Minutes
Annual Parish Council Meeting Minutes Wednesday 5 May 2021 at 7.00pm
Under the Local Authorities (Coronavirus) (Flexibility of Local Authority Meeting) (England) Regulations 2020, this meeting was held by video conference.
Members Present:
Cllrs Brown, Cotton, Harper, Hillman, Ives, Kenny, Loryman, Spurr, I Willox and J Willox
Absent:
Cllrs Ashton Derry and Crump
In Attendance:
Elaine Atkin, Parish Clerk
There were 3 members of the public in attendance.
Due to internet issues experienced by the Clerk which prevented the start of the meeting, the meeting reconvened at 7:20pm.
Public Questions
A member of the public made a number of detailed personal comments on the Complaints Procedure (agenda item 12, minute 140/21) and believed the document was not fit for purpose.
Cllr J Willox briefly left the meeting at 7:27pm, returning at 7:28pm.
Full Council Meeting
129/21 To elect the Chairman of the Council for the forthcoming administrative year 2021-22
Cllr Brown proposed Cllr Cotton as Chairman. There were no other nominees, and this was resolved. Cllr Cotton took the Chair, and agreed to sign the Declaration of Acceptance of Office as Chairman form offline.
130/21 To elect a Vice Chairman of the Council for the forthcoming administrative year 2021-22
Cllr Cotton proposed Cllr Hillman as Vice Chairman. There were no other nominees, and this was resolved.
131/21 To receive apologies and accept valid reasons for absence, these having been submitted to the Clerk prior to the meeting
Apologies and a valid reason for absence had been received from Cllrs Ashton Derry and Crump, and these were accepted.
132/21 To receive declarations of interest in accordance with the Localism Act 2011
There were none.
133/21 To approve the notes of the Full Council meeting held on 7th April 2021 and the Extra Ordinary Full Council meeting held on 14th April 2021 and the Chairman to sign them as the agreed minutes
Cllr Ives noted that agenda item 115/21 from 7th April meeting (approve quotes for Mill Lane LED lights) was deferred to May’s meeting but was not on the Action Log or on this agenda.
Cllr Hillman proposed that both sets of minutes were approved, and these were resolved.
134/21 To note the meeting Action Log
Noted.
135/21 To consider co-option applications for two vacancies
There were no co-option applications to consider.
To review and approve the following documents:
136/21 Standing Orders
Cllr Hillman queried an amendment which had been requested but which did not appear to be in the updated document, however it was confirmed that the amendment was there, under 1n.
Cllr Cotton proposed and it was resolved to approve the document.
137/21 Financial Regulations
This was proposed by Cllr Hillman and resolved.
138/21 Terms of Reference for Committees
This was proposed by Cllr Ives and resolved.
139/21 Risk Management Policy
An amendment was requested under 2.3, to ensure that supporting papers are issued in good time (ideally 24 hours beforehand), so that those Councillors who work have plenty of time to prepare for and be fully informed at the meeting.
A query was raised under 5.5 (fund-raising), asking for clarification on the regulations referred to.
Cllr Spurr proposed, and it was resolved to approve the document.
140/21 Complaints Procedure (including Vexatious Complaints)
The comments made by a member of the public were noted, however it was also confirmed that the document had been reviewed and amended since it was first tabled in December.
2.3 regarding public right to challenge the Council’s accounts, to be amended to ‘any time’.
Cllr Ives proposed approval of this document with the amendment as above, and this was resolved.
141/21 To agree the schedule of meetings and committees/working groups for the administrative year
This was proposed by Cllr Hillman and resolved.
142/21 To agree membership of committees for the administrative year
Proposed Committee membership was updated at the meeting, ensuring that all committee met the quorum figure and did not exceed the maximum membership figure, as per the Terms of Reference. This was resolved.
143/21 To confirm arrangements for insurance cover, in respect of all insured risks
Insurance documentation was shared with Councillors. A query was raised with the figures on the lift insurance (possible error on one on the figures) and this would be raised with our brokers.
Cllr Brown proposed, and this was resolved.
144/21 To approve expenditure above specified limits, as per Financial Regulations
This was proposed by Cllr J Willox and resolved.
145/21 To review expenditure incurred under s.137 of the Local Government Act 1072
This was proposed by Cllr Hillman and resolved.
146/21 To agree room and sporting hire fees for 2021-22
The proposed charges were resolved, however Cllr Ives suggested that the full costs of room hire should be further investigated.
147/21 To approve the Council’s direct debits and payments of annual subscriptions
This was proposed by Cllr Ives and resolved.
148/21 To approve the Council’s membership of bodies &
149/21 Review of the Council’s and/or staff subscriptions to other bodies
Both these agenda items were covered by one supporting paper. It was proposed by Cllr J Willox and resolved to approve both.
