Minutes of the Parish Council’s Annual Meeting May 2017
Allington Parish Council
Notes of the Parish Council’s Annual Meeting held in the Village Hall
Wednesday 10 May 2017
Present: Councillor Jackson Councillor Ashby
Councillor Sharp Councillor Bosworth
Councillor Carter Sharon Milne (clerk)
County Councillor – Mark Whittington
District Councillor – Pam Bosworth
Prior to the start of the meeting the outgoing Chairman, Cllr Jackson, proposed a short silence in memory of Dorothy Sewell, who had recently passed away. Dorothy was a great friend to many in the village and has been stalwart of many village organisations. She will be greatly missed.
1. Election of Chairman
1.1 Cllr Jackson, Cllr Bosworth and Cllr Sharp received nominations to be the Chairman. After two rounds of voting by a show of hands, Cllr Bosworth was elected to act as Chairman for the forthcoming year.
2. Election of Vice Chairman
2.1 Cllr Sharp and Cllr Jackson were nominated to act as Vice Chairman for the forthcoming year. After voting by a show of hands Cllr Sharp was elected to be the Vice Chairman for the year 2017/18.
3. Chairman’s remarks
3.1 The Chairman welcomed all Councillors to the meeting and thanks them for electing him as Chairman.
4.1 Cllrs Cant and Plummer sent their apologies as they were away.
4.2 District Councillor Hannah Westropp also sent her apologies.
5 Declarations of Interest
5.1 There were no declarations of interests by Councillors
6 Appointment of other offices and committees
6.1 After discussion it was agreed that councillors would remain on the advisory groups as last year: Cllrs Bosworth, Cant and Ashby would sit on the Planning Consultation Advisory Group and Cllrs Jackson, Sharp, Plummer and Carter would sit on the Playing Field Advisory Group.
6.2 Cllr Bosworth, as Chairman, would also represent the Parish Council on the Village Hall Management Committee.
7 Dates of Parish Council meetings for the ensuing year
7.1 The Council will meet on the following dates:
Wednesday 10 May 17
Wednesday 12 July 17
Wednesday 13 September 17
Wednesday 8 November 17
Wednesday 10 January 18
Wednesday 14 March 18
7.2 The date for the next Annual Parish meeting is Wednesday 9 April 2018.
8 Review of Standing Orders and Financial Regulations
8.1 Councillors reviewed and unanimously agreed the present Standing Orders and Financial Regulations.
9 Minutes of the Parish Council Meeting held on 8 March 2017
9.1 The minutes were confirmed as a true record and signed by the Chairman.
10 Annual Parish Meeting feedback
10.1 The Annual Parish Meeting held in April went well and the feedback was positive. Cllr Sharp commented that there was a lot of positive remarks regarding the speed indicating device – this had been well received by everyone. A good number of village groups and societies were present and they all gave reports on their year.
11 Grants for the year 2017/18
11.1 The following grants were agreed unanimously:
a) £2000 to the Village Hall Management Committee to help keep letting fees low,
b) £50 to the Village shop to help with the upkeep of the shop’s notice board.
12 Donations for the year 2017/18
12.1 The following donations, payable under LGA s137, were proposed and agreed unanimously:
a) £75 – Lincolnshire and Nottinghamshire Air Ambulance,
b) £100 – to the village Church
c) £100 – to Allington News
d) £100 – Twinning Association.
12.2 A further, one-off donation of £75 was agreed to go to Motor Neurone Disease Association, in respect of Cathy Green, former Chairman of the Village Hall Management Committee, who has recently been diagnose with this condition.
13 Correspondence received since the meeting held on 8 March 17
13.1 The Council has sent and received correspondence on the following:
a) Correspondence re: Welby Arms as a Village Asset
b) Correspondence showing advice re: Custodian Trustee
c) Audit papers from Grant Thornton
d) Information from Cllr Ashby re: SK Community Grant
e) Best Kept Village entry pack
f) Barrowby PC – vacancy of litter picker
g) AGRA – request for dog waste bin
h) Barrowby PC – consider writing to Highways England re: intro road safety measures
i) SKDC – Amenity grass cutting has been withdrawn
j) Highways: road closures coming up
k) LALC Training availability
l) Correspondence re: Insurance claim for stolen bench
m) Letter re: New Highways Service and Maintenance Scheme
n) Letter from Warwick Banks re: cost of repairs to Gonerby Lane
o) Car park at field being used on 1 July
p) Insurance renewal – Came & Co
13.2 Regarding (e), the clerk stated that the Best Kept Village entry pack has been completed and submitted.
13.3 Regarding (g), the clerk has made enquiries with SKDC to ask for their current policy on dog waste bins.
13.4 Regarding (l) and (p), a payment has been received from insurers as a result of the stolen bench. The insurance renewal information will be forwarded to Councillor for their consideration.
13.5 Councillor Bosworth requested that two letters be sent by the clerk:
• The clerk was asked to write to Mr Black to thank him for the work he did in dismantling and removing the Gonerby Lane bus shelter which had been damaged when it was hit by a lorry. (Action point: clerk)
• The clerk was requested to also write to Ex-County Councillor Paul Wood to thank him for the support he has given to the Parish Council on many issues in his capacity as the village’s County Councillor whilst he represented the Hough Division. (Action point: clerk)
14 Representations made to the Parish Council since the agenda has been set
14.1 There were no representations to Councillors since the agenda had been set.
15 Village Assets
15.1 The clerk reported that she had received a very brief response from Ei Group plc. Ei Group were asked whether it would confirm that the Welby Arms is primarily a public house and that the lettings business is an ancillary and incidental to the main business. The response stated that it did not wish to comment further stating that the Parish Council’s issue was a matter between the Local Authority and itself.
15.2 Meanwhile, CAMRA had forwarded a copy of a recent ‘Assets of Community Value’ tribunal decision. This decision implies that establishments such as the Welby should not be excluded simply because they have the appearance of a ‘hotel’ or quasi hotel. It was agreed that a further letter would be sent to SKDC to pursue the matter. (Action point: Richard Withington and clerk)
15.3 Councillors thanked Richard Withington for his work on this matter.
16 Small Green outside the shop
16.1 The shopkeeper, Will Allen, had kindly agreed to tend to the small Green outside the store as the parts of the Green had been destroyed by vehicles bumping the kerb and driving over it. It was agreed that if topsoil is purchased to restore the grass this expenditure could be refunded by the Parish Council. Cllr Sharp would speak to Will Allen about this. (Action point: MS)
17 Telephone box
17.1 There is nothing more to report regarding the village’s telephone box. The matter would be discussed again at a future meeting once a decision has been made by BT.
18 Village Hall matters
18.1 At the last meeting there was agreement in principle for the Parish Council to become the Custodian Trustee of the Village Hall, however the Parish Council would not agree to the suggested text on the revised constitution of the Village Hall without taking advice on the matter.
18.2 Information has since been received on the origins of the suggested wording. Cllr Bosworth will speak to Community Lincs on the matter for further advice. This subject will be discussed again at the next meeting. (Action point: AB)
19 Playing field matters
19.1 Cllr Carter reported on the Playing field. The matter of replacing the portacabins was ongoing. He hoped that there would be more news soon. Presently, plans are with the architect. It was agreed that once plans are received there would be an informal site meeting at the field for Parish Councillors. Cllr Carter would keep Councillors updated. (Action point: SC)
19.2 Cllr Sharp stated that signs at the car park, informing users that their vehicles are parked at their own risk, are in need of replacement. Cllr Sharp would source signs with the appropriate wording and install them. (Action point: MS)
20 Planning matters
20.1 Applications received and determined since the last Parish council meeting on 8 March 2017:
• Approval – Old Manor Lodge, Bottesford Road – Pollard Sycamore tree
• Approval – The Oak’s, Bert’s Way – Crown lift and cut Cypress, Holly and Yew trees to provide 4m clearance
• Application – Plum Tree House, The Green, erection of Orangery
21 Financial matters
21.1 The clerk reported on the income and outgoings since the last meeting on 8 March 17:
Income total – £19,799.30
Parish Council Playing Field Fundraisers Group
• Precept – £18,000
• Bench insurance claim – £420.00
• Bank interest – £1.22 • Income from Relentless (inc refund of float)- £715
• Relentless tickets – £49.30
Outgoings total – £2,352.73
Parish Council Playing Field Fundraisers Group
• P E Hempstead – £794.24
• LALC subscription – £260.65
• Village Hall rent – £77.00
• Opus Energy – £17.29
• HMRC – £317.80
• Annual Parish Meeting – £31.99
• Best Kept Village entry – £24.00
• G R Gilder (Hedge cutting) – £79.20 • Eon electricity (Xmas tree) £10.56
• Float for Quiz night – £600.00
• Comedy night booking deposit – £140.00
All payments were retrospectively approved unanimously.
21.2 The clerk presented the Statement of Accounts to the Council for the year 2016/17. It was noted that the Parish Council had been selected for a 5% randomly selected intermediate review by the External Auditors.
21.3 The clerk stated that the accounts had been approved by the internal auditor. Parish Councillors considered and agreed each of the statements at Section 1 of the Annual Governance Statement 2016/17. The statements were approved and signed by the Chairman.
21.4 The Accounting Statements were considered by Parish Councillors. Each statement was agreed unanimously by Parish Councillors. Section 2 Accounting statements were approved and signed by the Chairman.
21.5 Parish Councillors further authorised the clerk to pay by BACS, and record in the accounts her and the village caretakers’ salaries throughout the year as necessary. Authority to continue to pay other bills by BACS and the electricity bill for the Playing Field by direct debit was also agreed.
21.6 The bank mandate was reviewed. The authorised signatories will remain as Cllrs Bosworth, Plummer and Cant.
21.7 The clerk gave details of the annual insurance renewal which had been received earlier that day. The clerk would forward the renewal information to Councillors by email and it was agreed that the clerk would await comments and renew the insurance accordingly. (Action point: clerk)
21.8 The clerk reported that the minimum wage had been increased with effect from 1 April 2017. With this in mind Parish Councillors agreed to increase the hourly rate of the two village caretakers by 50p p/hr. (Action point: clerk)
22 Any other business for future meetings
22.2 These items would be put on the agenda for the July meeting:
a) Village Hall matters including the Parish Council becoming a Custodian Trustee and consideration of additional funds to be ringfenced within in the Parish accounts for specific capital projects.
b) The village sign
c) Seats for the village
23 Date of next meeting
23.1 The next Parish Council meeting will be on Wednesday 12 July 2017 at 7.30pm.