BRERETON AND RAVENHILL PARISH COUNCIL
DISTRICT OF CANNOCK CHASE COUNTY OF STAFFORDSHIRE
Minutes of the
FULL COUNCIL
Held at: the Parish Hall, Ravenhill Park, Brereton, Rugeley. WS15 1DU
Thursday 20th June 8.00pm – 9.30pm
WELCOME
Members Present:
M Blackham (MB)(Chair),
S Merriman (SM),
K Theobald (KT),
J Gascoigne (JG)(V-Chair),
C. Harris (CH),
K Paul (KP),
C Davies (CD),
A Cowdell (AC),
R Hall (RH),
APOLOGIES
Members Absent: Apologies were received from R Hall-Davies (RHD), C Boulton (CB), D Blocksidge (DB), and J Johnson (JJ) which were accepted.
In Attendance: L Featherstone (LF)(RFO), PR Whibley (C)
64. DECLARATIONS OF INTEREST IN ANY ITEMS ON THE AGENDA
None
65. FORMAL ANNOUNCEMENTS BY THE CHAIR / CLERK
Some of the item numbering needs attention.
It was agreed that the order of the meeting would be changed. Immediately following Matters Arising (item 68) the meeting would proceed to items 71 – 74 before returning to 69 and 70.
66. PUBLIC PARTICIPATION
None.
67. AGREEING THE MINUTES FROM THE PREVIOUS MEETING (attached)
To approve and sign off the minutes of Full Council and Annual Council meetings held on Thursday 6th June 2024.
The previous minutes were agreed and signed as a true record.
68. MATTERS ARISING FROM PREVIOUS MEETING
12.3.1. The three councillors not present will be asked to sign the Code of Conduct at the next opportunity or at the next meeting. One member still outstanding.
11.1a.That the clerk inform any members who have not completed the envelope exercise to do so, as soon as possible. 3 members and 1 staff need to complete.
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Minutes Approved by Chair / Acting Chair : …………………………… Date: ……………………………
56.0.1. That a Working Groups Policy document is needed. Clerk to begin. Completed and attached. Item 57.1
56.0.2. That the Clerk would present the two Committee guidelines at next Full Council meeting. Completed and attached. Items 57.2 & 57.3.
56.0.3. That the Clerk would discuss with CB as to which monthly meeting he would prefer to use to report on developments at district level which may affect the Parish. CB chose the meeting on the third Thursday to deliver feedback to the council. Clerk to place on agenda’s.
56.0.4. That the Clerk would present a draft Media Policy at next Full Council meeting. Completed and attached.
48.5.2. The Clerk will place the Staff Training Request form on the website. Completed
48.5.2. Resolved: That the Policy and Application Form for a Parish Council Grant was approved. The Clerk will place the documents on the website. Completed.
43.1 Resolved: That the RFO initiate a donation payment to the three groups of £46 each. Completed.
58.1. Resolved: That the clerk would place the issue of un-located assets on the next agenda for further discussion about what action should be taken. Completed. Item 71
58.2. Resolved: That the members would inform the RFO if they knew of the location of where any un-located assets were. (attached Item 71)
69. REPORTS FROM COMMITTEES / WORKING GROUP MEETINGS
IF ANY OF THE WORKING GROUPS ‘POINT OF CONTACT’ HAVE A MOTION TO PUT TO THE NEXT COUNCIL MEETING PLEASE SEND TO CLERK AND RFO.
69.1. Finance Asset & Risk Committee: (to be sent to you by LF)
Both the Bank Reconciliation and Invoices/Payments will be presented to the meeting for approval. Both presented and Approved.
THE FAR COMMITTEE ARE PREPARING A MOTION FOR THE COUNCIL ON THE PROCESS OF HOW TO MANAGE STOCK AND TAKINGS FROM THE CAFÉ AND A FURTHER MOTION ON THE PURCHASE OF ESSENTIAL EQUIPMENT.
69.2. Planning Committee
1. Strategic Development Grid 9.
69.3. Parish Hall Management WG
Matters under discussion by the WG:
1. PAT testing of electrical items in the Hall.
2. Help for Heroes (MB)
3. Vandalism / CCTV
4. Car Park
5. Website volunteers
6. Helping volunteers get onto a Driving Scheme for a mini-bus
7. Cafe
8. Strategic Development Grids 4 and 5
69.4. Community Engagement WG
Matters under discussion by the WG:
1. Taking responsibility for the Lantern Parade.
2. Liaison with PHM to take responsibility for elements of Strategic development 6.
3. JS to update the noticeboards.
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Minutes Approved by Chair / Acting Chair : …………………………… Date: ……………………………
4. Investigate the possibility of a monthly evening Drop-In session.
5. Website Links
6. Strategic Development Grids 3, 6, 7 and 8
69.5. Staffing WG
37.5.1. That a working group of SM,DB and JG agreed to work on a draft job description for the role of a Handyman and present it to a future Full Council meeting.
48.5.1. Strategic Development Grids 2 and 10
62.1. That the Staffing working group would organise the application and interview process for a new clerk. (to be actioned)
69.6. Policies, Practice & Procedures WG
48.6.2.That the clerk would produce aide memoir to help FAR and RFO to adapt the guidelines to this parish council needs. To be presented at a future FAR meeting.
48.6.3.That the clerk would produce an aide memoir to help the council to adapt their Standing Orders to this parish council needs. To be presented at a future FAR meeting.
69.7. Neighbourhood WG
69.8. Speed Calming WG
69.9. Heritage WG
69.10. Drop-In WG
69.11. Police Report (attached)
70. BRPC POLICY DOCUMENTS
The clerk has amended the word ‘Lead’ to ‘Point of Contact’ as well as, omitting the word Parish from the Annual Council Meeting.
The following policy documents were presented for approval.
70.1. Working Groups Policy. Voted and Approved.
70.1. Resolved: That the Clerk would upload the Policy onto the BRPC website.
70.2. Planning Committee. Voted and Approved.
70.2. Resolved: That the Clerk would upload the Terms of Reference for the Planning Committee onto the BRPC website.
70.3. Finance Asset & Risk Committee. Voted and Approved.
70.3. Resolved: That the Clerk would upload the Terms of Reference for the Finance, Asset & Risk Committee onto the BRPC website.
70.4. Communication & Social Media Policy
This was withdrawn by the clerk for further work. Once revised, it will be presented.
70.5. Scheme of Delegation (revised) Voted and Approved.
The Christmas Events working group has been added
70.5. Resolved: That the Clerk would upload the revised Scheme of Delegation onto the BRPC website.
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Minutes Approved by Chair / Acting Chair : …………………………… Date: ……………………………
71. ASSETS AND INSURANCE
No further assets have been located and reported to the RFO since the previous meeting. (item 58.2) The clerk and the RFO relayed a possible course of action (involving solicitors) that the Internal Auditors suggested which might be a way forward, as the previous council had a ‘legal obligation’ to inform the present council as to where all the parish council’s assets are located.
This was not actioned and the council agreed to allow the present chair (MB) to contact the previous chair and arrange a meeting between them to gather the missing information and report back to the next meeting.
71.5. Resolved: That the Chair (MB) would report back to the next meeting on the outcome of the meeting concerning all missing assets.
72. AGAR (attached) Statement, Signing and Publicising
73. INTERNAL AUDITORS REPORT (to be sent to you LF)
The RFO led the discussion in explaining the process involved. The conclusion report by the Internal Auditors was discussed and several sections were highlighted for further clarification. The RFO stated that a letter setting out how the council are going to meet the recommendations in the report was needed to be sent to Mazars. This would cover the Financial Regulations, Standing Orders, Risk Assessment and Publication Scheme. He was willing to draft this out with the chair. The clerk pointed out a factual error in section H. He had no personal knowledge but had only been informed, which was supported by the RFO who was present at the meeting.
The RFO explained the variances which involved the tennis courts/netting and the asset values placed by the previous council on the gifted bus shelters.
The Exercise of Public Rights, Accounting Statements and additional papers are to be placed on the council website and on the noticeboards.
The Annual Governance Statement (Section1) was explained including the reason for the single no response on the form. This was agreed and duly signed by both the Chair and the Clerk.
72.1. Resolved: That the Exercise of Public Rights and other papers will be placed on the website and the noticeboards on Monday 24th June at the latest.
74. FESTIVE LIGHTING CONCERN (attached)
It appears three road light posts had to be replaced and those had the missing light strings attached to them. The missing strings may have been accidently taken by the power company when replacing the posts. BRPC insurance wouldn’t cover this, but Festive Lighting should have their own cover. After much discussion and checking of previous email exchanges, it was decided that MB will contact the company.
74.1. Resolved: That MB would contact Festive Lighting.
75. DATE OF NEXT COUNCIL MEETING:
Thursday 4th July 2024 in the Parish Hall Meeting Room at 8.00pm
Meeting closed at 8.53pm
PRWhibley
Clerk