March 2020 Minutes EOM
EXTRAORDINARY MEETING
Old Leake Parish Council
WEDNESDAY 24 MARCH
THIS MEETING WAS CANCELLED DUE TO GOVERNMENT INSTRUCTIONS
OLD LEAKE PARISH COUNCIL ADOPTED THESE MEASURES REMOTELY
UNTIL 24TH JULY 2020 WHEN THEY WILL BE REVIEWED
OR SOONER IF THE CORONAVIRUS EPIDEMIC IS OVER.
Due to the uncertainty in respect of the spread of the Covid19/Corona Virus and in order to limit any risk to members of the public, elected Members or members of staff and notwithstanding any relative Government legislation or advice from relevant medical or any public body pertaining to best and safe practice, Old Leake Parish Council are to discuss the following as part of an ongoing contingency plan and to ensure the smooth running and operation (wherever possible) of the Parish Council over the interim period.
SAFETY STATEMENT - MEETINGS
OLPC recognises and agrees that no business, meeting, service provision or service delivery of the Authority is of any importance above that of public and personal safety. As such all scheduled public meetings will be cancelled for an initial 4 month period** (or as circumstances dictate).
COMMUNITY RESILIENCE BUDGET
OLPC to establish a ‘Community Resilience’ budget head with the agreed sum to be used from within general reserves with the aims of assisting vulnerable groups within the parish as necessary. Using S137 funds. The budget heading of £5000 was set.
ATTENDANCE OF EVENTS BY ELECTED MEMBERS / STAFF
OLPC recognise the attendance by elected Members and members of staff of the Town Council at appointed outside bodies, training courses or on relevant Town Council business be subject to a) cancellation by the lead body, organisation or group; b) self-preservation or c) legislation.
SUSPENSION OF STANDING ORDERS / FINANCIAL REGULATIONS
OLPC propose That the Parish Council gives delegated authority to the Parish Clerk (in consultation with the Chairman/Vice Chairman to: suspend any relevant Standing Order or Financial Regulation as necessary to ensure the smooth running and operation (wherever possible) of the Parish Council for a period of no longer than 4 months (or as circumstances dictate), with the Parish Clerk to compile and maintain a list of such suspensions and reasons which will be to be presented to a future meeting of the Full Council for scrutiny.
ADDITIONAL DELEGATED AUTHORITY – STAFF MEMBERS
The Parish Council to give additional delegated authority for a period of no longer than 4 months (notwithstanding relative Government legislation or medical/relevant body advice or best/safe practice)) to the Parish Clerk, in consultation with the Chairman / Vice Chairman to:
i) undertake day to day duties (wherever possible and within legal constraints and with the best intentions of public safety and to promote infection control) in order to minimise disruption to service provision and ensure business continuity;
ii) undertake any additional duties necessary (wherever possible within legal constraints and with the best intentions of public safety and to promote infection control) in order to minimise disruption to service provision and ensure business continuity;
iii) undertake decisive actions (within legal constraints and with the best intentions of public safety and to promote infection control) in respect of cancelling any meetings of the Town Council, its committees or working groups.
ANNUAL COUNCIL MEETING / ANNUAL PARISH MEETING
OLPC propose That as the cancellation of meetings has a direct impact on the Annual Meeting of the Town Council (scheduled for 16th May 2020), the roles of the existing Chairman will remain the same until a suitable and safe public meeting is called and held.
Where any cancellation of meetings has a direct impact on the holding of the Annual Parish Meeting, the Parish Council will hold such meeting at a future date.
It is noted the above decisions are contrary to existing legislation however OLPC chose to place public safety at the forefront.
ORDERS FOR PAYMENT
OLPC propose the Parish Clerk along with those elected Members with delegated responsibility for the authorising and signing of payments put measures in place with robust transparency processes to ensure effective business continuation and to minimise impact on local service delivery and local business with ratification by the Parish Council to be made at the earliest and safest opportunity.
PLANNING MATTERS
OLPC propose That That the Parish Council authorises the Council to deal with planning applications via email and gives delegated power to the Parish Clerk & RFO to collate responses and submit to ELDC (on a majority basis).
BUDGETARY CONTROL AND AUTHORITY TO SPEND
OLPC propose To authorise an increase in the spending limit to the Parish Clerk in consultation with the Chairman / Vice Chairman from any item below £1,000 to any amount below £ 5,000 in respect of any emergency or Health & Safety matter.
STAFFING MATTERS – ANNUAL APPRAISALS
OLPC propose That whilst there is time limited recognition that annual staffing reviews and potential remuneration is necessary, it is suggested that annual staffing reviews be delayed and any monetary awards be backdated (once and if approved) to 1st April 2020.
POLICY UPDATES
OLPC propose That delegation is afforded to the Parish Clerk to update policy documentation where revision dates are the only necessary updates and such updates to be ratified by the Parish Council at a future meeting. Where any legislative changes are necessary, the Parish Clerk will update relevant documentation and implement any necessary changes.
ADVICE TO COMMUNITY GROUPS
OLPC note that the Lincolnshire Resilience Forum (LRF) Communities and Volunteer Coordination Cell within the County Emergency Centre, will be operational from 8am to 4pm Tuesday 17th March 2020 until further notice and it will active Monday to Friday.
Currently the cell has been tasked by the LRF to gather information about local activity only and it advises communities not to mobilise, task or deploy any organisation, community group or individual within the parish.
GENERAL INFORMATION UPDATES
OLPC propose To keep elected Members (via email / telephone calls) and members of the public (via the Town/Parish Council website and notice boards (where / when relevant and practicable)) updated on advice from (and as relevant):
· the World Health Organisation
· Central Government & the NHS
· Lincolnshire Resilience Forum (LRF) / Emergency Planning Team
· the National Association of Local Councils (NALC)
· the Lincolnshire Association of Local Councils (LALC)
· any other recognised public or national body