Minutes of meeting 16th May 2019

Minutes from the Annual Meeting of the Parish Council on Thursday 16th May 2019
Held at the Meeting Room, Bardney Fire Station, Alma Martin Way, Bardney, Lincoln LN3 5UA

Councillors Present:             In Attendance: 

Cllr R Webb                               Anna Lawson as               

        Cllr Shaw                                    Clerk and RFO             

        Cllr Luke Cluett                          Pauline Fry

        Cllr B Newlove                       Admin Assistant                                

        Cllr S Zubic                              DC and CC                                                                           

        Cllr R Darby                            I Fleetwood                                              

        Cllr E Clee                               One member of the public

        Cllr  M Corbould

        Cllr M Speed

Meeting commenced at 7.00pm

No requests had been received by the Clerk for permission to record, video or take photos of the Council meeting, therefore the only recording which would take place was the one undertaken by the Parish Council themselves.

01-2019/20       Election of Chair  To elect the Chair of the Council for the forthcoming year 2019-2020.  To receive the Chair’s Declaration of Acceptance of the Office

Cllr M Corbould nominated Cllr Webb to continue as Chairman for the coming year.

Before Cllr Webb accepted the nomination, he informed the meeting of the issues he would like to address in the coming year, if he were to become Chairman. 

Cllr S Zubic was concerned about continuity and asked for assurance that, if elected, Cllr Webb would not stand down after a short period if the issues were not being resolved to his satisfaction, he confirmed he would stand for the year.

Cllr Clee asked if there was anyone else willing to stand, no nominations were received.

PROPOSED Cllr Corbould SECONDED Cllr Speed.  Cllr Newlove ABSTAINED; the REMAINING Councillors voted in favour.

Cllr Newlove informed the Chairman that he had abstained because of the comments made by the Chairman.  Cllr Newlove agreed with what Cllr Webb had said previously but was concerned with some of the other comments he had made.  He offered to nominate himself for the position of Chairman so that Councillors had someone else to vote for if they wished, this would mean that Councillors did not vote for Councillor Webb because there was no one else.  This was not able to happen as the vote for nominations for the position of Chairman had already been taken.

The meeting was adjourned at 7.17pm to allow the Chair to sign his Declaration of Acceptance of Office.

The meeting recommenced at 7.19pm

02-2019-2020      Election of Vice-Chair  To elect the Vice-Chair of the Council for the coming year 2019-2020.  To receive the Vice-Chair’s Declaration of Acceptance of Office.

Cllr Shaw nominated Cllr Darby

Cllr Clee nominated Cllr S Zubic

Both councillors were willing to stand as Vice-Chair.  Both candidates were happy to have a show of hands for voting.

Cllr Darby – NOMINATED by Cllr Shaw, SECONDED by Cllr Darby.  Cllrs Speed, Corbould and Newlove voted for Cllr Darby.

Cllr S Zubic - NOMINATED by Cllr Clee, SECONDED by Cllr S Zubic. Cllr Cluett voted for Cllr S Zubic.

Cllr Darby was duly elected as Vice-Chairman.

The meeting was adjourned at 7.25pm for Cllr Darby to sign his Declaration of Acceptance of Office.

The meeting recommenced at 7.26pm

03-2019-2020  Public Forum

There were no comments or issues raised from the members of public.

Cllr Webb gave Cllr Fleetwood a letter containing questions, relating to local matters, that the Council would like him to respond to by the next meeting.  This method of obtaining information from LCC had been suggested by the Internal Auditor.

Cllr Darby queried if we had received an answer to his question raised at the last Council meeting.  The information had been received.

Cllr S Zubic raised a query regarding the road to Fiskerton and the fact that holes had been filled with stones, this had then left loose stones over the carriageway.  Would these be removed?

Cllr Fleetwood had contacted the LCC regarding the stone.  The stone had been put on the side of the carriageway; he was unaware that this work was going to be carried out.  The County Council had been out to compact the stones but the problem still existed.  He had been told that there were no plans to replace the stones with a solid surface and he assumed the stones would be compacted again.

Cllr Webb asked that questions for Cllr Fleetwood by emailed to the Clerk so they could be forwarded to Cllr Fleetwood prior to the meeting, to allow him time to gather information to enable him to answer the questions sent to him.