150/21 To approve the updated list of assets, in preparation for the external audit
This item to be deferred to June Full Council.
151/21 To review and agree delegation arrangements to committees, sub committees, staff and other local authorities
This was proposed by Cllr Spurr and resolved.
152/21 To appoint the Council’s Safeguarding Officer
Cllr Hillman proposed that the Clerk is the Safeguarding Officer, and this was resolved.
153/21 To elect 4 Parish Councillors as Memorial Field trustees
Cllrs Brown and Kenny volunteered to become trustees. Cllr Ives recommended that both read the background document which clarifies the responsibilities of a trustee.
There were no other volunteers.
Cllr Cotton proposed that Cllrs Brown and Kenny be appointed, and this was resolved. The Clerk to provide details to the secretary of the trustees.
154/21 To review the Councillor Training Matrix and agree training required
The Training Matrix was reviewed and amended. The Clerk reminded Councillors of the training requirements for specific committees and agreed to re-issue the LALC training schedule to all Councillors.
One member of the public left the meeting (8:45pm).
155/21 To agree a schedule for the year to review and approve the Council’s policies, procedures and Asset Register as documented in the Council’s Policies, Procedures and Governance documentation
Cllr Hillman proposed the schedule is accepted, and this was resolved.
156/21 To agree a request for support from the Police for 30mph repeater signs for Mill Lane
Cllr Harper proposed, and it was resolved, to support the request. Cllr Cotton suggested there may be some funding available via the WLDC Councillor Initiative Fund.
To note:
157/21 A resident complaint resolution
Noted.
158/21 Summary of meetings held in April
Noted. Cllr Hillman reminded all Councillors to declare their meetings.
159/21 MUGA update
Update noted.
160/21 Bridge Street update
Update noted. Thanks were passed on to Cllr I Willox and Mrs Willox for watering the new trees on Bridge Street.
161/21 Communications Lead update
Update noted. Thanks were passed on to Cllr J Willox for taking on the Comms Lead role.
162/21 Cricket update
It was confirmed, following a query on Facebook, that cricket would still be feasible once the MUGA is in place. The update was noted.
163/21 CLOSED SESSION – Council to resolve to go into closed session in accordance with the Public Bodies (Admissions to Meetings) Act 1960 for the following items on the grounds that publicity would be prejudicial to the public interest by reason of the confidential nature of the business to be transacted.
It was proposed by Cllr Cotton and resolved to go into closed session.
The remaining members of the public left the meeting (9:07pm).
There was a quick comfort break, with the meeting resuming at 9:10pm.
164/21 To consider and agree the bar outsourcing project brief
Cllr Cotton declared a person interest, due to sitting on WLDC licencing panel.
Cllr Harper requested that reference to the results of the Big Community Survey (specifically for a family-friendly facility) be made in the project brief.
Cllr Hillman proposed, and it was resolved, to:
Approve the project brief
Contact the Plunkett Foundation for guidance on next steps and models
Set up a meeting with the project team – to comprise the Clerks, Cllrs Crump, Kenny and Spurr
Bring the project plan to June Full Council
165/21 To receive an update on the Cleaner role, to note health and safety requirements for in-house cleaning, and agree actions
It was noted that extra cleaning would be necessary to meet Covid-19 cleaning requirements for Bridge Street Toilets and boater facilities, and the Council are unable to meet this at the moment. Canal & River Trust have confirmed that we have no obligation to keep the boater facilities open at the moment, due to there being alternative facilities at Lincoln and Torksey, and we are able to put a temporary stop on the facilities.
Cllr Hillman proposed, and it was resolved, to continue with the temporary cleaning solution for the Community Centre and Mill Lane and put a temporary closure on the Bridge Street boater facilities until we have resolved an in-house cleaner. Cllr Spurr further clarified that the facilities will need cleaning before the temporary closure is put into place.
Cllr Kenny left the meeting (9:33pm).
166/21 To consider quotes for remedial works on the roundabout in the play area
Following discussion over the reasons for the remedial works and whether there is any comeback on the installers, Cllr Cotton proposed, and it was resolved, that this would be discussed at the next Chair and Clerks meeting, and it would only need to come back to June Full Council if no resolution can be agreed.
The meeting closed at 9.53 pm.
Cllr Cotton thanked the Clerks for all the supporting paperwork for this meeting.
Cllr Brown thanked Cllr Cotton for the report of Parish Council activities and report at the Annual Parish Meeting.
Please be advised that these are notes of the meeting taken by the Assistant/Clerk and cannot in any way be regarded as the official minutes of Council proceedings until they are approved and signed at the next meeting.