17 November 2022 Minutes

East Sussex Association of Local Councils Limited 

Minutes of the virtual Board Meeting held via Zoom on 

Thursday 17^th November 2022 at 10.30pm 

1. Apologies for absence

Apologies were received from Johnny Denis, Ruth O’Keeffe and Marion Shepherd. 

• Minutes of the previous meeting

The minutes from the meeting held on the 5^th September 2022 were approved as a true and accurate record of the meeting.

• AGM & Conference

Cllr Stevens said he would be happy to speak at the AGM regarding the Civility & Respect pledge and this was supported by the CEO. He updated the Board on the guest speakers and exhibitors who would be attending the event and advised that the content would cover elections, speeding, resilience and Warm Hubs. The CEO reminded the Board of the parking arrangements.

• ESALC subscription 2023/24

Cllr Stevens recommended that the affiliation fee should remain the same as it was before last year’s deduction, however, he should be more confident at what the ESALC surplus would be by the end of January. He suggested that we advise councils that fees would remain the same with a small potential refund depending on the surplus. Cllr Barnes commented on the rate of inflation and wondered if a flat rate or small increase should be proposed. Cllr Allard advised that his Council did not want to put an increase into their levy for their parish council so he would hope there would be no increase from ESALC. After some discussion, Councillor Stevens proposed that the fees should remain the same but the amount of the refund of surplus funds may be less than last year, he is not yet sure and would advise in due course. The Board unanimously agreed.

• Pay scales & staffing

Cllr Stevens proposed that an annual lump sum payment of £300 be made to employees to assist with the increased costs of working from home. He suggested that this should be reviewed on an annual basis in line with inflation. Cllr Barnes asked about any tax implications to which Cllr Stevens advised that Inland Revenue accept that companies can make a payment to staff towards working from home costs provided the amount is less than £6 per week. This is acceptable and there are no tax issues.

Cllr Allard said his Council did not make payments to their clerk as far as he is aware and Cllr Garner commented that he did not agree with a working from home allowance but said he would be happy to increase staff salaries.

After some discussion, Cllr Stevens proposed that the Board make a payment of £300 by way of a working from home allowance towards the increased costs that the ESALC employees are facing this year. Three voted in favour and three abstained which resulted in the proposal being carried.

Cllr Stevens also proposed that the recently agreed local government pay award of £1925 per annum be paid to its staff for this year, backdated to 1 April 2022 on a pro rata basis. The Board agreed.

• Northiam Parish Council

The CEO advised the Board of the difficulties at Northiam Parish Council and referred to the report he circulated ahead of the meeting. Cllr Young commented on his concern as he is in a neighbouring parish. He would not want ESALC paying towards any legal fees. Cllr Barnes declared an interest as a District Councillor and said he did not believe that bringing in associates would provide a solution, though he appreciated that Rother’s capacity to assist further was limited. Cllr Young suggested ESALC’s services should be offered again to Northiam PC again where Board members could sit down and talk with them and try to find a way forward. The Chairman proposed that ESALC should give no money to Rother to support what they are doing in relation to Northiam Parish Council and the Board unanimously agreed.

• Any other matters raised by the Board

The CEO mentioned that ESCC and Sussex Community Foundation had come together to offer a funding initiative where local organisations can apply for grants up to £10,000. Parish councils are ineligible to apply but may facilitate the arrangement with individual local organisations. He reported that two parishes in Rother had contacted ESCC CEO, Becky Shaw, complaining that parishes were not eligible, but parishes raise precepts whereas the third sector cannot. Cllr Barnes said that the Trust which runs the Village Hall in his parish no longer has any trustees so effectively the parish is now corporate trustee. Would this mean they are now ineligible? The charity is a separate entity but it’s trustees are parish councillors. Cllr Young described a similar situation at his council and the CEO said he would raise this query with Becky Shaw.

Dr MacGillivray advised the Board that some parishes in the northern end of Lewes had been contacted about the proposed boundary changes to the parliamentary constituency of Lewes. A group of parishes form the middle of the northern end of the Lewes parliamentary constituency and the new proposals would mean that these parishes would form the southern boundary of a new constituency to be called East Grinstead and Uckfield. His parishes have little connection (services, health etc) with East Grinstead or Uckfield. He wondered if there was any other dissidence on these changes. Cllr Moss advised that Crowborough’s affinity is with Uckfield however they have been put with Hailsham which bore very little relevance.

The CEO said ESALC could make representation to the Boundary Commission and requested that the affected member parishes write to him with their point of view and what problems they face.

• Date of next meeting

It was agreed that the next meeting would take place on Monday 12^th December 2022 at 10.30am.          The meeting closed at 11.28am.