Agenda

ORDINARY PARISH MEETING

You are summoned to attend Council Meeting of Bretby Parish Council, which will be held under the Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020 at 7.30pm on MONDAY 25^th JANUARY 2021.

Please contact the Clerk for the meeting invitation.

PARISH COUNCIL MEETING –  AGENDA

1. To receive apologies for absence.      

2. Variation of Order of Business

3.  Declaration of Members Interests.

            Please Note:

(a) Members must ensure that they complete the Declarations of Interest sheet prior to the start of the meeting in respect of items other than Disclosable Pecuniary Interests and must indicate the action to be taken (i.e. to stay in the meeting, to leave the meeting or to stay in the meeting to make representations and then leave the meeting prior to any consideration or determination of the item)

(b)  Where a Member indicates that they have a prejudicial interest, but wish to make representations regarding the item before leaving the meeting, those representations must be made under item (c) of Public Speaking.

The Declarations of Interests for matters other than Disclosable Pecuniary Interests will be read out from the Declaration Sheet – Members will be asked to confirm that the record is correct.

4.  Public Speaking – (15 Minutes)

(a) A period of not more than 15 minutes will be made available for members of the public and Members of the Council to comment on any matter.

(b) If the Police Liaison Officer, a County Council or District Council Member is in attendance they will be given the opportunity to raise any relevant matter.

(c) Members declaring an interest other than a Disclosable Pecuniary Interest who wish to make representations or give evidence under the National Association of Local Councils’ (NALC) Code of Conduct shall do so at this stage.

5. To approve the Minutes of the Ordinary Meeting of the Parish Council held on 23^rd November 2020 (Copy already circulated)

6. To determine which items if any from Part 1 of the Agenda should be taken with the public excluded. If the Council decides to exclude the public it will be necessary to pass a resolution in the following terms: –
“In view of the confidential nature of item …. to consider a resolution to exclude the press and public from the meeting in accordance with the Public Bodies (Admission to Meetings) Act 1960, s1, in order to discuss the item.”

7. Chairman’s Announcements.

8. Report of the Clerk, to include an update on items from the last meeting

9. Governance
a)  Risk Register update
b)  Update on General Data Protection Regulations (GDPR)
c) To appoint Mr B Wood as the internal auditor for the years ending 31^st March 2021 and 31^st March 2022
d) Communication Strategy

10. Drainage and flooding  issues

11.       Correspondence

12. Finance
(a) Accounts for Payment
(b) To consider any requests for funds made under S137
(c) To set the precept for the financial year 2021/22  

13. To consider Planning Applications               

14. To consider any Consultations received

15. Items for information only
(a) To receive reports from Meetings attended
Area Forum – 19^th January 2021
(b) Notification of Forthcoming meeting
(c) Training Sessions – See DALC circulars which have been provided to all Cllrs

16.  To move the following resolution – “That in view of the confidential nature of the business about to be transacted (in respect of the personal situation of an employee which could result in legal proceedings or commercially sensitive information) it is advisable in the public interest, that the press and public be temporarily excluded and they are instructed to withdraw.”

17. Date of next meeting and items for inclusion –
Suggested date MONDAY 22^nd MARCH  2021.

Clerk’s Report –  January 2021

Agenda item  

8) Clerk’s Report
The Clerk has no matters to report.  Relevant matters relating to Covid19 have been circulated to all Cllrs.

9) Governance
9a) Risk Register
The Clerk has no changes to make to the Changes to the Risk Register.

9b) General Data Protection Regulations (GDPR)
No changes are recommended and there are no reports of any breaches.

9c) To appoint Mr B Wood as the internal auditor for the years ending 31^st March 2021 and 31^st March 2022
Mr B Wood has undertaken the internal audit of the parish council’s accounts for several years and as a former DALC Chief Officer, he understands the parish council sector.
RECOMMENDATION for Mr B Wood to be the internal auditor for the financial years 2020/21 and 2021/22

11) Correspondence – January 2021

1. DALC – Various circulars and information about Covid19 and 2021 census
2. SDDC – Advice on flooding in communities
3. Information on the 2021 census
4. SDDC – Information on the personnel changes at Swadlincote police station
5. DCC – Briefing from Cllr Chilton about community testing for Covid and new shopappy (email 13.12.20)
6. Census – further updates
7. DALC – Community Business Guide
8. SDDC – Notification of Area Forum meeting via TEAMS on 19^th January 2021
9. Resident – request for additional bin at Bretby Hall
   The Clerk has asked SDDC for costings relating to an additional bin.

All Cllrs have been circulated with the information prior to the meeting.

