PC Meeting & Annual Meeting - May 2024
MAY - ANNUAL PARISH MEETING MINUTES
MINUTES FROM THE ANNUAL PARISH COUNCIL MEETING HELD ON MAY 21st 2024
PRESENT: Councillors A Wilson, Mrs Penketh, Mrs Patrick, C Campion, D Andrews, one member of the public, and the Parish Clerk, Mrs S. McIntyre.
1. APOLOGIES FOR ABSENCE. There were none.
2. DECLARATIONS OF INTEREST. There were none.
3. ELECTION OF CHAIRMAN. Cllr Mrs Penketh proposed and Cllr Mrs Patrick seconded that Cllr Wilson be Chairman. He was willing to stand. There were no other nominations, Cllr Wilson was elected unanimously. He signed the Declaration of Acceptance.
4. ELECTION OF VICE CHAIRMAN AND RFO.
Vice Chairman. It was proposed by Cllr Wilson and seconded by Cllr Campion that Cllr Mrs Penketh be Vice Chairman. She was willing to stand. There were no other nominations, Cllr Mrs Penketh was elected unanimously.
R.F.O. It was proposed by Cllr Penketh and seconded by Cllr Campion that Cllr Mrs Patrick be R.F.O. She was willing to stand. There were no other nominations, Cllr Mrs Patrick was elected unanimously.
5. MINUTES OF MEETING, March 12th 2024. It was proposed by Cllr Campion and seconded by Cllr Mrs Penketh that these be accepted as Minutes. Resolution passed. They were signed by the Chairman.
6. TWO COUNCILLORS STILL REQUIRED.
Mr Jon (Joff) Parsons had spoken to the Members before the meeting. It was proposed by Cllr Mrs Penketh and seconded by Cllr Campion that he be co-opted as a Councillor. All agreed, the Resolution was passed. He completed the various forms.
There is still one vacancy.
7. REPORT(S) FROM VISITING REPRESENTATIVE(S). D/Cllr Jackson was unable to attend, he had submitted a report for the meeting. C/Cllr Key was unable to attend.
8. COUNCIL POLICIES AND PROCEDURES. Council Standing Orders, Financial Regs and other Policies and Procedures. It was proposed by Cllr Parsons and seconded by Cllr Mrs Patrickthat the current PC policies and procedures be re-adopted, pending an update process. All agreed, the Resolution was passed. Update – November meeting.
9. COUNCILLORS’ RESPONSIBILITIES. Details of existing responsibilities had been circulated.
After discussion, it was proposed by Cllr Andrews and seconded by Cllr Mrs Penketh that the following responsibilities apply: All agreed, the Resolution was passed.
Police/Speeding/ASB.Cllr Mrs Penketh.
Play Area. - Cllr Mrs Penketh and Cllr Wilson.
Grants - Cllr Mrs Penketh
Road and Path Lighting - Cllr Parsons
Planning/Open Spaces - Cllr Campion
Responsible Finance Officer. - Cllr Mrs Patrick
Footpaths and Bridleways - Cllr Parsons.
Tidy Village - Cllr Andrews.
Website - Cllr Mrs Penketh.
Health and Safety.Enquiries to ascertain whether necessary
Flooding Liaison - Consultant Mr C Richardson
Next Meeting.
10. INSURANCE. The current Insurance agreement expires May 31st. The Council is within a three year agreement. The renewal details had been circulated. It was proposed by Cllr Andrews and seconded by Cllr Campion that the policy be renewed. All agreed, the Resolution was passed.
11. PLAYPARK.
Tree Damage. The matter has been resolved.
Equipment/Notice Board Update. The security of the vehicle access gate will be checked.
Ideas about the notice board were discussed. It was agreed to spend up to the grant moneymaximum, and to discuss with the Hut Committee about purchasing and sharing a larger notice board. Future maintenance to be shared. This was proposed by Cllr Campion and seconded by Cllr Parsons.
12. MAJOR PROJECTS. Reservoir Liaison Committee. Cllr Campion reported from the March meeting. A second consultation will start next week for 8 weeks. A possible roundabout on the A52 was discussed, and re-establishing and maintaining existing footpaths.
13. NEWSLETTER. The Chairman will speak to the Hut Committee about feeding Parish Council information into the existing Hut newsletter.
14. HR COMMITTEE. It was proposed by Cllr Campion and seconded by Cllr Mrs Penketh thatCllr Mrs Parsons, Cllr Andrews and Cllr Parsons form a Personnel Committee. All agreed, the Resolution was passed. Terms of Reference will be investigated, to be reported and agreed in the JULY Meeting.
15. FINANCE. The Chairman explained some of the financial points for the new Councillors.
Monthly report from RFO, including BACS payments. The RFO explained the previously circulated monthly report. The Precept has been received. It was proposed by Cllr Parsons and seconded by Cllr Campion that the report be accepted as a true record, and that the payments should be made. Agreed, the Resolution was passed.
Asset Register. It was proposed by Cllr Campion and seconded by Cllr Parsons that this be accepted. All agreed, the Resolution was passed.
End of year Reconciliation. Proposed by Cllr Campion and seconded by Cllr Andrews that this is accepted. All agreed, resolution passed.
Reimburse Parishioner for purchase of village flowers. It was agreed to re-imburse a parishioner for the purchase of flowers for the village. Proposed by Cllr Parsons and seconded by Cllr Andrews.
Internal Auditor. The AUDIT 2022/23.
a) AGAR Part 2 Certificate of Exemption. Note and agree to submit to External Auditor.
b) Section 1, Annual Governance Statement. Answer and agree that it should be signed.
c) Section 2, Accounting Statements. Note and Agree that it should be signed.
d) Internal Auditor Report – to Note.
