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UPC Minutes 13th August 2020

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UPC Minutes 13th August 2020

 

MINUTES OF THE “Virtual” MEETING OF UBLEY PARISH COUNCIL

held on Thursday 13th August 2020

The Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020 (“the 2020 Regulations”) came into force on the 4 April 2020.

The 2020 Regulations enable Parish Councils to hold remote meetings (including by video and telephone conferencing for a specified period until May 2021).

 

 

 

ITEM

ACTION

Present

 

 

 

Councillors  W Hallam (in the Chair), P. Collins (Vice Chair) Y. Thompson, J. Croot, M. Smart, C. Moore

Clerk – Corinna Levack

District Councillor – Vic Pritchard

 

1

To receive and accept apologies for absence

 

 

Apologies for absence :–

Cllr A. Cole

 

2

To receive declarations of interest in the agenda

 

 

None received

 

3

Open session to receive comments from the public

 

 

No public present.

 

4

To approve and sign the minutes of the previous meeting held on 4h June 2020 and go through the follow-up actions

 

 

These were duly approved and signed.

 

5

Clerk’s report/correspondence: To discuss and approve further actions where needed:

 

(i)

The Sweeper  Has been back at work since 3rd August.  His masks and hand sanitiser have yet to be issued.

WH

(ii)

Staff Contracts            The compliance of both will be remedied, shared with members of the Staff Committee by 21.8.20, and duly issued to the Council’s two staff.

MS

(iii)

Staff Committee         No meeting agreed

 

(iv)

Location of Parish Council meetings  - agreed to seek further clarification of the covid security offered by the Parish Hall

CM

 

 

 

6

Ubley Parish Council Annual Governance and Accountability Return (AGAR) for year ending 31.3.20

 

a

The Council to receive the Annual Internal Audit Report for 2019/20

 

i

Internal auditors report           - with written summary and comments on required actions from the Clerk.   The value of the precept 2020-21 is £13860 – made in two payments

A draft for 2021 Assets Register shared and approved for review by the Council in May2021.  This includes the asset values as recommended by the internal auditors

 

ii

Payments and receipts    The Spreadsheet of accounts for the Council 2019-20 had been circulated and was approved.

 

iii

2020/21 budget (January 2020)         - approved as presented on the Budget Control tab of the spreadsheet

 

iv

2020/21 Payments and Receipts  April – July  were approved by the Council.

 

b

Section 1 of the Annual Return for 2020/21

The Parish Council formally approved Section 1 The Annual Governance Statement) and it was formally signed by the Chairman and Clerk. 

The Certificate of Exemption was also approved and signed by the Chairman and the Clerk

 

c

Section 2 of the Annual Return for 2019/20  (The Annual Accounting Statement)   

The Parish Council formally approved Section 2 of the Annual Accounting Statements for 2019/20.

The Chairman and Clerk formally signed Section 2.  

 

d

Section 1 of the Annual Return for 2020/21

The Parish Council to formally approve Section 1 The Annual Governance Statement)   The Chairman and Clerk to formally sign.   

The Chairman to announce that the Notice of Public Rights will be posted in the village on 14th August and that Parishioners will be able to look at financial information between Monday 17th August and Monday 26th September 2020.

 

 

 

 

7

Finances

 

(a)

The council to review and approve 2019 Financial Regulations 

 

 

It was proposed and seconded to adopt the model format provided by NALC.

Actions arising (recorded in correspondence):

  • This will be reviewed in June 2021
  • S 2.2 and s.3.3 Cllr Moore will undertake the verification of the Bank Reconciliations and forward budget planning alongside the Clerk
  • The Clerk to seek advice on obtaining credit references, and contractor contract requirements

 

 

 

 

 

CM

 

 

CL

 

(b)

To confirm payments and the signing of cheques.

All agreed

 

(c)

Banking and accounting arrangements  

Continue researching appropriate online banking for the Council as a priority.

WH to discuss with YT

 

 

 

 

8

Planning

 

(a)

Planning Application 20/01408/VAR

The Council confirmed its continued opposition to the application.

 

(b)

Planning Application 20/02555/FUL

The Council resolved to approve the application.

 

 

 

 

9

The Website

 

 

The Parish Council website went down in July following a malicious attack.  Following much effort and with the help of a parishioner, Cllr Collins has got it barely functional but in need of a significant update.

The Council asked Cllr Collins to look into the options of both a local and commercial solution to achieve a website more compatible with the requirements for transparency and accessibility demanded.

 

PC

10

To receive an update from the District Councillor

 

 

B&NES continues to reduce costs in response to the serious drop in income as a result of the pandemic, and is working on its best access to central government funding to assist its continued delivery of services.

 

11

Reports from Councillors

 

(a)

Chew Valley Forum

Clr Moore had circulated notes from the previous meeting which covered responses to pandemic related anticipated rise in level one mental health issues; and managing large group behaviour locally.  Councillors commented positively on the usefulness of the forum.

 

(b)

Climate Emergency

The Council asked Clr Croot to prepare a briefing for the September meeting to guide the council on their choices regarding declaring a climate emergency and local activities that could support the environment

 

JC

12

Clerk – General Correspondance

 

i.

The Council has to update the pensions regulator regarding its staff

 

Ii

A notice has been posted regarding the Bristol and Avon Water Blitz

 

Iii

The Council is about to receive a payment of Wayleave from Western Power.

 

15

To confirm the date of the next meeting :

 

 

 

A further Virtual meeting to be held on Zoom.

 

Thursday 10th September 2020

at 7.30pm

 

Joining details will be published with the Agenda by 4th September.  In the meantime, please contact the Clerk if you have any questions about attendance.

 

 

 

 

 

 

 

 

Cheque payments to be agreed by Parish Councillors on 13.8.20:                                                 

Date

Cheque number

Amount

Description

Signed

Spend to date

( inc these payments) vs budget

13.8.20

1466

158.58

Ken Jones

Sweeper salary

PC  YT

On track. 

13.8.20

1467

287.62

Corinna Levack

Clerk’s salary

PC  YT

On track

13.8.20

1468

40.00

CPRE Subscription

PC  YT

On track, same as last year

13.8.20

1469

46.82

W. Hallam – Garden Waste renewal – for Sweeper’s work

PC  YT

82p over budget

28.7.20

1465

132.00

HMRC – Q1 PAYE

WH  AC

Late payment – sent 30.7.20

13.8.20

1470

240.00

West Country Goundcare Ltd

PC  YT

2 cuts of the Churchyard (June)

13.8.20

 

1471

180.00

IAC Audit & Consultancy Ltd

PC  YT

Annual payment,  Under budget

13.8.20

1470

120.00

West Country Goundcare Ltd

PC  YT

1 cut of the churchyard (July)

TOTAL

 

1205.02

 

 

 

 

    

Prepared by Corinna Levack, Clerk and RFO