12a)   Accounts for Payment

BACS	HMRC – Staffing NI & PAYE (Dec)	£36.60
BACS	DCC – Pension contribution (Dec)	£44.39
BACS	HMRC – Staffing NI & PAYE (Jan)	£36.60
BACS	DCC – Pension contribution (Jan)	£44.39
BACS	Staffing – December	£136.00
BACS	Staffing – January	£136.00

BACS	Mrs J Storer – use of home (Jan – March 21)	£81.00 – defer to next meeting
BACS	Mrs J Storer – expenses	£carried forward to next meeting
Krystal	Website hosting	£9.59

Money Received

Interest Dec	£0.02
Interest Jan	£0.03

Balance at bank 18.01.21

Deposit account	£3011.07
Current account	£4009.06

12b) Requests for funding via S137
No requests for funding have been received.

13)       Planning applications          

DMPN/2020/1270 – Prior notification for the erection of a steel portal frame building for the storage of agricultural machinery, implements and fodder at Brizlincote Lane, Burton on Trent DE15 0PR (22/12/20)

Planning appeal

DMPA/2019/1430:Outline application (matters of access to be considered now with matters of layout, scale, appearance and landscaping reserved for later consideration) for six wholly affordable starter homes with access and associated works on Land at Sk2823 3536 (rear of 101-119) Bretby Lane, Bretby, DE15 0QP
Appellant: Mr & Mrs Brian & Jean Mears
Appeal Ref. No: APP/F1040/W/20/3258632
Appeal Starting Date: 25/11/2020

15) Training
None have been undertaken

ORDINARY PARISH MEETING

You are summoned to attend Council Meeting of Bretby Parish Council, which will be held under the Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020 at 7.30pm on  MONDAY 23rd NOVEMBER 2020.

Please contact the Clerk for the meeting invitation.

PARISH COUNCIL MEETING –  AGENDA

1. To receive apologies for absence.      

2. Variation of Order of Business

3. Declaration of Members Interests.

            Please Note:-

(a) Members must ensure that they complete the Declarations of Interest sheet prior to the start of the meeting in respect of items other than Disclosable Pecuniary Interests and must indicate the action to be taken (i.e. to stay in the meeting, to leave the meeting or to stay in the meeting to make representations and then leave the meeting prior to any consideration or determination of the item)

(b) Where a Member indicates that they have a prejudicial interest, but wish to make representations regarding the item before leaving the meeting, those representations must be made under item (c) of Public Speaking.

The Declarations of Interests for matters other than Disclosable Pecuniary Interests will be read out from the Declaration Sheet – Members will be asked to confirm that the record is correct.

4. Public Speaking – (15 Minutes)

(a)  A period of not more than 15 minutes will be made available for members of the public and Members of the Council to comment on any matter.
(b)  If the Police Liaison Officer, a County Council or District Council Member is in attendance they will be given the opportunity to raise any relevant matter.
(c) Members declaring an interest other than a Disclosable Pecuniary Interest who wish to make representations or give evidence under the National Association of Local Councils’ (NALC) Code of Conduct shall do so at this stage.

5. To approve the Minutes of the Ordinary Meeting of the Parish Council held on 14th September 2020 (Copy already circulated)

6. To determine which items if any from Part 1 of the Agenda should be taken with the public excluded. If the Council decides to exclude the public it will be necessary to pass a resolution in the following terms: –

“In view of the confidential nature of item …. to consider a resolution to exclude the press and public from the meeting in accordance with the Public Bodies (Admission to Meetings) Act 1960, s1, in order to discuss the item.”

7. Chairman’s Announcements.

8. Report of the Clerk, to include an update on items from the last meeting

9. Governance
a)  Risk Register update
b)  Update on General Data Protection Regulations (GDPR)
c)   To consider information about the former Bretby Castle and how to display the information – Min 19/599
d) Communication Strategy

10. Drainage and flooding  issues

11.  Correspondence

12. Finance
(a) Accounts for Payment
(b)  To consider any requests for funds made under S137
(c)  To receive the actual to budget report for the period ending 31st October 2020 and to consider the first draft of the budget for 2021/22

13. To consider Planning Applications               

14. To consider any Consultations received
NALC – Changes to Planning and Planning for the Future
NALC – Standards Matter 2: Public Consultation and Public Sector Surveys.
SDDC – Street Trading Policy review (deadline 28th January 2021)

15. Items for information only

(a) To receive reports from Meetings attended
Area Forum – 11th November 2020

(b) Notification of Forthcoming meeting
None

(c) Training Sessions – See DALC circulars which have been provided to all Cllrs

16.  To move the following resolution – “That in view of the confidential nature of the business about to be transacted (in respect of the personal situation of an employee which could result in legal proceedings or commercially sensitive information) it is advisable in the public interest, that the press and public be temporarily excluded and they are instructed to withdraw.”

17. Date of next meeting and items for inclusion –         

Suggested date MONDAY 25th JANUARY 2021.

Clerk’s Report –  November 2020

Agenda item  

8) Clerk’s Report
The Clerk has no matters to report. 

9)  Governance
9a) Risk Register
The Clerk has no changes to make to the Changes to the Risk Register.

9b) General Data Protection Regulations (GDPR)
No changes are recommended and there are no reports of any breaches.

