PARISH COUNCIL Chairman: Cllr. J Alexander Acting Clerk: Sarah Kyle, Hill House, Walton, Brampton, , CA8 2DY Phone: 01228 231124 Email: [email protected]

12 May 2020

A virtual meeting of Kirkbampton Parish Council will be held on: Monday 18 May 2020 at 7.30pm The meeting is accessible with the attached link or by logging into www.zoom.us and using Meeting ID 833 2525 1891 with the password 587145. The meeting can also be joined using a telephone by dialling one of the following numbers (0131 460 1196 or 0203 051 2874 or 0203 481 5237 or 0203 481 5240). Please aim to arrive at the meeting by 7.20pm in case of connectivity problems. The meeting will be recorded in accordance with our policy on filming. Yours faithfully

Sarah Kyle Acting Clerk & Responsible Financial Officer

Agenda

1. Apologies for absence: to receive apologies and approve reasons for absence

2. Declarations of Interest and Request for Dispensations 2.1 The Clerk to report any requests received since the previous meeting for dispensations to speak and\or vote on any matter where a member has a disclosable pecuniary interest

2.2 Receive declarations by members of interests in respect of items on this agenda

3. Minutes of the meeting of the Parish Council held on 9 March 2020 To approve the accuracy of the minutes. Minutes to signed at a later date - attached

4. Public Participation In accordance with Standing Order 3e the Chairman will, at her discretion:

4.1 Invite members of the public to address the meeting in relation to the business to be transacted at this meeting

4.2 Receive reports from Borough and County Councillors

5. Administrative Matters 5.1 To adopt an addendum to the Standing Orders to enable virtual meetings as attached

5.2 To approve the policy on pandemic working arrangements as attached

5.3 To consider an update with the Community Led Plan

5.4 To consider progress with defibrillator cabinet repair

6. Finance Matters 6.1 To ratify payment of invoices and to note the bank reconciliation as listed in Appendix A - attached

6.2 To note the receipt of the first half of the precept from Borough Council of £4375

6.3 To consider the hosting of grant award scheme

7. Annual Governance and Accountability Return 2019/20 7.1 To consider accepting the end of year internal auditors report for the financial year 2019/20 – attached

7.2 To resolve that the Parish Council wish to certify themselves as exempt from a limited assurance review under Section 9 of the Local Audit (Smaller Authorities) Regulations 2015 and to authorise the Chairman to sign and the RFO to submit a Certificate of Exemption to the External Auditor following confirmation that gross income or gross expenditure did not exceed £25,000 in the year of account ended 31 March 2020 - attached

7.3 To approve the Annual Governance Statement 2019/20 and authorise the Chairman to sign the Annual return – attached

7.4 To approve Accounting Statements 2019/20 and authorise the Chairman to sign the annual return – attached

8. Clerk's Report: To note the update from the Clerk as detailed in Appendix B – attached

9. Councillor Matters: an opportunity for Councillors to raise issues on behalf of residents

10. Date of Next Meeting: To confirm that the next virtual meeting will be called at a date, to be confirmed by electronic summons

KIRKBAMPTON PARISH COUNCIL

Minutes of a Meeting of Kirkbampton Parish Council held on Monday 9th March 2020 in Kirkbampton Village Hall at 7:30p.m.

Present: Cllr J Alexander (Chairwoman). Cllrs M Cunliffe, P S Heggie, S Ekins-Parnell and E Newstead.

In Attendance: Allerdale Borough Councillor V Hodgson (arrived 8.14pm). Acting Clerk S Kyle.

ACTION 78/03/20 Apologies for Absence No apologies for absence were received.

79/02/20 Minutes of a Meeting of the Parish Council held on 13th January 2020 Resolved to authorise the Chairwoman to sign, as a true and accurate record, the minutes of the last meeting of the Council.

80/03/20 Requests for Dispensations No requests for dispensations were received.

81/03/20 Declarations of Interest No declarations of interest were made.

82/03/20 Public Participation No members of the public were in attendance.

