Welcome to 2021. This year within our monthly Training Newsletter, we will feature a topic or two that comes to our attention through our advice lines and our training courses or indeed when we spot something on council websites. We hope you’ll find this a useful refresher.
AGENDAS - DEALING WITH CONFIDENTIAL ITEMS THE LEGAL WAY
Local Councils often need to consider confidential items at their meetings and the law allows for members of the press and public to be excluded for consideration of that item. However, there is no automatic right to exclude and Council must first consider a motion to agree to this exclusion. This motion must be clearly listed as an agenda item preceding the listed confidential item.
Here is an example of appropriate wording for your agenda:
To consider excluding the public and press (for item 2)
To consider excluding the public and press for item (2) because their presence would be prejudicial to the public interest due to the confidential nature. In accordance with Public Bodies (Admissions to Meetings) Act 1960 s1 (2)
Personnel issues
To consider recommendations of staffing review report.
One more tip:
Use the correct terminology. ‘In camera’ is a term associated with courts and in particular a discussion in the private chambers of a judge. It has no relevance in local councils and its use could be seen as a decision to exclude press and public has already been made in advance of the meeting, which would contravene the legal obligations laid out in the legislation.
MINUTES AND CONFIDENTIAL ITEMS
Local Councils must ensure their meeting minutes are open for inspection by the public. Specifically, LGA 1972, s228 provides no scope for ‘confidential minutes’ of local council meetings. Care is needed when composing the minute of a confidential item to ensure that the agreed decision is clear and unambiguous, whilst ensuring confidentiality of the subject(s) of the item.
More information can be found on The Clerk’s Manual 2019, available to purchase direct from the SLCC website.
THINGS TO DO IN JANUARY & FEBRUARY
Ensure the Precept request is submitted – time sensitive!
VAT return for the quarter
Review and dispose of records accordingly – a job that can be very satisfying
Reflect, Review and Plan ahead – check your policies
Consider date for the Annual Parish Meeting (must be between 1 Mar to 1 Jun) – invitations to outside organisations? Covid restrictions may still have an impact, but still good to plan and Zoom can be your fallback venue
Chase any debts prior to end of year – always good to close the books cleanly with no unpresented cheques.
FOIA/EIR Essentials for Parish and Town Council Clerks and Councillors
Tuesday 26 January, 10am-12pm
GDPR Essentials for Parish and Town Council Clerks and Councillors
Wednesday 27 January, 7pm-9pm
Time Management for Clerks
Tuesday, 2 February, 6.30pm - 8pm
Is your Council the sole trustee of a Charity? Focusing on Administration
Tuesday, 9 February, 2.30pm-4pm
Preparing the file for the Internal Auditor with Pauline James
Tuesday 2 March, 2.30pm-4pm
Preparing the AGAR with Pauline James
Thursday11 March, 2:30pm - 4pm
Don’t forget you can also book your place on Steve Parkinson courses too, visit his booking site for more details.
He’s got year-end accounts courses scheduled for March and VAT courses in April and May – book early for these.
CLERK NETWORKING - OUR CAFE CLUSTERS HAVE GONE ONLINE!
For the moment it will need to be virtual cakes, but the upside is that our waistlines will be in good shape for the summer. Our weekly Wednesday clerk conference calls have been of great value to Clerks and us, now for 2021, we’re developing them in response to your requests and feedback. They will move to 1st and 3rd Wednesdays of the month and each month we will have a topic on one and a free-flow discussion on the other. We’ll put these on our booking system – they are still FREE to attend, but booking your place keeps us organised!
Starting this month, our first topic is all about managing empty buildings with Ross Bullard. Wednesday 20 January at 2pm. Book here
Click here to access news from Breckland Council
Click here to access news from Borough Council of King's Lynn & West Norfolk Click here to access news from Broadland District Council Click here to access news from Great Yarmouth Borough Council
Click here to access news from Norfolk County Council
Click here to access news from North Norfolk District Council
Click here to access news from South Norfolk Council
