Minutes of the Ordinary Meeting of Ockbrook and Borrowash Parish Council. Held virtually, on Wednesday 3rd June 2020 at 19.00.
Public Speaking. (A) Public
(B) Derbyshire County Council Report
Councillor R Parkinson submitted a report, see appendix 1.
(C) Erewash Borough Council Report
Councillor M Wallis mentioned: • Erewash were using Government guidelines regarding public areas being opened. • Within Erewash dogs need to be kept on leads. • Seen an increase in antisocial behaviour and vandalism. • Tree on the bridge at Deans Drive – Erewash will be moving this once they have the manpower. The green space team have been allocated to waste collection during the current crisis. • The brook – Now know who is responsible for which parts of the brook. A meeting had been rearranged for the middle June with Derbyshire County Council.
(D) Police
Crime list was supplied, see appendix 2.
(E) Ashbrook Trustees.
Councillor S Fraser-Burton submitted a report, see appendix 3.
Present.
Councillors M White (Chairman), T Holbrook (Vice Chairman), M Wallis, J Kennedy, J White, J Owens, S Owens, D Webster, S Fraser-Burton, P Fisher and R Locke.
Also Present.
S Kitchener (Clerk and RFO), Councillors W Major and R Parkinson and 1 member of public.
32/06/20 Apologies for Absence.
No Absences.
33/06/20 Declarations of Members Interests. Councillor S Fraser-Burton declared an interest in the donation to the Ockbrook and Borrowash food bank as being a member of All Saints Church.
34/06/20 Dispensations.
None
35/06/20 Variation of Order of Business.
None
36/06/20 Approve the Parish Council Minutes of the meeting held on the 4th March 2020.
Proposed by Councillor M White and all unanimously agreed that the minutes be approved as a true record and were signed by the Chairman of the meeting.
37/06/20 Items to be Taken into Private Session. None.
38/06/20 Report of the Parish Clerk and RFO.
• Precept being paid quarterly this year, received £27,866 in April 2020. • Facebook page – followers increasing and receiving messages on posts. • Overflow HSBC account set up. • Cremation plots spreadsheet has been redone; few issues found but these can be resolved easily. • Resident wrote in about Shacklecross bus stop having no side protection. Erewash Borough Council have confirmed they will refurbish it, putting the panels back in.
39/06/20 Report of the Chairman
Nothing to report.
40/06/20 Reports from Parish Committees.
Contractor.
The Contractor would like to be responsible for cutting the Parish Councils field at Deans Drive play area. RESOLVED This was accepted at the contractors committee meeting on the 27th May 2020. Councillor M Wallis will inform Erewash Borough Council that we will cut the grass from now on.
Finance.
A) Accept accounts for Payment.
RESOLVED Councillor T Holbrook proposed to accept the payment list and all unanimously agreed. See appendix 4.
(B) Income and Expenditure Breakdown Year to Date.
RESOLVED Councillor T Holbrook accepted the figures and all unanimously agreed. See appendix 5.
(C) Policies and Procedures to be Reviewed.
• Risk Assessment. • Asset Register. • Document retention policy. • GDPR Privacy Policy.
RESOLVED Proposed by Councillor T Holbrook and all unanimously agreed to accept the documents. See appendix 6.
(D)Internal Audit Report Received and Approved.
See appendix 7.
(E) Approval of the Annual Governance Statement 2019/2020 Section 1.
RESOLVED that the annual governance statement 2019/2020 questions were approved, and all statements except one were agreed as yes by the full Council and the statement was signed by the Chairman.
(F) Approval of the Accounting Statements 2019/2020 section 2.
RESOLVED That the accounting statements 2019/2020 in the annual governance and accountability return is correct and approved and the statement was signed by the Chairman.
(G) £500 Donation to the Ockbrook and Borrowash Food Bank.
At this point Councillor S Fraser-Burton left the meeting.
Councillor R Locke proposed to support Ockbrook and Borrowash food bank financially, £500 was discussed.
RESOLVED Councillor M Wallis proposed to give £250 now and £250 at a later date when they request it, seconded by Councillor T Holbrook. The motion was carried by a vote, a further 7 for and 2 against.
Councillor S Fraser-Burton re-joined the meeting after the vote.
Planning.
• Carr Hill Farm – Notification received stating that all but 2 parts of the appeal have been withdrawn. • Tree at 66 Church Street – At the Erewash Borough Council planning meeting it was voted that the tree should be felled.
Recreation.
Pride Flag.
RESOLVED Councillor J Owens proposed to support pride month by flying the pride flags in Ockbrook and Borrowash each June, demonstrating acceptance and tolerance of differences within the wider community. Seconded by Councillor S Owens. The motion was not carried, 7 against and a further 2 for.
After the motion Councillor S Owens and J Owens left the meeting.
Allotments.
Nothing to report.
Environment. Nothing extra to report.
Burials.
Councillor S Fraser-Burton reported on the committee meeting on the 27th May 2020.
• Pear Technology to be used for the cemetery. • No significant increase in burial requirements due to Covid 19. • Wayne’s worked extremely hard on this area, received good comments from residents. • The boundary issue has now been resolved.
Parish Hall.
Councillor J White reported on the committee meeting on the 27th May 2020. Where it was agreed to increase the hall rates of two classes to bring them in line with everyone else who use the hall.
HR.
Clerks annual review is outstanding.
41/06/20 Correspondence Received.
The correspondence received and listed in the agenda were available at the meeting, the Chairman asked about 2 of the items, see appendix 8
42/06/20 Date and Time of Next Meeting.
The next Parish Council meeting is scheduled to take place on Wednesday 1st July 2020 commencing at 19.00 in the Parish Hall, Church Street, Ockbrook or virtually dependant on Government advice.
43/06/20 Exclusion of Press and Public.
Nothing to report.
There being no further business the meeting concluded at 19.53. Appendix 1.
Ockbrook & Borrowash Parish Council rd Wednesday 3 June 2020 DCC Report (Cllr Robert A Parkinson)
Members’ Community Fund
This is on the OBPC website, so I would like to remind you that, in view of the Covid-19 situation, recognising that many organisations are struggling with cash flow, DCC has increased the money available to members under this scheme. I ask that anyone connected or acquainted with community organisations to encourage them to contact me ([email protected]) with details of any suitable project. Running costs cannot normally be considered BUT, for this year, this rule has been relaxed.