83/03/20 Administration and Governance 83.1 Policies Resolved to adopt updated Standing Orders, Code of Conduct, GDPR Policies, Public Participation Policy, Disciplinary Policy, Grievance Policy and Press & Media Policy.

83.2 Website Maintenance Resolved to approve the use of Rocketsites for website maintenance for the year 2020/21 at a cost of £75 plus VAT.

83.3 VE Day Consideration was given to commemorating the above on 8th May. Resolved that the Kirkbampton Facebook page will be requested to gather SK public opinion and a working group of Cllrs will be arranged by email to coordinate any matters required.

84/03/20 Finance Matters 84.1 Bank Account It was noted that the Building Society would not allow the Council to upgrade to a paid account with internet banking facilities. Resolved to move the Council’s banking arrangements to Unity Bank, at a SK cost of £6 per month.

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84.2 Expenditure Resolved to approve payments detailed in the schedule as follows:

Sarah Kyle, March salary, £233.32 HMRC, March PAYE £58.40 Rocketsites, website plus missed 2018 invoice, £109.14 ICO, Data protection registration, £35.00

Opening Balance at 1st April 2019 £10,099.50 Total Receipts to 29th February 2020 £8,865.00 Total Expenditure to 29th February 2020 £12,734.86 Balance 29th February 20202 £6,229.64

The balance at bank was £6,643.76 as four cheques remain outstanding.

84.3 Internal Audit Documents Resolved to adopt the updated documents and to accept the review the effectiveness of the internal audit as adequate: . internal audit checklist . internal audit plan . internal auditor terms of reference . asset register (updated for 2019/20) . risk assessment

84.4 Internal Auditor Resolved to continue the appointment of Mrs P Cronin as internal auditor for the financial year 2019/20 and until further notice.

84.5 Fidelity Insurance Guarantee Resolved to accept the adequacy of the above.

85/03/20 Planning Matters 85.1 Resolved to Note Permission Notices Received FUL/2019/0260 West Croft Kirkbampton - Change of use of external store into residential annex/holiday accommodation

85.2 New Applications FUL/2019/0033 Holly Croft Kirkbampton Carlisle - Demolition of dwelling and garage buildings and erection of 5no terraced dwellings SK Resolved to respond with “no representations”.

HOU/2020/0042 Hewson House Oughterby Carlisle - Demolition of attached barn and erection of attached single storey extension Resolved to question whether the extension will be for domestic or business purposes and object to the application should any commercial SK plans be evident. Also, to request that conditioning is put in place to protect the adjacent telephone box that belongs to the Parish Council.

86/03/20 Police Matters No update was available.

87/03/20 Highways Matters 87.1 Updates Illuminated Speed Signage No update regarding availability was available.

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Resolved: The Chair and Cllr Ekins-Parnell are to undertake a site visit to JA/ determine the best site for location. SE-P

White line repainting Resolved that the Clerk will write to Highways to thank them for a well- SK done job.

30mph location on the road to Watchtree No update was available although the Clerk had requested the matter be re-raised due to the time taken for response.

Drainage Issues between Kirkbampton and Oughterby The water is now flowing correctly therefore the issue appears to be resolved.

Road Works on U2012 Works on the above remaining ongoing.

A variety of potholes were also noted although these are all listed on the Highways portal.

87.2 Footway Lighting Confirmation of the costs of the above had been received from Allerdale Borough Council, totalling £1541.11 annually. It was agreed that this will be added into the budgetary calculations at precept setting time in November, ready for its implementation in April 2021.

Borough Councillor V Hodgson entered the meeting at 8.14pm.

88/03/20 Village Matters 88.1 Community Defibrillators Ongoing issues with the electricity supply to the phone boxes in Oughterby and Little Bampton were noted. A visit from the Community Heartbeat Trust is anticipated and Borough Cllr Hodgson offered to investigate the issue with Electricity North West. It was also agreed that the Chair along with Cllrs Ekins-Parnell and Heggie will act as the defibrillator guardians to undertake the weekly checks.

