May 2020 DRAFT Minutes Annual Parish Council Meeting
BIGBY PARISH COUNCIL
MINUTES OF THE ANNUAL MEETING HELD ON TUESDAY, 19th MAY 2020
CHAIRMAN – COUNCILLOR D. COWLING
PRESENT: Councillors – L. Bishop, D. Cowling, P. Hannath, S. Large, C. Wilson
Also in attendance: -
Mrs. A. Hannath – Clerk to the Council
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. C. Wilson Seconded: Cllr. S. Large
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. D. Cowling Seconded: Cllr. P. Hannath
3. Notice convening the meeting.
Taken as read and approved.
4. To Receive Apologies and Reasons for Absence
Cllr. B. Orr
Cllr. A. Turner - LCC
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. TO CONSIDER APPLICATIONS FOR CO-OPTION TO THE COUNCIL.
It was resolved that Lee Bishop be co-opted to the Parish Council.
Proposed: Cllr. P. Hannath Seconded: Cllr. S. Large
7. To Receive any Correspondence including Police Reports (for information only).
a) HSBC – Confirmation that the Council has completed its Safeguard Review
b) Somerby Parish Meeting – Information regarding the demolition of Somerby Hall
c) Cllr. Poll, LCC – Information regarding the re-opening of Recycling Centres
d) Kettleby Lane – Road closed overnight from 13th June / 14th June 2020
8. To Receive an Update on any outstanding issues from the clerk.
a) Cllr. Orr asked the Clerk to look into Rural Grants for Tourism, possibly to develop the toilet access at the Village Hall for walkers. Unfortunately, these grants are for projects over £20,000.00
b) Recycling centres – The Clerk spoke to Cllr. C. Sherwood of NLC in February who advised that he had asked officers to contact WLDC to look for a way forward, perhaps on a quid pro quo basis. However, this has now been superseded in the light of the current situation. (See correspondence)
9. To Receive any Questions from Members.
None notified
10.
a) TO RECEIVE AND APPROVE THE MINUTES, AS CIRCULATED, OF THE MEETING HELD ON TUESDAY, 4th FEBRUARY 2020
It was resolved that the minutes of the meeting held on 4th February, 2020, having been circulated should be taken as read and approved.
Proposed: Cllr. C. Wilson Seconded: Cllr. D. Cowling
b) TO RECEIVE AND APPROVE THE MINUTES, AS CIRCULATED, OF THE MEETING OF THE VILLAGE HALL COMMITTEE HELD ON TUESDAY, 4th FEBRUARY 2020
It was resolved that the minutes of the meeting held on 4th February, 2020, having been circulated should be taken as read and approved.
Proposed: Cllr. C. Wilson Seconded: S. Large
11. ACCOUNTS
a) To Receive the following Financial Report and Approve the Accounts for Payment: as at 18th March, 31st March and 6th May 2020 (Statement of accounts enclosed)
ACCOUNTS FOR PAYMENT
It was resolved that the accounts for payment listed above and the Statement of Accounts be approved.
Proposed: Cllr. C. Wilson Seconded: Cllr. P. Hannath
12. ANNUAL AUDIT – YEAR ENDING 31st MARCH 2020
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. D. Cowling Seconded: Cllr. C. Wilson
b) To receive the internal auditor’s report for the Fiscal Year 2019/20 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 2020.
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 2020.
Proposed: Cllr. C. Wilson Seconded: Cllr. S. Large
f) To approve the Accounting Statements for the Fiscal Year 2019/2020 (Section 2)
Proposed: Cllr. D. Cowling Seconded: Cllr. 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: Cllr. P. Hannath Seconded: Cllr. D. Cowling
h) To approve the Council’s Asset Register.
Proposed: Cllr. C. Wilson Seconded: Cllr. D. Cowling
i) To authorise payment of the Auditor’s invoice following completion of the internal audit for the Fiscal Year 2019/20.
