Policies & Procedures

By scrolling down, you can refer to the following:-

  1.  Welsh Language Policy
  2.  Equal Opportunities Policy
  3.  Safeguarding Children and Vulnerable Adults Policy
  4.  Environmental Policy
  5.  Complaints Procedure
  6.  How to complain about a Community Councillor
  7.  How to make a Freedom of Information Request
  8.  Social Media Policy
  9. Councillor Allowances Payment Policy


The Council has a responsibility to promote the Welsh language.  In doing so, it plays a positive role in encouraging good practice.


  1. To progress, within available staffing and financial resources, to a situation which will allow greater access to the services, facilities and democratic processes of the Council in the medium of the Welsh language.
  2. To monitor the policy to ensure that objectives are achieved and standards maintained.

New policies and initiatives:  When the Council plans new policies or initiatives, it will consider the linguistic consequences to ensure that they meet the objectives of this policy. New policies and initiatives will facilitate the use of the Welsh Language wherever possible and reasonably practicable within the meaning of the Act.

Meetings and translation: Council and committee meetings are generally open to the public as observers. However current financial constraints curb the provision of translation facilities for the Welsh Language. In fact no demand for such facilities has been experienced in recent times. This will be kept under review.

Public and Other Meetings: Given the current lack of staff who are fluent in the Welsh language and the severity of financial constraints, the offering of translation facilities at public and other meetings is with regret not seen as a viable proposition within the foreseeable future.

The Council’s Public Image: The Council’s name and address and other standard information used on its letter headings will be bilingual.

Staffing: At present the Council has no Welsh speaking clerk. This, to-date, has not presented any difficulties. The Council will, however, encourage staff to learn Welsh and give due regard to the need to speak Welsh when recruiting. Staff will not, however, be pressurised to move post or engage in training against their will simply because of the priorities outlined in this policy.

Dealing with the Welsh Speaking Public:

Written Communications – The public are welcome to contact the Council in writing in either English or Welsh. Every letter received in Welsh will receive a signed reply in Welsh whenever a reply is required. Telephone Communications – With regret, there is currently no Welsh speaking officer employed by the Council who would be able to deal with Welsh language telephone enquiries. For the present, callers will be invited to write to the Council using their chosen language, and/or continue in English.

Publishing and Printing Materials for the Public: Any publications which the Council might consider in the future, such as newsletters or information sheets, will include a bilingual content which respects the principle of equality. Minutes of Council and Committee meetings are currently provided in the English language. The cost of providing a Welsh Language version of minutes is considered to be prohibitive and beyond what can reasonably be imposed on the Council Tax payers. However a bilingual agenda will be provided where practicable.

Advertising and Publicity: Statutory notices will be published in both languages in accordance with the Act.

Monitoring: This policy will be monitored and reviewed on a regular basis by full Council.

Policy adopted by Council on 20 April 2015


The Council has a responsibility to promote equal opportunities and oppose discrimination.  In doing so, it plays a positive role in encouraging good practice.

Statement of Intent: The Council aims to promote equal opportunities within the corporate body and in all its activities to ensure that no individual is discriminated against on any of the following grounds:

  • Language
  • Gender
  • Ethnic Origin
  • Marital Status
  • Pregnancy and Maternity
  • Nationality
  • Religious or Political Belief
  • Physical or Mental Disabilities
  • HIV or AIDS
  • Sensory Impairment
  • Sexual Orientation
  • Colour
  • Domestic Care Responsibilities
  • Social or Economic Background
  • Age
  • Health Status
  • Unrelated criminal convictions

The Council seeks to conform with the legislation relevant to anti-discrimination:

Disability Discrimination Act 1995

Equal Pay Act 1970

Race Relations Act 1976

Rehabilitation of Offenders Act 1974

Sex Discrimination Act 1975

Criminal Records Code of Practice


1. Employment – No existing or potential member of staff should face discrimination, either directly or indirectly, in the advertising and recruitment procedures, or through lack of necessary facilities for people with disabilities or those with sensory impairments.  Existing staff who may become disabled will be provided with support and assistance to enable them to continue in post where appropriate.

2. Volunteering – The Council is committed to good practice in volunteering in line with staff recruitment and employment procedures.

3. Practice – The Council will ensure that all its services are equally available and accessible to everyone in the community.

Monitoring and Review:

The Equal Opportunities policy will be regularly monitored and reviewed by full Council so as to remain effective. The Chairman and Vice Chairman have overall responsibility for Equal Opportunities.


1. Equal Opportunities information and advice will be given to promote adherence to the policy.

2. All published materials including recruitment advertisements will be non-discriminatory.


Individuals or groups with a complaint may refer to the Chairman, Vice Chairman or a councillor any matter which they feel may be grounds for discrimination.


