Present: Cllr Baumber, Cllr
10/06/01 To receive apologies for absence
Janet Willis sent her apologies.
10/06/02 To sign as a correct record the minutes of the meeting held 21st June 2010
The minutes were agreed and signed by the Chairman
10/06/03 To receive declarations of interest from members regarding items on the agenda
None were received
10/06/04 Report from the Police Representative
PSCO Helen Madden was not present and passed no information on.
10/06/05 To receive comments from the public
Two residents from New Close were present regarding a possible donation to the resurfacing work. Two quotes have been received:
·
Ken
· Peter Daw £4547.25 (incl. VAT)
Cllr Butler contacted the Highways Authority, who informed her that their specifications for road adoption were much higher than those quoted, effectively making Council adoption impractical.
The Council agreed that their original donation of £350 would stand subject to confirmation that they were acting within their powers to give it. The Clerk will confirm this at the next meeting.
The Clerk informed the residents that any donation to the work would have to be made to the contractors or to a project committee and could not be given to individuals.
*
Cllr Clerey informed the Council that several residents of Roosebeck were unhappy with the location of the new noticeboard, as it is not obvious to couriers etc. entering the village from the north. The Clerk advised that the Council had agreed to the location of the noticeboard and that public money should not be spent moving it. If residents wish to move the board, they must bear the cost and obtain the appropriate permission, including the consent of the Parish Council.
*
Concerns were also raised about damage left by workers associated with the oyster beds using the slipway at Roosebeck. The lifebelt was knocked down and has now disappeared and rubbish was left behind. The Clerk will write to Robert Benson of Kingfishers Seafoods, Mike Marsh, and Kelsey Thompson of Seasalter Shellfish with the Councils concerns and request a resolution. He will also contact SLDC and the Environment Agency regarding the lifebelt.
10/06/06 To consider current planning applications
No new applications have been received this month.
Notices
SL/2010/0280 |
Bramble Cottage, Roosebeck |
Single Storey Front Extension PERMITTED |
10/06/07
Reports from District and
Cllr Airey reported that he’d been looking into the issue of weeds etc. on the Cumbria Coastal path at Roosebeck and had asked the Highways Steward to tackle this.
10/06/08 Highways Tasklist
The
The Highways Steward did not contact the Clerk during his allocated week in Aldingham and the Clerk was unable to reach him, so the list has not progressed since last meeting.
10/06/09 To finalise details of hiring a Parish Steward and agree the contract
A contract was drawn up and agreed by the Council. A preliminary period of 6 months was agreed to assess the feasibility of the scheme and give both parties the opportunity to opt-out if necessary. A copy of the contract is attached below.
The Clerk will pass the contract on to Andrew Thompson for review and it will be signed at the next meeting.
10/06/10 To discuss the creation of a Parish Paths Group
Volunteers will be sought for a group to help monitor and maintain public rights of way in the area.
A notice has been placed in the upcoming newsletter and will be placed in the noticeboards.
10/06/11 To consider quotes for Leece Car Park work
Quotes for the initial phase of work (to clear and, where necessary, resurface the car park area itself), have been received:
· TDH Gardens £735.80
· A Thompson £460
The Council agreed to offer the contract to A. Thompson.
10/06/12 To view quotations for sandbags
The following quotations were obtained:
· Floodsax.co.uk: Business Protection Pack - 20 sacks – 48x55cm - £129.99 (= 389.97 for 60) – Free delivery
· Specialistbags.com: 10 sacks @ £56.20 / 25 @ £134.10 / 50 @ 257.99 inc VAT & delivery – 14” x 24”
· Dampness-info.co.uk: 25 bags @ 127.66 / 10 bags @ £51.66 – excl delivery – 50x25cm
· Instantsangbags.com: box of 10 @ £59.95 – 30x60cm – free delivery
The Council agreed to purchase 75 bags from Specialistbags.com (totalling £392.09 inc. VAT) but request a better deal if possible.
10/06/13 To view quotations for bins
It was agreed that a Topsy 2000 litter bin (£128.36 + 10% discount) in blue should be purchased for Roosebeck. The Clerk will obtain confirmation that the bin will be emptied by SLDC before purchase.
