22 July 2020
Thimbleby Parish Council
Minutes Of The Parish Council Meeting On 22nd July 2020 Beginning At 6.30pm By Way Of A Virtual Zoom Meeting
Present
Councillors Cllr Jamieson (chair)
Cllrs Mrs A Doody, Ms E Barrett, P Devlin M Doody
Cllr Mrs. Bradwell (LCC)
PCSO Nigel Wass
In attendance The Clerk
The Standing Orders were suspended to allow for a 5-minute Public Participation Session
1. Chairman’s welcome
The Chairman welcomed those present
2. Apologies for absence
Cllr Mrs. Martin & Cllr Mrs. Campbell Wardman
3. Declarations of Interest
Cllr Devlin & Cllr Ms. E Barrett agenda item 9
4. To sign as correct the minutes from the last meeting held on 6th May 2020.
Proposed Cllr Jamieson, seconded Cllr Ms. Barrett and unanimously agreed that the minutes should be signed
5. Clerks Report
a) The Church has sent copies of the invoice paid for cemetery maintenance, which have been sent out to Councilors
Noted
b) The Clerk is now booked on a training course for the new website, and will keep the Council informed. Cllr Mrs. Doody is also arranging to attend the course
Noted
c) The Clerk is working on a risk document for the Council, which will be sent to the Councilors for additions/ deletions
Noted
6. Finance
a) Bills paid between Meetings to Ratify
Zurich Insurance £210.31
b) Bills to Pay
Salary Jun/Jul + 5 hours extra time for setting up laptop £ 188.92
Inland Revenue £55.20
Clarks Clerical Services (end of Year Audit) £27.27
It was unanimously agreed to ratify these payments
c) Balance of Accounts
Current account £7828.23 Petty Cash £1.45
Noted
d) End of year accounts – sent to Councilors before the meeting
(i) The Chairman read out the internal Auditors Report
Noted
(ii)Annual Governance Statement
Risks were discussed at length when re writing the Financial Regulations, it was unanimously agreed that the Chairman may sign the Governance Statement
(iii) Accounting Statement
This had been checked by the internal Auditor and the Finance Portfolio holder Cllr Devlin, there were no questions, and it was unanimously agreed that the Chairman may sign the Statement
(iv) To vote on the Certificate of Exemption
Proposed Cllr Doody, seconded Cllr Devlin and unanimously agreed that the Chairman may sign the certificate. The certificate will now be submitted to the external Auditor.
The Public Notice of Rights and the audit will now be published on the Notice Board and the Web Site
7. Report from Cllr Bradwell LCC
There are now community teams working on general Highways maintenance, including cleaning signs, and maintaining verges. If there any other issues please let Cllr Bradwell know the drains outside the Manor House were cleaned at the end of March, so far there have been no further problems – this will be monitored.
Cllr Bradwell will also look into the problem with the footpath around the church.
8. Policies & Procedures
a) To Adopt the following Policies – which have been review by all Councilors before the meeting
Social Media
Safeguarding
Health & Safety
Equality & Diversity
Financial Regulations
It was proposed by Cllr Jamieson, seconded by Cllr Doody and unanimously agreed that these policies should be adopted
b) To Renew the following policies review dates – reviewed by the Clerk
Data Protection
Data Breach
Records & Retention Subject Access procedure
It was proposed by Cllr Ms. Barrett, seconded by Cllr Doody and unanimously agreed that these policies should be renewed for a further 2 years
9. A Request has been received from a resident for an Archer Survey to be carried out on Mill Lane – Cllr M Doody
The speed limit is not adhered to, there is also a problem with HGVs
Cllr Mrs. Bradwell offered to arrange for a survey to be carried out, and PCSO Wass has confirmed that he will make arrangements to be made to monitor the situation.
10. The Church has requested permission to use the Parish Council’s notice board
Cllr Devlin had written to the Council in his capacity as Church warden.
The Council discussed this request, and referred to The January minutes item 18
Where it was agreed that the noticeboards should be retained for Council documents only, and therefore be locked; the rationale being that any notices displayed may have the appearance of being approved by the Council. In certain circumstances non-council notices may be approved for display. It was unanimously agreed, that nothing had changed, and event notices will be considered upon request
It was also noted that the Notice Board had not yet been locked
11. Portfolio holder for staff matters – Cllr Mrs. Doody
a) Cllr Mrs. Doody has recently been on an appraisal course, and has sent information to the Councilors, she reported that she is happy to become the Portfolio holder for staff matters.
b) To appoint a Portfolio holder for staff Matters Cllr Mrs. Doody proposed herself, seconded by Cllr Jamieson and unanimously agreed.
Cllr Mrs. Doody first task is to arrange an appraisal for the Clerk, and to this end the Clerk will send Cllr Mrs. Doody her employment details
12. Thimbleby Bus Shelter – Cllr Jamieson
Report on the contractors visit
Cllrs Jamieson & Doody have met with the contractor and are awaiting quotes for the work required, Cllr Jamieson will continue to chase
The Clerk has received details of funding opportunities for the repair/replacement of the shelter. This item should be added to the next meeting agenda
13. Communications – Next News letter
The last newsletter was published in the Spring 2020, it was unanimously agreed that issue no 2 should be published in Spring 2021. This item is to be carried forward to the September meeting.
14. Agenda Items for the next meeting
Quote for works on the Bus Shelter
Issue No 2 of the Council Newsletter
Village Clean up
15. Next Meeting
September 23rd 2020
Meeting Closed at 7.30 pm