Because of social distancing, cheques will not be issued and presentation cannot take place. Therefore, it will be necessary for organisations to include their account name, bank sort code and account number so that grants can be sent via BACS.
The future of care homes in Derbyshire:
Subject to a decision by DCC Cabinet tomorrow (4th June):
• None of the homes proposed for closure will close unless a local care home or alternative provision is available to replace and further consultation is undertaken as appropriate.
• That the plans to undertake a programme of work to refurbish New Bassett House, Briar Close and Rowthorne will continue with a further report presented to Cabinet seeking a business case and procurement approval in due course.
The relevant DCC press release is attached.
Appendix 2. Borrowash and Ockbrook Crime statistics March 2020.
• 06/03/2020- Theft-Victoria Avenue, Borrowash • 09/03/2020-Criminal Damage-Derby Road, Borrowash • 10/03/2020- Theft-Princess Drive, Borrowash • 16/03/2020-Theft-Priorway Avenue, Borrowash • 17/03/2020-Theft-Victoria Avenue, Borrowash • 17/03/2020-Theft-Cole Lane, Borrowash • 27/03/2020-Theft-Priorway Avenue, Borrowash
Appendix 3.
THE ASHBROOK CENTRE TRUST Registered Charity No. 1161417
Report on the Refurbishment and Opening of the Ashbrook Centre
Prepared for the Ockbrook and Borrowash Parish Council Meeting held on 3rd June 2020
Mr Chairman, Councillors, Ladies and Gentlemen.
Over the past few months, in line with the restrictions in place for COVID 19, all bookings for the Ashbrook Centre have been suspended and the hall has remained closed. These restrictions have also severely limited any ongoing work on the hall. Notwithstanding this, progress has been made in a number of areas and enquiries for booking after the lifting of lock-down have still been received.
The position of Caretaker / Cleaner for the hall was advertise and interviews (with appropriate social distancing measures) were conducted. The successful candidate has been appointed and will start work when the hall re-opens.
Tenders have been requested for a replacement hot water system for the kitchen and for replacement doors at the front and side of the hall. The quotations are under consideration and it is hoped that the work will be completed to coincide with the reopening of hall bookings. The Hall carpark received a facelift and now has marked parking bays to assist with parking control and to make the most of the available space.
The grounds have benefited from the hard work of Wayne Peapell. There is now a flourishing woodland area complete with wildflower gardens, and a wildlife walk to the rear of the centre.
As part of the tidy up of the grounds it was discovered that a major water leak had been ongoing in the area of the water meter near the front gate. Severn Trent Water have now replaced the meter and repaired the leak. Further inspection of the meter building will take place after the ground has dried out to identify any further potential damage.
Enquiries have been received for a day-care pre-school to be run every week day from 0800hrs to 1400hrs; and also a trampoline dance class to be run two evenings a week. Both of these enquiries are keen to start at the hall and are investigating ways to ensure safe distancing measures and an early start.
The main focus for the trustees is to prepare the hall for the end of lock-down restrictions and the return of our regular and new groups.
Major S Fraser-Burton
Chairman
Appendix 4.
June 2020
Invoices to be paid.
£25.00 Bgorgeous Zoom chairbased exercise April £125.00 Bgorgeous Zoom chairbased exercise May £2,700.00 Wayne Peapell May works £396.80 Wayne Peapell May purchases £80.00 Lisa's May office clean £210.00 Joanne Taylor Internal audit £1,876.47 EBC May wages £15.00 Simply Sparkle May hall windows
Invoices Paid during the month by Direct Debit.
to be paid £72.00 Virgin Broadband June 15/06/20 £27.11 O2 18/05/20-17/05/20 Paid £74.94 Lloyds credit card May purchases Paid £20.00 EBC Cemetery rates May Paid £54.84 Engie April electricity Paid £101.68 Engie April gas Paid £67.80 Everflow June water Paid
Appendix 5.
Ockbrook and Borrowash Parish Council.
April Budget v Actual
Budget 20/21 April
Income
Hall/lettings 8143 80 Allotments 3814 0 Burials 11610 1180 Environment 0 0 General/admin 10373 0 Ashbrook 0 0 Recreation 7046 0 Precept 111462 27866
Total Income 152448 29126
Expenditure
Hall 13948 503.99 Allotments 2365 40.54 Burials 11571 1160.77 Environment 27769 3632.78 General/Admin 32050 652.48 Staff 23222 1457.91 Ashbrook 25061 285 Recreation 11462 121 S137 5000 0 VAT 433.5
Total Expenditure 152448 8287.97 Total Income and expenditure 2020/2 0 20838.03 Assessor Name: M White CMIOSH FIIRSM Location: Ockbrook and Borrowash, Derbyshire Date: 01/06/2019
Activities being assessed: All activities in relation to The Parish Review Date: Before 01/06/2021 Copied to: The Clerk Council
Appendix 6. Ockbrook and Borrowash Parish Council Risk Assessment.
Risk Matrix Control Measures Instructions for Completion
(Risk Assessment, Method Statement, Permit to Work, Sequencing)
A risk is the likelihood of a substance, activity or ◼ 15-25: Very high risks process to cause harm. Risk is also linked to the with potential of serious severity of its consequences and can be reduced. consequences. Eliminate L = Likelihood (consider at this stage the frequency risk by review of options of the task which could have a bearing on the ‘likelihood’. For example, a task that is carried out and change as a priority. 10 times per day as opposed to once a week. Both could have implications such as complacency v lack ◼ 8-12: Reduce risks of practice. identified to as low as S = Severity RR = Risk Rating (i.e. LxS) reasonably practicable by specific controls, Risk improvement requirements should be listed in the Control Measures section Italic print. planning and supervision. Provision of special method statements and instruction of all parties involved.
3-6: Acceptable providing risks are managed and activities are carried out by competent personnel in accordance with safe working practices and statutory obligations.
◼ 1-2: No further consideration required.
Ref Description of Persons Associated Risk Control Measures Residual Risk Responsibility for No Hazardous Affected Risks Evaluation & implementation Activity, Risk Improvement Interface or requirements Works Process
L S RR L S RR 1a Display screen The Seating 3 3 9 Seating should 1 3 3 Parish equipment Parish preferably be such Chairman
Clerk that a good position
can be achieved which will prevent aches and Associated pains in the small of risks – the back or legs. Work Related Wherever possible, an Upper Limb adjustable chair Disorders should be used such (WRULD’s) that it allows the user to sit far enough back so that the lower part of the body is supported by the backrest.