10/06/14 To sign the Council’s updated Risk Assessment
The changes discussed at June’s meeting were made to the Risk Assessment. The Council agreed the document and it was signed by the Chairman. A copy is attached to these minutes.
10/06/15 To review and sign the Council’s Standing Orders and Financial Regulations
The Council reviewed these documents and agreed that no changes were necessary. They were signed by the Chairman. Copies are attached to these minutes.
The Council also confirmed that there was no need to continue filling out a paper account book as long as appropriate backups were made of the computer records.
10/06/16 To review and sign the grass mowing agreement with H. Armer and Son
After speaking to Mr Armer, the Clerk confirmed that they would be unable to provide equipment for cutting the playground area. As the payment made to Mr Armer is intended to cover petrol costs, and was not a fee for carrying out the contract, it was agreed that the contract should remain as it is.
10/06/17 To respond to SLDC’s Leadership Consultation
The Council agreed that the preferred option would be for a Leader and Cabinet, as this would involve less disruption and cost than the election of a District mayor.
10/06/18 To respond to SLDC’s Parish Remuneration request
The Council agreed that they would continue not to make requests for expenses.
10/06/19 Playground Updates
Quotes have been received from two companies for Scales playground’s equipment:
· Playdale: Mini Orbiter (0.8m ∅) £916. Price includes delivery and installation, less local and city discounts
· Pennine Playgrounds: £2,210 for orbiter KPL115 (1.5m ∅) or £2444 with installation of protective grass matting. Pennine have also offered to move the post of the adventure trail, to make the rope taught free of charge.
The
Council agreed that the Pennine quote represents better value for money and a
better investment. The Clerk will
finalise the finances and look into obtaining a second grant from the
aggregates levy to cover the additional cost.
10/06/20 Parish newsletter
The Clerk produced a draft copy of the
newsletter to be published before September.
The Council agreed that the content and layout were satisfactory.
10/06/21 Update on the Parish Plan
The Clerk informed the Council that, due to problems with the parish email account, SLDC’s feedback on the plan was not received before printing. The Parish Plan Committee had held a meeting and reviewed SLDC’s comments, which the Council agreed were satisfactory.
10/06/22 To authorise payment of accounts
The following payments were authorised by the Council:
A. Thompson (Roosebeck Noticeboard) £115
Clerk’s Salary (June and July) £777.16
HSP Milners (Notice about vacancies) £16
R. McKenna (Scales Petrol) £30.40
R. Rushton (Baycliff petrol) £46.77
The following monies were received:
Scales playground money £7.16
10/06/23 Correspondence
The Clerk informed the Council of the following items:
· Barrow Borough Council – Letter regarding adoption of Barrow Port Area Action Plan
· Barrow Borough Council – Letter regarding Shop front and advertising SPD
·
· CCC – Cumbria Landscape Character Guidance Toolkit – consultation draft
10/06/24 To receive items for the next meeting
· Playgrounds
10/06/25 To confirm that the next meeting will be held on Monday 6th September 2010 in Gleaston Village Hall, Gleaston
Confirmed.
AGREEMENT for CONTRACT FOR SERVICES OF A PARISH
STEWARD between ALDINGHAM PARISH COUNCIL (‘the Council’) and ANDREW THOMPSON of
1.
IN THIS AGREEMENT:-
"Administrator"
means the representative of the Council as nominated from time to time.
2.
THE STEWARD confirms that
his obligations under this agreement are owed to and are enforceable by the
Council.
3.
THE STEWARD shall carry
out various works as required, such as routine maintenance of Parish Council
property, work adjacent to the highway and small groundwork or building tasks,
under the general direction and supervision of the Administrator.
4.
THE STEWARD undertakes
to carry out the works in accordance with the terms of this agreement. At all times the Steward shall use all due
skills and diligence and comply with all relevant statutory requirements
(including Health and Safety at Work Legislation) and all other enactments at
all times.
5.
