2023 Parish Council Minutes

NETTLEHAM PARISH COUNCIL

MINUTES OF THE ANNUAL MEETING OF THE PARISH COUNCIL

HELD AT THE OLD SCHOOL, NETTLEHAM ON TUESDAY 16 MAY 2023, AT 7.30PM

Present: Councillors: Cllr Mrs A. White (Chairman), Cllr A. Henderson, Cllr P. McNeill (PM), 

Cllr D. Newsam. 

Also in attendance:    Cllr J. Barrett (West Lindsey District Council), Lucy Waller (Clerk), 3 members of the public. 

Councillors not present: Apologies from Cllr C. Payne 

                                          Commencing at 7.30pm

Public Forum

The Chairman welcomed all in attendance.

Members noted the previously circulated report provided by Councillors Barrett and Brown of WLDC.

A member of the public raised a request that an additional litter bin on Washdyke Lane be considered on a future agenda. 

A member of the public highlighted that the publishing of the non-confidential council papers on the council website. prior to the meeting was extremely useful and thanked the Council.

The meeting commenced at 7.40pm

        1.   Election of Chairperson and to sign the Declaration of Acceptance of Office.

It was RESOLVED to elect Cllr Mrs A. White as the Chairperson for the municipal year 2023-2024. Councillor Mrs A. White signed the Declaration of Acceptance of Office and it was witnessed by the Proper Officer of the Council.   

       2.   Election of Vice Chairperson and to sign the Declaration of Acceptance of Office.

It was RESOLVED to elect Cllr A. Henderson as the Vice- Chairperson for the municipal year 2023-2024. Cllr A. Henderson signed the Declaration of Acceptance of Office and it was witnessed by the Proper Officer of the Council.   

 3.   Chairman’s remarks.

      Cllr Mrs A. White highlighted the current vacancies on the council and the need to fill these by co-option. 

4.  To resolve to accept apologies and reasons for absence received by the Clerk, prior to the meeting.

      Apologies were noted from Cllr C. Payne. It was RESOLVED to accept the apologies for absence. Members additionally noted apologies from Cllr F. Brown (WLDC).

5.  Disclosure of pecuniary interests

      None 

 6.   To approve as a correct record the notes of the Parish Council meeting held on 18    April 2023 and to authorise the Chairman to sign as the official minutes.

       It was RESOLVED to approve as a correct record the notes of the Parish Council meeting held on 18 April 2023 and to authorise the Chairman to sign as the official minutes. The Chairman duly signed the minutes. 

         7.   Clerk’s Report (for information only).

Members noted the action log and were reminded to complete DPI and Code of Conduct forms for return to WLDC prior to Tuesday the 6th of June.  A query was raised regarding a previous food van trial.         

         8.   Financial Matters: 

a) To ratify Payments made – 01/04/23 – 30/04/23

It was RESOLVED to ratify the payments as set out in APPENDIX A of these minutes. 

b) To consider Bank Account balances at 30/04/23

Members noted the bank accounts and it was highlighted that savings accounts were to be set up once the new signatories were on the current bank mandate.  

c) To consider Income & Expenditure summary at 30/04/23

Members noted the report and it was requested that the report be presented as a summary of cost codes in future. 

d) To consider the year-end Financial Report for 2022/23.

Members noted the report and highlighted the year end surplus.  

e) Council expenditure incurred under s.137 Local Government Act 1972 – for 2022/23.

Members noted the report highlighting that Nettleham Parish Council had not exceeded the legal limit for S137 payments in 2022-2023.

f) To resolve changes to the bank mandate. (Signatories and dual authorisation online banking).

It was RESOLVED to remove Clayton, J. Evans, D. Locker and the late J. Siddall from the mandate, maintain L. Waller, A. White and to add D. Newsam, A Henderson, P McNeill and L. Bromfield. It was additionally RESOLVED that all signatories were to have access, and dual authorisation was to be added it was noted that staff were to set up payments and Councillors were to provide the second authorisation. 

ACTION POINT- Clerk to arrange change of signatories and dual authorisation. 

g) To resolve to preapprove regular automated payments for the municipal year 2022 -2023.

It was RESOLVED to preapprove the regular automated payments for the municipal year 2022 -2023 as set out in APPENDIX B of these minutes. 

        9.    Planning Matters:  

a)  To resolve a response to the below application/s:  

146598: 21 Sudbrooke Lane Nettleham Lincoln LN2 2RW

Planning application for rear extension, rendering & composite boarding to existing dwelling & installation of new windows and doors.        Householder Application / Householder Development.

It was RESOLVED to submit no objections/comments to the above application. 

 b) To note any update on other planning matters:

146082: Land off Deepdale Lane, Nettleham: Planning application for 30 affordable houses: Permission granted subject to conditions.

145353: Land off Deepdale Lane, Nettleham. Planning permission for 8 affordable dwellings: Permission granted subject to conditions.

The above permissions were noted.  

The Clerk was asked to arrange a short extension with WLDC to allow for consideration of application 146617 (received too late for the agenda) at the next meeting. 

ACTION POINT- Clerk to request an extension. 

10.  Nominations & Appointments to Committees, Panels & local outside bodies & reporting back.

       The Nominations & Appointments to Committees, Panels & local outside bodies were RESOLVED as set out in APPENDIX C of these minutes. It was RESOLVED to consider other committees / working groups following co-option. 

       11.  Council Matters: 

       a) Review of delegation arrangements to Committees & staff

It was RESOLVED to maintain the below delegations: 

1) Arrangements contained in the Council’s Financial Regulations to include:

a)  Section 4 – Budgetary control and authority to spend (page 7)

•           Expenditure on revenue items may be authorised up to the amounts approved in the budget

o          Full council – for all items over £5,000

o          A duly delegated committee of the council up to £5,000

o          Clerk (or Facilities Mgr. in the Clerk’s absence) up to 

         £1,000 for emergency or time related expenditure AND 

         up to £2,000 in conjunction with either the Chairman or Chairman of the relevant Standing Committee and this expenditure will be reported to the next appropriate committee or the Parish Council

         up to £500 for repairs, renewals & maintenance

o          Committee or Clerk (or FM in Clerk’s absence agree expenditure for numerous lower cost items such as tree, shrub and routine maintenance.

b)  Section 5 - Banking arrangements & authorisation of payments (page 9)

•           Clerk/RFO delegated authority if payment necessary to avoid a charge to interest provided a list is submitted to the next appropriate meeting of the Council

•           Clerk/RFO shall give instruction for continuing contracts e.g. salary/NI/Pensions payments to be made and submitted to the next meeting.

2)  Arrangements set out in Standing Orders 

a) Section 21 – Planning Matters, pages 19/20

•           Owing to the timing of the PC meetings, the Clerk is delegated to submit responses to Planning Applications where the Planning Liaison Panel recommendation is ‘No comments’ & it be ratified at the next meeting;

             b) Review of the Council’s Risk Register

It was RESOLVED to readopt the Council’s Risk Register subject to the below minor amendment:

Removal of “Clerk attends regular training & working to CILCA” to be replaced by “Clerk is CilCA qualified and continues CPD as a PSLCC.” 

             c) Review of the Council’s Assets Inventory including land, buildings and equipment

Members noted the Asset Register.

             d) To resolve the renewal of insurance cover for all insured risks from 1/6/23 

Members noted that the Clerk had reviewed the council’s insurance and increased cover as required and RESOLVED to accept the quote for insurance from BHIB at a cost of £4228.64.

             e) Review of the Council’s and employees’ membership of other bodies 

Members noted the current memberships as per the circulated report and it was RESOLVED to maintain the memberships. 

             f) Review of annual subscriptions and memberships

It was RESOLVED to maintain current memberships and subscriptions. 

             g) To readopt the Council’s Standing Orders, Financial Regulations & other key policies

It was RESOLVED to readopt the Council’s Standing Orders, Financial Regulations and core policies as they currently stood, with the expectation that they would be reviewed throughout the municipal year by the Clerk and recommendations for change considered by the council. It was additionally RESOLVED that non-core policies would be reviewed every 4 years unless changes to legislation or operational need required they be reviewed earlier. 

