PC Meeting Minutes - March 2020 via Zoom due to Covid
THE PARISH COUNCIL MEETING ON MARCH 24TH 2020 - THIS WAS CANCELLED IN ACCORDANCE WITH GOV’T GUIDELINES AND HELD VIA ZOOM
The following items were agreed electronically by Councillors and are treated as Resolutions for the purposes of Parish Council Business.
The agreed actions/procedures are listed below, they are available for public information and will be formally ratified when PC business resumes.
SIGNING OF THE MINUTES - Clerks’ Notes from the meeting of Jan 21st, 2020. It was agreed that these be approved as a true record.
CORONAVIRUS – Actions/Resolutions necessary for the safety reasons and compliance with guidelines.
Parish Council Meetings. It was agreed that the Parish Council recognises that no meetings or service delivery of the Council is more important that public and personal safety. As such all scheduled meetings will be cancelled for an initial period of four months, or as circumstances dictate.
Annual Parish Meeting. It was agreed that this meeting should be delayed until it is safe.
Annual Parish Council Meeting. It was agreed that the roles of Chairman, Vice Chairman and RFO plus any Responsibilities (see 7 below) should remain the same until a suitable and safe meeting is called.
It was noted that the above decisions are contrary to existing legislation, the Parish Council has made these decisions in the primary interest of public safety.
ADDITIONAL DELEGATED AUTHORITY.
It was agreed to give additional Delegated Authority to the Clerk for a period of no longer that 4 months, in consultation with the Chairman, Vice Chairman; and RFO (if appropriate) to suspend any Standing Order, or Financial Standing Order if appropriate and necessary to ensure the smooth running of the Council. This includes the Clerk’s spending limit if needed.
All Delegated agreements to be recorded, and brought to a future meeting.
FINANCE. It was agreed and Resolved that the RFO should continue to prepare bi-monthly reports, to be circulated to the Clerk and Councillors who shall agree these electronically.
ORDERS FOR PAYMENT. It was agreed that the RFO should circulate details of orders for payment as appropriate for agreement. If a cheque is needed, this to be circulated around signatories and posted. The RFO to keep a record of these on the financial reports.
PUBLICATION OF REPORTS. Once agreed, the finance reports should be published on the website. This subject to LCC not changing the website to one that no one is trained on and cannot access. Also the Clerk should prepare a list of relevant Council decisions for publication. Suggested time scale – in line with cancelled meeting dates.
PLANNING. It was agreed that the Clerk has the authority to deal with planning applications via e mail and gives delegated powers to the Clerk to collate responses and submit the majority opinion to NKDC.
STAFF APPRAISAL. It was agreed to suspend the requirement for the Clerk’s staff appraisal be delayed until an appropriate time.
GENERAL RESPONSIBILITIES. It was agreed that:
The Clerk shall update any policies as necessary should there be any legal changes.
The Clerk should keep Members and members of the public updated on advice and information from any organisation or individual as appropriate.
PLAY AREA UPDATE. Block Dispensation.
Annual Inspection. It was agreed that Wicksteed should be contacted – Clerk to arrange.
Tree work adjacent to Play Park. This has been postponed.
COUNCILLORS RESPONSIBILITIES. This item was postponed to a future meeting. It was agreed that if any matters need attention until this time they could be dealt with by any available Councillors, in consultation with the Chairman and Clerk.
ITEMS FROM JANUARY MEETING.
Web site, Training was cancelled by LCC.
PC INSURANCE RENEWAL. Renewal June 1st, pre-renewal documents received and circulated. E mail from the RFO was circulated.
Asset Register. To amend and update the Asset Register for Insurance purposes.
It was agreed to renew the Insurance and to amend the Asset Register.
FINANCE –
Monthly report from RFO and Play Park finances had been circulated and agreed.
Signing of Cheques and approval of BACS payments.
Mrs S McIntyre BACS Expenses January/February £30.32p
Clerk’s Salary review. This item was postponed to a future meeting.
CLERK’s REPORT AND UPDATES. E mails relating to the below had been circulated.
LCC Newsletter. Grit bins.
Citizens Advice AGM. Cancelled.
Electoral Roll – various formats, circulated.
CPRE Lincolnshire – disbanding.
Came and Co event in Cranwell. Cancelled.
LALC NEWS AND TRAINING. LALC bulletins, circulated. LALC training suspended.
LALC annual training scheme 2020, £75 plus VAT (£90). Future training has been suspended by LALC. It was agreed not to join the scheme this year.
LALC annual subscription £75.99 due by April 1st. It was agreed that this should be paid by the due date.
PLANNING: 19/1662/HOUS. Church Farm, High Street. Application approved.
Conversion of existing detached garage and workshop into annexe. Eau Farm Cottage, The Bank. No objections submitted.
Erection of dwelling on land south of North Drove. Comments submitted by March 7th deadline
DATE OF NEXT MEETING . MEETINGS SUSPENDED FOR 4 MONTHS, INCLUDING THE ANNUAL MEETINGS.