The above documents had been circulated prior to the meeting. They were explained/completed and noted in the above order.
It was proposed by Cllr Mrs Penketh and seconded by Cllr Mrs Campion that all these be accepted. All agreed, resolution passed.
e) Public Period of inspection – The notice with the relevant dates were agreed. The notice will be displayed and placed on the website and on the notice board.
16. PLANNING MATTERS. There were none.
17. CLERK’s REPORT.
• LALC bulletins and bulletin circulated. Training dates will be checked and circulated to the new Cllrs.
18. DATE OF NEXT MEETING: 7.30pm Tuesday July 16th, 17th Sept & 19th November
There being no further business, the meeting was closed at 8.55pm.
There being no further business, the Chairman closed the meeting at 9pm.
Next Meeting:
Finance/Budget Working Group.
HR Committee Terms of Reference.
Health and Safety policy?
AGENDA - Annual Meeting of Swaton Parish Council will be held at 7.45pm on Tuesday May 21st 2024.
The May meeting includes the Annual Meeting as detailed below. All are welcome to stay for the whole PC meeting which usually finishes at 9pm. There are strict protocols for Councillors to follow during a PC meeting so if you have any comment to make during the course of the main meeting please raise your hand & the meeting could be closed. If you can’t make the evening Parish Council meeting to discuss any village issues you may have or would like to talk about regional issues, the PC holds a monthly surgery on the first Saturday of each month in the Hut from 9.30am to 12pm.
All members of the Parish Council are hereby summoned to attend for the purpose of considering and resolving upon the business to be transacted at the meeting as set out hereunder. Members of the public may also attend this meeting as observers, but will not be allowed to speak during the transaction of the business.
I hereby give notice of the Swaton Annual Parish Meeting to be held 7.30pm Tuesday May 21st 2024 in the Community Hut. The Chairman will open the meeting and welcome all present.
1. Minutes of the Annual Meeting May 16th 2023 – Accepting the Clerk’s Notes as Minutes.
2. Chairman’s report for 2023 / 2024. Available to view on the PC website.
3. Financial annual report from the RFO. Available to view on the PC website.
4. Annual reports from any visiting representatives – Police/County/District Council.
5. Public Discussion and Questioning. Members of the public may comment on any Parish issues and direct their comments to the Parish Council or any of the visiting representatives.
6. 7.45pm or earlier, close of the Meeting – all relevant issues will be taken forward to a future Parish Council Meeting.
Cllr Alan Wilson - Chairman of the Parish Council
PARISH COUNCIL MEETING - 7.45pm
1. APOLOGIES FOR ABSENCE.
2. DECLARATIONS OF INTEREST, if any.
3. ELECTION OF CHAIRMAN. Chairman signs Chairman’s Declaration of Acceptance.
4. ELECTION OF VICE CHAIRMAN AND R.F.O.
5. APPROVAL OF THE MINUTES - Clerks’ Notes from the meeting of March 12th 2024, – accepting as Minutes, Chairman signs.
6. 2 COUNCILLORS STILL REQUIRED. Update on Co-option process.
7. REPORT(S) FROM VISITING REPRESENTATIVE(S), if any.
8. COUNCIL POLICIES AND PROCEDURES. Council Standing Orders, Financial Regs and other policies and procedures. Agree to accept the existing ones pending an ongoing update process. All published on the web site.
9. COUNCILLOR RESPONBILITIES. Details of current responsibilities are at the end of this Agenda. Agree areas of responsibility for 2024/5 as far as possible.
10. INSURANCE. The PC’s insurance is due for renewal June 1st, details have been circulated.
11. PLAYPARK
• Trees Damage. Has the recent tree damage been actioned by the adjacent owners.
• Equipment/ Notice Board. Update on the recent grant, and the equipment it has covered. Update on whether, and what type of PC Notice Board is to be purchased.
12. MAJOR PROJECTS: Reservoir Liaison Committee. Any information from the March meeting of the Committee.
13. NEWSLETTER. Update on liaison with the Hut Committee
14. HR COMMITTEE. Discuss/agree formation and responsibilities.
15. FINANCE –
• Monthly report from RFO, including signing of Cheques/Approval of BACS payments. Note and Accept. Note and accept the Asset Register.
• End of Year reconciliation – to Note and Accept.
• Reimburse a parishioner for purchase of village flowers.
• AUDIT 2023/24
a) AGAR Part 2 Certificate of Exemption. Note and agree to submit to External Auditor.
b) Section 1, Annual Governance Statement. Answer and agree that it should be signed.
c) Section 2, Accounting Statements. Note and Agree that it should be signed.
d) Internal Auditor Report – to Note.
e) Public Period of inspection – to Note.
16. PLANNING MATTERS.
17. CLERK’S REPORT.
• LALC bulletins and Training bulletin - circulated.
18. DATES OF NEXT MEETINGS. 7.30pm, Tuesday: July 16th, September 17th & November 19th.
Current Areas of Responsibility:
Police/Speeding/ASB. Cllr Mrs Penketh.
Play area. Cllr Mrs Penketh, Cllr Wilson.
Road and path lighting. Cllr Wilson
Grants and Fund Raising. Cllr Mrs Penketh,
Planning/Open Spaces. Cllr Campion
Responsible Finance Officer. Cllr Mrs Patrick
PC Website Cllr Mrs Penketh
Flooding Liaison. Mr Richardson – to be co-opted as necessary
Tidy Village. Vacant
Health and Safety Officer Vacant
Footpaths and Bridleways. Vacant