13 May 2024
Minutes of Billinghay Parish Council Annual General Meeting held at Billinghay Methodist Chapel, Victoria Street on Monday 13th May 2024 at 8.00pm.
Present: Cllrs Liles – Chair (WL), Catlett (AC), Ball (LB), Miller (RM), Cottrell (SC), Greetham (RG)
Parish Clerk: Helen Key (HK)
Public Session
0 Members of the public present
Minutes of the Council Meeting
- Election of Officers
- Chair
Cllr Catlett was the only nominee. It was proposed by RM, seconded by WL, and
agreed unanimously that AC be elected as Chair.
- Vice Chair
Cllr Liles was the only nominee. It was proposed by RM, seconded by SC, and agreed unanimously that WL be elected as Vice Chair.
- 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.
- To receive and accept apologies where valid reasons for absence have been given to the Clerk prior to the meeting.
Apologies had been received from Cllr Cassidy.
It was proposed by WL, and seconded by RM, and agreed unanimously that these be accepted.
Apologies had also been received from County Cllr Key.
District Cllr Lawrence attended the Annual Parish meeting prior, and gave her apologies for this meeting.
3a. 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.
4.To accept the notes from 8 April 2024 as Minutes and a true record.
It was proposed by WL, and seconded by RM, and agreed unanimously that they be accepted.
4a. To accept the notes of the Human Resources Committee meeting 16 April 2024 as Minutes and a true record.
It was proposed by AC, and seconded by SC, and agreed unanimously that they be accepted.
5.Review Terms of reference for Committees – Finance and Human Resources. (Documents circulated prior to the meeting).
It was proposed by RM, and seconded by WL, and agreed unanimously that they be accepted.
6.Appoint members to the existing committees – Finance and Human Resources.
6a Appoint a chair to the existing committees – Finance and Human Resources.
Finance Committee:
It was proposed by WL, and seconded by RM, and agreed unanimously that all members be on the committee, with the exceptions of RG who requested not to be on the committee, and Cllr Cassidy who was absent, and that AC, be elected as Chair of the committee.
Human Resources Committee:
It was proposed by AC seconded by LB, and agreed unanimously that WL, RM, and SC be committee members and SC be elected as Chair.
7.Confirm adoption of current Standing Orders and Financial Regulations. (Documents circulated prior to the meeting).
It was proposed by RM, and seconded by WL, and agreed unanimously that these be adopted.
8.Review Land Assets – Ballon Walk, Allotments, Walcott Road, Cemetery, and The Pinfold.
The Clerk informed the Cllrs that we also need to include the mosaic area at Fiztwilliam Place, as it has been confirmed that this is land owned by the parish council.
It was noted by RM, that the tree roots in the mosaic area need attention and asked that this be added to the next agenda.
8a Confirmation of the latest Asset Register was accepted at the meeting held 8 April 2024.
9.Receive confirmation that the Insurance Cover is in place.
The Clerk confirmed that the Insurance cover has been renewed and expires 31 January 2025.
10.Review council Subscriptions to other bodies –
LALC – Membership
LALC – Training Scheme
SLCC - Membership
The Clerk confirmed these have been renewed for the period 2024 to 2025.
It was proposed by AC and seconded by RM, and agreed unanimously to continue to subscribe to these bodies.
11. Review the undernoted Policies and Procedures:
- PCD001 Document control
- PCD004 Code of conduct
- PCD007 Community grant
- PCD010 Data protection
- PCD014 Whistleblowing
- PCD016 Complaints
- PCD017 Disciplinary
- PCD018 Grievance
- PCD019 Dignity at work
- PCD020 Communications
- PCD021 Sickness Absence
- PCD023 Pre-election period
- PCD024 Volunteer
- PCD026 Maternity and Paternity Leave
- PCD028 Social Media
- PCD029 Lone Working
- PCD031 Freedom of Information
- PCD037 Training and development
- PCD038 Equality and Diversity
- PCD039 Data Breach
- PCD040 Records retention
It was proposed by WL, and seconded by RM, and agreed unanimously to adopt these circulated policies.
12. Determine Meeting dates and locations up to the next Annual Meeting. (Dates circulated prior to the meeting).
It was proposed by WL, and seconded by LB, and unanimously agreed to accept these dates and venues, with the exception of the next meeting.
It was proposed by AC, and seconded by LB, and agreed unanimously to delay the June meeting by 1 week. Meeting will take place on the 10th of June.
13. Finance
a. To approve the payments made during April 2024 (list circulated to Councillors). See Appendix A
It was proposed by RM, and seconded by LB, and agreed unanimously to approve the payments.
b. To consider allocating reserves for the future maintenance of Ballon Walk following confirmation of ownership discussed at the last meeting.
