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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Billingley Parish Council Standing Orders 2016 Rules of debate at meetings
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Billingley Parish Council

Standing Orders 2016

  1. Rules of debate at meetings

 

  • Motions on the agenda shall be considered in the order that they appear unless the order is changed at the discretion of the chairman of the meeting.

 

  • A motion (including an amendment) shall not be progressed unless it has been moved and seconded.

 

  • An amendment is a proposal to remove or add words to a motion. It shall not negate the motion.

 

  • A point of order shall be decided by the chairman of the meeting and his decision shall be final.

 

e        Before an original or substantive motion is put to the vote, the chairman of the meeting shall be satisfied that the motion has been sufficiently debated and that the mover of the motion under debate has exercised or waived his right of reply.

 

  1. Disorderly conduct at meetings

 

  • No person shall obstruct the transaction of business at a meeting or behave offensively or improperly. If this standing order is ignored, the chairman of the meeting shall request such person(s) to moderate or improve their conduct.

 

  • If person(s) disregard the request of the chairman of the meeting to moderate or improve their conduct, any councillor or the chairman of the meeting may move that the person be no longer heard or excluded from the meeting. The motion, if seconded, shall be put to the vote without discussion.

 

  • If a resolution made under standing order 2(b) above is ignored, the chairman of the meeting may take further reasonable steps to restore order or to progress the meeting. This may include temporarily suspending or closing the meeting.

  1. Meetings generally

 

 

  a       Meetings shall not take place in premises which at the time of the meeting are used for the supply of alcohol, unless no other premises are available free of charge or at a reasonable cost.

 

 

 

b       The minimum three clear days for notice of a meeting does not include the day on which notice was issued, the day of the meeting, a Sunday, a day of the Christmas break, a day of the Easter break or of a bank holiday or a day appointed for public thanksgiving or mourning.
 

 

 
 

 

c        Meetings shall be open to the public unless their presence is prejudicial to the public interest by reason of the confidential nature of the business to be transacted or for other special reasons. The public’s exclusion from part or all of a meeting shall be by a resolution which shall give reasons for the public’s exclusion.

 

  d       Members of the public may make representations, answer questions and give evidence at a meeting which they are entitled to attend in respect of the business on the agenda.

 

  e       The period of time designated for public participation at a meeting in accordance with standing order 3(d) above shall not exceed 15 minutes unless directed by the chairman of the meeting.

 

  f         Subject to standing order 3(f) above, a member of the public shall not speak for more than 5 minutes.

 

  g       In accordance with standing order 3(d) above, a question shall not require a response at the meeting nor start a debate on the question. The chairman of the meeting may direct that a written or oral response be given.

 

  h       The chairman of the meeting may at any time permit a person to be seated when speaking.

 

  i         A person who speaks at a meeting shall direct his comments to the chairman of the meeting.

 

  j         Only one person is permitted to speak at a time. If more than one person wants to speak, the chairman of the meeting shall direct the order of speaking.

 

 

 

k        Photographing, recording, broadcasting or transmitting the proceedings of a meeting by any means is permitted under the Openness of Local Government Bodies Regulations 2014.

 

 

 

l         The press shall be provided with reasonable facilities for the taking of their report of all or part of a meeting at which they are entitled to be present.

 

 

 

m      Subject to standing orders which indicate otherwise, anything authorised or required to be done by, to or before the Chairman of the Council may in his absence be done by, to or before the Vice-Chairman of the Council (if any).

 

 

 

n       The Chairman, if present, shall preside at a meeting. If the Chairman is absent from a meeting, the Vice-Chairman, if present, shall preside. If both the Chairman and the Vice-Chairman are absent from a meeting, a councillor as chosen by the councillors present at the meeting shall preside at the meeting.

 

 

 

o       Subject to a meeting being quorate, all questions at a meeting shall be decided by a majority of the councillors or councillors with voting rights present and voting.

           

 

 

p       The chairman of a meeting may give an original vote on any matter put to the vote, and in the case of an equality of votes may exercise his casting vote whether or not he gave an original vote.

 

  q       Unless standing orders provide otherwise, voting on a question shall be by a show of hands. At the request of a councillor, the voting on any question shall be recorded so as to show whether each councillor present and voting gave his vote for or against that question.

 

  r         The minutes of a meeting shall include an accurate record of the following:

i.          the time and place of the meeting;

ii.        the names of councillors present and absent;

iii.       interests that have been declared by councillors and non-councillors with voting rights;

iv.       whether a councillor or non-councillor with voting rights left the meeting when matters that they held interests in were being considered;

v.        if there was a public participation session; and

vi.       the resolutions made.

 

 

 

s        A councillor or a non-councillor with voting rights who has a disclosable pecuniary interest or another interest as set out in the council’s code of conduct in a matter being considered at a meeting is subject to statutory limitations or restrictions under the code on his right to participate and vote on that matter.
   
t         No business may be transacted at a meeting unless at least one-third of the whole number of members of the council are present and in no case shall the quorum of a meeting be less than three.

