Minutes of a virtual meeting of Shobnall Parish Council

held on Monday 18 May 2020 commencing at 7.20pm

Present

Councillor Dennis (in the Chair)

Councillors Donlon, Hoare and Shilton

In attendance

Borough Councillors McKiernan and Walker

Mary Danby, Clerk

Public Forum

No members of the public were present at the meeting.

2020-21/001                Apologies

Councillor Dittmer

2020-21/002                Declarations of interest

None declared.

2020-21/003                Written applications for dispensations under the Localism Act 2011

                                        None were received.

2020-21/004                Updates to Councillors’ Register of Interest Forms

The Clerk had forwarded East Staffordshire Borough Council’s (ESBC) email to all councillors asking them to update their Register of Interest and submit them via email to the appropriate ESBC Officer. The Clerk had sent hard copies of the form to those councillors unable to electronically complete the form.

2020-21/005                Minutes

                                        Resolved      That the Minutes of the meeting held on 16 March 2020 be approved and signed as a true record.  (The April meeting had been cancelled due to (a) the restrictions imposed by the Government due to the COVID-19 pandemic and (b) Regulations were to be passed by the Government giving parish and town councils the authority to hold virtual meetings.)

2020-21/006                Matters arising from the previous meeting

                                        2019-20/181.2            Children’s Writing Competition

Councillor Hoare reported that she had seen a TV news item on Grimm & Co, Rotherham who had successfully organised a children’s writing competition. The Clerk had contacted Grimm & Co for their advice in organising a similar competition for the primary schools within the Parish.

2019-20/181.2            Mobile CCTV Unit

Councillors received advice from the SPCA. Borough Councillor Walker suggested that the Parish Council contact ESBC as it has recently purchased a mobile CCTV unit on a trial basis, with a view to loaning or purchasing additional units.

                                        Resolved      That the Council contact ESBC for advice/information on the purchase/loan and operation of a mobile CCTV unit.

2020-21/007                Borough Councillors reports

Councillor Walker reported that:

• Vernon Terrace was full of fly tipped rubbish again. ESBC are aware of the problem and this will be cleared as soon as possible.
• He and other ESBC councillors were busy with dealing with charitable organisations and food donations during the COVID-19 outbreak.
• He continued to receive highways complaints which he forwarded to County Councillor Clarke.

                                        Councillor McKiernan reported that:

• She had been liaising with schools to ensure that children are being taught during the Lockdown. Online access was not an option for many families so schools were having to provide printed material.
• She had been made aware of difficulties experienced by a lot of parents in obtaining food vouchers during the Lockdown as they do not have a Smartphone or access to a computer. Schools are having to provide vouchers to parents in person at the schools.
• She was working with charitable organisations to make sure that people are getting food, etc during the Lockdown.

2020-21/008                County Councillor’s report

A report was not available as Councillor Clarke was not present at the meeting.

2020-21/009                Financial matters

2020-21/009.1            Schedule of Payments

                                        Resolved      That the above payments be approved and that the documents be signed at the next face to face meeting of the council.

2020-21/009.2            Bank reconciliation

                                        Resolved      That the above was a true record.

2020-21/009.3            Earmarked Reserves (EMRs)

                                        Resolved      That £10,000 be moved from the General Reserves to the Bus Shelter Project EMR. As at 18 May 2020 the council’s EMRs are as follows:

2020-21/009.4            Home as Office allowance

The Clerk advised the council that HMRC had increased the weekly Working from Home allowance from £4 per week to £6 per week with effect from 01 April 2020. As the Clerk also works for Rolleston on Dove Parish Council, the pro rata cost to Shobnall Parish Council was now £133.71 pa (previously £89.14 pa).

                                        Resolved      That the revised Home as Office allowance be approved as set out above.

2020-21/010                2019/20 Budget as at 30 April 2020

                                        Resolved      That the Budget report showing receipts and payments as at 30 April 2020 be received and noted.

2020-21/011                Internal Audit

2020-21/011.1            Internal Audit report for the Year Ended 31 March 2020

                                        Resolved      That the Internal Audit report be received and noted.

2020-21/011.2            Appointment of Internal Auditor for the 2020/21 financial year

                                        Resolved      That Toplis Associates be re-appointed as the council’s Internal Auditor for the 2020/21 financial year.

2020-21/012                Annual Governance and Accountability Return 2019/20

2020-21/012.1            Section 1 – Annual Governance Statement 2019/20

                                        Resolved      That:

2020-21/012.1.1         The council prepared its accounting statements in accordance with the Accounts and Audit Regulations.

