All Councillors are summoned to a

BURTON OVERY PARISH COUNCIL MEETING

on Wednesday 28th February at 7.30 p.m. in the village hall 1. Apologies for absence 2. Questions from members of the public 3. Declarations of Members interests 4. To approve as a correct record the minutes of the meeting held on Wednesday 17th January 2018 5. Matters arising and not on the agenda 6. United Charities Burton Overy – to appoint two Representative Trustees – welcome J. Swain 7. Planning – to consider a. Ref. No: 18/00162/FUL - Scotland House Lower End, Scotland Lane b. Ref. No: 18/00153/TCA - 1 Baileys Lane c. Ref. No: 18/00206/TCA - White House Farm, Back Lane d. Manor House Farm house – to discuss e. Strategic Growth Plan – to note dates of public information events & to receive feedback from CPRE event Appendix A 8. Planning decisions – to note a. Ref. No.17/01247/OUT - Land Rear Of Kings Orchard Scotland Lane – Refused

b. Following a positive referendum result Harborough District Council is publishing its decision to 'make' The Kibworths Neighbourhood Development Plan part of Harborough District Councils Development Plan in accordance with Regulation 19 of the Neighbourhood Planning (General) Regulations 2012.

9. Finances a. Payments – Parish online (access to mapping) & 2 Commune (website hosting). b. To note payment of £36 (CPRE annual membership) made between meetings c. On-line bank statement to note direct debit payment to Plusnet (Broadband) & standing order (Clerk’s salary) Appendix B d. Transfer of funds to the Treasurer’s Account – to approve e. Internal audit arrangements – to consider appointing LRALC internal audit service Appendix C f. Individual Councillor webmail accounts –to consider 10. Neighbourhood Plan – to receive an update

11. Data protection – First draft audit of personal data held – to consider Appendix D

12. Correspondence – To consider action necessary - LRALC 2018 Newsletter No. 1, Summary of council policies and procedures Appendix E

13. Items for the next Agenda – Tree warden role, Annual reviews of Standing Orders, Financial Regulations, Code

of Conduct The date of the next meeting is 21.03.18 THE PUBLIC ARE WELCOME TO ATTEND ALL MEETINGS OF THE PARISH COUNCIL ALL APPENDICES MAY BE SEEN ON THE WEBSITE OR BY APPLICATION TO THE CLERK Kate Barker Clerk to the Council 23.02.18 Tel 07827 797125 www.burtonoverypc.org.uk e-mail: burtonoverypc@gmail.com

Appendix ALeicester and Leicestershire Strategic Growth Plan

A series of consultation events have now been organised in the district. These events will be drop-insessions open to members of the public, with Officers available to answer questions. The events areset out below:

Date Time VenueWednesday 21st

February 20185.30pm - 8pm Hill Court

Main StreetBushbyLE7 9NY

Tuesday 27th February2018

5:30pm – 8pm Council Chamber,Harborough DistrictCouncil,Adam & Eve StreetMarket HarboroughLE16 7AG

Thursday 1st March2018

5:30pm – 8pm Parish Council OfficesStation Road,Broughton Astley, LE96PT

Saturday 3rd March2018

9:30am-12pm Wycliffe RoomsGeorge StreetLutterworthLE17 4ED

Saturday 3rd March2018

1:30pm-4pm Village HallMain StreetGreat GlenLE8 9GG

Further information is available here:http://www.harborough.gov.uk/news/article/941/have_your_say_on_how_county_will_grow andon the Strategic Growth Plan website here: www.llstrategicgrowthplan.org.uk.

In addition, static display boards are currently being produced and these will be made available in alllibraries in the district from the end of next week.

