Minutes of the Annual Meeting held on the 8/5/17
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Billingley Parish Council

Minutes of the Annual Meeting held on the 8/5/17 at 6.45pm

in Billingley Village Hall.

Present                                                                     In Attendance                                 

Cllr D Beech                                                             3 Residents

Cllr S Fenna                                                             Mr. G Watters (joined for agenda item 10)

Cllr M Fenna

Cllr M Thompson

 

 

  1. Election of Chair

Cllr Beech nominated Cllr M Fenna to continue as Chair.  This was seconded by Cllr Thompson and agreed by Cllr Fenna.

  1. Election of Vice Chair

Cllr Thompson said she wished to stand down as Vice Chair and nominate Cllr Beech.  This was accepted by Cllr Beech and seconded by Cllr S Fenna.

  1. Apologies

No apologies were received.

  1. Declarations of Interest

No declarations were made.

  1. Public Participation

A resident asked if there was any update on the bus shelter and state of repair of the footpath.  The Chair responded saying there had been no further updates received.  The Clerk confirmed that she had contacted them again, after the last meeting, but hadn’t heard anything either.

 

 

  1. 6. Public Admissions to Meetings Act 1960

There was no reason to exclude the public for any parts of the meeting.

  1. Minutes of the Previous AM and Previous Meeting

The previous minutes of the AM and the last meeting were agreed as an accurate record and signed by the Chair.

  1. Matters Arising

8.1 There has been no feedback from Steve Croft regarding our request for initiatives to reduce speeding but the road markings on Flat Lane have been repainted.

8.2 Memorial and Plaque – Eden Memorials have provided a quote for cleaning the memorial at £720.  This would include cleaning it all and fixing the top (which is coming loose).  There is, however, nothing we couldn’t do ourselves as part of a clean-up day.  They have said we will have trouble with the marble as long as it is outside.  Cllr Thompson suggested we could transfer the names from the marble plaque onto the proper memorial.  Cllr Beech said he would ask for an estimate re the lettering.  Cllr Thompson also thanked Cllr Beech for the work he had done on this.

8.3  Amended documents of BPC documents – The governance documents have been reviewed by all the Councilors. Minor amendments have been made and were accepted for commencement May 2017.

  1. Communications

9.1 Governance meeting held at Barnsley Town Hall

A governance review should be carried out every ten years, however, there hasn’t been one completed in Barnsley for many years.  Consequently, they are undertaking it this year.  The basic premise, for the review, is to make sure Parish Councils are still operating effectively and look at areas such as ratio of Councilors to voters, areas where there has been significant development/ building, areas where there haven’t had elections for quite a while etc.  They are not considering any boundary changes at this stage.  We will receive further correspondence and consultation.

  1. Finance

10.1 Financial Year End Audit – The Clerk provided a copy of the financial return for this year.  An explanation of these was provided by Mr Watters.  The meeting considered the accounting statements and the annual governance statement. Both were approved and signed by the Chair ready for submission.  The Council thanked Mr. Watters for his contribution.

10.2 Receipts received – The precept has now been received into the account -£1579.00.  No other receipts.

10.3 Current balance – The current balance stands at £3476.34

 

10.4 Balance sheet of accounts

 

  Bank Current Account
Date Receipts Payments Cheque Number Balance
9th June 2016 Previous statement balance     £3412.33
28th June 2016   £64.57 – Materials Love where you live 000254 £3347.76
29th June 2016   £412.56 Insurance 000253 £2935.20
8th July 2016   £50.00 for petty cash float 000256 £2885.20
12th July 2016   £10.00 payment to savings account 000255 £2875.20
12th sept 2016   £52.08 Ink cartridge and petrol 000257 £2823.12
12th sept 2016   £380.76 Lap top, scanner, ink cartridges x2 and 000258 £2442.36
13th Sept 16   £103.59 Windows package for lap top 000259 £2338.77
14th Nov 16   £85.44 000260 £2253.33
14th Nov 16   £35.00 000261 £2218.33
13th Mar 17   £175.00 000262 £2043.33
20th Mar 17   £29.99 000263 £2,013.34
         
31st Mar 17 Precept £1579.00   £3592.34
1st Apr 17   £116.00 000264 £3476.34
8th May 17   £90.00 000265 £3386.34

 

 

 

 

10.5 Payments/Cheques – A cheque for £90 was issued for room hire.  Number 265.

 

10.6 Financial Regulations and Risk Assessment Schedule

 

The Council carried out the annual review of these documents and they were agreed and carried forward.

 

 

  1. Love where you live

 

A discussion was held re the next event.  No national events are currently planned.  It was proposed we hold a further day in June.  The date was agreed of 25th June and a flyer will be produced to circulate to residents.

 

Date and Time of the Next Meeting

The Chair asked if the meeting could be moved forward to the 26th June.  All agreed this was acceptable.  The next meeting will be held on the 26th June at 6.45pm.

The meeting closed at 7.30 pm.

 

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Billingley Parish Council Minutes 13.3.17
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Billingley Parish Council

Minutes of the Parish Meeting held on 13.3.17 at 6.45pm

Billingley Village Hall

 

Present                                                         In Attendance

 

Cllr M Fenna (Chair)

Cllr S Fenna                                                 4 residents

Cllr Beech

 

 

The Chair opened the meeting at 6.45pm.

 

 

 

  1. Public Participation

 

A request was made that the Parish Council make a further appeal for a bus shelter to be situated on Barnsley Road, Billingley Green Lane on the A635. Additionally, the pot holes on Flat Lane need filling in and no action has yet been taken to improve the footpath that runs alongside the A635. Additionally, there has been another incident of fly tipping.  Action: Clerk to follow up.   The previous Chair wished to make it known that at the time of removing the war memorial plaque from the Chapel, he sought somewhere for it to be displayed inside, ideally the Village Hall, but this was declined and no further alternatives were offered.  Consequently, there was no option but to site it next to the current memorial.  This was agreed by the Parish Council at that time.

 

  1. Public Admissions to Meeting Act (1960)

It was agreed that there was no need to exclude the public from any part of this meeting.

  1. Apologies

Apologies were received from Cllr Thompson and Cllr Saunders

 

 

 

 

  1. Minutes of the Meeting

 

There were no matters of accuracy from the previous minutes and the previous minutes were signed by the Chair.  The Chair noted that we must be vigilant; however, with making sure the minutes accurately reflect what is said at meetings.

 

 

  1. Declarations of interest

 

None were raised.

 

 

  1. Matters arising

 

6.1 Speed Reduction – Steve Croft previously contacted the Chair to say the 7 day and weekday combined flow is so low that we don’t have an issue.  Only 1% were travelling at excess of the threshold for enforcement i.e. above 35 mph.  These results were circulated to all residents.  In response to this the Council have received a suggestion by a resident, that we place stickers on wheelie bins regarding the speed limit and speed safety.  Cllr Beech and the other Councilors felt this would be an appropriate step to take; however, we would need to seek permission from Barnsley Council and the Police.

 

He also stated that there was an article in the Barnsley Chronicle regarding volunteers from the community being trained to monitor traffic and use speed guns within their locality.  Location operations could be suggested by communities.  This might be something we could consider; however, it would clearly need the active support of residents.

 

Additionally, Cllr Beech has spoken to Woodsetts council regarding how they obtained a digital sign that flashes up the speed cars are travelling.  They come under the jurisdiction of Rotherham Council, who were favorable to the use of these at the time, but now even they are struggling with monies and are unable to fund any more of these projects.

 

In summary, there are several possible options to consider.  The Cllrs will explore these more prior to the next meeting.

 

 

6.2 Great British Clean up Day

 

This was a successful day with fifteen residents supporting the event on the day and others taking part on the Friday and Saturday.  Thank you to all of the residents for their support.  The Chair reported, however, that since the event, Mr Crapper has cut back the hedges and the debris is now on the pavements/roads again.  Cllr Beech also noted that debris had been left on Back Lane, and wished to extend thanks to the resident who had swept it.

 

Cllr Beech stated that he felt part of the success was due to it being a national event.  He suggested that our events in the future should be co-ordinated with other national events.  We can then utilise their resources/posters etc. to promote the activity and gain more momentum.

 

6.3 Feedback from the regional Yorkshire Local Councils Association meeting

 

Cllr Beech reported that a large part of the meeting was dedicated to discussing the restructure of the YLCA from 32 to 22 delegates on the Joint Executive Board and how this could be achieved.  Representation by Parish Councils in terms of planning applications, was discussed; dissatisfaction being expressed that a council’s vote is only counted as one vote.  The National Association for Local Councils intend to lobby for Parish Councils to be given more voting weight.  This being the case, however, they urge Parish Councils to support residents in making objections individually.  Regarding increases in precepts, councils are being asked to show restraint and not to add money for additional projects, but be clear that this is for funding current/existing activities.  The digital transparency fund continues and bids are still invited.  Cllr Beech suggests we should consider whether we apply for anything else i.e. laminator and a further printer for the Chair.  A reminder was issued regarding the transparency code for councils with populations under 25,000.  Cllr Beech commented that we need to comply with this and review our procedures, standing orders etc. to ensure we are fully compliant.  The War Memorial Trust are actively engaged with Historic England in trying to get War Memorials registered, Cllr Beech will explore registering ours.  If it is listed this may help us with achieving funding/grants.

 

6.4 Memorial Update

 

In terms of maintaining and repairing the War Memorial, Cllr Beech has spoken to a stone mason who has visited today to inspect our memorial and provide advice.   The stone mason advised that all it requires is granite bleach and use of a pressure washer to clean it, which he suggests we could do ourselves.  They could do it, but the cost would be approximately £600.  The plaque outside, however, is more of a problem. It is made of marble and it will continue to deteriorate with age, unless kept indoors.    He advised the only thing to do is to keep cleaning it, again, with a pressure washer.  It is also suggested we could re-do the lettering ourselves.  The only alternative would be to put a Perspex cover over it.  Cllr Beech has requested that a quote be provided for the maintenance of both so that we can consider it.  Cllr Beech also asked about the plaque in storage and said he could ask someone about this, but if it was marble it would really need to be kept inside.  Action: to consider once the quote is returned.  The Chair advised that Darfield are having some work done on their memorial and have found that CT Butterfields are significantly cheaper than other companies.

 

  1. Correspondence

 

A communication has been received from BMBC regarding the operation of Parish Councils.  It is part of a scoping exercise to establish how councils are operating and if they are operating effectively.  The Chair proposed we respond to say that we are operating effectively and wouldn’t suggest any changes are required.  Action: Chair and Clerk to discuss and respond.  

