Minutes of Annual Meeting of the Parish Council held on Wednesday, 25 May 2022 at 7.00pm at Selston Parish Hall.
Present:
Cllr D Deaves
Cllr S Fletcher
Cllr M Garner
Cllr D Hodgman
Cllr S Jackson
Cllr A Justice
Cllr D Justice
Cllr D Martin
Cllr D Wilson
Cllr M Wright
Apologies:
Cllr Chapman – work
Cllr Easom – personal
Cllr J Gregory – personal
Cllr A Hankin – personal
Cllr B Hankin – work
Cllr Hey – personal
Cllr R Hughes – work
Cllr B Jackson – work
Cllr J O’Byrne – personal
Cllr Pilgrim – work
Also present: –
Lisa Simpson (Clerk), Tracey Kirkland-Walker (Assistant Clerk) and 3 members of the public
- To elect Chair of the Council and to receive the Chair’s Declaration of Acceptance of Office
RESOLVED: Cllr D Justice 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 of Office
RESOLVED: Cllr B Jackson was elected as Vice-Chair of the Parish Council and signed the Acceptance of Office
The Clerk reported that she had received a phone call from Cllr S Wilson earlier in the day. He had informed her that he is resigning from the Parish Council and asked if she would inform everyone. The Clerk stated that she had not received it in writing as yet.
- To accept apologies for absence
RESOLVED: Apologies were received as above and accepted by the Council
- To receive declarations of interest from Councillors
Cllr D Hodgman – items 34, 35, 36 and 37 non pecuniary (Trustee) and item 33 planning
Cllr S Jackson – items 34, 35, 36 and 37 non pecuniary (Trustee)
Cllr Martin – items 21 (correspondence ADC & NCC) and 33 non pecuniary
- To determine which items of the agenda, if any, should be taken with the public excluded
RESOLVED: To move item 38 to ‘Confidential’
- Police report
There was no police representative at the meeting, but an email report had been received from PC Dan Snowden which had previously been circulated to Councillors. No questions were raised.
- Members of the public are invited to address the Council on agenda items – 15 minutes is designated for public participation
A resident raised concerns in respect of damage to pavements. The matter was directed to the Notts County Council, as it is not something that falls within the remit of the Parish Council.
- To approve the minutes of the Selston Parish Council meeting held on 25 April 2022
RESOLVED: To accept the minutes of the meeting held on 25 April 2022 as a true record
- To review and re-adopt Standing Orders
RESOLVED: To re-adopt the Standing Orders
- To review and re-adopt the Financial Regulations
RESOLVED: To approve and re-adopt the Financial Regulations
- To review and re-adopt any changes to Internal Controls
RESOLVED: To approve and re-adopt the amended Internal Controls (as circulated)
- To review and approve the Risk Management
RESOLVED: To approve the amended Risk Management (as circulated)
- To note the adoption of the LGA Members’ Code of Conduct by Selston Parish Council on 25/4/22 – noted
- To review and re-adopt the Complaints Procedure Policy
RESOLVED: To re-adopt the Complaints Procedure
- To review and re-adopt Social Media Policy
RESOLVED: To re-adopt the current Social Media policy
- To review and re-adopt the following 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 of the above policies
- To re-adopt and sign Security Compliance Checklists within 28 days of this meeting
RESOLVED: To re-adopt the Security Compliance Checklists
- To review Committee Structures and appoint Councillors to serve on Committees and other bodies
RESOLVED: To approve the following Committee personnel
Allotment Representatives – Cllrs P Easom and M Wright
Strategic Planning & Finance Committee –
Chair and Vice Chair of PC, Jacksdale representative, Cllr S Jackson, Selston representatives Cllrs D Deaves & M Wright and Underwood representatives Cllrs J O’Byrne & D Hodgman
Environment/Recreation Grounds – Chair and Vice Chair of PC, Cllrs P Easom, M Garner, R Hughes, D Deaves, D Hodgman and M Wright
Nominated Trustees for SPVHC (up to 9) – Cllrs J Gregory, S Hey, D Hodgman, J O’Byrne, M Wright and P Easom. Cllr S Jackson (as a user).
Press Release – Chair & Vice Chair to both approve
Parish Council’s representative for ADC Standards Committee – Cllr M Wright
Leader for Westwood Local Committee – Cllr M Garner
Leader for Jacksdale Lighting Committee – Cllr J Gregory
Leader for Underwood Lighting Committee – Cllr D Justice
Leader for Selston Lighting Committee – Cllr D Wilson
The following committees will be revisited at the next meeting – HR Panel, Grievance Panel, Appeals Panel. An additional Jacksdale representative for Strategic Planning & Finance Committee will also be considered
It was agreed to abandon the Events Committee after the Jubilee events and create a working party in the future if and when required.
