Non-confidential information

23.7.1 Approval of new clerk’s contract
Resolved: to accept and approve the contract of employment, terms and conditions for the new clerk and responsible finance officer, Mrs Hampson.

23.7.2 Declaration of acceptance of office of new councillors; casual vacancy
The members of the parish council in attendance had signed their declaration of acceptance of office forms at the previous parish council meeting. Another individual had expressed interest in the casual vacancy on the parish council but was not in attendance.

Resolved: the clerk to prepare another casual vacancy notice.

23.7.3 Register of interest of councillors
The members present had previously completed and submitted Register of Interest documents to Staffordshire Moorlands District Council.

Resolved: The clerk to contact Staffordshire Moorlands to request the return of electronic signed copies for the parish council’s records and placement on the parish council’s website in the near future.

23.7.4 Apologies and declaration of interest of councillors related to the agenda
There was no need, by any member present, to declare an interest in the items on the published agenda. Members signed the attendance register.

23.7.5 Minutes of the previous meeting.
These were accepted as a true record of proceedings and signed, in the meeting, by the Chair Person, Mrs D Noble.

23.7.6 Public speaking
There were no members of the public in attendance.

Resolved: A ten minute public speaking section will feature on future agendas.

23.7.7 Planning applications, appeals; decision notices
The clerk had registered her contact details with Peak District National Park Authority (PDNPA) to receive details of new planning applications and decision notices.

A decision notice had been received granting the installation of 15 m of steps and 35 metres of path resurfacing to improve access to Thors Cave and reduce erosion.

There were no new planning applications to discuss. Members were aware of some parties and wild camping taking place in the parish. The police and Rangers are also aware but unfortunately, matters are not being enforced.

23.7.8 Website and Transparency document
The clerk advised of the need to produce a transparency document in connection with the parish council’s website. Members discussed a number of issues with the existing website. The clerk suggested the possibility of starting a new website and obtaining a quote for a domain name, licence and management of a new website.

Resolved: The clerk to obtain a quote for a basic website in time for the next meeting. Members to view an existing website managed by the same company suggested by the clerk.

23.7.9 Bank account and signatories
Following the recent elections resulting in a number of new council members, signatories on the existing bank account are problematic. The account provider has not been helpful in providing new cheque books or achieving amendments.

Resolved: to pursue the achievement of the new councillors as signatories; change of address for statements and cheque books to the clerk.

23.7.10 Policies and standing orders
The clerk advised of the need to write a number of policies, financial regulations and standing orders for the parish council.

Resolved: The clerk to prepare these for approval by the members at the next meeting.

23.7.11 Payroll
Prior to the meeting, the clerk had made contact with the parish council’s payroll provider.

Resolved: The clerk to request the Government Gateway details from the payroll provider.

23.7.12 Items of account, clerk’s salary, HMRC, lengthsman, administration
Unfortunately, as detailed above, the parish council is presently without a cheque book to make payments.

Resolved: upon arrival of the new cheque book, to make the following payments to:

the lengthsman, the clerk, village hall, insurance company, ROSPA, payroll services, HMRC, internal auditor, external audit costs and fine plus other items of account arising before September’s meeting.

The clerk was provided with details of the Wetton Village Hall secretary to request invoices connected to the hire of the hall for meetings.

The clerk enquired if grants had been previously been obtained towards the cost of the lengthsman. This had not been the case.

Resolved: The clerk to make enquiries regarding possible grants towards lengthsman costs.

23.7.13 Budget, laptop and precept
Resolved: to compile a budget to assist with the next precept as the parish council had not secured a precept for this financial year. This will almost certainly result in an increase in the following financial year’s precept request.
Resolved: to provide the clerk with a reconditioned laptop for parish council use.

23.7.14 Internal and external audit
As the accounts and external audit documentation had not been completed prior to the deadline date, the parish council will receive a fine. An internal auditor has been appointed to undertake the internal audit, once all documentation is complete. Previous year’s annual return documentation may also have to be constructed. The clerk will spend time viewing all information to hand.

23.7.15 Accounts for the year ended 31st March 2023
The new clerk and responsible finance officer will compile the accounts once all bank statements and documentation have been located.

23.7.16 Certificate of exemption
Resolved: to complete a certification of exemption from full audit for the financial year ended 31st March 2023 as both the income and expenditure will be less than £25,000.

23.7.17 Annual return
As detailed above, it may be necessary for the clerk and responsible finance officer to construct the annual return for two financial years to enable a comparison of figures to be made, as required for audit purposes.

23.7.18 Highway issues, street lighting
Mrs Noble had kindly compiled a list of street light numbers and locations on a map for ease of future fault reporting.

23.7.19 Correspondence and communication
The clerk was provided with a password to access the present parish council’s generic email address.

Resolved: The clerk to advise a number of different agencies of the change of contact details for the new clerk to the parish council.
Resolved: the clerk to request a copy of the current electoral roll.

23.7.20 Calendar of future meeting dates
The clerk had prepared a calendar of future meeting dates for 7.30 pm on Wednesdays, every other month. These may be subject to review and will be publicised on the noticeboard.

23.7.21 Date of the next meeting
Wednesday, 13th September 2023 at 7.30 pm

Apologies were received in advance of this meeting from Mr Sharp.

Confidential items
23.7.22 Review of lengthsman’s contract
The clerk had made prior contact with the lengthsman to arrange for future invoices to be sent to her.

Resolved: Mr Sharp to convert an existing lengthsman’s contract to ‘word’ to enable the clerk to make amendments.
Resolved: to obtain a copy of the lengthsman’s public liability insurance.

The meeting was declared closed at 9:16pm

Mrs S Hampson,
Clerk
Wetton and Back of Ecton Parish Council
08 July 2023

©Wetton and Back of Ecton Parish Council minutes remain draft until approved by the parish council at the next meeting