May 2021 Minutes Annual Parish Council Meeting
Hagworthingham Parish Council
Minutes of the Annual meeting of the Parish Council held via Zoom video conferencing on Tuesday 4 May 2021 commencing at 7.15 p.m.
Present: With Cllrs Richard Hammond (item 1 only) and Cllr Edmund Done (all except item 1) in the Chair, there were present, Cllrs - Mrs Jan Morris-Holmes, Mr David Powell
Absent: Cllr Mr Mark Clayton, Mr David Freeman
In attendance: Clerk Mrs Susan Archibald
Also present: 1 member of the public
The Chairman declared the meeting opened at 7.15 p.m.
1. To elect a Chairman and to sign Chairman’s Declaration of Acceptance of Office
It was proposed by Cllr Hammond, seconded by Cllr Powell and:-
RESOLVED – That Cllr Done be elected Chairman for the forthcoming municipal year with his Declaration of Acceptance of Office to be signed at a later date.
2. To elect a Vice-Chairman and to sign Vice-Chairman’s Declaration of Acceptance of Office
It was further proposed by Cllr Hammond, seconded by Cllr Powell and:-
RESOLVED – That Cllr Mrs Morris-Holmes be elected as Vice-Chairman for the forthcoming municipal year with her Declaration of Acceptance of Office to be signed at a later date.
3. Apologies for absence and reasons given
Apologies for absence with valid reasons given were accepted from Cllrs Clayton and Freeman.
4. Declarations of Disclosable Pecuniary Interest in accordance with the Localism Act 2011 not previously notified and/or consideration of any written request for Dispensation
There were none.
5. Notes of the meeting of the Council held on Monday 12 April 2021 to be approved as Minutes and signed by the Chairman at a later date
It was proposed by Cllr Hammond, seconded by Cllr Done and:-
RESOLVED – That the notes of the meeting of the Council held on Monday 12 April 2021 be approved as a correct record and signed by the Chairman at a later date.
6. Casual Vacancy
In the absence of any candidate for co-option this item would be carried forward to the next meeting.
7. To review and approve insurance arrangements for 2021/22
It was proposed by Cllr Done, seconded by Cllr Hammond and:-
RESOLVED – That the insurance arrangements, as presented, be approved for 2021/22 at a premium of £269.84.
8. To consider and approve updates to the Asset Register
Members noted the removal of two benches at a value of £100.
It was:-
RESOLVED – That the revised Asset Register be approved.
9. To review the Risk Assessment and any necessary updates
The Clerk reported the risk assessment for meeting in person and extra covid precautions to be taken at meetings; Members noted the foregoing.
10. To review Standing Orders and Financial Regulations and decide whether any updates/amendments were necessary
It was:-
RESOLVED – That no amendments to Standing Orders and Financial Regulations were necessary at this time, but that this be reviewed again in 2022, or earlier, as appropriate.
11. Timetable of Meetings for 2021/22
Members were asked to consider and approve a Timetable of Meetings for 2021/22, suggested dates were as follows:
5 July 2021
16 August 2021
11 October 2021 (to commence at 7.00 p.m.)
29 November 2021 (to commence at 7.00 p.m.)
17 January 2022 (to commence at 7.00 p.m.)
28 February 2022 (to commence at 7.00 p.m.)
Annual Parish Meeting 11 April 2022(to commence at 7.00 p.m.)
Annual Meeting 16 May 2022 7.30 p.m.
Meetings are on a Monday and usually commence at 7.30 p.m., except where shown above
commencing at 7.00 p.m. during the winter months. Meetings will be held by video conferencing
where allowed and deemed appropriate.
It was proposed by Cllr Done, seconded by Cllr Morris-Holmes and:-
RESOLVED – That the Timetable of Meetings for 2021/22, as presented, be approved.
12. Working Groups
It was:-
RESOLVED – (a) That a Speed Awareness Working Group for 2021/22 continues with the membership comprising Cllrs Done, Hammond and Morris-Holmes; and
(b) That the Grass Cutting Working Group for 2021/22 continues with the membership of Cllrs Clayton, Done and Hammond.
13. Financial Matters
(a) Monies at bank
Current account - £5259.55
Bus account - £6031.80
(b) To approve payment of outstanding invoices as detailed in Appendix A (attached)
It was proposed by Cllr Morris-Holmes, seconded by Cllr Hammond and:-
RESOLVED – (a) that payments detailed at (b) be noted and approved.
(c) To approve the Accounts for the year ended 31 March 2021
(d) To receive the report of the Internal Auditor
It was further proposed by Cllr Morris-Holmes, seconded by Cllr Done and:-
RESOLVED – (b) that the Accounts for the year ended 31 March 2021, as presented, be approved and the report of the Internal Auditor be noted, with thanks.
(e) To approve the Annual Governance Statement in the Annual Return for the year ended
31 March 2021
(f) To approve the Accounting Statement in the Annual Return and Annual Governance
Statement for the year ended 31 March 2021
It was proposed by Cllr Morris-Holmes, seconded by Cllr Done and:-
RESOLVED – (c) That the Annual Governance Statement in the Annual Return for the year ended 31 March 2021 be noted with answers of ‘yes’ to all relevant questions.
It was further proposed by Cllr Morris-Holmes, seconded by Cllr Done and:-
RESOLVED – (d) That the Accounting Statement in the Annual Return for the year ended 31 March 2021 be noted and approved
It was proposed by Cllr Done, seconded by Cllr Hammond and:-
RESOLVED – (e) That the Chairman and the RFO sign the Certificate of Exemption to certify the Parish Council as exempt from a Limited Assurance Review under Section 9 of the Local Audit (Smaller Authorities) Regulations 2015
14. Planning Matters
To note Planning decisions received:-
S/070/00293/21 | Planning Permission - Outline erection of 2no. dwellings (with means of access
and layout to be considered) | LAND OFF BOND HAYES LANE, HAGWORTHINGHAM -
REFUSAL
S/070/00210/21 Planning Permission – Erection of an agricultural building – LAND ADJACENT TO
SNIPEVIEW, CHURCH LANE, HAGWORTHINGHAM – FULL PLANNING PERMISSION
15. Village Signs
The matter of refurbishment/replacement of the village signs would be carried forward to the next meeting.
16. To receive reports from Councillors relating to outstanding projects
Cllr Hammond reported that the SID had been cleaned and the rotation of both passive and reactive
Speed signage was in operation.
17. To receive reports from the Clerk in relation to Council matters
The Clerk updated Members on the following matters in hand:
Works to street furniture – contractor appointed and would commence work shortly;
Litter pickers requested from ELDC and likely to be provided at no cost;
Grit bins approved for Mount Pleasant and Bond Hayes Lane, to be installed in due course with a “grit warden” to be appointed to monitor each bin;
Lease for Parish Land out for signature;
Kissing gates – ongoing – passed to the LCC Countryside Team to review funding options;
Quote for the war memorial renovation requested and awaited;
Update and addition of bank signatories in hand.
18. To receive general correspondence
There was none
19. To confirm the date of the next meeting of the Council
It was proposed, seconded and:-
RESOLVED – That the date of the next meeting of the Parish Council be agreed as Monday 5 July 2021 at 7.30 p.m. with details of venue to follow, but, it was noted that this would be an in person meeting.
The meeting closed at 7.45 p.m.