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Selston Parish Council > Documents > Minutes 2024 > Minutes from Meeting 20 May 2024

Minutes from Meeting 20 May 2024

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Minutes of Annual Meeting of the Parish Council held on Monday, 20 May 2024 at 7.30pm at Jacksdale Community Centre.

Present:

 

Cllr Jed Bethell

Cllr Duncan Deaves

Cllr Paul Easom

Cllr Julie Gregory

Cllr Susanne Holmes

Cllr Sue Jackson

Cllr Samantha Limb

Cllr David Martin (Chair)

Cllr Joe O’Byrne

Cllr Deborah Roe

Cllr Steve Whyles

Cllr Dennis Wilson

Cllr Mary Wright

 

 

 

 

Apologies:

 

Cllr Dawn Justice

Cllr Julia Long

Cllr Mick Garner

 

Also present: –

Lisa Simpson (Clerk)

 

 

  1. To elect Chair of the Council and to receive the Chair’s Declaration of Acceptance of Office

RESOLVED: Cllr David Martin was elected as Chair of the Parish Council and signed the Acceptance of Office

 

  • To elect Vice-Chair of the Council and to receive the Vice-Chair’s Declaration of Acceptance Office

RESOLVED:  Cllr Paul Easom was elected as Vice-Chair of the Parish Council and signed the Acceptance of Office

  1. To receive apologies for absence

Apologies were received as above

 

  1. To consider Co-option of 2 Councillors for Selston, 2 Councillors for Jacksdale and 1 Councillor for Underwood

No applications were received. The vacancies will continue to be advertised for Co-option until they are filled.

 

  1. To receive declarations of interest from Councillors

The Clerk read out declarations received.

Cllr Sue Jackson – items relating to the Trustees (non-pecuniary)

Cllr Dennis Wilson – item 20 non-pecuniary

 

  1. To determine which items of the agenda, if any, should be taken with the public excluded

 

RESOLVED: To move the following items to ‘confidential’

(1) Item 26 (Update on land dispute and consider any subsequent actions) – due to it being of a sensitive nature and an ongoing legal dispute

(2) Item 37 (Consider Solicitors’ advice regarding potential sale of grazing land at New Selston) – due to it relating to terms of tenders/contracts

(3) Item 27 (Update on sale of 35 Mansfield Road) – due to it relating to terms of tenders/contracts

  1. Police report

There was no representation from the Police and no report received.

Cllr Martin informed that he had wrote to the new Police and Crime Commissioner to invite him to attend a Selston Parish Council meeting.

  • Members of the public are invited to address the Council on agenda items – 15 minutes is designated for public participation.

There were no members of the public present

  1. To approve the minutes of Selston Parish Council meeting held on 29 April 2024

RESOLVED: To accept the minutes of the meeting held on 29 April 2024 as a true record

  1. To review and re-adopt Selston Parish Council’s Standing Orders

RESOLVED: To re-adopt the Standing Orders

 

  1. To review and adopt Selston Parish Council’s Financial Regulations based on the new template from NALC

RESOLVED: To approve and adopt the new Financial Regulations (as circulated on 16th May 2024)

 

  1. To review and re-adopt any changes to Selston Parish Council’s Internal Controls

RESOLVED: To approve and re-adopt the updated Internal Controls, as circulated on 16th May 2024.

 

  1. To review and approve Selston Parish Council’s Risk Management

RESOLVED: To approve the updated Risk Management, as circulated on 16th May 2024.