 

 

 

u       If a meeting is or becomes inquorate no business shall be transacted and the meeting shall be closed. The business on the agenda for the meeting shall be adjourned to another meeting.

 

  v        A meeting shall not exceed a period of 2 hours.

 

w      The retiring Chair will report on the activities of the Council for the preceding year.

 

 

  1. Committees and sub-committees

 

  • Unless the council determines otherwise, a committee may appoint a sub-committee whose terms of reference and members shall be determined by the committee.

 

  • The members of a committee may include non-councillors unless it is a committee which regulates and controls the finances of the council.

 

  • Unless the council determines otherwise, all the members of an advisory committee and a sub-committee of the advisory committee may be non-councillors.

 

  • The council may appoint standing committees or other committees as may be necessary.

 

 

  1. Ordinary council meetings

 

  • In an election year, the annual meeting of the council shall be held on or within 14 days following the day on which the new councillors elected take office.

 

  • In a year which is not an election year, the annual meeting of a council shall be held on such day in May as the council may direct.

 

  • If no other time is fixed, the annual meeting of the council shall take place at 7pm.

 

  • In addition to the annual meeting of the council, at least three other ordinary meetings shall be held in each year on such dates and times as the council directs.

 

  • The first business conducted at the annual meeting of the council shall be the election of the Chairman and Vice-Chairman (if any) of the Council.

 

  • The Chairman of the Council, unless he has resigned or becomes disqualified, shall continue in office and preside at the annual meeting until his successor is elected at the next annual meeting of the council.

 

  • The Vice-Chairman of the Council, if any, unless he resigns or becomes disqualified, shall hold office until immediately after the election of the Chairman of the Council at the next annual meeting of the council.

 

  • In an election year, if the current Chairman of the Council has not been re-elected as a member of the council, he shall preside at the meeting until a successor Chairman of the Council has been elected. The current Chairman of the Council

shall not have an original vote in respect of the election of the new Chairman of the Council but must give a casting vote in the case of an equality of votes.

 

  • In an election year, if the current Chairman of the Council has been re-elected as a member of the council, he shall preside at the meeting until a new Chairman of the Council has been elected. He may exercise an original vote in respect of the election of the new Chairman of the Council and must give a casting vote in the case of an equality of votes.

 

  • Following the election of the Chairman of the Council and Vice-Chairman (if any) of the Council at the annual meeting of the council, the business of the annual meeting shall include:
    1. In an election year, delivery by the Chairman of the Council and councillors of their acceptance of office forms unless the council resolves for this to be done at a later date. In a year which is not an election year, delivery by the Chairman of the Council of his acceptance of office form unless the council resolves for this to be done at a later date;
    2. Confirmation of the accuracy of the minutes of the last meeting of the council;
  • Review and adoption of appropriate standing orders and financial regulations;
  1. Review of inventory of assets including office and equipment;
  2. Confirmation of arrangements for insurance cover in respect of all insured risks;
  3. Review of the council’s and/or staff subscriptions to other bodies.
  • Determining the time and place of ordinary meetings of the full council up to and including the next annual meeting of full council.

 

  1. Extraordinary meetings of the council and committees and sub-committees

 

  • The Chairman of the Council may convene an extraordinary meeting of the council at any time.

 

  • If the Chairman of the Council does not or refuses to call an extraordinary meeting of the council within seven days of having been requested in writing to do so by two councillors, any two councillors may convene an extraordinary meeting of the council. The public notice giving the time, place and agenda for such a meeting must be signed by the two councillors.

 

 

  1. Handling confidential or sensitive information

 

  • The agenda, papers that support the agenda and the minutes of a meeting shall not disclose or otherwise undermine confidential or sensitive information which for special reasons would not be in the public interest.

 

  • Councillors and staff shall not disclose confidential or sensitive information which for special reasons would not be in the public interest.

 

 

  1. Draft minutes

 

  • If the draft minutes of a preceding meeting have been served on councillors with the agenda to attend the meeting at which they are due to be approved for accuracy, they shall be taken as read.

 

  • There shall be no discussion about the draft minutes of a preceding meeting except in relation to their accuracy.

 

  • The accuracy of draft minutes, including any amendment(s) made to them, shall be confirmed by resolution and shall be signed by the chairman of the meeting and stand as an accurate record of the meeting to which the minutes relate.

 

  • If the chairman of the meeting does not consider the minutes to be an accurate record of the meeting to which they relate, he shall sign the minutes and include a paragraph in the following terms or to the same effect:

“The chairman of this meeting does not believe that the minutes of the meeting of the (   ) held on [date] in respect of (   ) were a correct record but his view was not upheld by the meeting and the minutes are confirmed as an accurate record of the proceedings.”

