Parish Council Meeting - 20th May 2025
AGENDA is below the minutes.
MINUTES FROM THE ANNUAL PARISH COUNCIL MEETING HELD ON May 20th, 2025
PRESENT: Councillors A Wilson, Mrs Penketh, Mrs Patrick, C Campion, D Andrews, J Parsons, 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 Parsons 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 Parsons and seconded by Cllr Mrs Patrick that Cllr Mrs Penketh be Vice Chairman. She was willing to stand. There were no other nominations, Cllr Mrs Penketh was elected unanimously. She signed the Declaration of Acceptance.
R.F.O. It was proposed by Cllr Wilson 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 18th 2025. It was proposed by Cllr Mrs Patrick and seconded by Cllr Campion that these be accepted as Minutes. Resolution passed. They were signed by the Chairman.
6. REPORT(S) FROM VISITING REPRESENTATIVE(S). It was resolved to adjourn this until the arrival of D/Cllr Jackson.
7. 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 Patrick that the Updated Financial Regulations be approved and accepted. All agrees, the Resolution was passed.
The model Standing Orders, 2025 update had been recently circulated. It was proposed that the Clerk will work through these making the “Swaton” appropriate changes. These will be circulated, if all agreed, these will then be Accepted. The Resolution was passed.
8. 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 Andrews.
Play Area. Cllr Mrs Penketh and Cllr Wilson.
Road and Path Lighting. Cllr Parsons
Planning/Open Spaces. Cllr Campion
Responsible Finance Officer. Cllr Mrs Patrick
Footpaths and Bridleways. Cllr Parsons.
Flooding Liaison. Mr C Richardson – co-opted as and when necessary.
Tidy Village. Cllr Andrews.
Website. Cllr Mrs Penketh.
6. VISITING REPRESENTATIVE(S). C/Cllr East introduced himself and was brought up to date with some current County Council issues in the village
D/Cllr Jackson had submitted a report which had been circulated. There was little to add to the report.
9. INSURANCE. The current Insurance agreement expires May 31st. Renewal details had been circulated, together with quotes from 2 other companies. It was proposed by Cllr Andrews and seconded by Cllr Campion that the Clerk clarifies the aerial runway with Zurich . If this then added more to the premium, then the 3 year offer from Clear Councils should be accepted. All agreed, the Resolution was passed.
10. PLAYPARK.
• Signage for ‘No Dogs Allowed’. A new sign, including this, will be in place once galvanised.
• Request for a basketball net. Further enquiries will be made – NEXT MEETING.
11. MAJOR PROJECTS. Reservoir – The next full meeting will be on June 25th, but prior to that an informal meeting with other affected Council will be arranged.
12. FLOODING ISSUES. Update on correspondence regarding recent flooding issues. Cllr Wilson spoke briefly about his correspondence with the Black Sluice and the Environment Agency to try and understand why the water backs up the Beck.
13. CLUSTER MEETINGS. D/Cllr Jackson and Cllr Mrs Penketh are making enquiries with other Councils to monitor interest. Meetings may be ad hoc rather than regular.
14. A52 SIGNS AND ROAD MARKINGS. Update on the submitted report. Cllr Campion had circulated a report about this. He will incorporate some minor amendments and the report will than be forwarded to C/Cllr East.
15. ACTIONS SPREADSHEET. Update. Cllr Wilson said this is work in progress.
16. VE DAY CELEBRATIONS. Report. Cllr Mrs Penketh had obtained a grant which was used for flower boxes, flowers, compost, bunting, ice creams and drinks. There had been a good turnout for the lighting of the beacon. The PC has been allowed to retain the £7.90 surplus as earmarked funds.
17. FINANCE.
Monthly report from RFO, including BACS payments. The RFO explained the previously circulated monthly report. It was proposed by Cllr Andrews and seconded by Cllr Mrs Penketh 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.
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.
e) Public Period of Inspection – to note. The notice will be placed on the website and on the notice board.
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 Parsons and seconded by Cllr Campion that all these be accepted. All agreed, resolution passed.
18. PLANNING MATTERS. 25/0298/FUL. Demolition of existing outbuildings, erection of three outbuildings for use as garage, store/workshop, gym, pool, games and cinema rooms. Using delegated powers between meetings, the Clerk returned No Comments/Objections.
19. CLERK’s REPORT.
• LALC bulletins and training dates circulated.
• Overgrown and rotting fence near the High Street ‘bus shelter. The current tenant’s lease expires soon. The Chairman suggested the PC writes to the Crown Agents after this.
• Reservoir Public Meeting. See item 11.
20. DATE OF NEXT MEETING.
Tuesday July 15th 7.30pm September 16th. 7.30pm. November 18th. 7.30pm.
There being no further business, the Chairman closed the meeting at 8.15pm.
Carried over to the next meeting:
Consideration of a basketball hoop for the park
AGENDA
Members of the public may attend this meeting as observers, but will not be allowed to speak during the transaction of the business
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 18th 2025, – accepting as Minutes, Chairman signs.
6. REPORT(S) FROM VISITING REPRESENTATIVE(S), if any.
7. COUNCIL POLICIES AND PROCEDURES. Council Standing Orders, Financial Regs (newly revised) and other policies and procedures. Agree to accept the existing ones pending an ongoing update process. All published on the web site.
8. COUNCILLOR RESPONBILITIES. Details of current responsibilities are at the end of this Agenda. Agree areas of responsibility for 2025/6 as far as possible.
9. INSURANCE. The PC’s insurance is due for renewal June 1st, details have been circulated.
10. PLAYPARK
•
11. MAJOR PROJECTS:
• Reservoir. Report from Anglian Water update on April 28th.
12. FLOODING ISSUES. Update on correspondence regarding the recent flooding, and questions asked regarding the current drainage system and the effectiveness of the Black Sluice.
13. CLUSTERMEETINGS. Update on enquiries regarding the re-formation of a Cluster Group to discuss common issues.
14. A52 SIGNS AND ROAD MARKINGS . Any update on the submitted report.
15. ACTIONS SPREADSHEET. Any update/progress?
16. VE DAY CELEBRATIONS. Any report re PC involvement?
17. 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.
• AUDIT 2024/25
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.
18. PLANNING MATTERS. 25/0298/FUL. Demolition of existing outbuildings, erection of three outbuildings for use as garage, store/workshop, gym, pool, games and cinema rooms. Using delegated powers, the Clerk returned No Comments/Objections.
19. CLERK’S REPORT.
• LALC bulletins and Training bulletin - circulated.
20. DATE OF NEXT MEETING.
Tuesday July 15th, 7.30pm. Tuesday September 16th and November 18th.