 

A communication has been forwarded to us from Lynn Bembridge re applying to be part of the Yorkshire’s Back Garden campaign; this has grants attached.  The Chairs view is that we can’t take anything else on above and beyond the Love Where You Live Work at present.

 

We have received a correspondence from a firm of insurance brokers (Norris and Fisher Insurance Broker LTD), regarding our insurance needs.  We are covered with our present providers for the next twelve months; however, we will keep this for the future.

 

Clerks direct circulated.

 

 

  1. Financial Update

 

8.1 Invoices/Payments – No receipts since the last meeting.  One Invoice received for the minute book purchased by Cllr Beech – cost £29.99.  A cheque can be issued once Cllr Thompson is available to sign.  Cheque issued for charitable donation of £175 to Bluebell wood – Cheque number 000262 (see item 8.6).

 

8.2 Balance – The balance remains at £2043.33

 

Balance sheet of accounts

 

  Bank Current Account
Date Receipts Payments Cheque Number Balance
9th June 2016 Previous statement balance     £3412.33
28th June 2016   £64.57 – Materials Love where you live 000254 £3347.76
29th June 2016   £412.56 Insurance 000253 £2935.20
8th July 2016   £50.00 for petty cash float 000256 £2885.20
12th July 2016   £10.00 payment to savings account 000255 £2875.20
12th sept 2016   £52.08 Ink cartridge and petrol 000257 £2823.12
12th sept 2016   £380.76 Lap top, scanner, ink cartridges x2 and 000258 £2442.36
13th Sept 16   £103.59 Windows package for lap top 000259 £2338.77
14th Nov 16   £85.44 000260 £2253.33
14th Nov 16   £35.00 000261 £2218.33
13th March 17   £175.00 000262 £2043.33
Not yet issued   £29.99 Not yet issued £2,013.34

 

 

 

Bank Savings Account
Date Opening Balance Receipts Payments Balance
 12th July 2016  £1668.62   £10.00 transfer from current account £1678.62

 

 

8.4        Financial Plan

 

Regular Outgoings Income Current Balance
  Precept £1579.00 £2,013.34 regular account
    £1678.62 savings
£115          YLCA    
£175.00     Charitable donation    
£470          Insurance Zurich    
£35            Poppy wreath    
£90            Room hire    
£175.00     Love where you live associated costs i.e. petrol, maintenance, equipment.    

 

Please note all costs are approximate.  With spending, as above this would leave a balance of approximately £4210.96 in total or £2532.34 less the savings.

 

8.5 Precept

 

The recommendation of the January meeting was that the precept be set at 1.75%, however, thanks to a grant from Barnsley Council this has now been set at 1.42%.

 

8.6 Charitable donation

 

As no suggestions have been made by residents, Cllr Beech proposed we ask the Clerk to nominate a charity.  The Clerk nominated Bluebell wood, this was seconded by Cllr S Fenna and carried unanimously.

 

 

8.7 Digital transparency funds

 

Cllr Beech reported that councils could still bid under this pot of monies and encouraged uptake.  A discussion took place as to further equipment we could purchase and it was suggested a second colour printer and a laminator along with the sundries needed for them.  This will be discussed further.

 

 

  1. Governance

 

The Chair asked that all Councillors look at all the governance papers during the next few weeks so that any comments/amendments that were needed to comply with Governance and Compliance be made, with the final documents presented to the annual meeting in May. Action: All Councillors and clerk to review and comment or indicate acceptance of current published documents before end of April

 

 

  1. Love where you live campaign.

 

The Chair asked if we should hold a further meeting to ask residents how they wish to take this forward.  Cllr Beech suggested we follow the national event agenda.  The point was made that any suggestions that are made need the commitment of the villagers to help.  Cllr Beech suggested it stays on the agenda for regular discussion.

 

 

 

 

 

  1. Representative for Yorkshire Councils Association (YLCA).

 

A nomination is required to represent the Parish Council at the YLCA.  This post has voting rights.  The Chair nominated Cllr Beech and this was seconded by Cllr S Fenna.  Cllr Beech agreed.  No formal notification is required.

 

  1. Changes to planning

 

The Chair explained that if anything comes from Barnsley Council that effects Billingley or the surrounding area, we should encourage as many residents as possible to respond as the Parish Council only count as one vote.   It was additionally noted that should we need to we can legally copy planning documents we receive.

 

  1. War Memorial

 

Cllr Beech will look at registering the War Memorial with Historic England.

.

 

  1. Future Meeting Dates

 

 

8th May is the Annual Meeting

 

10th July

 

11th Sept

 

13th November.

 

15th January 2018

 

12th March 2018

 

14th May 2018 annual meeting

 

All to commence at 6.45 and to be held in Billingley Village Hall.

 

 

  1. Date and time of the next meeting

 

The next meeting will be held on Monday 8th May at 6.45pm and will be the Annual Meeting.

 

The Chair closed the meeting at 7.56pm and thanked all for their attendance and contribution.

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Billingley Parish Council Minutes 9th January 2017
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Billingley Parish Council

Minutes of the Parish Meeting held on 9.1.17 at 6.45pm

Billingley Village Hall

 

Present                                                 In Attendance

 

Cllr M Fenna (Chair)

Cllr S Fenna                                          3 residents

Cllr Beech

Cllr Thompson

 

The Chair opened the meeting at 6.45pm.

 

 

 

  1. Public Participation

 

No matters were raised.

 

 

  1. Public Admissions to Meeting Act (1960)

It was agreed that there was no need to exclude the public from any part of this meeting.

  1. Apologies

 

Apologies received from Cllr Coates and Saunders

 

 

  1. Minutes of the Meeting

 

There were no matters of accuracy from the previous minutes.

 

 

  1. Declarations of interest

 

None were raised.

 

 

 

 

  1. Matters arising

 

6.1 Speed Reduction – Steve Croft has contacted the Chair to say the 7 day and weekday combined flow is so low that we don’t have an issue.  Only 1% were travelling at excess of the threshold for enforcement i.e. above 35 mph.  Results are attached to these minutes.  Cllr Beech stated this shouldn’t prevent us from looking at other options and Councilors will continue to explore what if anything can be achieved.

 

6.2 Footpaths – Re the footpath bordering the A635 – A response has been received from BMBC Highways department to say they have added it to their work schedule.  The council will monitor progress.  The Chair has also contacted the council to ask about the street cleaning schedule and spraying of the verges on Flat Lane to prevent the vegetation taking over.

 

6.3 Planning meetings – The Clerk clarified that any additional planning meetings would need to be open to the public.

 

6.4 Thank you – The Chair thanked Brian Moore, Victor Fielding, Gordon Watters and Barry Senior for the Village Christmas decorations.  Also Marie Louise Archibald for the planting near the memorial.

 

6.5 Minute Book- The Clerk and Cllr Beech have tried to source a new minute book but these are very expensive.  Cllr Thompson suggested contacting YLCA re the cost if bought through them.  Action: Clerk to contact.

 

 

  1. Voluntary contract for the Clerk

 

The voluntary contract has been submitted and HMRC have agreed they are happy with this agreement.  YLCA are also satisfied.

 

 

8.Communications

 

Communication received regarding copying planning applications.  Advised that Local councils must obtain the required permission from the Local Planning Authority prior to copying, issuing and making available in electronic form all planning applications. Without such permission the copyright owner could take legal action against the council.  However, Joe Jenkinson, Head of Planning and Building Control at Barnsley MBC has confirmed a blanket permission to all parish and town councils in the area to copy planning applications in accordance with the principles laid out in NALC’s Legal Topic Note 60.

 

 

Changes to bus routes have been publicised and a request made by a resident that we obtain the routes for local services.  We have obtained some but others are not printed as yet.  These are due to be published end of January and will be forwarded on.

 

Clerks direct circulated.

 

Gordon Watters has approached the council to say that he had not been able to obtain a replacement paper recycling bag and contacted the Chair for support.  The Chair has managed to acquire 18 bags if any other residents require one.

 

 

  1. Financial Update

 

 

9.1 Invoices/Payments –No receipts or invoices since the last meeting.

 

9.2 Balance – As of the 15th December the balance was £2218.33

 

Balance sheet of accounts

 

  Bank Current Account
Date Receipts Payments Cheque Number Balance
9th June 2016 Previous statement balance     £3412.33
28th June 2016   £64.57 – Materials Love where you live 000254 £3347.76
29th June 2016   £412.56 Insurance 000253 £2935.20
8th July 2016   £50.00 for petty cash float 000256 £2885.20
12th July 2016   £10.00 payment to savings account 000255 £2875.20
12th sept 2016   £52.08 Ink cartridge and petrol 000257 £2823.12
12th sept 2016   £380.76 Lap top, scanner, ink cartridges x2 and 000258 £2442.36
13th Sept 16   £103.59 Windows package for lap top 000259 £2338.77
14th Nov 16   £85.44 000260 £2253.33
14th Nov 16   £35.00 000261 £2218.33

 

 

 

Bank Savings Account
Date Opening Balance Receipts Payments Balance
 12th July 2016  £1668.62   £10.00 transfer from current account £1678.62

 

 

9.3 Charitable donation – In lieu of not paying a wage to the Clerk, a charitable donation will be made.  If residents have any suggestions, they should submit these to any member of the council prior to the beginning of March.

 

 

9.4 Financial plan – this will be agreed at the next meeting.

 

9.5 Precept – Following a split vote between a proposal of 1.75% and 2% the Chair cast his vote in favour of 1.75.  Agreed precept should be set at 1.75 % to cover inflation.  Action: Clerk will inform BMBC.

 

 

 

  1. Love Where you Live

 

10.1 Monitoring form for grant – The monitoring form was submitted after the last meeting and we have had no feedback so we presume everything is satisfactory.

 

10.2 Village Tidy Up-The Chair questioned whether we need another meeting to ask the residents again what they want to happen and to try and get more people involved.  The councilors agreed with this.  This will be discussed further at the next meeting.

 

There is a Great British Tidy up event from the 3rd to 5th March and your Parish Council is suggesting the 5th March as a village clean up day to mark this, we will advise once we have all the details.  Cllr Beech will register the village and see if there any materials we can use.

 

There is a plaque, in a resident’s garage, obtained, for the millennium that could be situated near the memorial.  However, we would need to check if it is suitable for being sited outside.  Additionally, the inscription on the memorial needs refurbishing and we probably need someone to look at it and advise re the weathering.  Action: Cllr Thompson will speak to someone regarding this.