Chair height is important and when seated the user’s forearms should be roughly horizontal when the hands are on the keyboard.
The chair provided does not give adequate lumber support or cushioned support behind the legs.
3 1b Display screen The Keyboard 3 9 When using a 1 3 3 Parish equipment Parish keyboard the user Chairman
(cont) Clerk should avoid any Associated awkward bending of risks - the wrist. Conditions Sitting too high or low such as will lead the wrists ‘Carpel being in a bent Tunnel position. Syndrome’ and The chair should be WRULD’s positioned so that a neutral keying position is achieved, i.e., that the forearms, wrists and hands are in a straight line.
The user must sit upright as this will reduce stress to the head and the neck.
It is preferable to use a laptop on a desk or table so that with the arms resting on the work surface it should be possible to keep the wrists in a relaxed, neutral position.
3 1c Display screen The A mouse 3 9 Hands should be kept 1 3 3 Parish equipment Parish flat and the fingers Chairman
Clerk relaxed when using a (cont) Associated mouse. risks -
Conditions such as ‘Carpel Tunnel Syndrome’ and WRULD’s
2 1d Display screen The The screen 3 6 Glare and reflection 1 2 2 Parish equipment Parish on the screen should Chairman
Clerk be avoided by (cont) Glare, positioning the laptop reflections to avoid such causing conditions.
eye sight The use of a blind problems. above the work station was advised.
5 2a Portable The Electrocuti 3 1 All portable appliances 1 5 5 Parish electrical Parish on 5 are subject to annual Chairman appliances Clerk formal inspection and test.
Informal visual inspection should be carried out periodically.
If a defect is found do not use the appliance, unplug and place the item in a safe location awaiting repair or scrapping.
Never tamper with electrical appliances.
4 3a Lone working The Slips, trips 3 1 The office floor must 1 4 4 Parish Parish and falls 2 be kept free of Chairman
Clerk materials or spillage
which may cause a person to slip, trip or
fall.
Trailing leads must be
positioned so as not to create a potential trip 5 hazard.
3 Torn carpets must 1 5 5 Fire 1 receive prompt 5 remedial attention.
A specific fire risk assessment to comply with The Regulatory Reform (Fire Safety Order) 2005 has been carried out.
Fire extinguishers provided at designated fire points.
4 3b Lone working The Manual 3 1 In the normal course 1 4 4 Parish (cont) Parish handling – 2 of their duties The Chairman Clerk bodily Parish Clerk would not injury be expected to handle objects or materials which may cause injury if not handled properly.
4 3c Lone working The Violence 3 1 The office is open to 1 4 4 Parish (cont) Parish 2 the public 9am – 12 Chairman Clerk noon Monday, Tuesday and Thursday.
In addition to this there is someone present behind the post office counter.
Therefore, this will mean that for the most part there are at least two people in the office area during the opening times above which would reduce the risk of violence occurring.
However, it is recognised that there will be occasions where this is not possible
.
In such circumstances it is accepted that all doors can be locked and the Parish Clerk should have access to a telephone to contact the emergency services or others as the case may be should the need arise.
4 3d Lone working The Personal 3 1 Ensure that any 1 4 4 Parish (cont) Parish medical 2 medical condition Chairman Clerk conditions which might be relevant to lone working are discussed in confidence with The Chairman of the Parish Council in line with any guidance from a GP.
The Parish Clerk must not work alone if any such condition is assessed as putting them at risk
3 4 The car park Members Slips, trips 3 9 The car park is well lit 1 3 3 Parish of the and falls and all walk areas are Chairman public maintained free from potential trip / fall hazards.
In icy weather the car park and all walk areas are salted to reduce the risk of a person slipping on the ice.
Steps and the ramp to and from the hall properly are maintained to minimise slip and trip risks.
3 5 The Hall Members Slips, trips 3 9 The floor is 1 3 3 Parish of the and falls maintained in a clean Chairman public and tidy condition.
Hall users Any spillage is cleared up immediately. The Clerk All rooms are Parish adequately lit. Councillor s All corridors and walk areas are kept free of potential trip / fall hazards
All permanent fixtures are kept in good condition, i.e. seats, shelving, cupboards, notice boards, signage etc
5 6 Electrical Members Electrocuti 3 1 The electrical system 1 5 5 Parish equipment of the on 5 has been correctly Chairman and services public installed and is
inspected and tested Hall users Fire / at suitable (occasional) The Clerk explosion intervals by an electrician or other Parish suitably qualified Councillor person. s All portable electrical equipment is visually checked and, where necessary, tested at suitable (occasional) intervals to ensure that it is safe to use.
Any damaged electrical equipment is immediately taken out of service or replaced.
4 7 Hazardous The Skin 3 1 Mops, brushes and 1 4 4 Parish substances cleaner problems, 2 strong rubber gloves Chairman dermatitis provided. and eye The cleaner to follow damage, instructions on the from direct label, dilute properly contact and never transfer to with an unmarked cleaning container. chemicals. Vapour may cause breathing All cleaning products problems are stored securely
4 8a Business and The Business 3 1 All files and recent 1 4 4 Parish financial Parish Continuity 2 records (both paper Chairman management Council and electronic) are
kept at the Parish Council not Office. being able
to continue its business The Council have a due to an secure online backup unexpected system that backs up or tragic files each day. circumstan
ce The ability to work off site is provided should the need arise.
4 8b Business and The Precept 3 1 There is sound 1 4 4 Parish financial Parish 2 budgeting to underlie Chairman
management Council annual precept. Adequacy
of precept Each Parish Council Committee monitors their budget information and detailed budgets are prepared in the late autumn.
The precept is considered by the Finance and General Purposes Committee in January prior to making a recommendation to Council in February.
4 8c Business and The Insurance, 3 1 An annual review is 1 4 4 Parish financial Parish adequacy 2 undertaken of all Chairman management Council cost and insurance compliance arrangements in place. Employers Liability
and Public Liability are a statutory requirement
3 8d Business and The Election 3 9 Risk in an election 1 3 3 Parish financial Parish Costs year. There are no Chairman management Council measures, which can
be adopted to Risk of minimise risk of having election a contested election. cost Costs are met from General Reserves.