88.2 Community Plan The Chair and Cllr Ekins-Parnell had met and agreed changes to the previous questionnaire. A draft was circulated, and it was agreed to proceed with distribution with a £25 prize draw as incentive to return. Resolved that the Clerk will forward details of the Council printers to Cllr Ekins-Parnell and to agree expenditure of £25 on a suitable gift card for SE-P the draw.

88.3 Notice Boards The matter will be further considered at the May meeting.

88.4 Oughterby Village Green Trees Resolved to proceed with tree coppicing prior to the end of March at a cost of £136.00.

88.5 Wheelie Bin Stickers It was noted that some stickers were not displayed therefore it was agreed

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that a reminder will be placed in the next parish magazine. The Chairwoman stated that she would establish which waste bins did not have the stickers displayed and then attach a sticker to the Waste Bins that still JA need them. It was also queried whether a bulletin update should be circulated alongside the community plan questionnaire?

89/03/20 Reports from County and Borough Councillors Borough Cllr V Hodgson informed Cllrs about the following: • There will be an average 3.91 percent council tax rise for residents • No increase for councillor payments has been agreed • Mike Johnson has been elected as leader for Allerdale • Garden waste is being collected again but printed calendars will not be issued • Issues have been noted with the quality of blue lidded bins • Consideration is being given to charging residents for replacement waste bins • Waste collections have been brought in-house to reduce costs • Market provision has been also brought in-house • The Community stadium plans continue to move forward

Cllr Newstead left the meeting at 8.59pm.

90/03/20 Councillor Matters No matters were raised.

91/03/20 Schedule of Correspondence previously circulated A schedule of correspondence, notices and publications received since the last meeting was noted.

92/03/20 Date of Next Meeting Resolved that the next meeting of the Parish Council be held on Monday 11th May 2020 in Kirkbampton Village Hall. The meeting will begin directly after the closure of the Annual Parish Meeting which will begin at 7.15pm.

Agenda items to be submitted to the Clerk no later than Friday 1st May 2020.

There being no further business the Chairwoman closed the meeting at 9.04pm.

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KIRKBAMPTON PARISH COUNCIL Chairman: Cllr. J Alexander Acting Clerk: Sarah Kyle, Hill House, Walton, Brampton, Cumbria, CA8 2DY Phone: 01228 231124 Email: [email protected]

Addendum Protocol added to Standing Orders on 18 May 2020 Attendance 1. To attend any virtual, electronic or digital meeting, a Member must be able at that time:

a. to hear, and where practicable see, and be so heard and, where practicable, be seen by, the other members in attendance,

b. to hear, and where practicable see, and be so heard and, where practicable, be seen by, any members of the public entitled to attend the meeting in order to exercise a right to speak at the meeting, and

c. to be so heard and, where practicable, be seen by any other members of the public attending the meeting

Protocol for the Meeting 2. Members should connect to the Meeting shortly before the allotted commencement time and check that their connection is operational.

3. Each vote will be a roll call vote or by a show of hands, while the minutes will record the decision of the meeting.

Members with a Disclosable Pecuniary Interest in a Matter 4. Any Member with a Disclosable Pecuniary Interest in any particular matter must disconnect from the Meeting for that particular item. The Meeting will pause for up to five minutes for the said Member to reconnect once the matter has been dealt with.

Confidential or Exempt Items or Issues 5. When confidential, or “exempt” issues are under consideration. The Chair and Members should ensure that there are no members of the public at remote locations able to hear or see the proceedings during such meetings. Any Remote Member should confirm, prior to participating in any confidential and/or exempt item of business, that they are in a secure private location and that no one else is able to hear the proceedings from the device being used by that Remote Member and that no recording is being made. Any member in remote attendance who failed to disclose that there were in fact persons present who were not so entitled will be in breach of their Code of Conduct responsibilities.

Connection Problems 6. If, during the course of a Meeting, it becomes apparent that a Member is no longer in attendance, the Meeting will be paused for a period of up to five minutes to re-establish their attendance.