THE STEWARD will provide
written records in a form proscribed by the Council detailing attendance and
work completed to help the Administrator to substantiate claims for payment.
6.
THIS AGREEMENT shall be
effective from the 13TH SEPTEMBER 2010 and subject to Clause 11
shall terminate on the 13TH MARCH 2011
7.
DURING THIS PERIOD the
Steward will work for SIXTEEN HOURS per month on a weekly or fortnightly
basis.
8.
FOR THESE SERVICES the
Council will pay a rate of ELEVEN POUNDS AND SEVENTY FIVE PENCE (£11.75) per
hour. The Steward will submit a monthly invoice detailing works carried out and
certifying that there is in force a Public Liability Policy. Payment will be
monthly in arrears.
9.
THE STEWARD will meet
his own costs in relation to the use of a vehicle, insurance, tools and
protective equipment.
10.
THE
COUNCIL will meet the cost of consumables.
These may be purchased by the Council in advance or by the Steward, who
will be fully reimbursed on the production of proof of purchase.
11.
THE
STEWARD will comply with all guidance, advice and undergo such training as is
specified by the Council.
12.
THE
STEWARD shall maintain a valid public liability policy, for at least £5,000,000
in respect of any one claim.
13.
THE
STEWARD will immediately refer any complaints from whatever source to the
Administrator.
14.
EITHER
PARTY may terminate this Agreement giving the other ONE MONTH's notice in
writing. In the event of any breach of the terms of the Agreement or failure to
perform any term in the Agreement the Council may give 14 days notice to remedy
the breach and may then give a further 7 days notice to terminate the agreement
if such remedial action has not been taken to the satisfaction of the
Administrator. Upon termination the
Council shall be entitled to withhold or set off any payments due to the
Steward.
15.
THE
STEWARD is required to maintain and produce to the Council acceptable confirmation
of his status as a self employed person for the purposes of this contract but
will remain liable for any income tax arising under the contract if
subsequently adjudged by the Inland Revenue to be an employee of the Council
for the purposes of the contract.
16. AS REFERRED TO within the title, this document forms a
CONTRACT FOR SERVICES and not a contract of employment. As such the Steward will be appointed to
undertake the services required on a self-employed basis and will not accrue
employment rights with the Council. This
agreement is exempt from the Rights of Third Parties Act 1999.
17.
THE STEWARD shall be regarded as self-employed during
the continuance of the contract and shall make arrangements with the Inland
Revenue to pay income tax in accordance with Schedule D, plus National
Insurance contributions to the contributions agency as appropriate to a
self-employed person.
Risk Assessment 2010/11
1.
The Council has members
and employs a Clerk. It also relies on
unpaid residents of the parish to carry out jobs on the Council’s behalf, such
as grass cutting and maintenance.
The
Council has £10 million Employer’s Liability Insurance cover and £5 million
Public Liability Insurance. It also
organises training of any persons operating the Council’s mowing
equipments.
2.
The
Councillors or Clerk could have an accident whilst undertaking their duties.
The
Council holds insurance cover for and Councillor or Clerk under the age of 75
years.
3.
The
Clerk is the Responsible Financial Officer and is responsible for the
management of Parish Council funds. If
the Clerk converts to his/her own use the Councillors may be responsible.
All
payments are made by cheque. The Council
requires two signatories, being Councillors, to all cheques drawn from the
Parish Council’s account. A bank
reconciliation is carried out by a member of the Council after every
quarter. The Council has Fidelity
Guarantee insurance for all member and employees for £25,000.
4.
The
Council may be sued for libel or slander if they make any defamatory remarks.
The
members will endeavor not to create a slander nor publish a libel. No statements to the press will be issued in
respect of Parish Council business without the approval of the Chair. The Council holds Legal Expenses Insurance.
5.
The
Council owns three play areas, one with a management agreement with Baycliff
Community Association.
The
Council holds Public Liability Insurance and obtains a professional inspection
of the play area and equipment annually as required under the terms of the
insurance. All three play areas are
inspected weekly by Councillors or their delegates. The Council has made byelaws on the play
areas regulating the age of users.