Leicestershire & RutlandAssociation of Local CouncilsJubilee Hall, Stadon Road, Anstey, Leics, LE7 7AYTel 0116 235 3800Email admin@leicestershireandrutlandalc.gov.ukwww.leicestershireandrutlandalc.gov.uk

Supporting Local Councils in Leicestershire & Rutland

26th January 2018

Dear member council,

LRALC Internal Audit Service

From April 2018 LRALC will be offering an Internal Audit Service (IAS) to local councils inLeicestershire and Rutland. We are writing to you as your council has expressed aninterest in the service and we are now ready to accept formal requests to join the scheme.

The fees for 2018-19 are as follows:

Electorate banding (number of electors) Annual Fee for Internal Audit Service0-150 £95150-500 £170500-1000 £2101000-3000 £2503000-5000 £3205000-10000 £400>10000 £440

The primary aim of the service is to deliver a high quality, rigorous, benchmarked InternalAudit service. As such we do not expect to be the cheapest, but we certainly aim to provideexceptional value for money.

Councils purchasing the IAS from LRALC will be provided, on an annual basis, with anaccredited auditor who is a member of the LRALC panel of auditors.

LRALC’s panel of auditors will be chosen via a selection process that confirms professionalknowledge and competence, one of the two core requirements for internal audit identified inThe Practitioner’s Guide. Auditors will be familiar with local council operations and the"proper practices" which apply to the sector and will provide a year-round audit service tothe local council.

Operation

All auditors selected to be on the panel will be:

1. Legally appointed by and therefore responsible and accountable, first and foremost,to the parish or town council.

2. Self-employed and engaged annually under a contract for service by LRALC.

3. Covered by LRALC’s professional indemnity insurance. Although not a legalrequirement, it is increasingly recommended that local councils consider theadvantages of appointing an internal auditor who carries PI Insurance.

4. Required to operate within LRALC’s quality assurance system that includes use ofthe audit check list and template audit report provided by LRALC.

5. Required to attend three IAS review meetings annually convened by LRALC (datestbc) for CPD and quality / peer review purposes.

6. Councils joining the scheme will be invoiced in advance alongside the LRALC/NALCmembership fees for the period (i.e. April each year).

Joining the scheme

If you wish to formally join the scheme from 1st April 2018 please complete the attachedform and return it to the LRALC office by post or email (see details on form). The deadlinefor joining the scheme for the 2018-19 year is Friday 23rd March 2018.

Please remember that by law only a resolution of a council meeting can appoint aninternal auditor, please ensure that your council has appointed the “LRALC InternalAudit Service” as its internal auditor.

We look forward to hearing from you.

Yours faithfully,

Jake AtkinsonChief ExecutiveLRALC

Leicestershire & RutlandAssociation of Local CouncilsJubilee Hall, Stadon Road, Anstey, Leics, LE7 7AYTel 0116 235 3800Email admin@leicestershireandrutlandalc.gov.ukwww.leicestershireandrutlandalc.gov.uk_____________________________________________________________________

_________________________________________________________________Supporting Local Councils in Leicestershire & Rutland

LRALC INTERNAL AUDIT SERVICE – APPLICATION FORM

Name of Clerk

Name of Parish or TownCouncilAddress

Telephone Number

Email address

Electorate (please leaveblank if unsure)

I confirm that the above named Parish/Town Council wishes to join the LRALC Internal AuditService scheme from 1st April 2018. This was formally agreed by resolution at the PCmeeting held on _________________________________.

Signed……………………………………………………………………………….

Proper Officer to the Council

Draft Parish Council Personal Data Audit – Appendix D

Personal data is information about a living individual which is capable of identifying that individual.

Processing is anything done with/to personal data, including storing it.

The data subject is the person about whom personal data are processed.

A Privacy Notice is a way of providing transparent and accessible information to individuals about how you will use their personal data.

Description Why is the data held and what is it used for

Basis for processing data

Who holds the data and who can access it?

What security controls are in place?

How long is data kept for?

Is this covered by a privacy notice?

ACTION REQUIRED

Current & former employee details – name, address, date of birth, sex, national insurance number & tax code

Payroll Consent given at time of appointment

Clerk, HMRC & internal auditor

Password secured PC laptop & backed up to external hard drive in lockable filing cabinet. Auditor has Professional Indemnity.

