March 2020 Minutes (24th)
A Meeting of Metheringham, Sots Hole and Tanvats Parish Council was held on Tuesday 24th March 2020 via a Conference Call due to COVID 19 and not being able to meet in line with Government guidance on group gatherings and social distancing.
Participating:
Councillor S Wilson (Chairman) Councillor N Byatt Councillor R Grummitt Councillor I Holmes Councillor J Parr Councillor D Parry Councillor S Peek Councillor S Walker
Apologies: Councillor D Temple
Clerk: Karen Steels-Tallett
Councillor Parry chaired the Call as the host.
The purpose of the Call was to decide how the Council are to conduct meetings going forward whilst the Country is in lockdown due to Coronavirus and not being able to meet in line with Government guidance on group gatherings and social distancing.
Councillor Wilson commented Conference Calls could be held to carry out business at a manageable level. Notes would be taken as a record and voted on at the first available opportunity.
Councillor Holmes commented that in line with the NALC / LALC guidance received, video conferencing would be acceptable.
Councillor Parry commented, that NALC / LALC guidance was that any decisions taken by the Council during a Conference Call were unlikely to be challenged.
Councillor Byatt commented that the feedback from NKDC was that they are pressing the Government for guidance. Any fast moving decision making needs to be considered. NKDC are expecting Parish Councils to be involved with the Lincs Resilience Forum and to take on a roll, which should not be too onerous.
Councillor Walker commented, Conference Calls were a good solution in these difficult times, but an agenda is needed.
Councillor Peek commented, she was agreeable with Conference Calls and an agenda for discussion.
Councillor Parr commented, he was happy with Conference Calls and they should be streamlined.
Councillor Grummitt commented, he was happy with either Conference Calling or Video Conferencing.
1. Proposal: to resolve that the Clerk is requested to put in place Conference Calling / Video Conferencing. Proposed by Councillor Wilson, seconded by Councillor Walker and all were in favour. The Clerk was requested to instigate the arrangement and inform Councillors when this was in place.
2. Proposal: to resolve to dissolve power to the Clerk to carry out current business up to the sum of £5,000, but not extended to new business. Proposed by Councillor Holmes, seconded by Councillor Byatt and all were in favour.
3. Proposal: to resolve to form a short-notice decision making group. LALC guidance suggests that the Clerk along with the Chairman and Vice Chairman be authorized to make decisions on behalf of the Council for fast moving decision making. Councillor Holmes commented that the Council were under no obligation to elect a Vice Chair and objected to the proposal on a restricted basis. Any decisions made should be made by a quorum of 3 Councillors.
Councillor Byatt asked if weekly Conference Calls were required for fast moving decisions.
Councillor Parry put a question to Councillor Byatt; what are the guidelines for fast moving business? Councillor Wilson commented it was a matter of trust. Councillor Holmes asked the question with regards to the collaboration with MISH (Metheringham Isolation Help) should be covered by a fast moving committee and we should help where possible whether it be routine or fast moving and follow Government guidelines. Councillors Walker, Peek, Parr, Grummitt were all in agreement that any decisions made should be quorate.
Councillor Byatt proposed the Chairman, Vice Chairman and 1 other Councillor be allowed to make decisions on behalf of the Council. Councillor Wilson proposed any 3 Councillors be allowed to make decisions on behalf of the Council. Councillor Holmes proposed that the Chairman plus 2 Councillors who were available at the said time be allowed to make decisions for fast moving decisions but not routine decisions. It was resolved that the Chairman plus 2 Councillors available at the time of the decision needing to be made be allowed to make decisions on behalf of the Council seconded by Councillor Walker and this was carried by the majority.
Councillor Holmes requested that if fast moving decisions are required to be made, all Councillors should be messaged and those available at the time would respond. It needs to be clear what Councillors are being asked to vote on as a fast moving decision and what should go to the weekly Conference Call. Decisions can only be made as a collective.
Councillor Wilson commented that the Play Parks, Skate Park and Public Toilets had now been closed to the public.
Both the handyman and litter picker are now self-isolating for personal reasons.
Councillor Byatt read out an announcement just received outlining the Government’s amendment to the Coronavirus Bill which was passed 23rd March 2020 which permits meetings to be held without any or all of the participants being in the same place. This applies to Parish Councils and is extended until 07th May 2021.
Proposal: to resolve that Conference Calls are held on a weekly basis with the agenda been posted with the 3 clear days’ notice. Proposed by Councillor Walker, seconded by Councillor Holmes and all were in agreement.
All decisions made remotely will be noted and ratified at the next meeting, whenever that may be.
Notes will be published on the website for the public to see in line with transparency and to evidence that the Council is continuing with business in the best way that they can.
The Call ended at 17.54.