May 2023 Minutes Annual Parish Council Meeting
BIGBY PARISH COUNCIL
MINUTES OF THE ANNUAL MEETING HELD ON TUESDAY, 16th MAY 2023
CHAIRMAN – COUNCILLOR C. WILSON
PRESENT: Councillors – B. Orr, D. Servat, C> Wilson
Also in attendance: -
Mrs. A. Hannath – Clerk to the Council
Cllr. Tom Smith - LCC
BUSINESS TO BE TRANSACTED
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. D. Servat
2. TO ELECT THE VICE- CHAIRMAN FOR THE ENSUING YEAR.
It was resolved that Cllr. C. Wilson be elected as Chairman of the Council for the ensuing year.
Proposed: Cllr. B. Orr Seconded: Cllr. D. Servat
Cllr. C. Wilson remarked that the use of the word Chairman is somewhat outdated. It was agreed that in future this will be replaced by CHAIR
3. TO CONSIDER APPLICATIONS FOR CO-OPTION TO THE COUNCIL.
Unfortunately, the candidate for co-option was unable to attend this meeting due to work commitments.
4. Notice convening the meeting.
Taken as read and approved.
5. To Receive Apologies and Reasons for Absence
Cllr. D. Cowling
Cllr. C. Gandy
Cllr. W. Pinney
Cllr. P. Morris – WLDC
6. 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.
Cllr. Orr declared a personal and prejudicial interest in Item 20 (a)
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.
The Clerk confirmed that all members present and Cllr. Cowling have completed their Acceptance of Office.
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.
The Clerk confirmed that all members present have reviewed and updated their Declaration of Interests.
e) To Confirm receipt of the Code of Conduct for Elected/Co-opted Parish Councillors
The Clerk confirmed that all members had received the Code of Conduct.
7. TO CONFIRM THAT THE PARISH COUNCIL, AFTER THE ELECTION, IS NOW ELIGIBLE TO USE THE GENERAL POWER OF COMPETENCE.
The Clerk advised that as 6 out of 7 councillors have been elected and that she holds the CiLCA qualification, the Parish Council is now eligible to use the General Power of Competence.
8. To Receive any Correspondence including Police Reports (for information only).
a) All Police Reports have been forwarded to councillors
9. To Receive an Update on any outstanding issues from the Clerk.
a) The new noticeboards have now arrived and are awaiting installation.
b) Bigby Green has now been rotavated and seeded. There have been several complaints regarding the uneven nature of the soil and the Clerk has contacted the contractor to discuss this. The intention is to roll the green and then add more seeds where there are bare patches.
c) The picnic to celebrate the Coronation of King Charles III was well attended with about 30 participants
10. To Receive any Questions from Members.
None.
11. To Receive any Questions from Members of the Public
There were no members of the public present.
12. a) TO RECEIVE AND APPROVE THE MINUTES, AS CIRCULATED, OF THE MEETING HELD ON TUESDAY, 21st MARCH 2023
It was resolved that the minutes of the meeting held on 21st March, 2023 having been circulated should be taken as read and approved.
Proposed: Cllr. B. Orr Seconded: Cllr. D. Servat
13. ACCOUNTS
a) To Receive the following Financial Report and Approve the Accounts for Payment: as at 31st March and 10th May 2023 (Statement of accounts enclosed)
It was resolved that the accounts for payment listed above and the Statement of Accounts be approved.
Proposed: Cllr. D. Servat Seconded: Cllr. B. Orr
14. ANNUAL AUDIT – YEAR ENDING 31st MARCH 2023
(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 2022/23 and to consider implementation of the recommendations
i) From page 5, Standing Orders and Financial Regulations should reflect the latest legislation and the council should consider updating each of the above fully rather than adding footers. Also, the covers should be updated each time they are presented for approval.
It was resolved that the council will continue to add appendices or footers in the absence of major changes to standing orders. Front covers will be updated each time documents are reviewed
Proposed: C. Wilson Seconded: D. Servat
ii) VAT incurred by the council is identified in the cashbook for reclaim from HMRC. NOTED
iii) Number of electors need to be provided for the audit. NOTED
iv) Table hire needs to be added to the table of hire charges for the Village Hall. This was discussed at the meeting of the Village Hall Committee on 16th May 2023
v) The Council should record the original cost of the Charibond Holdings in the Asset Register. If this is clarified prior to the submission of the AGAR, then the value of the assets needs to be adjusted.
The Clerk advised that she has written to M and G Charities to try to establish the nature of the holding with them. She has consulted the previous Clerk who also does not know the source of the small amount of money received each year.
c) To note the receipt of the Internal Auditor’s completion statement for the Fiscal Year ending 31 March 2023.
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 2023.