9c) To consider information about the former Bretby Castle and how to display the information – Min 19/599
At the previous meeting it was noted that occasional visitors to the site of the former Bretby Castle as it is identified on the OS maps. The site of the former castle lies on private land and consideration is to be given to means of providing information to prevent visitors discretionary experiencing disappointment when it is discovered that the site is privately owned and access is not permitted.

9d)  Communication Strategy
The Clerk circulated an email on 5/10/20 about communication by the Council to its stakeholders, the recommendation being for a communications strategy to be drafted and as per Cllr Kemp’s earlier suggestion.

11) Correspondence – November 2020

1. DALC – Various circulars and information about Covid19
2. DALC – advice in relation to covid related HR
3. ONS – Notification and handbook for the 2021 consensus (this will be on 21st March 2021)
4. DCC Director of Public Health – urging compliance with Covid Regulations
5. Clerks & Councils Direct – November 2020 edition

All Cllrs have been circulated with the information prior to the meeting.

12a)   Accounts for Payment

BACS	HMRC – Staffing NI & PAYE (Oct)	£36.60
BACS	DCC – Pension contribution (Oct)	£44.39
BACS	HMRC – Staffing NI & PAYE (Nov)	£36.60
BACS	DCC – Pension contribution (Nov)	£44.39
BACS	Staffing – November	£136.00
BACS	Royal Mail – PO Box Number renewal	£88.13

BACS	Mrs J Storer – use of home (Oct – Dec 20)	£81.00
BACS	Mrs J Storer – expenses	£carried forward to next meeting
BACS	Donation for Remembrance Wreaths	£TBC

Money Received

Interest Oct	£0.02
Interest Sept	£0.03

Balance at bank 16.10.20

Deposit account	£3011.02
Current account	£4573.18

12b) Requests for funding via S137
No requests for funding have been received.

13) Planning applications

DMPA/2020/0933: Retention of a plant room on Land at SK2923 5475 (Knights Lodges), Knights Lane, Bretby, Derbyshire, DE15 0RT (23/10/20)

DMOT/2020/1047: The removal of deadwood and reducing rear scaffold limb of horse chestnut at The Stables, 1 Bretby Mews, Unnamed Road through Bretby Park, Bretby, Burton On Trent, DE15 0RB  (11/11/20)

DMOT/2020/1047: The removal of deadwood and reducing rear scaffold limb of horse chestnut at The Stables, 1 Bretby Mews, Unnamed Road through Bretby Park, Bretby, Burton on Trent, DE15 0RB

DMPN/2020/1038: Prior Notification for construction of a machinery store at Shades Farm, Unnamed Road From Geary Lane To Town Farm, Bretby, Burton On Trent, DE15 0RD

DMPN/2020/1036: Prior Notification for the erection of a straw barn at Shades Farm, Unnamed Road From Geary Lane To Town Farm, Bretby, Burton On Trent, DE15 0RD

DMPA/2020/1080: The erection of a two storey circulation/service block extension (revised scheme to that approved under 9/2017/0957 and 9/2018/0730) at Burton On Trent Golf Club, Ashby Road East, Bretby, Burton On Trent, DE15 0PS

15)       Training

Date	Course	Attender
30th September 2020	Managing Staff Appraisals	Clerk
1st October 2020	Effective communication and Engagement for Town and Parish Councils in Post Covid 19 era	Clerk
1st October 2020	Tutorial on HTML for website accessibility	Clerk
2nd November 2020	Planning – DALC	Clerk

ORDINARY PARISH MEETING

You are summoned to attend Council Meeting of Bretby Parish Council, which will be held under the Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020 at 7.30pm on  MONDAY 14th SEPTEMBER 2020.

Joining instructions for Councillors and Members of the public to access this Meeting are as follows;
Topic: Bretby Parish Council Meeting
Time: 14th September, 2020 7:30 PM

PARISH COUNCIL MEETING –  AGENDA

1          To receive apologies for absence.      

2          Variation of Order of Business

3          Declaration of Members Interests.

            Please Note:-

(a) Members must ensure that they complete the Declarations of Interest sheet prior to the start of the meeting in respect of items other than Disclosable Pecuniary Interests and must indicate the action to be taken (i.e. to stay in the meeting, to leave the meeting or to stay in the meeting to make representations and then leave the meeting prior to any consideration or determination of the item)

(b) Where a Member indicates that they have a prejudicial interest, but wish to make representations regarding the item before leaving the meeting, those representations must be made under item (c) of Public Speaking.

The Declarations of Interests for matters other than Disclosable Pecuniary Interests will be read out from the Declaration Sheet – Members will be asked to confirm that the record is correct.

4          Public Speaking – (15 Minutes)
(a)        A period of not more than 15 minutes will be made available for members of the public and Members of the Council to comment on any matter.
(b)        If the Police Liaison Officer, a County Council or District Council Member is in attendance they will be given the opportunity to raise any relevant matter.
(c)        Members declaring an interest other than a Disclosable Pecuniary Interest who wish to make representations or give evidence under the National Association of Local Councils’ (NALC) Code of Conduct shall do so at this stage.