  1. Date and time of the next meeting

 

The next meeting will be held on Monday 13th March at 6.45pm

 

Future meeting dates to be discussed at the next meeting.

 

The Chair closed the meeting at 7.45 and thanked all for their attendance and contribution.

 

 

Speed Survey

 

The speed survey was carried out over a 7 day period commencing 12th July 2016 and the equipment was located adjacent to lighting column number 5. The results are as follows;

 

7 day combined flow –                  average speed = 24.5 mph           85th percentile speed = 27.12 mph

7 day northbound flow –               average speed = 23.95 mph        85th percentile speed  = 26.58 mph

7 day southbound flow –               average speed = 24.96 mph        85th percentile speed = 27.38 mph

 

Weekday combined flow –           average speed = 24.1 mph           85th percentile speed = 26.5 mph

Weekday northbound flow –      average speed = 23.5 mph           85th percentile speed = 26.0 mph

Weekday southbound flow –      average speed = 24.5 mph           85th percentile speed = 26.7 mph

 

The speed limit on high Street is 30mph and these results show an exceptional level of compliance with the posted speed limit, with only 1% of vehicles travelling at a speed in excess of the threshold for enforcement. The threshold for enforcement being 35mph.

 

I understand that some residents may perceive that speeds are greater than they are in reality. Unfortunately, this is not something that the Council can overcome. I am happy for these results to be shared in the hope that it gives them some comfort that overall speeds are not excessive.

 

Regards.

 

Steve Croft

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Billingley Parish Council Minutes 12/09/16
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Billingley Parish Council

Minutes of the Annual Parish Meeting held on 12/09/16 at 7pm

Billingley Village Hall

 

Present                                                 In Attendance

 

Cllr M Fenna (Chair)

Cllr S Fenna                                          1 resident

Cllr Thompson

Cllr Beech

 

Apologies

 

Apologies received from Cllr Saunders.

 

 

The Chair opened the meeting at 7pm.

 

 

  1. Public Participation

 

No matters were raised.

 

 

  1. Public Admissions to Meeting Act (1960)

It was agreed that there was no need to exclude the public from any part of this meeting.

  1. Minutes of the Meeting

 

There were no matters of accuracy from the previous minutes of 20/06/2016.

 

 

  1. Matters arising

 

Speed Reduction – Steve Croft hasn’t yet fed back the results of the survey.  If the Chair hasn’t heard from him by end of the month, he will contact him to ask for an update.  Action: Chair

 

Updates Councillors – As Cllr Coates was not in attendance at todays meeting, no updates were received.  Action: Clerk to contact her to ask for an update to be provided.   This was completed on 13.9.16

 

Changes to bus service: Regarding changes to the bus service, the Chair has sent a letter, dated 16/7/16, re concerns regarding the company’s plan to terminate the service at Wombwell rather than going all the way to Barnsley. The letter asked them to reconsider this decision.  In response the Bus Partnership have asked the Chair to circulate questionnaires to residents, stating that the more responses they receive the more the argument would be strengthened to continue the service.  The Chair has circulated questionnaires to interested residents.  Action: Closed.

 

Local Development – Following the meeting on the Barnsley Development Plan (particularly the Dearne Valley Plans) led by Jo Jenkinson,  the Chair has stated and explained the reasons for our objections formally in writing.  These have been forwarded to the planning department by both e mail and post.

 

Village website – Cllr Beech was to contact Gary Kelsall re the village website and how best we could use it. Cllr Beech reported that the website had already been amended. He would contact Gary Kelsall when we have anything further to add to the site such as future Love Where You Live information/photographs  Action: Cllr Beech on going.

 

Footpaths – The footpaths were cut back in August.

 

Hedge Cutting – Cllr Thompson/the Chair will ask the local farmers when they are planning on cutting the hedges back.  Action: Cllr Thompson/Chair.

 

 

  1. Financial Update

 

 

Invoices/Payments

 

 

Regarding the returned unspent money from the defibrillator  grant, the Chair has contacted Tanya Dickinson who says they will not cash the cheque and we can spend the monies.  The cheque was for £41.90.

 

The Lap top and printer have now been purchased at a total cost of £484.35.  This includes lap top, scanner, windows package, x 2 ink cartridges (colour and black and white).  The Clerk will pass the invoices to the Chair for a cheque to be issued.  Action: Clerk.

 

£10 has been paid into the savings account to keep it live (as per agreement at the previous meeting).

 

 

Year End Audit – The accounts have been approved, with few minor issues to note, which the Clerk will discuss with Mr Watters; who kindly completed the audit.  The Chair noted the need to make sure the dates of next years meeting were set to allow plenty of time for the accounts to be completed, signed off at a meeting and returned.  Action: Clerk

 

The last statement received was dated 26/7/16 the balance shown was £2875.20

 

Balance sheet of accounts

 

  Bank Current Account  
Date Receipts Payments Cheque Number Balance  
9th June 2016 Previous statement balance     £3412.33  
28th June 2016   £64.57 – Materials Love where you live 000254 £3347.76  
29th June 2016   £412.56 Insurance 000253 £2935.20  
8th July 2016   £50.00 for petty cash float 000256 £2885.20  
12th July 2016   £10.00 payment to savings account 000255 £2875.20  
12th sept 2016   £52.08 Ink cartridge and petrol 000257 £2823.12  
12th sept 2016   £380.76 Lap top, scanner, ink cartridges x2 and 000258 £2442.36  
13th Sept 2016   £103.59 Windows package for lap top 000259 £2338.77  

 

 

Bank Savings Account
Date Opening Balance Receipts Payments Balance
 12th July 2016  £1668.62   £10.00 transfer from current account £1678.62

 

 

 

  1. Love Where you Live

 

The next event will be held on 15th October – the Autumn Clean up.  Ways of encouraging more people to take part were discussed.  Cllr Beech Suggested holding another meeting next year to try and re-energise the campaign.

 

  1. Remembrance Sunday

 

The Chair will ask Mr D Finney if he will do the service and approach Mr T Smith from the British Legion to ask if he would order the wreath.  The Clerk will ask one of the committee if the village hall can be opened again afterwards for tea and biscuits.  This can be then promoted on the notice boards.    Action: Clerk to approach committee and Chair to contact Mr Finney and Mr Smith

 

  1. Christmas Lights

 

The Chair expressed concern that using the ladder to put up the lights was not safe and as a consequence he would ask the local farmers if they could assist in providing a cherry picker to those who would be decorating the village Christmas Tree Action: Chair to approach the farmers.

 

 

  1. Governance and Accountability

 

Council documents will be electronically backed up on a regular basis onto a memory stick. Action: Clerk to back up documents

 

The Chair reported the Clerk had checked and contractor’s indemnity insurance was not included in our current insurance policy.

 

 

  1. Communications

 

The Chair has received a communication from Live Well Barnsley re promoting the council.  Action: The Chair will consider and respond if appropriate.

 

The Chair has received notice of a free workshop SYFAB to be held on 27/9/16 re applying for funding.  The Chair will attend to enquire if assistance is available with the speed reduction matter should we need to resort to self-funding. The Chair will also let BVCA know.  Action: Chair. 

 

A correspondence has been received informing of a change of date for the South Yorkshire Local Council meeting. Cllr Beech agreed to attend this.   Action: Cllr Beech.

 

 

 

 

  1. Date and time of next meeting

 

The next meeting will be held on Monday 14th November 2016 at 7pm.

 

 

The Chair closed the meeting closed at 8 pm and thanked all for their attendance and contribution.

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Billingley Parish Council Objection to BMBC Local Planning Publication
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I am writing in my capacity as Chair for the Billingley Parish Council representing the residents of Billingley Village Community, having had meetings with residents at the village hall. We would as advised in the consultation document, ask that you take these comments to the Local Pan Publication Consultation as though it were from all of the residents of Billingley.

Our concerns with the L.P.P. are to do with the sites D1 and RSV1 to the south of the Dearne Valley Parkway A635 Barnsley Road.

We believe that under the Policies and Proposals Policy GD1 general development both of the proposed sites do NOT meet the majority of statements contained in Policy GD1 in particular paragraphs 1,2 and 5. There will be significant adverse effect on living conditions and residential amenity of Billingley residents. Since the Aldi RDC and the Aldi supermarket were opened noise, light and traffic pollution has increased substantially therefore if these site were to be developed it would have an even more devastating effect on the living conditions of the residents.

The sites in question will Not be compatible with neighbouring land, the land is currently green belt farming land which is compatible with land to the north of the A635. If it were to proceed it would join the conurbations of Darfield and Goldthorpe creating urban sprawl, having a very negative impact on the area and the local landscape.

The sites will have an adverse effect on the environment and natural resources. It is currently Green Belt farm land, which enhances the environment and is an important area for a range of species including barn owl, wildfowl, golden plover, lapwing, yellow hammer and grey partridge. Additionally should marsh harriers breed these are the fields they would frequently use. We have already seen that development in areas such as Manvers Way and Edderthorpe appear to be having an adverse effect and would also have a major impact on the RSPB Old Moor nature reserve. It would be incompatible with the Nature Improvement area and the Dearne Valley Eco-Vision.

Under policy 8 Economy we do not see how any works to the highway will mitigate the effect of any development of Site D1 and RSV1. Since the Aldi RDC and Aldi supermarket and the sites on the Park Springs opened our village is now used even more as a rat run making it very dangerous to pedestrians and vehicles in the village. There are times when the A635 is so busy with traffic that it comes to a complete standstill with traffic backed up beyond the roundabout where Aldi supermarket is on the Dearne Valley Parkway. Just how this can be improved if the sites were to be developed is beyond all reason. We would have more noise, smell, dust, vibration, light and air pollution which would all have a major negative impact on the living conditions of the residents of Billingley.

It is the aim of the BMBC to provide jobs for the local inhabitants yet as we have seen from ASOS and Aldi the numbers of people who are local is so minimal that all these developments have achieved is

to create jobs for other people from other countries and outside our area. They have not helped the local community and it is therefore doubtful that these sites if developed would bring jobs to the local community. Whist we appreciate the need for new sites it is also puzzling why so many existing sites are not fully utilised or occupied. If these were renovated or altered then surely these should be first priority not keep using new land and leaving those sites to become derelict or under used.

Since Brexit we are as a nation going to need all the agricultural land we have and to earmark these sites that are green belt agricultural land for potential use as industrial units would be a total contradiction to the aims of the country to become as self-sufficient as possible with regard to the food chain.

