© Collingbourne Ducis Parish Council 2020
COLLINGBOURNE DUCIS PARISH COUNCIL MINUTES OF PARISH COUNCIL MEETING TO BE HELD REMOTELY (via Zoom) ON THURSDAY 14th MAY 2020 AT APPROXIMATELY 7.00 pm. ON THURSDAY 14 MAY 2020 Present: Cllrs P Knowlson (Chairman), P Hartley (Vice Chairman) L Gomes, K Cockerton (intermittently) , D Dennis and S Batley. In Attendance: Mr P Gill (Clerk), Wilts Cllr Blair-Pilling and M White (Potential Cllr). 1. 01.20 Explanation and Protocol. The Chairman explained that on 4th April 2020 the Government introduced The Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020 which allows local councils to meet remotely. These regulations apply to meetings held before 7th May 2021. In order to meet the regulations, the following conditions must be satisfied. Members in remote attendance must be able: to hear, and where practicable see, and be so heard and, where practicable, be seen by, the other members in attendance, to hear, and where practicable see, and be so heard and, where practicable, be seen by, any members of the public entitled to attend the meeting in order to exercise a right to speak at the meeting, and to be so heard and, where practicable, be seen by any other members of the public attending the meeting. He then explained the protocol for the meeting as follows: The way of the public accessing the meeting was explained on the published agenda and that the same standards of behaviour are applied to this meeting as to physical meetings. Members, officers and members of the public are asked to be patient with those who are less experienced in such meetings. Those in attendance are asked to physically raise their hands when they wish to speak. It is possible that the meeting will be recorded (via the video conferencing platform itself). This is to aid the writing of minutes in a situation where the minute- taker is involved with technical aspects of the meeting as well as for openness and transparency. The usual public participation session will take place including those written questions that have been submitted to the Clerk up to 48 hours before the meeting commenced. Members of the public are reminded that the Council cannot make any decisions on matters that do not appear on the agenda. If members of the public have questions about matters not on the agenda, they are requested to contact the Council outside of the meeting. The meeting host may remove anyone from the meeting who is being intentionally disruptive, using offensive language or incessantly interrupting the meeting proceedings. 2. Apologies. None 3. 02.20 Declarations of Interest and dispensation requests. None declared. 4. 03.20 Co-Options. Having considered an application from M White and having confirmed that she had met the statutory (LGA 1972 Sect 79 & 80) eligibility requirements Cllrs RESOLVED to Co-opt M White as a Member of the Council. Cllr White then signed the Declaration of Acceptance of Office (LGA 1972 Sect 83). The Clerk then informed Cllr White of the legal requirement to complete a Register Interests Form on Wiltshire Council’s Website within 28 days of signing the Declaration of Acceptance of Office. Action: Cllr White 5. 04.20 Minutes of the last meeting. Having reviewed the minutes of the Parish Council Meeting held on 5 March 2020 Cllrs RESOLVED to accept the minutes as a true and accurate record of the meeting and for the Chairman to sign them after the meeting. 05.20. Matters arising. None that do not appear on the agenda. 6. 6.20 Adoption of Standing Orders and Financial Regulations: Having reviewed the Standing Orders as displayed on the Council Website and the previously agreed amended Financial Regulations Cllrs RESOLVED to approve the Standing Orders and Financial Regulations. Action: Clerk 7. 7.20 Adjournment for public comments/questions: 7.15pm. Wilts Cllr Blair-Pilling reported the following: Covid 19: - Well done to your community for stepping up and looking after those in need among us. The majority of needs are covered by family, neighbours and friends in a complex mix of informal arrangements. Our Community Engagement Manager (Richard Rogers) has been helping to develop a GIS based index of all the community support available across the Authority and assures me that all of our patch is covered. You can find everything you may want to know about what is happening and what help may be available in our Authority at http://wiltshire.gov.uk/public-health-coronavirus. Support to Businesses - The Council has redeployed staff to develop and operate systems to enact the various measures that Government and the Council have made available. £78M worth of grants has been distributed to 6.5K businesses and we are currently working up the criteria and mechanism for another £5M of discretionary grants aimed at those businesses who have not qualified so far. This will not be such a simple hand out and will require evidence of impact. Workforce – The Council has hugely reconfigured its workforce to focus on the additional tasks while working from home. Our systems now support nearly 5000 people working remotely. Finances - We are in a perfect storm of increasing requirements and costs and reducing income and savings caused by the Covid crisis. Dependent on how long the shutdown lasts and how quickly the economy and services return our predicted gap is between £18M and £50M. Please don’t assume a steady return to the previous status quo of what the Council does and how it does it. In the short and medium term, we simply cannot all go back to our offices, and shall be continuing to operate in a more remote and distributed way. We have to understand what the financial deal between central and local government is and then cut our cloth accordingly. Current issues: HRCs – open from Monday 18 May. Split into 2 halves by post codes. Need to check post code, opening times and constraints such as only one person per car, no trailers or large vans, no soil, rubble, asbestos, plasterboard or textiles. Meetings – We are now getting to grips with how to run our democratic system remotely. The Council has published guidance. Yesterday was the first Strategic Planning Committee meeting, Next Tuesday the first Cabinet and in June there will be a Council meeting. Scrutiny has been redesigned and conducted through one principal committee with its first meeting earlier this week. Parish Matters Bales Yard - The Enforcement Officer and her manager had planned to visit in April, but due to the government restrictions, this did not take place, and they are not any further forward with the enforcement file. They intend to revisit the site as soon as possible to confirm the position in relation to pursuing formal enforcement action. Station Yard - planning application has been withdrawn following advice of the planning officer. He then answered a number of questions from Cllrs. Meeting reconvened at 7.20pm 8. 