 

  • Upon a resolution which confirms the accuracy of the minutes of a meeting, the draft minutes or recordings of the meeting for which approved minutes exist shall be destroyed.

 

 

  1. Code of conduct and dispensations

 

  • All councillors and non-councillors with voting rights shall observe the code of conduct adopted by the council.

 

  • Unless he has been granted a dispensation, a councillor or non-councillor with voting rights shall withdraw from a meeting when it is considering a matter in which he has a disclosable pecuniary interest. He may return to the meeting after it has considered the matter in which he had the interest.

 

  • Unless he has been granted a dispensation, a councillor or non-councillor with voting rights shall withdraw from a meeting when it is considering a matter in which he has another interest if so required by the council’s code of conduct. He may return to the meeting after it has considered the matter in which he had the interest.

 

  • Dispensation requests shall be in writing and submitted to the Proper Officer as soon as possible before the meeting, or failing that, at the start of the meeting for which the dispensation is required.

 

  • A decision as to whether to grant a dispensation shall be made by a meeting of the council for which the dispensation is required and that decision is final.

 

  • A dispensation request shall confirm:
    1. the description and the nature of the disclosable pecuniary interest or other interest to which the request for the dispensation relates;
    2. whether the dispensation is required to participate at a meeting in a discussion only or a discussion and a vote;
  • the date of the meeting or the period (not exceeding four years) for which the dispensation is sought; and
  1. an explanation as to why the dispensation is sought.

 

  • A dispensation may be granted in accordance with standing order 10(e) above if having regard to all relevant circumstances the following applies:

 

  1. without the dispensation the number of persons prohibited from participating in the particular business would be so great a proportion of the meeting transacting the business as to impede the transaction of the business or
  2. granting the dispensation is in the interests of persons living in the council’s area or
  • it is otherwise appropriate to grant a dispensation.

 

  1. Code of conduct complaints

 

  • Upon notification by the District or Unitary Council that a councillor or non-councillor with voting rights has breached the council’s code of conduct, the council shall consider what, if any, action to take against him. Such action excludes disqualification or suspension from office.

 

  1. Proper Officer

 

  • The Proper Officer shall be either (i) the clerk or (ii) other staff member(s) nominated by the council to undertake the work of the Proper Officer when the Proper Officer is absent.

 

  • The Proper Officer shall:
    1. At least three clear days before a meeting of the council, a committee and a sub-committee serve on councillors a summons, by email, confirming the time, place and the agenda
    2. give public notice of the time, place and agenda at least three clear days before a meeting of the council
  • convene a meeting of full council for the election of a new Chairman of the Council, occasioned by a casual vacancy in his office;
  1. facilitate inspection of the minute book by local government electors;
  2. receive and retain copies of byelaws made by other local authorities;
  3. retain acceptance of office forms from councillors;
  • retain a copy of every councillor’s register of interests;
  • assist with responding to requests made under the Freedom of Information Act 2000 and Data Protection Act 1998, in accordance with and subject to the council’s policies and procedures relating to the same;
  1. receive and send general correspondence and notices on behalf of the council except where there is a resolution to the contrary;
  2. manage the organisation, storage of, access to and destruction of information held by the council in paper and electronic form;
  3. arrange or manage the prompt authorisation, approval, and instruction regarding any payments to be made by the council in accordance with the council’s financial regulations;
  • record every planning application notified to the council and the council’s response to the local planning authority in a book for such purpose;
  • refer a planning application received by the council to the Chairman or in his absence the Vice-Chairman of the Council within two working days of receipt to facilitate an extraordinary meeting if the nature of a planning application requires consideration before the next ordinary meeting of the council;

 

  1. Responsible Financial Officer

 

  • The council shall appoint appropriate staff member to undertake the work of the Responsible Financial Officer when the Responsible Financial Officer is absent.

 

  1. Accounts and accounting statements

 

  • “Proper practices” in standing orders refer to the most recent version of Governance and Accountability for Local Councils – a Practitioners’ Guide (England)

 

  • All payments by the council shall be authorised, approved and paid in accordance with the law, proper practices and the council’s financial regulations.

 

  • The Responsible Financial Officer shall supply to each councillor as each council meeting a statement to summarise:
    1. the council’s receipts and payments for each quarter;
    2. the council’s aggregate receipts and payments for the year to date;
  • the balances held at the end of the quarter being reported

 

  • As soon as possible after the financial year end at 31 March, the Responsible Financial Officer shall provide:
    1. each councillor with a statement summarising the council’s receipts and payments for the last quarter and the year to date for information; and
    2. to the full council the accounting statements for the year in the form of Section 1 of the annual return, as required by proper practices, for consideration and approval.

