May 2019 Minutes Annual Parish Council Meeting

BIGBY PARISH COUNCIL 

MINUTES OF THE ANNUAL MEETING HELD ON TUESDAY, 21st MAY 2019

CHAIRMAN – COUNCILLOR D. COWLING

PRESENT: Councillors – D. Cowling, P. Hannath, B. Orr, C. Wilson

Also in attendance: -

Mrs. A. Hannath – Clerk to the Council

Councillor A. Turner – LCC

Mr. W. Pinney

1.   TO ELECT THE CHAIRMAN FOR THE ENSUING YEAR.

It was resolved that Cllr. D. Cowling be elected as Chairman of the Council for the ensuing year.

Proposed: Cllr. B. Orr                Seconded: Cllr. C. Wilson

2.   TO ELECT THE VICE CHAIRMAN FOR THE ENSUING YEAR.

It was resolved that Cllr. C. Wilson be elected as Vice Chairman of the Council for the ensuing year.

Proposed: Cllr. B.Orr                Seconded: Cllr. D. Cowling

3.   Notice convening the meeting.

Taken as read and approved.

4.   To Receive Apologies and Reasons for Absence

None

5.

a)  To Record any Declarations of Interest by any member of the council in respect of the agenda items listed below.  Members declaring interests should identify the Agenda Item and the type of interest being declared.

None

b)  To Note any Dispensations given to any member of the council in respect of the Agenda Items listed below.

None

c) To Confirm that all members have completed their Declaration of Acceptance of Office.

Confirmed

d) To Confirm that all members have reviewed and updated their Register of Declared Interests, in accordance with the Localism Act 2011 and pursuant to the Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012. 

Confirmed

6.   Police Matters

None notified

7.   To Receive any Correspondence (for information only).

a)   Letter received from LCC Highways about the proposed changes to the speed limit on the A1084

b)   Poster received to advertise the changes detailed above

8.   To Receive an Update on any outstanding issues from the clerk.

i)   The blocked drains on Main Street were eventually cleared about 4 weeks ago.

ii)   Still no response from LCC Highways with regards to the upstand

iii)   The SID is now up and running. It has been added to the Asset Register and Insurance.  First detailed analysis of the data to take place this week.

iv)   The salt bags have been moved by the Village Handyman for safekeeping until next winter.

9.   To Receive any Questions from Members.

None notified

10.   TO RECEIVE AND APPROVE THE MINUTES, AS CIRCULATED, OF THE MEETING HELD ON TUESDAY, 26th MARCH 2019

It was resolved that the minutes of the meeting held on 26th March, 2019, having been circulated should be taken as read and approved.

Proposed: Cllr. C. Wilson                Seconded: D. Cowling

11.    ACCOUNTS 

a)   To Receive the following Financial Report and Approve the Accounts for Payment: as at 31ST March and 16th  May 2019 (Statement of accounts enclosed)

May 2019 minutes apcm tbl1

It was resolved that the accounts for payment listed above and the Statement of   Accounts be approved.

Proposed: Cllr.    D. Cowling            Seconded: Cllr. B. Orr

12.   ANNUAL AUDIT – YEAR ENDING 31 MARCH 2019

(All documents enclosed)

a)   To affirm the independence of Mr R Dixon as Internal Auditor, and that he has no interest, financial or otherwise, with any member or officer of the council.

It was resolved that the appointment of Mr. R. Dixon as the Independent Internal Auditor should be affirmed

Proposed: Cllr. C. Wilson          Seconded: Cllr. B. Orr

b)   To receive the internal auditor’s report for the Fiscal Year 2018/19 and to consider implementation of the recommendations 

Noted

c)   To note the receipt of the Internal Auditor’s completion statement for the Fiscal Year ending 31 March 2019. 

Noted

d)   To complete the Statements of Assurance and Assertions required from Members. (Section 1)

Completed

e)   To receive and approve the Receipts and Payments Summary and Accounts for the Fiscal Year ended 31 March 2019. 

Proposed: D. Cowling             Seconded: C. Wilson

f) To approve the Accounting Statements for the Fiscal Year 2018/2019    (Section 2)

Proposed: D. Cowling             Seconded: C. Wilson

g)   To certify that Bigby Parish Council is exempt from a limited assurance review   under Section 9 of the Local Audit (Smaller Authorities) Regulations 2015

Proposed: D. Cowling             Seconded: C. Wilson

h)   To approve the Council’s Asset Register. 

Proposed: D. Cowling             Seconded: C. Wilson

i) To authorise payment of the Auditor’s invoice following completion of the internal audit for the Fiscal Year 2018/19. 

It was resolved that the payment of the Auditor be authorised.