It also concerns us that within the plan it seems to be giving the green light to any Fracking that may be applied for in Barnsley and surrounding areas. We believe that there so many unknowns with regard to Fracking that it should not be given such a carte-blanche approach, our area is still recovering from the effects of the closure of the mining industry and to undo all of the great strides made with regard to the environment that have taken place would be a travesty of the highest order.

We understand the need for job creation and housing and it is not a case of us as residents saying not in my back yard, we are deeply concerned that these proposals will bring such negative results to the area of Barnsley and of course the village of Billingley and its residents.

We the Parish Council and the Billingley Village Community strongly oppose the development of the sites.

Yours faithfully

Mike Fenna chair Billingley Parish Council and for the Billingley Village Community

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Minutes of the Annual Parish Meeting held on 20/6/16
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Billingley Parish Council

Minutes of the Annual Parish Meeting held on 20/6/16 at 7pm

Billingley Village Hall

 

Document Reference BPC Minutes June 2016

Present                                                         In Attendance

 

Cllr M Fenna (Chair)                                    Julie Beech (Minutes)

Cllr S Fenna                                                 3 residents

Cllr Thompson                                              Cllr Coates

Cllr Beech                                                     Cllr Saunders

 

Apologies

 

Angela Fawcett (Clerk)

 

The Chair opened the meeting at 7pm.

 

 

  1. Public Participation

 

Mrs Barbara Moore raised the subject of changes to the bus service covering Billingley. She would be happy to pass on the information she had gathered to the Chair. The Chair agreed to contact the local transport providers again to request the retention of the current route to Barnsley which is now under threat. He would copy Councillors Coates and Saunders into this communication in order for them to create and send their own emails. Action: Chair and Councillors to email the local transport providers

 

Information on the proposed new routes would be posted on the notice Board. Action: Cllr Coates

 

  1. Public Admissions to Meeting Act (1960)

It was agreed that there was no need to exclude the public from any part of this meeting.

  1. Minutes of the Annual General Meeting

 

There were no matters of accuracy from the minutes of the Annual General  Meeting held on 9th May 2016 and were accepted as a true record.

 

  1. Matters arising

 

Speed Reduction – The Chair had posted information regarding our current position on speed control though the village to all residents. He had also contacted Steve Croft (BMBC Highways Dept.) again and had received a reply on 9th June 2016 informing him of the council’s plan to carry out a speed survey and vehicle count in High Street over seven days within the next couple of weeks (The Chair read out the full reply from Mr Croft). If the equipment was not in place by the end of this week the Chair would chase up the matter. Action: Chair to chase Steve Croft if necessary.

Various other options to control speeding through the village were suggested. Purchasing our own signs that could be mounted on poles through the village (it was pointed out that this would need BMBC permission); purchasing wheelie bin slow down stickers; direct action by residents sited at each end of village at strategic times.

 

 

The Chair reported that the laptop and scanner using the YLCA grant would be purchased in the next few weeks.

 

No updates were available from Cllr Coates. Action: Cllr Coates to update at next meeting

 

 

  1. Financial Update

 

 

Invoices/Payments

 

  1. Zurich Insurance for Billingley PC and monument £412.56

Renewal date 28th July 2016                                 Cheque No. 253

  1. Mike Fenna in respect of Love Where You Live £64.57                                    materials – bench timbers, paint, fuel               Cheque No. 254

 

 

The above were accepted and cheques signed.

 

Ink cartridges and printer/scanner

 

These were yet to be purchased.

 

Approve accounts

 

The year-end accounts as at 31st March 2016 were approved and signed by the Chair. These had been internally audited and would now be sent to BDO (the accountants) by 30th June 2016 together with the PC minute documenting this. Action: Chair to forward to BDO with details of 20/6/2016 minute reference

 

Re-appoint Angela Fawcett as Responsible Officer (Governance) and as our Parish Clerk (Governance)

 

Cllr Thompson read out the following statement by means of an explanation of this action.

 

“In line with the policy of the Parish Council, we are reviewing all documents relating to the correct running of parish council business, bringing everything up to the Legal Requirements demanded by Government. It has become necessary to ask our Parish Clerk who also acts as our Responsible Officer to sign a new Contract of Employment which contains new conditions.”

 

This was agreed by all Councillors.

 

Balance sheet of accounts

 

Billingley Parish Council April 2016 – March 2017 (as at 9th May 2016)

 

Bank Current Account
Date Receipts Payments Balance
1st April 2016 £1552.00 precept   £5133.41
9th May 2016   £80.00 Lawnmower £5053.41
9th May 2016   £115.00 YLCA £4938.41
9th May 2016   £700.00 Noticeboard £4238.41
9th May 2016   £651.08 LWYL materials £3587.33
9th May 2016   £175.00 Clerk’s salary – charitable donation £3412.33

 

 

Bank Savings Account
Date Opening Balance Receipts Payments Balance
        £1668.62

 

Bank Accounts

 

It was agreed that in order to keep the slow moving savings account live, a nominal transfer would be made from the current account into the savings account. Action: Chair to effect the transfer

 

 

 

 

Financial reporting of items of over £100

 

A Parish Council Asset Register had been drawn up as at May 2016. All items under and over £100 were now listed in this register.

 

 

 Review of signatories

 

The bank signatories had now been amended. Two out of the three signatories could now sign to cover all eventualities.

 

 

  1. Proposed development at Middlecliffe

 

The proposal for the development at Middlecliffe was still with Barnsley MBC.

 

  1. Governance and Accountability document

 

There was nothing new to report on this document. (This item would remain as a regular item on future agendas)

 

  1. Risk Assessment update of changes

 

The current schedule was reviewed and dates changed accordingly.

Action: Cllr Beech would update the document.

 

When the new laptop was in use, all Council documents would be electronically backed up on a regular basis. Action: Clerk to back up documents

 

The Chair would check with the Clerk if contractor’s indemnity insurance was included in our current insurance policy. Action: Chair to contact Clerk

 

Cllr Beech brought to the attention of the meeting the return of the extra monies granted to the Council for the defibrillator as this was not mentioned in any past minutes. The Chair located the item in September 2015 on last year’s accounts.

 

 

  1. Love Where You Live – Clean up

 

The Chair thanked all those that had helped in the clean-up held on Saturday 11 June 2016. 4 residents (Gordon Watters, Beryl Davis, Julie Beech and Sue Davies) 4 parish councillors and Julie Beech all attended what was agreed to have been a successful morning. The PC expressed disappointment in the turnout of volunteers.

 

 

  1. Communications

 

Item from authorities regarding changes to buses routes etc. received (see point 1 above).

 

Information regarding bus travel passes for passengers aged between 11-16 years and 16-18 years had been confirmed. For information on who would be eligible please see www.travelsouthyorkshire.com/travelpasses/.

 

The Chair had contacted BMBC about vegetation, on and overgrowing local footpaths, but was unsure if this would expedite any action. Cllr Coates advised that due to the recent spate of wet weather, BMBC were trying to catch up on their grass/verges cutting programme.

 

Cllr Beech informed the meeting that BMBC website now had a link to BVCA website where our minutes and documents are available to view.

 

Gary Kelsall (BVCA website) had contacted the BVCA committee and they were happy to expand the Parish Council section. The councillors were appreciative of this. Cllr Beech would contact Gary Kelsall to discuss various matters with him. Action: Cllr Beech to contact Gary Kelsall

 

 

  1. Date and time of next meeting

 

The next meeting –the next meeting will be held on Monday 12th September 2016 at 7pm.

 

 

The Chair closed the meeting closed at 7.45pm and thanked all for their attendance and contribution.

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Billingley Parish Council Minutes 9th May 2016
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Billingley Parish Council

Minutes of the Annual Parish Meeting held on the 9/5/16 at 7pm

in Billingley Village Hall

Present        In Attendance

Cllr M Fenna (Chair)

Cllr S Fenna 1 resident

Cllr Thompson Cllr Coates

Cllr Beech

The Chair opened the meeting at 7pm.

Election of Chair

Cllr S Fenna nominated Cllr M Fenna. This was seconded by Cllr Beech and accepted by Cllr M Fenna.

Election of Vice Chair

Cllr Fenna proposed Cllr Thompson, this was seconded by Cllr Beech and accepted.

Resignation of Councillor

A letter has been received from Cllr Hancock stating that unfortunately, for health reasons, she would be resigning from the post.

Declarations of Interest

No declarations were disclosed and the declaration forms were completed and returned.

Public Participation

A comment was made regarding the Lane leading to Middlecliffe and the litter being left there. Additionally the tyres that had been dumped on Flat Lane. Action: Cllr Coates kindly agreed to report these issues. She also said she would check on when road sweepers were due to clean the area. We have been informed in the past that they are on a 6 weekly cycle but no one has seen evidence of this for some time.

Public Admissions to Meeting Act (1960)

This was considered and it was agreed that there was no need to exclude the public from any part of the meeting. Public Admissions to Meetings Act (1960)

Minutes of the previous meeting and annual meeting

There were no matters of accuracy from the previous minutes which were accepted as a true record. Regarding the previous annual meeting, these were accepted as a matter of record. It was not possible to agree them as at the time of the Annual Meeting there were no serving councillors (as they had all resigned at the previous meeting) and the new Councillors had not yet been elected.

Matters arising

The Chair and Cllr Beech have been exploring alternative ways of securing speed control measures for the village. The Chair stated that he had spoken to someone regarding the grants being offered by the Park Springs Wind Farm Community Benefits Fund and had been advised that in theory it may be possible to apply for a grant for two speed indicator devices (but no guarantee of approval); if support for this is given by BMBC and the application is made by the community association. Consequently, the Chair has spoken to the Highways department and is awaiting a response (the manager is on leave at present). The Chair stated that he has been informed that it has been achieved before in other areas of Barnsley. We need to obtain three quotes. We have secured one so far at an estimate of £6,000 and have asked the Highways department to suggest other companies. Cllr Coates suggested that although the next funding decision is due in October, we should get the application in as soon as we can. Councillors also felt if this was not successful, we should make this part of a longer tem objective / plan for the council. Cllr Coates also said she would raise this at the crime safety partnership and invited other Councillors to attend the meeting if they felt it would be beneficial.

The Chair reported that the bid to the YLCA had been submitted for the laptop and scanner and had been successful and the money was now in the account.