All councillors will seek to adhere to and comply with this policy.

Policy adopted by Council on 20 April 2015


‘Vulnerable’ individuals:

  • Children under 18 years
  • Young people
  • People with learning difficulties or physical disabilities
  • Frail elderly people
  • Carers

The Council has a duty of care to all those using land, premises, equipment and facilities under its control within the Ward. This policy applies to councillors, staff, contractors and volunteers.

Principles: The Council has a duty to safeguard vulnerable users of land, premises, equipment and facilities under its control within the Ward, as well as those who may come into contact with vulnerable users. Members should respond to any concerns they may have regarding the physical, sexual, emotional or psychological safety of a vulnerable person, and/or concerns relating to discriminatory or financial violation or exploitation of a vulnerable person. This policy is in place to protect all vulnerable persons regardless of gender, ethnicity, disability, sexuality, religion or faith.


1. No member, no employee and no volunteer of the Council will have unsupervised access to children or vulnerable adults.

2. Any suspicions or allegations of abuse against a child will be taken seriously and referred to the principal authority speedily and appropriately.

3. The Council will ensure to the best of its ability that the welfare of the child or vulnerable adult is paramount and shall alert the principal authority and the police service where appropriate. All children and vulnerable adults, without exception, have the right to protection from abuse, whether physical, verbal, sexual, bullying, exclusion or neglect. Bullying, shouting, physical violence, sexism and racism towards children will not be permitted or tolerated.

4. All councillors will be made aware of this policy.

5. The Council will establish a safe environment within the outdoor playgrounds under its control which meet stringent European play equipment and playground surfacing regulations.

6. The Council will ensure that young people and vulnerable users are welcome to meetings and will feel safe and secure in the meeting environment.

7. The Clerk will assist anyone who is unable to read notices wherever displayed and any physically disabled person who wishes to attend meetings.

8. All facilities will be available as far as possible to all users.

9. The Council will strive to use various types of media to publicise its actions.

Reporting incidents: The nominated Safeguarding Children and Vulnerable Adult representative is the Clerk. He/she will be responsible for reporting concerns that may arise, as a matter of urgency, to Carmarthenshire County Council as the Child Protection and Vulnerable Adult lead agency.

The Clerk will know –

  • Who to contact at Carmarthenshire County Council – 01267 234567 and out-of-hours Careline 01558 824283.
  • Information regarding about helplines and other sources of help for children, young people and vulnerable adults.

Monitoring: This policy will be monitored and reviewed on a regular basis by full Council.

Policy adopted by Council on 20 April 2015



  • LLCC seeks to meet the environmental standards set down by law and to carry out its work in an effective way that minimises or eliminates its adverse impact on our environment.
  • To fulfil our regulatory requirements as a Community Council in respect of the Environment Act (Wales) 2016
  • To engage with and support the local community to promote the importance and values of a diverse environment and its contribution to our quality of life.
  • To promote the use of sustainable materials, goods and practices.
  • To support residents and visitors to ensure their enjoyment of our local environment.
  • To monitor and continually improve environmental performance.


  • Produce a Biodiversity review / report for the Council.
  • Continue to develop the work of the Plastics Group.
  • To promote the Reduce / Repair / Re-use / Recycle agenda by example as a Community Council and within the community.
  • Sustainability: to minimise energy use and associated CO2 emissions.
  • Waste management: to minimise the generation of waste.
  • Litter management: to provide a safe, clean environment for the local community and our visitors.
  • Raising awareness: to encourage members, staff and volunteers to become more aware of environmental issues and to recognise the role they can play in protecting the environment.
  • Purchasing policy: to implement a sustainable procurement policy for goods and services.
  • Support the work of groups / partners working on environmental issues within the community. (Details of groups in appendices)

Llansteffan and Llanybri Community Council support Carmarthenshire County Council’s Action Plan towards becoming a net zero carbon authority by 2030

Policy adopted by Council on 19 May 2021


Please click on the link below to view the Complaints Policy document.

Complaints Policy and Procedure 2021

Policy adopted by Council on 20 Sept 2021


Should you wish to make a complaint about the conduct of a Councillor, you should write to the Monitoring Officer at Carmarthenshire County Council.  


If you wish to make a Freedom of Information Request to the Community Council please click on the link below for information as to how to go about the process.

How to make a freedom of information (FOI) request: Overview – GOV.UK (www.gov.uk)


Please click on the link below to view the Community Council’s Social Media Policy.

Social Media Policy

Policy adopted by Council on 13 Dec 2021



Policy adopted by Council on 19 June 2023