Minutes of February 16th 2018
Minutes Of meeting held on Friday, February 16th 2018 commencing at 7.30pm in Gautby Village Hall PUBLIC FORUM – there was no public forum Present: Councillor Heselwood, Chair, Councillors E Brown, V Brown, G Bell, I Hibbert, H Padfield, J Stuchfield, G Keys. No members of the public present. -------------------------------------------------------------------------------------------------------------------------------------------------- 1. Chairman’s remarks a. The Chair welcomed Councillors to the meeting and advised that Cllr. V Brown would be taking the minutes/notes. 2. Apologies and resolve to accept reasons given a. None 3. Declaration of Disclosable Pecuniary Interests under the Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012 made under the s.30 (3) of the Localism Act 2011 a. No Disclosable Pecuniary Interests declared. 4. To confirm or amend and sign the minutes of the meeting held on 6.2.2018. a. It was proposed by Cllr Stuchfield, seconded by Cllr Bell and agreed by all who had attended the meeting that the Chair sign the notes of the meeting as an accurate record. The Chair signed them accordingly. 5. To resolve to move into closed session in accordance with the public Bodies (admission to meetings) act 1960 due to the confidential nature of the business to be discussed in relation to Personnel Matters. a. It was proposed by Cllr Heselwood, seconded by Cllr Stuchfield and agreed by all to move into closed session. 6. To Discuss Personnel Matters a) To note the resignation of the Clerk Councillors had been provided with a copy of the letter of resignation from the Clerk. This was noted. b) To retrospectively approve HMRC Payment for Jan 2018 Salary and HMRC PAYE payment. It was proposed by Cllr Stuchfield, seconded by Cllr Bell and agreed by all to approve the salary and tax/NI payments for the Clerk 2 | P a g e c) To retrospectively approve cheque for £360 for services of P A & S Ltd It was proposed by Cllr Bell, and seconded by Cllr Hibbert and agreed by the majority to pay P A & S Ltd £300 + VAT. Cllr Padfield abstained from the vote. d) To discuss Internal Auditor’s report regarding VAT claim The Chair said that some changes had already been implemented. Councillors agreed to accept the report and to thank the Auditor for her work. e) To ask for P A & S Ltd help with writing our Personnel Procedures. It was agreed that Cllrs Heselwood and V Brown would work through P A & S Ltd.’s documents and email them to Councillors for their comments and it was noted that there is an ever-increasing workload on the Council in terms of paperwork. f) To agree to ask Ms Parnell to help on a temporary basis for a period of up to 42 hours by end March 2018. It was proposed by Cllr Bell, seconded by Cllr Stuchfield and agreed by all to use the services of Ms. Parnell as administrative support (not clerk or temporary clerk) on a temporary basis, for up to 42 hours until the end of March 2018. g) Discuss and agree how to move ahead with recruitment, training, housekeeping etc. i) The Chair asked if a Councillor would undertake the bank reconciliation, Cllr Stuchfield agreed to do this and this was agreed. ii) She further advised that the Financial regulations need updating and will be on the next agenda. iii) In respect of training for Councillors, LALC has agreed to provide a training evening for the whole Council. It was agreed that the Chair obtain possible Friday night availability dates from LALC and then check with Councillors to see which is suitable. The training programme for new Councillors was