             h) To approve Council’s reviewed Terms of Reference - (Working Groups, Committees & Panels)

It was RESOLVED to readopt the previous Terms of Reference for the Property Committee and the Burial Ground and Swathe as per the circulated report. It was RESOLVED to consider other Terms of Reference as required.

             i) To note the Council’s position in respect of General Powers of Competence. (Not eligible) 

Members noted that due to the lack of elected members the Council was not eligible to operate under General Powers of Competence.

             j) To resolve the time and place of ordinary meetings of the Council up to and including the next annual meeting of the Council.

The below dates/times were RESOLVED: 

2023-2024 

All Commencing at 7.30pm with a Public Session from 7.15pm except for the Annual Parish Meeting which will start at 6pm.  

             k) To resolve to delegate to the Facilities Manager in conjunction with the Chairman of the Properties Committee to enter into the best value Gas and Electricity Contract available to the Council prior to 12 June 2023 contract end date.  

The above RESOLUTION was passed. 

             l) To note information regarding post-election co-option to vacancies and to resolve to commence the co-option process. 

Members RESOLVED to commence the co-option procedure with an initial closing date of the 13 June 2023. It was requested that an advert be placed in Nettleham Matters and social media posts produced.  

             m) To consider the purchase of wheelie bin speed stickers at 50p per sticker (min order £50). (Anyexpenditure under LGARA 1997, s31- current annual budget for speed reduction is £50).

It was RESOLVED to purchase £300 worth of 30mph stickers, to be given out at the Nettleham Carnival, with funds to come from surplus general reserves. 

ACTION POINT- Clerk to purchase stickers.

             n) To note the Final External Auditor Report and Certificate 2021/22 and the additional costs incurred. (£976.25 plus VAT – expenditure under LAAA 2014, A&AR2015).

Members noted the final report and it was highlighted that despite communication received the auditors had found no cause for concern. 

12. To resolve to approve purchase of a Blue Plaque, and to enter into a related license agreement with Lincolnshire Corn Exchange and Markets (1991) Ltd for the former institute building. (Any expenditure under LGA1972 and therefore must be proportionate with the benefit to some or all of the residents of the parish).

The above RESOLUTION was passed.

ACTION POINT- Clerk to arrange signing of licence and purchase of plaque. 

13. To receive an update from the Swathe Working Group and resolve any further action/project direction. 

Members noted the notes of the last working group meeting and the verbal report delivered by Cllr P. McNeill.

During discussion it was RESOLVED to suspend Standing Order 2f to allow a non –councillor working group member to speak, it was RESOLVED to reinstate Standing Order 2f immediately following discussion of this item.

It was RESOLVED to approve expenditure of up to £2000 for additional architect plans and to defer any further decision until further information was available.  

       14. Correspondence

To resolve a response to a request to install a memorial bench.

It was RESOLVED to agree to the request in principal subject to a suitable area, in need of an additional bench, being identified. It was RESOLVED to delegate power to the Facilities Manager in conjunction with the Chairman of the Property Committee to identify a suitable area and negotiate this with the requester.

       15. Future Agenda Items

        Nettleham Carnival Stand 

For the next Properties Committee: 

Grants 

Additional bins x2 (Washdyke Lane and adjacent to new bench)

       16.  Date of Next Meeting of the Parish Council Members noted that this had been arranged for Tuesday 20 June 2023 at the Small Hall, Mill Hill, Nettleham ay 7.30pm (Public Session from 7.15pm)

Lucy Waller – Clerk and Acting RFO

APPENDIX A 

APPENDIX B

Preapproved automated payments.

APPENDIX C

PARISH COUNCIL COMMITTEES, PANELS & WORKING GROUPS 23-24 

*** Chairman and Vice Chair are ex-officio on all Parish Council Committees.

Honorary Tree Advisor - Vacant     .  Honorary Building Advisor – Vacant.  Honorary Legal Advisor – Mr Terry Williams

PARISH COUNCIL REPRESENTATIVES ON OUTSIDE BODIES – 2023/24