Financial Update

Funds received : £510.00 for printer and lap top

£1552.00 precept

Current Acc balance is £5133.41

Savings Acc balance is £1668.62

Invoices

£80 lawn mower – chq 247

£651.08 items for Love where you live (individual

items listed separately) – chq 248

£115 YLCA subscription – chq 249

£700 Notice boards – chq 250

The above were accepted and cheques signed.

In addition the Chair asked permission to claim for an ink cartridge due to using it to print flyers etc. This was agreed. Invoice to be submitted.

Additionally paint to touch up the nativity scene. This was agreed but Cllr Coates suggested applying for a ‘Pick up your Paint Brush’ bid and Cllr Beech suggested approaching B&Q who support community projects. If these were unsuccessful, however, then funding was approved.

Also items to repair the bench near the phone box. Mr Hendley has kindly agreed to build it if items are provided and Mr Fielding said he would grind off the existing bolts. Again funding was agreed but Cllr Beech stated he may have some materials we could use or we may get funding from Darfield Alliance.

Financial reporting of items of over £100

All items over £100 should be recorded in the minutes. The Clerk suggested that she submit to each meeting an updated finance spread sheet with all expenditure and incomes on. This was agreed.

Financial Audit

The Clerk reported that all the required paperwork / accounts had been summited to the Mr Watters.

Review of signatories

Due to concerns re family members signing checks for other family members and any conflict of interest, it was decided that Cllr S Fenna would no longer be a signatory and that Cllr Beech would replace her. Consequently there will still be three signatories but only two needed to sign cheques.

Review of Financial regulations

These have been amended and updated and were accepted unanimously. Cllr Thompson noted a vote of thanks to Cllr’s M Fenna and Beech for the work they have done in updating this and the other standing orders and risk assessments.

Clerks donation in lieu of wage

The Clerk stated that the donation in lieu of her wage was due. It was agreed by both Cllr S Fenna and M Fenna and Cllr Thompson, however, Cllr Beech abstained stating he was uncomfortable with the arrangement without knowing that it had been agreed through the proper channels. The Clerk stated that it had and would forward the relevant details. Cheque issues no 251.

Proposed development at Middlecliffe

The Chair wrote to Joe Jenkins BMBC planning) to express concern that we were not made aware of the planning proposal for Middlecliffe. Mr Jenkins responded that there was no requirement to do this, only to notify the Parish Council for that area and local residents. He stated that it does not prevent us from making comments, however, and confirmed that ours had been received.

Love Where You Live – Clean up

The Chair thanked all those that had helped in the last clear up and asked that the thanks be recorded on the Billingley committee website. Action: Clerk to arrange this and promotion of the forthcoming event as below. A further date was set for 11th June 9-11 to coincide with the breakfast club at the village hall. An evening event was also considered as a future possibility. Action: Cllr Coates to invite Tidy Team and would make enquiries regarding weed killing schedule.

Risk Assessment, Standing Orders, Code of Conduct and Billingley e- mail procedures

The standing order’s, risk assessment, code of conduct and e-mail procedures, have either been developed and or updated and circulated to all for comment. These were then unanimously accepted and approved.

Proposed Governance and Accountability Statement

A proposed governance and accountability statement has been received from YLCA. It was agreed that councillors would look at this and bring back to the next meeting.

Fracking

The Chair reported that the speaker from the most recent meeting, Peter Allison, had responded to a query made at the meeting that he had said he would investigate. He has now responded to say the incident raised actually referred to an old oil well site not an area subject to fracking.

Communications

An invitation was received to an evening to celebrate the launch of the Mayoral year. Cllr Thompson said she would be pleased to attend on behalf of the council as the Chair had other commitments. Cllr D Coates will accompany her.

Clerks Direct was received and circulated. Communications in the form of newsletter/updates have also been received from YLCA and Love Where You Live and had been circulated prior to this meeting. An invitation has also been received to attend the YLCA branch meeting and Cllr Beech said he would attend.

Date and time of next meeting

The next meeting –the next meeting will be held on Monday 11th July 2016 at 7pm.

Future dates had been agreed as follows:

Monday 12th September 2016

Monday 14th November 2016

Monday 9th January 2017

Monday 13th March 2017

Monday 8th May 2017 Annual General Meeting

All meetings would commence at 7pm and be held in the Village Hall.

The Chair closed the meeting closed at 8.35pm and thanked all for their attendance and contribution.

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Billingley Parish Council FINANCIAL REGULATIONS 2016
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                                     Billingley Parish Council

FINANCIAL REGULATIONS 2016

 

INDEX

 

  1. GENERAL. 2
  2. ACCOUNTING AND AUDIT (INTERNAL AND EXTERNAL) 5
  3. ANNUAL ESTIMATES (BUDGET) AND FORWARD PLANNING. 6
  4. BUDGETARY CONTROL AND AUTHORITY TO SPEND. 7
  5. BANKING ARRANGEMENTS AND AUTHORISATION OF PAYMENTS. 8
  6. INSTRUCTIONS FOR THE MAKING OF PAYMENTS. 9
  7. PAYMENT OF SALARIES. 12
  8. LOANS AND INVESTMENTS. 13
  9. INCOME. 13
  10. ORDERS FOR WORK, GOODS AND SERVICES. 14
  11. CONTRACTS. 14
  12. [STORES AND EQUIPMENT. 16
  13. ASSETS, PROPERTIES AND ESTATES. 16
  14. INSURANCE. 17
  15. RISK MANAGEMENT. 18
  16. SUSPENSION AND REVISION OF FINANCIAL REGULATIONS. 18

 

 

 

These Financial Regulations were adopted by the Council at its Meeting held on […………………]

 

  1. GENERAL

 

  • These financial regulations govern the conduct of financial management by the council and may only be amended or varied by resolution of the council. Financial regulations are one of the council’s three governing policy documents providing procedural guidance for members and officers. Financial regulations must be observed in conjunction with the council’s standing orders[1] and any individual financial regulations relating to contracts.
  • The council is responsible in law for ensuring that its financial management is adequate and effective and that the council has a sound system of internal control which facilitates the effective exercise of the council’s functions, including arrangements for the management of risk.
  • The council’s accounting control systems must include measures:
    • for the timely production of accounts;
    • that provide for the safe and efficient safeguarding of public money;
    • to prevent and detect inaccuracy and fraud; and
    • identifying the duties of officers.
  • These financial regulations demonstrate how the council meets these responsibilities and requirements.
  • At least once a year, prior to approving the Annual Governance Statement, the council must review the effectiveness of its system of internal control which shall be in accordance with proper practices.
  • Deliberate or wilful breach of these Regulations by an employee may give rise to disciplinary proceedings.
  • Members of Council are expected to follow the instructions within these Regulations and not to entice employees to breach them. Failure to follow instructions within these Regulations brings the office of councillor into disrepute.
  • The Responsible Financial Officer (RFO) holds a statutory office to be appointed by the council.
  • The RFO;
    • acts under the policy direction of the council;
    • administers the council’s financial affairs in accordance with all Acts, Regulations and proper practices;
    • determines on behalf of the council its accounting records and accounting control systems;
    • ensures the accounting control systems are observed;
    • maintains the accounting records of the council up to date in accordance with proper practices;
    • assists the council to secure economy, efficiency and effectiveness in the use of its resources; and
    • produces financial management information as required by the council.
  • The accounting records determined by the RFO shall be sufficient to show and explain the council’s transactions and to enable the RFO to ensure that any income and expenditure account and statement of balances, or record of receipts and payments and additional information, as the case may be, or management information prepared for the council from time to time comply with the Accounts and Audit Regulations.
  • The accounting records determined by the RFO shall in particular contain:
  • entries from day to day of all sums of money received and expended by the council and the matters to which the income and expenditure or receipts and payments account relate;
  • a record of the assets and liabilities of the council; and
  • wherever relevant, a record of the council’s income and expenditure in relation to claims made, or to be made, for any contribution, grant or subsidy.
    • The accounting control systems determined by the RFO shall include:
      • procedures to ensure that the financial transactions of the council are recorded as soon as reasonably practicable and as accurately and reasonably as possible;
      • procedures to enable the prevention and detection of inaccuracies and fraud and the ability to reconstruct any lost records;
      • identification of the duties of officers dealing with financial transactions and division of responsibilities of those officers in relation to significant transactions;
      • procedures to ensure that uncollectable amounts, including any bad debts are not submitted to the council for approval to be written off except with the approval of the RFO and that the approvals are shown in the accounting records; and
      • measures to ensure that risk is properly managed.
    • The council is not empowered by these Regulations or otherwise to delegate certain specified decisions. In particular any decision regarding:
      • setting the final budget or the precept (council tax requirement);
      • approving accounting statements;
      • approving an annual governance statement;
      • borrowing;
      • writing off bad debts;
      • declaring eligibility for the General Power of Competence; and
      • addressing recommendations in any report from the internal or external auditors,

shall be a matter for the full council only.

  • In addition the council must:
  • determine and keep under regular review the bank mandate for all council bank accounts;
  • approve any grant or a single commitment in excess of £500; and
  • in respect of the annual salary for any employee have regard to recommendations about annual salaries of employees made by the council in accordance with its terms of reference.
    • In these financial regulations, references to the Accounts and Audit Regulations or ‘the regulations’ shall mean the regulations issued under the provisions of section 27 of the Audit Commission Act 1998, or any superseding legislation, and then in force unless otherwise specified.

In these financial regulations the term ‘proper practice’ or ‘proper practices’ shall refer to guidance issued in  Governance and Accountability for Local Councils  – a Practitioners’ Guide (England) issued by the Joint Practitioners Advisory Group (JPAG), available from the websites of NALC and the Society for Local Council Clerks (SLCC).

