Minutes Parish Council Meeting 23rd April 2020

–       To note the updated Local Government legislation changes during Covid-19 pandemic regards remote meetings and Audit – The changes regarding the legislation were noted which includes an extension to Audit return end of September 2020, and the postponement of the Annual Meeting and also the ability to hold remote meetings. It was RESOLVED that the position of Chair and Vice Chair would be considered at the next available face to face meeting.

–       To consider what support is required, allocate a budget/grants and to nominate lead representatives if required – It was agreed to await Cllr Rout to discuss the donation to the Alice Charity, which is helping local people during the crisis. HA to find out if the Newcastle Food Bank have achieved their funding request of £20,000 for the next meeting, and to then consider if a further donation can be made. RESOLVED to allocate £1000 to use for such issues in consultation with the Chair, with a further donation being considered in line with the unspent funds from last year.

–       To delegated authority for all business continuity decisions (financial, planning, grants programme, ongoing projects and other matters considered urgent) to be taken outside of the meeting by the Clerk in consultation with the Chair/Vice Chair until the restrictions are removed and the pandemic is over – RESOLVED to delegate authority to the Clerk in consultation with the Chair/Vice Chair in the event that a meeting cannot be held in good time, to allow business to continue during the crisis.

To consider arrangements for the Annual Parish meeting following the restrictions – Noted that the Annual Parish was still required to be held between March and June. The Clerk suggested that a change in legislation was likely to be forthcoming, as a remote meeting would be difficult. The Chair will continue with the Chair’s Annual report in the meantime.

Next available meeting AR

Next agenda

Clerk

HA

To note the bank reconciliation statement and reserves – Noted.

To approve the Statement of Accounts (unaudited) – see Appendix A – RESOLVED to approve subject to internal audit.

To note the Internal Auditors report – if available – Noted this was not yet available.

To approve the attached Asset register and Risk Assessment – see Appendix A1

RESOLVED to approve the Asset register but to include the pandemic on the risk register as a high priority.

Clerk

Next meeting

An update was circulated before the meeting which was noted.

1.     To consider the interim arrangements for the project manager during the project being on hold for the forseeable – RESOLVED to retain the Project Manager in post on the basis of 1 day per month from May until end August during the crisis and to revert back to 3 days per month in order to continue the project. This will note result in an overspend, as it will be absorbed by the contingency. This has been approved by HLF, although there is no further funding available.

2.     To receive a budget update and the financial impact of the delay on the project as agreed with HLF – This was circulated before the meeting and it was noted that we are on track to spend.

3.     To approve a quote for the banner (Letting in the light) £2000 – RESOLVED to appoint them on this basis.

4.              To note the update on the on hold Community Engagement activities and those progressing – Lantern making and parade, Film showing inc Proud Valley, Scratch and Sniff Theatre, Dalien singers, Poem, Banner, Researcher, Voice recordings, timeline – Noted that this was on hold, with the exception of the timeline and a video to be produced by Scratch and Sniff, which was agreed. The lantern parade is currently planned for 4^th December.

5.     To receive an update on the current programme for the capital works – now postponed due to Coronavirus – The work had been put on hold and the new date was unknown.

To note delegated authority used to pay any invoices received in between meetings in

accordance with the approved amounts) – None.

Subject Access Requests/Information Security/Data Breaches – reminder – Noted.

Controlled areas for dog walkers on the country park (i.e. on leads in the busiest places) due to an increase in complaints with dogs jumping up people/children/disturbing other dogs/running into reserve areas etc. RESOLVED to work with Andy Hunt to see if a sperate area can be included for dogs to be exercised off the lead away from the main area, with the dogs on leads for the rest of the time. It was noted that there had been several incidents involving dog walking companies walking large numbers, a loose dog biting a person and a dog severely injured.

MM

Proposed two storey side extension 9 Farmers Bank Silverdale Newcastle Under Lyme Staffordshire ST5 6NE Ref. No: 20/00246/FUL – RESOLVED to support providing that there is no overlooking of no 7a.

FYI only – Application for approval of tree protection measures as required by condition 6 of planning permission 18/00714/FUL – Brighton House Residential Home Sneyd Terrace Silverdale Newcastle Under Lyme Staffordshire ST5 6JT Ref. No: 18/00714/CN06 –

RESOLVED to request that the removed apple tree T1 is replaced elsewhere on the site.

FYI only – 17/00223/CN08 | Application for approval of site investigation works as

required by condition 8 of planning permission 17/00223/FUL – Erection of a pair of semi- detached dwellings | Land Adjacent 8 The Crescent Silverdale Newcastle Under Lyme Staffordshire – Noted.

–      To note the Joint Local Plan consultation – on hold until Autumn – both policies and sites – Noted.

–      Planning consultant consideration to input into the above consultation – Clerk to obtain a quote from Urban Vision for consideration at the next meeting.

To provide comments on the Keele/Silverdale Growth Corridor information as circulated on 4^th March and 9^th April – RESOLVED to support Keele Parish Council’s comments.

Clerk/ Next mtg

Clerk

To consider renewing the contract – on hold due to restrictions

Appendix B – Noted.

County Councillors and Western Communities LAP Chair Mr H Adamczuk

Cllr Rout provided a brief update regarding the help for the vulnerable in the Borough and also the changes with the waste collection and business grants. Grass cutting is expected to start again soon. It was RESOLVED to make a donation of £1000 to the Alice Charity using Section 137 LGA to help local residents in need during the Covid-19 situation. It was also agreed to consider if a donation can be made to the Silverdale Methodist Church and their community development worker at the next meeting – HA to confirm.

The LAP meeting was cancelled, but a remote meeting may be held in June.

Clerk Next meeting HA

CHQ / BACS NO                 PAYMENTS                                                                                            Gross

Bacs 001                       C Withington Clerk -April salary and expenses                                         575.79

Bacs 002                       HMRC Tax and NI April                                                                                    142.53

Bacs 003                       Staffordshire Pensions April                                                                          229.54

Bacs 004                       Sarah Bonham Project manager HLF March x 3 days                             600.00

Bacs 005                       Perkins – Timeline 3 of 3 HLF                                                                         400.00

Bacs 007                       Steve Hough – kissing gates Heritage Way part                                     1725.00

Bacs 008                       Centrewire – 2 x gates Heritage Way                                                          900.00

Bacs 009                       Redoko – Website hosting fees 2019                                                             84.19

Bacs 011                       Sarah Bonham Project manager HLF April x 3 days                                600.00

Bacs 012                       Jake Wu – materials reimbursment                                                                  4.20

Bacs 013                       Alice Charity                                                                                                    1000.00

Monthly total                                                                                                  6261.25

RECEIPTS

14.04.20            Precept                                                              £29,206.32

14.04.20            CTSG                                                                    £1,834.00