Approved Minutes 2024 June 04

Jun 11, 2024 | Minutes

The Minutes can be read below or downloaded here:  MN_2024_June BPC Approved Minutes

Approved Minutes of the Monthly Meeting of Blackawton Parish Council held on
Tuesday 4 June 2024 at 7:30 p.m. in St Michael’s Church

a. Open Forum

There were no Questions from Parishioners.

b. Councillors Forum

i. Avon River Champions’ Request for support for its Water Restoration Fund Bid

The request to submit letters of support by 7 June 2024 was received after the Agenda was posted, therefore BPC cannot respond with specific support for the bid. The bid refers to the South West Water sewage treatment works in Blackawton. BPC has an established position regarding upgrading the sewage treatment capacity. It was agreed that the Clerk will respond accordingly. Parish Cllrs may choose to write as individual Cllrs.

ii. Legal Responsibility for the Maintenance of the Closed St Michael’s Churchyard

A meeting of representatives from BPC and the Parochial Church Council was provisionally scheduled for 10 June at 7:00 p.m..

Present: Parish & South Hams District Cllr Rake (Chair), Parish Cllrs Oughton (Vice-Chair), Coe, Haddow, Mardon, and Thomas were present, as was A Thom (Clerk). There were no members of the public present.

  1. Apologies

Apologies for absence were received from Cllr Luckens and Devon County Councillor Brazil.

  1. Declarations of Interest

None declared.

  1. Minutes of Previous Meetings

It was resolved to approve the Minutes of the Meetings held on 14 May 2024.

  1. Report from South Hams District Council Councillor

SHDC Cllr Rake reported that SHDC has carried out a peer review process. The reviewing team was made-up of Officers and Councillors from comparable Councils, and matched for roles and political balance. It was very positive. The assessment Report is available in the public domain. The Annual Meeting took place recently and a new Chair was elected.

  1. Report from Devon County Council Councillor

DCC Cllr Brazil sent apologies for the meeting and a short report. He noted that it is the pre-election period so he is limited in what he can report.

  1. 2023/24 Annual Governance and Accountability Return (AGAR)

    1. 2023/24 Internal Audit Report

The Report was received and noted. The Report concludes that the internal control objectives are being met. Five actions are recommended. Two are addressed in this meeting: to update Standing Order 17 to reflect the contract limits contained in the revised Financial Regulations, and to minute the Public Notice when approving Sections 1 & 2 of the AGAR and include the dates of the Public Notice in the Minutes. The recommended review of Cemetery Fees will be a project as soon as possible, along with a review of the double fees for former residents. To consider adding replacement values of equipment to the asset register to help to forward plan for replacement is under consideration. The Clerk considers that replacement values of equipment in the asset register should correspond with insurance values, as commented by the internal auditor. However items valued at less than £1,000 are not insured. The Clerk recommended that the current system of recording asset disposals by financial year, and not on the asset register itself as suggested by the Auditor, be continued.

    1. BPC Standing Orders

It was resolved to confirm revision of BPC Standing Order 17 to reflect the contract limits (£30,000) in the revised BPC Financial Regulations.

    1. Certificate of Exemption – AGAR 2023/24 Part 2

It was resolved that BPC meets the criteria for 23/24 and wishes to be an exempt authority, not subject to a limited assurance review, for 23/24.

    1. To sign the Certificate of Exemption.

The Chair and the Clerk signed the Certificate.

    1. 23/24 Audit Annual Governance Statement

It was resolved to approve the Statement.

    1. Signature of the Audit Annual Governance Statement

The Chair and the Clerk signed the Statement.

    1. 23/24 Audit Accounting Statements

The Accounting Statements were considered.

    1. To resolve to approve the Statements

It was resolved to approve the Statements.

    1. Signature of the Accounting Statements by the Chair of the Meeting

The Chair signed the Statements.

    1. Publication of Annual Governance & Accountability Return (Exempt Authority) & Publication of Notice of Public Rights

It was noted that the Return and the Public Rights Notice will be published, with inspection dates 17 June to 26 July 2024.

  1. Finance

    1. Update on Current Financial Position

The Financial Reports showed a total balance of £60,331.01 and unearmarked General Fund of £17,562.48. The bank balances reconciled with the cashbook.

    1. Payments & Receipts

It was resolved to authorise the following payment:

  • Clerk’s May Expenses Reimbursement, £32.06

The Clerk noted that the invoices for the Maintenance Contractor advertisement (£134.40) and the hire of St Michael’s Church’s Narthex for April, May, and June 2024 Parish Council meetings (£60.00) were received after the Agenda was posted and will be authorised by the Clerk and Chair, and be paid concurrently with the above payment.

  1. Correspondence

The following correspondence was noted or considered.

  • 8/5/24 SHDC, Free decarbonisation support for South Hams businesses

  • 13/5/24, Resident, Thanks for the grant to purchase a replacement community flag

  • 14/5/24, Community Matters, Enquiry about Community space & business units at French Furze The Clerk was asked to circulate this and the response to all BPC Cllrs.

  • 16/5/24 The Bioregional Learning Centre, Invitation to Cllrs: Adaptation and Resilience Learning Journey, first week in June – partial attendance is fine

  • 17/5/24, Citizens Advice South Hams, Thank you for the grant from BPC

  • 18/5/24, Request for support for campaign to improve the safety of lithium batteries

  • 22/5/24, Blackawton Beacon, Thank you for the grant to support production of the Beacon

  • 22/5/24 SHDC, New Free Business Support Programme for Construction and Maintenance Professionals

  • 23/5/24, DCC, Event – Pasture to Plate – South Devon Food Hub inaugural event for farmers and producers. Longcombe Valley, TQ9 6PW, Tuesday, 09 July 2024, 12:00 – 16:30

  • May 24, Lloyds Bank, interest rate reducing 27/7 & BPC not covered by FSCS. Lloyds has confirmed verbally that BPC is covered by FSCS with letter to follow.

  1. Next Meeting

The next meeting of the Parish Council will be held on Tuesday 16 July 2024 at 7:30 p.m..
Please note that this is the second Tuesday to maximise Cllr attendance, not the standard first Tuesday.

  1. Closure of the Meeting

It was resolved, in accordance with the 1960 Public Bodies (Admission to Meetings) Act, to exclude the public and press during consideration of the following item(s) because of the confidential employment nature of the business.

  1. Employment Matter

It was resolved to confirm the Clerk’s requested leave.