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The Parish Council

The Parish Council exists to represent the interests of the local community both within the village and externally to the Bradford on Avon Area Board and to Wiltshire Council.

Responsibilities of the Parish Council include:

  • Meetings are every six to eight weeks (please see the community calendar).
  • Scrutinises Planning Applications
  • Makes grants to village projects and organisations
  • Debates issues affecting the village
  • Represents the village to Wiltshire Council, the Bradford on Avon Area Board and the Community Area Transport Group.

Everyone is welcome to attend Parish Council meetings which are held in the Village Hall.

Councillors

Your Parish Councillors are:

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Matthew Midlane (Chair) has been Chair of the Parish Council since 2015 and has been a Councillor for nearly ten years.  He first moved to the village in 1989 and after a long period away working, he returned in 2006.
Matthew can be contacted on 01225 859666 or on matt.midlane@gmail.com

adrian-moodie-monkton-farleigh

Adrian Moodie (Vice Chair) lives in Monkton Farleigh with his family.  He has been a Councillor for nearly four years.  wiltshirestonemasons@hotmail.co.uk

 

 

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Rachael McDonald lives in Monkton Farleigh.  rachaela.mcdonald@btinternet.com

 

 

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Andrew Tucker lives and works in the village with his family.  atuckermff@aol.com

Brian Marlow is a retired Veterinary Surgeon who has spent most of his professional life in and around Bath. He now lives in Farleigh Rise with his wife Marian. I am looking forward to being a full and active member of Parish Council particularly  in representing Farleigh Rise.

Contact details. 39 Farleigh Rise BA15 2QP

Tel: 01225 851389.        07585557273   brian.vet@gmail.com

Joy Spiers

Lives in Broadstones.  joyspiers94@gmail.com

Eleanor Warrington

Lives in Broadstones. eleanorboa@gmail.com

To see the Council’s Register of Interests click here registered interests.

 

The Parish Clerk is Sally Rowe

To contact the Parish Council email Sally.

Monkton Farleigh Privacy Notice-page-001Monkton Farleigh Privacy Notice-page-002

Accounting  Statements 2018

Accounting Statement 2017-2018

Bank Reconciliation 2017-2018

Bank Reconciliation 2017-2018

Annual Governance Statement 2017-2018

Annual Governance Statement 2017-2018

Analysis of Variences
Box 2 Annual precept was raised in anticipation of extra financial responsibilities in the next year
Box 3 Monkton Farleigh Parish council received 2 grants-
 £  2,500.00 Grant for Defibrillator
 £  2,261.00 Grant for Snow plough
Box 4 Clerk’s annual pay rise
Box 6 Payment for defibrillator  £  2,871.12 includes installation and paediatric pads
Payment for snow plough  £  2,761.20
Box 9 Defibrillator and snow plough added to assets

Internal Audit Report

Internal Audit Report 2017-2018

Accounting Statement 2017

 

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 Monkton Farleigh Parish Council Local Councils’ Model Publication Scheme
The following information will be available on this website:
Minutes of Parish Council Meetings (under “News” –Parish Council)
Procedural Standing Orders
Councils Annual Report to Parish Meeting (under “News” –Parish Council)
Code of Conduct
Annual Return form
Monkton Farleigh Parish Council has also selected the following options within the model
publication scheme for local councils to go on this website:
Agendas for forthcoming meetings (on the “Home” page)
Equal Opportunities Policy
The following information is with the Clerk:
Members Declaration of Acceptance of Office
Members Register of Interests
Terms & conditions of employment
Responses to planning applications.
Annual Statutory report by auditor (internal and external) – limited to the last financial year
Receipt/Payment books, Receipt books of all kinds, Bank Statements from all accounts – limited to
the last financial year
Precept request – limited to the last financial year
VAT records – limited to the last financial year
Assets register
Risk Assessments
Exclusions – all commercially sensitive information e.g. quotations and tenders, loan documentation
and insurance policies. With regard to quotations and tenders, this information is treated as
confidential to ensure that the whole tender process is fair i.e. if tender information is released to a
third party prior to the end of the tender period those who initially submitted tenders could be
undercut and/or unfairly disadvantaged.

Monkton Farleigh Parish Council Standing Orders

Councillors 1.1. Following election or co-option to the Council, each Councillor will be issued with a copy of the Code of Conduct and Standing Orders of the Council. They will sign the form of Declaration of Acceptance of Office in the presence of the Clerk of the Council, or of a Councillor who has been specifically designated by the Council for this purpose.

1.2. All Councillors will observe the Code of Conduct at all times when on Council business and no member will act in such a way that will bring the Council into disrepute, behave offensively in meetings or obstruct the Council’s business.