 

  • The year-end accounting statements shall be prepared in accordance with proper practices and applying the form of accounts determined by the council (receipts and payments, or income and expenditure) for a year to 31 March. A completed draft annual return shall be presented to each councillor before the end of the following month of May. The annual return of the council, which is subject to external audit, including the annual governance statement, shall be presented to council for consideration and formal approval before 30 June.

 

 

 

  1. Financial controls and procurement

 

  • The council shall consider and approve financial regulations drawn up by the Responsible Financial Officer

 

  • Financial regulations shall be reviewed regularly and at least annually for fitness of purpose.

 

  • Financial regulations shall confirm that a proposed contract for the supply of goods, materials, services and the execution of works with an estimated value in excess of £1000 shall be procured on the basis of a formal tender as summarised in standing order 18(d) below.

 

  • Subject to additional requirements in the financial regulations of the council, the tender process for contracts for the supply of goods, materials, services or the execution of works shall include, as a minimum, the following steps:
  1. a specification for the goods, materials, services or the execution of works shall be drawn up;
  2. an invitation to tender shall be drawn up to confirm (i) the council’s specification (ii) the time, date and address for the submission of tenders (iii) the date of the council’s written response to the tender and (iv) the prohibition on prospective contractors contacting councillors or staff to encourage or support their tender outside the prescribed process;
  • the invitation to tender shall be advertised in a local newspaper and in any other manner that is appropriate;
  1. tenders are to be submitted in writing in a sealed marked envelope addressed to the Proper Officer;
  2. tenders shall be opened by the Proper Officer in the presence of at least one councillor after the deadline for submission of tenders has passed;
  3. tenders are to be reported to and considered by the appropriate meeting of the council or a committee or sub-committee with delegated responsibility.

 

  • Neither the council, nor a committee or a sub-committee with delegated responsibility for considering tenders, is bound to accept the lowest value tender.

 

  • Where the value of a contract is likely to exceed £138,893 (or other threshold specified by the Office of Government Commerce from time to time) the council must consider whether the Public Contracts Regulations 2006 (SI No. 5, as amended) and the Utilities Contracts Regulations 2006 (SI No. 6, as amended) apply to the contract and, if either of those Regulations apply, the council must comply with EU procurement rules.

 

 

  1. Handling staff matters

 

  • A matter personal to a member of staff that is being considered by a meeting of council is subject to standing order 7 above.

 

  • Any persons responsible for all or part of the management of staff shall treat the written records of all meetings relating to their performance, capabilities, grievance or disciplinary matters as confidential and secure.

 

  • The council shall keep all written records relating to employees secure. All paper records shall be secured and locked and electronic records shall be password protected and encrypted.

 

  1. Requests for information

 

  • Requests for information held by the council shall be handled in accordance with the council’s policy in respect of handling requests under the Freedom of Information Act 2000 and the Data Protection Act 1998.

 

  1. Communicating with District and County or Unitary councillors

 

  • An invitation to attend a meeting of the council shall be sent, together with the agenda, to the ward councillor(s) of the Borough Council.

 

  1. Standing orders generally

 

  • All or part of a standing order, except one that incorporates mandatory statutory requirements, may be suspended by resolution in relation to the consideration of an item on the agenda for a meeting.

 

  • A motion to add to or vary or revoke one or more of the council’s standing orders, except one that incorporates mandatory statutory requirements, shall be proposed by a special motion, the written notice by at least 2 councillors to be given to the Proper Officer.

 

  • The Proper Officer shall provide a copy of the council’s standing orders to a councillor as soon as possible after he has delivered his acceptance of office form.

 

  • The decision of the chairman of a meeting as to the application of standing orders at the meeting shall be final.
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Love Where You Live Tidy Billingley Event
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The next tidy Billingley event is being held on the 11th June.  All volunteers appreciated to help keep our village looking beautiful.  Please meet at the village hall at 9am.  The event will run between 9-11.  Refreshments will be available at the breakfast club running between 10 and 12.  If you have any suggestions for future work please e mail the council at billingleypc@yahoo.com

Please note volunteers are not covered under the Parish Council insurance.

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Billingley Parish Council Minutes 14th March 2016
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Billingley Parish Council

Minutes of the meeting held on the 14th March 2016 at 7pm

in Billingley Village Hall.

Present        In Attendance

Cllr M Fenna (Chair) Clerk (Relief) – Julie Beech

Cllr S Fenna 3 residents

Cllr Thompson

Cllr Beech

Cllr Hancock

Cllr Coates

Cllr Saunders

The Chair opened the meeting at 7pm.

Public Participation

No comments made.

Apologies

Cllr Markham (The Chair asked Cllr Coates to pass on our best wishes for a speedy recovery)

Angela Fawcett

Minutes of the previous meeting

There were no matters of accuracy from the previous minutes which were accepted as a true record.

