A G E N D A

Filleigh Parish Council

TO ALL COUNCILLORS:
You are hereby summoned a Parish Council Meeting for the sole purpose of
discussing and agreeing administrative items and consideration of one planning
application in the Weston Room of Filleigh Village Hall on Monday, 19 January
2026 at 7pm.
The Agenda is detailed below.
Sue Squire, Acting Parish Clerk Date: 12 January 2026
1. Apologies.
2. Declarations of Interest.
3. To approve the appointment of Mrs S Squire as Parish Clerk to Filleigh Parish Council.
4. To approve a Contract of Employment for Mrs Squire.
Part of this item will involve agreeing the Clerk’s salary and Mrs Squire will leave
the room at this point and be advised of the details on her return.
Exclusion of Press and the Public To resolve: that under section 1(2) of the
Public Bodies (Admission to Meetings) Act 1960 that the public and press be
excluded for the following item as it involves the likely disclosure of confidential information.
Part II Confidential.
5. To agree a Parish Council website.
Councillors are being circulated with the details of three companies who
specialise in constructing and managing Parish Council websites.
Parishes are required to have a .gov.uk or .org.uk website by 1/4/26 to comply
with Assertion 10 on the Annual Governance and Accountability Return (AGAR).
The Clerk will recommend that Town and Parish Websites are awarded the
construction contract, having experienced excellent support in the past and that
the websites they construct are user friendly.
To agree the name of the website.
To agree that the Clerk has a dedicated email address. The following will be
suggested: clerk@filleighparishcouncil.gov.uk
6. To approve the following Compliance and Policies. The documents have
been / are being circulated to Councillors to study ahead of the meeting and it is
expected that they will be approved en bloc:
§ Standing Orders
§ Financial Regulations
§ General Risk Assessment
§ Freedom of Information Act Publication Scheme
§ Anti-Fraud and Corruption Policy
§ Anti-Harassment and Bullying Policy
§ Complaints Procedure
§ Dignity at Work Policy
§ Disciplinary Procedure
§ Equality and Diversity Polic

§ Data Privacy Policy
§ Data Protection Policy
§ Fixed Asset Policy
§ Grant Giving Policy
§ Health and Safety Policy
§ IT Policy
§ Protocol for filming and recording of meetings
§ Safeguarding Policy
§ Sickness Absence Policy
§ Subject Access Request Policy

7. To agree that Filleigh Parish Council is registered, as required by law, with
the Information Commissioner’s Office to be issued with a Data Protection Certificate.
To agree that the annual fee is paid by direct debit (£47.00).
If paid by cheque, the fee is £52.00.
8. To appoint in Internal Auditor in connection with year end accounts and the
completion of the Annual Governance and Accountability Return (AGAR).
The Clerk will recommend Westcotts Accountants of Barnstaple who carry out the
internal audit of her other Parishes.
To facilitate the discussion and decision, a price of £225.00 + VAT (which can be
reclaimed) has been obtained.
9. To agree the date of the Annual Parish Meeting.
It will be suggested that this is held before the Annual Parish Council Meeting in May 2026.
10. Banking Matters.
To agree that the bank signatories are amended so that the Clerk can deal with
the bank and receive Statements.
To agree that the Parish Council is registered for internet banking.
11. To agree that Councillors are in agreement to receive Parish Council
correspondence by email. In this connection, a form will be available for all to sign.
12. The Pensions Regulator. The Parish Council is registered with this organisation, by law.
To note that the organisation will be advised, following the official appointment of Mrs
Squire as the Parish Clerk, of the amended details and on receipt of the PAYE
reference number from HMRC which is currently awaited.
13. To agree details of the Fixed Asset Register.
14. Dispensation Request.
To note that at the time of preparing the Agenda, a Dispensation has been requested
by Councillor Mrs Norden for matters relating to Fortescue Estate.
15. Dates of future meetings (March, May, September, November (2026), March (2027). To be agreed.