BPC Draft Minutes June 2024

Cllr Elliott due to family commitments, accepted.

Cllr Whittaker due to work commitments, accepted.

None.

a)     The minutes of a meeting of the Parish Council held on 12^th March 2024 were approved for accuracy and adopted (proposed Cllr Jolly, seconded Cllr MacDuff).

b)    The minutes of the Annual Council Meeting held on 23^rd May 2024 were approved for accuracy and adopted (proposed Cllr Ligo, seconded Cllr Franklin).

c)    The minutes of meetings of the Neighbourhood Plan Steering Group held on 7^th March 2024, 4^th April 2024 and 2^nd May 2024 were adopted, having been approved for accuracy by the NPSG (proposed Cllr Cole, seconded Cllr Franklin) There were two inaccuracies which the Chair would correct by hand and countersign..

d)   The minutes of the Bratton Recreation Ground Meeting held on 7^th May 2024 were approved for accuracy and adopted (proposed Cllr Cole, seconded Cllr Lloyd).

PL/2024/04425 and PL/2024/04758 – Yew Tree Farm, 51 Lower Road, Bratton, Westbury, BA13 4RQ –  To raise the height of the old Milking Parlour and change the roof covering – Members had considered the application in detail and, following that consideration, determined that there was no comment to make.

To receive and consider planning applications received after the issue of the agenda (where the response time falls outside of the meeting schedule and an extension cannot be obtained) – None.

Members received and adopted the below listed reports (proposed Cllr Cole, seconded Cllr MacDuff):

a)     Schedule of payments and receipts April – May 2024.

b)    Bank reconciliation statements as at 31^st May 2024.

c)     Consolidated Financial Position Statement as at 31^st May 2024

d)    Budget Report as at 31^st May 2024.

e) Members considered for approval the below listed payments due and  approved eleven payments as listed in the total amount of £4,558.40 further authorising payment of the Clerk’s salary following receipt of the payroll (proposed Cllr Lloyd, seconded Cllr Jolly).  Cllr Ligo spoke to the previous system used for the payment of invoices, which had not required pre-authorisation.  It was noted that the system had been adjusted following receipt of the Internal Audit report for 2023/24.  It was agreed that the Parish Clerk would seek a further opinion on the procedure to be used. Members expressed concern at the potential delay of payments due being made and the negative impact this could have on the PC’s reputation. A copy of the payments authorised for June 2024 would be appended to the minutes.

a)  Members received and considered the Internal Audit Report, reviewed its findings and agreed the below listed Action Plan (proposed Cllr Cole, seconded Cllr Jolly).  Members also noted that the current Auditor had now retired and the Clerk would add the appointment of a new Internal Auditor to the agenda for the September PC meeting.

INTERNAL AUDIT ACTION PLAN 2023-2024

1.       The Clerk would ensure only one copy of bank statements were kept in the file (hard copies where received in time; online copies where not).

2.       The Clerk would review the website and ensure the missing items referred to by the Auditor were published.

3.       The Clerk would seek further advice in respect of the recommendations for the reporting and approving of payments due and report to Council at the July meeting.

4.       The Clerk would re-present the Risk Assessment documents to Council at the July meeting for the year 2024-2025.

5.       The Council agreed that an amendment to the pay slips to reflect hours work and hourly rate of pay was not necessary given the Clerk held a salaried position.

6.       The Clerk would add the process for the review of the Asset Register to the agenda for the July meeting.

7.       The dates for the period for the exercise of public rights would henceforth be included in the minutes.

b)  Members prepared and approved Section 1: parts 2 and 3 (Annual Governance Statement 2023/24) of the AGAR (proposed Cllr Ligo, seconded Cllr MacDuff).

c)   Members considered Section 2; parts 2 and 3 (Accounting Statements 2023/24) of the AGAR.

d)  Members approved, signed and dated Section 2; parts 2 and 3 (Accounting Statements 2023/24) (proposed Cllr Jolly, seconded Cllr Franklin).

e)    Members set the dates for the period of public inspection as Monday 10^th June to Friday 17^th July 2024. It was noted that the Parish Clerk had published the information on Sunday 9^th June.  A copy of the notice for the period of public inspection would be placed on the parish noticeboard.

None.

Members agreed the following items for inclusion in the next edition of the BPN:

·   Neighbourhood Plan project plan update (Regulation 14)

·   Fitzroy Farm footpath update

·   Highway updates for Lower Westbury Road and Imber Road

·   Ashford Homes development at Site 321

·   General Election 2024 – Photo ID

·   Change of July meeting date (once confirmed)

Members noted the scheduled date of Tuesday 9^th July 2024 however, it was felt that this may be too soon to enable the approval of the Neighbourhood Plan Regulation 14 consultation and associated documents.  The Parish Clerk would investigate alternative dates (potentially Tuesday 23^rd July) and report back to Council. Post meeting note – the Jubilee Hall has been booked for 23^rd July and the formal July PC meeting will now take place on this date. Members are asked to adjust their diaries accordingly.

In view of the confidential nature of the business to be transacted at Agenda Item 2024/27 members resolved that the press and public be excluded from this part of the meeting (proposed Cllr MacDuff, seconded Cllr Cole).

Such a resolution would be in accordance with the Public Bodies (Admission to Meetings) Act 1960 Sec 1 (2), which states “A body may, by resolution, exclude the public from a meeting (whether during the whole or part of the proceedings) whenever publicity would be prejudicial to the public interest by reason of the confidential nature of the business to be transacted or for other special reasons stated in the resolution and arising from the nature of that business or of the proceedings; and where such a resolution is passed, this Act shall not require the meeting to be open to the public during proceedings to which the resolution applies.’’

Reason for exclusion – Staffing Matters

At this point the Parish Clerk left the meeting (8.10 pm).

The Report from the BPC Staffing Committee (circulated prior to the meeting) was discussed, and the following was resolved (proposed Cllr Lloyd, seconded Cllr MacDuff:

1.                   The Parish Council agreed to fund the back-payments for employer contributions to the Parish Clerk’s pension fund starting from the now agreed date of 1st April 2020 using the EMR Pension Fund plus transferring the additional necessary sum from reserves to the EMR Pension Fund (currently estimated as £2,184). Post meeting note: The Clerk would add this item to the agenda for the next PC meeting;

a.       To confirm total amount due to the Pension Fund (which could now be calculated as start date had been confirmed)

b.       To ask members to determine which reserve fund to allocate additional payments due to the Pension Fund from (balance to be total amount confirmed under a) above minus the Pension Fund EMR).

2.                   The Parish Council agreed to make an annual payment to the Parish Clerk of £125 towards expenses for IT equipment required for her work (a portable computer and associated software, screen, keyboard/mouse, colour printer and scanner).