5          To approve the Minutes of the Ordinary Meeting of the Parish Council held on 6th July 2020 (Copy already circulated)

6.         To determine which items if any from Part 1 of the Agenda should be taken with the public excluded. If the Council decides to exclude the public it will be necessary to pass a resolution in the following terms: –
“In view of the confidential nature of item …. to consider a resolution to exclude the press and public from the meeting in accordance with the Public Bodies (Admission to Meetings) Act 1960, s1, in order to discuss the item.”

7.       Chairman’s Announcements.

8.       Report of the Clerk, to include an update on items from the last meeting

9.       Governance
a)  Risk Register update
b)  Update on General Data Protection Regulations (GDPR)
c)   To consider information about the former Bretby Castle and how to display the information – Min 19/599

10.       Drainage and flooding  issues

11.       Correspondence

12.       Finance
(a)        Accounts for Payment
(b)        To consider any requests for funds made under S137
(c)        To receive the actual to budget report for the period ending 31st August 2020
(d)       To received the external auditor’s report for the year ending 31^st March 2020

13.       To consider Planning Applications               

14.       To consider any Consultations received
NALC – Changes to Planning and Planning for the Future

15.       Items for information only
(a) To receive reports from Meetings attended
• None
(b) Notification of Forthcoming meeting
• None
(c) Training Sessions – See DALC circulars which have been provided to all Cllrs

16.  To move the following resolution – “That in view of the confidential nature of the business about to be transacted (in respect of the personal situation of an employee which could result in legal proceedings or commercially sensitive information) it is advisable in the public interest, that the press and public be temporarily excluded and they are instructed to withdraw.”
• Staffing

17.       Date of next meeting and items for inclusion –         
Suggested date MONDAY 23rd NOVEMBER  2020.

Clerk’s Report –  September 2020

Agenda item  

8)         Clerk’s Report
The Clerk has no matters to report. 
No order has been placed for the remembrance wreaths as it is unclear whether a service will take place; the Clerk is seeking the decision of the Council as to whether a service is being held and if a wreath is to be ordered.

9)         Governance
9a)       Risk Register
The Clerk has no changes to make to the Changes to the Risk Register.
9b)     General Data Protection Regulations (GDPR)
No changes are recommended and there are no reports of any breaches.

9c)    To consider information about the former Bretby Castle and how to display the information – Min 19/599
At the previous meeting it was noted that occasional visitors to the site of the former Bretby Castle as it is identified on the OS maps. The site of the former castle lies on private land and consideration is to be given to means of providing information to prevent visitors discretionary experiencing disappointment when it is discovered that the site is privately owned and access is not permitted.

11)       Correspondence – September 2020

1. DALC – Various circulars and information about Covid19
2. SDDC – information, guidance and update on Coronavirus
3. DCC – information, guidance and update on Coronavirus
4. NALC – information and updates on Covid19
5. Derbyshire – PCC meet the Commission online 5th August 2020
6. Clerks & Councils Direct – September 2020 edition
7. Resident – enquiry as to when a meeting is to be held as she has concerns about some planning applications.
   Clerk has replied to provide the date of the next meeting and that if there are any concerns about planning matters, for the resident to make these directly to the planning authority

All Cllrs have been circulated with the information prior to the meeting.

12a)   Accounts for Payment

BACS	HMRC – Clerk’s tax (July)	£XX
BACS	DCC – Pension contribution (July)	£XX
BACS	HMRC – Clerk’s tax (Aug)	£XX
BACS	DCC – Pension contribution (Aug)	£XX
s/o	Mrs J Storer – Clerk fee for July 20	£XX
s/o	Mrs J Storer – Clerk fee for Aug 20	£XX

BACS	Mrs J Storer – use of home (July – Sept 20)	£81.00
BACS	Mrs J Storer – expenses	£deferred to the next meeting
d/d	Data Protection Renewal	£35.00
BACS	PKF Littlejohn – audit fee 2019/20	£240.00

Money Received

SDDC – second half of the precept	£1793.00
Interest July	£0.12
Interest Aug	£0.11

Balance at bank 14.09.20

Deposit account	£3010.95
Current account	£5601.68

12b)     Requests for funding via S137
No requests for funding have been received.

12d)     To received the External Auditor’s  report for the year ending 31^st March 2020
The external auditor’s report has been previously circulated to all Cllrs; no items or areas of concern were raised.