Matters arising

Local Development – the Billingley Parish Council had recently received updated plans submitted three times previously to BMBC regarding a dwelling on Chapel Lane. There were no changes to the plans. No other plans had been received

Speed Reduction – the Chair had contacted BMBC again regarding speed restrictions through the village and the re-painting of chevrons. These items remained pending. If any resident or interested party wished to contact BMBC directly about potholes they should email roads@barnsley.gov.uk.

The Chair reported that the bid to the YLCA had been submitted for the laptop and scanner but it could be 2 to 3 months before anything was heard.

Hedge cutting, Back Lane – the farmer had cut the hedge along Back Lane and it had been tidied during the Clean for the Queen event.

Cllr Coates’ feedback –

She had checked with Ian Turner (BMBC) who had confirmed it was acceptable for a parish council to have 1 or 2 bank accounts. He raised the point that the signatures should have been amended with new councillors and that if we wished to close the account it should be done correctly.

Stagecoach were happy to include the lowering of pavement at the bus stop in Billingley in their future plans.

She had been unable to find a fund to assist with speakers’ attendance at local groups but thought that Tanya Dickinson may be able to help with this. She holds surgeries in Darfield library from 10-11.30am on Friday 18th March and 15th April. Her contact number – 07976 366252.

Pipes dumped on Flat Lane – she reported that these pipes were removed shortly after the meeting but did not know how. The Chair advised that he had taken them to the local BMBC dump site where he had been told that these were stolen property and should have been reported to the relevant authorities. On this occasion they were accepted by the dump.

Financial Update

5.1 Due to the importance of the financial regulations for Billingley Parish Council, it was agreed that the revised regulation document circulated from YLCA be discussed at a separate meeting in order that this could be studied and cross-checked with the PC’s current document dated 27th June 2012. The Chair would ask the Clerk to circulate these, if available, electronically or Cllr Thompson would copy and pass on to each Councillor. All Councillors unable to attend the meeting would be asked to pass on their comments prior to the meeting. Action: Chair to contact Clerk to circulate current document or Cllr Thompson would make copies for everyone. Please see Item 9 for details of meeting

5.2 The Chair advised that the Billingley Parish Councils financial position was £3,071.41 which included the £700 grant for the village notice board and cheque number 246 for £90 – the payment for room hire. The notice board had now been ordered and would be paid for when in situ. The Love Where You Live grant monies would be spent during April 2016. The savings account still held £1,665.28.

5.3 New audit rules were being introduced for parish councils. The Chair

reported back from his research that Billingley Parish Council were currently following the same principles as Dalton on Tees PC who had written to the Local Councils Advisory Service for guidance. The question and their reply was read out in full. Paul Clayden (Chief Executive, LCAS) answered that their actions were acceptable. As the Chair was unsure if we opted out whether this would preclude us from opting in, in the future Cllr Coates suggested that he ran this past Ian Turner (Governance Officer, BMBC) to ask his advice. The Chair would contact Ian Turner and clarify with the clerk and subject to their agreement he would circulate information to the Councillors requesting an urgent response. The deadline for this item was 30th March 2016. Action: The Chair to contact Ian Turner and Angela Fawcett. Follow up with circulation of information to Councillors for urgent response.

Ward Alliance Grant update

The Ward Alliance had granted £700 for a new village notice board. The order had now been placed. It would be made of oak with safety glass doors fitted with butterfly catches. A condition of the grant is that small area of the board must be retained for Ward Alliance notices.

BVCA Ltd Grant Application from Ward Alliance update

The Chair had attended the Ward Alliance meeting on 21st January 2016 together with Brian Moore of the Ward Alliance, regarding the bid for alterations to the back step of the Village Hall. The meeting was very sympathetic to this application and had met with their approval. The monies would be with BVCA Ltd in the next 6-8 weeks. Action: Cllr Coates would chase up.

Love Where You Live + Clean for the Queen update

Including Councillors and residents, a total of 16 people attended the 5th March Clean for the Queen event. Although the weather had been terrible on the 4th March it remained kind for the event. The Chair passed a huge thank you for all the work carried out by the volunteers.

High Street had been cleared of soil and debris from Beech House to the farm; High Street from the junction of Back Lane towards Pond House had been cleared of soil and debris; litter had been picked throughout the village; hedges on Back Lane had been tidied and the turn around on Back Lane had been cleared up. The Chair and Cllr Fenna had been to BMBC dump several times to remove all the rubbish.

Following the successfully attended meeting (9

th January 2016) to discuss the Love Where You Live event it was agreed that follow up dates for further clean up sessions needed to be agreed. The first event would be held on Wednesday 20th April 2016 10am-12noon. Cllr Coates suggested inviting the Tidy Team. Action: Cllr Coates to invite Tidy Team

It was suggested that a schedule of clean ups for the remainder of 2016 alternating between Saturdays and weekdays should be agreed.