 

  1. To review and re-adopt Selston Parish Council’s LGA Members’ Code of Conduct

RESOLVED: To re-adopt the Members’ Code of Conduct

 

  1. To review and re-adopt Selston Parish Council’s Complaints Procedure policy

RESOLVED: To re-adopt the Complaints Procedure Policy

 

  1. To review and re-adopt Selston Parish Council’s policy regarding Social Media

RESOLVED: To re-adopt the current Social Media policy

 

  • To review and re-adopt the following Selston Parish Council policies: – Media, Equal Opportunities, Lone Working, Data Protection, Data Breach, General Privacy, Subject Access Requests, Records Retention, Dignity at Work/Bullying and Harassment

RESOLVED: To re-adopt all the above policies without any amendments

 

  1. To review and re-adopt Selston Parish Council’s Bio-Diversity policy

Although this policy was only adopted in February it was agreed to review it today to bring it inline with the Annual Review of all policies

RESOLVED: To re-adopt the Bio-Diversity policy

 

  1. To review Selston Parish Council’s Terms of Reference for the HR Panel

RESOLVED: To re-adopt the Terms of Reference of the HR Panel

 

  1. To review the Management Agreement between Selston Parish Village Halls Charity and Selston Parish Council

The Trustees of Selston Parish Village Halls Charity would like to keep the original 2018 Management Agreement in place. The Chair reiterated that the changes were made to assist the office staff in the Administration of the facilities. A long conversation took place and it was felt that as the Caretakers of the Charity buildings and the office staff are paid for by Selston Parish Council using public money the Parish Council should have the final say on room hire rates as they are elected by the residents.

Cllr D Roe requested that the agendas for the meetings of Selston Parish Village Halls Charity are clear on what the Trustees are being asked to do.

RESOLVED: To continue with the Agreement as approved by Selston Parish Council on 30th October 2023

 

  1. To re-adopt and sign Selston Parish Council’s Security Compliance Checklists within 28 days of this meeting

RESOLVED: To re-adopt the Security Compliance Checklists

 

  1. To review inventory of land and other assets including buildings and office equipment

RESOLVED: To accept the Fixed Asset Register circulated 16th May 2024

 

  1. To review Selston Parish Council’s Committee Structures and appoint Councillors to serve on Committees and other bodies

 

8.20pm Cllr P Easom left the meeting for 3 minutes

The following Committee personnel were agreed.

 

Allotment Representatives – Cllr J Bethell and Cllr P Easom

HR Panel – Cllrs S Jackson, D Wilson, D Deaves, S Holmes and D Roe

Strategic Planning & Finance Committee – Cllrs J Gregory and S Jackson (Jacksdale), Cllrs D Deaves and M Wright (Selston), Cllrs J O’Byrne and S Limb (Underwood), Chair & Vice Chair of the Parish Council.

Environment/Recreation Grounds (inc litter picking) – Cllrs M Garner, J Gregory, Chair & Vice Chair of the Parish Council

Nominated Trustees for Selston Parish Village Halls Charity (up to 9 Councillors) – Cllrs Garner, Holmes, Jackson, Justice, Limb, O’Byrne, Roe, Wilson and Wright

Parish Council’s representative for ADC Standards Committee – Cllr Martin

Bio-Diversity Committee – Cllrs S Whyles, P Easom, M Wright, J Gregory, and D Roe

 

Lead for Westwood Local Committee – Cllr S Jackson

Lead for Jacksdale Lighting Committee – Cllr J Gregory

Lead for Underwood Lighting Committee – Cllr D Justice

Lead for Selston Lighting Committee – Cllr D Martin

 

  • To consider correspondence received and required actions – noted

 

  • Consider request from Riddings & District Canine Society for Dog Show on Woodnook Recreation Ground on August Bank Holiday due to the event on 6th May 2024 not going ahead

RESOLVED: To approve the new request from Riddings & District Canine Society for the dog show on 26 August 2024

 

  1. Update on land dispute and consider any subsequent actions

This item was moved to Confidential.

 

  1. Update on sale of 35 Mansfield Road

This item was moved to Confidential.

 

  • To agree new bank mandates for May 2024 onwards

It was agreed to leave the Virgin Money Mandate as it is.

It was agreed to add Cllr Holmes to the HSBC mandate.

