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					MINUTES OF THE FINANCE & URGENT ITEMS MEETING OF BARDNEY GROUP PARISH COUNCIL HELD ON
THURSDAY 17th DECEMBER 2009 AT BARDNEY FIRE STATION.

PRESENT
Cllr S Marison (Chairman), Cllr A Franklin (Vice-Chairman) Cllr M Bellwood, Cllr C Howe, Cllr D Howe, Cllr W Lynn, Cllr M
Rogers, Cllr D Smith, Cllr J Stott, Cllr D Westbury, Cllr J Wilkins and the Clerk Mrs TM Pacey. There were no members of the
public present.

Prior to the meeting commencing the clerk reminded Cllrs of the following:-

     1)    A meeting has been arranged with Highways on Tuesday 19th January 2010 commencing 2pm.
     2)    There is a meeting of West Lindsey District Council Standards Board on Monday 21st December 2009 commencing
           6.30 pm if anyone would like to attend.
     3)    Clerk will be on holiday from Wednesday 23rd December 2009 and will return to work Monday 4th January 2009.
           She will also pop in to office during this period to check post/emails etc.
     4)    Lincolnshire Fire & Rescue would like to address the council before our meeting starts.

Nick Davis from Lincs Fire & Rescue addressed the council regarding their future development plans & consultation request.
Leaflets left with the Clerk for Cllrs to read and comment on line.

Meeting commenced at 7.35 pm

245/09 - APOLOGIES FOR ABSENCE
Apologies were noted from Cllrs Dyer, Runyard & Hallett. Cllr Dove was also absent.

246/09 – TO RECEIVE DECLARATIONS OF INTEREST IN ACCORDANCE WITH 2000 LOCAL GOVERNMENT ACT
None declared.

247/09 – FINANCIAL MATTERS
List of payments already circulated details as follows:-
Bank Transfers
10/11/09
Balance in Treasurer (Current Account) £7127.89
£10,000 transferred from Business Money Manager Account (High Interest) to Treasurer Account to cover future payments.

Balances before transfer:-
Treasurer Account £7127.89
Business Money Manager Account £41055.85

Balances after transfer:-
Treasurer Account £17127.89
Business Money Manager Account £31055.85

Direct Debits
30/11/09 – Veolia refuse £48.19

Cheques
100130 – Bardney Village Hall & Playing Field Committee £2000 (Maintenance Grant awarded – minute item 234/09.1(c)
refers).
100131 – Stainfield & Apley Village Hall £1000 (S137 maintenance grant awarded – minute item 234/09.1(d) refers).
100132 – Southrey Village Hall £1000 (S137 maintenance grant awarded – minute item 234/09.1(a) refers).
100133 – Bardney Playgroup £2100 (S137 grant awarded – minute item 234/09.2(a) refers).
100134 – Bardney Parent & Toddler Group £250 (S137 grant awarded – minute item 234/09.2(b) refers).
100135 – Bardney Development Trust £176.88 (S137 grant awarded for purchase of Maypole - minute item 234/09.2(d)
         refers).
100136 – St Francis of Assisi Roman Catholic Church £400 (S137 grant awarded – minute item 234/09.1(b) refers).
100137 – Anglian Water £114.92 (Water charges at old office Unit 1a, Queen Street 28/5 – 20/11/09)
100138 – Screwfix Direct £15.94 (Invoices 0911-GYP3PB & 0912-HDE6WV)
100139 – Lincolnshire Association of Local Councils £18.50 (AGM Conference fee – Cllr Rogers attended)
100140 – Remco Signs Ltd £504.12 (Christmas tree lights, spares & star)
100141 – BT Payment Services Ltd £22.36 (Telephone bill dated 9/12/09)
100142 – Viking Direct £329.92 (Invoice 870661 toner cartridges, inkjet cartridges, stationery)




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BACS Payments
Tech Depot Ltd - £64.58 (Invoice 321891. This payment was paid by cheque 100104 – but Tech Depot have no trace of
having received it! Therefore the cheque was stopped & payment now required by BACS as Tech Depot no longer accept
cheque payments). Payment to be made on 21/12/09

Mr E Barraclough £837.82 (Net pay/expenses for December 2009, to be paid 18/12/09)
HMRC £117.62 (Mr E Barraclough’s NI/PAYE contributions), to be paid 21/12/2009
HMRC £54.02 (Employer’s NI contributions for Mr E Barraclough), to be paid 21/12/2009

Mrs T M Pacey £1603.38 (Net pay & expenses for November & December 2009, to be paid 18/12/09)
HMRC £541.14 (Mrs T M Pacey’s NI/PAYE contributions), to be paid 21/12/2009
HMRC £211.71 (Employer’s NI contributions for Mrs T M Pacey), to be paid 21/12/2009

PAYE/NI contributions for 2009-2010 have to be paid no later than the 22nd of the month following the pay month.

It was proposed by Cllr Bellwood & seconded by Cllr Franklin that all payments are agreed.
RESOLVED that all the above payments are approved and can be paid if not already been done so.