Risk of Cost of the election election to would be met from fill a casual general reserves vacancy
Existing procedures adequate.
3 8e Business and The VAT Re- 3 9 The Council has 1 3 3 Parish financial Parish claiming/ financial regulations Chairman management Council charging which set out the requirements.
Existing procedures Adequate
4 8f Business and The Annual 3 1 AGAR is completed 1 4 4 Parish financial Parish Governanc 2 and signed by the Chairman management Council e and Council and the Accountabil Internal Auditor. ity Return
(AGAR) It is then checked and
sent on to the External Not Auditor within time submitted limit. within time
limits Clerk prepares a
timetable for submission.
Existing procedures adequate
4 8g Business and The Minutes/ 3 1 Minutes and agendas 1 4 4 Parish financial Parish Agendas/ 2 are produced in the Chairman management Council Statutory prescribed method documents and adhere to legal requirements.
Accuracy and legality Minutes are approved and signed at next
meeting unless there Non- is a resolution made to compliance defer approval until with the following meeting. statutory
requiremen ts Minutes and agendas are displayed
according to legal requirements.
Business conducted at Council meetings is managed by the Chairman according to Standing Orders.
Councillors to adhere to Code of Conduct and Standing Orders.
Existing procedures Adequate.
5 9a Cemeteries Appointe Operating 3 1 The Parish Council W Peapall d equipment, 5 employs a competent
Contracto i.e. grass contractor who has r and hedge provided his own risk cutting assessment. Members of the public Fire from Refer to risk use of assessment provided petroleum by W Peapall spirit resulting in burns
Bodily injury
4 9b Cemeteries Appointe Grave and 3 1 The Parish Council W Peapall d row 2 employs a competent Contracto markers contractor who has r provided his own risk
assessment. Members Tripping of the causing public bruises, Refer to risk sprains, assessment provided musculoske by W Peapall letal injuries
4 9c Cemeteries Appointe Weedkilling 3 1 The Parish Council W Peapall d 2 employs a competent
Contracto contractor who has r Chemical provided his own risk burns/brea assessment and Members thing COSHH assessment. of the problems public
Refer to documentation provided by W Peapall
4 9d Cemeteries Appointe Trips and 3 1 All walk areas are 1 4 4 Parish d falls 2 regularly inspected Chairman. Contracto and maintained in a
r satisfactory condition. Walk areas Members and dug of the graves All dug graves to be public covered to prevent any person falling into the hole
5 9e Cemeteries Appointe Digging of 3 1 The Parish Council Parish d graves 5 employs a competent Chairman Contracto contractor who has
r provided his own risk Risk of assessment. Members collapse of of the side walls public
4 9f Cemeteries The Loss of 3 1 The Parish Council 1 4 4 Parish Parish burial 2 burial records are kept Chairman Clerk records in the Parish Office. through
theft, fire or damage Records include historical correspondence, burial records and cemetery maps / plans.
All documents relating to burial records are kept in a locked fire proof cabinet.
Assessor name: M White CMIOSH FIIRSM Location: Ockbrook and Borrowash, Derbyshire Date: 01/06/19 Activities being assessed: All activities in relation to the Parish Council Review Date: before 01/02/2011 Copied: to the clerk
Ockbrook and Borrowash Parish Council Asset Register
Last Updated 06th April 2020.
Parish Hall, Church Street
Elm Street Allotments
Shacklecross Allotments
Balmoral Cemetery Deans Drive Recreation Ground Bare Lane Recreation Ground Plot of Lane Victoria Avenue (Joyces Garden)
War Memorial
Belmont Cemetery
Total 570,550.00
Date Account Reference Item Amount
Nov-14 Office Desk
Nov-14 2 swivel chairs
Nov-14 4 four drawer steel cabinets
Nov-14 hard drive
Nov-14 computer screen
Nov-14 3 three drawer wooden cabinets
Nov-14 wooden side board
Nov-14 neff internal oven and hob
Nov-14 logik fridge freezer
Nov-14 waste bin
Nov-14 49 blue chairs 174- 01/09/2014 2014/15 Bus Shelter (Priorway) 1,763.64 572,313.64 277- 02/03/2015 2014/15 Ext. Lights, Water Heaters 665.42 572,979.06 134- 29/09/2015 2015/16 Weed Sprayer 125.00 573,104.06 221- 11/01/2016 2015/16 Bench 394.00 573,498.06 223- 14/01/2016 2015/16 Window Blinds 1,310.00 574,808.06 246- 18/01/2016 2015/16 Curtain/Pelmets 800.00 575,608.06 259- 02/03/2016 2015/16 Light Fittings 458.25 576,066.31 259- 08/03/2016 2015/16 Gazebo 139.99 576,206.30 255- 17/03/2016 2015/16 2 Difibrillator/Cabinets 1,986.00 578,192.30 259- 21/03/2016 2015/16 3 Planters 69.98 578,262.28
26/04/2016 44-2016/17 Goalposts 258.26 578,520.54
09/05/2016 44-2016/17 4 Planters 1,560.00 580,080.54
18/05/2016 60-2016/17 Goal Posts 129.13 580,209.67
31/05/2016 60-2016/17 Large Flagpoles/Flags 877.73 581,087.40
01/06/2016 77-2016/17 Tables 175.00 581,262.40
03/06/2016 65-2016/17 Springer - Play Equipment 730.00 581,992.40