 


  • ACCOUNTING AND AUDIT (INTERNAL AND EXTERNAL)

 

  • All accounting procedures and financial records of the council shall be determined by the RFO in accordance with the Accounts and Audit Regulations, appropriate guidance and proper practices.
  • For each Parish Council meeting, and at each financial year end, an appointed member other than the Chairman will verify bank reconciliations (for all accounts) produced by the RFO. The member shall sign the reconciliations and the original bank statements (or similar document) as evidence of verification. This activity shall on conclusion be reported, including any exceptions, to and noted by the council.
  • The RFO shall complete the annual statement of accounts, annual report, and any related documents of the council contained in the Annual Return (as specified in proper practices) as soon as practicable after the end of the financial year and having certified the accounts shall submit them and report thereon to the council within the timescales set by the Accounts and Audit Regulations.
  • The council shall ensure that there is an adequate and effective system of internal audit of its accounting records, and of its system of internal control in accordance with proper practices. Any officer or member of the council shall make available such documents and records as appear to the council to be necessary for the purpose of the audit and shall, as directed by the council, supply the RFO, internal auditor, or external auditor with such information and explanation as the council considers necessary for that purpose.
  • The internal auditor shall be appointed by and shall carry out the work in relation to internal controls required by the council in accordance with proper practices.
  • The internal auditor shall:
  • be competent and independent of the financial operations of the council;
  • report to council in writing, or in person, on a regular basis with a minimum of one annual written report during each financial year;
  • to demonstrate competence, objectivity and independence, be free from any actual or perceived conflicts of interest, including those arising from family relationships; and
  • have no involvement in the financial decision making, management or control of the council.
    • Internal or external auditors may not under any circumstances:
  • perform any operational duties for the council;
  • initiate or approve accounting transactions; or
  • direct the activities of any council employee, except to the extent that such employees have been appropriately assigned to assist the internal auditor.
    • For the avoidance of doubt, in relation to internal audit the terms ‘independent’ and ‘independence’ shall have the same meaning as is described in proper practices.
    • The RFO shall make arrangements for the exercise of electors’ rights in relation to the accounts including the opportunity to inspect the accounts, books, and vouchers and display or publish any notices and statements of account required by Audit Commission Act 1998, or any superseding legislation, and the Accounts and Audit Regulations.
    • The RFO shall, without undue delay, bring to the attention of all councillors any correspondence or report from internal or external auditors.

 

  1. ANNUAL ESTIMATES (BUDGET) AND FORWARD PLANNING

 

  • The RFO must each year, by no later than November, prepare detailed estimates of all receipts and payments including the use of reserves and all sources of funding for the following financial year in the form of a budget to be considered by the
  • The council shall consider annual budget proposals in relation to the council’s three year forecast of revenue and capital receipts and payments including recommendations for the use of reserves and sources of funding and update the forecast accordingly.
  • The council shall fix the precept (council tax requirement), and relevant basic amount of council tax to be levied for the ensuing financial year not later than by the end of January each year. The RFO shall issue the precept to the billing authority and shall supply each member with a copy of the approved annual budget.
  • The approved annual budget shall form the basis of financial control for the ensuing year.

 


  1. BUDGETARY CONTROL AND AUTHORITY TO SPEND

 

  • Expenditure on revenue items may be authorised up to the amounts included for that class of expenditure in the approved budget. This authority is to be determined by:
  • the council for all items over £1000
  • a duly delegated committee of the council for items over £100 or
  • the Clerk, in conjunction with Chairman of Council or Chairman of the appropriate committee, for any items below £100.

Such authority is to be evidenced by a minute or by an authorisation slip duly signed by the Clerk, and where necessary also by the appropriate Chairman.

Contracts may not be disaggregated to avoid controls imposed by these regulations.

  • No expenditure may be authorised that will exceed the amount provided in the revenue budget for that class of expenditure other than by resolution of the council. During the budget year and with the approval of council having considered fully the implications for public services, unspent and available amounts may be moved to other budget headings or to an earmarked reserve as appropriate.
  • Unspent provisions in the revenue or capital budgets for completed projects shall not be carried forward to a subsequent year.
  • The salary budgets are to be reviewed at least annually in November for the following financial year and such review shall be evidenced by a hard copy schedule signed by the Clerk and the Chairman of Council.
  • In cases of extreme risk to the delivery of council services, the clerk may authorise revenue expenditure on behalf of the council which in the clerk’s judgement it is necessary to carry out. Such expenditure includes repair, replacement or other work, whether or not there is any budgetary provision for the expenditure, subject to a limit of £100.00. The Clerk shall report such action to the chairman as soon as possible and to the council as soon as practicable thereafter.
  • No expenditure shall be authorised in relation to any capital project and no contract entered into or tender accepted involving capital expenditure unless the council is satisfied that the necessary funds are available and the requisite borrowing approval has been obtained.
  • All capital works shall be administered in accordance with the council’s standing orders and financial regulations relating to contracts.
  • The RFO shall regularly provide the council with a statement of receipts and payments to date under each head of the budgets, comparing actual expenditure to the appropriate date against that planned as shown in the budget. These statements are to be prepared at least at the end of each financial quarter and shall show explanations of material variances. For this purpose “material” shall be in excess of 15% of the budget.
  • Changes in earmarked reserves shall be approved by council as part of the budgetary control process.

 

  1. BANKING ARRANGEMENTS AND AUTHORISATION OF PAYMENTS

 

  • The council’s banking arrangements, including the bank mandate, shall be made by the RFO and approved by the council; banking arrangements may not be delegated to a committee. They shall be regularly reviewed for safety and efficiency.
  • The RFO shall prepare a schedule of payments requiring authorisation, forming part of the Agenda for the Meeting and, together with the relevant invoices, present the schedule to council . The council shall review the schedule for compliance and, having satisfied itself shall authorise payment by a resolution of the council. The approved schedule shall be ruled off and initialled by the Chairman of the Meeting. A detailed list of all payments shall be disclosed within or as an attachment to the minutes of the meeting at which payment was authorised. Personal payments (including salaries, wages, expenses and any payment made in relation to the termination of a contract of employment) may be summarised to remove public access to any personal information.
  • All invoices for payment shall be examined, verified and certified by the RFO to confirm that the work, goods or services to which each invoice relates has been received, carried out, examined and represents expenditure previously approved by the council.
  • The RFO shall examine invoices for arithmetical accuracy and analyse them to the appropriate expenditure heading. The RFO shall take all steps to pay all invoices submitted, and which are in order, at the next available council meeting.
  • The Clerk and RFO shall have delegated authority to authorise the payment of items only in the following circumstances:
    1. If a payment is necessary to avoid a charge to interest under the Late Payment of Commercial Debts (Interest) Act 1998, and the due date for payment is before the next scheduled Meeting of council, where the Clerk and RFO certify that there is no dispute or other reason to delay payment, provided that a list of such payments shall be submitted to the next appropriate meeting of council;
    2. An expenditure item authorised under 5.6 below (continuing contracts and obligations) provided that a list of such payments shall be submitted to the next appropriate meeting of council; or
    3. fund transfers within the councils banking arrangements up to the sum of [£100.00], provided that a list of such payments shall be submitted to the next appropriate meeting of council.
  • For each financial year the Clerk and RFO shall draw up a list of due payments which arise on a regular basis as the result of a continuing contract, statutory duty, or obligation (such as but not exclusively) Salaries, PAYE and NI, Superannuation Fund and regular maintenance contracts and the like for which council, may authorise payment for the year provided that the requirements of regulation 4.1 (Budgetary Controls) are adhered to, provided also that a list of such payments shall be submitted to the next appropriate meeting of council.
  • A record of regular payments made under 5.6 above shall be drawn up and be signed by two members on each and every occasion when payment is authorised – thus controlling the risk of duplicated payments being authorised and / or made.
  • In respect of grants a duly authorised council shall approve expenditure within any limits set by council and in accordance with any policy statement approved by council. Any Revenue or Capital Grant in excess of £5,000 shall before payment, be subject to ratification by resolution of the council.
  • Members are subject to the Code of Conduct that has been adopted by the council and shall comply with the Code and Standing Orders when a decision to authorise or instruct payment is made in respect of a matter in which they have a disclosable pecuniary or other interest, unless a dispensation has been granted.
  • The council will aim to rotate the duties of members in these Regulations so that onerous duties are shared out as evenly as possible over time.
  • Any changes in the recorded details of suppliers, such as bank account records, shall be approved in writing by a Member.

 

  1. INSTRUCTIONS FOR THE MAKING OF PAYMENTS

 

  • The council will make safe and efficient arrangements for the making of its payments.
  • Following authorisation under Financial Regulation 5 above, the council or, if so delegated, the Clerk or RFO shall give instruction that a payment shall be made.
  • All payments shall be effected by cheque or other instructions to the council’s bankers, or otherwise, in accordance with a resolution of council.
  • Cheques or orders for payment drawn on the bank account in accordance with the schedule as presented to council shall be signed by any two of the three authorised signatories of council in accordance with a resolution instructing that payment. A member who is a bank signatory, having a connection by virtue of family or business relationships with the beneficiary of a payment, should not, under normal circumstances, be a signatory to the payment in question.
  • To indicate agreement of the details shown on the cheque or order for payment with the counterfoil and the invoice or similar documentation, the signatories shall each also initial the cheque counterfoil.
  • Cheques or orders for payment shall not normally be presented for signature other than at a council meeting (including immediately before or after such a meeting). Any signatures obtained away from such meetings shall be reported to the council at the next convenient meeting.
  • If thought appropriate by the council, payment for utility supplies (energy, telephone and water) and any National Non-Domestic Rates may be made by variable direct debit provided that the instructions are signed by two members and any payments are reported to council as made. The approval of the use of a variable direct debit shall be renewed by resolution of the council at least every two years.
  • If thought appropriate by the council, payment for certain items (principally salaries) may be made by banker’s standing order provided that the instructions are signed, or otherwise evidenced by two members are retained and any payments are reported to council as made. The approval of the use of a banker’s standing order shall be renewed by resolution of the council at least every two years.
  • If thought appropriate by the council, payment for certain items may be made by BACS or CHAPS methods provided that the instructions for each payment are signed, or otherwise evidenced, by two authorised bank signatories, are retained and any payments are reported to council as made. The approval of the use of BACS or CHAPS shall be renewed by resolution of the council at least every two years.
  • If thought appropriate by the council payment for certain items may be made by internet banking transfer provided evidence is retained showing which members approved the payment.
  • Where a computer requires use of a personal identification number (PIN) or other password(s), for access to the council’s records on that computer, a note shall be made of the PIN and Passwords and shall be handed to and retained by the Chairman of Council in a sealed dated envelope. This envelope may not be opened other than in the presence of two other councillors. After the envelope has been opened, in any circumstances, the PIN and / or passwords shall be changed as soon as practicable. The fact that the sealed envelope has been opened, in whatever circumstances, shall be reported to all members immediately and formally to the next available meeting of the council. This will not be required for a member’s personal computer used only for remote authorisation of bank payments.
  • No employee or councillor shall disclose any PIN or password, relevant to the working of the council or its bank accounts, to any person not authorised in writing by the council.
  • Regular back-up copies of the records on any computer shall be made and shall be stored securely away from the computer in question, and preferably off site.
  • The council, and any members using computers for the council’s financial business, shall ensure that anti-virus, anti-spyware and firewall software with automatic updates, together with a high level of security, is used.
  • Where internet banking arrangements are made with any bank, the Clerk [RFO] shall be appointed as the Service Administrator. The bank mandate approved by the council shall identify a number of councillors who will be authorised to approve transactions on those accounts. The bank mandate will state clearly the amounts of payments that can be instructed by the use of the Service Administrator alone, or by the Service Administrator with a stated number of approvals.
  • Access to any internet banking accounts will be directly to the access page (which may be saved under “favourites”), and not through a search engine or e-mail link. Remembered or saved passwords facilities must not be used on any computer used for council banking work. Breach of this Regulation will be treated as a very serious matter under these regulations.
  • Changes to account details for suppliers, which are used for internet banking may only be changed on written hard copy notification by the supplier and supported by hard copy authority for change signed by two members of the council. A programme of regular checks of standing data with suppliers will be followed.
  • Any Debit Card issued for use will be specifically restricted to the Clerk and will also be restricted to a single transaction maximum value of £50 unless authorised by council in writing before any order is placed.
  • A pre-paid debit card may be issued to employees with varying limits. These limits will be set by the council. Transactions and purchases made will be reported to the council and authority for topping-up shall be at the discretion of the council.
  • Any corporate credit card or trade card account opened by the council will be specifically restricted to use by the Clerk and shall be subject to automatic payment in full at each month-end. Personal credit or debit cards of members or staff shall not be used under any circumstances.
  • The RFO may provide petty cash to officers for the purpose of defraying operational and other expenses. Vouchers for payments made shall be forwarded to the RFO with a claim for reimbursement.
    1. The RFO shall maintain a petty cash float of £50 for the purpose of defraying operational and other expenses. Vouchers for payments made from petty cash shall be kept to substantiate the payment.
    2. Income received must not be paid into the petty cash float but must be separately banked, as provided elsewhere in these regulations.
    3. Payments to maintain the petty cash float shall be shown separately on the schedule of payments presented to council under 5.2 above.

