SERVICE LEVEL AGREEMENT FOR THE PROVISION OF SERVICES TO MEMBER COUNCILS.
Aims and objectives
This agreement sets out the arrangements for the servicing, promotion and representation of member councils by Staffordshire Parish Councils’ Association (SPCA).
It sets the expectations of member councils in order to help the SPCA support them.
It also defines the working relationship between SPCA and the National Association of Local Councils (NALC) in providing services to member councils.
The aim of the Association is to take all such steps as may be necessary or desirable in the interests of member councils consistent with the objectives of the National Association of Local Councils:
1. to represent and promote the interests, the rights and functions of member councils, employees and councillors
2. to support member councils in the performance of their roles
3. to give this support through provision of information, advice and training
4. to promote a widespread and well-informed interest in good local government.
SPCA’s role is to represent the interests of local councils and to provide opportunities for local councils to express their views; it will not attempt to represent the interests of an individual council.
It is generally expected that both the county and national associations will comply with the terms of this agreement, however, owing to resource constraints, it is recognised that in some cases the targets set out will not always be met in the first instance. Nevertheless, we are committed to complying with the Agreement in full wherever possible on three key objectives:
1. Ensuring the highest standards of service to member councils
2. Effective promotion and representation of the town and parish council sector in Staffordshire
3. Effective partnership with other bodies including principal councils, government agencies, Voluntary and Community Sector (VCS) organisations and others, to inform those bodies of the benefits of working with town and parish councils, share information and provide training in a variety of formats.
The Agreement recognises the distinct and complementary roles of the SPCA and the National Association of Local Councils.
Finally, the agreement also seeks to establish clearly what member councils can expect from the SPCA and any extra charges they may be subject to.
The SPCA has limited resources and seeks to balance the available budgets against the income generated by the SPCA membership fee and other member services.
The SPCA will also act in what it believes to be the best interests of all its members.
Service provision
SPCA will:
1. Provide trained staff able to address and support member councils.
2. Provide guidance, information and support to member councils, through regular e-newsletters, its website, training courses and advisory services
3. Deliver legal and procedural advice in a variety of formats including publications and training on changing legislation affecting town and parish councils
4. Provide a framework for consultation and develop suitable arrangements for the effective representation and promotion of local councils at the county, regional and national level.
5. Provide a forum for members to share and seek advice and best practice throughout the sector in Staffordshire
6. Facilitate events, presentations and seminars by partner and 3rd party organisations that may be of interest to our members.
7. Engage with a range of other public sector, private sector, 3rd sector and other industry bodies in support of our members.
SPCA will always endeavour to provide a correct and timely response to its members and welcomes comments from its members and suggestions on how it can improve its service.
The Association recognises the benefits of the use of email, its website and remote meetings, to provide a faster and more effective service and broad engagement with its membership. SPCA staff and Executive members are also available to provide support and training in person, by arrangement (additional charges may be made).
Many of the services listed below will be provided to members free of charge, upon payment of the annual membership fee; however, where extensive support is provided this may incur additional charges to offset staff time, by agreement with the relevant member council. Please see note below.
Legal Service
SPCA will:
1. In the first instance, legal queries from member councils should be addressed to the County Association. We will provide a telephone and email service to give basic legal advice and interpretation. Queries should be sent by either the Clerk or the Chairman of the Council (or Chairman of a committee where relevant), and advice given shall be intended for the council as a whole, and not intended for individual use. Where other council members use the service, responses may be copied to the clerk/chairman for information.
2. We will acknowledge receipt of queries within 2 working days. Whilst we make every effort to provide a quick response to all legal queries, member councils are encouraged to make the earliest possible contact to help avoid delays in meeting your response times.
3. In the case of more complex queries, SPCA may consult NALC’s Legal Team. If NALC support is required for your query, you will be asked to submit your query in writing with any supporting documents. Responses are normally returned to the County Association within 15 working days and forwarded to the member council within 2 working days. We will make every effort to forward responses on the same day.
4. NALC Updates briefings, sector briefings and other relevant information will be circulated to member councils as appropriate. Member clerks are encouraged to circulate important information to their councillors. Member councils are also able to register with NALC directly for access to their e-services
5. The SPCA may refer members to external or 3rd party bodies in the pursuit of the best advice.
Policy development and support
SPCA will:
1. Consult with member councils as appropriate on issues of local, regional and national concern and on government consultative documents by circulating papers and initiating discussions though its membership and committees and regional fora.
2. Take an active part in the development of county, regional and national policy, to represent the interests of town and parish councils in Staffordshire
3. Take an active role in the lobbying of principal authorities, other local government bodies, VCS organisations, partner stakeholders and other agencies, to enhance the role of town and parish councils and their ability to deliver services to their communities.
