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 31st 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 6th 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