6.
The
Council owns freehold interest in Leece Tarn, Leece and its environs
The
Council holds Public liability insurance and has made byelaws prohibiting the
use of vehicles on the land with the exception of specified parking
spaces.
7.
Leece
Tarn is sufficiently deep to pose a risk of drowning.
The
Council has installed a life belt at the southern end of the tarn.
8.
The
Council holds freehold interest in the following lands:
·
The
Village Green,
·
Beanwell,
Lethey Lane, Baycliff
·
The
Village Green,
·
The
Village Green, Scales
The
Council owns Public Liability Insurance which it deems sufficient cover for
this land.
9.
The
Council owns buildings, constructs and fences on its lands.
The
Council holds insurance cover for the following structures:
·
Pinfold
Shed, Scales £6812
·
Mower
Shed, Baycliff £5676
·
2
x Bus Shelter, Baycliff/Newbiggin £8613
·
War
Memorial, Dendron £7606
·
Iron
Railings at Dendron Memorial £1,530
10.
The Council owns play
equipment which could be damaged by vandalism, fire or accident.
The Council holds Insurance cover for the sum of
£23,635 for the current year. A crash
barrier has been installed at Scales playground to protect visitors and
equipment in the case of a car accident.
11.
The Council owns
thirteen seats and four picnic tables sited in public places and at play
areas.
The Council has Public Liability Insurance and will
obtain property insurance for these items.
12.
The Council owns land
on which the public may have an accident.
The Clerk of the Council holds an accident reporting
book. Signs will be placed in each of
the Council’s playgrounds detailing how to contact the Council in case of an
accident and what to do in case of an emergency.
13.
The Council owns mowers
and other grass cutting equipment.
The Council organises the training of and persons
operating the equipment and holds the following insurance cover:
14.
The Council owns a
Viking Tractor Mower which crosses the highway.
The vehicle is comprehensively insured for the sum of
£2,000.
15.
The Council owns seven
glazed Noticeboards, five fixed to buildings and two free-standing.
The Council considers that insurance cover is not
appropriate for these items.
16.
The Council owns a
Lenovo 3000 C100 Laptop computer on which much of the Council’s business is
stored.
The Council holds insurance on the computer for £523,
which covers the replacement of the computer whilst at the Clerk’s home or
anywhere in the
Standing
Orders
Meetings
1.
MEETINGS of the Council shall be held at
the Village Hall, Gleaston at 7.15 p.m. unless the Council determines otherwise
at a previous meeting.
2.
THREE STATUTORY MEETINGS, excluding the
Annual Meeting, shall be held on a Monday in July, September and January.
3.
ADDITIONAL MEETINGS shall be held on
Mondays in other months.
4.
CHAIRMAN OF THE MEETING. The person presiding at a meeting may
exercise all the powers and duties of the Chairman in relation to that meeting.
5.
AT EVERY MEETING other than an Annual
Meeting the first business shall be to appoint a Chairman if the elected
Chairman and the elected Vice Chairman are absent and to receive such
declaration of Acceptance of Office by such person appointed.
6.
THE CHAIRMAN BEING IN POSITION the next
item of business shall be:-
a.
to read and consider the Minutes,
provided that if a copy has been transmitted to each member not later than the
day of issue of summons to attend the meeting, the Minutes may be taken as
read,
b.
after consideration, to approve the
signing of the Minutes by the person presiding as a correct record,
c.
to dispose of business, if any, remaining
from the last meeting.
7.
NO DISCUSSION SHALL
8.
THE RULING OF THE CHAIRMAN on a point of
order shall not be discussed. All members
shall address the Chairman.
9.
THEREAFTER THE MEETING SHALL CONSIDER the
business in the order detailed on the summons to the meeting, provided that a
motion to vary the order may be proposed by the Chairman or any member and
shall be put to the vote without discussion.
10.
THE PUBLIC SHALL BE ADMITTED to all
meetings of the Council. It may however
exclude the public temporarily by means of the following resolution:-
That in view of the (special)*
(confidential)* nature of the business to be transacted it is advisable in the
public interest that the public may be temporarily excluded and they are
invited to withdraw.