Risk Assessment and Standing Orders

The current versions of Billingley Parish Councils standing orders and risk assessments had been circulated to all councillors (Chair to check circulation to Cllr Hancock). It was agreed to hold a working party on Wednesday 30th March 2016 to review, discuss and amend the documents as appropriate The Chair asked everyone to read these documents and email or pass their comments on to him as soon as possible. Action: All Councillors to read documents and contact the Chair with comments

Parish Council Working Parties (sub-committees)

It was agreed to hold working parties as necessary to discuss lengthy or detailed items pertaining to standing orders, risk assessments and new financial regulations. Also to ensure the ability for Councillors to create committees / sub- committees / working parties under revised standing orders.

Timelines to be agreed

Items 5, 9, 10 and 11 had been discussed earlier in the meeting.

Item 14 – YLCA Planning Appeal Decisions notice. The lack of an appeal mechanism had caused difficulties for a long time. YLCA had created a petition to reverse this which would give third parties (Local Councils) more opportunities to appeal. 10,000 signatures were required on this petition and Councillors and residents were invited to sign. The deadline for signatures was 19th April 2016 and the petition could be accessed at: https://petition.parliament.uk/petitions/110489.

Further time sensitive issues need to be identified and recorded as appropriate in minutes and standing orders.

Fracking Meeting report 7th March 2016

The Chair reported that 25-30 residents had attended the fracking meeting held in the Village Hall on 7th March. The presentation was given by Anne Forsaith, Terry Cook and George Arthur (local anti-fracking group). Residents had found it very informative. The group had offered to return to show an anti-fracking film but

it was agreed that the presentation was sufficient at this time. The one hour film could be viewed on YouTube.

Peter Allison (Wilsden Parish Council) would be invited to a meeting to be held on Friday 15th April 2016 in the Village Hall to present on fracking. Action: The Chair would confirm this date with Mr Allison.

Cllr Hancock declared that she would step back from any future PC decisions because she is totally against fracking.

PC dedicated email address

The Chair informed the meeting that the dedicated email address Billingleypc@yahoo.com was functioning.

Communications

The YLCA petition had been discussed under item 11.

Ward Alliance had offered local groups a grant up to £500 to be used to hold a fete or community activity. It was suggested that BVCA Ltd utilise these monies to hold an event in Billingley. As the current committee was very small it was further suggested that a grant could be used to help arrange a summer barbeque plus entertainment. Mr Stenton (Chair of BVCA Ltd) would discuss this at their committee meeting (Tuesday 15th March) and feedback. The Parish Council would be willing to assist.

15. AOB’s on the agenda

According to YLCA and NALC guidelines, AOBs should not be on any parish council agenda. Items would be noted for discussion at the following meeting.

The items submitted tonight were:

Timelines and responsibilities (Cllr Beech)

Sensitive issues (Cllr Coates)

Date and time of next meeting

The next meeting – the Annual General Meeting would be held on Monday 9th May 2016 at 7pm.

Future dates had been agreed as follows:

Monday 11th July 2016

Monday 12

th 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 8.15pm and thanked all for their attendance and contribution.

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Love Where You Live clean up campaign
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A huge thank you to all the residents that took part on the last Love Where You Live clean-up day.

The next event will take place on the 11th June between 9-11.

Please meet at the village hall,  which will be open for refreshments between 10.30 and 12 (as per the usual breakfast club).

We would love to see you there, all help appreciated to keep our beautiful village looking its best.  We would also welcome any suggestions for work to be done.

Please note as volunteers you are not covered under any Parish Council Insurance.

Thank you on behalf of Billingley Parish Council

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Billingley Parish Council Minutes 18th January 2016
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Billingley Parish Council

Minutes of the meeting held on the 18.01.16 at 7pm

in Billingley Village Hall.

Present                                       In Attendance

Cllr M Fenna (Chair)                               Clerk – A Fawcett

Cllr S Fenna                                           5 residents

Cllr Thompson

Cllr Beech                          Anne Forsaith for part of the meeting on Fracking

Cllr Hancock

Cllr Coates

  1. Public participation

No comments made

  1. Apologies

Cllr Saunders

Cllr Markham

  1. Minutes of the previous meeting

There were no matters of accuracy from the previous minutes which were accepted as true record.

  1. Matters arising

No further update as yet regarding the speed restrictions.

The Clerk reported that the bid has been submitted for the laptop and scanner but we had not received any response as yet.

The Clerk confirmed a letter of objection to the proposed development Site ref AC27 Land South of the Dearne Valley Parkway Goldthorpe, has been submitted.

  1. Finances

5.1 The parish precept was discussed.  Consideration was given to raising the precept.  After considering regular spending commitments and likely future spending this year, in addition to the current finances, it was agreed that we could leave the precept the same as last year.  This was passed unanimously by the council.  Action: The Clerk will inform Barnsley Council.

