May 2024 Minutes - Annual Parish Council Meeting
MINUTES OF POINTON & SEMPRINGHAM PARISH COUNCIL
ANNUAL PARISH COUNCIL MEETING
Tuesday 21st May at 7.30pm in St. Gilberts Primary School
Councillors Present: Cllrs Christie, Clarke, Green, Greenwood, Keeley, Wells and Wesley (Chair).
In attendance: C. Cllr Hill, Parish Clerk Boden and 12 members of public.
To be noted that the meeting may be recorded for the purpose of transparency.
AGENDA for the ANNUAL PARISH COUNCIL MEETING.
24055. 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 Delegation of Acceptance of Office to be signed.
24056. 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 Christie. It was resolved that Cllr Green be elected as Vice Chairman of the Council and for the Delegation of Acceptance of Office to be signed.
24057. To receive a report from the County Councillor. Cllr Hill explained that the Section 19 reports were being worked on and it was hopeful that they would be finished towards the end of August. West Road still has it’s long-term issues and LCC are working through these. Aslackby Fen Road is open again after the badger damage. Cllr Christie reported that the repair /resurfacing work that has been carried out at the bottom end of Fen Road is not the best and workers told him it was a cheap fix. Cllr Hill will chase up. The new footpath from Pointon towards Billingborough is nearing completion and the next phase from the Abbey to Billingborough is due to be completed in 2025.
24058. To receive a report from the District Councillor. D. Cllr Dixon-Warren had sent his apologies.
24059. To receive questions from members of the public. A member of the public approached the Council and gave a copy of the electrical certificate for the Pavilion now written up on a Commercial certificate rather than the domestic certificate.
A resident asked about the double yellow lines outside the school and people parking on them. The school is aware of these problems and are in communication with the parents of the school. The member of public or school can contact LCC Highways if needed as the PC do not have any powers.
A member of the public then brought forward these points. The grass on the playing field is very long, the VHC had organised a talk with a member of SKDC regarding funding opportunities and Cllr Wells had attended. There is an Emergency Planning meeting on the 23rd May in the VH.
24060. To receive and accept apologies for absence. All Cllrs were present.
24061. To receive Declarations of interest for items within the agenda. No declarations of interest were given.
24062. To approve the minutes of the meeting held on the 16th April 2024 and for the chair to sign. Cllr Christie raised that point 24052 was wrong and that the PC had not voted to accept going bi-monthly. This will be noted in the May minutes. The rest of the minutes were resolved as correct.
24063. To review the members of the HR Committee. Cllr Keeley proposed that the members of the HR Committee remain the same for continuity. This was seconded by Cllr Wesley. It was resolved for the HR committee to remain as Cllrs Christie, Clarke and Green.
24064. To review Standing Orders (Copy sent in Cllr pack but also on website). It was resolved to accept the Standing Orders for Pointon & Sempringham PC.
24065. To review Financial Regulations (Copy sent in Cllr pack but on website). The clerk explained that new Financial Regulations had been produced but at the time they had not been tailored to the PC. It was resolved to accept the Financial Regulations as they stand and adopt the new Financial Regulations at the next meeting.
24066. Finances 2023/24
AGAR 2023/24: To finalise the accounts for the year 2023/24
a) End of Year: Cash book and bank reconciliation as of March 2024. It was resolved to accept the End of Year: Cash book and bank reconciliation as of March 2024.
b) Certificate of Exemption: AGAR 2023/24. To approve and give permission for Chairman and Responsible Finance Officer to sign. It was resolved to approve the Certificate of Exemption as part of the AGAR 2023/23 and for the Chairman and Responsible Finance Officer to sign.
c) To receive the Internal Auditors report. It was resolved to accept 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: Section 1, Governance Statement 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: Section 2 and for the Chairman and Responsible Finance Officer to sign.
f) Analysis of Variances. To approve the variances. It was resolved to accept the Analysis of 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 3rd June – Friday 12th July 2024. It was resolved to accept the dates Monday 3rd June – Friday 12th July 2024 as the period for the exercise of public rights and other information required by Regulations 15 (2), Accounts and Audit Regulations 2015.
