Full Council Minutes

Minutes of the Billinghay Parish Council Annual General Meeting held at Billinghay Village Hall, Ringmoor Close on Monday 15 May 2023 at 8.00pm.

Present:

Cllrs Liles (WL, Catlett (AC), Dymoke (AD), Cassidy (TC), Ball (LB), Miller (RM), Greetham (RG) & Cottrell (SC))

Deputy Clerk: Lou Hird (LH)                                                                              

Public Session

0 members of the public present.

Minutes of the Council Meeting

1. Election of Officers

• Chair

Cllr Liles was the only nominee. It was proposed by AC, seconded by SC and agreed unanimously that WL be elected as Chair.

• Vice Chair

Cllr Catlett was the only nominee. It was proposed by LB, seconded by TC and agreed unanimously that AC be elected as Vice Chair.

2. To confirm receipt of Declarations of Acceptance of Office following the uncontested Election and of elected Officers in agenda item 1 and to approve late signing of Declarations if not present at this meeting.

All Received 

3a. To receive and accept apologies where valid reasons for absence have been given to the Clerk prior to the meeting.

All Councillors were present. Apologies had been received from District Cllr Ogden.

3b.  To receive Declarations of Interest under the Localism Act 2011 – being any pecuniary or other registerable interests in agenda items not previously recorded on members’ Disclosable Pecuniary and Other Registerable Interests' declaration.

None declared.  

4a. To accept the notes from 3 April 2023 as Minutes and a true record.

It was proposed by TC, seconded by SC and agreed unanimously that they be accepted.

4b. To accept the minutes of the Human Resources Committee Meeting of 23 March 2023 and 20th April 2023.

It was proposed by TC, seconded by RM and agreed unanimously that they be accepted.

5. Review Terms of Reference for Committees – Finance and Human Resources. Documents circulated 31 March 2023.

It was proposed by AC, seconded by TC and agreed unanimously that they be accepted.

6. Appoint members to the existing Committees – Finance & Human Resources

Finance Committee: It was proposed by WL, seconded by AD, and agreed unanimously that all members be on the Committee and TC be elected Chair of the Committee.

Human Resources Committee: It was proposed by AD, seconded by WL, and agreed unanimously that the Committee members will remain unchanged and are AC, LB, AD & SC and AC be elected Chair of the Committee.

7. Confirm adoption of current Standing Orders and Financial Regulations. Documents circulated 31 March 2023 – no changes to previous.

It was proposed by TC, seconded by AD, and agreed unanimously that these be adopted.

8. Review Assets including Allotments and confirm acceptance of the latest Assets Register.

Allotment issues are to be discussed in August to allow any changes to initiated prior to the October deadline. The Assets Register had been brought up to date and circulated prior to the meeting. It was proposed by TC, seconded by AD, and agreed unanimously that this be accepted.

9. Receive confirmation that insurance cover is in place.

LH confirmed that the insurance cover had been renewed and expires 31 January 2024.

10. Review Council subscriptions to other bodies – LALC

The Council subscribes to:

LALC – Membership

LALC – Training Scheme

and these have been renewed for the period 2023 to 2024.

11. Review the undernoted Policies and Procedures:

• PCD016 Complaints
• PCD031 Freedom of Information 
• PCD010 Data Protection
• PCD039 Data Breach
• PCD020 Communications Policy
• PCD014 Whistleblowing
• PCD017 Disciplinary
• PCD018 Grievance 
• PCD019 Dignity at Work
• PCD021 Sickness Absence
• PCD026 Maternity and Paternity Leave
• PCD029 Lone Working
• PCD037 Training and Development
• PCD038 Equality and Diversity

The documentation for these had been circulated for review prior to the meeting. It was proposed by TC, seconded by SC, and agreed unanimously that the circulated items be adopted.

12. Determine Meeting dates and locations up to the next Annual Meeting

A list of the proposed meeting dates and locations had been circulated prior to the meeting. It was proposed by AC, seconded by WL, and agreed unanimously.

13. Finance

a. To approve payments made during April 2023 (list circulated to Councillors) See Appendix A

It was proposed by LB, seconded by TC, and agreed unanimously to approve the payments.

b. To Approve the Bank Account Reconciliation for the period ending 31 March 2023 (details circulated to Councillors prior to the meeting).

It was proposed by AC, seconded by AD, and agreed unanimously to approve the reconciliation.

c. To approve the latest explanation of Reserves held by the Council (circulated prior to the Meeting).

It was proposed by AC, seconded by SC, and agreed unanimously to approve the explanation.

d. To approve purchase of dog litter bin to replace damaged one.

It was proposed by TC, seconded by LB, and agreed unanimously to approve the purchase of a new dog litter bin and fixing clamps. AC to organise.

e. Consider position re new Defibrillator and approve purchase.

LH advised that we are still awaiting approval for the use of the Fire Station as a location for a new defibrillator. London Heart who are offering specially discounted rates were pressing for a decision. Other locations were discussed although a site at the top end of the village is preferable as other areas are covered. Alternative sites were also considered if the Fire Station could not be used and it was proposed by RM, seconded by TC, and agreed unanimously to purchase the defibrillator as a location would be available. LH to arrange. LH also to write to T Balfe Contractors Ltd to see if they will give a donation towards the cost as it is their development that makes the need for one at the top end of the village vital.

14. To receive reports from County and District Councillors.

None present.

15. LCC Highways updates

No update received on Park Lane – AD will investigate.

16. Clerks Update

Report issued prior to the meeting and matters arising are covered by specific agenda items.

17. Planning

Applications received:

23/0443/HOUS        115 Walcott Road - Erection of Car Port (Comments already sent)

Applications Approved:

21/1834/FUL           East of Mill Lane                Erection of 7 dwellings

22/1369/RESM        Land off Park Lane            Erection of 26 dwellings

23/0230/FUL          Almick Lodge                     Erection of Stable Block

18. Correspondence

Items forwarded: NKDC - Central Lincs Plan, Twells’ letter re yellow lines, NKDC Cllr disqualification, LALC News, Bus Timetables, Planning, Police Newsletter, Police Community Fraud Info, NALC Newsletter

19. Reports from Councillors and any agenda items for next meeting.

WL requested an item on the agenda regarding the Lafford site development.

LB requested an item regarding the purchase of a further SID.

RM mentioned that the Methodist Church were disappointed that no Councillors attended their Coronation Tea.

AC confirmed that the Council had signed up to the Civility & Respect Pledge.

AC requested item under Finance for the purchase of Petrol and 2 Stroke oil for the Strimmer.

Meeting Closed at 8.58pm

Minutes Approved.

Date 5 June 2023

W Liles

Signed

Appendix A