May 2023 Minutes Annual Parish Council Meeting
Hagworthingham Parish Council
Minutes of the Annual meeting of the Parish Council held on Monday 22 May 2023 commencing at 7.00 p.m.
Present: With Cllr Edmund Done in the Chair, there were present, Cllrs – Mark Clayton, Jan Hewitt and Paul Masters (part)
In attendance: Clerk Mrs Susan Archibald
Also present: Cllr W Grover, ELDC (part)
1 member of the public
The Chairman declared the meeting opened at 7.00 p.m.
1. To elect a Chairman and to sign Chairman’s Declaration of Acceptance of Office
It was proposed by Cllr Clayton, seconded by Cllr Hewitt and:-
RESOLVED – That Cllr Done be elected Chairman for the forthcoming municipal year; the Chairman duly signed his Declaration of Acceptance of Office.
2. To elect a Vice-Chairman and to sign Vice-Chairman’s Declaration of Acceptance of Office
It was proposed by Cllr Done, seconded by Cllr Hewitt and:-
RESOLVED – That Cllr Hewitt be elected as Vice-Chairman for the forthcoming municipal year; the Vice-Chairman duly signed her Declaration of Acceptance of Office.
3. To receive Councillor’s signed Declarations of Acceptance of Office
It was noted that Members’ Declarations of Acceptance of Office had been signed.
4. Apologies for absence and reasons given
There were none.
5. 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.
6. Notes of the meeting of the Council held on Monday 27 February 2023 to be approved as Minutes and signed by the Chairman at a later date
It was proposed by Cllr Hewitt, seconded by Cllr Clayton and:-
RESOLVED – That the notes of the meeting of the Council held on Monday 27 February 2023 be approved as a correct record and signed by the Chairman.
7. Public Forum
In the absence of representatives of the Police and District and County Councillors and any public comments the meeting continued.
8. Co-Option to Vacant Seats
The Clerk reported that, in the absence of any candidates for Co-Option having come forward, the vacancies would be rolled on to the next meeting.
9. To review and approve insurance arrangements for 2023/24
It was proposed by Cllr Hewitt, seconded by Cllr Clayton and:-
RESOLVED – That the insurance arrangements, under the long term 5 year agreement, as presented, be approved for 2023/24 at a premium of £279.19.
10. To consider and approve updates to the Asset Register
Members noted no changes needed to the Asset Register
RESOLVED – That the existing Asset Register be approved.
11. To review the Risk Assessment
Members noted that updates were needed to ensure the safe operation and deployment of the reactive speed device and the Clerk would take advice from LRSP and report back to the next meeting.
12. 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 2024, or earlier, as appropriate.
13. Timetable of Meetings for 2023/24
Members were asked to consider and approve a Timetable of Meetings for 2023/24.
It was:-
RESOLVED – That the Timetable of Meetings for 2023/24, as amended below, be approved.
3 July 2023
4 September 2023
16 October 2023
27 November 2023 (to commence at 7.00 p.m.)
15 January 2024 (to commence at 7.00 p.m.)
26 February 2024 (to commence at 7.00 p.m.)
8 April 2024 (preceded by the Annual Parish Meeting at 7.00 p.m.)
Annual Meeting 20 May 2024
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.
14. Appointment of Trustees for Dales Charity
It was:-
RESOLVED – That Cllrs Done and Hewitt be once again appointed as the Parish Council representatives for the Dales Charity.
15. Working Groups
It was:-
RESOLVED – (a) That the Grass Cutting Working Group for 2023/24 continues with the membership of Cllrs Clayton and Done; and
(b) That consideration of the Speed Awareness Working Group for 2023/24 be deferred to the next meeting.
16. Financial Matters
(a) Monies at bank
Current account - £2699.67
Bus account - £6035.34
(b) To approve payment of outstanding invoices
It was proposed by Cllr Hewitt, seconded by Cllr Clayton and:-
RESOLVED – (a) that items (a) and (b)(above) be noted and approved.
It was proposed by Cllr Clayton, seconded by Cllr Hewitt and:-
RESOLVED – (b) that the Accounts for the year ended 31 March 2023, as presented, be approved;
and
(c) that the report of the Internal Auditor be noted, with thanks.
It was proposed by Cllr Hewitt, seconded by Cllr Masters and:-
RESOLVED – (d) That the Annual Governance Statement in the Annual Return for the year ended 31 March 2023 be noted with answers of ‘yes’ to all relevant questions.
