May 2023 Minutes Annual Parish Council Meeting
MINUTES OF POINTON & SEMPRINGHAM PARISH COUNCIL
ANNUAL PARISH COUNCIL MEETING
Tuesday 9th May at 7.30pm in St. Gilberts Primary School
Councillors present: Cllrs Christie, Clarke, Green, Greenwood, Keeley and Wesley.
In attendance D. Cllr Dixon Warren, Parish Clerk Boden and 5 members of public.
23001. To elect a Chairman of the Council and sign the Declaration of Acceptance of Office. Cllr Keeley proposed Cllr Wesley for the position of Chairman. This was seconded by Cllr Green. It was resolved that Cllr Wesley be elected as Chairman of the Council and for the Declaration of Acceptance of Office be signed.
23002. To elect a Vice Chairman of the Council and sign the Declaration of Acceptance of Office. Cllr Keeley proposed Cllr Green for the position of Vice Chairman. This was seconded by Cllr Wesley. It was resolved that Cllr Green be elected as Vice Chairman of the Council and for the Declaration of Acceptance of Office be signed.
23003. To suspend Standing Orders to allow members of the Public to raise questions or concerns. Standing Orders were suspended. A member of public asked Cllr Greenwood why he had stood as a Cllr for Pointon & Sempringham Parish Council. Cllr Greenwood proceeded to answer this.
A resident asked when the installation of the defibrillator would be completed. As this is not PC owned and belongs to the VH the clerk will write to the VH Chair.
It was brought to the attention of the PC that the tree on the corner of St Gilberts Close is making it difficult to pull out safely. Cllr Green will talk to the homeowner.
23004. To receive a report from the County Councillor. No report had been received.
23005. To receive a report from the new District Councillor. D. Cllr Dixon Warren had been successful at the recent elections. Report attached.
23006. To return to Standing Orders to conduct Council Business. It was resolved to return to Standing Orders.
23007. To receive and accept apologies for absence. No apologies had been received.
23008. To receive Declarations of interest for items within the agenda. No declarations of interest were received.
23009. To approve the minutes of the meeting held on the 7th March 2023 and for the chair to sign. It was resolved to accept the minutes of the meeting held on the 7th March 2023 and for the chair to sign.
23010. To approve the minutes of the meeting held on the 17th March 2023 and for the chair to sign. It was resolved to accept the minutes of the meeting held on the 17th March 2023 and for the chair to sign.
23011. To receive the clerk’s report.
a) Acceptance of Office. All Cllrs had signed their acceptance of Office infront of the clerk prior to the start of the meeting.
b) Code of Conduct. All Cllrs had received a copy of Pointon & Sempringham Parish Council’s Code of Conduct and relevant paperwork signed.
c) Paperwork required by SKDC and time frames. Declarations of Pecuniary Interest and Election costs must be received by SKDC following the election.
23012. Finances: 2022/23
a)To receive a report of payments, made between meetings, in the financial year 2022/23
|
Date |
Payee |
Amount |
|
17/3/23 |
M. Fryer |
GDPR |
|
21/3/23 |
SKDC (Trade Waste) |
£19.00 |
|
21/3/23 |
LALC (Annual Subscription) |
£166.11 |
|
21/3/23 |
LALC (Training Scheme) |
£120.00 |
|
21/3/23 |
LALC (Election posters) |
£3.60 |
|
23/3/23 |
R. Boden (Month 12) |
GDPR |
|
28/3/23 |
PCPF - Last payment |
£100.00 |
|
31/3/23 |
ICO |
£35.00 |
It was resolved to accept the payments, made between meetings, in the financial year 2022/23.
