Sandon and Burston Parish Council
Agenda
You are hereby summoned to attend a Meeting of
SANDON and BURSTON PARISH COUNCIL
on WEDNESDAY 13 January 2021
Commencing at 7.30 p.m.
Join Zoom Meeting
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Prior to and at the conclusion of the meeting Members of the Public are invited to ask questions or make statements otherwise Standing Orders are adopted to regulate meeting business, unless revoked.
AGENDA
08.01
1. Apologies
2. Minutes – To receive and confirm the minutes of the meeting held on 9 December 2020.
3. Chairman’s Announcements (appointment of co-opted Member)
4. Declarations of Interest
5. Outstanding Matters – Highways update
5.1 Footpath 36
5.2 Sandon Gateways.
5.3 Burston Grid.
5.4 Gate in Fence at Burston – Councillor Harp to update.
6. Planning
6.1 Applications returned to Stafford Borough Council – decision allowed:
20/33023/HOU Butterhill Cottage, Butterhill Bank – Double garage
6.1.1 Applications returned to Stafford Borough Council – decision awaited
20/32590/FUL Sandon Hall – Temporary change of use to enable drive-in film and entertainment venue including associated infrastructure.
6.2 Applications received by the Parish Council for consultation since last meeting – none
7. Finance
The Council is requested to approve the following documents that govern the way we operate as a Parish Council and would normally have been considered at the Annual Parish Meeting.
Local Audit and Accountability Act
www.legislation.gov.uk/ukpga/2014/2/contents?view=plain
Account and Audit Regulations
www.legislation.gov.uk/uksi/2015/234/contents/made?view=plain
Smaller Bodies Transparency Code 2014
www.legislation.gov.uk/uksi/2015/234/contents/made?view=plain
Local Audit (Smaller Authorities) Regulations 2015
www.legislation.gov.uk/uksi/2015/234/contents/made?view=plain
Governance and Accountability for Smaller Authorities – A Practitioners Guide to Proper Practices March 20
file:///C:/Users/tinar/AppData/Local/Packages/Microsoft.MicrosoftEdge_8wekyb3d8bbwe/TempState/Downloads/Governance%20and%20Accountability%20for%20Smaller%20Authorities%20in%20England%202019%20Sections%201-5%20%20for%20publication%20(1).pdf
Data Protection
http://www.legislation.gov.uk/uksi/2019/419/contents/made?view=plain
7.1 Financial Statement and Bank Account Reconciliation Statement – December – attached.
7.2 Financial Payments – Requests for authorization – none
7.2.1 Sandon and Burston Parish Council. Consideration of quotes and authorization to appoint a business to design/manage the Parish Council website.
7.3 Parish Council Precept 2021-22. To agree the Precept for 2020-21. See attached proposed budget.
8. Report from County Councillor
9. Report from District Councillor
9.1 Burston Pool – Life Saving Equipment
9.2 Gate in Fence (Burston)
10. Items Raised by Member Councillors / Clerk
10.1 Letter from David Moreton BEM (copy attached)
10.2 Consultation on Standards in Public Life – closing date 29.1.21 (new date)
Standards Matter 2: Public Consultation – GOV.UK (www.gov.uk)
10.3 Request to purchase tree and plaque.
- Correspondence
11.1 Staffordshire Parish Councils Association – Weekly email updates 11, 18, 24, 31 December, 5 and 7 January.
11.2 Stafford Borough Council
11.2.1 Register of Electors 2021. A new register has now been published and regular updates will be sent through to the Clerk.
11.3 Staffordshire County Council – updates forwarded by email.
11.4 Stone Area Parish Liaison Group – 20 January 2021 at 3.00 p.m.
- Any other correspondence received by the meeting date – for information.
- Date of Next Meeting: Wednesday 10 February 2021 by Zoom unless otherwise notified. Joining details will be posted on the Parish noticeboards.
13.1 Dates of Meetings 2020-21 all meetings to commence at 7.30 p.m. 10 March, 14 April 2021. Annual Parish Meeting 12 May 2021.
8 January 2021 Tina Gould, Clerk & Responsible Financial Officer
Telephone 07503 167538
Minutes
15 January 2021
SANDON and BURSTON PARISH COUNCIL
Minutes of the Parish Council Meeting held on 13 January 2021
Via Zoom commencing 7.30pm.
Present:
Councillor S Shelley Chairman
Councillor Rosemary Wildblood
Councillor C Capjon
Councillor A Hudson
Councillor H Wildblood
Councillor G Wyatt
District Councillor: Councillor A Harp
Councillor Parry (not present, no apologies given).
Clerk: Mrs T Gould
In attendance: Mrs K Hughes (Observer). Apologies noted from Mrs J Selby.
Questions from Members of the Public – none.
20/076 Apologies None.
20/077 Minutes
20/077.1 The Minutes of the meeting held on 9 December 2020 be signed by the Chairman.
20/078 Chairman’s announcements
20/078.1 The Chairman announced that the vacant Parish Councillor post had been advertised. There had been no applicants. Mrs Kylie Hughes was welcomed to the meeting as an Observer.