- To review and re-adopt Terms of Reference for the HR Panel
RESOLVED: To re-adopt the Terms of Reference for the HR Panel
- To review and re-adopt Terms of Reference for Strategic Planning & Finance Committee
RESOLVED: To re-adopt the Terms of Reference for Strategic Planning & Finance Committee
- To consider correspondence received and required actions
Item 14 – SLCC Annual Membership due for renewal 01/06/22
RESOLVED: To approve renewal subscription at a cost of £294.
- Finance (previously circulated)
RESOLVED: To accept the accounts as circulated.
- To authorise Regular Payments List for 2022/23
RESOLVED: To authorise the regular payments as per the list circulated
- Update from Finance meeting on 11 May 2022 and consider any recommendations of the Finance Committee
- To approve writing-off of bad debt from 2019 of £253
RESOLVED: To approve the writing off of the debt of £253.
- To approve the increase in room, hire charges effective from 1st September 2022
RESOLVED: To approve an increase in room, hire charges of £1.00 per hour for community groups and £2.00 per hour for general users. This is the same for the use of the Eleanor Adams Room and the tearooms area.
- To set the Chairman’s Allowance
RESOLVED: To set the Chairman’s Allowance at £700 for 2022/23
- Review of expenditure incurred 2021/22 and to set an amount for S.137 donations for 2022/23
RESOLVED: To set the S.137 budget for 2022/23 at £5,500. £1500 of this is to cover the Pay Point and £4000 to be used for grants.
It was noted that the current allowance is £8.82 per electorate.
- To note the Internal Audit report 2021/22 – Noted
The office staff were thanked for their efforts with this.
- Approval and signing of Annual Governance and Accountability Return – Section 1
RESOLVED: Section 1 of the AGAR was approved and signed by the Chair
- Approval and signing of Annual Governance and Accountability Return – Section 2
RESOLVED: Section 2 of the AGAR was approved and signed by the Chair
- Consider asking Base16 to paint the portacabin on Westwood Recreation Ground
RESOLVED: To ask Base16 if they would paint the portacabin at Westwood recreation ground and the Parish Council will provide the materials.
- Consider renewal of Grazing Agreement at Station Road
RESOLVED: To accept the renewal payment of £500 and review the amount in early 2023 in readiness for the new year.
- Update from working party on the replacement options for Jacksdale skate park
In the absence of some Jacksdale Councillors, this item was deferred to the next meeting.
Cllrs D Martin and D Hodgman left the meeting whilst planning was discussed
- To consider pending Planning Applications
There were no new comments in relation to the pending planning applications, however it was agreed for the Clerk to contact ADC to ensure that the Parish Council’s objections to the planning appeal X/2021/0061 APP/W3005/W/22/3295897 have definitely been put forward.
Cllrs D Martin and D Hodgman re-joined the meeting
- Parish Hall – Update on the additional costs incurred for the necessary works on the toilet refurbishment
Clerk informed that the additional costs totalled £2470 plus VAT.
Cllr Hodgman suggested the possibility of a new roller door to the storage space off the Parish Hall. Clerk to obtain prices and bring back to the next meeting.
- Pavilion – Nothing to note other than a current problem with the boiler. This will be taken up with the trustees.
- Underwood – Update on the refurbishment of Underwood Community Centre
Planning permission has now been granted. Cllr Hodgman updated on the current situation regarding what has been agreed within the plans and the very recent issues raised by the playgroup regarding the ramp. A company has been chosen to undertake the work and it is planned to get the external cladding done in August. A further meeting of the trustees will be held as soon as possible after the Jubilee events.
- Jacksdale – An electrician is required for the Christmas lights. Clerk to look into this.
- Old Council Offices – Consider rental proposal received from office tenant
This item was moved to ‘Confidential’
- Update on Jubilee Celebrations
A general discussion and update took place around the celebrations.
- Date and time of next meeting – Monday, 27 June 2022 at 7.30pm at Underwood Community Centre – Noted
Confidential items:
Minute No. 669 – Consider rental proposal received from office tenant
RESOLVED: For the Clerk to provide further details into costings etc, circulate this to Councillors and then bring the matter back to the next meeting.
Meeting closed at 8.48 pm