7. After the five-minute period, if it has not been possible to re-establish the attendance of the particular Member:

a. If the Meeting remains quorate, the Meeting continues. b. If the Meeting is inquorate, it will be adjourned until a suitable alternative time.

8. In circumstances when a Member re-joins part way through a re-commenced matter in a quorate Meeting and have missed part of the debate: councillors must take a view as to whether they are sufficiently informed to properly cast their vote.

Public/Other Participants 9. For those meeting which require some public or other participation, at the relevant item, the Meeting will be paused until such time as those other involved persons are able to so participate.

10. If a technical matter prevents the relevant participant from attending then the Chair will make a decision as to whether they are able to put forward the person’s contribution (e.g. a question).

KIRKBAMPTON PARISH COUNCIL Chairman: Cllr. J Alexander Acting Clerk: Sarah Kyle, Hill House, Walton, Brampton, Cumbria, CA8 2DY Phone: 01228 231124 Email: [email protected]

19 March 2020

COVID-19 PANDEMIC WORKING ARRANGEMENTS

To allow the Council to operate on a minimum requirement basis, the following items are delegated to the Clerk for the duration of the COVID-19 pandemic.

Planning Applications

• After consultation with a minimum of 4 councillors, a summary response will be circulated to all Councillors for comment prior to submission to Allerdale Borough Council by the Clerk. All responses made will be noted and ratified at the next full Council meeting.

Finance

• All standard recurring payments listed as line items on the budget will be paid by the RFO at the appropriate time to prevent any late charges, such as salaries, printing costs, licences and IT services etc. All payments to be authorised by a minimum of 2 councillors by e-mail prior to payment. All payments will be formally authorised by the full Council at the next full Council meeting.

• At the end of the financial year, the RFO will prepare the end of year accounts in accordance with normal procedures and circulate to all of the Councillors. If necessary, if deadlines are not extended nationally, on the acceptance of a minimum of 4 councillors, they will be signed by the RFO/Clerk and Chairman as applicable for submission to the external and internal auditors. The accounts will be accepted by resolution at the next full Council meeting.

Responses to other Communications

• The Clerk will circulate at the earliest opportunity, any communication from any 3rd Parties which would normally be presented at a meeting for consideration by the Council. The Clerk will circulate the summary response to the full Council prior to responding to the 3rd Party. It will be ratified, where appropriate, at the next full Council meeting.

Appendix A

Financialy Year 2020/21 PAYEE DETAILS AMOUNT CHQ Sarah Kyle April & May Salary £ 466.84 596 HMRC April & May PAYE £ 116.60 595 CALC Subscription £ 154.87 594 Came & Company Insurance £ 218.00 593 DM Payroll Payroll £ 73.00 597 £ 1,029.31

Bank Reconciliation 30.04.20 Brought Forward £ 7,077.98 Total Receipts £ 4,375.00 Total Expenditure £ 1,029.31 Balance 30.04.20 £ 10,423.67

Balance at Bank £ 11,452.98 less outstanding chqs £ 1,029.31

Balance 30.04.20 £ 10,423.67

Appendix B – Clerk’s Report

83.3 VE Day

Consideration was given to commemorating the above on 8th May, however, plans were not progressed due to the COVID-19 pandemic.

84.1 Bank Account

A bank account has now been opened with Unity Bank and arrangements are being made to transfer the existing Cumberland account to them. All payments going forward are able to be made electronically.

Highways Matters

87.1 Updates

Illuminated Speed Signage No update regarding availability is available and the matter remains ongoing.

White line repainting

The Clerk wrote to Highways to thank them for a well-done job.

30mph location on the road to Watchtree

No update is available.

88.3 Notice Boards

The matter will be further considered at a future meeting.

88.4 Oughterby Village Green Trees

Works were completed prior to the bird nesting season.

88.5 Wheelie Bin Stickers

No update is available as to whether any bins still require stickers.