4. Build active partnership with principal authorities, local government bodies, VCS organisations, partner stakeholders and other agencies, in support of member town and parish councils delivering services to their communities.
5. Support members developing motions that they wish to bring before NALC.
Employment support
SPCA will:
1. Offer support and guidance on matters relating to the recruitment and employment of staff.
2. Distribute national advice and guidance on employment issues
3. Refer particular issues, where appropriate, for further advice, guidance and support
4. The SPCA may refer members to external or 3rd party bodies in the pursuit of the best advice.
5. Note: SPCA is not an arbitration body.
Finance Support
SPCA will:
1. Provide member councils with local support and guidance on accounting and audit requirements.
2. Distribute national advice and guidance
3. Organise appropriate briefings and training
Borrowing Approval Process
SPCA is the body responsible for the initial review and submission of Borrowing Approvals by town and parish councils.
SPCA will:
1. Advise town and parish councils on the submission of loan sanction applications, providing the current criteria and implementation information is available to member councils.
2. Check applications for compliance with government requirements
3. Submit applications directly to the Department for Levelling Up, Housing and Communities for approval.
Council development
SPCA will:
1. Offer guidance and support to member councils to develop their role in the community
2. Offer support and guidance on the implementation of the Local Council Awards Scheme
3. Produce updates and publications to support member councils
4. Organise, facilitate and participate in development, briefing and training at county, regional and national level for the better delivery of information and training for member councils.
5. Maintain a schedule of training courses that support the development of member councils .
Planning support
1. SPCA will ensure that national information and guidance on planning matters is conveyed to member councils in accordance with that guidance and local knowledge.
2. Facilitate training for members on planning matters.
Training development and support (Additional charges apply)
SPCA will:
1. Organise a comprehensive programme of training provision for member councils including both staff and members.
2. Deliver tailor-made training events (either remotely or on-site) to individual member councils to address local needs.
3. Work with outside partners to develop training packages for delivery to town and parish councils.
4. Provide comprehensive support to clerks undertaking the CiLCA qualification.
5. Circulate details of other 3rd party providers and provide access sto their training where we feel this would be of benefit to our members.
6. Training courses will normally be subject to a charge in addition to membership.
The SPCA will work with external bodies to support capacity building amongst our members.
Attendance at National, Regional and County events
SPCA will ensure that, wherever possible, it is represented at all national, regional and county conferences, seminars and information events in order to represent the views of member councils and to inform member councils of the outcomes of such events.
The Association also undertakes to deliver similar briefings and seminars at county and/or regional level to ensure the full participation and involvement of member councils. These may be either in person or remote events.
The SPCA will seek to be at other relevant events in Staffordshire, attend members council meeting where it adds value.
SPCA is committed to representing member councils at NALC Conferences where appropriate, and for its appointed NALC representatives to attend the AGM.
The Association will hold an AGM each year, normally in the 3rd quarter.
Extra Charges
Where the SPCA has to invest significant additional time in assisting an individual member council with a query, they will be subject to an additional charge in addition to their membership fee.
Should an individual query or issue require the allocation of more than 5 hours of staff time per quarter, there will be a £60 charge to cover staff time. This charge is intended to help cover staff costs to help maintain overall service levels to all members.
This time does not include training courses which are charged separately.
The SPCA reserves the right to propose to deliver a chargeable training/development course to the member council if it feels that the issue can best be resolved with in this way. This approach will be use where the SPCA feels it is in the best interests of the member council.
Fees and Charges
The SPCA is a not for profit organisation and as such will set its fees and charges as low as possible in order to keep the organisation operating
Any surplus the SPCA makes from events and other activities will be reinvested in its services.
The SPCA will also work with external bodies, such as Staffordshire County Council, in order to capacity build in the sector.
Expectations of Member Councils
Members regularly update the SPCA with the correct contact details for the Council, Clerk and Chairman.
Clerks and Chairman take responsibility for sharing our communications with all their council members and officers.
Should the SPCA propose to deliver a training course while assisting a member council, the council will meet the costs of the training session as invoiced by the SPCA.
Queries, requests and advice will only be made of the SPCA via the Clerk, RFO, Proper Officer, Chairman or Committee Chairman. Where requests come from other individuals in a member council, only generic information or sign-posting may be provided.
Where representatives of the SPCA attend member council meetings or engage with the member council to deliver advice or training, they shall be treated courtesy and respect.
Member councils will encourage councillors and staff to sign up on the NALC website.
Member councils will promote the CiLCA qualification to its officers and appropriate training and development to its Councillors.
Approved: February 2025
To be reviewed: 2027