2023 Parish Council Meeting Minutes

MINUTES FOR HEYDOUR with AISBY and OASBY PARISH COUNCIL

ANNUAL PARISH COUNCIL MEETING

Held on Tuesday 16th May at 7.00pm in Heydour Parish Hall

Councillors present: Cllrs. Kennedy, Peace, Smallwood and Turner.

In attendance: D. Cllr Trotter, Parish Clerk Boden and three members of public.

Apologies were received from Cllrs Ballam and Taylor.

AGENDA for the ANNUAL PARISH COUNCIL MEETING.

23029. To elect a Chairman of the Council and sign the Declaration of Acceptance of Office. Cllr Smallwood proposed Cllr Peace for the position of Chairman. This was seconded by Cllr Turner. It was resolved that Cllr Peace be elected as Chairman of the Council and for the Delegation of Acceptance of Office. 

23030. To elect a Vice Chairman of the Council and sign the Declaration of Acceptance of Office. Cllr Smallwood proposed Cllr Ballaam for the position of Vice Chairman. This was seconded by Cllr Kennedy. It was resolved that Cllr Ballaam be elected as Vice Chairman of the Council and for the Delegation of Acceptance of Office. The clerk will deliver the form after the meeting.

23031. To suspend Standing Orders to allow members of the Public to raise questions or concerns. It was resolved to suspend Standing Orders. A member of the public asked the Council to name the new Cllrs after the election. This was duly done.

23032. To receive a report from the County Councillor. No report was received.

23033. To receive a report from the District Councillor. D. Cllr Trotter introduced herself to the public and explained she held a position on the Crime Prevention Panel. Cllr Kennedy expressed her concern over the amount of lorries that are using King’s Street as a shortcut to Ancaster. 

23034. To return to Standing Orders to conduct Council Business. It was resolved to return to Standing Orders.

23035. To receive and accept apologies for absence. It was resolved to accept the apologies from Cllr Ballaam and Turner. Declarations of Acceptance will be delivered and signature witnessed.

23036. To receive Declarations of interest for items within the agenda. None were received.

23037. To approve the minutes of the meeting held on the 14th March 2023 and for the chair to sign. It was resolved to accept the minutes of the meeting held on the 14th March 2023 and for the chair to sign.

23038. To receive the clerk’s report.

a)Acceptance of Office. The clerk reported that all acceptance forms had been signed before the meeting by the Cllrs present. Cllrs Ballaam and Turner would have their paperwork delivered and signature witnessed

b) Code of Conduct. The clerk reported that the Code of Conduct forms had been signed before the meeting by the Cllrs present. Cllrs Ballaam and Turner would have their paperwork delivered to be signed before the next meeting.

c) Paperwork required by SKDC and time frames. The clerk reported that both the DPI and election expenses forms needed to be returned to SKDC.

d) Rise in grass cutting costs. The clerk reported that the cutting the playground and the hedge, by BDG, have risen this year.

23039. To review Standing Orders (Copy sent in Cllr pack but also on website). It was resolved that the Standing Orders were up to date and relevant for the Parish Council.

23040. To review Financial Regulations (Copy sent in Cllr pack but on website). It was resolved that the Financial Regulations were up to date and relevant for the Parish Council.

23041. To approve Insurance for Year 2022-23. The quotes are listed below.

BHIB - £366.64

Zurich - £351.00

Community Action Suffolk - £250.42

It was resolved to accept the quote from Community Action Suffolk to provide Insurance for the Year 2022-23.

23042. Finances: 2022/23

a)To receive a report of payments, made between meetings, in the financial year 2022/23

It was resolved to accept the payments made between the meetings.

Financial Year End 2022 – 2023 balance £6,903.63

Annual Gross Income - £7672.00

Annual Gross Expenditure - £7511.00

It was resolved to accept the figures for the Financial Year End 2022 – 2023

23043. AGAR 2022/23: To finalise the accounts for the year 2022/23

a) End of Year: Cash book and bank reconciliation as of March 2023. It was resolved to accept the End of Year Cash book and bank reconciliation as of March 2023.

b) Certificate of Exemption: AGAR 2022/23. To approve and give permission for Chairman and Responsible Finance Officer to sign. It was resolved to accept the Certificate of Exemption: AGAR 2022/23 and to give permission for the Chairman and Responsible Officer to sign. 

c) To receive the Internal Auditors report. It was resolved to accept the Internal Auditors report. It was resolved to pay the Internal Auditor £100 for their services.

d) Annual Governance and Accountability Return: Section 1, Governance Statement. To approve and give permission for the Chairman and Clerk to sign. It was resolved to accept the Annual Governance and Accountability Return: Section 1, Governance Statement and give permission for the Chairman and Clerk to sign.

e) Annual Governance and Accountability Return: Section 2, Accounting Statement. To approve and give permission for the Chairman and Responsible Finance Officer to sign. It was resolved to accept the Annual Governance and Accountability Return: Section 2, Accounting Statement and give permission for the Chairman and Responsible Officer to sign.

f) Analysis of Variances. To approve the variances. It was resolved to accept the Analysis of Variances.

g) Notice of the period for the exercise of public rights and other information required by Regulation 15 (2), Accounts and Audit Regulations 2015. To approve the dates Monday 5th June – Friday 14th July 2023. It was resolved to accept the Notice of the period for the exercise of public rights and other information required by Regulation 15  (2), Accounts and Audit Regulations 2015 and approve the dates Monday 5th June – Friday 14th July 2023.

23044. Finances 2023/24

 a) To receive a report of payments, made between meetings, in the financial year 2023/24

It was resolved to accept the payments made between meetings in the financial year 2023/24.

b) To note the payment from SKDC for the precept of £5,000.00 has been received. It was noted that the payment from SKDC for the precept of £5,000.00 has been received.

c) To review and consider approval of bank reconciliation. (Copy sent in Cllr pack). It was resolved to approve the bank reconciliation.

23045. Grant Funding. To consider and approve Grant Funding for Meliora's Charity. (Grant application sent to Cllr pack). It was resolved to accept the request from Meliora’s Charity for grant funding of £500.00 for the defibrillators.

23046. King’s Coronation. To consider and approve extra funding for the King’s Coronation budget. It was resolved to approve any extra funding required for the King’s Coronation budget.

23047. To consider and approve the repair of the noticeboard in Aisby village. (Quotation sent in Cllr pack). It was resolved to accept the quotation received of £136.54 for the repair of the noticeboard in Aisby village.

23048. Planning matters: 

a) New – To discuss the planning applications received from SKDC

It was resolved that the Council have no comment on application S23/0660.

b) Current

S22/0133 (Winfield) - Byre Cottage, Village Street, Oasby, NG32 3NA – Approved at Appeal 

TRO - Mill Lane, Oasby, 30 MPH speed Limit - Pending decision.

S22/2239 (McSpadden) - 83 Village Street, Oasby, Lincolnshire, NG32 3NB – Granted.

S22/2067 (Wild) - Honeysuckle Cottage Mill Lane Oasby Lincolnshire NG32 3NA – Pending decision.

23049. Agree schedule of Parish Council Meetings for 2023/24

11th July 2023                           9th January 2024

12th September 2023              12th March 2024

14st November 2023                14st May 2024

It was resolved to accept the schedule of Parish Council Meetings for 2023/24.

23050. To consider items for inclusion on the agenda for the next meeting.  The general grass cutting of the villages to be placed on the next meeting agenda.

23051. Date and time of next meeting 11th July at 7.00pm.

The meeting closed at 7.46pm.