March 2020 Minutes -Extraordinary Emergency Meeting
Minutes of the Extraordinary EMERGENCY EMAIL meeting of Market Rasen Town Council – Agenda issued 24th March 2020 with responses to be submitted to the Clerk no later than Friday the 27th March 2020
Responding:
Councillor J. Matthews (Mayor), Councillor J. Pilley, Councillor M. Lakin-Whitworth,
Councillor K. Bridger, Councillor C. Sirett, Councillor C. Turner ,Councillor J. Clark
Councillor S. Bunney , Councillor T. Smith
Collating:
Lucy Waller – Town Clerk and Responsible Financial Officer
Note:
Due to Government restrictions surrounding the Covid-19 pandemic, which prevented the holding of local council meetings, in line with advice from both the Lincolnshire and National Associations of Local Councils, the need to delegate the powers necessary for the essential running of the Council to the Clerk in conjunction with the Chairman and the Vice Chair was identified. Following the advice of the National Association of Local Councils an email vote to resolve these measures was held.
Responses were requested at 09:00 24th March 2020
1. Members’ Declarations of Interest
None received
2. Proposed by Councillor Matthews & Seconded by Councillor Bunney that the below delegations of power be put in place to enable Market Rasen Town Council to function for essential business and community support during the period of government advised social-distancing and self – isolation in relation to the COVID -19 Pandemic:
• The limit on the Clerk’s emergency expenditure is increased to £5000 per transaction temporarily – a full list of all payments to be presented to the Chairman & Chairman of Finance committee electronically for checks twice a month (at the time at which meetings would normally take place)
• Authority is delegated temporarily to the Clerk in conjunction with the Chairman & Chairman of the Finance Committee to authorise the instruction to payments subject to the Chairman & Chairman of the Finance committee having given electronic indication of approval. In the event of the Chairman or Chairman of the Finance Committee being unavailable, these duties to be passed to another nominated councillor.
• That the Town Council gives additional delegated authority for a period of no longer than 4 months (notwithstanding relative Government legislation or medical/relevant body advice or best/safe practice) to the Town Clerk and/or the Community Manager in consultation with the Chairman / Vice Chairman to:
i) Undertake day to day duties (wherever possible and within legal constraints and with the best intentions of public safety and to promote infection control) in order to minimise disruption to service provision and ensure business continuity;
ii) Undertake any additional duties necessary (wherever possible within legal constraints and with the best intentions of public safety and to promote infection control) in order to minimise disruption to service provision and ensure business continuity;
iii) Undertake decisive actions (within legal constraints and with the best intentions of public safety and to promote infection control) in respect of cancelling any meetings of the Town Council, its committees or working groups.
• That where, in any Standing Order or Financial Regulation of the Town Council where delegated authority is already given to the Town Clerk & RFO, such authority be also be delegated to the Community Manager as needed for a period of no longer than 4 months (or as circumstances dictate).
• That the Town Council gives delegated authority to the Town Clerk (in consultation with the Chairman/Vice Chairman to suspend any relevant Standing Order or Financial Regulation as necessary to ensure the smooth running and operation (wherever possible) of the Town Council for a period of no longer than 4 months (or as circumstances dictate), with the Town Clerk to compile and maintain a list of such suspensions and reasons which will be to be presented to a future meeting of Council for scrutiny.
• That the Town Council authorises the Planning Committee to deal with planning applications via email and gives delegated power to the Town Clerk & RFO to collate responses and submit to West Lindsey District Council (on a majority basis).
Following the return of email votes It was RESOLVED that the above proposal be adopted in full.
(Councillor’s Brooksbank and Lakeman were judged to have abstained from the vote through non –participation)
The vote /meeting closed at 17:00 on the 27th March.