June 20 - Extraordinary Meeting Minutes
MINUTES OF AN EXTRAORDINARY VIRTUAL MEETING HELD BY HEMSWELL PARISH COUNCIL
ON THURSDAY 4th JUNE 2020 AT 7pm
Present: Cllr B Mander, Chairman; Cllr J Roberts, Vice-Chairman; Cllr P Watkinson; Cllr P Huntley; Cllr M Foster;
Apologies: Cllr R Hazell
Absent: Cllr C Black
1. Decision regarding the Annual Governance and Accountability Return (AGAR) and Exemption Certificate 2019/20.
1a. AGAR
The completed AGAR return was reviewed and unanimously resolved to be accepted as a true record of the council's financial position at the end of FY2019/20
Proposed: Cllr B. Mander; Seconded; Cllr J Roberts; Carried Unanimously
1b. Exemption Certificate.
Based on the financial expenditure in fiscal year 19/20, it was unanimously resolved to apply for a certificate of exemption for the Annual Governance and Accountability Return.
2. To Ratify Internal Audit Cheque for £20 to Mrs C Sylvester
Proposed: Cllr P Huntley; Seconded: Cllr J Roberts; Carried unanimously.
3. Resignation of Clerk
Accepted
4. Decision on how to conduct business in the absence of a clerk
A discussion ensued, and it was agreed that councillors would cover and work together in the absence of a clerk.
5. Appointment of new Clerk - Agree procedure for selection
It was resolved to appoint a personnel committee consisting of three councillors with the scope of short listing and interviewing prospective candidates for the position of parish clerk. The committee to provide their recommendations to the council for ratification prior to any offer of employment being made. The position initially to be advertised on the LALC website, LALC Clerks yahoo group and the village notice board. Cllr B Mander; Cllr J Roberts; Cllr M Foster were nominated with Cllr Mander appointed as chairman of the committee.
Proposed: Cllr B Mander; Seconded: Cllr M Foster; Carried Unanimously
It was resolved that the committee may authorise expenses up to the value of £60 to facilitate the recruitment process
6. To vote whether to go into closed session
Due to the confidential nature of the discussions regarding the clerk’s contractual conditions, it was resolved to close the public meeting and enter into a closed session.
Proposed: Cllr B Mander; Seconded: Cllr P Huntley; Carried Unanimously
7. The open meeting closed at 7.45pm
8. Date of Next Meeting:Monday July 20, 2020 @19:30
To be held: (Medium or establishment to be decided taking into consideration social distancing recommendations in force at that time).
CLOSED SESSION MINUTES OF AN EXTRAORDINARY VIRTUAL MEETING
HELD BY HEMSWELL PARISH COUNCIL ON THURSDAY 4th JUNE 2020 AT 7.45pm
REASON – TO DISCUSS CONFIDENTIAL CONTRACTUAL AND FINANCIAL DECISIONS REGARDING THE APPOINTMENT OF A NEW CLERK
7. Acknowledgement of information sent by Chairman
Councillors acknowledged receipt of all information
Job Description – Parish Clerk (v1.0)
Job Description – Responsible Financial Officer (v1.0)
Role Profile – including time allocation and costings (v1.3)
Job Advertisement (v1.3)
8. Decision on proposed contract, conditions, and salary
It was resolved to adopt the information provided by the chairman as the basis for the clerk’s contract of employment.
Proposed: Cllr J Roberts; Seconded: Cllr M Foster; Carried Unanimously
The committee to review and provide a recommendation for the contract based on the LALC recommended contract.
9. Decision regarding where and how to advertise the post.
It was resolved to utilise the proposed job vacancy advert to advertise the vacancy on the LALC website, the LALC clerk’s social media group and the village notice boards. Once the position was advertised, Cllr Mander to also approach clerks of the local parishes directly to make them aware of the vacancy.
Proposed: Cllr B Mander; Seconded: Cllr M Foster; Carried Unanimously
10. Meeting Closed: Meeting closed at 8.17 pm
11. Date of Next Meeting:Monday July 20, 2020 @19:30
To be held: (Medium or establishment to be decided taking into consideration social distancing recommendations in force at that time).
signed Bryan Mander 5th June 2020