07/06/2016 77-2016/17 Water Pump 299.98 582,292.38
07/06/2016 77-2016/17 Generator 287.98 582,580.36
07/06/2016 80-2016/17 Defribrillator/Cabinet 993.00 583,573.36
08/06/2016 66-2016/17 Fencing - Balmoral cemetery 1,680.00 585,253.36
15/06/2016 77-2016/7 Light Shades 121.50 585,374.86 102- 26/07/2016 2016/17 Flood Warning Equipment 2,825.00 588,199.86 153- 12/10/2016 2016/17 Hanging Baskets 59.98 588,259.84 160- 26/10/2016 2016/17 Bollards 294.00 588,553.84 202- 10/11/2016 2016/17 Bollard 73.50 588,627.34 186- 06/12/2016 2016/17 Gate-Deans Drive 590.00 589,217.34 211- 10/01/2017 2016/17 Bus Shelter (Bare Lane) 2,824.57 592,041.91 207- 19/01/2017 2016/17 Trim Trails 9,585.00 601,626.91 222- 19/02/2017 2016/17 Steam Cleaner 124.99 601,751.90
12/03/2017 17-2017/18 Chainsaw, Hedge Cutter 160.00 601,911.90
27/03/2017 17-2017/18 Dinnerware 111.17 602,023.07
25/04/2017 30-2017/18 Strimmer 125.00 602,148.07
27/04/2017 31-2017/18 Trim Trails 10,550.00 612,698.07
10/04/2017 32-2017/18 Carpet- Post Office 387.50 613,085.57
12/04/2017 32-2017/18 2 Mats 86.00 613,171.57
12/04/2017 32-2017/18 Floor Mats 86.00 613,257.57
09/05/2017 40-2017/18 Gardening Equipment 3,821.34 617,078.91
13/05/2017 57-2017/18 Picnic Table 545.89 617,624.80
19/05/2017 76-2017/18 Flashing Beacon 85.00 617,709.80
30/05/2017 54-2017/18 Trailer 1,225.50 618,935.30
30/05/2017 54-2017/18 Towbar 290.00 619,225.30
02/06/2017 76-2017/18 Lawn Mower 129.77 619,355.07
02/06/2017 76-2017/18 Magnetic Signs 80.00 619,435.07
24/06/2017 76-2017/18 Safety Ladder 73.87 619,508.94
10/07/2017 88-2017/18 Mower 533.33 620,042.27
16/07/2017 98-2017/18 Flower Baskets 187.00 620,229.27
31/07/2017 95-2017/18 Planters 150.00 620,379.27 103- 06/08/2017 2017/18 Printer 205.00 620,584.27 122- 29/08/2017 2017/18 Baby Changing Equipment 83.74 620,668.01 127- 29/09/2017 2017/18 Audio System 290.82 620,958.83 149- 15/10/2017 2017/18 Vacuum Cleaner 165.83 621,124.66 175- 03/11/2017 2017/18 Santa Suit 51.66 621,176.32 175- 30/11/2017 2017/18 Ladder 61.67 621,237.99 183- 16/11/2017 2017/18 Computer Keyboard 150.00 621,387.99 190- 04/12/2017 2017/18 Road Sweeper 2,200.00 623,587.99 225- 16/01/2018 2017/18 Gazebo 58.31 623,646.30 250- 23/03/2018 2017/18 Parish Flag 915.08 624,561.38
20/03/2018 08-2018/19 Toilet Roll Dispenser x 4 61.52 624,622.90
20/03/2018 08-2018/19 Hand Towel Dispenser x 2 25.00 624,647.90
20/03/2018 08-2018/19 Soap Dispenser 19.42 624,667.32
20/03/2018 08-2018/19 Dispenser 15.96 624,683.28
02/05/2018 34-2018/19 Blue Bin 29.55 624,712.83
02/05/2018 34-2018/19 Grab Handles 45.00 624,757.83 Brown Bins x2 Balmoral 03/07/2018 95-2018/19 Cemetery 59.10 624,816.93 133- 30/08/2018 2018/19 Belmont Drive Fencing 6,950.00 631,766.93 120- 08/09/2018 2018/19 External Anti Vandal Camera x4 180.00 631,946.93 120- 08/09/2018 2018/19 Internal Dome Camera 18.00 631,964.93 120- 08/09/2018 2018/19 8 Channel DVR 98.00 632,062.93 120- 08/09/2018 2018/19 Camera Cable x2 52.00 632,114.93 120- 08/09/2018 2018/19 External Junction Box x4 31.96 632,146.89 120- 08/09/2018 2018/19 CCTV Monitor 125.00 632,271.89 127- 10/09/2018 2018/19 Automatic Water Boiler 448.78 632,720.67 145- 11/09/2018 2018/19 Defibrillator 725.00 633,445.67 145- 11/09/2018 2018/19 Defibrillator Cabinet 420.00 633,865.67 171- 11/09/2018 2018/19 Fridge Freezer 369.00 634,234.67 159- 15/10/2018 2018/19 Wall Fan 330.00 634,564.67 188- 13/11/2018 2018/19 Shredder 29.99 634,594.66 213- 14/11/2018 2018/19 Izettle Machine 72.57 634,667.23 213- 14/11/2018 2018/18 Time Attendance Machine 73.00 634,740.23 213- 14/11/2018 2018/19 Parish Hall Mats 30.98 634,771.21 213- 14/11/2018 2018/19 Cash Box 17.98 634,789.19 213- 14/11/2018 2018/19 Office Printer 49.99 634,839.18 213- 14/11/2018 2018/19 Santa Grotto Gazebo 1,250.00 636,089.18 213- 14/11/2018 2018/19 6 x security fencing 165.52 636,254.70 213- 14/11/2018 2018/19 Tombola Drum 27.22 636,281.92 287- 16/01/2019 2018/19 Xmas Tree Lights Ockbrook 826.87 637,108.79 236 - 29/01/2019 2018/19 Litter Bin 250.00 637,358.79 257 – 25/02/2019 2018/19 Cutlery 181.84 637,540.63 181.84 32 - 16/05/2019 2019/20 Tables x 3 252.40 637,793.03 39 - 07/06/2019 2019/20 Henry Hoover 124.96 637,917.99 46 - 07/06/2019 2019/20 Picnic Table 625.00 638,542.99 28/08/2019 102 - 2019/20 Ride on mower 2395.0 640,937.99 2,395.00 30/07/2019 136 - 2019/20 Voice recorder 64.99 641,002.98 64.99 31/10/2019 145 - 2019/20 tables x2 168.27 641,171.25 12/11/2019 156 - 2019/20 crowd control barriers x6 153.93 641,325.18 153.93 04/12/2019 177 - 2019/20 tables x2 168.27 641,493.45 168.27 22/01/2020 213 - 2019/20 tables x2 175.00 641,668.45 175.00 13/02/2020 229 - 2019/20 chairs x 29 477.48 642,145.93 477.48 17/03/2020 258 - 2019/20 Tables x 2 175.00 642,320.93 175.00 17/03/2020 259 - 2019/20 Tables x2 175.00 642,495.93 175.00
02/04/2020 3 - 2020/21 HP Laptop 488.98 642,984.91
Ockbrook and Borrowash Parish Council – Document Retention and Disposal Policy.