04-2019/2020 Apologies for Absence To receive and accept apologies where valid reasons for absence have been given to the clerk prior to the meeting.

Apologies received and accepted from Cllr J Zubic.

05-2019/2020  To receive declarations of interest under the Localism Act 2011 – being any pecuniary interest in agenda items not previously recorded on Member’s Register of Interests.

None received

06-2019/2020  To receive and consider any dispensation requests on agenda items and decide whether they are to be granted.

None received

07-2019/2020 To approve as a correct record the notes of the meeting held on 18th April 2019 and to authorise the Chair to sign the official minutes.

PROPOSED by Cllr S Zubic SECONDED by Cllr Darby, Cllr Speed abstained as he was not at the meeting, the remainder of the Councillors voted UNANIMOUSLY to accept the minutes.

08-2019-2020 To receive a report from the Chairman.

No report received from the Chairman

09-2019-2020 To receive and consider a report from the Clerk to the Council on any outstanding matters and correspondence received since the meeting held on 18th April 2019.

Update from last meeting;

  • Lone working policy is now on website - all policy documents are now on the website.
  • Meeting with Wragby to discuss Risk Assessment and COSHH requirements.
  • Still looking into icloud/hard drive options for back up.
  • No written requests to record the meeting.

Clerks report

  • Railing on the village green has been installed.
  • Issue at the Cemetery on Monday a) funeral booked b) H&S breach
  • EA confirm that the situation of effluent in the dyke is getting worse.  EA having difficulty accessing man holes.  LCC Bridge team are assisting.
  • LCC have adopted the large verge on Horncastle Rd from Chestnut Homes.  Cost implications to BGPC due to additional cutting required.
  • Held meeting with EA, ELDC and RC
  • Held second part of internal audit - passed with no issues or queries raised.
  • Training.  Assistant attended Minutes and New Clerks Training.  Clerk attended VAT
  • Community Magazine launched, good response.
  • Transport Regulation order (TRO) has been requested by a resident on Harvey Kent Gardens will be agenda item in June. 
  • Handyman busy doing work with Heighington however due to come to an end until the bridge re-opens.  Horsington PC has also requested he work with them.
  • Street cleaner was in operation on Sunday.  Very well received, thanks received from parishioners and have also sent thanks to the WLDC operative.
  • Insurance renewal has just been received from Came and Company.  Completed extensive analysis of insurance requirements, appears that prices have reduced.
  • Request from Stainfield resident for painting the phone box, grass cutting and other issues.
  • Meeting planned with Tourist Information for later this month, to put our area on the map.
  • LALC network training day in July.  Highly encourage cllrs to keep up to date with current legislation and best practice.
  • Between June and October going to do costing exercise for future grass cutting for the area.
     

Questions for Cllr Ian Fleetwood;

  • The definitive map.  As LCC stopped cutting the grass in Southrey Woods due to the classification on the definitive map, BGPC would like a report about any potential future issues in our area.  This would allow for BGPC to consider the cost implications of any changes.
  • BGPC were not made aware of LCC adopting the verge relating to phase 1, Chestnut Homes.  Can you advise as to when you envisage legal steps will commence regarding the adoption of Phase 2 Chestnut Homes?

Cllr Webb would like a blanket ban on Contractors working in the cemetery on the days that a funeral had been arranged.  The Clerk will inform the grass cutters and a meeting will be arranged with the Chair of Bardney Cemetery Improvement Group to discuss the matter.

10 – 2019-2020 Financial Matters

  1. To approve bank reconciliation statement for April 2019

    Text Box: Bardney Group Parish Council
Bank Reconciliation for April 2019 as at 30.04.19

Balance as at 01.04.19						 	 £58,812.18						
Income
Precept			        55,270.00
Allotments				 324.00
Handyman				512.73
 			
Total income 			         				£56,106.73
Expenditure

Admin					  435.24
Salaries				3114.10
Handyman				 388.46
Allotment				    22.32
Village					 664.82
 
Total expenditure 		        				 £4624.94
				 
Balance as at 30.04.19							£110,293.97						
							
Less cheques
Grasscutting				2087.08
.
 

