Annual Council Meeting 17th May 2023
SWABY GROUP PARISH COUNCIL
Minutes of the Annual Council Meeting held 17th May 2023
PRESENT; Cllrs Bailey; Start; Dransfield; Powis and Gilpin. Cooper and Millburn at minute no. 4
Mrs J. Cooper (Parish Clerk)
1 ELECTION OF CHAIRMAN
It was proposed (Cllr Start), seconded (Cllr Dransfield) that Cllr Bailey remain in the Chair for a further year. Cllr Gilpin mentioned he would be willing if Cllr Bailey did not accept nomination. Cllr Bailey accepted for this year and it was therefore resolved that Cllr Bailey be Chairman for the forthcoming civic year.
2 DECLARATIONS OF ACCEPTANCE
The chairman signed his Declaration of Acceptance of Chairman. All other councillors signed their Declarations of Acceptance of Office prior to the commencement of the meeting and all were counter signed by the Clerk as Proper Officer.
3 ELECTION OF VICE CHAIRMAN
It was proposed (Cllr Dransfield) and seconded (Cllr Bailey) that Cllr Gilpin be nominated as Vice Chairman. There were no further nominations and Cllr Gilpin accepted the nomination. It was therefore resolved that Cllr Gilpin be elected Vice Chairman for the forthcoming civic year.
4. VACANCIES
Two candidates wished to be co-opted and it was proposed (Cllr Bailey) seconded (Cllr Dransfield) that Mrs Cooper be co-opted to fill the vacancy for Haugh. It was therefore resolved that Cllr Cooper be co-opted.
It was further proposed (Cllr Bailey) and seconded (Cllr Gilpin) that Mr Millburn be co-opted to fill a vacancy at Swaby. It was therefore resolved that Cllr Millburn be co-opted.
5. APOLOGIES
Apologies and valid reasons for absence were received from Cllrs Young and Gibson and these were accepted.
6. DECLARATIONS OF INTEREST
Cllr Bailey declared a personal interest in matters relating to the Quarry.
7. MINUTES OF THE MEETING HELD 8TH MARCH 2023
It was resolved that the Chairman sign the minutes of the meeting held 8th March 2023 as a correct record of that meeting.
8. UPDATES
Litter Pick – Cllr Bailey confirmed 9 people attended the litter pick at South Thoresby, but no one attended at Swaby. Cllr Bailey had left a picker and hoop with a Swaby resident and a picker and hoop with a South Thoresby resident. Discussion on whether 2 pickers and hoops could be left at the Village Hall and this was agreed. Cllr Millburn confirmed he regularly picks up litter left on the roadside through Driby.
9. CONFIRMATION CLERKS SALARY SCALE
It was confirmed that the confidential minute following the Meeting held 8th March 2023 was incorrect and that the salary scale point 16 as noted in the original clerks contract had been subsequently amended in a review of scales and was now Scale Point 6, which was the correct point.
10 LALC MANAGEMENT COMMITTEE
It was agreed not to nominate a representative from Swaby Group Parish Council.
11 DEFIBRILLATOR UPDATE
After discussion on the figures, which were amended to total expenditure of £2413, with £1885 being received in donations, it was resolved that, with VAT to reclaim excluded, the Parish Council would cover the remaining figure of £130.00. The defibrillator was ordered for delivery to Cllr Dransfield.
Cllr Gilpin advised he had mentioned the ordering of the defibrillator at the recent Coronation Event.
12. FINANCE
a) Accounts for payment
It was resolved that the following accounts be paid:
Clerks salary (April/May) & PAYE £296.92
Zurich Insurance £222.69
L. Croft Internal Audit £ 30.00
LALC Subs £ 88.22
Community Heartbeat Defibrillator £2358.00
b) Final end of year figures 22/23 were noted
c) Audit AGAR forms
It was resolved that the Chairman sign the following audit forms:
(i) Exemption Certificate
(ii) Governance Statement
(ii) Statement of Accounts
The Internal Auditors report was noted and copy given to the Chairman.
d) After discussion it was resolved that the Clerk obtain the required forms and details to enable the Council to bank online, with particular reference to the clerk being able to check bank statements on line.
13 SOUTH THORESBY QUARRY
Members noted the letter sent by Aby Parish Council to LCC, and the response received by them. Cllr Bailey advised that the road sweeper had recently been along the road, but due to the amount of chalk dust was unwilling to use water to assist with sweeping therefore the area had been subjected to dust blowing from the sweeper. Cllr Powis suggested the matter be escalated to the MP, and Cllr Bailey agreed to write.
14 POLICIES
The following policies were discussed:
Standing Orders – accepted without amendment
Risk Assessment – query on need for lease/agreement to be held between Parish Council and Village Hall Committee – Cllr Start to send through. Clerk to provide model allotment tenancy agreement.
Financial Regulations – agreed to delete paragraph 2.5 (need to prepare three year forecast) and the second 6.5 (alternative relating to holding of Petty Cash) Cllr Gilpin asked who was the Responsible Financial Officer and was advised it was a combined role with the Parish Clerk.
Asset Register – to remove 1 Swaby notice board and discussion on number of benches. The Asset Register to be revised once the Swaby defibrillator arrives.
Data Protection Policy – to add “to the Clerk” after “Subject Access Requests must be submitted in writing…”
Code of Conduct – no alterations
Planning (between meetings) – no alterations.
15 CORRESPONDENCE
ELDC – Tree planting scheme (Community Orchards) – agreed no suitable land in the Parishes.
ElanCity – solar speed device – agreed not at present.
Lincs Wolds News x 2 – circulated
Clerks and Councils Direct – circulated
16 PLANNING
Application Post Box Cottage – extension and change use outbuilding to annex – No observations
Decision 540/23 – Calceby Grange LBC alterations to replacement window frames and external doors – conditionally approved (to be in timber).
17 ANY OTHER MATTERS/ITEMS NEXT AGENDA
Next agenda:
Amended policies to be agreed
Clerks Contract
Update on defibrillator
Swaby Village Fund
18 NEXT MEETING
The date of the next meeting was agreed as 12th July 2023, with the following agreed for the year:
13th September
15th November
17th January
13th March
There being no further business the meeting closed at 9.00pm