Meeting of Blaby Parish Council, 7th June 2016
BLABY PARISH COUNCIL
MEETING OF THE PARISH COUNCIL
Held at Blaby Civic Centre, 22-24 Leicester Road at 7.30pm on
Tuesday,7thJune 2016
PRESENT: Mr D Statham (Chairman),
Mr R Benford, Mrs M Broomhead, Mr B Fear, Mr G Harding, Mr M Harbot, Mr M Sheikh, Mrs S Skeemer, Mrs E Statham, Mr G Willcox, Mrs V Jepson (Manager) & Mrs S Talbot (Admin).
747 /- APOLOGIES FOR ABSENCE
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- TO RECEIVE MEMBERS DISCLOSURES OF INTEREST & REQUESTS FOR DISPENSATIONS IN ACCORDANCE WITH THE CODE OF CONDUCT
Mrs M Broomhead / Burial Rights / Personal
Mrs E Statham / Allotments / Personal
Mr D Statham / Allotments / Personal
Mr G Harding / Burial Rights / Personal
Mrs S Skeemer / Burial Rights / Personal
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- MINUTES
10thMay 2016.
The minutes of the meeting held on the 10thMay 2016 were considered for accuracy and agreed to be a true record. Proposed by Cllr. Mr R Benford seconded by Cllr. Mr M Sheikh and passed unanimously.
RESOLVED: The Chairman signed the minutes of the 10thMay 2016, as approved, as a true and correct record.
b)To Receive & Approve Committee Minutes with Questions & Answers Where Possible:-
All Members were issued with a copy of the following minutes:
- Estates & Community – 24thMay 2016
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- TO CONSIDER AUDIT 2015/16
All members have received a copy of the 31st March 2016 Year End accounts.
The reports show the following items:-
- Balance sheet at 31st March 2016
- Detailed Income & Expenditure by Budget Heading for the year ended 31st March 2016
Risk Register – Review Checklist
Members considered the contents of the Risk Register – Review Checklist; this document is required by the External Auditor, Grant Thornton as part of their audit assessment.
AGREED: Members approved the contents of the document.
b)To Consider Transfer of Funds
Members have been issued a copy of the Councils earmarked reserves at 1st April 2016:-
Code / Description / Funds Available
9000 / Cemetery Extension / £15,000
9010 / Christmas Lights / £7,500
9035 / Chapel Renovation / £18,000
9040 / Blaby Civic Centre / £6,834
9055 / New & Replacement Equipment / £27,965
9061 / Oakfield Park Changing Rooms / £57,000
9064 / Section 106 – Maintenance of Play Equipment / £21,717
9066 / Purchase of Land / £20,973
Account 9064 - S.106 – Maintenance of Play Equipment
In the maintenance of play equipment account there is £21,717.00 available; this money has been set aside from the Section 106 money received for the maintenance of the Oakfield Park Play equipment for the next 20 years.
This play equipment is maintained by the ground staff during their daily/weekly inspections.
RESOLVED:Transfer £1,000.00 each year from the earmarked reserves – Section 106 – maintenance of the play equipment account to the Estates & Community parks maintenance account.
c)Receive the Internal Auditor’s Report of the 24th September 2015 24th May 2016
All members are in receipt of the Internal Auditor’s report dated 24th September 201524th May 2016, which states the following internal controls have been considered:-
- Proper Bookkeeping
- Standing Orders & Financial Regulations & Payment Controls
- Risk Management Arrangements
- Budgetary Controls
- Income Controls
- Petty Cash Procedures
- Payroll Controls
- Asset Controls
- Bank Reconciliation
- Year End Procedures
d)Appoint an Internal Auditor for the 2016/17 Financial Year.
The internal auditor’s fees for 2016/17 are £20.00 per hour, to include travel time and the completion of the necessary paperwork.
RESOLVED: Appoint Mr Kevin Shaw at a cost of £20.00 per hour to carry out the Internal audit for the 2016/17 Financial Year.
AGREED: A letter of engagement is to be sent and is to confirm Internal Audit will be carried out in accordance with the Governance and Accountability for Local Councils – a Practitioner’s Guide 2014 (England), in particular with regard to paragraph 2.74.
Members considered the Internal Auditors invoice totalling £135.00.
RESOLVED: Pay Mr Shaw, Internal Auditor a total of £135.00 for carrying out Blaby Parish Councils internal audit for the 2015/16 financial year.
e)Completion of the Annual Governance Statement Section 1.
AGREED: All members are in receipt of the Annual Return for the Year Ended
31st March 2016.