 

  1. PAYMENT OF SALARIES

 

  • As an employer, the council shall make arrangements to meet fully the statutory requirements placed on all employers by PAYE and National Insurance legislation. The payment of all salaries shall be made in accordance with payroll records and the rules of PAYE and National Insurance currently operating, and salary rates shall be as agreed by council.
  • Payment of salaries and payment of deductions from salary such as may be required to be made for tax, national insurance and pension contributions, or similar statutory or discretionary deductions must be made in accordance with the payroll records and on the appropriate dates stipulated in employment contracts, provided that each payment is reported to the next available council meeting, as set out in these regulations above.
  • No changes shall be made to any employee’s pay, emoluments, or terms and conditions of employment without the prior consent of the council.
  • Each and every payment to employees of net salary and to the appropriate creditor of the statutory and discretionary deductions shall be recorded in a separate confidential record (confidential cash book). This confidential record is not open to inspection or review (under the Freedom of Information Act 2000 or otherwise) other than:
    1. by any councillor who can demonstrate a need to know;
    2. by the internal auditor;
    3. by the external auditor; or
    4. by any person authorised under Audit Commission Act 1998, or any superseding legislation.
  • The total of such payments in each calendar month shall be reported with all other payments as made as may be required under these Financial Regulations, to ensure that only payments due for the period have actually been paid.
  • An effective system of personal performance management should be maintained for the senior officers.
  • Any termination payments shall be supported by a clear business case and reported to the council. Termination payments shall only be authorised by council.
  • Before employing interim staff the council must consider a full business case.

 

 

  1. LOANS AND INVESTMENTS

 

  • All borrowings shall be effected in the name of the council, after obtaining any necessary borrowing approval. Any application for borrowing approval shall be approved by Council as to terms and purpose. The application for borrowing approval, and subsequent arrangements for the loan shall only be approved by full council.
  • Any financial arrangement which does not require formal borrowing approval from the Secretary of State/Welsh Assembly Government (such as Hire Purchase or Leasing of tangible assets) shall be subject to approval by the full council. In each case a report in writing shall be provided to council in respect of value for money for the proposed transaction.
  • The council will arrange with the council’s banks and investment providers for the sending of a copy of each statement of account to the Chairman of the council at the same time as one is issued to the Clerk or RFO.
  • All loans and investments shall be negotiated in the name of the council and shall be for a set period in accordance with council policy.
  • The council shall consider the need for an Investment Strategy and Policy which, if drawn up, shall be in accordance with relevant regulations, proper practices and guidance. Any Strategy and Policy shall be reviewed by the council at least annually.
  • All investments of money under the control of the council shall be in the name of the council.
  • All investment certificates and other documents relating thereto shall be retained in the custody of the RFO.
  • Payments in respect of short term or long term investments, including transfers between bank accounts held in the same bank, or branch, shall be made in accordance with Regulation 5 (Authorisation of payments) and Regulation 6 (Instructions for payments).

 

  1. INCOME

 

  • The collection of all sums due to the council shall be the responsibility of and under the supervision of the RFO.
  • Particulars of all charges to be made for work done, services rendered or goods supplied shall be agreed annually by the council, notified to the RFO and the RFO shall be responsible for the collection of all accounts due to the council.
  • The council will review all fees and charges at least annually, following a report of the Clerk.
  • Any sums found to be irrecoverable and any bad debts shall be reported to the council and shall be written off in the year.
  • All sums received on behalf of the council shall be banked intact as directed by the RFO. In all cases, all receipts shall be deposited with the council’s bankers with such frequency as the RFO considers necessary.
  • The origin of each receipt shall be entered on the paying-in slip.
  • Personal cheques shall not be cashed out of money held on behalf of the council.
  • The RFO shall promptly complete any VAT Return that is required. Any repayment claim due in accordance with VAT Act 1994 section 33 shall be made at least annually coinciding with the financial year end.
  • Where any significant sums of cash are regularly received by the council, the RFO shall take such steps as are agreed by the council to ensure that more than one person is present when the cash is counted in the first instance, that there is a reconciliation to some form of control such as ticket issues, and that appropriate care is taken in the security and safety of individuals banking such cash.

 

  1. ORDERS FOR WORK, GOODS AND SERVICES

 

  • An official order or letter shall be issued for all work, goods and services unless a formal contract is to be prepared or an official order would be inappropriate. Copies of orders shall be retained.
  • Order books shall be controlled by the RFO.
  • All members and officers are responsible for obtaining value for money at all times. An officer issuing an official order shall ensure as far as reasonable and practicable that the best available terms are obtained in respect of each transaction, usually by obtaining three or more quotations or estimates from appropriate suppliers, subject to any de minimis provisions in Regulation 11.1 below.
  • A member may not issue an official order or make any contract on behalf of the council.
  • The RFO shall verify the lawful nature of any proposed purchase before the issue of any order, and in the case of new or infrequent purchases or payments, the RFO shall ensure that the statutory authority shall be reported to the meeting at which the order is approved so that the minutes can record the power being used.

 

  1. CONTRACTS

 

  • Procedures as to contracts are laid down as follows:
    1. Every contract shall comply with these financial regulations, and no exceptions shall be made otherwise than in an emergency provided that this regulation need not apply to contracts which relate to items (i) to (vi) below:
      1. for the supply of gas, electricity, water, sewerage and telephone services;
      2. for specialist services such as are provided by solicitors, accountants, surveyors and planning consultants;
  • for work to be executed or goods or materials to be supplied which consist of repairs to or parts for existing machinery or equipment or plant;
  1. for work to be executed or goods or materials to be supplied which constitute an extension of an existing contract by the council;
  2. for additional audit work of the external auditor up to an estimated value of £500 (in excess of this sum the Clerk and RFO shall act after consultation with the Chairman and Vice Chairman of council); and
  3. for goods or materials proposed to be purchased which are proprietary articles and / or are only sold at a fixed price.
  1. Where the council intends to procure or award a public supply contract, public service contract or public works contract as defined by The Public Contracts Regulations 2015 (“the Regulations”) which is valued at £25,000 or more, the council shall comply with the relevant requirements of the Regulations[2].
  2. The full requirements of The Regulations, as applicable, shall be followed in respect of the tendering and award of a public supply contract, public service contract or public works contract which exceed thresholds in The Regulations set by the Public Contracts Directive 2014/24/EU (which may change from time to time)[3].
  3. When applications are made to waive financial regulations relating to contracts to enable a price to be negotiated without competition the reason shall be embodied in a recommendation to the council.
  4. Such invitation to tender shall state the general nature of the intended contract and the Clerk shall obtain the necessary technical assistance to prepare a specification in appropriate cases. The invitation shall in addition state that tenders must be addressed to the Clerk in the ordinary course of post. Each tendering firm shall be supplied with a specifically marked envelope in which the tender is to be sealed and remain sealed until the prescribed date for opening tenders for that contract.
  5. All sealed tenders shall be opened at the same time on the prescribed date by the Clerk in the presence of at least one member of council.
  6. Any invitation to tender issued under this regulation shall be subject to Billingley Standing Orders and shall refer to the terms of the Bribery Act 2010.
  7. When it is to enter into a contract of less than £25,000 in value for the supply of goods or materials or for the execution of works or specialist services other than such goods, materials, works or specialist services as are excepted as set out in paragraph (a) the Clerk or RFO shall obtain 3 quotations (priced descriptions of the proposed supply); where the value is below £1000.00 and above £100 the Clerk or RFO shall strive to obtain 3 estimates. Otherwise, Regulation 10.3 above shall apply.
  8. The council shall not be obliged to accept the lowest or any tender, quote or estimate.

 

  1. Should it occur that the council does not accept any tender, quote or estimate, the work is not allocated and the council requires further pricing, provided that the specification does not change, no person shall be permitted to submit a later tender, estimate or quote who was present when the original decision making process was being undertaken.