5.2 Consideration was given as to the benefit or disadvantages of having a separate savings and current account. In order to keep the savings account active we do have to pay something into it on an annual basis. This is a very small sum, however it was noted that the interest we earn is also small. A member of the public in attendance, and previous Chair, explained that the savings account had previously been established in order to save funds for a village hall.  This is obviously not now a consideration but it may be useful if we wish to save for something in the future.  Action: Councillor Coates agreed to check if it was necessary for a parish council to have a savings as well as a current account and that we would discuss the matter further at the next meeting.

5.3 The Clerk provided a summary of regular spending. This includes £90 for room hire approx. £115 -20 to the YLCA (there will be an increase in fees this year) and Insurance approx. £385 -400 (again there will be a slight increase, despite the fixed rate, due to a raise in the Insurance Tax Premium. The Poppy Wreath donation of approx  £30-35, plus the donation in lieu of the Clerks salary which in previous years has been £150 -175.

5.4. The Clerk informed the meeting of recent invoices submitted, these being one for £30 in lieu of donation to the Royal British Legion for the poppy wreath.  One for £56 made payable to the Billingley Village Community Association in payment for the refreshments provided at the Love where you Live event.  The cheque numbers for these were 000245 and 000244 respectively.  The current account balance is £2547.41 as of 16.12.15 this includes the £800.00 payment made by Darfield Ward Alliance to spend on equipment to help keep public areas in the village tidy.  There is £1665.28 in the savings account.

  1. Fracking

6.1 Anne Forsaith attended from the Dearne Valley Anti Fracking Group.  She explained that since the Licence for fracking was approved for North Nottinghamshire, several other groups have sprung up across South Yorkshire and themselves and the Green party are working to increase awareness of the issue and the consequences of Fracking.

6.2 She explained that fracking is injecting water, sand and chemicals deep underground to fracture the rock (shale) to release gas or oil.  At the moment a license has been granted to Cuadrilla to allow them to explore the possibility / feasibility of fracking in the area.  Anne stated that fracking has taken place for many years in the US and Australia but that this was undertaken in areas with very low population density.  She and Cllr Thompson highlighted the following concerns: the impact on the environment and pollution, concerns regarding the water supply and other health concerns, concerns regarding earthquakes (there were 2 minor earthquakes following the exploration at Blackpool) and the increase in traffic particularly HGV’s.  She also highlighted that the jobs that are often cited as being of benefit to an area, do not materialise as the few jobs created are normally specialist roles that local people do not have the skills to undertake.  It was noted that the work that has gone on to regenerate the area since the closure of the mines would be adversely effected by fracking.  As pointed out by a member of the public, they would also be drilling into an area that has already been extensively mined and many shafts are still propped up and it is unknown what the impact of drilling would be.

6.3 Action being taken locally by the anti-fracking group will include being involved in a nationwide day of action on 30th of Jan (the national day being the 31st Jan).  They are intending running a stall somewhere locally (as yet unconfirmed).  On the 4th March at Montgomery Hall Wath-Upon-Dearne there will be an event held and a further event based around the Boat Club at Manvers Lake on 15th May – details to be confirmed.  It was suggested that in order to promote these, Anne send details to the Clerk who can display them on the village notice board.  Additionally they will be publicised in the Chronicle.  Anne stated she was in the process of pulling together a formal presentation she could deliver to groups and would be happy to do this at a future open meeting for the village.  Action: Cllrs / Clerk to organise a date.  It was proposed to mail drop residents and check preferred times and dates.    The Chair asked whether the presentation would consider both sides of the argument and Anne stated that it would but obviously they would not be supporting fracking.  Anne and Cllr Thompson both provided leaflets for people to read.

  1. Ward Alliance Grant application.

 The Council has been successful in obtaining a grant to purchase equipment to help with the clearing and maintenance of communal village areas.  £800 has been approved and is now in the bank account.   Thanks go to the Ward Alliance for granting these monies.

  1. BVCA Ltd Grant Application.

It was noted that the Chair has supported  Billingley Village Community Association in submitting a grant application to Darfield Ward Alliance.  The grant is to lower the door into the village hall, near the store room, as this poses a safety risk.

  1. Love where You Live Event 9/1/16.

The Chair was pleased to report that we had had a good response to the Love Where You Live event held in the village hall on the 9th January.  Many residents attended and made suggestions as to how the village could be improved.  These will all be considered and discussed by the Cllrs.  It should be noted, however, that some are beyond the Cllrs remit so we may not be able to deliver on them all.  Action: A summary will be published on the village intranet site and notice board.  Additionally 17 residents volunteered to help on the tidy up / work days.  This is a really good response so thanks to all those who attended, volunteered and made comments.  The Chair also wished to thank Robert and Judy Stenton, Ray Toulson and Angela Fawcett for their support on the day.

