, PPC is not entitled to delegate decision-making on behalf of PPC to individual Councillors. PPC is entitled to delegate certain decision-making and functions to an Officer or to committees of Councillors.

6.12 Whenever a public meeting is organised by PPC to consider a local issue, all the Councillors representing the wards affected should be invited to attend the meeting as a matter of course.

6.13 If a local Councillor intends to arrange a public meeting on a matter concerning some aspect of PPC’s work, they should inform the Chair and Clerk. Provided the meeting has not been arranged on a party-political basis:

6.13.1 An Officer may attend but is not obliged to do so, and

6.13.2 The meeting may be held in Council-owned premises subject to availability.

6.14 Councillors shall be mindful they are part of a Corporate Body and so shall be encouraged to work within the committee structures and with other Councillors.

6.15 No such meetings should be arranged or held in the immediate run-up to purdah period.

6.16 Whilst support for Councillors’ ward work is legitimate, staff should not be asked to accompany Councillors to ward surgeries.

6.17 In seeking to deal with constituents’ queries or concerns, Councillors should not seek to jump the queue but should respect PPC’s procedures. Officers have many pressures on their time. They may not be able to carry out the work required by Councillors in the requested timetable and may need to seek instructions from their managers.

See PDF document for full version.