 

 

  1. STORES AND EQUIPMENT

 

  • The officer in charge of each section shall be responsible for the care and custody of stores and equipment in that section.
  • Delivery notes shall be obtained in respect of all goods received into store or otherwise delivered and goods must be checked as to order and quality at the time delivery is made.
  • Stocks shall be kept at the minimum levels consistent with operational requirements.
  • The RFO shall be responsible for periodic checks of stocks and stores at least annually.7
  1. ASSETS, PROPERTIES AND ESTATES

 

  • The Clerk shall make appropriate arrangements for the custody of all title deeds and Land Registry Certificates of properties held by the council. The RFO shall ensure a record is maintained of all properties held by the council, recording the location, extent, plan, reference, purchase details, nature of the interest, tenancies granted, rents payable and purpose for which held in accordance with Accounts and Audit Regulations.
  • No tangible moveable property shall be purchased or otherwise acquired, sold, leased or otherwise disposed of, without the authority of the council, together with any other consents required by law, save where the estimated value of any one item of tangible movable property does not exceed £50.
  • No real property (interests in land) shall be sold, leased or otherwise disposed of without the authority of the council, together with any other consents required by law. In each case a report in writing shall be provided to council in respect of valuation and surveyed condition of the property (including matters such as planning permissions and covenants) together with a proper business case (including an adequate level of consultation with the electorate).
  • No real property (interests in land) shall be purchased or acquired without the authority of the full council. In each case a report in writing shall be provided to council in respect of valuation and surveyed condition of the property (including matters such as planning permissions and covenants) together with a proper business case (including an adequate level of consultation with the electorate).
  • Subject only to the limit set in Regulation 14.2 above, no tangible moveable property shall be purchased or acquired without the authority of the full council. In each case a report in writing shall be provided to council with a full business case.
  • The RFO shall ensure that an appropriate and accurate Register of Assets and Investments is kept up to date. The continued existence of tangible assets shown in the Register shall be verified at least annually, possibly in conjunction with a health and safety inspection of assets.

 

  1. INSURANCE

 

  • Following the annual risk assessment (per Regulation 17), the RFO shall effect all insurances and negotiate all claims on the council’s insurers
  • The RFO shall keep a record of all insurances effected by the council and the property and risks covered thereby and annually review it.
  • The RFO shall be notified of any loss liability or damage or of any event likely to lead to a claim, and shall report these to council at the next available meeting.
  • All appropriate members and employees of the council shall be included in a suitable form of security or fidelity guarantee insurance which shall cover the maximum risk exposure as determined by the council.

 

  1. RISK MANAGEMENT

 

  • The council is responsible for putting in place arrangements for the management of risk. The Clerk shall prepare, for approval by the council, risk management policy statements in respect of all activities of the council. Risk policy statements and consequential risk management arrangements shall be reviewed by the council at least annually.
  • When considering any new activity, the Clerk shall prepare a draft risk assessment including risk management proposals for consideration and adoption by the council.

 

  1. SUSPENSION AND REVISION OF FINANCIAL REGULATIONS

 

  • It shall be the duty of the council to review the Financial Regulations of the council from time to time. The Clerk shall make arrangements to monitor changes in legislation or proper practices and shall advise the council of any requirement for a consequential amendment to these Financial Regulations.

 

  • The council may, by resolution of the council duly notified prior to the relevant meeting of council, suspend any part of these Financial Regulations provided that reasons for the suspension are recorded and that an assessment of the risks arising has been drawn up and presented in advance to all members of council.

 

*   *    *

 

[2] The Regulations require councils to use the Contracts Finder website to advertise contract opportunities, set out the procedures to be followed in awarding new contracts and to publicise the award of new contracts

[3] Thresholds currently applicable are:

  1. For public supply and public service contracts 209,000 Euros (£164,176)
  2. For public works contracts 5,225,000 Euros (£4,104,394)
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Billingley Parish Council Code of conduct May 2016
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Billingley Parish Council

Code of conduct

May 2016

 

Introduction

 

Pursuant to section 27 of the Localism Act 2011, Billingley Parish Council (‘the Council’) has adopted this Code of Conduct to promote and maintain high standards of behaviour by its members and co-opted members whenever they conduct the business of the Council, including the business of the office to which they were elected or appointed, or when they claim to act or give the impression of acting as a representative of the Council.

 

This Code of Conduct is based on the principles of selflessness, integrity, objectivity, accountability, openness, honesty, and leadership.

 

Definitions

 

For the purposes of this Code, a ‘co-opted member’ is a person who is not a member of the Council but who is either a member of any committee or sub-committee of the Council, or a member of, and represents the Council on any joint committee or joint sub-committee of the Council, and who is entitled to vote on any question that falls to be decided at any meeting of that committee or sub-committee.

 

For the purposes of this Code, a ‘meeting’ is a meeting of the Council, any of its committees, sub-committees, joint committees or joint sub-committees.

 

For the purposes of this Code, and unless otherwise expressed, a reference to a member of the Council includes a co-opted member of the Council.
Member obligations

 

When a member of the Council acts, claims to act or gives the impression of acting as a representative of the Council, he/she has the following obligations.

 

  1. He/she shall behave in such a way that a reasonable person would regard as respectful.

 

  1. He/she shall not act in a way which a reasonable person would regard as bullying or intimidatory.

 

  1. He/she shall not seek to improperly confer an advantage or disadvantage on any person.

 

  1. He/she shall use the resources of the Council in accordance with its requirements.

 

  1. He/she shall not disclose information which is confidential or where disclosure is prohibited by law.

 

Registration of interests

 

6.             Within 28 days of this Code being adopted by the Council, or the member’s election or the co-opted member’s appointment (where that is later), he/she shall register with the Monitoring Officer the interests which fall within the categories set out in Appendices A and B.

7.             Upon the re-election of a member or the re-appointment of a co-opted member, he/she shall within 28 days re-register with the Monitoring Officer any interests in Appendices A and B.

 

  1. A member shall register with the Monitoring Officer any change to interests or new interests in Appendices A and B within 28 days of becoming aware of it.

 

  1. A member need only declare the existence but not the details of any interest which the Monitoring Officer agrees is a ‘sensitive interest’. A sensitive interest is one which, if disclosed on a public register, could lead the member or a person connected with the member to be subject to violence or intimidation.

 

Declaration of interests at meetings

 

  1. Where a matter arises at a meeting which relates to an interest in Appendix A the member shall not participate in a discussion or vote on the matter. He/she only has to declare what his/her interest is if it is not already entered in the member’s register of interests or if he/she has not notified the Monitoring Officer of it.

 

11.         Where a matter arises at a meeting which relates to an interest in Appendix A which is a sensitive interest, the member shall not participate in a discussion or vote on the matter. If it is a sensitive interest which has not already been disclosed to the Monitoring Officer, the member shall disclose he/she has an interest but not the nature of it.

  1. Where a matter arises at a meeting which relates to an interest in Appendix B, the member shall not vote on the matter. He/she may speak on the matter only if members of the public are also allowed to speak at the meeting.

 

13.         A member only has to declare his/her interest in Appendix B if it is not already entered in his/her register of interests or he/she has not notified the Monitoring Officer of it or if he/she speaks on the matter. If he/she holds an interest in Appendix B which is a sensitive interest not already disclosed to the Monitoring Officer, he/she shall declare the interest but not the nature of the interest.

 

14.         Where a matter arises at a meeting which relates to a financial interest of a friend, relative or close associate (other than an interest of a person in Appendix A), the member shall disclose the nature of the interest and not vote on the matter. He/she may speak on the matter only if members of the public are also allowed to speak at the meeting.  If it is a ‘sensitive interest’ the member shall declare the interest but not the nature of the interest.

 

Dispensations

 

  1. On a written request made to the Council’s proper officer, the Council may grant a member a dispensation to participate in a discussion and vote on a matter at a meeting even if he/she has an interest in Appendices A and B if the Council believes that the number of members otherwise prohibited from taking part in the meeting would impede the transaction of the business; or it is in the interests of the inhabitants in the Council’s area to allow the member to take part or it is otherwise appropriate to grant a dispensation.

 

 

 

 

 

Appendix A

Interests described in the table below.

Subject Description
Employment, office, trade, profession or vocation Any employment, office, trade, profession or vocation carried on for profit or gain by the member or by his/her spouse or civil partner or by the person with whom the member is living as if they were spouses/civil partners.
Sponsorship Any payment or provision of any other financial benefit (other than from the Council) made to the member during the 12 month period ending on the latest date referred to in paragraph 6 above for expenses incurred by him/her in carrying out his/her duties as a member, or towards his/her election expenses. This includes any payment or financial benefit from a trade union within the meaning of the Trade Union and Labour Relations (Consolidation) Act 1992.
Contracts Any contract made between the member or his/her spouse or civil partner or the person with whom the member is living as if they were spouses/civil partners (or a firm in which such person is a partner, or an incorporated body of which such person is a director* or a body that such person has a beneficial interest in the securities of*) and the Council —
(a) under which goods or services are to be provided or works are to be executed; and
(b) which has not been fully discharged.
Land Any beneficial interest in land held by the member or by his/her spouse or civil partner or by the person with whom the member is living as if they were spouses/civil partner which is within the area of the Council.

‘Land’ excludes an easement, servitude, interest or right in or over land which does not give the member or his/her spouse or civil partner or the person with whom the member is living as if they were spouses/civil partners (alone or jointly with another) a right to occupy or to receive income.

Licences Any licence (alone or jointly with others) held by the member or by his/her spouse or civil partner or by the person with whom the member is living as if they were spouses/civil partners to occupy land in the area of the Council for a month or longer.
Corporate tenancies Any tenancy where (to the member’s knowledge)—
(a) the landlord is the Council; and
(b) the tenant is a body that the member, or his/her spouse or civil partner or the person with whom the member is living as if they were spouses/civil partners is a partner of or a director* of or has a beneficial interest in the securities* of.
Securities Any beneficial interest held by the member or  by his/her spouse or civil partner or by the person with whom the member is living as if they were spouses/civil partners in securities* of a body where—
(a) that body (to the member’s knowledge) has a place of business or land in the area of the Council; and
(b) either—
(i) the total nominal value of the securities* exceeds £25,000 or one hundredth of the total issued share capital of that body; or
(ii) if the share capital of that body is of more than one class, the total nominal value of the shares of any one class in which the member, or his/her spouse or civil partner or the person with whom the member is living as if they were spouses/civil partners has a beneficial interest exceeds one hundredth of the total issued share capital of that class.

*’director’ includes a member of the committee of management of an industrial and provident society.

*’securities’ means shares, debentures, debenture stock, loan stock, bonds, units of a collective investment scheme within the meaning of the Financial Services and Markets Act 2000 and other securities of any description, other than money deposited with a building society.


Appendix B

An interest which relates to or is likely to affect:

 

  • any body of which the member is in a position of general control or management and to which he/she is appointed or nominated by the Council;

 

  • any body—
    • exercising functions of a public nature;
    • directed to charitable purposes; or
    • one of whose principal purposes includes the influence of public opinion or policy (including any political party or trade union)

of which the member of the Council is a member or in a position of general control or management;

 

  • any gifts or hospitality worth more than an estimated value of £50 which the member has received by virtue of his or her office.

 

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