 

  1. To authorise Regular Payments List for 2024/25, including direct debits

RESOLVED: To approve the Regular Payments list for 2024/25 including direct debits, as circulated on 17th May 2024

 

  1. To set Selston Parish Council’s Chairman’s Allowance

RESOLVED: To set the Chairman’s Allowance at £700 for 2024/25

 

  • To note the Internal Audit report 2023/24 – noted

 

  1. Approval and signing of Annual Governance and Accountability Return 2023/24 – Section 1

The Clerk checked that the Council had read Section 1 of the AGAR as circulated with the agenda and asked if there were any questions, to ensure that the Council fully understood what was being approved before each section was ticked

RESOLVED: Section 1 of the AGAR was approved and signed by the Chair

 

  1. Approval and signing of Annual Governance and Accountability Return 2023/24 – Section 2

The completed Section 2 of the AGAR had been circulated to all Councillors with the agenda on 14th May 2024.

RESOLVED: Section 2 of the AGAR was approved and signed by the Chair

 

  • To note issuing of the Notice of Public Rights and Publication of Unaudited Annual Governance & Accountability Return 3 June 2024 to 12 July 2024 – Noted

 

  • To approve Internal Auditor for 2024/25

RESOLVED: To approve the same Internal Auditor – David Dixon, as Internal Auditor for 2024/25

 

  1. To consider the accounts to 30 April 2024 as attached

No questions were asked.

RESOLVED: To accept the accounts as circulated

 

  1. Consider Solicitors’ advice regarding potential sale of grazing land at New Selston

This item was moved to ‘Confidential

  • To consider pending Planning Applications – There were no comments to be made

 

8.50pm Cllr J Gregory left the meeting for a few min

 

  1. To consider advice received from PD Solutions in relation to staffing matters

A proposed amended Statement of Terms of Employment was emailed to the Full Council for consideration, on 17th May 2024. It was agreed that TOIL should be capped at the maximum weekly working time limit pro rata for part time staff. Redemption of TOIL to be authorised by the Parish Clerk.

RESOLVED: That option 1 for Holiday Pay should apply to all regular staff and option 2 for Casual staff.

The Clerk will check with PD Solutions for the correct protocol for the consultation on changes to the Statement of Terms and Conditions of Employment.

 

  1. Update from Events Committee and consider any recommendations

6th June 2024 – D-Day 80th Anniversary

The Clerk informed that Pearsons Funfairs will bring 3 children’s rides at £400-£450 each or charge £200 per ride and then £2 per go.

RESOLVED: To pay £1200 for 3 rides.

Rock n Soul singers are booked for 7pm, Vera Lynn Tribute 8pm, face painter for 3 hours, Rev Adrian Dempster will read the International Tribute at 9.15pm to coincide with the lighting of the Beacon. There will be a cake stall and hopefully tea and coffee, but as it has not been possible to obtain a fish and chips vendor, it was agreed to suggest people bring their own picnic.

Hay bales for sitting on and site lights including electric sockets have been arranged.

The site lay out will have to be done nearer the 6th o of June 2024 when the condition of the ground can be assessed.

A request was made for volunteers on the day. Set up will begin at 1pm.

 

  • To agree a venue for the next meeting to be held on Monday, 24 June 2024 at 7.30 pm

RESOLVED: For the June meeting to be held at Jacksdale Community Centre

Confidential items:

 

Minute No. 270 – Update on land dispute and consider any subsequent actions

The Clerk presented a copy of the Title Deed Survey by the Greenhatch Group and informed that Freeths solicitors have responded to the claimant.

 

Minute No. 271 – Update on sale of 35 Mansfield Road

The Clerk has appointment with Charles Newton Estate Agents tomorrow and they will be given an envelope containing documents relating to Selston Parish Hall and Recreation Ground for the solicitor to review and advise as the property is not registered.

RESOLVED: To await the advice of the solicitor

 

Minute No. 281 – Consider Solicitors’ advice regarding potential sale of grazing land at New Selston

The Clerk informed that there is a process to follow regarding the disposal of land held by the Parish Council. An envelope containing documents relating to the land at Station Road New Selston will be given to the Estate Agent for the solicitor to review and advise.

RESOLVED: To follow the advice of the Estate Agent and Solicitor

Meeting closed at 9.30 pm