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.