13)       Planning applications
DMPA/2020/0448: Notification of planning application  The erection of a building to house a Biomass Plant at Shades Farm Unnamed Road From Geary Lane To Town Farm, Bretby, Burton On Trent, DE15 0RD
DMPA/2020/0629: Change of use from agricultural land to school playing fields (use class D2) and the erection of two senior football pitches with fencing and associated works (revised scheme to that proposed under application ref. DMPA/2019/0967) on land east of Paulet High School, Violet Way, Burton On Trent, Staffordshire, DE15 9RT
DMPA/2020/0395: The variation of condition no. 2 of permission ref. 9/2017/1402 (relating to the layout of cabins) for the erection of 8 No. holiday cabins, to seek minor material amendments to the access road, size of cabins, layout of cabins and associated entrance gate at Knights Lodges, Knight’s Lane, Bretby, DE15 0RT

15)        Training

Date	Course	Attender
4th August 2020	Website accessibility statements for local authorities	Clerk
5th August 2020	Risk assessments	Clerk

ORDINARY PARISH MEETING

The Ordinary Meeting of the Parish Council meeting of Bretby Parish Council which is to be held at 7.30pm on Monday 4th May 2020 via a remote hearing as per Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020.

Joining instructions for Councillors and Members of the public to access this Meeting are as follows;
Topic: Bretby Parish Council Meeting
Time: 6th July, 2020 7:30 PM

PARISH COUNCIL MEETING –  AGENDA

1          To receive apologies for absence.

2          Variation of Order of Business

3          Declaration of Members Interests.
Please Note:-
(a) Members must ensure that they complete the Declarations of Interest sheet prior to the start of the meeting in respect of items other than Disclosable Pecuniary Interests and must indicate the action to be taken (i.e. to stay in the meeting, to leave the meeting or to stay in the meeting to make representations and then leave the meeting prior to any consideration or determination of the item)
(b)   Where a Member indicates that they have a prejudicial interest, but wish to make representations regarding the item before leaving the meeting, those representations must be made under item (c) of Public Speaking.
The Declarations of Interests for matters other than Disclosable Pecuniary Interests will be read out from the Declaration Sheet – Members will be asked to confirm that the record is correct.

4          Public Speaking – (15 Minutes)
(a)        A period of not more than 15 minutes will be made available for members of the public and Members of the Council to comment on any matter.
(b)        If the Police Liaison Officer, a County Council or District Council Member is in attendance they will be given the opportunity to raise any relevant matter.
(c)        Members declaring an interest other than a Disclosable Pecuniary Interest who wish to make representations or give evidence under the National Association of Local Councils’ (NALC) Code of Conduct shall do so at this stage.

5          To approve the Minutes of the Ordinary Meeting of the Parish Council held on 4th May 2020 (Copy already circulated)

6.         To determine which items if any from Part 1 of the Agenda should be taken with the public excluded. If the Council decides to exclude the public it will be necessary to pass a resolution in the following terms:-
“In view of the confidential nature of item …. to consider a resolution to exclude the press and public from the meeting in accordance with the Public Bodies (Admission to Meetings) Act 1960, s1, in order to discuss the item.”

7.       Chairman’s Announcements.

8.       Report of the Clerk, to include an update on items from the last meeting

9.       Governance
a)  Risk Register update
b)  Update on General Data Protection Regulations (GDPR)
c)   To consider information about the former Bretby Castle and how to display the information – Min 19/599
d)  Business Continuity Plan

10.       Drainage and flooding  issues

11.       Correspondence

12.       Finance
(a)        Accounts for Payment
(b)        To consider any requests for funds made under S137
(c)        To receive the actual to budget report for the period ending 30th June 2020

13.       To consider Planning Applications

14.       To consider any Consultations received
Licensing Act 2003 Statement of Licensing Policy Review – deadline for responses 28th August 2020.
SDDC – Questionnaire on allotment provision within the parish

15.       Items for information only
(a)        To receive reports from Meetings attended
None
(b) Notification of Forthcoming meeting
None
(c)        Training Sessions – See DALC circulars which have been provided to all Cllrs

16.  To move the following resolution – “That in view of the confidential nature of the business about to be transacted (in respect of the personal situation of an employee which could result in legal proceedings or commercially sensitive information) it is advisable in the public interest, that the press and public be temporarily excluded and they are instructed to withdraw.”

17.       Date of next meeting and items for inclusion –
Suggested date MONDAY 14th SEPTEMBER  2020.

Clerk’s Report –  July 2020

Agenda item  

8)         Clerk’s Report
The Clerk has no matters to report.  All Cllrs have been provided with regular updates relating to the CV19 pandemic, including services offered and changes in legislation.
On 29th May 2020, the Clerk completed the re-declaration of compliance with the Pension Regulator.
The Clerk attended the DALC remote training session on HR matters, as a result, some additional policies will come before the Council at the next meeting for consideration and approval.

9)         Governance
9a)       Risk Register
The Clerk has no changes to make to the Changes to the Risk Register.
9b)     General Data Protection Regulations (GDPR)
No changes are recommended and there are no reports of any breaches.
9c)    To consider information about the former Bretby Castle and how to display the information – Min 19/599
At the previous meeting it was noted that occasional visitors to the site of the former Bretby Castle as it is identified on the OS maps. The site of the former castle lies on private land and consideration is to be given to means of providing information to prevent visitors discretionary experiencing disappointment when it is discovered that the site is privately owned and access is not permitted.
9d)       Business Continuity Plan
DALC has recommended that all Councils should have a business continuity plan in case the Clerk is unable to work for a period of time at short notice which  may prevent any planned contingency from being put into place.
This Parish Council has no operations such as a village hall, sports grounds, cemetery etc and due to its size, the functioning of the Parish Council can continue with little impact should the Clerk be unable to work.
A short Business Continuity Plan is attached with the papers for the meeting, which will mitigate the majority of the negative impact should the Clerk be unable to work.
RECOMMENDATION: the plan is accepted.