* the special or confidential nature of
the matter to be discussed shall be named.
11.
AT ALL MEETINGS OF THE COUNCIL the
Chairman may, at his discretion and at a convenient time in the transaction of
business, allow any member of the public to address the meeting in relation to
the business to be transacted.
12.
AT ALL MEETINGS OF THE COUNCIL the
Chairman may permit members of the council who have a prejudicial interest in
relation to any item to be transacted at the meeting to a) make
representations, b) answer questions or c) give evidence relating to the item,
provided that members of the public have been permitted under Standing Order 36
to attend the meeting for the same purpose.
13.
A NOTICE OF MEETING shall be sent to the
Annual
Meeting
14. THE STATUTORY ANNUAL
MEETING shall:-
a.
in an election year be
held on the Monday following the fourth day after the ordinary day of elections
to the Council, and
b.
in a year which is not
an election year be held on any Monday in May.
15.
IN AN ELECTION YEAR the Councillors duly
elected shall complete a Declaration of Acceptance of Office in the presence of
the Proper Officer before or at the Annual Meeting.
16.
AT THE ANNUAL MEETING the first business
shall be to elect a Chairman, the Chairman shall then sign a Declaration of
Acceptance of that Office.
17.
IN THE YEAR OF ELECTION then to receive
the Declarations of Acceptance of Office of the duly elected Councillors and to
determine when any Declaration of Acceptance of Office which have not been
received, as provided by law, shall be received.
18.
AT EACH ANNUAL MEETING to elect a Vice
Chairman, if the Council deems it appropriate.
19.
AT EACH ANNUAL MEETING to receive a
report from the Clerk of the interests in lands owned by the Council.
Officers
of the Council
20.
PROPER OFFICER. Where a Statute, Regulation or Order confers
functions or duties on the Proper Officer of the Council, in the following
cases that person shall be the Clerk:-
a.
to receive declarations of acceptance of
office,
b.
to receive and record notices disclosing
pecuniary interests,
c.
to receive and retain plans and
documents,
d.
to sign notices or other documents on
behalf of the Council,
e.
to receive copies of byelaws made by the
District Council,
f.
to certify copies of byelaws made by the
Council,
g.
to sign summonses to attend meetings of
the Council,
h.
in any other case it shall be the Clerk
unless the Council nominates another person.
Voting
21.
QUORUM OF THE COUNCIL: three members
shall constitute a quorum.
22.
IF A QUORUM IS NOT PRESENT when the
Council meets, or if during the meeting the number of Councillors present and
not debarred by reason of a declared pecuniary interest falls below the quorum,
the business not transacted at that meeting shall be transacted at the next
meeting or on such other day as the Chairman may fix.
23.
MEMBERS SHALL VOTE by a show of hands or,
if at least two members so request, by signed ballot.
24.
IF A MEMBER SO REQUIRES the Clerk shall
record the names of the members who voted on any question so as to show whether
they voted for or against it.
25.
THE CHAIRMAN may give an original vote on
any matter put to the vote and subject to a and b below, in the case of
equality of votes may give a casting vote; this applies even though the
Chairman gave no original vote.
a.
if the person presiding at the annual
meeting would have ceased to be a member of the Council but for the statutory
provisions which preserve the membership of the Chairman until the end of their
term of office, that the Chairman may not give an original vote in an election
for Chairman,
b.
the person presiding must give a casting
vote whenever there is an equality of votes in an election for Chairman.
Resolutions
26.
NO RESOLUTION EXCEPT AS PROVIDED by these
Standing Orders may be moved unless the business to which it relates has been
put on the Agenda by the Clerk or the mover has given notice in writing of its
terms and has delivered the notice to the Clerk at least seven clear days
before the next meeting of the Council.
27.
THE CLERK SHALL DATE every notice of
resolution when received and shall insert in the summons for every meeting all
notices of motion properly given in the order in which they have been received.
28.
EVERY RESOLUTION SUBMITTED shall be
relevant to some subject over which the Council has power or which affects the
area of the Parish.