23013. AGAR 2022/23: To finalise the accounts for the year 2022/23
a) End of Year: Cash book and bank reconciliation as of March 2023. It was resolved to accept the End of Year: Cash book and bank reconciliation as of March 2023.
b) Certificate of Exemption: AGAR 2022/23. To approve and give permission for Chairman and Responsible Finance Officer to sign. . It was resolved to approve the Certificate of Exemption: AGAR 2021/22 and for the Chairman and Responsible Finance Officer to sign.
c) To receive the Internal Auditors report. It was resolved to receive the Internal Auditors report.
d) Annual Governance and Accountability Return: Section 1, Governance Statement. To approve and give permission for the Chairman and Clerk to sign. It was resolved to approve the Annual Governance and Accountability Return and for the Chairman and Clerk to sign.
e) Annual Governance and Accountability Return: Section 2. To approve and give permission for the Chairman and Responsible Finance Officer to sign. It was resolved to approve the Annual Governance and Accountability Return and for the Chairman and Responsible Finance Officer to sign.
f) Analysis of Variances. To approve the variances. It was resolved to approve the variances.
g) Notice of the period for the exercise of public rights and other information required by Regulation 15 (2), Accounts and Audit Regulations 2015. To approve the dates Monday 5th June – Friday 14th July 2023. It was resolved to approve the dates of Monday 5th June – Friday 14th July 2023.
23014. Finances 2023/24
a) To receive a report of payments, made between meetings, in the financial year 2023/24
|
Date |
Payee |
Amount |
|
11/4/23 |
Prestige Landscapes |
£216.00 |
|
11/4/23 |
LALC (Internal Audit) |
£180.00 |
|
12/4/23 |
Prestige Landscapes |
£2,100.00 |
|
13/4/23 |
M. Fryer (Week 4) |
GDPR |
|
14/4/23 |
Insignia (Bookmarks) |
£296.10 |
|
14/4/23 |
Make Your Occasion (Seeds via R. Boden) |
£19.99 |
|
14/4/23 |
Pryce Inspirations |
£63.60 |
|
14/4/23 |
Creations 4 All (Seeds) |
£91.00 |
|
21/4/23 |
SKDC (Trade Waste) |
£19.00 |
|
21/4/23 |
Tidy Gardens (Ditch Playground) |
£3,817.00 |
|
2/5/23 |
R. Boden (Month 1) |
GDPR |
It was resolved to accept the payments, made between meetings, in the financial year 2022/23.
b) To accept the list of payments received.
|
Date |
Payee |
Amount |
|
28/3/23 |
Aliro |
£50.00 |
|
6/4/23 |
Pointon FC |
£120.00 |
|
14/4/23 |
SKDC Precept |
£14,000.00 |
|
28/4/23 |
Aliro |
£50.00 |
It was resolved to accept the payments received as listed.
c)To note the payment from SKDC for the precept of £14,000.00 has been received. It was resolved to note that the payment from SKDC for the precept of £14,000.00 had been received.
d) To review and consider approval of bank reconciliation. It was resolved to approve the bank reconciliation. It was also resolved to accept that the monies held in the Business Account (£6,081.22 on the 9th May 2023) be ring fenced towards the purchase of new playground equipment.
e)To review and accept new bank signatories. It was resolved to add Cllrs Clarke and Keeley as new bank signatories.
23015. To review and accept policies.
a)Co-opting Policy. It was resolved to accept the Co-option Policy.
b)Training Policy. It was resolved to accept the Training Policy.
23016. To review the members of the HR Committee. It was resolved that Cllrs Clarke, Christie and Green would form the HR/ Staffing Committee.
23017. To approve Insurance for Year 2023/24. Upon examination of the current insurance policy it can be seen that there are many areas that are incorrect on values and items not being listed. It was resolved to defer this item until a meeting on the 23rd May.
It was resolved to contact Longstaff to gain an evaluation on the Pavilion and the tenant to arrange an inspection for the 20th May.
23018. Agree schedule of Parish Council Meetings for 2023/24
23rd May 2023 21st November 2023
20th June 2023 16th January 2024
18th July 2023 19th March 2024
22nd August 2023 21st May 2024
19th September 2023
23019. To consider items for inclusion on the agenda for the next meeting. It was resolved for the items of insurance, speed reduction gates, FC pitch fees.
23020. Date and time of next meeting 23rd May at 7.30pm.
Meeting closed at 20.38.