It was resolved that the payment of the Auditor be authorised.
Proposed: Cllr. P. Hannath Seconded: Cllr. D. Cowling
13.
a) TO RECEIVE CONFIRMATION FROM THE CLERK OF THE INSURER APPOINTED WITH EFFECT FROM 1st JUNE 2020, YEAR 3 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.
Reference: 140980 – Planning application for extension to annex accommodation – The Old Rectory, Main Street, Bigby
NO OBJECTIONS
15. TO REVIEW THE MODEL STANDING ORDERS INCLUDING 2 AMENDMENTS (Circulated in advance of the agenda)
It was resolved that the Parish Council’s Model Standing Orders and the two amendments, as circulated, are fit for purpose for the forthcoming year.
Proposed:Cllr. C. Wilson Seconded: Cllr. S Large
16.
a) TO REVIEW THE MODEL FINANCIAL REGULATIONS (Circulated in advance of the agenda)
It was resolved that the Parish Council’s Model Financial Regulations, as circulated, were still fit for purpose for the forthcoming year.
Proposed: Cllr. C. Wilson Seconded: Cllr. P. Hannath
b) TO REVIEW THE FINANCIAL RISK ASSESSMENT (Circulated in advance of the 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. D. Cowling Seconded: Cllr. C. Wilson
17. TO REVIEW THE RISK MANAGEMENT OF GENERAL COUNCIL FUNCTIONS (Circulated in advance of the 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: Cllr. C. Wilson Seconded: Cllr. D. Cowling
18. TO REVIEW THE FOLLOWING DOCUMENTS PREPARED TO FULFIL THE DEMANDS OF THE GENERAL DATA PROTECTION REGULATIONS (Circulated in advance of the 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. P. Hannath
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)
the following members should be appointed to each committee.
PERSONNEL COMMITTEE – 3 MEMBERS
Councillor B. Orr, Councillor S. Large, Councillor C. Wilson
VILLAGE HALL COMMITTEE – minimum 5 MEMBERS
Councillor L. Bishop, Councillor D. Cowling, Councillor P. Hannath, Councillor S. Large, Councillor B. Orr, Councillor W. Pinney, Councillor C. Wilson
Proposed:Cllr.S. Large Seconded: Cllr. D. Cowling
20. TO RECEIVE A REPORT FROM COUNCILLOR TURNER ON COUNTY COUNCIL MATTERS
Cllr. Turner unable to attend due to the current lockdown restrictions
21. TO RECEIVE A REPORT FROM COUNCILLOR STRANGE ON DISTRICT COUNCIL MATTERS
Cllr. Turner unable to attend due to the current lockdown restrictions
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 in May 2019 regarding this donation, as the legality of making such a donation had been queried by the Internal Auditor in his report of 2019. 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.’
To the Clerk’s knowledge there is no change in this advice.
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. S. Large Seconded: Cllr. P. Hannath
23. TO CONSIDER RENEWING THE CONTRACT FOR THE SERVICES OF THE VILLAGE HANDYMAN
It was resolved that the contract be renewed
Proposed: Cllr.D. Cowling Seconded: Cllr. P. Hannath
24. TO CONFIRM THE DONATION OF £1500.00 TOWARDS THE UPKEEP THE VILLAGE HALL FOR THE CURRENT FINANCIAL YEAR.
It was resolved that a donation of £1500.00 be made to the Village Hall
Proposed: Cllr. C. Wilson Seconded: Cllr. P. Hannath
25. TO CONFIRM RENEWAL OF THE MEMBERSHIP OF LALC IN THE SUM OF £147.43.
Noted
26. TO REVIEW THE LATEST DATA COLLECTED FROM THE SID DEVICE FROM EARLY MARCH 2020
Unfortunately, the Clerk had difficulty transferring the data. She will circulate the results when the problem is resolved
The meeting closed at 7.34 pm