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Minutes from Meeting 20 May 2025

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Minutes of Annual Meeting of the Parish Council held on Monday, 20th May 2025 at 7.00 pm at Old Council Offices, Selston.

 

Present:

 

Cllr Jed Bethell (arrived late)

Cllr Duncan Deaves

Cllr Helen Dooley

Cllr Alan Gregory

Cllr Julie Gregory

Cllr Brian Jackson

Cllr Sue Jackson

Cllr Dawn Justice

Cllr David Martin

Cllr Ken Tetley

Cllr Dennis Wilson

Cllr Mary Wright (arrived late)

 

 

 

Apologies:

Cllr Frances Brown – personal

Cllr Paul Easom – personal

Cllr Dee Gamble – personal

Absent (without apologies):

Cllr Julia Long

 

 

Also present: –

Lisa Simpson (Clerk), Tracey Kirkland-Walker (Assistant Clerk) and 1 member of the public (Co-optee)

 

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

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

 

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

RESOLVED: Cllr Easom was elected (in absence) as Vice-Chair of the Parish Council and will sign the Acceptance of Office as soon as is practicable.

 

The chair acknowledged the recent successful appointment of Cllr Dawn Justice as the new County Councillor for Selston parish and wished her all the best in her new role.

 

  1. To receive apologies for absence

RESOLVED: Apologies were received as above

 

  1. To note the resignation of Cllr Debbie Roe – Noted

 

  1. If an election is called in respect of the vacancy and the election becomes contested, consider whether the Parish Council would wish to have poll cards issued by ADC

RESOLVED: To not have polling cards on this occasion, should the option be there.

 

  1. To consider co-option of 1 Councillor for Selston and 3 Councillors for Underwood

RESOLVED: To co-opt Kathleen Bartholomew as a Parish Councillor for Selston ward.

 

Cllr Bartholomew signed their Acceptance of Office and then joined in the meeting.

 

  1. To receive declarations of interest from Councillors

Cllr B Jackson – item 20 non-pecuniary (Trustee)

Cllr J Gregory – item 20 non-pecuniary (Trustee) and ADC and Jacksdale Light up Appeal

Cllr S Jackson – items 20 and 44 non-pecuniary (Trustee)

Cllr D Justice – item 20 (Trustee) and items 38, 39 and 40 (ADC) all non-pecuniary. To also include anything relating to Nottinghamshire County Council.

 

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

It was noted that there were potentially 3 items which could potentially be moved in to ‘Confidential’, however, there were no updates on any of the 3 items.

 

  1. Police report

Apologies had been received from the police, together with a brief update. This was emailed out to Councillors prior to the meeting. This was noted.

 

  1. 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 22nd April 2025

RESOLVED: To accept the minutes of the meeting held on 22nd April 2025 as a true record

 

  1. To approve the minutes of Selston Parish Council’s Extraordinary meeting on 12th May 2025

RESOLVED: To accept the minutes of the meeting held on 12th May 2025 as a true record

 

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

RESOLVED: To approve and re-adopt the unchanged Internal Controls.

 

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

RESOLVED: To approve the updated Risk Management, as circulated on 20th May 2025.

 

  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

 

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

RESOLVED: To re-adopt the Bio-Diversity policy

 

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

RESOLVED: To continue with the Agreement as previously approved by Selston Parish Council.

 

  1. To approve a revised Security Compliance Checklist to be signed by all current Councillors within 28 days of the date of this meeting

This checklist was no longer necessary due to the recent implementation of the council’s IT policy.

 

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

RESOLVED: To approve the inventory of land and other assets including buildings and office equipment, as had been circulated 16th May 2025.

 

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

The following Committee personnel were approved.

 

RESOLVED: To approve Cllr Deaves, Cllr A Gregory, Cllr S Jackson and Cllr Wilson to form the new HR Panel.

 

Cllr Bethell joined the meeting.

 

It was acknowledged that currently, there are insufficient Underwood Councillors to represent that ward on the Finance committee and, there were more than 2 nominations received for Jacksdale ward. It was suggested that this be looked at again, when more Underwood Councillors were co-opted.

 

RESOLVED: For Cllr Deaves, Cllr Dooley, Cllr Easom (Vice chair of PC), Cllr A Gregory, Cllr J Gregory, Cllrs S Jackson, Cllr Martin (Chair for PC) and Cllr Tetley be approved to form the new

Strategic Planning & Finance Committee.

 

RESOLVED: To approve Cllr Batholomew, Cllr Dooley, Cllr Easom, Cllr Gamble, Cllr A Gregory, Cllr J Gregory, Cllr Justice and Cllr Wright to form the new Environment/Recreation Grounds Committee.

