Governance
Findochty Community Council operates under a framework of governance documents that set out how the council is structured, how it conducts its meetings, how it handles finances and data, and how it deals with complaints. These documents have been adopted by the council and are published here in the interests of openness and transparency. All members of the council are required to comply with them.
Constitutional Framework
Constitution
The council’s founding document, adopted under the Moray Scheme of Establishment for Community Councils 2025–2029. It sets out the council’s name, area, objectives, membership, elections, financial arrangements and dissolution procedures. The Constitution is based on Moray Council’s Model Constitution and has been approved by Moray Council.
Download PDFStanding Orders
Sets out the rules for how meetings are conducted — including notice periods, quorum, agenda order, debate, voting and suspension of Standing Orders. All meetings of the council must be conducted in accordance with these orders.
Download PDFCode of Conduct
Sets out the standards of behaviour expected of all council members, based on the nine principles of public life: public service, selflessness, integrity, objectivity, accountability, openness, honesty, leadership and respect. All members sign this on appointment.
Download PDFOperational Policies
Financial Procedures
Sets out how the council manages its finances, including banking arrangements, authorised signatories, payment authorisation, the Treasurer’s reporting obligations, grant management and asset recording. Ensures public funds are used transparently and accountably.
Download PDFRecords Retention Policy
Sets out how long the council retains different categories of records — from permanent retention of minutes to six-year retention of financial records — and how records are securely destroyed when no longer required. Applies to both paper and electronic records.
Download PDFData Protection Policy
Sets out how the council collects, uses, stores and protects personal data in accordance with UK GDPR and the Data Protection Act 2018. Covers the lawful bases for processing, individuals’ rights, data security and the council’s ICO registration.
Download PDFComplaints Policy
Sets out how the council handles complaints — both complaints received about the council or its members, and complaints made by the council on behalf of residents to Moray Council or other bodies. Includes a clear three-stage process with timescales.
Download PDFAudio Recording Policy
Sets out the council’s use of audio recording at meetings to assist with minute preparation. Covers the lawful basis for recording, how the Plaud AI transcription device is used, transparency obligations, data storage, deletion procedures and participants’ rights.
Download PDFPolicy on Petitions and Public Campaigns
Sets out how the council decides whether to share or endorse petitions and public campaigns through its official communications. As a non-party-political body, the council applies clear criteria to ensure its platforms are not used to promote partisan or divisive content.
Download PDF