Annual Meeting of Parish Council minutes May 2023
SOUTH KELSEY & MOORTOWN PARISH COUNCIL
Draft Minutes of the Annual Meeting of the Parish Council
held in the Village Hall on 15 May 2023 at 6.30pm
Present: Cllr Juliet Coleman-Scott (Chair), Cllr Tina Wiles, Cllr Nicola Hall
Absent: Cllr Craig Marriott
In attendance: County Councillor Tom Smith, District Councillor Peter Morris, Gina Andrews (Clerk) and one member of the public
Update from County Councillor
LCC: Cllr Smith informed the meeting of the following updates:
- Roads Closure (Station Road, Caistor Road, B125) - Closures were due to planned overhead cable maintenance. Closures were exacerbated due to un-planned emergency works by Northern Power and Anglian Water.
- Flooding - Cllr Smith confirmed speaking with the Head of Highways and that matters are in hand, but will take time as Highways currently have 109 jobs. Cllr Smith also confirmed funding will become available to County Council to assist with schemes of their choice and Cllr Smith is hoping to use this to assist with flooding. Cllr Smith has a sight visit arranged with Highways for 6 June to look at drainage issues.
- Resurfacing - Cllr Smith confirmed Station Road is to be resurfaced during the 2024/25 year.
- Paths - Network Rail vehicles disturbed paths in Moortown. Cllr Smith advised that mud on the road should be reported to the police.
Formal Parish Council Meeting commenced; Standing Orders invoked:
23/40 Election of the Chair 2023/24
Members nominated, seconded and RESOLVED to elect Cllr Juliet Coleman-Scott as Chair for the year 2023/24.
23/41 Election of the Vice-Chair 2023/24
Members nominated, seconded and RESOLVED to elect Cllr Tina Wiles as Vice-Chair for the year 2023/24.
23/42 To receive apologies and reasons for absence:
It was proposed, seconded and RESOLVED to note apologies from Cllr Craig Marriot with valid reasons for absence accepted.
23/43 Declarations of Acceptance of Office:
It was noted that Declarations of Acceptance of Office for Cllrs Coleman-Scott, Wiles and Hall were signed and witnessed by the Clerk prior to the meeting. These are to be retained by the Clerk and be made available to the public. ACTION GA
23/44 Declarations of Acceptance of Office, Extension for Absent Members:
It was proposed, seconded and RESOLVED to approve an extension to receive Declarations of Acceptance of Office for absent members to 3 July 2023.
23/45 Receipt of Code of Conduct:
It was noted that the Code of Conduct was received by members and receipts are to be forwarded to the Clerk for submission to the Monitoring Officer. These are also to be retained by the PC and made available to the public. ACTION GA
23/46 Register of Interest:
It was noted that the Member Interest Form for new councillors and returning councillors with new interests to declare and the Declaration of Unchanged Circumstances Form have been received, completed and forwarded by members to the Clerk for submission to the Monitoring Officer within 28 days of election. These are to be retained by the PC and made available to the public. ACTION GA
23/47 To receive declarations of interest under the Localism Act 2011 - being any pecuniary or non-pecuniary interest in agenda items, not previously recorded on Members’ Register of Interests:
None noted
23/48 To approve draft minutes of Meeting held on 3 April 2023:
It was proposed, seconded and RESOLVED that the minutes of the Parish Council Meeting held on 3 April 2023 be accepted as a true record and duly signed by the Chair.
23/49 Policies - amendments and approval:
Co-Option Policy - It was proposed, seconded and RESOLVED to approve and formally adopt the Co-option Policy, procedures and application forms as circulated to the members prior to the meeting.
Standing Orders - It was proposed, seconded and RESOLVED that the Standing Orders be amended to include a section for Training with the following points:
- The Council encourages councillors to attend any relevant training beneficial to the Council, with prior approval at a Council Meeting;
- Councillors booked onto training that do not give notice of non-attendance will settle any costs incurred; and
- Costs of any lunch provided at training will be paid for by attending councillors.
It was noted that a training record be produced and maintained by the Clerk. ACTION GA
Policies with outstanding approval - It was proposed, seconded and RESOLVED that all policies not yet approved and formally adopted be checked for completion by Cllr Wiles and reviewed by all councillors prior to the next meeting. The Clerk is to ensure all members have access to the draft documents. ACTION GA/Cllrs
23/50 Exercise power to co-opt members:
It was noted that as the Council is currently four members short after the May elections. Where an insufficient number of persons are nominated the council may co-opt to fill vacancies. It was further noted the Council must exercise the power within 35 days from the day the person elected would have taken office.
