LEA PARISH COUNCIL - MINUTES A32
Council minutes of meeting held 29th May 2020 1400hrs – Zoom conference meeting due to coronavirus/Covid 19 restrictions
Present: Councillors – Keith Austin, Joyce Austin, Fiona Anderson, Sheila Fox, Helen Leone, Graham Barber Parish Clerk
Public present: None
1 Apologies Cllrs Paul Warner. Accepted by council. Completed.
2 To receive declarations of interest in accordance with the Localism Act 2011 and to receive any applications for Dispensation. Members may make any declarations at this point but may also make them at any point during the meeting. No Declarations recorded. Completed.
3 To approve the Minutes of the Meeting held 2ndh March 2020 and Clerks notes agenda 6th April 2020 which was cancelled due to covid19 meeting restrictions. Minutes 2nd March passed by resolution of the council, Chairman signed the minutes on behalf of council.
Clerks notes 6th April 2020 Noted by council. Completed.
4. On recommendations from NALC and LALC that the Chairman, Vice Chairman and all council positions remain the same as the year 2019/20 for the forth coming year 2020/21. This was agreed and resolved by council, all councillors signed Declaration of Acceptance to Office and Register of Members Interest (Localism Act 2011) Completed.
4.1 Council to resume normal working practices and responsibilities entrusted to their position as elected counciliors. Confirm removal of Delegated Responsibilities from the clerk. This was agreed and resolved by council. Completed.
4.2.1 Review and adopt Governance Documents for the year 2020/21
Code of Conduct – Standing orders – to incorporate as an annex Local Authority & Police Crime Panel (Coronavirus) (Flexibility of Local Authorities) (England and Wales) Regulation 4th April 2020. Council agreed by resolution to adopt 4.2.1 and 4.2.2 as the Governance Documents for the year 2020/21. Council adopted Code of Conduct and Standing Order with annex to identify remote meeting legislation. Incorporate as an annex - Local Authority & Police Crime Panel (Coronavirus) (Flexibility of Local Authorities) (England and Wales) Regulation 4th April 2020 This enables council to hold remote meetings
Await the rescinding of this emergency legislation by the Government. Next review May 2021. Completed.
4.2.2 Financial Regulation: Non-Emergency Regulations resumed. Payments by Bank card and BACs noted by council. Next review May 2021. Completed.
5 Finance Matter – Reconciliation of Accounts
10th January - 25th February 2020
25th February – 10th March 2020
10th March – 31st March 2020
Year End Reconciliation 2019/20
Clerk gave a full report – supported by bank statements previously issued by the Clerk
Council agreed the accounts and 2019/20 Year End Reconciliation by resolution and the chairman signed the accounts and Year End Reconciliation on behalf of council. Completed.
5.2 Consolidation and Acceptance of Lea Parish Councils Annual External Audit Documentation
Certificate of Exemption 2019/20
Internal Audit Report 2019/20
Annual Governance Statement 2019/20
Accounting Statement 2019/20
Notice of Public Rights and Publication of Annual Governance and Accountability Return 2019/20
Lea Parish Council – Asset Register 2019/20
Explanation of Significant Variance 2019/20
Break down of Expenditure over £100
Clerk gave a full explanation of the previously issued documentation and answered questions posed by council to clarify points. Asset Register several items require revaluations. Ongoing.
5.3 Accounts due for payment
A Clerks Salary April 2020 – D/Debit
B Clerks PAYE April 2020 – D/Debit
C Printing Ink Card Payment £34.00
D Wave Water Bill Butlers Pantry £10.70
E Dave Harford Internal Audit Costs £25.00
F Printing Ink & Paper Card Payment £58.40
G Clerks Salary May 2020 – D/Debit
H Clerks PAYE May 2020 – D/Debit
Agreed by Resolution of the council – Signatories signed cheque payments. Clerk authorised to action payments. Completed.
6 Confirm Insurance Cover for year 2020/21 Came and Company Clerk gave full explanation of renewal notice to council. Council agreed by resolution to renew the annual insurance policy with Came and Company for the year 2020/21. Clerk given authority to Renew policy. Review Renewal for 2021/22. Ongoing.
7 Clerks Report
A Resignation letter from Cllr Haldenby
Letter of resignation was received by the Chairman on the 8th April 2020. An Acknowledgement by the Chairman was sent via email to Cllr Haldenby, this was copied to all council and the clerk
Clerk read the resignation letter dated 8th April 2020 to council, clerk informed council that the letter of resignation had been sent to the Elections Officer at WLDC resulting in three vacancies existing at LPC.
Council acknowledged the resignation.Clerk to write to Cllr Haldenby. Completed.
B Letter of Interest to become a LPC Member from Mr Ian Bradley
Clerk read the letter of interest to Council; Council agreed to process the application Cllrs Leone and Anderson to format a process for co-option. Ongoing.
8 Ratification of Emergency Contingency to Manage Council Business during Covid19/Coronavirus Pandemic
Clerk reported that restrictions put in place by Government to cancel all public meetings – did not allow council to fulfil their power and duties as a council. Advised by NALC/LALC and WLDC to manage council business during restriction, was to give Delegated Responsibilities to the Clerk. This information was given to council by email and identified an Emergency Contingency to manage council business during the covid19 restriction. This was agreed by council via email the voting
For 5 against 2 (23rd-24th March 2020) Cllr Fox spoke against the Emergency Contingency Plan and believed it was not necessary to give greater Delegated Responsibility to the Clerk. Ratification of the email decision to adopt the Emergency Contingency Plan was agreed by council resolution: For 4 Against 1. Completed.
9 Ratification of the Suspension of Standing Orders and Financial Regulation to allow Delegated Responsibility to the Parish Clerk. Clerk gave an explanation on why the suspension of Standing Orders and Financial Regulation was necessary for the Clerk to act with Delegated Responsibility. Agreed by email vote For 5 Against 2 (23rd-24th March 2020) Cllr Fox spoke against the decision to suspend standing orders and financial regulations. Ratification agree by Resolution of the Council For 4 Against 1. Completed.
10 Ratification on the set up by email of the Lea Support Group to Support Vulnerable Residents of Lea during the declared Covid19 pandemic. Clerk gave explanation of the working group and the systems put in place by council to use local volunteers to support vulnerable residents in Lea. Council stated they are happy with the system of support to residents. Cllr Leone thanked the Clerk for the coordination work undertaken. Ratification agreed by resolution of the council. Completed. Monitor the support group and report back to council at net meeting.
11 Planning – Cllr J Austin gave the following report:
A Appeal No N2535/W/20?3246075 land at Station Road Knaith Park DN21 5EZ
Submission made to Planning Inspectorate requesting dismissal of appeal by applicant
B Priory Farm Lea – Change of use to 5 Dwellings
Explanation on the change of use from farm buildings to dwellings and LPC not able to make comments on such changes
C Willingham Road Development (Rippon Homes)
Update given on Willingham Road development
Report noted by council. Ongoing. Report back if receiving further correspondence.
Next Meeting 3rd July 2020