8.20 Finance Report. 8.20.1 The Clerk presented the Income and Expenditure report for April along with Bank Reconciliations produced from the accounts package and the latest bank statements which the Members noted. 8.20.2 Internal Audit. Having reviewed the effectiveness of the internal audit in line with the guidance set out in the “Practitioners’ Guide” and the report from the Internal Auditor Cllrs RESOLVED that the internal audit was effective and to accept the Internal Auditor’s Report for FY 19/20. 8.20.3 Annual Governance Statement: Having considered the Annual Governance Statement the members Cllrs RESOLVED to approve the Annual Governance Statement for FY 19/20 and for it to be signed by the Chairman and the Clerk after the meeting. Action: Chairman & Clerk 8.20.4 Accounting Statements: Having considered the Accounting Statements for FY 19/20 Cllrs RESOLVED to approve the Accounting Statements for FY 19/20 and for it to be signed by the Chairman. Action: Chairman 8.20.5 Internal Auditor. Having considered appointing Mr M Cox as the Internal Auditor foFY 20/21 Cllrs RESOLVED to appoint Mr M Cox as the Internal auditor for FY 20/21. Action: Clerk Risk Assessment & Insurance Levels: Having reviewed the Risk Assessment and insurance levels for FY 20/21 Cllrs RESOLVED that Risk Assessment and insurance levels where appropriate. Action: Clerk Confirm Cheque Signatories. Having considered which Cllrs were to be signatories on the bank accounts Cllrs RESOLVED that Cllrs, Dennis, Knowlson, Cockerton and Gomes were to be the authorised signatories on the bank accounts. Action: Clerk Reserves. Having considered in detailed the setting of the reserves level for FY 19/20 after a vote of five for, one against and one abstention Cllrs RESOLVED to set the minimum reserves level at 100% of the Precept for FY 19/20 i.e. £22,410.18. Action: Clerk The following Bills and cheques were presented and authorised for payment: 1816 Idverde (Grass & Bins & Gate Repair 10 Mar 20) £853.31 (VAT £142.05) 1817 Idverde (Grass & Bins, Tree Works & Power Washing 18 Mar 20) £1697.63 (VAT £282.94) 1818 Idverde (Tree Felling 18 Mar 20) £739.03 (VAT £123.17) BACS Internet Wilts Council (Cadley Road Virtual FP 26 Mar 20) £759.00 DD BS 27 (PW Loan Interest 31 Mar 20) £1328.13 BACS P Knowlson (Barrier Tape 1 Apr 20) £9.49 (VAT £ 1.58) BACS P Gill (Stationary 5 Apr 20) £12.70 (VAT £ 2.12) BACS P Gill Printer Cartridges 14 Apr 20) £26.00 (VAT £4.33) BACS Idverde (Grounds Maint & Bins 30 Apr 20) 548.70 (£91.45) BACS P Gill (Clerk’s Sal & Exps 22 Apr 20) £395.38 BACS HMRC (Clerk’s PAYE 22 Apr 20) £89.60 BACS K Cockerton (Zoom App 4 May 20) £14.39 (VAT £2.40) Having considered the bills and cheques presented above Cllrs RESOLVED to and authorise them for payment. Action: Clerk Precept. Cllrs noted the receipt of 1 st payment of Precept and Precept Grant totalling £11,205.09 VAT. Members noted the receipt of reclaim for FY 19/20 to a value of £3,351.96 Village Gates. Cllrs had previously agreed in principle to a contribute 25% of the costs (circa £1025.00) of the extra set of gates and Cllrs now RESOLVED formally agreed to authorise the contribution of 25% of the costs (circa £1025.00) of the extra set of gates. Action: Clerk Grants. No grant requests received. 9. 09.20 Planning Report: 20/02728/TCA. Cherry Tree - Remove one branch: Christmas - Tree – Remove at Clarence Villa, Ludgershall Road. Having previously considered the above application Cllrs RESOLVED not make any comment. Action Cllr Gomes 20/02572/PIP. For residential development of between 6 and 9 dwellings at Station Yard Station Approach. Having previously considered the above application Cllrs RESOLVED not to support the application. (After note the application has been withdrawn). Action Cllr Gomes 20/02703/REM. Erection of a detached dwelling and detached garage. Reserved Matters application pursuant of 18/08305/OUT in relation to appearance, landscaping, layout and scale at Land North Of 7, West Farm Close. Having considered in some detail the above application Cllrs RESOLVED that they were minded to object to the above application but would wait until they all had another opportunity to comment to Cllr Gomes on the application after which Cllr Gomes was to circulate a draft response to Cllrs prior to submitting the Council’s response to Wilts Council by 28 May 20. Action Cllr Gomes 19/08419/OUT. Land north of Cadley Road SN8 3EG. Outline application for development of 3 dwellings to provide accommodation for stable lads and their families together with access, parking, landscaping and associated works. All matters to be reserved save for means of access and layout which are matters for consideration. Having considered the above application in some detail Cllrs RESOLVED that they were minded to object to the above application but would wait until they all had another opportunity to comment to Cllr Gomes on the application after which Cllr Gomes was to circulate a draft response to Cllrs prior to submitting the Council’s response to Wilts Council by 20 May 20. Action: Cllr Gomes 10. 10.20 GDPR Policy Review. Having reviewed the GDPR Policy GDPR Policy and Privacy Notice Cllrs RESOLVED that the GDPR Policy GDPR Policy and Privacy Notice agreed that they were fit for purpose. Action: Clerk 11. 11.20 Complaints. No complaints received. 12. 12.20 Date and location of next meeting. The date of the next meeting was confirmed as 9th July 2020 at 7.00 pm. The meeting closed at 20.10.pm Signed: Chairman: Date: