Annual Council Minutes 15th May 2024
SWABY GROUP PARISH COUNCIL
MINUTES OF THE ANNUAL COUNCIL MEETING HELD
15TH MAY 2024
Present: Cllrs Bailey, Gilpin, Milburn, Powis, Start, Cooper, Dransfield, Wright and Gibson.
Mrs J. Cooper (Parish Clerk)
2 members of the public
1. ELECTION OF CHAIRMAN
Cllr Gibson proposed Cllr Bailey remain in the Chair, however Cllr Bailey declined the nomination for a further term.
Cllr Bailey nominated, Cllr Dransfield seconded that Cllr Gilpin be elected Chairman, there were no other nominations and he accepted the position. It was therefore resolved that Cllr Gilpin be elected Chairman for the forthcoming civic year.
2. TO RECEIVE CHAIRMAN’S DECLARATION OF ACCEPTANCE OF OFFICE
Cllr Gilpin signed his declaration, which was counter signed by the Clerk as Proper Officer to the Council.
3. ELECTION OF VICE CHAIRMAN
Cllr Gilpin proposed, Cllr Gibson seconded, that Cllr Bailey be elected Vice Chairman. There were no other nominations and he accepted the position. It was therefore resolved that Cllr Bailey be elected Vice Chairman for the forthcoming civic year.
4. APOLOGIES
Apologies and valid reasons for absence were received from Cllrs Young and Taylor and these were accepted.
5. DECLARATIONS OF INTEREST
There were none
6. MINUTES OF THE MEETING HELD 13TH MARCH 2024
There were two alterations – minute 85 to remove the tilde mark after “Swaby” and minute 97 to add the words “in principle” after “…the Parish Council agree…”
With those alterations it was resolved that the Chairman sign the minutes as a correct record.
7. UPDATES FROM THOSE MINUTES
Minute 85 – Litter picks. The bags had been collected. It was felt the picks were successful, some councillors and family also undertook separate picks and it was noted that there was a lot of dog waste bags left in the verges and hedges, some discarded plastic type gloves, a lot of empty alcoholic bottles were found and some unspent cartridges found in the Warren which were handed to the police. Consideration to be given to holding another litter pick later in the year (next agenda). It was also noted that the litter bin on Church Lane, Swaby was loose.
Minute 97 – Village Hall grant. Members of the village hall committee confirmed they were having difficulty in obtaining sufficient quotes for the intended works within the timescale.
8. VETS SCHEME
Cllr Taylor had sent cheque received from the Louth Masonic Lodge in the sum of £320 made out to the Parish Council to cover the cost of the VETs scheme. This to be paid into the Parish Council account and ring fenced for the scheme. Cllr Taylor to give update at the next meeting.
9. FINANCE
a) Accounts for payment
It was resolved that the following accounts be paid by BACS
Clerks salary & PAYE (April/May) £322.82
Community Heartbeat Annual Support £162.00
Internal Auditor £ 30.00
Zurich Insurance £260.46
(defib added)
b) End of year figures against budget heads
This was noted.
c) AGAR Audit Forms
It was resolved that the Chairman sign the following audit papers after the Clerk had gone through them with members.
i) Certificate of Exemption
ii) Governance
iii) Statement of Accounts
iv) Internal Audit report – noted.
10 POLICIES
The following policies were adopted with no change:
Standing orders;
Risk Assessment & Management;
Data Protection;
Code of Conduct;
Planning;
Disciplinary Policy; Equality; Expenses; Pay and Sickness policies.
The Asset Register to be updated with location and number of benches and defibrillator – to be noted at the next meeting.
The Financial Regulations to be amended to incorporate payment by BACS – to be noted at the next meeting.
The Dignity at Work policy to be circulated to members.
Cllr Bailey agreed to make enquiries regarding the initial purchase of the bus shelter at South Thoresby and clarification needed as to ownership/insurance liability.
11 CORRESPONDENCE
- LCC Footpaths Officer. Email regarding the footpath in Swaby subject to query following planning application. It was agreed to request LCC to open up this route in its entirety.
- Wolds Grant Scheme – details handed to Cllr Start for Village Hall
- ELDC Funding scheme for rural parishes.
12 PLANNING
Application to re-roof St Micheals, Driby. It was understood this was to carry out repairs , however the Parish Council had no observations.
The Clerk then asked the Council to consider objecting to the new National Grid proposal for underground cabling in addition to the proposed pylons, which would add to National Grids proposal for an industrial substation in Bilsby which would dominate the landscape. Council agreed to raise objections and the Clerk to compose letter of objection for circulation prior to submission.
13 ANY OTHER MATTERS/ITEM FOR NEXT AGENDA
There were no further matters.
Next agenda:
Dog Bins
Frequency of Litter Picks
Remaining Policies to be approved.
14 DATE OF NEXT MEETING
The Chairman suggested the following dates for the civic year, and these were approved.
10th July
11th September
13th November
15th January
12th March
14th May (Annual Parish & Annual Council)
There being no further business the meeting closed at 8:05pm