Proposed: D. Cowling             Seconded: C. Wilson

13.   a)   TO RECEIVE CONFIRMATION FROM THE CLERK OF THE INSURER APPOINTED WITH EFFECT FROM 1st JUNE 2019, YEAR 2 OF 3

Noted

14.   PLANNING APPLICATIONS AND DECISION NOTICES

Members are reminded that applications can be received after the deadline for the publication of the agenda. The clerk will forward any further applications to you before the meeting for your consideration.

None received

15.   TO REVIEW THE MODEL STANDING ORDERS. (Circulated with agenda)

It was resolved that the Parish Council’s Model Standing Orders, as circulated, were still fit for purpose for the forthcoming year.

Proposed:Cllr.B. Orr      Seconded: Cllr. D. Cowling

16.   a) TO REVIEW THE MODEL FINANCIAL REGULATIONS  (Circulated with agenda)

It was resolved that the Parish Council’s Model Financial Regulations, as circulated, were still fit for purpose for the forthcoming year.

Proposed: D. Cowling                     Seconded: C. Wilson

b)   TO REVIEW THE FINANCIAL RISK ASSESSMENT (Circulated with agenda)

It was resolved that the Parish Council’s Financial Risk Assessment, as circulated, was still fit for purpose for the forthcoming year.

Proposed:Cllr. C. Wilson      Seconded: Cllr. B.Orr

17.   TO REVIEW THE RISK MANAGEMENT OF GENERAL COUNCIL FUNCTIONS (Circulated with agenda)

It was resolved that the Parish Council’s Risk Management of General Council Functions, as circulated, was still fit for purpose for the forthcoming year.

Proposed: D. Cowling                     Seconded: C. Wilson

18.   TO REVIEW THE FOLLOWING DOCUMENTS PREPARED TO FULFIL THE DEMANDS OF THE GENERAL DATA PROTECTION REGULATIONS (Circulated with agenda)

i)   General Privacy Notice

ii)   Privacy Notice for Staff Councillors and other Role Holders

iii)   Consent Form

It was resolved that the Parish Council’s documentation to comply with GDPR, as circulated, was still fit for purpose for the forthcoming year.

Proposed:Cllr. C.Wilson      Seconded: Cllr. D. Cowling

19.   TO DETERMINE THE MEMBERSHIP OF THE VILLAGE HALL COMMITTEE AND THE PERSONNEL COMMITTEE  (Committee Chairman to be determined at the first meeting of each committee)

It was resolved that the following members should be appointed to each committee.

PERSONNEL COMMITTEE – 3 MEMBERS

Councillor B. Orr
Councillor C. Wilson

The committee will be limited to 2 members until there is co-option to the council.  

VILLAGE HALL COMMITTEE – 5 MEMBERS

Councillor D. Cowling
Councillor P. Hannath
Councillor B. Orr
Councillor C. Wilson

The committee will be limited to 4 members until there is co-option to the council.  

Proposed:Cllr. B. Orr                             Seconded: Cllr. C. Wilson

20.   TO RECEIVE A REPORT FROM COUNCILLOR TURNER ON COUNTY COUNCIL MATTERS

Cllr. C. Wilson asked Cllr. A. Turner to lobby LCC regarding the future of British Steel in Scunthorpe, and to ask LCC to raise the issue with the Government.  Cllr. Wilson advised that he felt that this was not just an issue for Scunthorpe, but the whole of Lincolnshire given the number of jobs both in the Steel Works and the supply chain.

21.   TO RECEIVE A REPORT FROM COUNCILLOR STRANGE ON DISTRICT COUNCIL MATTERS

No verbal or written report provided.

22.   TO CONSIDER A REQUEST FROM THE PAROCHIAL CHURCH COUNCIL FOR A DONATION TOWARDS THE FUNDING OF THE GRASSCUTTING IN THE GRAVEYARD

The Clerk advised that she had spoken to LALC regarding this donation, as the legality of making such a donation had been queried by the Internal Auditor.  LALC advised that such a donation can be made under the Power enshrined in the Local Government Act of 1972, Section 214 (6), which states that:-

‘A burial authority may contribute towards any expenses incurred by any other person in providing or maintaining a cemetery in which the inhabitants of the authority may be buried.’

Therefore, it was resolved that a donation of £300.00 be made to the Parochial Church Council for Bigby solely for the purposes of grass cutting in the churchyard.

Proposed: Cllr. D. Cowling            Seconded: Cllr. P. Hannath

23.   COMMUNITY INFRASTRUCTURE LEVY PAYMENT

a)   To note that a payment has been received in the sum of £6128.21 for the Pingley Vale Development

Noted 

b)   To discuss how to involve the parish in determining how this money is spent.

Discussion of this issue centred on community engagement. The next newsletter will feature an article on this and ask for comments from the residents.  If no suggestions are forthcoming, it may be necessary to do the survey on a ‘door to door’ basis.

The meeting closed at 7.45 pm