24067. Finances 2024/25
a) To receive a report of payments, made between meetings, in the financial year 2024/25
|
Date |
Payee |
Amount |
|
11/4/24 |
Prestige Landscapes |
£180.00 |
|
11/4/24 |
LALC (Membership – 14354) |
£177.02 |
|
11/4/24 |
LALC -ATS |
£132.00 |
|
22/4/24 |
SKDC Trade Waste (May) |
£19.00 |
|
23/4/24 |
LALC (Training - 14785) |
£15.00 |
|
23/4/24 |
SLCC (Membership) |
£74.00 |
|
26/4/24 |
Electricity S/O |
13.21 |
|
1/5/24 |
Prestige Landscapes |
360.00 |
It was resolved to accept the report of the payments made between meetings in the financial year 2024/25.
b) To approve payments as list below.
|
Invoice Date |
Payee |
Amount |
|
31/5/24 |
R. Boden (Wage – month 2) |
GDPR |
|
June Invoice |
SKDC (Trade Waste) |
£19.00 (S/O) |
|
26/5/24 |
Electricity |
£12.79 (S/O) |
|
30/4/24 |
LALC (Internal Audit – 14809) |
£180 |
It was resolved to approve the payments listed above.
c) To accept the list of payments received.
|
Date |
Payee |
Amount |
|
9/5/24 |
Football Club |
£50.00 |
d) To approve the bank reconciliation. It was resolved to accept the bank reconciliation.
24068. To review policies listed below:
a) Complaints Policy (Copy sent in Cllr pack but also on website). It was resolved to accept the Complaints policy after review.
b) Grant Policy (Copy sent in Cllr pack but also on website). It was resolved to accept the Grant policy after review.
24069. To approve Insurance for Year 2024/25. It was resolved to defer the Insurance for Year 2024/25 and to hold an extra meeting on Friday 31st May 2024.
24070. Clerk’s Report. To receive updates. There is a free event on Saturday 25th May to celebrate the 200th Anniversary of the RNLI to be held in the VH. The clerk had not received any formal communication from the FC since it was announced at the last PC meetings off them moving to Helpringham for the next season. It had been announced on facebook that the club would still be around but she was not sure what this meant. It was resolved that the clerk needs to have everything formalised and she will contact the Chairman.
24071. Pavilion
a) To consider the creation of a questionnaire. Cllr Wells apologised if he had upset anybody by putting a questionnaire on facebook, as he had carried this out independently rather than as part of the Council. He then read out parts of the Council’s standing orders. Cllr Green explained that each grant had it’s own set of criteria and these varied depending if the grant was towards a new build or a rebuild. Cllr Christie showed his disappointment that it is coming up to a year and the Council are still at the same position. Cllr Wesley proposed that Cllr Green worked on the grants available for new builds whilst Cllr Wells brings figures for a refurbishment to the next meeting and then with the help of the SKDC representative the PC can move forward.
b) To consider further fundraising. Cllrs Clarke and Wells had attended the SKDC grant event and the clerk had invited the SKDC representative to attend the meeting in June. At this meeting it is hoped that an update on grants available for the Pavilion can be reported.
24072. Planning Applications.
S24/0445 Cobthorne, 35 Village Streets, Millthorpe, Lincolnshire, NG34 0LD. Proposed 2 storey rear extension, proposed link and conversion of outbuildings and alterations (re-submission of S23/0749). Decision: Approved
24073. To consider items for inclusion on the agenda for the next meeting. The agenda needs to allow a section for Mrs Herbert from SKDC to discuss financial options/ grants available for the Pavilion.
24074. Date and time of next meeting 18th June at 7.30pm. There will be an extra meeting on the 31st May at 10.00am followed by the meeting on the 18th June at 7.30pm.
The meeting closed at 8.26pm