Proposed: Cllr. D, Servat Seconded: Cllr. B. Orr
f) To approve the Accounting Statements for the Fiscal Year 2022/2023 (Section 2)
Proposed: Cllr. D. Servat Seconded: Cllr. B. Orr
g) To certify that Bigby Parish Council is not exempt this year from a limited assurance review under Section 9 of the Local Audit (Smaller Authorities) Regulations 2015, (income or expenditure exceeds £25,000.00), and that Form 3 of the Annual Accountability and Governance Return has been completed
Proposed: Cllr. C. Wilson Seconded: Cllr. D. Servat
h) To approve the Council’s Asset Register.
Proposed: Cllr. D. Servat Seconded: Cllr. B. Orr
i) To authorise payment of the Auditor’s invoice following completion of the internal audit for the Fiscal Year 2021/22.
It was resolved that the payment of the Auditor be authorised.
Proposed: Cllr. B. Orr Seconded: Cllr. D. Servat
15. a)TO RECEIVE CONFIRMATION FROM THE CLERK OF THE INSURANCE RENEWAL, IN THE SUM OF £255.90, WITH EFFECT FROM 1st JUNE 2023, YEAR 3 OF 3.
The Clerk advised that the slight increase on last year’s figures was a result of the purchase of litter bins, signage and bench
16. 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.
The Planning Appeal Hearing for the Egdon Resources Planning Application will take place on 14th June, from 10.00 am and 15th June from 12.30 pm onwards at Nettleton Village Hall.
17. 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 C. Wilson
Councillor B. Orr
Councillor – to be determined when there is a need for the committee to meet
VILLAGE HALL COMMITTEE – minimum 5 MEMBERS
Councillor D. Cowling
Councillor C. Gandy
Councillor B. Orr
Councillor W. Pinney
Councillor D. Servat
Councillor C. Wilson
Proposed: Cllr. B. Orr Seconded: Cllr. D. Servat
18. TO RECEIVE A REPORT FROM COUNCILLOR SMITH ON COUNTY COUNCIL MATTERS
Councillor Smith advised that he is undertaking a visit of drainage issues, with a Highways Officer, around the ward on 6th June 2023. Councillors are invited to attend.
19. TO RECEIVE A REPORT FROM COUNCILLOR MORRIS ON DISTRICT COUNCIL MATTERS
Cllr. Morris had proffered his apologies and advised that he had no new information from WLDC as the council has yet to meet following the elections
20. a) TO CONSIDER A REQUEST FROM BIGBY PAROCHIAL CHURCH COUNCIL THAT THE PARISH COUNCIL TAKE ON RESPONSIBILITY FOR THE MAINTENANCE OF THE CEMETERY
Having declared a personal and prejudicial interest in this item, Cllr. B. Orr left the meeting
A request has been made by Bigby PCC that the Parish Council take on responsibility for grass cutting in the cemetery.
The Clerk advised that the Parish Council can do this using the Power enshrined in the Local Government Act of 1972, Section 214 (6) or The General Power of Competence. Furthermore, Community Infrastructure Levy funds can also be used for this purpose. The CIL fund currently has £1914.13 left to spend
It was resolved that the Parish Council takes on responsibility for the cutting of the grass in the cemetery and that Community Infrastructure Levy funds be used for that purpose
Proposed: Cllr. D. Servat Seconded: Cllr. C. Wilson
Cllr. B. Orr returned to the meeting
b) IF THE ABOVE IS AGREED, TO CONSIDER ANY QUOTATIONS RECEIVED FOR GRASS CUTTING.
The Clerk advised that she has received 2 quotations to date, in the sum of £120.00 to £150.00 per cut and £350/.00 per cut. She is awaiting a third quotation.
It was resolved that once the Clerk is in receipt of a third quote, the Chair and one other councillor should determine who is awarded the contract.
Proposed: Cllr. C. Wilson Seconded: Cllr. D. Servat
21. TO CONFIRM RENEWAL OF THE MEMBERSHIP OF LALC IN THE SUM OF £154.71.
Noted
22. TO NOTE THAT THERE IS £1914.13 IN THE COMMUNITY INFRASTRUCTURE LEVY FUND AND THIS NEEDS TO BE SPENT BY THE END OF THIS FINANCIAL YEAR
It was resolved that as agreed in Item 20 (a), these funds be used to maintain the cemetery.
Proposed: Cllr. B. Orr Seconded: Cllr. D. Servat
23. TO DETERMINE MEETING DATES FOR THE NEXT COUNCIL YEAR
It was resolved that the Meeting Dates provided by the Clerk be approved
Proposed: Cllr. C. Wilson Seconded: Cllr. D. Servat
The meeting closed at 7.10pm