2020-21/012.1.2         The council had made proper arrangements and accepted responsibility for safeguarding the public money and resources in its charge.

2020-21/012.1.3         The council had only done what it has the legal power to do and has compiled with the Proper Practices in doing so.

2020-21/012.1.4         The council had during the year gave all persons interested the opportunity to inspect and ask questions about this authority’s accounts.

2020-21/012.1.5         The council had considered and documented the financial and other risks it faces and dealt with them properly.

2020-21/012.1.6         The council had arranged for a competent person, independent of the financial controls and procedures, to give an objective view on whether internal controls meet the needs of this smaller authority.

2020-21/012.1.7         The council had responded to matters brought to its attention by internal and external audit.

2020-21/012.1.8         The council had disclosed everything it should have about its business activity during the year including events taking place after the year end if relevant.

2020-21/012.1.9         The Annual Return: Section 1 – Annual Governance Statement for the year ended 31 March 2020 be approved and the Chair be authorised to sign the document.

2020-21/012.2            Section 2 – Accounting Statements 2019/20

                                        It was noted that Boxes 4 (Staff costs) and 6 (All other payments) for 2018/19 had been restated to reallocate the Home as Office Allowance and Mileage costs as these are not classed as Staff costs.

                                        Resolved      That the Annual Return: Section 2 – Accounting Statements for the year ended 31 March 2020 be approved and that the Chair be authorised to sign the document.

2020-21/013                Delegation of Authority

2020-21/013.1            Resolved      That the council delegate authority to the Clerk in consultation with the Chair and Vice-Chair (or other councillors should one or the other be indisposed) to take any actions necessary with associated expenditure to protect the interests of the community and ensure council business continuity during the period of an emergency situation, informed by consultation with members of the council. All decisions to be minuted appropriately. Delegated authority to cease upon the first face-to-face meeting of the council (see also Financial Regulation No. 4.5).

2020-21/013.2            Resolved      That the above Delegation of Authority be added to the council’s Standing Orders as Standing Order 17 and the remaining Standing Orders be renumbered.

2020-21/014                Annual Meeting of the Council

                                        Resolved      That the Annual Meeting of the Council be held at the next face-to-face meeting of the council.

2020-21/015                Postponement of the Annual Parish Meeting

                                        Resolved      That arrangements for the Annual Parish Meeting be put on hold pending clarification from the Government on when such meetings may be held.

2020-21/016                Shobnall Parish Council website

It was noted that there had been 59 visits to the website in the 30 days to 05 May 2020.

2020-21/017                Planning matters

2020-21/017.1            Planning Applications

                                        Resolved      That the following observations be submitted to ESBC:

2020-21/017.2            Planning decisions

                                        Resolved      That the notified planning decisions be received and noted.

2020-21/018                The Link Park

Bloomin’ Gardens had advised the council that a litter bin had been set fire to over the weekend of 02/03 May and only the metal liner remained. The Clerk had sourced quotations for a fire- retardant replacement bin for the council’s consideration.

                                        Resolved      That Bloomin’ Gardens be asked for their advice as to size of litter bin to be installed and whether it would be beneficial to install two litter bins on the site to the same specification.

2020-21/019                The Local Government Boundary Commission for England:

East Staffordshire Electoral Review – COVID-19 Update

Resolved      That the update be received and noted.

2020-21/020                Councillors questions

2020-21/020.1            Councillor Dennis reported on a virtual meeting hosted by Kate Griffiths MP. The meeting invitation had been sent to all East Staffordshire parish/town councils and a maximum of two representatives had been permitted per council.

Councillor Dennis had found the meeting to be a worthwhile opportunity to hear other parish councils’ views and it had been interesting to note that other parish councils enlisted the MPs help in resolving issues, this was something that perhaps Shobnall PC should do in the future.

2020-21/020.2            Councillor Hoare asked what was happening at the Shobnall Road junction of the Lawns Farm development, for example, will there be a roundabout at the junction?

Resolved      That the query be put to County Councillor Clarke for response.

2020-21/021                Correspondence and Circulars

2020-21/021.1            Staffordshire Parish Councils’ Association (SPCA)

It was noted that SPCA’s weekly newsletters had been circulated to all Councillors.

2020-21/022                Items for next meeting

                                        None raised.

Date of next meeting

Monday 15 June 2020 commencing at 7.00pm via Webex unless otherwise notified.

The Meeting closed at 8.25pm

Signed …………………………………………………….

Date ……………………………………………………….