2019 Parish Council Minutes of Meetings

SWINDERBY PARISH COUNCIL

MINUTES OF THE SWINDERBY ANNUAL PARISH COUNCIL MEETING held at 7pm on 20 MAY 2019 at the SWINDERBY VILLAGE HALL, Bulpit Lane, Swinderby

Present:

Councillors:   R Ketteringham (Chair), G Lloyd (Vice-Chair), J Gagg, G Shelbourn and N Marris.

Clerk:   S Aikman

In Attendance:

Cllr P Overton (NKDC) and 2 members of the public

1.   Public Forum

3 members of public in attendance.

Cllr Peter Overton introduced himself as a newly elected District Councillor

2.   Election of Chair

Following a vote it was unanimously resolved that Cllr R Ketteringham be elected Chair of the Council.  Cllr Ketteringham signed the Declaration of Acceptance of Office.

3.   To receive any apologies for absence

Cllrs R Hodgson and L Carter had sent their apologies, reasons accepted. Apologies from District Councillor S Appleby noted.

4.   To receive declarations of acceptance of office from elected members

Declarations of acceptance of office were received from elected members.

5.   To consider a revised Code of Conduct 

Following a vote it was unanimously resolved to adopt the new Code of Conduct from NKDC.

6.   To receive confirmations of receipt of the revised Code of Conduct and register of interests from elected members

Councillors confirmed receipt of the Code of Conduct and completed the register of interests forms.

7.   Election of Vice-Chair

Following a vote it was unanimously resolved that Cllr G Lloyd be elected Vice-Chair of the Council.

8.   To receive any declarations of interest

In accordance with the Localism Act 2011 and consider any requests for dispensation in relation to Disclosable Pecuniary Interests or any other interests as outlined in the Council’s Code of Conduct.

None

9.   To appoint representatives to the Village Hall Committee (2)

Following a vote it was unanimously resolved that Cllrs Hodgson and Shelbourn would be the Council representatives on the Village Hall committee.

10.   To appoint representatives to the Poor Trust (2)

Following a vote it was unanimously resolved that Cllr Hodgson and Lloyd would be the Council representatives to The Poor Trust.

11.   To appoint a representative to the School Community Governors

Following a vote it was unanimously resolved that Cllr Carter would be the Council representative to the School Community Governors. 

12.   To appoint a representative to the Police Forum

Following a vote it was unanimously resolved that Cllr Ketteringham would be the Council representative to the Police Forum.

13.   To agree councillor responsibility for environmental matters

Following a vote it was unanimously resolved that all Councillors were responsible for environmental matters and that the public should also be encouraged to use available reporting procedures.

14.   To receive the minutes of the Parish Council Meeting 8 April 2019, previously circulated to members

Following a vote it was resolved unanimously that they were an accurate record of the meeting and were signed by the Chair.

15.   Review and adopt the Standing Orders of Swinderby Parish Council

Following a vote it was resolved unanimously that the existing Standing Orders met the requirements of the Parish Council.

16.   Review and adopt the Financial Regulations of Swinderby Parish Council

Following a vote it was resolved unanimously that the existing Financial Regulations met the requirements of the Parish Council.

17.   Review existing Bank Signatories and recommend changes as required

Following a vote it was resolved unanimously that Cllr Shelbourn should be added to the list of signatories to the bank and that Cllr Ketteringham would be authorised for inputting payment requests in the event of the 
Clerk’s absence but would be removed as a signatory and approver of payments.

18.   Finance

a.   To formally note Items of Income

b.   To formally approve Expenditure since last meeting:

All expenditure approved, unanimously

Clerk’s salary including PAYE and pension expenditure approved unanimously

c.   To renew the Parish Council insurance due on 1 June 2019 

Following a vote it was resolved to accept a quote for a 3-year agreement for insurance with Inspire at a cost of £330 for 2019/20.

d.   To approve Items of Expenditure

All expenditure approved, unanimously

e.   Bank reconciliation for the year to date was approved unanimously.

f.   To review the spend against budget, noted. 

g.   To receive the Internal Auditor’s report

All items on the annual return had been approved by the internal auditor

h.   To review the effectiveness of the system of internal control and consider the findings prior to completing the Annual Governance Statement on the Annual Return for 2018/19.