1. Introduction
1.1 The Parish Council accumulates a vast amount of information and data during the course of its everyday activities. This includes data generated internally in addition to information obtained from individuals and external organisations. This information is recorded in various different types of document.
1.2 Records created and maintained by the Parish Council are an important asset and as such measures need to be undertaken to safeguard this information. Properly managed records provide authentic and reliable evidence of the Parish Council’s transactions and are necessary to ensure it can demonstrate accountability.
1.3 Documents may be retained in either ‘hard’ paper form or in electronic forms. For the purpose of this policy, ‘document’ and ‘record’ refers to both hard copy and electronic records.
1.4 It is imperative that documents are retained for an adequate period of time. If documents are destroyed prematurely, the Parish Council could face prosecution for not complying with legislation and it could cause operational difficulties, reputational damage and difficulty in defending any claim brought against the Parish Council.
1.5 In contrast to the above, the Parish Council should not retain documents longer than is necessary. Timely disposal should be undertaken to ensure compliance with current legislation so that personal information is not retained longer than necessary. This will also ensure the most efficient use of limited storage space.
2. Scope and Objectives of the Policy 2.1 The aim of this document is to provide a working framework to determine which documents are:
Retained – and for how long; or
Disposed of – and if so by what method. Security of documents – methods for both the Parish Council and Councillors 2.2 There are some records which do not need to be kept at all or that are routinely destroyed in the course of business. This usually applies to information that is duplicated, unimportant or only of a short-term value. 2.3 Records should not be destroyed if the information can be used as evidence to prove that something has happened.
3. Roles and Responsibilities for Document Retention and Disposal 3.1 Councils are responsible for determining whether to retain or dispose
of documents and should undertake a review of documentation on an annual basis to ensure that any unnecessary documentation being held is disposed of.
4. Document Retention Protocol 4.1. Councils are required to maintain their records in accordance with legislation and the Clerk to the Parish Council is required to manage the Council’s records in such a way as to promote compliance with this policy so that information will be retrieved easily, appropriately and in a timely manner.
4.2 Councils are required to maintain a retention schedule. The retention schedule below provides guidance on the recommended retention periods for specific classes of documents and records.
4.3 Whenever there is a possibility of litigation, the records and information which are likely to be affected should not be amended or disposed of until the threat of litigation has been removed.
5. Document Disposal Protocol 5.1 Documents should only be disposed of if reviewed in accordance with the following:
• Is retention required to fulfil statutory or other regulatory requirements? • Is retention required to meet the operational needs of the service? • Is retention required to evidence events in the case of dispute? • Is retention required because the document or record is of historic interest or intrinsic value?
5.2 When documents are scheduled for disposal the method of disposal should be appropriate to the nature and sensitivity of the documents concerned.
5.3 Documents can be disposed of by any of the following methods:
• Non-confidential records: place in waste paper bin for disposal. • Confidential records: shred documents. • Deletion of computer records. • Transmission of records to an external body such as the County Records Office.
6. Review of Document Retention 6.1 It is planned to review, update and where appropriate amend this document
7. 7. List of Documents 7.1 The full list of the Council’s documents and the procedures for retention or disposal can be found below;
8. Security 8.1 – The Parish Council will need to ensure that all data (hard copy or electronic) is kept securely and access is available only to authorised personnel.
8.2 - Councillors will need to assess how they manage the data they receive or generate on behalf of the Parish Council and identify and potential weaknesses.
9. Official documents, forms and publications retention schedule
Minimum Retention Location Document Period Reason Retained Disposal Method
Confidential waste - A list will be kept of those documents disposed of to meet the Accident / Potential requirements of the General Data incident reports 20 years Claims Office Protection Regulations (GDPR)
Office / Computer Agendas 5 years Management / Website Bin
Last Bank paying – in completed books / receipts audit year Audit Office Confidential waste
Bank statements including Last deposit / saving completed accounts audit year Audit Office Confidential waste
Minimum Retention Location Document Period Reason Retained Disposal Method
40 years The Employer’s from date on Liability which (Compulsory Certificates for insurance Insurance insurance commenced Regulations against liability or was 1998) and for employees renewed Management Office / computer Bin
Last Cheque book completed stubs audit year Audit Office Confidential waste
Duration of Contracts of employment employment plus 6 years Legislation Office Confidential waste
Correspondence - General 1 year Management Office / Computer Confidential Waste/Bin
Correspondence - Staff 3 years Management Office / Computer Confidential Waste
DALC/SLCC circulars 1 year Management Office / Computer Bin
Deeds, leases, contracts and agreements Indefinite Legislation Office / Computer n/a
Confidential waste - A list will be kept of Limitation Act those documents disposed of to meet the Grant 1980 (as requirements of the General Data Applications 6 years amended) Office / Computer Protection Regulations (GDPR) Insurance company names and policy numbers Indefinite Management Office / computer N/A
Insurance Policies While valid Management Office / computer Bin
Local Development Plans If in force Reference Office / Computer Bin
Local Historical Benefit of information Indefinite Parish Office / Computer n/a
Magazines and journals If relevant Management Parish Rooms Bin
Minimum Retention Location Document Period Reason Retained Disposal Method
Original signed copies of council minutes of meetings must be kept indefinitely in safe storage. At regular intervals of not Office / Computer more than 5 years, they can be archived Minutes Indefinite Legislation / Website and deposited with the higher authority
Neighbourhood Plans Indefinite Reference Office / Computer n/a
Limitation Act 1980 (as Paid cheques 6 years amended) Office Confidential waste
Paid Invoices 6 years VAT Office Confidential waste
Payroll 12 years Superannuation Office / computer Confidential waste
Playground equipment inspection reports Indefinite Legal Office / Computer n/a
Confidential waste - A list will be kept of Limitation Act those documents disposed of to meet the Quotations and 1980 (as requirements of the General Data tenders 6 years amended) Office Protection Regulations (GDPR) Receipt and Payment Accounts Indefinite Archive Office N/A
Scales of fees Office / Computer and charges 6 years Management / Website Bin
Duration of Staff appraisals employment Management Office / computer Confidential Waste
Ockbrook and Borrowash Parish Council GDPR Privacy Policy
Your personal data – what is it? “Personal data” is any information about a living individual, which allows them to be identified from that data (for example a name, photographs, videos, email address, or address). Identification can be by directly using the personal data itself or by combining it with other information which helps to identify a living individual. The processing of personal data is governed by legislation relating to personal data, which applies in the United Kingdom including the General Data Protection Regulation (the “GDPR) and other local legislation relating to personal data and rights such as the Human Rights Act.
