Minutes
WILDMORE PARISH COUNCIL
Minutes of the meeting of Wildmore Parish Council Meeting held on Monday 13th May 2024 in New York Lecture Hall.
Present: Chairman Cllr A Everard
Cllr M A Jones Cllr J Lawes
Cllr A Harrison Cllr P Bargh
County Councillor
District Councillor
Clerk Mrs S Phillips
Members of public 1 member present
Apologies None
05/24-01 Election of Chairman and Signature of Declaration of Acceptance of Office form
It was proposed by Cllr Harrison, seconded by Cllr Lawes and unanimously agreed and RESOLVED that Cllr Everard be elected as Chairman.
The declaration of office form was completed and signed by Cllr Everard.
05/24-02 Election of Vice Chairman and Signature of Declaration of Acceptance of Office form
It was proposed by Cllr Harrison, seconded by Cllr Lawes and unanimously agreed and RESOLVED that Cllr Bargh be elected as Vice Chairman.
The declaration of office form was completed and signed by Cllr Bargh.
05/24-03 Chairman’s Remarks
None.
05/24-04 Apologies for absence and acceptance of any reason given
None.
05/24-05 To receive any declarations of interest in accordance with the requirements of the Localism Act 2011 and to consider any requests for dispensations
None.
05/24-06 Notes of the last meeting held on 11th March 2024 to be approved as the minutes
Minutes of the meeting held on 11th March 2024 were circulated before the meeting. It was proposed by Cllr Bargh, seconded by Cllr Lawes and RESOLVED that the minutes be accepted as a true and accurate record. Cllr Everard signed the minutes.
05/24-07 Clerk’s report on matters outstanding
The clerk reported that the website had been updated and all contact details amended. It was highlighted that the name of the parish council needs amending from Wildmore with Haven Bank and Scrub Hill Parish Council to Wildmore Parish Council.
Correspondence has been received from Savills regarding the rental cost. It was RESOLVED that this item be brought back to the next meeting held on 8th July.
05/24-08 Election of Committees (Personnel)
It was RESOLVED that Cllr Bargh, Cllr Lawes, Cllr Harrison and Cllr Jones form the Personnel Committee.
05/24-09 To appoint Councillors to conduct review of Clerk.
A date to be arranged before the next parish council meeting in July.
05/24-10 To receive the Internal Auditors report for consideration and to approve necessary actions
The Internal Auditors report was received for consideration, and it was RESOLVED that the following actions be completed:
As part of the Councils Risk Management, it is good practice for the Chairman to hold a sealed envelope with a list of all passwords and other important information. This should be updated as and when passwords or information is changed, and the previous in-tact envelope passed back to the Clerk. This envelope should only be opened in an emergency and with another Member of the council.
Clerk to provide passwords to Cllr Everard.
I note payment to the village hall to pay for their insurance, it is not good practice for the council to provide grants/payment for the running/upkeep of the community space although no-one would want to see a local facility close due to lack of money a council might help by appointing members of the council on to the hall’s committee to help with advice. A council does have power to provide equipment.
Cllr Everard explained the reason for this is due to Wildmore Parish Council leasing the village hall so are therefore responsible for the building. Buildings insurance is paid for by the parish council and contents insurance is paid for by the Village Hall.
Most if not all the council’s policies are due to be reviewed, the council might like to start with eh Standing orders and financial regulations, up to date versions of these and many more can be downloaded from the LALC website and tailored to the council’s needs.
New financial regulations have been released.
If the council has not already done so, I would advise that they keep a copy of the public liability for all contractors.
Clerk to obtain a copy of liability insurance from all contractors.
The council should have a personnel committee and terms of reference for the committee.
Terms of Reference to be shared and approved at the next meeting.
The council’s insurance certificate for transparency could be added to the website.
Clerk to add the council’s insurance certificate to the website.
As the council does not use petty cash, if there is no cash, this should be banked and accounted for.
The clerk advised that there is petty cash with a total of £24.55, which will be used for postage until all spent.
The members of interest on the district website should be on the council’s website, for ease a link can be made to the district website ELDC.
Clerk to arrange.