RESOLVED: Blaby Parish Council acknowledges its responsibility for the preparation of the statement of accounts and for the Council’s internal controls and confirm that to the best of its knowledge and belief, with respect to the Council’s statement of accounts for the year ended 31st March 2016 in section 1, that;
1.We have put in place arrangements for effective financial management during the year, and for the preparation of the accounting statements. YES
2.We maintained an adequate system of internal control, including measures designed to prevent and detect fraud and corruption and reviewed its effectiveness. YES
3. We took all reasonable steps to assure ourselves that there are no matters of actual or potential non-compliance with laws, regulations and proper practices that could have a significant financial effect on the ability of this smaller authority to conduct its business or on its finances. YES
4. We provided proper opportunity during the year for the exercise of electors’ rights in accordance with the requirements of the Accounts and Audit Regulations. YES
5.We carried out an assessment of the risks facing this smaller authority and took appropriate steps to manage those risks, including the introduction of internal controls and/or external insurance cover where required. YES
6.We have maintained throughout the year an adequate and effective system of internal audit of the accounting records and control systems. YES
7.We took appropriate action on all matters raised in reports from Internal and external audit. YES
8.We have considered whether any litigation, liabilities or commitments, events or transactions, occurring either during or after the year-end, have a financial impact on this smaller authority and, where appropriate have included them in the accounting statements. YES
9.Trust Fundsincluding charitable. In our capacity as the sole managing trustee we have discharged our accountability responsibilities for the fund(s)/assets, including financial reporting and, if required, independent examination or audit. N/A
RESOLVED: The Chairman and Manager signed Section 1 of the Annual Return for the Year Ending 31st March 2016.
f)Completion of the Annual Governance Statement Section 2.
RESOLVED: Blaby Parish Council acknowledges the year ended 31st March 2016 accounting statements in the annual return present fairly the financial position of this authority and its income and expenditure, or properly present receipts and payments, as the case may be for the year ended 31st March 2016 in section 2.
RESOLVED: The Chairman and Manager signed Section 2 of the Annual Return for the Year Ending 31st March 2016.
RESOLVED: The Annual Governance Statement, approved by Council, is to be submitted for Audit and displayed on the Councils website.
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- STAFFING MATTERS
a)Events Co-ordinator
Members are updated with the Events Co-ordinators progress.
AGREED: The report is noted.
a)Room Lettings At The Civic Centre
Members are updated about the hire and leasing of meeting rooms at the Civic Centre.
AGREED: The report is noted.
RESOLVED: Standing Order No.24 is to be revoked.
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- FOR DECISION
AGREED: The following members are appointed:-
- Staffing Committee - Cllr Mr. M Harbot
- Appeals committee – Cllr. Mr. R Benford
The Parish Council have previously agreed that the Commonwealth War Graves Commission is approved to erect a standard war pattern headstone at Mill Lane Cemetery for Air Mechanic 3rd Class Cecil Jesson.
There is to be an unveiling of the headstone in honour of Cecil Jesson on Sunday, 12th June at 1.00pm.
AGREED: Cllr. Mr G Wilcox will attend the unveiling of the headstone on behalf of the Parish Council.
c)To Consider the 2016 Summer Funday
Owl Puppets
AGREED: A sale price for each Owl hand puppets is £6.00.
Age/Height Restrictions
- Segways – 10 years +
- Climbing wall – min height 1.1 metres
- Caving – 5 years +
- Quad bikes – Minimum 4/5 years & Maximum 11/12 (Depending on height)
As there are some activities that smaller children will not be able to use it is suggested a different coloured wristband is purchased for the under 5’s. There are 2 main activities that the under 5’s will not be able to use.
RESOLVED: Under 5’s wrist band will be sold for £5.00 each.
Activity / Amount of Volunteers Required
Site Set Up and Clear Down / Mr Willcox - 8am and 4.45pm
Owl Fonzo 11.45 x 5pm / 2
Information Tent
Blaby Bake Off, Scarecrow Competition, Neighbourhood Plan, Lost children / 4
Mr Statham & Mrs Statham + 2 others
Wristband Sale / 2 – Mr Jepson + Mr Talbot
PA System Announcements / 1 – Mr Statham
Pig Arena / 1 – Mrs Skeemer
Craft Tent / Unsupervised Activity
Car Park Marshalls / 3 – Mr Broomhead, Mr Benford & Mr Sheikh
Litter Pickers / Every volunteer present
Tug of War / Mr Statham, Mr Sheikh & Mr Harding
Owl Puppet Sales / Mrs Broomhead & Mr Harding
P/A System / Mr Statham and Mr Jepson to be accompanied by a technician from Blaby Audio Visual who will provide a tutorial on setting up and using the equipment to ensure it works for the event.
Floating/Relief Volunteers / Mr Courtney, Mr Harbot, Mrs Skeemer
All volunteers, unless separately specified, are required to arrive on site by 11.30 am.
d)To Receive & Approve the Cemetery Area Development Working Party Meeting Notes –2nd June 2016.
PRESENT: Mrs E Statham(Chairman),
Mr N Courtney, Mr M Sheikh, Mrs S Skeemer, Mr D Statham, Mrs E Statham & Mrs V Jepson (Manager).
- ELECTION OF CHAIRMAN FOR THE COMING YEAR
RESOLVED. Cllr Mrs. E Statham is elected Chairman of the Cemetery Development Working Party for 2016/17.
- APOLOGIES FOR ABSENCE
- TO CONSIDER THE RENOVATION OF NON-CONFORMIST CHAPEL (NO.3)
AGREED: The manager & Cllr. Mrs Statham are to meet with the contractors to discuss the following renovation requirements.
AGREED: Seek quotations for the following works to be carried out:-
- Electrical installation in the Chapel
- Public Convenience
- Disabled Access is required
- Unbrick the Chapel windows and replace if possible with stain glass windows
- Cut a path way through Cemetery No.3 and add gravel
- A path way is to be made going from the rear of the non-conformist chapel to the newly proposed natural burial ground running through the existing car park area
- Grass over the current waste ground (car park) area and install a pathway/vehicular access
- Water tap in the new natural burial ground area
If there is no possibility of installing a public convenience at the non-conformist chapel research is to be considered for one to be built near to the existing chapel workshop.
AGREED: Measurements of the bricked up windows are required for Cllr. Mrs Statham to seek quotations from the Stain Glass Repository.
Research is required as to what if any wildflowers and animals are in this area.
AGREED: Cllr. Mrs Statham is to request an ecology report on Cemetery No.3.
AGREED: The manager and senior groundsman are to do a memorial inspection on all memorials in Cemetery No.3.
- TO CONSIDER THE REST GARDEN
Members feel the area is in need of some attention and AGREED that the wildflower area is to be no more and is to be cut on a regular basis and kept neat and tidy so in keeping with the other grassed areas of the cemetery.
Members considered purchasing planters and researching a solar fountain for this area.
RESOLVED: Purchase planters to be installed either side of the two benches in the Rest Garden.
AGREED: Cllr. Mrs Skeemer is to research prices for a solar fountain to be purchased and installed in the Rest Garden.
It is proposed the current waste ground, car park area is to be grassed over and the new Owl Bench and Sculpture are to be located in this area.
AGREED: Trees around the boundary of the Rest Garden area are to be considered at a future working party meeting along with a site meeting.
AGREED: Request that the owner of Charlotte Graham Funeral Directors attends the site visit; members feel it would be good to hear a funeral directors point of view on these matters.
- TO CONSIDER THE DEVELOPMENT OF A NATURAL BURIAL GROUND
AGREED: The manager is to contact the Natural Burial Association and request membership fees and professional advice fees.
AGREED: The meeting notes are approved.
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- FOR INFORMATION
i)Cllr Mr M Sheikh- Attended the planning seminar at Blaby District Council which was very informative.
ii)Cllr Mr R Benford – Asked if the Parish Council would consider advertising for volunteer litter pickers to work around Blaby.
AGREED: Discuss excess litter at the meeting due to be held with Mr Wells of Blaby District Council.
AGREED: Volunteer litter pickers are to be discussed at the next publicity working party meeting and also added to the next Estates & Community committee agenda.
iii)Cemetery Signage – Add this item to the next Estates & Community committee agenda for further consideration.
iv)Blaby Topic – Lots of good feedback has been received about the latest edition of the Blaby Topic. Everybody who helped in producing this booklet is thanked for their efforts.
b)Cheque Rota.
RESOLVED: Cheques are to be signed at the end of the Council session by
Mrs M Broomhead & Mr B Fear.
c)Reports of Representatives.
i)Cllr Mrs M Broomhead- Attended a meeting at Blaby District Council to discuss graffiti at the subway between Blaby & Whetstone.
AGREED: When the minutes from the meeting have been received add this item to the next Estates &Community committee agenda for further consideration.
ii)Cllr Mrs M Broomhead – Represents Blaby District Council for Blaby Town Centre and is looking forward to moving things forward with money and funding to improve Blaby.
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- Authorisation of the Council’s Accounts.
ACCOUNTS AUTHORISED AT PREVIOUS MEETINGS
2Commune Ltd / £1,560.00 / Website set up & Training (Year 1 – 2016/17)
Sharnford Horticultural Ltd / £92.98 / 3 piece blade kit (lawnmower)
Print Print Design / £531.00 / Blaby Topic and leaflet June 2016.
Factory of fun / £1,900.00 / 6 x Activities for 2016 Funday.
Paws for Thought / £725.00 / Dog Display - 2016 Funday
Odin Event / £2,700.00 / Deposit - Climbing Wall, Cave, Human Hamster Balls & Penalty Shoot Out – 2016 Funday.
Big Fun UK Limited / £625.50 / Balance – Hire of 2 x Segways – 2016 Funday
Joseph’s Amazing Racing Pigs / £675.00 / Balance - Summer 2016 Event
Mr Kevin Shaw / £135.00 / Internal Audit Fees – 2015/16.
GU Automatic Doors Limited / £192.00 / Yearly Service Contract.
Palmers Garden Centre / £1,008.00 / Planting of 48 x Hanging Basket Flowers.
Chubb / £283.97 / Fire and Security check at Cemetery
Plantscape / £1,008.00 / Hire & Planting of Lamppost Hanging Baskets.
LCR / £17.00 / LCR Magazine Subscription.
Rialtas Business Solutions Ltd / £619.20 / Year-end close down on site for 2015-16.
ACCOUNTS PAID UNDER STANDING ORDER 13C
H M Revenue & Customs / £1,304.63 / PAYE/NI – May 2016.
Blaby District Council / £907.00 / June 2016 Rates - BCC
Blaby District Council / £148.00 / June 2016 Rates – Cemetery
Blaby District Council / £18.00 / June 2016 Rates - Oakfield Park.
ACCOUNTS RECOMMENDED FOR PAYMENT
Espo / £387.68 / Stationery, Equipment, Sundries & Cleaning Materials.
The Fuel Card Company UK Ltd / £196.02 / Petrol/Diesel.
CSL Business Machines Ltd / £68.17 / Photocopier charges 22.04.16 – 22.05.16
Fibrous / £37.32 / Memorial Plaque – Newcombe.
Royal Mail / £3.03 / Surcharges
Mr A Upton / £150.00 / Delivery Costs for the June2016 Edition - Blaby Topic.
Land Registry / £14.00 / Land at Bouskell Park.
HMRC / £100.00 / PAYE
W. W. Busby & Sons Ltd / £86.40 / Refund Payment Made In Error.
COMMERCIAL CARD
Speed ramps UK limited / £165.00 / 30 x Traffic cones
Satsecure / £8.69 / Rubber floor cable tidy
E. H. Smith / £378.00 / 15 Tonne Mill Waste – Allotments.
Amazon / £51.96 / 100 x 2nd Class stamps & 100 x 1st Class stamps.
Amazon / £11.98 / Stationery
Puppets By Post / £57.60 / Puppets
Amazon / £26.74 / Flag and Flag pole for Civic Centre
Charlie Browns / £279.75 / Flowers for Planters
Amazon / £48.99 / Yellow line marker spray
Amazon / £23.98 / Measuring wheel
Amazon / £34.99 / Cleaning Materials
Amazon / £117.98 / 50 x Fencing Pins & 100 Metres Safety Nets
Amazon / £27.86 / Cable Ties, Hole Punch
WAGES/EXPENSES MONTH 2
Salaries: May 2016 / £7,694.26
DIRECT DEBITS/STANDING ORDER/BACS
LCC – Pensions (May 2016) / £2,478.21
Talk Talk – Line Rental & Fibre Business Broadband & Telephone (13.05.2016 – 12.06.2016) / £81.84
Puppets by Post / £252.00
Southern Electric – Cemetery Electricity – 3.2.2016 – 11.5.2016 / £179.21
Southern Electric – Leicester Road, Electricity.
(13.04.2016 – 10.05.2016) / £101.90
Southern Electric – Oakfield Park –Electricity – 06.02.2016 – 06.05.2016 / £154.44
Avensure – 18.05.2016 – 17.06.2016 / £132.00
RESOLVED: The June accounts were agreed to be a true record. Proposed by Cllr. Mr. B Fear seconded by Cllr. Mr. M Harbot and passed unanimously.
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- Correspondence:
a)Village Areas Needing Attention Received During May 2016.
b)Leicestershire & Rutland Association of Local Councils:-
- Newsletter 2016 – Issue Number 3.
- Blaby Branch Meeting – Wednesday, 15th June 2016.
c)Blaby District Council
- Outstanding Achievement Awards 2016.
- Hoisting of Armed Forces Day Flag.
AGREED: Cllr Mrs. M Broomhead will attend the raising of the Armed Forces Day Flag on behalf of the Parish Council.
d)Leicestershire County Council
- Decision of meeting held on Wednesday, 18th May 2016.
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- Correspondence Received After Issue of Agenda: For Information Only–None.
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- Chairman’s Time - Thank you everybody for your contributions this evening.
MEETING CLOSED: 8.57PM