It was further proposed by Cllr Clayton, seconded by Cllr Hewitt and:-
RESOLVED – (e) That the Accounting Statement in the Annual Return for the year ended 31 March 2023 be noted and approved
It was proposed by Cllr Hewitt, seconded by Cllr Clayton and:-
RESOLVED – (f) 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
Note: With regard to ongoing issues with bank signatories, Cllr Hewitt undertook to contact the bank and update as appropriate, with all current Councillors to be put forward as cheque signatories.
17. Planning Matters
Members were asked to note the following planning application, with comments already submitted to the local planning authority:
S/070/00470/23| Change of use of land for the siting of 6no. camping pods and hot tubs and construction of a vehicular access and an internal access road. | LAND EAST OF PEPPERS HOLT WOOD, HARRINGTON ROAD, HAGWORTHINGHAM
Collated from Member comments under delegated authority 11 April 2023:-
Hagworthingham Parish Council OBJECT to this application on the following grounds and with observations:-
- Environmental damage in an area of outstanding natural beauty;
- Disturbance to a rare chalk stream and associated wildlife;
- Detrimental effect of increased traffic on a narrow lane which is already congested;
- Increased demand on water supply which is already failing to meet existing usage;
- Noise levels would be unacceptable in quiet countryside;
- Loss of an agricultural field which we cannot afford to do at this moment in time;
- Raised pods would be a blight on an AONB;
- There is no need for further tourism facilities when existing b & bs have capacity and the pub cannot fill its glamping spaces and is struggling to exist;
- The A158 is already a very busy road, and with the potential of increased traffic it can only make it busier;
- Additional pressure on the infrastructure of the village/medical services;
- The planning application is for only a small number of pods but given the size of the field once change of use has been granted it will be the thin end of the wedge.
Members noted the foregoing.
18. Highways Matters
(i) Relocation of waste bin
Following approval from ELDC to the emptying of a proposed resited waste bin from Bond Hays Lane, Cllr Masters undertook to relocate the freestanding bin adjacent to the bench on Church Lane.
It was:-
RESOLVED – That the foregoing action be agreed, with a review in the future, should this be necessary.
(ii) Provision of wheelie bin speed stickers
There was no proposal to take matters forward.
(iii) Community Speedwatch
Following an update from Cllr Hewitt, Cllr Masters agreed to take over the co-ordination of provision of Community Speedwatch during 2023.
19. Request for provision of ladder
A request having been received that the Parish Council provide a suitable ladder to facilitate the erection/removal of the reactive speed device; Members were asked to consider how to proceed.
Note: In the absence of a decision, the Clerk undertook to make further enquiries and report back to the next meeting.
20. Grass Cutting at the Church
To quantify and set parameters for grass cutting provision at the Church. (min. 65, 27.2.23 refers)
It was proposed by Cllr Hewitt, seconded by Cllr Masters and:-
RESOLVED – That the PCC be asked to recharge the grass cutting for 2023 to the Parish Council in the sum of £200, being 5 x cuts at £40.
Note: Cllr Done wished it to be noted that he had declared a non-pecuniary interest in respect of the grass cutting at the Church.
21. Tree Planting and Community Orchard Scheme
Following a request received from South East Lincolnshire Council’s Partnership Members considered whether the Parish wished to put forward a potential site for a community orchard, or a location for new hedgerow planting. In the absence of any suitable sites being immediately identified, no proposal was made to take this matter further.
22. To receive reports from Councillors relating to outstanding projects
Cllr Done raised the proposal that the Dales Charity fund a defibrillator at the Church; there being a cost to bring electrics he wished the subject of a possible grant from the Parish Council to be on a future agenda; Cllr Grover, present in the public area, wished to highlight his Councillor Community Grant and invited an application from the Church.
Cllr Masters wished to include on the next agenda consideration of the poor condition of the verge outside of the Church, which would be reported on fix my street; the condition of White Cottage, which awaits renovation reports; and future uses for the telephone box (proposals/costings invited).
23. To receive reports from the Clerk in relation to Council matters
There was none.
24. To receive general correspondence
The Clerk advised of a road naming proposal of The Meridian, for the new development of 3no. houses at Main Road.
Members wished to highlight possible confusion which might arise with another property, The Meridian, on Church Lane.
25. 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 4 July 2023 JJ’s Café at 7.30 p.m.
The Chairman wished to invite ELDC Cllr Grover to submit any report of ELDC; Cllr Grover advised that, should the officer be minded to approve the Land East of Peppers Holt Wood planning application S/070/00470/23, he would arrange for this to be called in to be determined by the Planning Committee.
The meeting closed at 8.40 p.m.