3 years after employment ceases

No Write privacy notice

Currant & former employee terms & conditions, appraisals & any disciplinary action

Grievances? Consent given at time of appointment

Chairman ? 3 years after employment ceases

No Write privacy notice

Councillor details outside public domain – banking applications

To update signatories on bank accounts

Consent given at the time

Clerk, bank Paper record until mandate updated

Destroyed securely after bank mandate updated

No Write privacy notice

Complainents & enquirers – identifying information, sometimes sensitive.

To respond to complaint, query

Consent Clerk, Councillors Password secured PC laptop & backed up to external hard drive in lockable filing cabinet. Also clerk and councillors personal computers.

No Write privacy notice

Residents email addresses

Contact list Consent – original document explaining what the information was to be used for, how stored and rights of removal etc should be kept.

Clerk Password secured PC laptop & backed up to external hard drive in lockable filing cabinet.

Consent document kept as long as list used for purpose described.

?

N.Plan data?

Cookie tracking

To improve efficiency of website

Implied consent? 2commune 2commune ? Yes Update needed for May

1

Leicestershire & Rutland Association of Local Councils Local Council Documents & Policies To assist our member Councils in achieving consistency and ensuring regulatory compliance, we have compiled the following list of documents and policies that all Councils, however large or small, should have in place.

We at LRALC can provide you with further advice in relation to each item below and, in several cases, templates to work from so you do not need to draft the documents from scratch. Please note that this list not exhaustive and additional items may be needed depending upon each Council’s particular requirements.

Please note that all Councils with a turnover of less that £25,000 have an additional set of obligations as set out in the Transparency Code for Smaller Authorities. For further details of these additional requirements, please see page 4 below.

2

Mandatory/ Required by Law Guidance () Financial Regulations Rules that regulate the Council’s financial

affairs and accounting procedures. Template available from LRALC.

Y

Formal record of all minutes Formal record of the Council’s decisions and resolutions kept in hard copy indefinitely.

Y

Code of Conduct Confirmation of the obligations of Councillors when representing the Council. Must be set by each council. Template available through LRALC.

Y

Up to date Registers of Interest Required for each Councillor and a copy to be held by the Monitoring Officer. Y

Publication Scheme under the Freedom of Information Act

Including information that the Council is routinely and proactively required to make available to the public. Template available through LRALC.

Y

Accounting Statements and supporting material including Asset Register and Insurance Policy

Councils must use the “proper practices” (to be found in “Governance and Accountability for Local Councils; A Practitioner’s Guide”) to apply the accounting and audit regulations which govern accounting and audit practices and financial management of a council.

Y

Budget All Councils have a legal duty to prepare a meaningful budget for their council and this must be approved at a full Council meeting.

Y

Written statement of Particulars of Employment

Employer to issue within two months of employment. Template available from LRALC.

Y

Risk Assessment Local councils are required under s.3 of the Accounts and Audit Regulations 2015 to demonstrate effective arrangements for the management of risk. A written risk assessment is the best way of achieving this. The risk assessment should cover all council facilities and services, detailing the level and likelihood of risk and the mitigating steps to be taken to lower risk to an acceptable level.

Y

Data Protection Policy Councils are legally required to demonstrate compliance with the General Data Protection Regulation (GDPR) principles of transparency and accountability. This can be achieved through a Data Protection Policy which documents the Council’s lawful basis for processing personal data.

Y to be revised

Record of Exclusive Rights of Burial This record of grants is mandatory for burial authorities only. N/A

3

Highly Recommended for Best Practice

Guidance ()

Standing Orders Written rules of a local council – template available from LRALC. Y

Job Description and Employment Procedures (including Recruitment Policy, Induction and Appraisal Arrangements etc.)

Templates available from LRALC.

Grievance & Disciplinary Procedure

Template available from LRALC. Training Policy Outlining training needs of staff and

Councillors. Template available from LRALC.

