2023 Parish Council Minutes of Meetings

Bardney Group Parish Council

Minutes from the Extraordinary Council Meeting

Bardney Village Hall Tuesday 5th December 2023 at 7.00pm

Present

To receive any comments from the public.

To address the possibility of a study on St Oswalds Park to go on January’s Agenda. To discuss the loss of revenue and maintenance cost over the years.  This will be going on an agenda in due course.

Nothing on website regard Christmas light switch on.  Chair advised as far as he was aware this event is never advertised on the website, it is advertised locally on social media noticeboard, and the local school.

252-23/24        Apologies for absence - To receive and accept apologies where valid reasons for absence have been given to the Clerk prior to the meeting in accordance with Local Gov. Act 1972, Sch 12, para 40.  No apologies were received, full attendance.

253-23/24        Declarations of interest - There were no declarations of interest recorded for the meeting.

254-23/24        Chairs report  -  Minutes silence was held for a well-known parishioner Mrs Anne Melton.  Positioning of poles for speed radars are being placed in conjunction with Road Safety Partnership.  Christmas lights have been upgraded and crib has been restained. Electrician has been onsite on the Village Green and has made all electric safe to use. Chair thanked all the Councillors that have helped with the Christmas preparations and the support received We now have a V5 document for the Lawn Mower and number plate is being purchased.  Hoping to receive another grant in the New Year to help with next year’s Christmas lights etc.

255-23/24        Clerks report – Nothing to report.

256-23/24        Members of the P and R Committee – Agreed to defer until January’s. meeting.  Agreed and approved.

257-23/24        LALC Committee Recommendations  - 20 recommendations on the LALC Action Plan.  20 recommendations have been noted from the LALC report, and 15 have been completed but need ratifying and approving by the Council.

A Cllr wanted to comment on the minutes from the LALC meeting regarding some minutes that were online. Chair advised the minutes in front of the Cllrs tonight are the up-to-date minutes that have been approved.  Query was noted regarding the Cemetery Committee Meeting that was on website, that items have not been ratified and approved. Clarification was made that Committee Meetings / Working Groups will always report back to the Council to be ratified and approved before any action is taken. A query was made regarding the budget and the reserves we will be holding. Chair explained that this is a draft budget at present and the plan would be to build the reserves slowly as requested by the LALC report.  Cllr queried the use of funds and advice sought from LALC regards funds being spent and noted. Wanted clarification as to whether the auditors would be informed, advised they would be. Chair replied this is just a recommendation, which will not be ratified today, and in addition to taking advice from LALC it will be the external auditors report we will bring back to the Council. 

Below are the 15 recommendations for resolution and approval.

Governance Internal Control – Insurance displayed – complete.

Transparency – Spending items be published – complete.

Restructure website to suit all browser types – complete.

Media / Public – exclusion is limited and clearly on minutes – complete.

Procurement resolutions to comply with Standing Orders, Financial regulations, Practitioners Guide and Publications, Council Audit Act 2014, Council Audit Regulations 2015 and to be disclosed – these are carried out with current regulations – complete.

Ensure Councillors have sufficient information regarding the business that is to be debated and voted on and have time to request dispensation prior to meeting  -  complete.

Minutes to contain information that has been decided by the Parish Council – complete.

Decisions made by Clerk – should be reported to council to be reported in minutes – complete.

Working Groups, Committees report to Parish Council for recorded resolutions – complete.

Financial Management – Budgeting process should be implementing, and approved budget should be used as a regular reporting tool to identify over and under spending over the financial year – complete.

Petty Cash Handling needs improvement – Cease to hold petty cash - complete.

Staffing Committee to keep pay and conditions under review. Active P and R Committee – complete.

Risk Management – Use of Portacabin as a parish office – complete.

Polices and Risk Register – all policies need reviewing – form policy committee/working group -  complete.

A more detailed account of all the recommendations on the Action Plan can be sought from the Clerk if needed.

All 15 of the above recommendations were ratified and approved by Council.

Cllr asked if the Action Plan will be on Parish website. Chair advised at present there are issues with this being on website but will contact the LALC specialist (Peter Langford) and ask for his help and advice.

5 recommendations that require further action and time.

Council should adopt up to date Standing Orders, Financial Regulations, Code of Conduct, Data Protection, Freedom of Information Policy and Publication Scheme.  LALC are issuing revised Policies, and we will access these as soon as they are available.  Action by end of April 2024. Risk Management – set up a policy committee to work on these.

Financial Management – Asset register to be reviewed and assets identified along with purchases added to the register and insurance updated. Process has started, target date is end of March 2024. Councils level of reserves which have been reducing.  Council to consider if they have strong enough arrangements in place to cope with any unforeseen incidents or events. Current budget is being reviewed for next year. Action by end of March 2024.

Risk Management – financial risks should be costed and built into the financial plans for the council to reduce the financial burden on its reserves. Ongoing issues part of the budget as well.  Action end of March 2024.  Ensure council records delegated powers and terms of reference for the committees and any delegation.  Action by end of March 2024.

Financial Risks – Private use of council assets should be limited and covered by Employment Contracts and Employment Policies and the Council to ensure they comply with ACAS, HMCR and Pensions Regulator Guidance when making decisions.  Employees have job descriptions.  Action by P and R committee end of December 2023.  Audits to be taken on Councils assets including tablets etc. Ongoing.  All above items ratified and approved.

256a-23/24      Resolution made to return tablets to the parish office. A register needs to be adopted with how many tablets we have and who we will be issuing them to.  To return to council office by the 12/12/2023 and to re-issue if tablets are fit for purpose. Council approved.

257-23/24        To agree payments made in December 2023 to be ratified and approved in January’s meeting.  Council approved.

Meeting closed @ 8.06pm

Next Meeting January 16th 2024