1.3. The Code of Conduct adopted by the Council will define when a Councillor will declare a personal or prejudicial interest in an item for discussion at a Council meeting. The Councillor will declare that interest and the nature of the interest at the earliest opportunity.

  1. Annual Meetings 2.1. If the Annual Meeting is in an election year it must be held within 14 days after that election. If it is not an election year then the annual meeting will take place on an appropriate day in May.

2.2. If the outgoing Chairman is available then he/she will preside until a new Chairman has been elected. The first business of the Annual Meeting will be the election of the Chairman (and Vice Chairman, if appropriate) and to receive their acceptance of office.

2.3. The retiring Chairman will report on the activities of the Council for the preceding year.

  1. Meetings 3.1. Meetings will be held in appropriate, accessible accommodation. Unless no other accommodation is available the meetings will not be held in premises used for the supply of alcohol.

3.2. An agreed frequency of meetings will be decided at the Annual Meeting and Councillors will be advised of the meetings by the issue of a summons and agenda delivered by post or by hand. The agenda may be delivered by email provided the Council has previously agreed to this. In any case the agenda must be issued at least three clear business days before the meeting.

3.3. Public notices will be posted in conspicuous places informing members of the public of the venue, time, date and business to be transacted at the meeting. The notice will be posted at least three clear working days before the meeting.

3.4. Meetings will be open to the public and press but they may be temporarily excluded from the meeting if the business is regarded as confidential.

3.5. Members of the public may speak at Council meetings at the discretion of the Chairman of the meeting.

3.6. The agenda for the meeting will be agreed by the Clerk, Chairman and Vice Chairman as appropriate. The agenda will always include an item to enable Councillors to declare interests. An opportunity for public questions will be made available immediately before the commencement of each meeting.

3.7. The Council may only take decisions on items clearly specified on the agenda; if agreed by the chairman, any urgent items which are not on the agenda may be discussed, but no decision may be made, at that meeting.

3.8. The Chairman of the Council will preside at the meeting and will be responsible for the conduct of that meeting. If the Chairman is not present then the Vice Chairman will preside. If they are not present then the first matter on the agenda will be the election of an appropriate Councillor who will chair the meeting. Whoever chairs the meeting will assume the duties of the Chairman for the meeting.

3.9. The quorum for the Council will be one third of the total Councillor places but in any case not fewer than 3. If there be insufficient members present then no business will be transacted and a fresh notice will be issued to reconvene the meeting at a later date.

3.10. If at any time during the meeting it ceases to be quorate then the meeting will be adjourned and any further business carried forward to the meeting when next convened.

3.11. Voting at the meeting shall be by a show of hands unless a majority of Councillors wants a ballot. Only the proposer and seconder will be recorded in the minutes unless a Councillor requests that their vote is noted. A Councillor may also request that the Clerk records how each Councillor has voted, including abstentions. Any request of this nature will be made before moving on to the next business.

3.12. In cases of equal votes the Chairman (or other person presiding) will have a second or casting vote.

3.13. A minute of the meeting will be kept by the Clerk or other nominated person in the Clerk’s absence. The minutes which are circulated will be draft minutes until they are approved by the Parish Council at their next meeting and signed by the person presiding at that meeting.

3.14. With regard to planning applications – if there is a personal interest a statement can be made to the Parish Council meeting but then the person must leave the meeting while discussions take place

Finance 3.15. Responsible Finance Office (RFO) 3.15.1.The Responsible Finance Officer is a statutory office and appointed by the Council. The Clerk of the Council will take on this role of managing the Council’s financial affairs in accordance with Proper Practices.

3.16. Estimates and Precept 3.16.1.The RFO will compile estimates of income and expenditure annually for the Council’s consideration. The Council will review the budget not later than the end of December in preparation for the precept being agreed, and submitted to the Collection Authority in January. During the year the budget will be reviewed against actual expenditure and income. Amendments to the budget will be discussed in Council and changes minuted.

3.17. Income and Expenditure

3.17.1.The RFO will supply regular updates of income and expenditure throughout the year and detail actual figures against estimate. Significant underspends or overspends will be brought to the attention of the Council and action taken to address any discrepancies. Underspent revenue will be identified and earmarked to reserves by a Council resolution.

3.18. Accounting and Audit 3.18.1.The RFO will determine all accounting procedures and financial records of the Council in accordance with the Accounts and Audit Regulations.

3.18.2.The RFO will complete the annual financial statements of the Council including the annual return as soon as practicable after the end of the financial year and will submit and report on them to the Council. The Council will review each year and ensure that there is an adequate, effective system of internal audit of the Council’s accounting, financial and other procedures in line with Proper Practice.

3.18.3.An Internal Auditor will be appointed by the Council to carry out the work required to comply with the Proper Practice. The person appointed will be competent and independent of the operation of the Council.