The Clerk confirmed the vacancies are being advertised with a closing date of 26 May, with applications to be considered at the council meeting of 5 June 2023.
23/51 Annual Return for the year ended 31 March 2023:
- Approve Annual Governance Statement for 2022/23 - Chair and Clerk to sign [Section 1] of the Annual Return dated 31 March
- Execute review of the effectiveness of internal audit
- Approve Statement of Accounts for 2022/23 - Chair and Clerk to sign Section 2 of Annual Return dated 31 March
- Annual Governance and Accountability Return and Exemption Certificate - to be signed by the Chair
- Appoint Internal Auditor for Financial Year 2022/23
It was proposed, seconded and RESOLVED that all the above matters relating to the accounts be deferred to the next meeting. ACTION GA
23/52 Insurance Renewal for Approval:
It was proposed, seconded and RESOLVED to approve Zurich Municipal’s insurance policy quote for the term 01/06/2023-31/05/24 with premium of £390.18 (plus insurance premium tax of £46.82 - total £437). ACTION GA
23/53 Clerk’s Report on Matters Outstanding and Correspondence:
The Clerk presented her report and list of correspondence to the meeting. It was noted that:
- The Clerk’s contracted hours needed to be reviewed and the contract amendment as necessary; and
- the Council are awaiting feedback from Lloyds with reference to the change in mandate. Until such time only existing signatories are able to access information from Lloyds Business Banking Team.
23/54 Finance and Accounts for Payment:
It was proposed, seconded and RESOLVED that the following accounts payable be settled:
- Clerks wages and expenses, April 2023 - £273.22
- AJ Williams, grass cutting April - £159.60
- South Kelsey Village, hall hire April 2023 - £20
- Cllr Coleman-Scott expenses (mileage 25 April, bank mandate) - £16.20
- Wave water charges April - £12.43
It was noted that the Parish Council received payment of £97.47 in relation to the Community Infrastructure Levy (CIL) on 25 April 2023.
23/55 Planning:
146559 - Planning application for change of use of cafeteria/bar to office accommodation, change of use from touring caravan area to siting of 37no. static caravans and 4no. holiday homes being variation of condition 9 of planning permission 145001 granted 16 August 2022 - to allow the static caravans to be occupied for 12 months a year.
After discussion, it was proposed, seconded and RESOLVED that the PC object to this planning on grounds of the accumulative effect this development will have on the resources of the community. And on grounds that there is a lack of checks and procedures in place to ensure there are no long term occupancy by residents at the holiday park. A comment is also to be made that no planning notice has been displayed making it difficult for residents to be aware of planning application and raise any concerns and objections.
146159 - Planning application for change of use from storage/scrap yard to site for lodges. Land off Station Road Moortown Market Rasen LN7 6HZ. Objections and comments sent 9th March 2023 – awaiting results.
23/56 Allotment:
It was noted that the Council had been contacted by member of the public interested in an allotment. It was proposed, seconded and RESOLVED that the Clerk contact the interested party to discuss the existing arrangements of the allotment, noting, however that decisions regarding how the allotment space will be used going forward are still be finalised. ACTION GA
23/57 Items for the Agenda of meeting on 5 June 2023
It was proposed, seconded and RESOLVED that items added include:
- Co-Option Applications for Consideration
- Declaration of Acceptance of Office
- Approve Annual Governance Statement for 2022/23 - Chair and Clerk to sign [Section 1] of the Annual Return dated 31 March
- Execute review of the effectiveness of internal audit
- Approve Statement of Accounts for 2022/23 - Chair and Clerk to sign Section 2 of Annual Return dated 31 March
- Annual Governance and Accountability Return and Exemption Certificate - to be signed by the Chair
- Appoint Internal Auditor for Financial Year 2023/24
- Policies for Approval
- Training requirements and plan
- Amendment to Clerk’s Contract of Employment
- Planning
- Allotment update
- Banking Update
- Community Speed Watch Update
Parish Council closed at 19.30
Date and Time of Next Meeting:
to be held at the Village Hall, South Kelsey on Monday, 5 June 2023 at 7pm