05/24-11 To receive and approve Insurance Proposal 1st June 2024 – 31st May 2025
It was RESOLVED that the insurance proposal be approved.
05/24-12 Financial matters:
To approve the Annual Governance Statements for year ending 31st March 2024
It was agreed that due to not having access to the final bank statement that an extra-ordinary meeting would be held on 3rd June for final approval.
To approve the Financial Statement for the year ending 31st March 2024
As per 05/24-12 a.
To approve the Certificate of Exemption for the year ending 31st March 2024
As per 05/24-12 a.
Financial update
The clerk to provide a financial update.
Payments to be approved for payment
The following payments were RESOLVED.
Staffing cost 12.03.24 – 11.04.24
12.04.24 – 11.05.24 £353.64
Zurich Insurance Parish Insurance £229.76
Savills Allotment rent £630.00
Clark’s Clerical Service Internal audit £120.00
Cllr Jones Padlock for speed detector £27.49
Tumby Estate Lease 12/10/23 – 06/04/24 £155.00
Andy Jackson Grass cutting £300.00
To consider printing of parish newsletter and reimbursement of cost
Not discussed.
To approve steps to be taken to authorise online banking
Cllr Everard has started the process to move to online banking. The clerk is not on the bank account and has therefore been added and will be provided with a debit card to purchase items such as postage and ink cartridges when required to do so.
All councillors will need to sign up and details of how will be provided by Cllr Everard.
Cllr Everard confirmed that the clerk’s laptop is still to be purchased.
To approve purchase and installation of bench for the churchyard
A grant of £500 has been received towards the cost of the bench for the churchyard. It was RESOLVED that the parish council will purchase and arrange delivery of the bench, with a total spend being £500. The Churchwarden has agreed to circulate liked benches to the clerk.
05/24-13 Planning matters
None.
05/24-14 Highways matters
To receive feedback on the current speed indicator device and consider options for a second in New York
Councillors agreed that this will be deferred until July when it is clear as to what spends are available.
05/24-15 To receive any updates on Tenby Lodge Issues
It was confirmed that there are still ongoing issues and to remain as an agenda item.
05/24-16 To receive LCC letter regarding dangerous tree at the churchyard and to approve actions taken
Cllr Everard informed councillors that a parish council is responsible to maintain a closed churchyard, as it is an open churchyard the church can approach the parish council to help maintain. The liability currently stands with PCC.
The Churchwarden has responded to Lincolnshire County Council stating that the parish council were meeting and is on the agenda to discuss.
The clerk reported that quotes are being obtained. It was agreed that received quotes are to be brought back and approved at the meeting on 3rd June. The churchwarden will provide further local tree surgeons to be contacted.
05/24-17 To consider next steps for the renewal of New York Village Hall lease with the Trust, which is due in 2025 (60 year lease)
The lease is held until 28th December 2027, rent is fully paid until the end of the lease.
The Churchwarden indicated she would be willing to join the Trust and the Secretary will be informed. The former Clerk to the Parish Council will be asked if she still wishes to remain a Trustee.'
05/24-18 Reports from Outside Bodies
County Councillor
None present and no reports.
District Councillors
None present and no reports.
05/24-19 To approve ordinary meeting dates and village hall bookings
The following dates were proposed and agreed, extra-ordinary meetings will be held as and when required.
8th July 2024
9th September 2024
11th November 2024
13th January 2025
10th March 2025
12th May 2025
05/24-20 Future Meetings and Items for Considerations
An extra-ordinary meeting has been agreed to be held for approval of AGAR forms and to receive quotations regarding the dangerous tree.
Cllr Jones has been approached about the possibility of installing a bus shelter, and who needs to be approached. Cllr Everard confirmed that the parish council can be responsible for bus shelters and have the powers to provide bus shelters. In order to fund a grant would have to be investigated. It was agreed for an agenda item to be tabled for the meeting on 8th July.
It has been observed that if windy you have to be close to the speed indicator device for it to trigger. It was agreed that this will be discussed further at the meeting held on 8th July.
The meeting was declared closed at 9.30pm.
Signed:
Date: