16th May 2023 Parish Council Meeting Minutes

Draft Minutes for the Annual Parish Council Meeting: 16th May 2023 at 19:45 hours.
Attendees: Parish Councillors Mr T Clarke, Mr A Wilson, Mrs M Marshall, Mrs A Treacy, Mr D Hawes, Mrs M Avis, Mrs P Cranfield & Mrs C Sands (Parish Clerk).
1. Acceptance of Office.
1.1 Declaration of Pecuniary Interest forms: Following the recent uncontested election, Councillors completed and signed the forms.
1.2 Election of Officers: Councillor Mr T Clarke and Mrs P Cranfield were elected as Chairman and Vice Chairman respectively, acceptance of office forms were completed.
2. Open Forum: As there were no members of the public, District or County Councillors present, the Chairman closed the open forum.
3. Commencement of the Annual Parish Council Meeting.
3.1 Apologies: None given.
3.2 Meeting Minute 14th March 2023: The minutes were accepted as a true record, proposer Councillor Mrs M Marshall and seconded by Councillor Mrs A Treacy.
4. Request for dispensation: None requested.
5. Declaration of interest: None requested.
6. Parish Clerk and Councillors update from previous meeting.
6.1 Community Street Cleaning Grant: SKDC have confirmed payment for April 2023 to September  2023.
6.2 TRS Building Grimsthorpe: Parish Clerk has continued to try to make contact via telephone and email, however, so far there has been no response with regard to the works to shape of the conifer trees.
6.3 Christmas Tree & Carol Singing: Following much discussion with regard to the future of the event which has seen a decline in numbers of attendees in recent years, the Parish Council agreed that this will take place again this December. The exact date be agreed at the next meeting in July.
6.4 Passive 30 Miles Signs: The Parish Clerk has received six signs from Lincolnshire Road Safety Partnership, the signs will be fixed in place in Edenham.
7.0 New meeting Matters.
7.1 Parish Clerk Position: Currently there have been no applications received for the position, this will now be advertised via LALC website. If anyone is interested in this position please contact the Parish Clerk via email Edenham.pc@gmail.com or telephone 01778 591435.
8.0 Play Area Information: Councillor Treacy has identified a number of posts and ground  areas which are showing signs of wear. The Parish Clerk has carried out remedial repairs around some exposed matting/concrete. Parish Clerk to get quotes for required works in preparation for discussion at the July meeting.
9.0 Planning Matters.
9.1 New applications: There have been no new applications received.
9.2 Planning Query: S22/1360 Randall’s Farm: The Parish Council are still waiting a response from SKDC Planning team.
10. Financial Matters.
10.1 Receipts:
Annual precept £2975.00 and Street Cleaning Grant £463.32
10.2 Expenditure:
LALC Membership & Training Fee (agreed March meeting) Total Paid £194.22  (Cost in 2022 £187.14)
Zurich Insurance Policy £345.95 (Cost  2022 £317.63) (Due 1st June 23)
Street Cleaning Salaries 1st Qtr (Due End June 23) Remains as per grant.
Parish Clerk 1st Qtr (Due End June 23) As agreed in budget.
HMRC PAYE 1st Qtr (Due End June 23)
 
10.3 Bank Reconciliation Report (End March 2023)
Treasurers Account £1631.33  Business Account £3447.07
10.4 Annual Accounts/Internal Audit: The internal auditor confirmed that the accounts were all in order, with the income, expenditure and bank accounts balancing. The Parish Council accepted and approved the accounts and the audit conducted by the internal auditor. The Chairman signed the accounts.
 
10.5 AGAR Exemption Certificate: Forms completed during the meeting, the Parish Council resolved to accept and approve this. Chairman and Parish Clerk/RFO signed and dated the forms.
 
10.6 AGAR Section 1: Forms completed during the meeting, the Parish Council resolved to accept and approve this. Chairman and Parish Clerk/RFO signed and dated the forms.
 
10.7 AGAR Section 2: Forms completed during the meeting, the Parish Council resolved to accept and approve this. Chairman and Parish Clerk/RFO signed and dated the forms. The AGAR forms are available on the Parish Council website along with the Notice of Public Rights & Publication of Annual Governance & Accountability Return (EXEMPT AUTHORITY). Website - Edenham, Grimsthorpe, Elsthorpe and Scottlethorpe Parish Council (lincolnshire.gov.uk)
 
11. Correspondence.
 
11.1 LALC Council nominations: Parish Clerk to contact LALC  to confirm that we do not have any nominations
 
11.2 Spring Wells Medical Equipment Charity Ambassadors: Parish Clerk to contact them to confirm that we do not have any nominations
 
12. Next Meeting Date: 11th July 2023 at 19:30hours