11)       Correspondence – July 2020
1. DALC – Various circulars and information about Covid19
2. SDDC – information, guidance and update on Coronavirus
3. DCC – information, guidance and update on Coronavirus
4. NALC – information and updates on Covid19
5. British Gas – notification on 2nd June 2020 that fly tipping had occurred at their unit on Geary Lane and efforts were being made to clear the site as a matter of urgency
All Cllrs have been circulated with the information prior to the meeting.

12a)   Accounts for Payment

BACS	HMRC – Clerk’s tax (May)	£XX
BACS	DCC – Pension contribution (May)	£XX
BACS	HMRC – Clerk’s tax (June)	£XX
BACS	DCC – Pension contribution (June)	£XX
s/o	Mrs J Storer – Clerk fee for May 20	£XX
s/o	Mrs J Storer – Clerk fee for June 20	£XX
DALC	Subs for 20/21	£402.88
Came & Co	Insurance for 20/21	£218.00

BACS	Mrs J Storer – use of home (Apr – June 20)	£81.00
BACS	Mrs J Storer – expenses	£deferred to the next meeting

Money Received

HMRC – VAT 19/20 refund	£81.60
Interest May	£0.13
Interest June	£0.12

Balance at bank 24.06.20

Deposit account	£3010.72
Current account	£4295.00

12b)     Requests for funding via S137
No requests for funding have been received.

13)       Planning applications
DMOT/2020/0457-  The pruning of trees at The Green, Bretby, Burton On Trent, DE15 0RE
Cllr Meyrick declared a prejudicial interest in this application as he is the applicant.

The Ordinary Meeting of the Parish Council meeting of Bretby Parish Council which is to be held at 7.30pm on Monday 4th May 2020 via a remote hearing as per Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020. Anyone wishing to attend the meeting, please contact the Clerk to obtain the link.

PARISH COUNCIL MEETING –  AGENDA

1          To receive apologies for absence.     

2          Variation of Order of Business

3          Declaration of Members Interests.

Please Note:-
(a) Members must ensure that they complete the Declarations of Interest sheet prior to the start of the meeting in respect of items other than Disclosable Pecuniary Interests and must indicate the action to be taken (i.e. to stay in the meeting, to leave the meeting or to stay in the meeting to make representations and then leave the meeting prior to any consideration or determination of the item)
(b)   Where a Member indicates that they have a prejudicial interest, but wish to make representations regarding the item before leaving the meeting, those representations must be made under item (c) of Public Speaking.

The Declarations of Interests for matters other than Disclosable Pecuniary Interests will be read out from the Declaration Sheet – Members will be asked to confirm that the record is correct.

4          Public Speaking – (15 Minutes)
(a)       A period of not more than 15 minutes will be made available for members of the public and Members of the Council to comment on any matter.
(b)       If the Police Liaison Officer, a County Council or District Council Member is in attendance they will be given the opportunity to raise any relevant matter.
(c)       Members declaring an interest other than a Disclosable Pecuniary Interest who wish to make representations or give evidence under the National Association of Local Councils’ (NALC) Code of Conduct shall do so at this stage.

5          To approve the Minutes of the Ordinary Meeting of the Parish Council held on 17th March 2020 (Copy already circulated)

6.         To approve the Minutes of the Annual Meeting of the Parish Council on 17th March 2020 (Copy already circulated)

7.         To determine which items if any from Part 1 of the Agenda should be taken with the public excluded. If the Council decides to exclude the public it will be necessary to pass a resolution in the following terms: –

“In view of the confidential nature of item …. to consider a resolution to exclude the press and public from the meeting in accordance with the Public Bodies (Admission to Meetings) Act 1960, s1, in order to discuss the item.”

8.       Chairman’s Announcements.

9.       Report of the Clerk, to include an update on items from the last meeting

10.       Governance

a)  To amend the Standing Orders to permit meetings to be held remotely
b) Risk Register update
c)  Update on General Data Protection Regulations (GDPR)
d)   To consider information about the former Bretby Castle and how to display the information – Min 19/599
e)  Bretby in Bloom project

10.       Drainage and flooding  issues

11.       Correspondence

12.       Finance
(a)       Accounts for Payment
(b)       To consider any requests for funds made under S137
(c)        To receive the internal auditor’s report
(d)       To approve the accounts for the year ending 31st March 2020
(e)       To complete the audit statement for the year ending 31st March 2020

