May 2023 minutes
The Parish Council meeting was held on Monday 15th May 2023 at 7.00pm in the Jubilee Hall, High Street, Heighington.
Present:
Councillor Buckley-Jones
Councillor Farrington
Councillor George
Councillor Hemlin
Councillor Rushby (Vice Chair)
Councillor Sowerby
Councillor Trafford
Clerk – Elaine Atkin
Responsible Finance Officer - Nikki Briscoe
NKDC Councillor Reece Harrington
Absent:
Councillor Sockell (Chair)
Councillor Watkinson
NKDC Councillor Carola Goodwin
NKDC & LCC Councillor Ian Carrington
There were no members of the public present.
Cllr Rushby took the Chair for this meeting and welcomed new NKDC Cllr Reece Harrington.
001/M/23 To elect a Chairman for the new council administrative year and for them to sign their Acceptance of Office as Chairman
Cllr George proposed Cllr Sue Sockell. Cllr Farrington seconded, and this was resolved, there being no other nominations. Cllr Sockell will sign her Declaration of Acceptance of Office as Chairman, when next available.
002/M/23 To elect Vice Chair(s) for the new council administrative year
Cllr George proposed Cllr Jacki Rushby as Vice Chair. Cllr Hemlin seconded, and this was resolved, there being no other nominations.
Cllr Rushby then closed the meeting (7:03pm) to enable the Public Participation session. There being no comments or questions, Cllr Rushby re-opened the meeting (7:04pm).
003/M/23 To receive apologies for absence, these having been submitted to the Clerk prior to the meeting
Apologies for absence had been received from Councillors Sockell and Watkinson.
Apologies had also been received from NKDC Councillor Goodwin and NKDC/LCC Councillor Ian Carrington.
004/M/23 To receive Declarations of Interest in accordance with the Localism Act 2011 and receive Requests for Dispensations
There were none.
005/M/23 To note receipt of signed Declarations of Acceptance of Office, and to resolve to permit extension of signing to 12th June for those councillors who have been unable to make this meeting and were not able to sign in advance.
It was noted that all councillors had now signed their Declarations of Acceptance of Office.
006/M/23 To approve the draft notes of the Parish Council meeting held on Monday 17th April 2023 and the draft notes of the Employment Committee meeting held on Monday 17th June 2023 and for these to be signed the agreed minutes
It was proposed by Cllr Sowerby, seconded by CllrBuckley-Jones and resolved to approve the Parish Council minutes. It was proposed by Cllr Trafford, seconded by Cllr George and resolved to approve the Employment Committee minutes.
007/M/23 To consider applications for co-option to the council (two vacancies)
No applications had been received.
008/M/23 To adopt the General Power of Competence under the Localism Act 2011, for the forthcoming administrative year, having satisfied the criteria set out in The Parish Councils (General Power of Competence) (Prescribed Conditions) Order 2012 (S.I. 2012 No. 965), namely that two thirds or more of councillors have been elected and the Clerk holds an appropriate qualification (CiLCA)
It was proposed by Cllr George, seconded by Trafford and resolved to adopt the General Power of Competence.
009/M/23 To review delegation arrangements to committees and officers
It was proposed by Cllr George, seconded by Cllr Hemlin and resolved to re-approve all financial and procedural delegation arrangements.
010/M/23 To review Terms of Reference for committees, including frequency of meetings
Following discussion, it was proposed by Cllr Buckley-Jones, seconded by Cllr Sowerby and resolved that:
- The Employment Committee would continue to meet on an ad-hoc basis, as and when required
- As per the current Terms of reference, Employment Committee members would be expected to have qualifications or experience in HR, or be prepared to do relevant training (such as via LALC)
- Planning applications would continue to be considered at Full Council meetings
- Any planning applications requiring comment before a scheduled meeting, will be circulated to councillors via email and comments collated, assuming that NKDC were not able to allow an extension of the deadline to one after the next scheduled Full Council meeting
- All councillors should receive basic planning training, and this may be most effectively achieved via in-house training
- A Finance Working Group will be convened to input into the draft budgeting process
- The Station Road Working Group will be extended to cover the Zero Carbon Parishes project as well (for this financial year, whilst this project is live)
011/M/23 To appoint memberships to committees and working groups
The following memberships were proposed by Cllr Farrington, seconded by Cllr Sowerby and resolved:
- Employment Committee – Cllrs Rushby, George, Trafford and Hemlin
- Finance Working Group – ad-hoc membership depending on availability
- Station Road/Zero Carbon Parishes Working Group – Cllrs Buckley-Jones, Sowerby, Farrington
Councillors who were not present at this meeting would be canvassed to see if they would like to sit on any of these groups. (If so, this will be brought back to the next meeting for approval).
012/M/23 To review arrangements (including legal agreements) with other local authorities, not-for-profit bodies and businesses
It was confirmed that the only arrangements with other local authorities was the parish council as consultee for planning applications. This was proposed by Cllr Buckley-Jones, seconded by Cllr Hemlin and resolved.
013/M/23 To review representation on or work with external bodies and arrangements for reporting back. This includes the Pike and Eure and George Walker Educational Foundation.
It was proposed by Cllr Rushby, seconded by Cllr George and resolved for Cllr Trafford to be the council’s representative on the Pike and Eure and George Walker Educational Foundation.
It was also noted that Dennis Chantler and Jane Dunning were on the Garrett’s Charity as parish council representatives (although not parish councillors), and that they were part way through a four-year stint.
It was clarified that there had been no Four Parishes meetings in the last year and the validity of this meeting was questioned.
014/M/23 To review the list of land and assets
The current list of assets was shared. The clerk explained that work was ongoing to bring the asset information up to date, and our internal auditor is aware of this. Council noted the asset list as it currently stands and acknowledged that further time/work was required by the clerk and RFO to complete this.
015/M/23 To confirm arrangements for insurance cover in respect of all insurable risks
Council’s insurance cover was thoroughly reviewed in February when it was up for renewal. It was proposed by Cllr Hemlin, seconded by Cllr Buckley-Jones and resolved to confirm the insurance arrangements in place.
016/M/23 To review council/staff subscriptions to other bodies
It was proposed by Cllr George, seconded by Cllr Farrrington and resolved to re-affirm council’s commitment to membership of LALC, the LALC annual training scheme, and to SLCC membership for the clerk.
017/M/23 To review the following policies and procedures:
a. Standing Orders
b. Financial Regulations
c. Complaints Procedure
d. Data Protection, Freedom of Information Publication Scheme, Information under the Freedom of Information Publication Scheme
e. Communications Policy
f. Employment policies and procedures
It was proposed by Cllr Hemlin, seconded by Cllr George and resolved to confirm those policies and procedures reviewed in the last two years, noting that the Social Media Policy, Disciplinary Policy and Lone Worker Policy will be scheduled for review within the next six months.
018/M/23 To receive reports from County and District Councillors (for information only)
There were no updates.
019/M/23 To note the list of correspondence and meetings since the April council meeting
This was noted.
Financial matters:
020/M/23 To approve the monthly accounts for March and April, including List of Payments, List of receipts, Net Position and Bank Reconciliation
The RFO confirmed that the March bank reconciliation had been approved offline by Cllr Hemlin and the April bank reconciliation approved offline by Cllr Rushby.
The bank balances as shared with council for March 2023 were: Unity Trust current account - £35,574.92, Co-op current account - £30,015.24, PSDF (Public Sector Deposit Fund) account - £48,000.00.
The bank balances as shared with council for April 2023 were: Unity Trust current account - £79.099.95, Co-op current account - £30,015.24, PSDF (Public Sector Deposit Fund) account - £48,000.00.
The April net position included a transfer of funds from reserves for the Jubilee Hall restoration, which was not in the budget, and for the LED lighting at the Jubilee Hall, the funds for which will be replaced once the Zero Carbon Parishes grant is claimed.