 

RESOLVED: To merge the Allotment representatives with the Bio-Diversity Committee and for the new committee to comprise of Cllr Bartholowmew, Cllr Bethell, Cllr Easom, Cllr Wright. The Allotment Representatives will remain as Cllr Bethell and Cllr Easom, with Cllr Tetley being a back-up representative for as and when necessary.

 

RESOLVED: For Cllr Martin to remain as the Parish Council’s representative for ADC Standards Committee.

 

RESOLVED: For Cllr Brown, Cllr Dooley, Cllr J Gregory, Cllr B Jackson, Cllr S Jackson, Cllr Justice and Cllr Wright to be nominated Councillor Trustees for Selston Parish Village Halls Charity.

 

Cllr Wright joined the meeting.

 

The following were also clarified:

Lead for Westwood Local Committee – Cllr S Jackson

Lead for Jacksdale Lighting Committee – Cllr J Gregory

Lead for Underwood Lighting Committee – Cllr Justice

Lead for Selston Lighting Committee – Cllr Martin

 

  1. To review bank mandates for May 2025 onwards

No changes necessary.

 

  1. To authorise Regular Payments List for 2025/26, including direct debits

RESOLVED: To approve the Regular Payments list for 2025/26 including direct debits, as circulated on 16th May 2025.

 

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

RESOLVED: To set the Chairman’s Allowance at £800 for 2025/26

 

  1. Review of expenditure incurred 2024/25 and set an amount for S.137 donations for 2025/26

RESOLVED: To keep the S.137 fund the same as last year.

 

  1. To note the Internal Audit report 2024/25 (circulated with the agenda) – Noted

 

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

The Clerk checked that Councillors 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.

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

 

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

The completed Section 2 of the AGAR had also been circulated to all Councillors with the agenda on 13th May 2025.

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

 

  1. To note issue of the Notice of Public Rights and Publication of Unaudited Annual Governance & Accountability Return 3 June 2025 to 14 July 2025 – Noted

 

  1. To approve Internal Auditor for 2025/26

RESOLVED: To approve the same Internal Auditor, David Dixon, as Internal Auditor for 2025/26

 

  1. To consider the accounts to 30th April 2025 (previously circulated)

RESOLVED: To accept the accounts as circulated.

 

  1. To consider and approve the Bank Reconciliation as at 30th April 2025

RESOLVED: To approve the Bank Reconciliation at 30th April 2025 (and as circulated on 16th May 2025).

 

  1. To consider any applications for S.137 Grants

Nothing to be considered.

 

  1. To consider the quote for repair works to the goal mouths on Westwood Recreation Ground

RESOLVED: For the Football Club to continue maintaining the goal mouths as previously.

 

  1. To consider renewal of Cyber Insurance policy for renewal on 1 July 2025

This has not yet been received, so will need to be considered at the June meeting.

 

  1. To consider pending Planning Applications

Cllr Batholomew declared an interest in St Helen’s Church, Selston, however, there were no comments in relation to the pending planning applications

 

  1. To consider Parish Council representative(s) for attending Planning Committee meetings on any relevant applications, to present the view of the Parish Council

Nothing to consider.

 

  1. To consider correspondence received and required actions – noted

 

  1. To consider commemoration of VJ Day 80th Anniversary 15th August 2025

A general discussion was had about how the Parish Council could be involved. It was considered to be a lot of work to put on another event so soon after the VE Day 80, however, consideration was given to possibly supporting the Fun Day being organised by the Jacksdale & District Brnach of RBL at the Dale Club.

 

RESOLVED: To ourchase and raise an official VJ flag at the Parish Hall. To also put bunting up on all our centres and any other suitable places.

 

It was agreed to loan some of the council’s bunting to a resident who had sent in a request, on the proviso that they were responsible for putting it up and organising it. Consideration was also given to possible financial support and also looking into whether we could get another appearance from the Mercian mascot.

 

This item will need to be further considered, once more information is available.

 

The Chair took the opportunity of thanking the staff involved in organising the recent VE Day 80 Event, which had been a great success.

 

  1. Update on land dispute and consider any subsequent actions

No update

 

  1. Update on potential sale of grazing land at New Selston

No update

 

  1. Update on sale of 35 Mansfield Road

Nothing to report at this stage, other than the sale is progressing and Cllrs S Jackson and M Wright had been approved to sign paperwork on behalf of the charity.

 

  1. To note the next Parish Council meeting to be held on Monday, 30th June 2025 at 7.30 pm at Jacksdale Community Centre – noted.

 

Meeting closed at 8.10 pm

 

It was further noted that a finance meeting would be held on Tuesday, 10th June 2025 at 2.30 pm at the Parish Hall.