Schedule of meeting dates Setting out Council and Committee meeting dates for the year ahead. Y

List summarising all Council deeds and leases

Stating location of original documents. N/A Equality & Diversity Policy A policy setting out how the Council

complies with equality legislation. Health & Safety Policy To include policies on fire procedure,

computer screen usage, work station setup etc. and to include staff working from home.

Complaints Procedure Template available from LRALC. Record of play equipment

inspections Record of inspections (including weekly and annual) and certification. To include details of contractor qualifications and insurance if applicable.

N/A

Terms of Reference for Committees and Working Parties

If applicable. N/A

Members’ Allowances Policy If applicable. N/A Register of Graves, Register of

Burials, cemetery charges and cemetery plans

For burial authorities only. N/A

Schedule of Allotment Fees, Tenancy Agreements

For Councils running allotments only. N/A

4

Transparency Code for Smaller Authorities Designed to increase democratic accountability in local councils, the Transparency Code for Smaller Authorities applies to all Councils with an annual turnover of less than £25,000. The Code replaces the need for these Councils to undergo a routine external audit but requires the online publication of key spending and governance information so that electors, council tax payers and ratepayers can examine the council’s financial information and hold the council to account by exercising their right to question and make objections to the auditor. The information is to be published on a website which is publicly accessible and free of charge, according to the following timescales:

1. On the first occasion, not later than 1 July 2015; and thereafter, 2. Not less than annually and not later than 1 July in the year immediately following the accounting year

to which it relates: The material to be published can be found in the DCLG Transparency Code for Smaller Authorities (published December 2014) and can be summarized as follows: Document Guidance ()

All items of expenditure above £100

For each individual item of expenditure, the following information must be published:

Date the expenditure was incurred; Summary of the purpose of the

expenditure; Amount; Value Added Tax that cannot be

recovered.

Y

End of Year Accounts The statement of accounts should be signed and in the format included in the Annual Return. It should be accompanied by:

A copy of the bank reconciliation for the relevant financial year;

An explanation of any significant variances (e.g. more than 10-15 percent) in the statement of accounts for the relevant year and previous year;

An explanation of any differences between ‘balances carried forward’ and ‘total cash and short term investments’, if applicable.

Y

Annual Governance Statement The annual governance statement should be signed and in the format included in the Annual Return form. Any negative responses to governance statements should be

Y

5

explained and include details of how any weaknesses will be addressed.

Internal Audit Report The internal audit report should be signed and in the format included in the Annual Return. Any negative responses to the internal controls should be explained and include details of how any weaknesses will be addressed. Any ‘not covered’ responses to internal controls objectives should also be explained.

Y

List of Councilor or Member Responsibilities

This should include: Names of all Councilors or members; Committee or board membership and

function (if Chairman or Vice-Chairman);

Representation on external local public bodies (if nominated to represent the authority).

Y

Location of Public Land and Building Assets

This includes a list of all public land and building assets – either in its full asset and liabilities register or as an edited version. The list should include:

A description (what it is, including size/acreage);

Location (address or description of location);

Owner / custodian, e.g. the authority manages the land or asset on behalf of a local charity;

Date of acquisition (if known) Cost of acquisition (or proxy value); Present use.

N/A

Minutes, Agendas and Meeting Papers of Formal Meetings

This requires: 1. The publication of draft minutes

from all formal meetings not later than one month after the meeting has taken place;

2. Publication of meeting agendas and

associated meeting papers not later than three clear days before the meeting to which they relate is taking place.

Y

Important Note: The Government has made available a £4.7 million Transparency Fund available to all Parish Councils with an annual turnover of less than £25,000. The fund is intended to provide the support, training and guidance needed to ensure Parish Councils are compliant with the Transparency Code for Smaller Authorities and up-to-speed with the requirements of the digital age. The fund has been available since April 2015 and will be available until April 2018 – please contact LRALC at the earliest opportunity if you have not yet taken advantage of this funding opportunity.