All items were reviewed and the Annual Governance Statement was completed.

i.   To approve the Annual governance statement on the Annual Return for 2018/19.

Following a vote it was unanimously resolved to approve the Annual Governance Statement.

j.   To consider the Accounting Statements by the members meeting as a whole

The Accounting statements were considered.

k.   To approve the Accounting Statements for 2018/19 on the Annual Return.

Following a vote it was unanimously resolved to approve the end of year bank reconciliation for 2018/19.

Following a vote it was unanimously resolved to approve the Accounting Statement in the Annual Return.

l.   Accounting Statements to be signed and dated by the Chair

The Accounting Statements were signed and dated by the Chair.

m.   To confirm that the Parish Council meets the exemption criteria for external audit and to complete the exemption certificate

Following a vote it was unanimously resolved that the Parish Council meet the exemption criteria for external audit and the exemption certificate was completed.

19.   Planning

An agenda item was proposed for a future meeting – to ask NKDC to evaluate planning applications that had been approved for consistency in responses.

Applications Received

a)   Applications Decided

20.   To consider arranging a detailed annual Inspection of the play area

Following a vote it was unanimously resolved that an annual inspection of the play area and a risk assessment should be booked by the Clerk.

21.   To consider purchasing storage for archive materials

Further quotes would be obtained and taken to the next meeting for a decision.

22.   To consider a request for a donation to SWINFEST 2019

Following a vote it was unanimously resolved that a £100 donation would be made direct to the Air Ambulance to add to that collected by Swinfest 2019.

23.   Clerk and Councillors Reports (for information only) 

The Clerk reported that reviewing the Council risk assessment should be on the agenda for the next meeting.

Cllr Carter had sent in the following report:

The Clerk had competed her probationary period and a contract was issued. 

Contract details had been agreed and a signed copy given to the Clerk.   The Council agreed that Cllrs Carter and Hodgson would deal with staffing and report to the Council.  

The Clerk would be working with Cllr Carter on updating the Asset register, including identifying land owned by the PC that was known and that which is unknown or disputed, the PC involvement with the village hall and the Poor Trust. 

The issue of damaged trees on the playing field was discussed at the last Governors meeting. The school and PC are satisfied that there will be no criminal proceedings taken by the Police and that the school and parents will deal with the issue appropriately. The School, like were sure that if the PC finds out how much the replacement trees will cost that the parents and children involved will fund their replacements. They should be given this option and any shortfall could then be picked up by the PC.  The PC should contact the Woodlands Trust to find out the type of trees on offer as replacements.

The school had been in discussions with the Parish Council about a new sign.  The school had been informed that the land belonged to LCC. Discussion on who owns the above piece of land continued as two Governors were of the opinion that the Church gifted some land to the School and pre-school playgroup. LCC has informed the school that the lease on the Preschool Playgroup land had expired long ago and that as LCC owned the land any rent would be payable to LCC in future. The school believe they own the land and have been receiving rent from the build of the playgroup until now.   Copies of the original lease agreement are being sought and Cllr Carter would be grateful to know of anyone who was involved with the setting up of the original playgroup buildings so that their memories can be tested.  Cllr Carter was deemed the person to explore ownership of this land from a Governor’s perspective and as part of her continued work with the asset register on the PC.

Cllr Ketteringham reported that there was no further news regarding the Thomas White proposals in the village.

Cllr Lloyd reported that:

- He was continuing to monitor the grass cutting in the village.  
- The Clerk was asked to send an acknowledgement of receipt for the letters relating to the damaged trees.
- A quote was needed for repairing a post on the climbing frame and fence repairs on the Station Road side.

Cllr Marris reported that work on the hedge on the corner of Bulpit Lane should be an agenda item for September.

Cllr Shelbourn  reported that the bench on Bulpit Lane was in need of repair.

Cllr Gagg suggested that the Council started looking at brochures from play equipment manufacturers for the planning funding bid to improve the play area. 
Cllr Gagg reported that the Norton Disney rendering plant plan is likely to resume in November.

A member of the public reported that the dog bin at the top of the high street was damaged and that the stile on Cow Lane was in need of repair.

24.   Correspondence

25.   Date of next meeting

Parish Council meeting 10 June 2019

Meeting closed 9.15pm