Minutes of the Annual Meeting of the Parish Council held on Wednesday 22 May 2024 at Stocksfield Community Centre

 

Present:         Professor P Vickers (Chair), Mrs A Dale, Mr T Hills, Mr M Parker

Ms L Guthrie (Clerk to the Council).

                       

Apologies:     Miss A Brooks, Mr K Graham, Mr J Harrison, Mr C Liddle

 

The Chair opened the meeting at 7.15pm and welcomed those present to the annual meeting of the Council.

 

24/5/19 Election of Chair of the Parish Council

Prof Vickers invited nominations for the Chair. Prof Vickers (proposed Mr Hills, seconded Mr Parker) was elected as the Chair of the Parish Council.

 

24/5/20 Election of Vice Chair of the Parish Council

Mr Hills was elected as Vice Chair (proposed Mr Parker, seconded Mr Hills).

 

24/5/21 Apologies for absence

It was AGREED to authorise the absences of Miss Brooks, Mr Graham, Mr Harrison and Mr Liddle.

 

24/5/22 Declarations of Interest

Mrs Dale declared an interest in planning matters.

24/5/23 Public Participation

There were no items of public participation.

 

24/5/24 County Councillor update

Mrs Dale had provided a written update which had been circulated and were not discussed further. She further noted:

• A resident has reported issues with dogs being walked in Kate’s Plain and Mrs Dale has reported this to the Clerk.                                                                                                         Action: Clerk
• D-Day – the event at the Dr Syntax is no longer going ahead. Mrs Dale has some fallen soldier figures which the Council may erect outside the village for a suitable period before and after D-Day. She will liaise with the Clerk.                                                                                                                                                                                                                         Action: Mrs Dale and Clerk

 

224/5/25 GGAG meeting 14 May 2024

The Chair brought forward item 16 for discussion and proposed to accept the recommendations of GGAG, to continue without an annual meeting of the parish and the proposal was AGREED (proposed Prof Vickers, seconded Mr Hills).                                                                            

 

24/5/26 Review of arrangements for internal audit

The Chair referred to a previously circulated report of the Clerk which reviewed the arrangements for internal audit and members noted its content.                                                          DISCH

 

24/5/27 Internal auditor 2024/25

It was AGREED (proposed Mrs Dale, seconded Mr Hills) to appoint Mrs Margaret Weatherley as internal auditor for 2024/25.                                                                                              DISCH

 

24/5/28 Review of Council’s policies

After discussion it was AGREED (proposed Mr Hills, seconded Mr Parker) to make no changes to the Council’s Standing Orders, Members’ Code of Conduct or Financial Regulations.                                                                                                                                                                                                                                                                                                                 Action: Clerk DISCH

 

24/5/29 Council Committees

After discussion it was AGREED (proposed Prof Vickers, seconded Mr Parker) to make no changes to the terms of reference, delegated powers and policies in respect of the Council’s committees. Mr Hills confirmed his agreement to join the Planning Committee as Ms Brooks has now stepped down.                                                                                                                      Action: Clerk

 

24/5/30 Advisory Groups

Members discussed the terms of reference of the Council’s advisory groups and AGREED to make no changes to the terms of reference and policies. It was further agreed that Mr Hills would join the Planning Advisory group and Mrs Dale would join the Rights of Way and Environment group. Mr Liddle has stepped down from the Communications Advisory Group. The Clerk will look into whether the Council has an account with Microsoft Teams which can be used for General Governance Advisory Group meetings where attendance does not merit the use of a meeting room.                     Action: Clerk

24/5/31 Minutes of the meeting held on 8 April 2024

It was AGREED (proposed Mr Hills, seconded Mr Parker) that the previously circulated minutes of the meeting held on 8 April 2022 were a true and accurate record.

 

24/5/32 Matters Arising

a) Bins at Broomley Wood and A695 Lay-by

Members received the update from the Clerk.

 

24/5/33 Finance

a) Approval of April 2024 payments

It was AGREED (proposed Mrs Dale, seconded Mr Hills) to approve the payments for April 2024 as detailed in the previously circulated schedule and the summary of receipts and payments for the month was noted.

b) Year-end statement of receipts and payments

Members AGREED (proposed Mr Hills, seconded Mr Parker) to approve the previously circulated statement of receipts and payments for 2023/24.

c) Report of the internal auditor

Members received the report of the internal auditor which was included within page three of the Annual Governance and Accountability Return (AGAR) 2023/4 and, after discussion, it was AGREED (proposed Mr Hills, seconded Mrs Dale) that no further action was necessary.

d) Annual governance statement 2023/24

Members examined page four of the AGAR which had been previously circulated. It was AGREED (proposed Mr Hills, seconded Mrs Dale) to approve the annual governance statement 2023/24.

e) Accounting statements 2023/24

The Chair drew members’ attention to page five of the AGAR and it was AGREED (proposed Mr Hills, seconded Mrs Dale) to approve the accounting statements 2023/24.

f) Explanation of significant variances 2023/4

It was AGREED (proposed Mrs Dale, seconded Mr Parker) to approve the explanation of significant variances 2023/24.

g) Recurring payments 2023/24

Members AGREED (Mr Parker, seconded Mr Hills) to approve the previously circulated schedule of recurring payments for 2023/24.

h) Annual subscriptions 2023/24

Members AGREED (proposed Mrs Dale, seconded Mr Hills) to approve the annual subscriptions for 2023/4 as set out below

i) Authorised bank signatories

It was AGREED (proposed Prof Vickers, seconded Mrs Dale) that the authorised bank signatories will be Mr Parker, the Chair (currently Prof Vickers) and the Clerk, and Mr Harrison will be removed as signatory.                                                                                                                                                                                                                                                                                         Action: Clerk

 

24/5/34 General Governance Advisory Group (GGAG)

a) Notes of the GGAG meeting held on 22/04/2024

Members received the notes of the GGAG.

b) Review of policies and procedures

It was AGREED (proposed Mr Hills, seconded Mr Parker) that no changes should be made to the policies and procedures reviewed, namely:

• Data protection policy
• Email and internet policy
• Planning committee and delegated powers of the Clerk
• Staffing committee and appeal panel policy
• Freedom of information policy
• Complaints procedure

 

24/5/35 Sports Field User Group and Multi Use Games Area Committee

Notes of the meeting held on 24/04/2024 were received. Matters arising were noted and the Clerk provided an update in the removal of poplar tree suckers and branches from the cricket field, which the arborist has been instructed to carry out as soon as possible, weather dependent. The cricket club has been made aware.

 

24/5/36 Planning Advisory Group

Members noted the planning report and noted use of delegated authority as outlined below:

a) 24/01329/FUL Branch End Service Station – installation of a modular self-service launderette facility and associated works (retrospective) – it was AGREED (proposed Mr Parker, seconded Prof Vickers) to make no comment on the application. Mrs Dale declared her interest in planning matters and did not vote or take part in discussion.                                                      Action: Clerk DISCH

b) 24/00960/OUT Land east of Stone House New Ridley – replace existing garage outbuildings with single storey self/custom build dwelling - it was AGREED (proposed Mr Parker, seconded Prof Vickers) to make no comment on the application. Mrs Dale declared her interest in planning matters and did not vote or take part in discussion.                                                      Action: Clerk DISCH

c) NCC Local list consultation – it was AGREED (proposed Mr Parker, seconded Prof Vickers) to make no comment on the consultation.                                                             Action: Clerk DISCH

 

24/5/37 Annual report of the Chair 2023/24

The Chair referred to his annual report which had been circulated previously and it was received by members.                                                                                                          Action: Clerk DISCH

 

24/5/38 Parish Council Representatives

No members had attended events to report on.

 

24/5/39 SWARCO contract renewal

Members considered the updated report of the Clerk. Mrs Dale noted that it is worth considering the overall lifespan of the units in case it is better value for money to replace them rather than enter into a contract to maintain and repair them. Mr Parker proposed that the Council does not enter into the maintenance contract with Swarco, Mr Hills seconded the proposal but there was no vote. Mrs Dale then proposed an amendment to Mr Parker’s proposal that the decision to enter into the maintenance contract is deferred to the June meeting after further information is obtained about the lifespan of the existing units. Mr Parker seconded this proposal and withdrew his previous proposal. A vote was taken but the proposal was not carried.

24/5/40 Change of web provider and move to .gov.uk domain

Members considered the updated report of the Clerk relating to the two proposed web providers. It was AGREED (proposed Mr Parker, seconded Mrs Dale) to appoint Eyelid Productions as web provider and accept their quote provided. It was noted that further storage can be provided through CloudNext should it be required in future, although Eyelid Production’s quoted storage should be sufficient for the Council’s current needs. It was further AGREED (proposed Mr Hills, seconded Mr Parker) to change to a .gov.uk domain and to apply for funding available for this purpose.                              Action: Clerk

 

24/5/41 Horse riding signage

Mrs Dale confirmed that signage will be put up by NCC imminently in suitable locations around the area.        

                                                                                                                

24/5/42 St Margaret’s Hindley Burial Board

The Chair referred to an application from the Burial Board in respect of its operation of the cemetery at St Margaret’s Hindley. After discussion it was AGREED (proposed Mr Hills, seconded Mr Parker) to make a grant award of £2,000.

 

24/5/43 Any other business

There were no items of other business.

 

24/5/44 Date of next meeting

Monday 3 June 2024

The Chair thanked members for attending and closed the meeting at 9.13pm.