Present:                       Cllr Catherine Lack, Cllr Lucy Robb, Cllr Anne Booth, Cllr Nickey Pretty, Cllr Martin Smith

Also Present:               N Bush (Clerk),

Public Forum:              4 members of the public present

Meeting started 7.30 pm

23/014 Chair’s remarks.  - Cllr Lack introduced the new clerk.

23/015 Apologies for absence and reasons given. - Cllr H Weston Smith gave apologies. It was resolved to accept the apologies.

23/016 To receive any declarations of interest in accordance with the Localism Act 2011. – None

23/017 Review of format for recording accounts

1. Accounts for payment

The clerk presented the new format for the accounts for payment and the checking process of the invoices against the front sheet.Cllr AB then went through and checked the invoices against the front sheet.It was then resolved to accept the accounts for payment.

2. Accounts and Budget figures – the clerk presented the new format for the accounts and budget figures and explained that these will be produced at each meeting and any concerns with regards overspend will be highlighted
3. Earmarked Funds – referring to the Accounts for Budget document the clerk discussed the need for earmarked funds and discussed the areas that may need earmarked funds for future expenditure.
4. Bank Reconciliation – the clerk went through the bank reconciliation and the need for this to be carried out on a regular basis.  The timings of this to be confirmed at a later date.
5. Resolve to set up a direct debit for ICO & Wave  - the clerk explained that if the Data Protection fee is paid by Direct Debit the charge each year is £35 rather than £40 and asked if the Wave bill could also be set up as direct debit to ensure they are paid within the terms of the contract.  It was resolved that Direct Debit would be set up for these.

ACTION: Clerk to arrange payments as per the Accounts for Payment and set up Direct Debits for both ICO and WAVE.

23/018 Agreement and adoption of the following procedures

1. Standing Orders
2. Finance Regulations
3. Code of Conduct
4. Risk Assessment
5. Communications Policy
6. Social Media Policy
7. Data Protection Policy & Data Breach Policy
8. Discipline & Grievance Policy
9. Dignity at Work Policy
10. Complaints Procedure

The clerk outlined the aforementioned procedures in turn.It was resolved that the Standing Orders and Financial Regulations would be discussed at the next meeting giving the Councillors more time to read these in depth prior to adoption.

It was resolved to adopt policies C to J

ACTION: Clerk to upload adopted policies on the website along with a draft copy of the Standing Orders and Financial Regulations which would be added onto the next agenda.

23/019 To resolve on whether the Council will move into closed session to consider the following confidential staffing and legal matters in accordance with the Public Bodies (Admission to Meetings) Act 1960.

It was resolved to move into a closed session and the members of the public were asked to leave the meeting.

23/020 To agree and sign the Clerk’s contract of employment.

The Contract of Employment was agreed and signed by Cllr Lack and N Bush

Meeting Closed 9.30 pm

Date of next meeting:  16 March 2023 7.30 pm

Signed:                                                                                       (In the chair)

Please note:

• It is respectfully requested that items requiring clarification, or further information, be raised with the council before the next meeting.
• Items for consideration are issues that require a decision by the council and may need to be added to the agenda of a future meeting.
• Any requests for financial contribution from FPC should be directed to the council, in writing, via email or post, no less than two weeks prior to the next meeting: this will allow circulation to councillors so that full consideration can be given, and a decision reached at the meeting.

All contact details are available on the Folkingham Parish Council website:

Folkingham Parish Council – Folkingham Parish Council (lincolnshire.gov.uk)