20/078.2 The Chairman reported that he and the Vice Chairman had met with the Clerk via Zoom on 11 January to review her performance. The meeting was suspended, and the Clerk left the room whilst the Chairman fed back the outcome of their discussion to Councillors.
20/078.2.1 RESOLVED: To increase the Clerk’s hours with immediate effect to 22 hours per month, subject to an annual review. Letter to be sent to Clerk and contract of employment to be amended. Clerk to review budget.
20/079 Declarations of Interest
20/079.1 There were no declarations of interest.
20/080 Outstanding Matters – Highways update
20/080.1 Footpath 36. Work had commenced and could take two weeks.
20.080.1.1 RESOLVED: Councillor Shelley to contact Roger Harris regarding the kissing gate. Information to be passed on to Principal Rights of Way Officer.
20/080.2 Sandon Gateways. Discussion regarding the location of the gateways. Councillors asked that gate ways be sited on each side of the A51. Councillors to review preferred sites and advise Clerk. Councillors agreed that wording on gate ways should be in black. Clerk to seek revised quotes for additional wording on reverse of gate ways ‘Thank you for driving carefully’.
20/80.2.1 RESOLVED: Councillors to advise Clerk of preferred siting of gateways. Chairman to defer contacting local business owner regarding proposed siting of gate ways opposite his business. Clerk to obtain quotes for supply and fitting of gateways once decision on location had been made.
20/080.3 Burston Grid. Clerk reported that Staffordshire County Council had indicated on 23 December that they had this matter in hand.
20/080.4 Gate in fence. Councillor Harp reported that there was no breach of planning regulations unless the gate was being used. Councillors reported that the gate was in regular use.
20.080.4.1 RESOLVED: Councillors to forward photographic evidence to Councillor Harp.
20/081 Planning
20/081.1 Applications returned to Stafford Borough – reply awaited (as per SBC website): 20/32590/FUL Sandon Hall – Temporary change of use to enable drive-in film and entertainment venue including infrastructure.
The meeting was adjourned for the District Councillor’s report and convened thereafter.
20/082 Report of the District Councillor
20/082.1 Burston Pool Safety Equipment (ref Agenda item 9.1). Councillor Harp reported that he had consulted with the Borough Council regarding safety equipment who confirmed their previous advice. The Clerk reported that she had been in contact with the Parish Council’s insurance company – BHIB. Councillors remained concerned regarding public safety. Councillors asked what was contained in the lease with the Fishing Club. Councillor Harp to ask the Head of Operations to liaise with the Clerk.
20/082.1.1 RESOLVED: Councillor Harp to ask the Head of Operations to contact the Clerk regarding the contents of the lease with the Fishing Club. Clerk to forward emails from Stafford Borough Council and BHIB to the Vice Chair.
Councillor Harp left the meeting.
20/083 Finance
20/083.1 The Clerk requested approval of the documents listed under Agenda item 7 for use by the Parish Council: Local Audit and Accountability Act; Account and Audit Regulations; Smaller Bodies Transparency Code 2014; Local Audit (Smaller Authorities) Regulations 2015 Governance and Accountability for Smaller Authorities – A Practitioners Guide to Proper Practices March 2020 and Data Protection.
20/083.1. RESOLVED: The Council approved the above policies and procedures.
20/083.2 Financial Statement and Bank Reconciliation Statement were presented by the Clerk. The Clerk summarized the Council’s current financial position. There had been no further invoice from Nigel Ferguson.
20/083.2.1 RESOLVED: Chairman to write a further and final letter to Nigel Ferguson.
20/083.3 Financial Payments – Requests for authorization – none.
20/083.4 Sandon and Burston Parish Council – website. The Clerk summarized the three quotes received that had been previously emailed to Councillors.
20/083.4.1 RESOLVED: To appoint Digital Staffordshire to supply the Parish Council with the Gold Pack as detailed in their correspondence. Clerk to liaise with the Council to undertake work to review and update the Parish Council website.
20/083.5 Parish Council Precept 2021-22. Details of Tax Base 2021-22, Government Grant and Concurrent Function Allowance figures received from Stafford Borough Council. Increase in Government Grant (£345.46 compared with £277.76 previous year) meant that if the Parish set a precept at the same level as the previous year a 0.5% decrease in the rate paid by Band D householders would occur i.e., 30p. The Concurrent Function Allowance remains the same at £318.
