St Gluvias Parish Council

Serving the needs of the local community                                    

Statement of Closure of Normal Council Business

 30th March 2020

The coronavirus outbreak has presented us with a unique set of challenges and in these unprecedented times the unfortunate decision to suspend normal council business has been made.

All meetings and events hosted by the council have been postponed including the full council meeting, the Neighbourhood Development Plan and the annual meeting of electors.

All physical meetings and events of groups working on behalf of the St Gluvias Parish Council have also been cancelled, including meetings of the Neighbourhood Development Plan Steering Group and St Gluvias Parish Council Climate Action Group. 

The Clerk and Councillors will continue to work on essential business and will consult with members of the public via the website, notice boards and social media.

These measures will remain in place until further notice.

Please bear with us during these uncertain times, we will do our best to keep you informed, but we acknowledge our response times to emails and queries may be delayed.

Mary Gosling – Clerk to the Council & RFO 

 

COVID-19: St Gluvias Parish Council Plan

Adopted on 30th March 2020 through email circulation

Context

The ability for the Council to function as normal has been put at risk by the spread of COVID-19 (Coronavirus). This document sets out some contingency plans for continuing with essential parts of Council business.

Cessation of normal Council business

Closing the council for normal business. Including suspension of meetings, shall be put in place in the event of a tangible trigger as follows:

  • Any pre-school, or primary school closures in the Parish expected to last longer than 7 days.
  • Closure of any secondary school or further education college which services people in the Parish lasting longer that 7 days;
  • Advice to close from relevant National or Local bodies such as Public Health England, NALC, Cornwall Council, Central Government;
  • A confirmed or suspected case of infection in a member of staff, Councillor or a member of a household of staff or Councillors.

The Clerk, in conjunction with the Chair of the Council and Vice Chair of the Council, shall have absolute discretion on the commencement of cessation of normal Council business, which will take into account, but not be bounded by, the trigger points outlined above. They shall keep under review the cessation period and normal service shall resume at their discretion.

Action required from Staff and Councillors

Any person exhibiting symptoms of COVID-19 must ring NHS 111 and follow their advice. The Clerk must be informed immediately and the person must not conduct Council business in person until either a clear negative result from testing has been received, or until a quarantine period has been reached (advice on this to be taken by the person concerned from the NHS).

 

 

 

 

 

 

 

 

 

 

Service Provision

In the event of close the council for normal business the following will apply:

Continuing with Activities

Process

Communication

An out of office email alert will be set to explain details and signpost people to appropriate help. Where practicable email shall be monitored by the Clerk. Where practicable the website and social media will be maintained by the Clerk.

Payments

In the event of closure, where practicable the Clerk will collate invoices and make payments online on a fortnightly basis.  Wages and salaries shall be paid on time and in full.

Planning

In the case of Planning consultations, unless otherwise advised the following process will be adopted:
The clerk will advertise on the council’s website links to all planning applications received from the planning authority on the council’s website, offering the public the opportunity to let the council know of any views.  The notice should give a deadline for public comments to be made via the planning portal within 5 working days. (Giving advice that members of the public should contact the Clerk if this is not possible)  At the same time the clerk will circulate the list with links to all members of the council.


At the end of the public opportunity to comment, the clerk will forward a summary of the public comments received to all members for member comments for a period of a further 5 working days. 

Under the Emergency Scheme of Delegation, the Clerk and appropriate members will agree a council response which identifies relevant material considerations and may give local information or opinion.  The draft response is then shared with members for 2 days for any comments, before being sent to Cornwall Council with the following statement:
“Due to the restrictions placed on the council as a result of the pandemic Coronavirus, this response represents the opinion of members of St Gluvias Parish Council identified through a consultation process and will be ratified at the next appropriate meeting of the council. “
The Council’s response can then be posted on the council’s website.


Any matters referred back to the council under the 5-day protocol, the Emergency Scheme of Delegation will allow the clerk to take any appropriate action to respond on behalf of the council.  As the council’s opinion has not be gained through the normal public process, it may be prudent to simply reply that:
‘due to the restrictions placed on the council as a result of the pandemic Coronavirus, it has been unable to consult further and therefore has nothing further to add’.

Business continuity

The Council should adopt a broad delegation which will allow it to continue to operate outside of meetings until such time as the advice changes. 

Rather than using physical meetings, the council should use email and its website as far as possible to replicate debate and the gathering of public opinion. 

All other

administrative

functions

To be dealt with wherever practicable by the Clerk or otherwise postponed until normal Council operations resume.

 

Ceasing Activities

 

Action Council, Committee and Working Group

meetings Including NDP

All meetings to be cancelled until further notice, including annual parish meeting.

 

Attendance to meetings and events on behalf of the council will be cancelled until further notice

 

Physical meeting of any groups working on behalf of the council will be cancelled.

Events

All Council events cancelled until advised otherwise.
Attendance to outside bodies and events by any member of staff or Councillor to be cancelled until otherwise advised.

Contractors: Handy man

Work in the wider parish should continue until further notice. Should the advice be to cease work in the wider parish only activities that are a matter of urgency (i.e. public safety) will be instructed.


Pay and rights

Pay and Rights

In the event of the above plan being initiated all members of staff and contractors will retain any employment rights and receive full pay as set out as per their contract.

Review

This document has been adopted on Monday 30th March 2020.  Under delegated powers this document will be reviewed at three monthly intervals or when deemed necessary by the Chairman, Vice Chairman and the Clerk. 

COVID Emergency Plan St gluvias PC.pdf
Adobe Acrobat document [132.5 KB]
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