248/09 – BUDGET & BANK RECONCILLIATION FOR NOVEMBER 2009
Budget sheet circulated together with bank reconciliation for November 2009. No questions. The Chairman reminded Cllrs
that they can ask questions regarding the budget etc at any time and not just in the meeting.

249/09 – BARKER ROSS RECRUITMENT.
The Chairman & Clerk met with Darren Banner from Barker Ross Recruitment. They are able to provide replacement staff to
cover holiday or sickness absences. This is only in respect of the handyman’s position. Basically the parish council will pay
Barker Ross a set amount per hour and they will supply the member of staff (fully trained, CRB checked as necessary) for any
period of time we require which could be 1 day or 1 year. There is no minimum commitment required from the parish council
we can use them as much or as little as we require. The member of staff is employed, trained & paid by Barker Ross. It was
proposed by Cllr D Howe & seconded by Cllr Rogers that we keep their details on file & consider using them as and when the
need arises.
RESOLVED that the parish council will keep their details on file & consider using their services as and when the need arises.

250/09 – NATIONAL SOCIETY OF ALLOTMENT & LEISURE GARDENERS LTD ALLOTMENT INSURANCE SCHEME.
Since this item was added to the Agenda, the Clerk has been making further enquiries with our existing insurers and has found
that it will not be necessary to join this scheme. The parish council’s existing insurance policy will provide liability cover for
allotments (& other land including the burial ground).

251/09 – RESOLUTION TO RESCIND PREVIOUS DECISION OF THE COUNCILTO DEFER DISCUSSING HANDYMAN’S
HOURS UNTIL SPRING 2010 & INSTEAD DISCUSS AT THE END OF THIS MEETING.
An explanation of this item was circulated to members as follows:-

A previous resolution was made by the council at the parish council meeting on Thursday 22nd October 2009. Minute item
218/09.4 refers. The resolution made was to defer discussing an increase and/or change in the handyman’s hours until Spring
2010.

The clerk has received a request from five members to rescind the resolution made at the meeting on 22nd October 2009, for
the council to discuss increasing and/or changing the handyman’s hours of work and instead to discuss at the end of this
meeting.

Decision required – do the council wish to rescind the previous resolution and discuss at the end of this meeting? It was
proposed by Cllr Franklin & seconded by Cllr Smith that the parish council rescind it’s decision made on 22nd October 2009 for
the council to defer discussing increasing and/or changing the handyman’s hours of work until Spring 2010 and instead to
discuss & agree at the end of this meeting.
RESOLVED that the parish council’s decision to defer discussing increasing and/or changing the handyman’s hours until
Spring 2010 is rescinded and instead the parish council will discuss and agree whether to increase and/or change the
handyman’s hours of work at the end of this meeting.

252/09 – TO CONSIDER FORMING A WORKING PARTY TO DISCUSS GRASS CUTTING FREQUENCIES & OTHER
TASKS.
Discussion took place over whether this is necessary or not. It was proposed by Cllr Franklin & seconded by Cllr Westbury that
a working party is not necessary & therefore the parish council do not need to set one up.
RESOLVED that a working party to discuss grass cutting frequencies and other tasks will not be set up.

253/09 DATE OF NEXT MEETING
Group Parish Council meeting on Thursday 21st January 2010 at the Committee Rooms, Bardney Village Hall (subject to being
able to book).




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254/09 RESOLUTION TO EXCLUDE MEMBERS OF THE PUBLIC & PRESS
It was proposed by Cllr Franklin & seconded by Cllr Westbury that the public & press are excluded from the following items due
to the confidential nature.
RESOLVED that pursuant to Section 1(2) of the Public Bodies (Admission to Meetings) Act 1960 it is resolved that, because of
the confidential nature of the business to be transacted, the public and press are hereby excluded from the following items:-

Item 11 – Ratification of decision made regarding correction of the clerks salary (arrears payment).
Item 12 – 2008-2009 Final Pay Award for Clerks.
Item 13 - 2009-2010 Pay Award for Clerks.
Item 14 – Ratification of decision made regarding December pay dates for clerk & handyman.
Item 15 – Discuss & agree whether to increase and/or change the handyman’s hours of work

Summary of items discussed in the closed session as follows:-

255/09 – RATIFICATION OF DECISION MADE REGARDING CORRECTION OF THE CLERK’S SALARY (ARREARS
PAYMENT).
When the clerk started employment on 1st August 2007 it was agreed that she would be paid monthly in arrears.

Her first pay day should have been the day of the parish council meeting in August in which she would have received Augusts’
salary, however at that time the parish council did not hold meetings in August. The clerk’s first pay day was was therefore not
until the parish council meeting in September 2007. But instead of being paid for August & Sept 07 then, she was only paid for
August meaning that effectively she is working two months in arrears instead of one.

Members were asked if they could advise whether they would be prepared to allow the clerk to be paid in December for
November & December 2009 bringing her up to date and also in line with the handyman.

A decision was required prior to the meeting so that BACS payments could be set up if agreed.

Any decision would be formally ratified at the meeting on 17th December. Original correspondence stated that it is assumed
that members who do not respond have no objections

Response received from 10 members - all stated that that they have no objection to the proposal.

Therefore as the majority of members had consented (10 out of 15) the clerk was paid in December for November & December
09 Salaries.

Formal ratification of this decision is now required. It was proposed by Cllr Franklin & seconded by Cllr D Howe that the clerk is
paid in December for November & December 09 salaries.
RESOLVED that the clerk will be paid in December for November & December 09 salaries bringing her up to date & working
only one month in arrears instead of two months.

256/09 - 2008/2009 FINAL PAY AWARD FOR CLERK
Details of the 2008-2009 Final Pay Award for Clerk’s circulated. The award is payable from 1/4/08.

Based on the revised rates, £31.08 is owing to the clerk (subject to tax & national insurance charges).

It was proposed by Cllr Rogers & seconded by Cllr Smith that the clerk is paid the amount owing of £31.08 in her January
salary.
RESOLVED that the clerk will be paid the amount owing of £31.08 in her January salary.

257/09 – 2009/2010 FINAL PAY AWARD FOR CLERK
Details of the 2009-2010 Pay Award for Clerk’s circulated. The award is payable from 1/4/09.

Based on the revised rates, £121.45 is owing to clerk (subject to tax & national insurance charges).

It was proposed by Cllr Smith & seconded by Cllr Rogers that the clerk is paid the amount owing of £121.45 in her January
salary.
RESOLVED that the clerk will be paid the amount owing of £121.45 in her January salary.


258/09 - RATIFICATION OF DECISION MADE REGARDING DECEMBER PAY DATES FOR CLERK & HANDYMAN.
Historically, the Clerk was always paid on the day of the parish council meeting (3rd week of the month) but this was changed to
the last working day of the month when the handyman started as it was agreed he would be paid then.

It is usual practice in other jobs that employees are paid before Christmas in December.




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Members were asked whether they were prepared to allow the clerk & handyman to be paid one week before Christmas in
December each year (for this year the pay day would fall on Friday 18th December).

A decision was required prior to the meeting so that BACS payments could be set up if agreed.

Any decision would be formally ratified at the meeting on 17th December. Original correspondence stated that it is assumed
that members who do not respond have no objections.

Response received from 10 members (9 had no objection to the proposal, 1 voted against the proposal).

Therefore as the majority of members had consented (9 out of 15) the clerk & handyman will be paid one week before
Christmas in each year (this year will fall on 18/12/09).

Formal ratification of this decision is now required. It was proposed by Cllr D Howe & seconded by Cllr Smith that the clerk &
handyman be paid one week before Christmas in December each year. This year will fall on 18/12/09..
RESOLVED that the clerk & handyman will be paid in December each year one week before Christmas. For 2009 the pay day
will be Friday 18th December.

259/09 – DISCUSS AND AGREE WHETHER TO INCREASE AND/OR CHANGE THE HANDYMAN’S HOURS OF WORK.
This was brought up by 5 members initially who want to discuss and agree this issue now rather than leave until Spring 2010.
List of figures prepared by Cllr D Howe circulated to members.

There is a litter picking scheme offer from West Lindsey District Council (they will pay to the parish council the equivalent of
four hours pay per week and in return the handyman will carry out the litter picking within the villages).

There is the possibility of a similar offer from Highways for the handyman to cut verges etc within the village boundaries.

If this matter is left until Spring 2010 these offers may not be on the table.

There is also the possibility of expanding the handyman’s role in the future; and maintenance of the allotments (those not
rented out) and St Lawrence’s church yard to consider.

The handyman himself complied a list of jobs he would like to do if had extra time.

Lengthy discussion took place. Concerns were expressed over whether the extra cost can be justified? Who would be
keeping an eye on him to ensure work done etc.

Two proposals made:-

     (1)   It was proposed by Cllr Franklin & seconded by Cllr C Howe that the handyman is offered annualised hours of 16
           weeks @ 3 days & 36 weeks @ 5 days for a 12 month trial period.
     (2)   It was proposed by Cllr Rogers & seconded by Cllr Bellwood that the hours remain as they are at present.

Cllr Rogers asked for voting to be recorded.

Proposal (2)
Votes for – Cllr Rogers, Cllr Stott, Cllr Bellwood.
Votes against – Cllr D Howe, Cllr Marison, Cllr C Howe, Cllr Franklin, Cllr Wilkins, Cllr Smith, Cllr Lynn, Cllr Westbury.
No abstentions.

Proposal (1)
Votes for – Cllr Lynn, Cllr Westbury, Cllr Smith, Cllr Wilkins, Cllr C Howe, Cllr Marison, Cllr Franklin, Cllr D Howe
Votes against – Cllr Bellwood, Cllr Rogers, Cllr Stott.
No abstentions.

Therefore proposal (1) is hereby carried at 8 votes to 3.
RESOLVED that the handyman will be offered annualised hours of 16 weeks @ 3 days & 36 weeks @ 5 days (8 hour days) for
a 12 month trial period to commence March 2010.

There being no further business the closed session and the parish council meeting were duly closed by the Chairman at approx
8.35 pm.

Signed …………………………………………………………………………………………….. Chairman/Vice-Chairman

Date …………………………………………………………………………………………………




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