3.18.4.The RFO will submit the Annual Return to the External Auditor by the due date, ensuring the return is complete.

3.19. Banking Arrangements and Cheques 3.19.1.The Council’s banking arrangements, including the Bank Mandate, will be made by the RFO and approved by the Council. They will be regularly reviewed for efficiency.

3.19.2.A resolution of the Council will nominate at least three members to be authorised by the Council to sign cheques.

3.19.3.All items of expenditure will be authorised by the Council and the payments approved. The RFO will examine invoices and verify and certify the expenditure. Cheques will be completed for all transactions and signed by two authorised Councillors.

3.19.4.Any utility bill may be paid by Direct Debit provided that the instructions are signed by two authorised Councillors.

3.20. Loans and Investments 3.20.1.All loans and investments will be negotiated in the name of the Council and will be set for a period approved by the Council.

3.20.2.All borrowings will be in the name of the Council and will not be entered into until necessary approvals have been given. Any application will be approved by Council, especially the terms and purpose. These terms must be reviewed annually.

3.20.3.All investments of money under the control of the Council will be in the name of the Council and all certificates or other documents will be retained by the RFO.

3.21. Contracts and Purchase Orders

3.21.1.An official order or letter will be issued for all work or service paid for by the Council. All Councillors and officers are responsible for obtaining good value for money at all times. An officer placing an order on behalf of the Council will ensure that good value and appropriate terms are obtained for the transaction.

3.21.2.Orders for values £500 to £2000 require a minimum of two quotations; for values above £2000 three quotations are required. Contracts exceeding £50,000 require additional safeguards and will follow Proper Practice.

3.21.3.All estimates will be approved by the Council; while the Council is not obliged to accept the lowest quotation the reasons for accepting the quotation will be recorded.

3.22. Assets 3.22.1.The RFO will ensure that an appropriate and accurate Register of Assets is maintained by the Council. It will be reviewed at least annually, in conjunction with a health and safety inspection of assets if appropriate.

3.23. VAT 3.23.1.The RFO will promptly complete any VAT Return that is required. Any repayment claim due in accordance with the VAT Act 1974 section 33 will be made at least annually coinciding with the financial year.

  1. Insurance 4.1. Following the annual risk assessment the Council will review the level of insurance cover and ensure it is adequate and appropriate for the activities of the Council. Minimum cover will include Public Liability, Employers Liability, Money and Fidelity Guarantee.
  2. Risk Assessment 5.1. A risk assessment will be undertaken annually of all the activities of the Council and a report approved by the Council. This assessment will also cover the appropriateness of the internal audit arrangements. The Risk Assessment will be reviewed annually.

5.2. If the Council undertakes a new activity not covered by the existing risk assessment an assessment will be undertaken before the activity commences.

  1. Freedom of Information 6.1. The Council is subject to the Freedom of Information Act and has adopted the Model Publication Scheme for Parish Councils. The Clerk will ensure the Council conforms to the requirements of the Act allowing public access to the appropriate documents.
  2. Clerk to the Council 7.1. The Council may appoint a number of employees to assist it in the performance of its duties. The Council will appoint a Clerk to the Council which will be on an employed basis, unless the Clerk is a member of the Council, acting in an unpaid capacity.

7.2. The Clerk will act as the Proper Officer of the Council, and he/she will: receive the Declarations of Acceptance of Office and notices disclosing interests; sign documents on behalf of the Council and issue agendas and notices of meetings; receive and distribute plans and documents on behalf of the Council; and also advise the bank of changes to mandates with the bank.

7.3. The Clerk will act as Responsible Financial Officer or be responsible for managing a Finance Officer or other employees of the Council.

7.4. As an employee of the Council the Clerk is covered by employment legislation dealing with employment rights, discrimination in employment, unfair dismissal, redundancy and similar matters. The Clerk will therefore have a contract of employment stating the terms and conditions under which he/she is employed. This will effectively be administered by the Chairman or designated Councillor acting with the authority of the Council.

  1. Committees and task and finish groups 8.1. The Council from time to time may set up committees and task-and-finish groups to undertake work on behalf of the Council. The Council will set their Terms of reference, and they will report periodically to the Council.
  2. Emergency Business 9.1. Should it not be appropriate to convene a special meeting then any emergency business will be handled by the Clerk, in consultation with the Chairman and one other Councillor. Actions will be reported promptly to the Council.
  3. Alteration or Reversal of previous decisions 10.1. Decisions of the Council will not be revised within 4 months, except where a special item is placed on the agenda bearing the name of two Councillors, and is considered and approved by the Council.
  4. Standing Orders 11.1. These and any other standing orders will be reviewed annually by the Clerk and the Chairman, and any amendments will be decided by the Council.

11.2. During the course of meetings of the Council, the Chairman’s decision as to the interpretation of the standing orders will be final. In cases of doubt, the Council will seek the advice of the WALC.

11.3. The Council may resolve to suspend a Standing Order, in order to progress the business of the Council, and such decision will be included in the minutes. The suspension will not be taken lightly and it will be time-limited.

These Standing Orders were adopted by the Monkton Farleigh Parish Council at a meeting of the Council held on 11th January 2017.

 

 

 

Monkton Farleigh Parish Council Equality Policy

Monkton Farleigh is committed to eliminating discrimination and encouraging diversity amongst our workforce. Our aim is that our workforce will be truly representative of all sections of society and each employee feels respected and able to give of their best.

To that end the purpose of this policy is to provide equality and fairness for all in our employment and not to discriminate on grounds of gender, gender reassignment, marital status (including civil partnerships), race, ethnic origin, colour, nationality, national origin, disability, sexual orientation, religion or age. We oppose all forms of unlawful and unfair discrimination.

All employees, whether part-time, full-time or temporary, will be treated fairly and with respect. Selection for employment, promotion, training or any other benefit will be on the basis of aptitude and ability. All employees will be helped and encouraged to develop their full potential and thealents and resources of the workforce will be fully utilised to maximise the efficiency of the organisation.

Our commitment:

..To create an environment in which individual differences and the contributions of all our staff are recognised and valued.

..Every employee is entitled to a working environment that promotes dignity and respect to all. No form of intimidation, bullying or harassment will be tolerated.

..Training, development and progression opportunities are available to all staff.

..Equality in the workplace is good management practice and makes sound business sense.

..We will review all our employment practices and procedures to ensure fairness.

..Breaches of our equality policy will be regarded as misconduct and could lead to disciplinary proceedings.

Policy Adopted on 2nd September 2015

Review date September 2017

      Monkton Farleigh Parish Council Code of Conduct

You are a member or co-opted member of Monkton Farleigh Parish Council and hence you shall have regard to the following principles – selflessness, integrity, objectivity, accountability, openness, honesty and leadership.
You must promote and support high standards of conduct when serving in your public post, in particular as characterised by the following requirements, by leadership and example.
Accordingly, when acting in your capacity as a member or co-opted member:
1. You must act solely in the public interest and should never improperly confer an advantage or disadvantage on any person or act to gain financial or other material benefits for yourself, your family, a friend or close associate.
2. You must not place yourself under a financial or other obligation to outside individuals or organisations that might seek to influence you in the performance of your official duties.
3. When carrying out your public duties you must make all choices, such as making public appointments, awarding contracts or recommending individuals for rewards or benefits, on merit.
4. You are accountable for your decisions to the public and you must cooperate fully with whatever scrutiny is appropriate to your office.
5. You must be as open as possible about your decisions and actions and the decisions and actions of your authority, and should be prepared to give reasons for those decisions and actions.
6. You must declare any private interests, both pecuniary and non-pecuniary, that relate to your public duties, and must take steps to resolve any conflicts arising in a way that protects the public interest, including registering and declaring interests in a manner conforming with the procedures set out below.
7. You must, when using or authorising the use by others of the resources of your authority, ensure that such resources are not used improperly for political purposes (including party political purposes) and you must have regard to any applicable Local Authority Code of Publicity made under the Local Government Act 1986.  Members of the Parish Council will have regard to the Roles and Responsibilities of Wiltshire Councillors according to Appendix 1 and Wiltshire Council Behaviours Framework at Appendix 2 registering and declaring pecuniary and non-pecuniary interests
8. You must, within 28 days of taking office as a member or co-opted member, notify your authority’s monitoring officer of any disclosable pecuniary interest as defined by regulations made by the Secretary of State, where the pecuniary interest is yours, your spouse’s or civil partner’s, or is the pecuniary interest of somebody with whom you are living as a husband of wife, or as if you were civil partners.
9. In addition, you must, within 28 days of taking office as a member or coopted member, notify your authority’s monitoring officer of any disclosable pecuniary or non- pecuniary interests which your authority has decided should be included in the register.
10. If an interest has not been entered onto the authority’s register you must disclose the interest to any meeting of authority at which you are present, where you have a disclosable interest in any matter being considered and where the matter is not a sensitive interest.
11. Following any disclosure of an interest which is not on the authority’s register or the subject of pending notification, you must notify the monitoring officer of the interest within 28 days beginning with the date of disclosure.
12. Unless dispensation has been granted, you may not participate in any discussion of, vote on, or discharge any function related to any matter in whichyou have a pecuniary interest as defined by regulations made by the Secretary of State. Additionally, you must observe the restrictions your authority places on your involvement in matters where you have a pecuniary or non-pecuniary interest as defined by your authority.
Code of Conduct June 2012
Last updated: 10 July 2012