  1. Event at Stagecoach Busses 15th Jan 16

The Chair, Cllr S Fenna and two residents (Brian and Barbara Moore) attended a launch event of a new fleet of busses (14) for the area.  These will have on-board Wi-Fi and were reported to be very nice and comfortable.  Mrs Moore took the opportunity to ask the organisers about free travel for senior citizens before 9.30 and was told that those with bus passes who were travelling to hospital appointments would be allowed to travel free if they produced their appointment letter.  Additionally although there was no law regarding this, their drivers would endeavour to give priority to wheelchair users over pushchairs and prams.  A member of the public also stated it would be good if we could have a bus shelter for the stop on the A635.  Action: Cllr Coates stated she would make enquiries.  The service through Billingley will be provided by T&M travel on behalf of stagecoach.

  1. Nativity and Christmas Tree

The Chair thanked those who had helped to touch up / paint the nativity scene and put up the decorations.  These were Brian Moore and Vic Fielding in conjunction with the Chair and Cllr S Fenna.  It is planned to fully repaint the Nativity figures when the better weather comes.  Thanks also to Barry senior for allowing us to use his electricity supply.  Cllr Coates stated that if we needed more paints or lights we could apply for these through the Darfield Ward Alliance fund.

  1. Dedicated e mail address

The dedicated e mail address is now set up and in use and is Billingleypc@yahoo.com Please use this as a means of contacting the Parish Council for any issues, concerns and suggestions or speak directly to a member of the council or Clerk.

  1. Communications

The clerk distributed the following communications:

Clerks and Councillors Direct

A letter from the YLCA informing of a 4.9% increase in the annual fee

The letter requesting the annual precept is set.

The letter from the YLCA informing councils of the changes to the audit process re-the new transparency requirements.

YLCA South Yorkshire branch meeting invitation to be held on 6.2.16 at the Lyric theatre Dinnigton.

The Chair also stated he had received an e mail from a resident concerned regarding speeding through the village and supportive of any action the PC can take to try and introduce traffic calming measures. Additionally offering her support.   The resident had hoped to attend the meeting but had been unable to make it.  The Chair will contact to discuss further.

  1. A.O.B

Lynn Bembridge has asked if we know of a fund for helping support speakers attendance at groups.  She has heard there is something in Doncaster and wonders if Barnsley has an equivalent.  Action: Cllr Coates will enquire.

A resident has reported blocked grates on West Kirk Lane – Action: this has been reported to Highways.   Additionally a hedge is protruding onto the highway in High Street opposite the new entrance to Back Lane and Beech House.  This has also been reported and Highways who will look at it and if it is on BMBC property and if there is a fence at the back of it they will remove it.

A member of the public present stated pipes had been dumped on Flat Lane.  Action: Cllr Coates will ask the Tidy Team to clear them.

The hedge from the village hall to the trough on Back Lane requires cutting.  Action: this has been reported to the Farmer who states he will cut it back.

The Clerk will not be available to minute the meeting on the 14/3 but Julie Beech has agreed to take the minutes.

The meeting closed at 8.05pm

  1. Date and Time of the next meeting

The next meeting will be held on – 14th March

The AGM will be held on 9th May (AGM)

Post meeting note

A date has been set for the first Love where You Live – clean up / maintenance day.  This is being held on Saturday 5th March to coincide with a national event ‘Clean for the Queen’ for her 90th birthday celebrations.  Please come and join us.  A mail drop will be done nearer the time with details.

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Love Where You Live – Billingley
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BILLINGLEY LOVE WHERE YOU LIVE 

Following the Love Where You Live meeting held in the Village Hall on Saturday 9TH January 2016, your feedback has been collated into the following summary of actions. Billingley Parish Council is now working to prioritise, agree what is possible within our remit and allocate resources to resources to improvements through volunteer and outside agency support. We hope to respond to you shortly and outline our steps forward.

Anyone who hasn’t volunteered for future activities in the village already but wishes to do so, please contact your Parish Councillor or email Billingleypc@yahoo.com.

Summary of actions

Back Lane

Hedges, farm entrance; road width; tidy/pave trough area; turn round near farm; road surface; poor drainage/clear soakaway

High Street

Hedge opposite Beech House; tree at Beech House; Village Hall sign

Flat Lane

Encroachment of laurel hedge; top of Flat Lane verge maintenance

Outside village

Pavements from village; litter picking to all approaches. Laybys on A635 litter bins.

Infrastructure – amenities

Footpath sign; notice board; 2000 plinth; benches; seek assistance from farmers for clearing; flag dog waste and notice board areas; village map; community planters; replace worn out benches; community orchard/allotments/gardens

General

Dog fouling; speeding/rat run/speed restrictions; bulb planting

Encourage villager participation and ownership

Scarecrow week; fund raisers; litter picking; flower competition; consult with villagers to take ownership of their own area/trees and ask them to keep clear and tidy; tree planting per village child.

 

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