Covered by item 13c.
c. To approve the latest explanation of reserves held by the council.
The Clerk reported that the office rent query was still not resolved, it was discussed and agreed that the outstanding payments for 2021, 2022, and 2023 would be added to the reserves.
It was proposed by RM, and seconded by LB, and agreed unanimously to add the outstanding rent figure to the reserve explanation.
As this was a discussion and not a prior circulated document, it will be circulated for the June meeting.
d. Review the Council’s expenditure under s.137 of the Local Government Act 1972 or the general power of competence.
Whilst an Annual figure for s137 expenditure was not presented at the meeting, it was agreed that all s137 expenditure had been reported monthly throughout the year. A final annual figure will be presented at the next meeting.
e. To approve additional costs for hedge cutting on Walcott Road and Ballon Walk (costs forwarded prior to the meeting).
It was proposed by RM, and seconded by SC, and agreed unanimously to approve the £50.00 cost for one cut at Ballon Walk by MR Garden Services.
The Clerk was asked to clarify the ownership of the Walcott Road Hedges.
14. To receive reports from County and District Councillors.
No County or District Councillors present.
District Cllr Lawrence attended the Annual Parish meeting, prior to this meeting and left details of North Kesteven District Council’s Annual Achievements. This was circulated to the Cllrs.
15. LCC Highways updates.
Road Closure for resurfacing Princess Square and St Michael’s Close 28/05/24 – 13/06/2024
Hotbox works/Pothole infilling Williamsons Drove – Parsons Drove 13 May 2024
16. Clerks Report (details issued prior to the meeting).
Additional points which arose were:
The Clerk was asked to put in writing the concerns regarding the unsafe structure over the Carr Dyke, as previous telephone contact with the owner had not changed the situation.
17. Correspondence items forwarded:
LALC News, NALC bulletins, NKDC Privacy Notice update, Zivver Data Protection Aid, Royal British Legion Anniversary collection details, Digi.gov Tech event details, PSE Highways and Transport network info, Letstalk Lincolnshire survey extension.
18. Planning
Applications received
24/0348/FUL Demolition of existing bungalow and erection of replacement dwelling.
24/0406/HOUS Erection of single storey rear extension.
24/0446/HOUS Demolition of existing single storey extension and erection of two storey side and rear extensions.
(comments already requested and replies sent to NKDC for the above due to the deadline date being before this meeting).
19/1761/RESM Reserved matters application for 128 dwellings Land off West Street.
3 main points were discussed regarding the above resubmitted plan
- No play equipment or pocket park were shown on the plan
- All new builds must have EV charging points if have associated parking space, not mentioned.
- Mailbox height should be no lower than 700mm from delivery floor level and highest aperture be no higher than 1700mm from delivery floor level for new builds.
It was proposed by RM, and seconded by AC, and agreed unanimously that these comments should be forwarded to planning.
19. To consider details of safety checks/risk assessments of BPC owned equipment.
It was discussed that where repairs/damage was identified and not able to be fixed by the person inspecting, the details should be given to the Clerk, who will then source trades persons for availability and costs. Where the Clerk finds this time consuming at busy periods, Cllrs will assist as required.
20. To consider how to sift applications for the vacancy of the Street Cleaner.
41 enquires have been made, 21 packs sent out, 10 completed returned.
It was agreed that the sift would be conducted by all councillors, with the exception of RG, who did not wish to be part of the sift. RM and SC to carry out the interview process. Cllr Cassidy (not present) would be approached outside of the meeting to assist. Interviews are planned to commence week beginning 27 May 2024.
21. To consider the return of the road signage stored and no longer required.
It was proposed by RM, and seconded by SC, and agreed unanimously that the equipment by returned.
22. To consider Royal British Legion D-Day bulletin (forwarded prior to the meeting) and wreath laying update by AC for 6 June 2024.
AC reported that the British Legion D-Day remembrance event will be at the War Memorial on 6th of June at 11 o’clock, where wreaths will be laid and last post sounded. No purchases from the circulated bulletin were deemed necessary.
23. Reports from Councillors and any agenda items for the next meeting.
SC reported that there is now a second trailer filled with a variety of items, permanently parked on Queen Street.
SC asked about Mill Lane road issues, these have been assessed by Highways and reported that they are drainage swales and comply with safety regulations but several Cllrs still feel white lines should be implemented.
RM reported the benches on the riverbank are overgrown and need strimming.
The Clerk felt the costs of BT landline and broadband are extremely high, Chair asked about continued requirement of the landline and for costs and requirement to be discussed at the June meeting.
Meeting Closed at 9.35pm
Signed
Date