Minutes from Annual PC Meeting and Agenda 17th May 2022
PRESENT: Councillors A Wilson, (Chairman), Cllrs Mrs Penketh, Mrs Patrick, A Deptford, C Campion, C Richardson, D/Cllr R Jackson, 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 Richardson 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 Richardson 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 Deptford and seconded by Cllr Mrs Penketh 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 15th 2022. It was proposed by Cllr Deptford and seconded by Cllr Campion that these be accepted as Minutes. Resolution passed. They were signed by the Chairman.
6. REPORTS FROM VISITING REPRESENTATIVE(S). C/Cllr Key was unable to attend. D/Cllr Jackson submitted a report prior to the meeting. He answered some comments about the various issues.
7. COUNCILLORS’ RESPONSIBILITIES. Details of existing responsibilities had been circulated. After some discussion the following list was Resolved:
Police/Speeding/ASB. Cllr Penketh.
Play area. Cllr Mrs Penketh, Cllr Wilson.
Road and path lighting. Cllr Mrs Patrick
Grants and Fund Raising. Cllr Mrs Penketh,
Planning/Open Spaces. Cllr Campion
Responsible Finance Officer. Cllr Mrs Patrick.
Footpaths and Bridleways. Cllr Mrs Patrick
Flooding Liaison. Cllr Richardson.
Tidy Village. Vacant
Health & Safety Officer Vacant.
The above were proposed by Cllr Mrs Penketh and seconded by Cllr Richardson. They will be reviewed when council vacancies are filled.
8. INSURANCE.
The current Insurance agreement expires May 31st. The Clerk approached 4 companies and obtained three quotes. Details of the quotes had been circulated and were discussed. It was proposed by Cllr Richardson and seconded by Cllr Deptford that the preferred quote was by BHIB for 3 years.
However a few further checks will be carried out. The Clerk was authorised to contact BHIB on Monday May 26th to accept their quote, if these checks are satisfactory. The Resolution was passed.
9. COUNCILLOR VACANCY.
Cllr Mrs Parsons resigned last month. NKDC were notified. If no election called by May 17th, the PC will be able to co-opt. A volunteer has come forward. A co-option will take place at the July meeting.
10. HM The QUEEN’S PLATINUM JUBILEE.
The events during the celebration days were outlined, including the Party in the Park on the Saturday when there will be food, drinks, live music, games and entertainment.
11. FINANCE.
Monthly report from RFO, including BACS payments. The RFO explained the previously circulated monthly report. It was proposed by Cllr Richardson and seconded by Cllr Mrs Penketh that the report be accepted as a true record, and that the payments should be made, including renewing the insurance and the Clerk’s expenses. Agreed, the Resolution was passed.
End of year Reconciliation. Proposed by Cllr Campion and seconded by Cllr Mrs Patrick that this is accepted. All agreed, resolution passed.
Internal Auditor. The current auditor may be moving away from the village – to be contacted as to if he wishes/is able to continue in the role.
AUDIT 2019/20.
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 Deptford and seconded by Cllr Mrs Penketh 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.
12. CLERK’s REPORT. There was nothing to report.
Chairman’s grant aid tour of the Renewable Energy Plant. The Chairman outlined his visit to this event, and the grants available.
LALC bulletins circulated. LALC Networking day July 6th noted.
13. DATE OF NEXT MEETING.
Tuesday July 19th 7.30pm September 20th. 7.30pm. November 22nd. 7.30pm.
Cllr Deptford handed his written notice of resignation as a Councillor to the Chairman. He thanked everyone for their help over his 20 years.
The Chairman thanked Cllr Deptford for his work as Chairman and R.F.O. and presented him with a gift in recognition of this.
There being no further business, the meeting was closed at 8.35pm.
TBCF TO July meeting
Co-option;
consider Website Manager as a formal responsibility;
role of Internal Auditor.
Check access to PC files.
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AGENDA - The Annual Meeting of Swaton Parish Council will be held at 7.45pm on Tuesday May 17th 2022.
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 attend this meeting as observers, but will not be allowed to speak during the transaction of the business.
APOLOGIES FOR ABSENCE.
DECLARATIONS OF INTEREST, if any.
ELECTION OF CHAIRMAN. Chairman signs Declaration of Acceptance.
ELECTION OF VICE CHAIRMAN AND R.F.O.
APPROVAL OF THE MINUTES - Clerks’ Notes from the meeting of March 15th 2022, – accepting as Minutes, to be signed when possible.
REPORT(S) FROM VISITING REPRESENTATIVE(S), if any.
COUNCILLOR RESPONBILITIES. Details of current responsibilities are at the end of this Agenda. Agree areas of responsibility for 2012/22.
INSURANCE. The 3 year agreement ends May 31st. Various quotes have been circulated. To agree Insurance provider for 2022/3 or 3 year term.
COUNCILLOR VACANCY. Vacancy for a Councillor due to resignation of Cllr Mrs Parsons. If no election called by May 17th, a co-option can take place. Resolve to proceed with possible co-option for the July meeting.
HM the QUEEN’s PLATINUM JUBILEE – Village update, and any PC involvement.
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.
Resolve to appoint Internal Auditor for 2022/3 financial year.
AUDIT 2021/22
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.
CLERK’S REPORT.
Chairman’s Grant Aid tour of Renewable Energy Plant.
LALC bulletins circulated. LALC Annual Networking Day, July 6th 2022.
DATE OF NEXT MEETING. 7.30pm Tuesday July 19th, September 20th and November 22nd.
Current Areas of Responsibility:
Police/Speeding/ASB. Cllr Mrs Penketh.
Play Area: Cllr Mrs Penketh, Cllr Mrs Parsons, Cllr Wilson.
Road and path lighting. Cllr Deptford.
Grants and Fund Raising. Cllr Mrs Penketh, Cllr Mrs Parsons.
Planning/Open Spaces: Cllr Campion
Responsible Finance Officer. Cllr Deptford.
Footpaths and Bridleways. Cllr Mrs Patrick.
Flooding Liaison. Cllr Richardson.
Tidy Village. Cllr Mrs Patrick.
Health and Safety Officer -