29.
RESOLUTIONS WHICH MAY BE MOVED WITHOUT
NOTICE include:-
a.
to appoint a Chairman of the meeting,
b.
to correct the Minutes,
c.
to approve the Minutes,
d.
to alter the order of business,
e.
to proceed to the next item of business,
f.
to close or adjourn the debate,
g.
to adopt a report,
h.
to authorise the sealing of documents,
i.
to amend a resolution,
j.
to exclude the public,
k.
to suspend any Standing Order,
l.
to adjourn the meeting.
Finances
30.
MOTIONS FOR THE PAYMENT OF MONIES shall
be authorised by resolution of the Council and orders signed by two members of
the Council.
31.
ALL ACCOUNTS FOR PAYMENT and claims on
the Council shall be laid before the Council.
32.
A STATEMENT OF THE RECEIPTS AND PAYMENTS
shall be supplied by the Clerk to each member, after presentation to the
Council after each year end.
33.
APPROVAL OF ESTIMATES FOR THE COMING
FINANCIAL YEAR shall be determined within the months of October and November in
each year, following submission by the Clerk of estimated receipts and
payments.
34.
IF ANY MEMBER HAS A PECUNIARY INTEREST
direct or indirect within the meanings of Sections 94, 95 of the Local Government
Act, 1972 in any contract, proposed contract or other matter, he shall declare
his interest, take no part in the debate nor shall he vote on the matter.
35.
THE CLERK SHALL RECORD particulars of any
notice given by a member of a pecuniary interest in a contract.
Documents
of the Council
36.
PRIOR TO THE SEALING OF DOCUMENTS a copy
of the document shall be sent to each member at least ten clear days before the
next meeting of the Council. Sealing of
documents on behalf of the Council shall be authorised by resolution.
37.
A MEMBER MAY INSPECT ANY DOCUMENT in
possession of the Council where the information is required for the purpose of
his duty as a Councillor.
38.
ALL MINUTES kept by the Council shall be
open for inspection by any member of the Council.
Planning
Applications
39.
ON RECEIPT OF A PLANNING APPLICATION the
Clerk shall record the particulars:-
a.
the date on which it was received,
b.
the name of the applicant
c.
the property to which it refers,
d.
a summary of the nature of the
application,
and
shall send the application to the Councillor within whose area the property is
situated and where two or more Councillors reside within the area, send the
application to one Councillor, with brief details to the other Councillor,
advising who holds full details.
40.
WHERE A RESPONSE TO A PLANNING
APPLICATION is required by the District Council prior to the next meeting of
the Council, the appropriate Councillor or Councillors shall consider the
application, formulate an opinion (referring to his colleagues within the
appropriate area) agree with the Chairman the appropriate response and notify
the Clerk of the decision. The Clerk
shall notify the District Council of this decision, which shall be considered
for confirmation at the next meeting of the Council.
Standing
Orders
41.
ANY OR ANY PART OF THESE STANDING ORDERS,
except those which are included by reason of Statute, may be suspended by
resolution.
42.
A COPY OF THESE STANDING ORDERS shall be
handed to each member by the Clerk upon receipt of the Clerk of the member’s
Declaration of Acceptance of Office.
Financial Regulations
1.
These financial
regulations shall govern the conduct of the financial transactions of the
Council and may only be amended or varied by resolution of the Council.
2.
The responsible
financial officer (RFO) under the policy direction of the Council shall be
responsible for the proper administration of the Council’s financial affairs.
3.
The RFO shall
be responsible for the production of financial management information.
4.
Detailed
estimates of receipts and payments shall be prepared each year by the RFO.
5.
No expenditure
shall be incurred which cannot be met from the current resources of the
Council.
6.
The RFO shall
be responsible for completing the annual accounts of the Council as soon as
practicable after the end of the financial year and shall submit them to and
report thereon to the Council.
7.
The RFO shall
be responsible for maintaining an adequate and effective system of internal
audit of the Council’s accounting, financial and other operations in accordance
with Regulation 5 of the Accounts and Audit Regulations 1996.