Council information. This Privacy Policy is provided to you by Ockbrook and Borrowash Parish Council, which is the data controller for your data. The Council’s address is: The Village Hall Church Street Ockbrook Derby DE72 3SL Ockbrook and Borrowash Parish Council will always respect the privacy of individuals who browse our website and leave contact details with us. We do not retain browser information, IP Addresses or personal identification of users of the website. We do not track your activity as an individual. The Council will process some or all of the following personal data where necessary to perform its tasks • Names, titles, and aliases, photographs; •Contact details such as telephone numbers, addresses, and email addresses.
The council will comply with data protection law. This says that the personal data we hold about you must be: • Used lawfully, fairly and in a transparent way. • Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes. • Relevant to the purposes we have told you about and limited only to those purposes. • Accurate and kept up to date. • Kept only as long as necessary for the purposes we have told you about. • Kept and destroyed securely including ensuring that appropriate technical and security measures are in place to protect your personal data to protect personal data from loss, misuse, unauthorised access and disclosure.
We use your personal data for some or all of the following purposes: • To deliver public services including to understand your needs to provide the services that you request and to understand what we can do for you and inform you of other relevant services; • To confirm your identity to provide some services; • To contact you by post, email, telephone; • To prevent and detect fraud and corruption in the use of public funds and where necessary for the law enforcement functions; • To enable us to meet all legal and statutory obligations and powers including any delegated functions; • To promote the interests of the council; • To maintain our own accounts and records; • To seek your views, opinions or comments; • To notify you of changes to our facilities, services, events and staff, councillors and role holders; • To send you communications which you have requested and that may be of interest to you. These may include information about campaigns, appeals, other new projects or initiatives; • To process relevant financial transactions including grants and payments for goods and services supplied to the council.
What is the legal basis for processing your personal data?
The Council has always required a legal basis to processing personal data. The General Data Protection Regulations include five lawful bases for local councils. It is possible for more than one to apply at the same time. The five bases are: • Compliance with legal obligation: The council is a public authority and has certain powers and duties. Most of your personal data is processed for compliance with a legal obligation which includes the discharge of the council’s statutory functions and powers. Sometime when exercising these powers or duties it is necessary to process personal data of residents or people using the council’s services. We will always take into account your interests and rights. This Privacy Policy sets out your rights and the council’s obligations to you in detail. • Contractual necessity: We may also process personal data if it is necessary for the performance of a contract with you, or to take steps to enter into a contract. • Consent: Sometimes the use of your personal data requires your consent. On these occasions we will first obtain your consent to that use.
The other two legal bases that apply to the Parish Council are: • Vital interests: It is possible to process personal information to protect an individual without their consent e.g. in a life or death situation where emergency contact information is needed • Public Interest: When the Parish Council is acting in the public interest, personal data may be processed if it is necessary to undertake the tasks.
Sharing your personal data.
The council will implement appropriate security measures to protect your personal data. This section of the Privacy Policy provides information about the third parties with whom the council will share your personal data. These third parties also have an obligation to put in place appropriate security measures and will be responsible to you directly for the manner in which they process and protect your personal data. It is likely that we will need to share your data with some or all of the following (but only where necessary): Other potential data controllers – ● Erewash Borough Council ● Derbyshire County Council ● Other Service Providers (where the information is necessary for the delivery of the service).
We may need to share your personal data we hold with them so that they can carry out their responsibilities to Ockbrook and Borrowash Parish Council. If we work together for a joint purpose that involves your personal data we are joint data controllers. This means those involved are all responsible to you for how we process your data. If there is no joint purpose then each data controller is independent and is individually responsible to you.
How long do we keep your personal data?
We will keep some records permanently if we are legally required to do so. We may keep some other records for an extended period of time. For example, it is current best practice to keep financial records for a minimum period of 8 years to support HMRC audits or provide tax information. We may have legal obligations to retain some data in connection with our statutory obligations as a public authority. The council is permitted to retain data in order to defend or pursue claims. In some cases the law imposes a time limit for such claims (for example 3 years for personal injury claims or 6 years for contract claims). We will retain some personal data for this purpose as long as we believe it is necessary to be able to defend or pursue a claim. In general, we will endeavour to keep data only for as long as we need it. This means that we will delete it when it is no longer needed.
Your rights and your personal data.
You have the following rights with respect to your personal data: When exercising any of the rights listed below, in order to process your request, we may need to verify your identity for your security. In such cases we will need you to respond with proof of your identity before you can exercise these rights. The right to be informed e.g. through this policy. The right to access personal data we hold on you. At any time you can request the data we hold on you as well as why we have it, who has access to it and where it was obtained from. We will respond to requests within one month of receiving them. There is no charge for the first request. The right to correct and update the personal data we hold on you. If the data we hold on you is out of date, incomplete or incorrect you can inform us and we will update it. The right to have your personal data erased if you feel we should no longer be using it or are using it unlawfully. When we receive your request we will then either confirm that it has been deleted or explain why it cannot be deleted. e.g. because we need it to comply with a legal obligation. The right to object to processing of your personal data or to restrict it to certain purposes only. You can request us to stop processing your data or ask us to restrict what we do with it. When we receive your request we will let you know if we are able to comply or if we have a legal obligation to continue. The right to data portability – You can request that we transfer data to another controller. Where this is feasible we will do this within one month of receiving your request. The right to withdraw your consent to the processing at any time for any processing of data to which consent was obtained. Please use the contact details below to do this. The right to lodge a complaint with the Information Commissioner’s Office. You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office.
Further processing.
If we wish to use your personal data for a new purpose, not covered by this Privacy Policy, then we will provide you with a Privacy Notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
We keep this Privacy Policy under regular review and we will place any updates on https://www.ockbrookandborrowashparishcouncil.gov.uk/.