It was proposed by Cllr Trafford, seconded by Cllr Buckley-Jones and resolved to approve the monthly accounts for March and April.
021/M/23 To note overtime worked in March, and paid in April
It was confirmed there was no overtime in March.
022/M/23 To review expenditure incurred under s.137 of the Local Government Act 1972
The list of s.137 expenditure for 2022-23 was reviewed. It was proposed by Cllr George, seconded by Cllr Buckley-Jones and resolved to approve this.
023/M/23 To approve the list of variable direct debits for 2023-24
The list of variable direct debits for 2023-24 was reviewed. It was proposed by Cllr Hemlin, seconded by Cllr Sowerby and resolved to approve this.
024/M/23 To approve the use of BACS payments
This was proposed by Cllr George, seconded by Cllr Hemlin and resolved.
025/M/23 To approve the use of internet transfers
The RFO confirmed that internet transfers are used for movement between banks, and to ensure that balances fall within the limits of the Financial Services Compensation Scheme. This was proposed by Cllr Buckley-Jones, seconded by Cllr Rushby and resolved.
026/M/23 To review the Risk Register
It was proposed by Cllr George, seconded by Cllr Sowerby and resolved that all amber risks should be reviewed to see if there are any further measures which can be put into place to reduce these to green. The reviewed Risk Register is to be brought back to the council meeting in September.
Planning Matters and Tree Works:
027/M/22 To consider tree works applications received from NKDC
None received.
028/M/22 To note tree decision notices from NKDC
None received.
029/M/22 To consider planning application received from NKDC
a. 23/0497/PNMAT. Application for non-material amendment (provision of roof light over living area) following a grant of permission – 21/1050/HOUS – Demolition of existing conservatory and erection of a 2-storey rear and side extensions. 72 Washingborough Road, Heighington, LN4 1QR.
Council had no comments.
030/M/22 To note planning decision notices from NKDC
a. 23/0119/HOUS. Demolition of boiler house and arches to the front of the property along with existing windows, fascias and guttering to be updated. Mulberry House, Mill Lane, Heighington. Approved.
b. 23/0206/HOUS. Erection of residential annexe to rear of property. Honeypot Cottage, 19 Station Road, Heighington, LN4 1QH. Approved.
The NKDC planning decisions were noted.
031/M/22 To consider a request from A Good Yarn group to support a community project to knit or crochet squares for creation of a Christmas tree, and permit this to be installed outside the Jubilee Hall
It was proposed by Cllr Rushby, seconded by Cllr Buckley-Jones and resolved to support this idea. Council can help with the promotion of this and can offer the Jubilee Hall as a drop-off point for the knitted squares.
032/M/22 To receive the latest update regarding Chafer bugs on council land (standing agenda item)
Cllr Trafford confirmed that the cricket square at Potterhanworth Road is clear although the bugs are on the outfield and on the lower field. Station Road is looking much better. The bowls green is still clear, and the bugs appear to have gone from the banking surrounding the bowls green. Our contractor will be seeding the worst areas of damage on the main field.
033/M/22 CLOSED SESSION. To resolve to move into closed session in accordance with the Public Bodies (Admission to Meetings) Act 1960 for the following commercially sensitive item 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 Sowerby, seconded by Cllr George and resolved to move into closed session.
NKDC Cllr Harrington left the meeting (8:01pm).
034/M/22 To consider quotes for professional cleaning of the tennis courts
Cllr George proposed, Cllr Trafford seconded, and it was resolved to go with the quote from Jettaway for the court cleaning and Guideline Surface Marking for re-marking of the courts, and for this to come out of reserves. This was subject to further clarification from the contractors regarding guarantees, and for before and after photos to be taken as a record.
The meeting closed at 8:15 pm.
Please be advised that these are notes of the meeting taken by the 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.
Agenda item 19 - Correspondence and meetings held since the April 2023 meeting