Minutes Annual Council Meeting 14th May 2025
SWABY GROUP PARISH COUNCIL
MINUTES OF THE ANNUAL COUNCIL MEETING
HELD 14TH MAY 2025
Present: Cllr A. Gilpin (Chair); Cllrs Hanson, Start, Cooper, Bailey, Young, Gibson, Wright and Taylor
1 Member of the public
Mrs J. Cooper Parish Clerk
1. ELECTION OF CHAIRMAN
It was proposed (Cllr Gibson), seconded (Cllr Bailey) that Cllr Gilpin remain as Chairman for the forthcoming 25/26 civic year. He accepted the proposal and it was therefore resolved that Cllr Gilpin remain in the Chair.
2. DECLARATION OF ACCETANCE OF OFFICE
This was signed by Cllr Gilpin and countersigned by the Clerk as Proper Officer to the Council.
3. ELECTION OF VICE CHAIRMAN
It was proposed (Cllr Young), seconded (Cllr Taylor) that Cllr Bailey remain as Vice Chairman for the forthcoming 25/26 civic year. He accepted the proposal and it was therefore resolved that Cllr Bailey remain as Vice Chairman.
4. APOLOGIES
Apologies and valid reasons for absence were received from Cllrs Dransfield and Milburn, and these were accepted.
5. DECLARATIONS OF INTEREST
There were none.
6. MINUTES OF THE MEETING HELD 12TH MARCH 2025
There were some slight typing corrections and it was agreed that the corrected minutes be circulated and signed at the next meeting.
7. UPDATES
There were none.
8. FINANCIAL MATTERS
a) It was resolved that the following accounts be paid:
Clerks salary & PAYE (April/May) and back pay £437.33
Community Heartbeat support £162.00
Internal Auditor £ 30.00
Insurance £236.97
b) End of Year income/Expenditure balances
These were noted.
c) AGAR audit forms.
It was resolved that the Chairman signed the following AGAR forms, after brief run through by the Clerk:
i) Certificate of Exemption
ii) Governance Statement
iii) Accounting Statement
The internal auditor report was read out, there were no issues raised. This was the final year the internal auditor would be undertaking audits, therefore the Council will need to source an internal auditor for 25/26 accounts next year.
9. ADMINISTRATIVE DOCUMENTS
The following policies were accepted for the year:
Risk Assessment & Management; Financial Regulations; Asset List; Data Protection; Code of Conduct; Planning; Investment Policy; Staff policies – Dignity at Work; Disciplinary ; Equality, Expenses; Pay; Sickness.
It was resolved to look through the new model Standing Orders issued by National Association of Local Councils and adopt any amendments at the next meeting.
10. CORRESPONDENCE
There was none
11. DOG BIN, SOUTH THORESBY
The application is lodged with ELDC, Clerk is chasing up approval. It was resolved to purchase the bin once approval received.
12 REPAIRS TO BENCH
Clerk to contact Mens Shed to see if they could undertake repairs to Bench 11 with it having the concrete sides.
13 DOMAIN/.GOV EMAILS
A brief explanation on the idea behind a .gov e mail address was given, and some discussion followed, particularly in light of the costs. It was agreed to defer to the next meeting.
14. PLANNING
There were no applications or decisions received.
15 ANY OTHER MATTERS/ITEMS NEXT AGENDA
The Council noted that Brian Barker, a former Chairman of the Parish Council for many years, had passed away. Condolences to his family.
Next agenda:
Quarry
Standing Orders
16 DATES OF MEETINGS
It was agreed, subject to any unforeseen circumstances, that the meeting dates for the next civic year be set as:
16th July; 17th September; 12th November; 14th January; 11th March & 13th May – all 7pm.
17 DATE OF NEXT MEETING
This was noted as 16th July.
There being no further business the meeting closed at 8.10pm