Contact Details Please contact us if you have any questions about this Privacy Policy or the personal data we hold about you or to exercise all relevant rights, queries or complaints at: The Parish Clerk The Parish Hall Church Street Ockbrook Derby DE72 3SL
Appendix 7.
Appendix 8
CORRESPONDENCE RECEIVED. – UP TO 28/05/20 Email - Planning Application: 1 Brook Road, Borrowash. (1) Planning Application: Carrantuahill Bare Lane, Ockbrook. (2) Planning Application: 5 Barrons Way, Borrowash. (3) Planning Application Resub: 2 Chevin Avenue, Borrowash. (4) Planning Application: 4 Top Manor Close, Ockbrook. (5) Planning Application: 16 Ashmeadow, Borrowash. (6) Retrospective Planning Application: Ockbrook School, Ockbrook. (7) Proposed change of use: 209-209a Victoria Avenue, Borrowash. (8) Planning Application: 162 Cole Lane, Borrowash. (9) Planning Application: 127 Victoria Avenue, Borrowash. (10) Planning Application: 39 Priorway Avenue, Borrowash. (11) Planning Application: 6 Cole Lane, Ockbrook. (12) Letter – Received from EBC RE: Land at Carr Hill Farm. (13) Email – Received from a resident RE: Objections to 162 Cole Lane planning application. (14) Email – Received from My Neighbourhood Plan RE: Planning application seminar. (15) Email – Received Councillor R Parkinson RE: Every mind matters campaign update. (16) Email – Received from PKF Littlejohn RE: Changes in Legislation. (17) Email – Received from a resident RE: Thanking for Wayne for his hard work at the cemetery. (18) Email – Received from Councillor R Parkinson RE: New mental health support line. (19) Email – Received from a resident - RE: Request for an allotment. (20) Email – Received from Councillor R Parkinson RE: Latest coronavirus update 14/04/2020. (21) Email – Received from Environmental Health RE: Bonfire law. (22) Email– Received from Councillor R Parkinson RE: Coronavirus briefing. (23) Email – Received from a resident RE: Request for payment list. (24). Thankyou cards – Received from Briar Close House RE: thanks for the Easter goodies they received. (25) Email - Received from DCC RE: Pavement deterioration inspection. (26) Email –Received from DCC RE: Blocked drains, the Ridings. (27) Email– Received from DCC RE: Trees on Green Lane. (28) Email – Received from a resident RE: Excellent work Wayne’s doing in the cemetery. (29) Email - Received from EBC RE: Grant funding. (30) Email – Received from a resident RE: Glyphosate. (31) Email – Received from a resident RE: Blocked footpaths. (32) Email – Received from Councillor W Majors RE: Overgrown foliage on Collumbell Avenue and Hargrave Avenue. (33) Email – Received from a resident RE: Wayne’s good work at the cemetery. (34) Email – Received from a resident RE: Memorial bench. (35) Email -Received from a resident – enquiring about allotments. (36) Email – Enquiries RE: Allotment availability. (37) Email – Received form neighbourhood dog warden RE: Information on what they do. (38) Email – Received from Councillor R Parkinson RE: DCC community fund. (39) Email – Received from a resident RE: Need for more waste bins. (40) Email – Received from Briar Close House RE: Thank you for the donations and support. (41) Email – Received from a resident RE: Questing how the Council will pursue transparency during the lockdown. (42) Email – Received from a resident RE: Deteriorating manhole cover. (43) Emails - Received from residents RE: Rats in Elm Street. (44) Emails and letters - Received from a resident RE: Pollution in Ockbrook. (45) Email – Received from Councillor Wayne Majors RE: Road Repairs. (46) Email – Received from a constituent RE: Government policy. (47) Emails – Received from a resident RE: Lorries on Station Road, Borrowash. (48) Email – Received from a resident RE: Requesting information an agenda item. (49) Email – Received from DALC RE: legislation to hold virtual meetings. (50) Received from DALC RE: Clerk Zoom meeting minutes 08/04/20. (51) Received from DALC RE: Clerk Zoom meeting minutes 16/04/20. (52) Received from DALC RE: Aprils newsletter. (53) Received from DALC RE: Clerk Zoom meeting minutes 27/04/20. (54) Received from DALC RE: Chair Zoom meeting minutes 27/04/20. (55) Received from DALC RE: DALC Excellence Awards. (56) Received from DALC RE: Clerk Zoom meeting minutes 29/04/20. (57) Received from DALC RE: Chair Zoom meeting minutes 30/04/20. (58)
Received from DALC RE: Mays newsletter. (59) Received from DALC RE: Climate emergency representative. (60) Received from DALC RE: Clerk Zoom meeting minutes 06/05/20. (61) Received from DALC RE: Playground inspections during lockdown. (62) Received from DALC RE: Information on recycling in Derbyshire. (63) Received from DALC RE: Clerk Zoom meeting minutes 18/05/20. (64) Email – Received from ICO 12/05/20. (65) Email – Received from NALC 02/04/20 Coronavirus information. (66) Received from NALC 03/04/20 update to Council meetings. (67) Received from NALC 03/04/20 Chief Executives bulletin. (68) Received from NALC 06/04/20 Update to audit dates. (69) Received from NALC 09/04/20 Coronavirus information. (70) Received from NALC 09/04/20 Chief executives bulletin. (71) Received from NALC 14/04/20 Coronavirus update. (72) Received from NALC 17/04/20 Coronavirus update. (73) Received from NALC 23/04/20 Coronavirus update. (74) Received from NALC 24/04/20 Chief executive bulletin. (75) Received from NALC 30/04/20 Coronavirus update. (78) Received from NALC 01/05/20 Chief executive bulletin. (79) Received from NALC 07/05/20 Chief executive bulletin. (80) Received from NALC 14/05/20 Coronavirus update. (81) Received from NALC 15/05/20 Chief executive bulletin. (82) Received from NALC 22/05/20 Chief executive bulletin. (83) Email – Received from SLCC 03/04/20. (84) Received from SLCC 03/04/20. (85) Received from SLCC 17/04/20. (86) Email – Received from DCC Community news 17/04/20. (87) Received from DCC Community news 01/05/20. (88) Received from DCC Community news 18/05/20. (89) Magazine – Received from The Clerk. (90) Magazine – Received from Clerks and Councils Direct. (91) Update – Local Councils – May 2020. (92).