May 2023 DRAFT Minutes Annual Parish Meeting
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Gedney Hill Parish Council
Annual Parish Council Meeting Minutes of the meeting on 15th May 2023
Attendance and apologies
Elected Members |
Present |
Absent |
Apologies |
Ken James |
Yes |
|
|
Paul Redgate |
Yes |
|
|
Mellissa Shepherd |
Yes |
|
|
Angela Watson |
Yes |
|
|
Neil Watson |
Yes |
|
|
Public Forum
None (This meeting followed the Annual Parish Meeting public forum.)
1 Apologies for absence and acceptance
All Councillors were present. The Clerk was absent due to illness
Cllr Neil Watson took the minutes of the meeting
2 Election of Officers
It was proposed that Cllr Neil Watson be elected Chairman.
Prop: Cllr Redgate, Sec: Cllr Shepherd, accepted by acclaim
It was proposed that Cllr Shepherd be elected Vice - Chairman
Prop: Cllr Neil Watson, Sec: Cllr Redgate, accepted by acclaim
All Councillors and the new Officers each signed their Acceptance of Office
3 Declarations of Interest under the Localism Act 2011 and consideration of any requests for dispensation
None
4 To approve the draft notes of the meeting held on 20th March 2023
The minutes of the extraordinary meeting on 27th April 2023 were also presented for acceptance
The two sets of minutes were accepted by acclaim.
The minutes were duly signed by the Chairman
5 Recruitment of Replacement Clerk
It was agreed that the post would be advertised as appropriate, the post to be subject to the NALC model employment contract and the LGA National Salary Scale
Clerk/acting Clerk to produce a job specification for advertising via LALC, the Parish Council noticeboard and the local press.
6 Temporary Clerking Arrangements after 28th May 2023
It was agreed that Cllr Neil Watson would hold the Clerk’s laptop as temporary cover (with the assistance of other Councillors as needed)
7 New Parish Council email address
Ongoing
With Clerk’s imminent departure, the Chairman is to take this forward.
8 Village Newsletter
It was agreed that this should be an information source rather than a news publication with no regular publication schedule
To proceed with a first draft as soon as possible
Chairman and Vice- Chairman to work together to produce a draft for circulation
9 Bank Signatories
A new mandate form has been requested from the Bank and will be signed by all parties as soon as received.
Payments to be kept to emergencies only until this is resolved
10 Parish Representatives on Various Groups
The Parish Council makes nominations to four bodies, nominations from this meeting as follows:
Gedney United Charities (216410) – Cllr James to replace Mr Mann Gedney Hill Estate Charity (212473) – Mr John Venters (immediate past Councillor) to be invited to complete his term of office on behalf of the Parish Council, Cllrs Neil Watson and Shepherd to be nominated to the other two Trustee positions.
Wryde Croft Community Benefit Fund – Cllr James to continue his role.
Gedney Hill & District Memorial Hall (521792) – Three Councillors are current Trustees of this Charity (Cllrs Shepherd, Watson & Watson) so no further nomination is required.
Prop Cllr N Watson, Sec Cllr A Watson, All in favour
Prop Cllr N Watson, Sec Cllr A Watson, All in favour
11 Speedwatch
The Chairman is keen to reinstate the group. Cllr Redgate proposed that we combine with Shepeau Stow group to provide greater resource for sessions to restart
Agreed by acclaim
Chair to liaise with Peter Sparkes
12 Councillor Surgery
The Chair proposed that we hold a ‘Meet The Council’ event to introduce the new Council to the Parish. Cllr Eldridge (SHDC) suggested that she joined us to hold her own surgery.
Agreed by acclaim
Suitable date to be agreed with the Hall
13 Defibrillator Maintenance and Provision
It was noted by Cllr James that he had checked the ‘Circuit’ registration for our defibrillator, and it appears to be correctly listed.
A new Councillor Maintenance rota is needed.
The need for paediatric pads in addition to adult pads was discussed.
It was discussed that the size of the village suggests that two additional defibrillators would be of benefit, to the east and west of the village.
Should we join a maintenance contract for the defibrillator?
The adult pads will be checked for their expiry date, then a decision made when to introduce paediatric pads.
Funding will be needed via the precept, possibly over the next two years. Corporate sponsorship was discussed. A villager has kindly offered to host the western location and provide the power supply to reduce the cost as a self-powered cabinet is very expensive
To be circulated
To July 2023 Agenda
Contact Whaplode PC to enquire if we could join their maintenance contract
14 Training Courses for Councillors
We have two new Councillors who would benefit from an induction course
It was agreed to enrol the Councillors on a suitable course either via LALC or SHDC.
15 Grass Cutting Costs
It was noted that the grass cutting contract price has increased by 5% this year
Agreed by acclaim this is reasonable in the current climate
16 Clerk’s Old Laptop
This is now surplus to requirements
Cllr James to arrange the sale of the old laptop, and witness the secure deletion of all data from the machine
17 Planning
a. To discuss current applications
H07-0392-23 8 North Road, retrospective application to erect a timber horse shelter. H07-0396-23 56 Station Road, change of use of agricultural building to residential.
H07-0434-23 56 Station Road, proposed agricultural building
b. To discuss consultations and concerns
No comments on current applications
18 Clerk’s report
Kim made a short report via Cllr James, she assured the Council that her handover at the end of her employment would ensure that all items are up-to-date and clearly documented.
Thanks were expressed to Kim for her service and hard work since her appointment
19 Financial Matters
a. To update on accounts – end of year
The AGAR report for 2022/23 has been through internal audit with a clean report and is now presented to Council for acceptance in three parts: Certificate of exemption Section 1
Section 2
Acceptance of all three sections was proposed by Cllr Redgate, seconded by Cllr James and accepted by acclaim
b. To update on accounts – year to date
The year-to-date accounts were presented
The Chair read the figures to the meeting, and they were accepted by acclaim
20 To advise of any items to be added to the next meeting agenda
Distribution of Coronation Mugs
Defibrillators
To next agenda
21 Meeting dates for 2023/24
Meetings were confirmed as bi-monthly on the 3rd Monday
Monday 17th July 2023
Monday 18th September 2023
Monday 20th November 2023
Monday 15th January 2024
Monday 18th March 2024
Monday 18th March 2024
Monday 20th May 2024 – Annual Parish Meeting and Annual Parish Council
Meeting closed at 8.15pm