PROPOSED by Cllr Shaw, SECONDED by Cllr Clee, carried UNANIMOUSLY      

  2. To ratify payments of accounts, salaries, BACS payments & payments already made.

PROPOSED by Cllr Speed, SECONDED by Cllr S Zubic, carried UNANIMOUSLY

 

Text Box: 									
Payment Ratification May 2019						
					value	VAT	ExVAT	% of budget*
B/P		Wages and NI	March	Salaries	3682.92	0.00	3682.92		
Total Office/Salaries			 		 	18% of budget
									
PO20489		ICO	Data protecti	Admin	40	0.00	40.00	 	
PO20488		LALC	Lunch	Admin	17	0.00	17.00		
PO204787	LALC	Lunch	Admin	8.5	0.00	8.50		
Total Admin			65.50			2% of budget
									
PO20492		Charles Hill	Nylon Line	Handyman	18.00	3.00	15.00	 	
PO20491		E-Quip	Fence equipm	Handyman	84.39	14.07	70.32	 	
PO20490		E-Quip	Paint & gloves	Handyman	30.41	5.07	25.34		
PO20481		E-Quip	Paint & gloves	Handyman	13.67	2.28	11.39		
Total Handyman			146.47			7% of budget
									
TBA		TGM	Grasscutting	Grasscutting	2087.06	347.84	1739.22	 	
Total Grasscutting			2087.06			36% of budget*
									
*19/20 budget							
									
									

 

  1. To approve signatories for bank accounts

    The Clerk will resubmit Cllr Zubic to the bank to become signatory.

    PROPOSED by Cllr Shaw, SECONDED by Cllr Clee, carried UNANIMOUSLY

To ensure compliance with external audit requirements

  1. To consider AGAR Section 1 Annual Governance Statement

    These were read out by the Clerk and all statements were;

    PROPOSED by Cllr Darby, SECONDED by Cllr Shaw, carried UNANIMOUSLY

     

Internal control objectives for BGPC

Proof

  1. We have put into place arrangements for effective financial management during the year and for the preparation of accounting statements.
  1. Complied with the terms of the adopted Financial Regulations
  2. Have twice yearly internal audit inspections.
  3. Bank reconciliations, payment ratifications and budget analysis presented to council at each meeting.
  4. Precept considerations are made twice yearly.
  1. We maintained an adequate system of internal control including measures designed to prevent and detect fraud and corruption and review its effectiveness.
  1. Bank reconciliation, payment ratifications and budgets have been presented to council at each meeting. 
  2. Have twice yearly internal audit inspections.

3.     We took all reasonable steps to assure ourselves that there are no matters of actual or potential non-compliance with laws, regulations and Proper practices that could have a significant financial effect on the ability of this authority to conduct its business or manage its finances.

  1. BGPC considered both the Financial Risk Assessment and the Financial Regulations documents. 
  2. Proposals considered by council have cost implications presented.

4.     We provided proper opportunity during the year for the exercise of elector’s rights in accordance with the requirements of the Accounting and Audit regulations.

  1. The dates for the period of the exercise of public rights was between Monday 04.06.18 and Friday 13.07.18

5.     We carried out an assessment of the risks facing this authority and took appropriate steps to manage those risks, including the introduction of internal controls and/or external insurance cover where necessary.

  1. BGPC considered the Financial Risk Assessment
  2. BGPC considered the Financial Regulations documents. 
  3. BGPC considered the Risk Management Assessment
  4. Have completed assessment of insurance cover with the broker

6.      We maintained throughout the year an adequate and effective system of internal audit of the accounting records and control systems

  1. Have twice yearly internal audit inspections.
  2. Internal auditor is qualified to a higher standard than required for small council audit. 
  3. Internal audit inspects to a higher standard than that required for small council
  4. No issues have been identified.

7.     We took appropriate action on all matters raised in reports from internal and external audit.

  1. No matters were raised at the last external audit.
  2. Query raised by internal auditor regarding FX card addressed.  No matters raised by internal auditor.

8.     We considered whether any litigation, liabilities or commitments, events or transactions, occurring either during or after the year end have a financial impact on this authority and, where appropriate, have included them in the accounting statements.

  1. The council hold contingency funds.
  2. Proposals considered by council have cost implications presented at all meetings.
  3. Use receipts and payments accounting method.

 

  1. To approve AGAR Accounting Statements by resolution

    PROPOSED by Cllr Webb, SECONDED by Cllr Darby, carried UNANIMOUSLY