8.
The Council’s
banking arrangements shall be made by the RFO and approved by the Council. Three accounts shall be maintained at a bank
or building society: one current account, one interest bearing deposit account
and one higher interest bearing building society account.
9.
A schedule of
payments of monies shall be prepared by the RFO and together with relevant
invoices presented to the Council for approval for payment.
10.
Cheques drawn
on the bank shall be signed by two members of the Council authorised as
signatories. Money withdrawn from the
higher interest bearing building society account shall be authorised by the
Chairman and the Clerk.
11.
All payments
shall be effected by cheque or other order drawn on the Council’s bankers.
12.
All invoices
shall be examined by the RFO in relation to arithmetical accuracy and
authorisation and the RFO shall enter them under the appropriate heading in the
account book.
13.
The RFO shall
ensure that all invoices submitted shall be placed before the Council at the
next meeting.
14.
All income
received shall be paid promptly into the Council’s bank account.
15.
All monies
under the Control of the Council shall be in the name of the Council.
16.
The collection
of all monies due to the Council shall be the responsibility of the RFO.
17.
The collection
of donations placed in the money box at Scales Green Play Area shall be carried
out by the councillor for Scales on a monthly basis, or more frequently should
it be deemed necessary. The monies collected
shall be immediately counted, recorded and the record signed by the chairman at
the next meeting. The amount collected
shall be reported to the Council at its next meeting, and shall be given to the
Clerk for banking once the total amount collected exceeds £10.00.
18.
The Council
will review all fees and charges annually, following a report from the Clerk.
19.
Any bad debts
shall be reported to the Council.
20.
Personal
cheques shall not be cashed out of money held on behalf of the Council.
21.
In accordance
with insurance regulations bank statements, stamped bank paying slips,
receipts, counterfoils and vouchers shall be checked quarterly against cash
book entries and the balance tested with unpresented cheques. This shall be done independently of the RFO.
22.
An official
order or letter shall be issued for all work, goods and services, unless a
formal contract is prepared or an official order would be inappropriate, e.g.
small item purchases. Copies of orders shall be maintained.
23.
Procedure as to
contracts are laid down in the Council’s standing orders as follows:-
a)
every contract
made by the Council shall comply with these standing orders and no exception
from any of the following provisions of these standing orders shall be made
otherwise than by resolution of the Council;
b)
provided that
these standing orders shall not apply in the following circumstances:-
(1)
specialist
services, such as are provided by solicitors, surveyors and the like;
(2)
work to be
executed or goods or materials to be supplied which consist of repairs to or
parts of existing machinery, equipment or plant;
(3)
for work to be
executed or goods or materials to be supplied which constitute an extension of
an existing contract;
(4)
goods or
materials proposed to be purchased which are proprietary articles and, or which
are sold only at a fixed price.
24.
Where the
Council proposes to purchase goods or materials at an expected cost exceeding
£100.00 then the Council shall obtain two quotations for the supply.
25.
The Clerk shall
make appropriate arrangements for the custody of the title deeds of properties
owned by the Council.
26.
The RFO shall
ensure that a record is maintained of all properties owned by the Council
recording the location, extent, plan, reference, purchase details, nature of
interest, tenancies granted, rents payable and purpose for which held in
accordance with Regulation 4 (3) (b) of the Accounts and Audit Regulations
1996.
27.
No property
shall be sold, leased or otherwise disposed of without the authority of the
Council.
28.
The RFO shall
effect all insurances and negotiate all claims on the Council’s insurers.
29.
The Clerk shall
advise the Council of insurance cover required for all new risks, properties or
vehicles which require to be insured and of any alteration required to existing insurances.
30.
The RFO shall
keep a record of all insurances effected by the Council and the property and
risks covered thereby and review it annually.
31.
All appropriate
employees of the Council shall be included in a suitable fidelity guarantee
insurance.
32.
The RFO shall
have a secure individual password to access the computerised accounts. This
shall be changed every six months.
33.
All computer
media in respect to accounts shall be stored in locked cabinets when not in use
by authorised employees.