Agenda June 20
SUTTON-AT-HONE & HAWLEY PARISH COUNCIL
01322 862291 53 Main Road
You are hereby summoned to attend a Meeting of the Sutton-at-Hone & Hawley Parish Council, to be held on Thursday 18th June 2020 at 7.30pm. This will be a virtual meeting. Should any member of the public wish to join the meeting please email email@example.com to be sent the link
The COVID-19 Coronavirus pandemic and the unprecedented Government measures in response to the crisis (e.g. prohibitions on gatherings, social distancing, self-isolation and shielding of those deemed to be the most vulnerable) have meant that the requirement for local authorities to hold public meetings in person with all members present in one place cannot currently be met. The statutory requirements for meetings are mainly contained in the Local Government Act 1972 (“the 1972 Act”) and the Public Bodies (Admission to Meetings) Act 1960 (“the 1960 Act”).
In recognition of the difficulties of holding and attending meetings, the Government included s.78 in the Coronavirus Act 2020 and provided the Secretary of State with the power to make Regulations for the provision of holding alternative format meetings.
As such, this meeting will be held under terms agreed by Members being to conduct the Council business via internet link.
Additionally the legislation allowed for the cancellation of the Annual Parish Council meeting and all current appointments continue until May 2021.
Chairman’s statement regarding meeting protocol
1. APOLOGIES FOR ABSENCE
2. DECLARATIONS OF INTEREST
a) UPDATE OF DECLARATIONS OF INTEREST
b) UPDATES FOR THIS MEETING
c) DISPENSATION TO DISCUSS COUNCIL BUDGET
a) Accounts. To approve the payment of the following accounts:
JRGGS Grounds Maintenance £555.00
GSG Grounds maintenance £110.00
British Gas Pavilion-Elec £194.60*
GSG Grounds maintenance £1050.00
E-on Streetlighting Energy £421.55
b) Minutes. To approve as a correct record Minutes of the meeting held on March 19th 2020, a copy of which has been circulated.
c) Matters arising from minutes not detailed on the agenda.
NALC recommendation that Council should consider strengthening their Scheme of Delegation (s101 of the 1972 LGA), which provides for delegating authority to the Clerk for making decisions on behalf of the council. S101 requires formally agreed Terms of Reference by the Council. Decisions would then require the input of 2 members. This action was taken by Councillors on 19th March 2020 and recorded in the minutes.
That the resolution of 19th March 2020, ‘Resolution -Scheme of Delegation-Terms of Reference (S101 LGA 1972) It was agreed to delegate important and urgent decisions to the Clerk with input from 2 members-preferably Chair & Vice Chair, should either not be available others will be consulted in their place. All members to be kept informed of applicable issues’ continue in force until such time as the Council resolves otherwise.
d) Questions from the public & press (10 mins maximum)
e) Urgent agenda items
f) Items for discussion
Frequency of meetings Proposal by Chair to revert to holding formal council meetings every calendar month except August
Resolution: Full council meetings will be held every calendar month except August
Finance Working Group To receive and agree proposals to make available and upload financial information to the council website, within 6 months, as follows:
Forward budget by cost code
Details of monthly payments
Notice of Conclusion of Audit
HR Sub Committee To establish a sub committee to review policies for full council agreement.
Pavilion proposals To receive reports of the findings for future use & works to the pavilion.
To propose pathway and timescale for collating information for final report to inform decision
FC Sutton Dynamo To review 19/20 lease and possible pro rata rebate and level of same due to non-use under Covid-19 legislation
Resolution To agree a rebate of £1767.73 or other sum agreed
To agree the same lease content should be offered for 20/21 reflecting any change to lease fees and on receipt of season dates and requirements from FC Sutton Dynamo. Clerk to prepare lease for ratification at July meeting assuming information received.
Community Engagement To establish a framework to interact with community on a variety of issues.
Chapelfield Allotment site To receive a report from Cllr Burch.
Cllr Harbud to leave the meeting
Sale of parish office building To discuss the sale of the office.
g) Items for information
Government HSE/Risk assessment information available to allow opening of facilities when confirmed.
NALC New Model Code of Conduct. Consultation period until 17/08/20
h) Parish Councillors Report
i) Ward member’s Report
j) Clerk’s Report
k) Any other business
As determined by the planning sub committee; No objections
Application to reduce by approx 2m to balance crown of 1 No. Beech tree subject to Tree Preservation Order No.4 1994
18 Royal Road
Conversion of existing garage into habitable room with associated alterations to front elevation
192 Shirehall Road
Erection of a first floor side extension and conversion of existing integral garage into habitable room
28 Pembroke Place
Sutton At Hone
Demolition of existing rear conservatory and erection of a single storey rear extension
69 Water Mill Way
Sutton At Hone
Erection of a single storey side extension
46 Balmoral Road
Sutton At Hone
Demolition of existing detached garage and erection of a two storey side extension
42 Barton Road
Sutton At Hone
Erection of a single storey rear extension and provision of front square bays
1A Ash Road
Clerk to the Parish Council