Minutes of the Annual Parish Council Meeting held 18 May 2023
Minutes of Sedgebrook Parish Council’s Meeting
held in Sedgebrook Social Club at 8.00 pm on Thursday 18 May 2023
Present: The Chair C Wood, The Vice Chair G Mahoney, Cllr J Denton and Mrs J Bratton (Clerk/Responsible Financial Officer).
1 To elect the Chair of the Council and receive the Chairman’s Declaration of Acceptance of Office – Cllr C Wood was nominated by Cllr G Mahoney for the position of Chairman of the Parish Council. This was seconded by Cllr J Denton and it was unanimously agreed. The Chairman signed the Declaration of Acceptance of Office and he thanked the Councillors for his re-election.
2 To receive apologies for absence and reasons given – apologies were received from County Councillor Mark Whitttington, District Councillors Pamela Bosworth and Robert Leadenham.
3 To receive declarations of interest on any item on the Agenda under The Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012 of the Localism Act 2011 – none.
4 Appointment of Vice-Chair – Chairman C Wood nominated Cllr G Mahoney as the Vice Chair - this was seconded by Cllr C Warby and the appointment was unanimously agreed. The Vice Chair also signed the Declaration of Acceptance of Office.
5 Notes of the last meeting held on 13 April 2023
The notes of the last meeting, held on 13 April 2023, were approved as being a true record, and signed by the Chairman.
6 Correspondence
5.1 Thanks were sent to a parishioner and the supplier of the bags of compost donated for the planters on The Green.
5.2 HIB had sent their renewal premium information for the Parish Council Insurance of £435.76.
5.3 A Notice of Poll for the election of District Councillors for the Belvoir Ward.
5.4 A copy of the April/May Allington News.- copy deadline is the 19 May.
5.5 Quotation from R W Selby Electrical Contractor for work on the defibrillator. It was unanimously agreed to make payment when an updated invoice is received. Clerk Action: to organise.
5.6 HMRC had sent an email confirming that the VAT refund claim had been submitted.
5.7 A nomination Form for the LALC Management Committee had also been received.
5.8 An email highlighting issues had been sent to Planning regarding the Bistro Café planning application no S22/2316. A copy has now been uploaded to the SKDC website.
5.9 An acknowledgment from SKDC regarding trimming of trees at Whatton’s Close Green following a request from a parishioner.
7 Public Forum – None.
8 Highways
8.1 General discussion – Cllr Richard Davies had intimated at the Annual Parish Meeting that it was unlikely that anything will be done to improve the A52 or the A1. A lot of money has been spent on the Southern Relief Road. Some of the edging of Woolsthorpe Lane, near the contractors’ entrance, has been infilled. There are a few potholes appearing in the village including some at the entrance to School Lane from the A52 and the edging of the roadway is deteriorating. This to be reported to FixMyStreet. Councillor Action: to send photographs of the potholes with their exact location to the Clerk who upload the details to FixMyStreet.
9Planning Applications
9.1 Planning Application No: S23/0727 – Peryers, Village Street – proposed front porch and external/internal alterations – the Councillors had no objections to the proposed alterations. Clerk Action: to send the Notification of Representations to SKDC Planning.
10 Recreation Field
10.1 Playground Inspection – update following receipt of the report following the inspection of the play equipment – the Vice Chair reported that only the goal post needs to be taken down. The Parish Council were looking to apply for a grant from The SK Prosperity Fund. The Vice Chair has been sourcing possible goal replacements which vary in price from £795 to £895. Vice Chair Action: to obtain further quotations.
The Vice Chair had also looked at the prices for benches which range from £600 to £900 together with picnic benches.
10.2 Deeds of Recreation Field – regarding future access. A copy of the deeds had been brought to the meeting. Chair Action: to read through the documents and report back to the next meeting regarding the access arrangements.
11 The Green – update on the lectern – the Vice Chair was waiting for Richard Coppin to draw the map then Wayne France will do some digital work before it is sent off to Fitzpatrick Woolmer.
12 Annual Appointment of a Safe-guarding Officer (Child and Vulnerable Adult Welfare and Safeguarding Policy and Procedures) – the Chair was re-appointed as the Safe-guarding Officer for YE 2024.
13 Sedgebrook Parish Council to run a CPR Course? – the Vice Chair had been approached to see if the Parish Council would like to run a CPR Course. The minimum number of people required is 12 but you would need 16 in case of anyone dropping out on the day. The Parish Council were happy to host the event in the Social Club Hall. Vice Chair Action: to obtain further details and to see what the response is from Whatsapp/Village Email.
14 To review the following:-
14.1 Publication Scheme – for agreement and adoption – it was unanimously agreed to adopt the Publication Scheme. Clerk Action: to upload the document to the website.
14.2 Financial Regulations – for adoption – it was unanimously agreed to adopt the Financial Regulations. Clerk Action: to upload the document to the website.
14.3 Standing Orders – for adoption – it was also unanimously agreed to adopt the Standing Orders.
Clerk Action: to upload the document to the website.
15 Finance (The Clerk)
15.1 Details of income and outgoings since the last meeting as per the bank statements from the 1 April 2023:-
The Vice Chair verified the bank statement and accounts up to the 5 May 2023. It was unanimously agreed to transfer £3000 from the Current Bank account to the Deposit Account. The £56.26 interest to remain in the Deposit Account for future purchase of plants etc for the planters. Clerk Action: to organise the transfer of funds.
15.2 Vat Refund – the Clerk had submitted a Vat Refund Claim with a refund of £2281.26 being requested.
15.3 Review of Financial Commitments – over the past 4 to 5 years we have been within £200 of budget expenditure each year. We have identified expenditure required on the trees. Money has been put by for the long-term funding. Inflation has been the main issue with the cost of fuel having risen dramatically. This is the last year of the three-year agreement for the Parish Council Insurance, and we would have to allow approximately an additional £150 for the yearly premiums. The grass-cutting costs have not been so high as first thought. The cost of fuel is now coming down and the quality of the grass-cutting by P E Hempstead & Sons is good. We will have to look at inspecting the trees during YE 2025.
15.4 Audit 2022/23 – End of Year reconciliation - to be accepted and signed. The Parish Councillors unanimously noted and accepted the 31 March 2023 end of year reconciliation following circulation of the documentation. The Chairman signed the document accordingly.
15.5 Annual Internal Audit Report 2022/23 – to note - a copy of the report, together with an Internal Audit Checklist detailing recommendations from the Auditor had been received by the Clerk, the Chair and Vice Chair. Clerk Action: to circulate a copy of the Internal Audit Checklist to the Parish Councillors and to continue to look at the recommendations stated. Clerk Action: to upload a copy of the Audit Report and Internal Audit Checklist to the website.
15.6 The Annual Governance Statement 2022/23 (Section 1) – for approval and agreement – following circulation, it was unanimously resolved to approve the Annual Governance Statement. This was signed by the Responsible Financial Officer and Chairman in accordance with the Accounts & Audit Regulations 2015.
15.7 The Accounting Statements 2022/23 (Section 2) – for approval and signature - following circulation, it was unanimously resolved to approve the Annual Governance Statement. This was signed by the Responsible Financial Officer and the Chairman in accordance with the Accounts & Audit Regulations 2015.
15.8 AGAR Part 2 Certificate of Exemption – to note and agree – as the Parish Council’s gross annual income/annual expenditure did not exceed £25000 and met the qualifying criteria for the YE 31 March 2023, the Parish Council is exempt from sending the completed Annual Governance and Accountability Return to the external auditor for a limited assurance review under Section 9 of the Local Audit (Smaller Authorities) Regulations 2015. It was unanimously resolved to complete the Certificate of Exemption which was duly signed by the Responsible Financial Officer and the Chairman. Clerk Action: to send the Certificate of Exemption and contact details to P K Littlejohn, the external auditors. Clerk Action: to upload a copy of the Certificate of Exemption to the website.
15.9 Arrangements for the exercise of Public Rights - to note - a notice of Public Rights will be announced on the 30 May 2023 and they will commence on Monday 5 June until Friday 14 July 2023. Clerk Action: to upload the Public Rights document to the website.
15.10 Parish Council Insurance Renewal – insurance policy expires 31 May 2023 – it was noted that this premium will be the last year of a 3-year Long Term Undertaking which will expire on the 1 June 2024.
15.11 Payments List for authorisation - following circulation of copy invoices and authorisation list, all the payments were authorised by the Parish Councillors.
All the payments were unanimously approved by all the Parish Councillors and payments made.
16 Items for the next meeting?
16.1 Reviewing of policies.
17 Date of the next meeting: 13 July 2023
The Chairman closed the meeting at 9 pm.