13.       To consider Planning Applications               

14.       To consider any Consultations received
SDDC – Local Green Spaces modification (responses by 17th March 2020)
EMA – Community Impact Survey
SDDC – Draft Animal Welfare Licencing policy – comments by 17th July 2020

15.       Items for information only
(a)       To receive reports from Meetings attended

• DCC – County and Parish Councils Liaison meeting – 30th March at DCC Offices, Matlock at 6pm – cancelled due to Cornavirus
• Police and Parish Council Liaison Meeting – 16th March 2020 at 6.00pm at Ripley Police HQ – cancelled due to Coronavirus

(b) Notification of Forthcoming meeting

• None

(c)       Training Sessions – See DALC circulars which have been provided to all Cllrs

16.  To move the following resolution – “That in view of the confidential nature of the business about to be transacted (in respect of the personal situation of an employee which could result in legal proceedings or commercially sensitive information) it is advisable in the public interest, that the press and public be temporarily excluded and they are instructed to withdraw.”

17.       Date of next meeting and items for inclusion –         

Suggested date MONDAY 6th JULY  2020.

Clerk’s Report –  April 2020

Agenda item  

8)         Clerk’s Report

The Clerk has no matters to report.  All Cllrs have been provided with regular updates relating to the CV19 pandemic, including services offered and changes in legislation.

9)         Governance
9a)       Changes to Standing Orders to permit remote meetings

The Clerk has circulated with the meeting papers, the appendix to the Standing Orders as created by the changes in legislation due to the Covid 19 pandemic

The motion is ‘As per Standing Order 26a and the Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020, propose the following changes to Standing Orders until May 2021 or such time as the government revises or revokes the legislation:

3i .. A person shall notify the meeting when requesting to speak by means of ….. (eg electronically raising  a hand).
3s …Voting on a question will be (eg by a show of hands electronically OR eg by each councillor giving their vote verbally, one at a time) ……
If the Annual meeting of the council is not going to be held:
5b,c and e to be suspended
17e Change the date from 30 June to 31^st August.

Under the same regulations, there is no need for the Parish Council to hold an Annual Parish Meeting unless it so chooses, the Chair and Vice Chair remain in office until 6^th May 2021.  The need for an Annual Meeting of the Parish has been dispensed with this year due to the Covid 19 pandemic, however, this Council held its Annual Meeting of the Parish in March 2020.

9b)      Risk Register
The Clerk has no changes to make to the Changes to the Risk Register.

9c)     General Data Protection Regulations (GDPR)
No changes are recommended.

9d)    To consider information about the former Bretby Castle and how to display the information – Min 19/599
At the previous meeting it was noted that occasional visitors to the site of the former Bretby Castle as it is identified on the OS maps. The site of the former castle lies on private land and consideration is to be given to means of providing information to prevent visitors discretionary experiencing disappointment when it is discovered that the site is privately owned and access is not permitted.

11)       Correspondence – April 2020
1.     DALC – Various circulars and information about Covid19
2. SDDC – information, guidance and update on Coronavirus
3. DCC – information, guidance and update on Coronavirus
4. NALC – information and updates on Covid19
All Cllrs have been circulated with the information prior to the meeting.

12a)   Accounts for Payment

         Accounts approved by the Chair and Vice Chair under the Scheme of Delegation

        BACS                 HMRC – Clerk’s tax (March)                                    £34.20
        BACS                 DCC – Pension contribution (March)                     £37.96
        BACS                 HMRC – Clerk’s tax (March)                                    £34.20
        BACS                 DCC – Pension contribution (March)                      £37.96
BACS                 HMRC – Clerk’s tax (April)                                      £34.00
        BACS                 DCC – Pension contribution (April)                        £40.69
        s/o                       Mrs J Storer – Clerk fee for March 20                   £128.20
        s/o                       Mrs J Storer – Clerk fee for April 20                      £128.40

            For approval
BACS              Mrs J Storer – reimburse payroll licence                    £43.20
BACS              Mr B Wood – internal audit fee for 2019/20              £25.00
BACS              Mrs J Storer – expenses                                  £deferred to next meeting

Money Received
SDDC – first half of precept                                                            £1793.00
SDDC – LCTR Grant                                                                          £73.00

Balance at bank 28.04.20
Deposit account                                              £3010.47
Current account                                              £5346.42

12b)     Requests for funding via S137
No requests for funding have been received.

12c)     To receive the internal auditor’s report
The accounts for the year ending 31st March 2020 have been internally audited; remotely as permitted and advised by NALC. The internal auditor has raised no items of concern and all Cllrs have been circulated previously with the internal audit report and invoice.

12d)     To approve the accounts for the year ending 31st March 2020
Cllrs have been circulated with the accounts for the year ending 31st March 2020 and the accounts are before the Council for approval.

12e)     To complete the audit statement for the year ending 31st March 2020
The AGAR report for 2019/20 is before the Council for completion and approval.  Under the changes in regulations, there is still a requirement for the Chair and the Clerk/RFO to sign the completed form.

