Minutes 4th June 2020
Due to the Covid-19 Pandemic the safeguarding prohibitions prevent the Council from holding a public meeting. The Local Authority, Police and Crime Panels Regulations 2020 came in to force on 4th April 2020. This provides Local Councils to hold remote meetings via video and telephone conferencing.
Therefore these are the Minutes of Kirkby Underwood Parish Council meeting held on Thursday 4th June 2020 at 11.00 a.m. held via video conferencing.
Present: Cllr J Ashwood- Chair; Cllr Mrs L Green- Vice Chair: Cllr J Kenwood; Cllr B Pottle; Cllr H Collinge
In attendance: Mr M Kenwood Parish Clerk; no members of the public were in attendance.
Meeting commenced at 11.10 a.m.
1 TO CONSIDER, RESOLVE AND APPROVE; THAT WHERE AN APPOINTMENT WOULD OTHERWISE BE MADE OR IS REQUIRED TO BE MADE AT AN ANNUAL MEETING OF A LOCAL AUTHORITY, THE APPOINTMENT CONTINUES UNTIL THE NEXT ANNUAL MEETING OF THE AUTHORITY IN 2021. (Subject to Regulation 4 (2) The Local Authority and Police and Crime Panels Regulations 2020). The authority resolved to delay the annual meeting of the Authority until 2021 and the Chair and Vice Chair would remain elected.
2 APOLOGIES FOR ABSENCE TO RECEIVE AND ACCEPT APOLOGIES WHERE VALID REASONS FOR ABSENCE HAVE BEEN GIVEN TO THE CLERK PRIOR TO THE MEETING. None.
3 TO RECEIVE DECLARATIONS OF INTEREST UNDER THE LOCALISM ACT 2011- BEING ANY PECUNIARY OR NON PECUNIARY INTEREST IN AGENDA ITEMS NOT PREVIOUSLY RECORDED ON MEMBERS REGISTER OF INTERESTS. No declarations were made for the agenda items
4 TO APPROVE AS A CORRECT RECORD THE NOTES OF THE MEETING HELD ON 11TH FEBRUARY 2020. It was proposed, seconded and Resolved; That the official minutes of the meeting of the Council held on 12th February 2020 be approved as a correct record and the Chair authorised to sign the minutes.
5 TO REVIEW AND ADOPT REVISED STANDING ORDERS, FINANCIAL REGULATIONS, DATA PROTECTION AND CODE OF CONDUCT POLICY DOCUMENTS. The clerk reported that the above documents had been updated and no other changes to the regulations or policy documents were envisaged. It was proposed seconded and Resolved: That the revised Standing Order, Financial Regulations, Data Protection and Code of Conduct Documents were adopted.
6 ANNUAL RETURN -STATEMENT OF ACCOUNTS YEAR ENDING 31ST MARCH 2020
6.1) The Authority received and noted the report of the internal auditor. The Authority proposed seconded and Resolved; to approve the Certificate of Exemption, signed by the Clerk to be forwarded to the Chair via Social Distancing rules for signature immediately following the meeting.
6.2) The Authority considered the findings of the Annual Governance Statement. The authority proposed, seconded and Resolved; to approve the Annual Governance statement signed by the Clerk, and forwarded to the Chair as 6.1
6.3) To consider the Accounting statement certified by the Clerk. The authority proposed, seconded and Resolved; to approve the Accounting statement to be signed by the Chair as 6.1
7 FINANCIAL MATTERS to receive the Parish Clerk’s financial report and to authorise the signing of orders for payment
7.1) Bank Reconciliation’s 2019/20 and 2020 prepared by the Clerk were received, considered. and Resolved: Bank Reconciliations accepted as accurate, to be signed by the chair as 6.1
7.2) 2020/21 Precept and Budget Review was received, considered and Resolved: That the Budget Paper was reviewed and accepted.
7.3) Authorise signing of orders for payment. It was proposed, seconded and Resolved: That orders for payment be authorised totalling £1383.14. To be signed by the Chair as 6.1
8 PLANNING MATTERS None
9 HIGHWAYS None
10 RECEIVE REPORTS FROM OUTSIDE BODIES None
11 CORRESPONDENCE None
12 The Authority thanked the Clerk for his preparation for the meeting under new Pandemic regulations
DATE OF NEXT MEETING Tuesday 11th August 2020
Meeting closed at 11.11hrs
Amendment to Minutes by Virtue of Standing Order 12c
“Whilst this meeting did not directly follow the council standing orders, it was undertaken within the guidelines from the Government and to the best of our ability at the time”.
Amendment to Minutes by Virtue of Standing Order 12d
The chair of the meeting does not believe that the minutes of the meeting of Kirkby Underwood Parish Council held on 4th June 2020, in respect that the council was persuaded that the clerk could run the online meeting, were a correct record, but this view was not supported by the meeting, in so far as the net result would not have changed, and these minutes are confirmed as an accurate record of proceedings. Signed JA Ashwood Chair Kirkby Underwood Parish Council
Dated 11th August 2020