Considering the proposed increase in the Clerk’s hours, the Clerk set out the proposed budget for 2021/22 as follows:
| Pre-meeting proposals | Proposals following decisions at meeting | |
| Staffordshire Parish Councils’ Association | 150 | 150 |
| Insurance | 600 | 600 |
| Parish Council Meetings – room hire | 300 | 300 |
| External Audit | 100 | 100 |
| Internal Audit | 70 | 70 |
| General Data Protection Regulations (inc. ICO fee £40) | 200 | 200 |
| CPRE membership | 40 | 40 |
| Clerk’s Salary | 2400 | 3000 |
| Clerk’s Home Office Costs | 100 | 100 |
| Clerk’s Expenses (Stationery, Postage, Stamps) | 130 | 130 |
| Clerk’s Expenses (Mileage) | 200 | 200 |
| Accountant (Payroll & Pension Regulator fees) | 160 | 160 |
| Training (Seminars, Courses & Books) | 200 | 200 |
| Chairman’s Allowance | 0 | 0 |
| Senior Citizens’ Lunch | 300 | 300 |
| Community Link Service | 250 | 250 |
| Best Kept Village (delete budget line for 2021-22) | 0 | 0 |
| Royal British Legion (Wreath) | 20 | 20 |
| Support Staffordshire | 25 | 25 |
| Zoom Pro license | 150 | 150 |
| McAfee & Microsoft – renewal of annual licenses | 150 | 150 |
| New Parish Council website set up (new) | 550 | 550 |
| Allocated Funds | ||
| War Memorial | 0 | 0 |
| Highways/RoW Maintenance | 1500 | 1050 |
| Bus Shelter Maintenance | 100 | 100 |
| Burston Car Park (maintenance) | 100 | 100 |
| Election Contingency | 1000 | 1000 |
| Parish Council website | 381 | 381 |
| Bench Maintenance | 350 | 350 |
| Burston Pool Safety | 150 | 0 |
| Total | 9716 | 9716 |
20/083.5.1 RESOLVED: The Council approved setting the precept for 2021-22 at £9,716 which results in a small change of -30p to householders Parish Council element of the Council tax compared with the current year. Letter to be sent to Stafford Borough Council.
20/083.6 The Clerk reported that the backing of the Burston noticeboard needed replacement. Both Sandon and Burston noticeboards were inadequate for the number of notices. She requested that quotes be requested for two new noticeboards. Councillors to advise Clerk on locations for siting of new noticeboards.
20/083.6.1 RESOLVED: Clerk to obtain quotes and report back to next meeting. Councillors to advise Clerk on suitable locations for siting of new noticeboards.
20/084 Items raised by Member Councillors/Clerk
20/084.1 Letter from David Moreton BEM. The Chairman summarized the letter from David Moreton BEM regarding the financial situation that Oak Tree Farm faced because of the pandemic.
20/084.1.1 RESOLVED: To make a financial contribution of £100 to Oak Tree Farm.
20/084.2 Consultation on Standards in Public Life. The Parish Council had no comments. Clerk to share national views with Councillors.
20/084.3 Chairman’s Medallion. The Chairman had requested that the Clerk obtain a quote for updating the bars on the Chairman’s medallion to reflect Councillor Jackson time as Chair of the Council. Cost: £43.12 net.
20/084.3.1 RESOLVED: Chairman requested Clerk to obtain a bar for medallion (C A Jackson 2011-2016).
20/084.4 Robert Selby. At the request of the Chairman, the Clerk had obtained a quote for a winter flowering cherry tree to be planted on the ‘triangle’ at Burston (with approval of the County Council – awaited). She reported that she had telephoned four nurseries and only one had a tree in stock. She had obtained a quote for a plaque for the tree – cost £24.00 net. Due to restrictions imposed by Covid-19 it was agreed that the planting of the tree would be postponed.
20/084.4.1 RESOLVED: Clerk to liaise with County Council regarding siting of tree. Clerk to order the tree – cost approximately £39.95 net and the plaque £24.00 net.
20/084.5 Footpath 44. The Vice Chair reported that the footpath was overgrown. The Chairman reported that there had been previous issues regarding this footpath and discussion as to whose responsibility it was to clear it.
20/084.5.1 RESOLVED: Vice Chairman to forward photographs to Clerk. Clerk to report footpath via Highways portal and report back.
20/084.6 Councillor Capjon expressed concern regarding the distance that some parishioners may have to travel for their Covid-19 immunization and asked if the Parish Council could assist with transport costs. (Cost of taxi from Sandon to Stafford = £12 approximately). Parish Council expressed a desire to help fund transport to a maximum of £500. Clerk had emailed Councillor Parry to ask if any County Council support was available.
20.084.6.1 RESOLVED: Clerk to follow up.
20/085 Correspondence
20/085.1 Staffordshire Parish Councils Association – weekly updates had been forwarded to Member Councillors.
20/085.2 A new register of Electors had been published. A notice had been placed on noticeboards.
20/085.2.1 An email had been received from Councillor Beatty regarding Borough Council attendance at Parish Council meetings.
20/085.2.1.1 RESOLVED: Clerk to forward email to Councillors and collate a response.
20/085.3 Staffordshire County Council – updates had been forwarded to Councillors.
20/085.3.1 Stone Area Parish Liaison Group – 20 January 2021 at 3.00 p.m. Councillor Wyatt to represent the Parish Council.
20/085.3.1.1 RESOLVED: Clerk to summarize key issues and forward to Councillor Wyatt.
20/086 Date of Next Meeting – Wednesday 10 February January 2020 by Zoom unless otherwise notified. Joining details would be posted on Parish Council noticeboards (and website).
20/086.1 Dates of Meetings 2021 – all meetings to commence at 7.30 p.m.
10 February, 10 March, 14 April 2021.
Annual Parish Meeting 12 May 2021.
The meeting closed at 9.30 p.m.
Signed:………………………..Chairman
Date:………………………………..