13)       Planning applications

DMPA/2020/0313 – Outline application (matters of access to be considered now with matters of layout, scale, appearance and landscaping reserved for later consideration) for the demolition of existing building and the erection of a replacement dwelling and realignment of access track for farm vehicles at Shades Farm, Unnamed Road From Geary Lane To Town Farm, Bretby, Burton On Trent, DE15 0RD

DMPA/2020/0226 – Erection of a Leisure Building with associated access, parking and landscaping Land at SK2923 5475 (Knights Lodges), Knights Lane, Bretby, Derbyshire, DE15 0RT

DMPA/2020/0345 – Listed Building Consent for repairs to solid stone slab and marble flooring in ground floor Reception Hall including some replacement stones and polishing at Apartment 1, Bretby Hall, Unnamed Road Through Bretby Park, Bretby, Burton On Trent, DE15 0QQ

BRETBY PARISH COUNCIL
Mrs J Storer (Clerk)
Tel:  07762052483
www.bretbyparishcouncil.org.uk

Date:   9^th March 2019

To: The Parishioners of Bretby Parish

Dear resident,

ANNUAL MEETING OF THE PARISH

The Annual Meeting of the Parish of Bretby will be held at 7.30pm on Tuesday 17^th March 2020 in the Wragg Room, St Wystan’s Church, Bretby.    

Yours sincerely

Jacqui Storer
Clerk

ANNUAL MEETING OF THE PARISH– 7.30pm

AGENDA

1. To receive apologies for absence
2. To receive the Chairman’s report for the year ending 31^st March 2020
3. To receive questions from the Floor
4. To Close the meeting

PARISH COUNCIL MEETING –  AGENDA

1          To receive apologies for absence.     

2          Variation of Order of Business

3          Declaration of Members Interests.

            Please Note:-

(a)    Members must ensure that they complete the Declarations of Interest sheet prior to the start of the meeting in respect of items other than Disclosable Pecuniary Interests and must indicate the action to be taken (i.e. to stay in the meeting, to leave the meeting or to stay in the meeting to make representations and then leave the meeting prior to any consideration or determination of the item)

(b)   Where a Member indicates that they have a prejudicial interest, but wish to make representations regarding the item before leaving the meeting, those representations must be made under item (c) of Public Speaking.

The Declarations of Interests for matters other than Disclosable Pecuniary Interests will be read out from the Declaration Sheet – Members will be asked to confirm that the record is correct.

4          Public Speaking – (15 Minutes)

(a)       A period of not more than 15 minutes will be made available for members of the public and Members of the Council to comment on any matter.

(b)       If the Police Liaison Officer, a County Council or District Council Member is in attendance they will be given the opportunity to raise any relevant matter.

(c)       Members declaring an interest other than a Disclosable Pecuniary Interest who wish to make representations or give evidence under the National Association of Local Councils’ (NALC) Code of Conduct shall do so at this stage.

5          To approve the Minutes of the Ordinary Meeting of the Parish Council held on 27th January 2020 (Copy already circulated)

6.         To determine which items if any from Part 1 of the Agenda should be taken with the public excluded. If the Council decides to exclude the public it will be necessary to pass a resolution in the following terms: –

“In view of the confidential nature of item …. to consider a resolution to exclude the press and public from the meeting in accordance with the Public Bodies (Admission to Meetings) Act 1960, s1, in order to discuss the item.”

7.       Chairman’s Announcements.

8.       Report of the Clerk, to include an update on items from the last meeting

9.       Governance

       a)  Risk Register update

      b)  Update on General Data Protection Regulations (GDPR)

       c)  Website compliance and new website

d)  To consider information about the former Bretby Castle and how to display the information – Min 19/599

e)  Bretby in Bloom project

10.       Drainage and flooding issues

11.       Correspondence

12.       Finance

     (a)       Accounts for Payment

(b)       To receive the bank reconciliation to 29th February 2020

     (c)       To consider any requests for funds made under S137

13.       To consider Planning Applications               

14.       To consider any Consultations received

SDDC – Local Green Spaces modification (responses by 17th March 2020)

EMA – Community Impact Survey

15.       Items for information only

(a)       To receive reports from Meetings attended

• SDDC – Flood liaison meeting – 6th February 2020.
• Area Forum & Safer Neighbourhood meeting – 11th February 2020 at Findern Village hall at 6.30pm

 (b) Notification of Forthcoming meeting

• DCC – County and Parish Councils Liaison meeting – 30th March at DCC Offices, Matlock at 6pm
• Police and Parish Council Liaison Meeting – 16th March 2020 at 6.00pm at Ripley Police HQ

            (c)       Training Sessions – See DALC circulars which have been provided to all Cllrs

16.  To move the following resolution – “That in view of the confidential nature of the business about to be transacted (in respect of the personal situation of an employee which could result in legal proceedings or commercially sensitive information) it is advisable in the public interest, that the press and public be temporarily excluded and they are instructed to withdraw.”

17.       Date of next meeting and items for inclusion –         

Suggested date MONDAY 6th MAY 2020.