GLINTON PARISH COUNCIL
ANNUAL PARISH COUNCIL MEETING
held on Tuesday
21st May, 2019
at the Village Hall, High St.
Present: Councillors; D Batty, J Bell, Mrs C Bysshe, J Holdich, OBE (Chairman), G Kirt, R. Johnson, D Lane, R Randall, P Skinner, E Spendelow, C Wilde and Mr JV Haste (Clerk). Also present 4 members of the public.
MINUTES OF MEETING
167 TO ELECT A CHAIRMAN FOR THE PARISH COUNCIL.
There being no other nominations, RESOLVED to elect Councillor Holdich as Chairman for the ensuing year.
Proposed Cllr. Eric Spendelow Seconded Cllr. R W Johnson
168 TO RECEIVE THE CHAIRMAN’S DECLARATION OF ACCEPTANCE OF OFFICE OR, IF NOT THEN RECEIVED, TO DECIDE WHEN IT SHALL BE RECEIVED.
Councillor Holdich duly signed the acceptance of Office of Chairman in the presence of the clerk and all present.
169 TO ELECT A VICE CHAIRMAN FOR THE PARISH COUNCIL.
There being no other nominations, RESOLVED to elect Councillor Johnson as Vice Chairman for the ensuing year.
Proposed Cllr. Batty Seconded Cllr Wilde
170 APOLOGIES FOR ABSENCE. – None all Parish Councillors present
171 MEMBERS DECLARATION OF INTERESTS. – Cllr. Wilde declared an interest in the agenda item relating to the application to fell a Yew Tree at Granville House
172 PUBLIC PARTICIPATION- – a resident asked about the current status of a planning application considered at the previous meeting and was informed the parish council had referred the application to committee. It was now in the hands of the local planning authority. The resident also informed the parish council that they were here to observe the consideration of their own planning application.
173 TO SIGN & APPROVE MINUTES OF MEETING DATED 16th April 2019
RESOLVED that they be signed as an accurate record
Proposed Cllr Kirt & Seconded Cllr. Lane
174 MATTERS ARISING FROM PREVIOUS MINUTES (for information only). – None
175 RECEIPT OF NOMINATIONS AND ELECTION OF CHAIRMAN and MEMBERS TO WORKING GROUPS: –
a. Planning Working Group (Cllrs. Johnson (Chairman), Batty, Kirt, Lane, Spendelow)
b. Finance Working Group.( Cllrs. Holdich (Chairman), Lane, Randall, Skinner & Spendelow)
c. HR Working Group.( Cllrs Lane (Chairman), Mrs Bysshe, Kirt & Skinner)
d. Task & finish group on New Village Hall (Cllrs Bell (Chairman), Batty, Holdich, Kirt, Lane, Randall & Wilde & the clerk with delegated powers to co-opt from GCA and / or village hall users if appropriate.
RESOLVED to appoint the above Cllrs and Chairmen to the specified Working Groups.
Proposed Cllr. Kirt Seconded Cllr Randall
176 REVIEW OF REPRESENTATION ON OR WORK WITH EXTERNAL BODIES AND ARRANGEMENTS FOR REPORTING BACK
a. Representatives on the AMVC Liaison Committee.(Cllrs Batty, Randall & Spendelow)
b. Representative on CAPALC (Cllr. Batty)
c. Representatives on the City Council Parish Liaison Committee. (Clerk & Cllrs Batty & Randall).
d. Representatives on the Clare Lodge Committee.(Cllrs Bysshe & Randall)
e. Representative on the Northern Footpath Forum.(Cllr. Mrs Bysshe)
f. Representative on the Glinton Youth Club (Cllr. Batty)
g. Representative on the Neighbourhood Planning Group.(Cllrs. Bell, Mrs Bysshe, Johnson, Kirt, Randall)
RESOLVED to appoint the above Councillors to the specified external organisations, to report to the parish council by way of written reports to the next available meeting under the standing item on each agenda
Proposed Cllr Spendelow Seconded Cllr. Lane
177 ADOPTION OF APPROPRIATE STANDING ORDERS. Without amendment we RESOLVED to adopt the Standing Orders for the conduct of our affairs.
Proposed Cllr. R Johnson Seconded Cllr. G Kirt
178 ADOPTION OF APPROPRIATE FINANCIAL REGULATIONS as set out in the papers before us. RESOLVED to approve and adopt the Financial regulations
Proposed Cllr. R Johnson Seconded Cllr. G Kirt
179 INTERNET BANKING PROCESS. We noted that our banking process had generally worked well and saw no reason to vary the process
Proposed Cllr. R Johnson Seconded Cllr. G Kirt
180 ADOPTION OF A CODE OF CONDUCT – RESOLVED to confirm the continued adoption of the Code of Conduct without any further changes
Proposed Cllr. R Johnson Seconded Cllr. G Kirt
181 REVIEW OF THE COMPLAINTS PROCEDURE – We re-affirmed the relevance of the complaints procedure
Proposed Cllr. R Johnson Seconded Cllr. G Kirt
182 FINANCIAL ACCOUNTS FOR THE YEAR ENDED 31S MARCH 2019. The clerk as Responsible Financial Officer presented a full set of financial accounts including bank reconciliation, Asset Register and Supplementary notes to the accounts. We asked for the asset register to be amended to record the Gun Metal version of the roll of honour and benches in the grass verges in the village. With those amendments we RESOLVED to accept the financial accounts before us and appended to these minutes
Proposed Cllr. Lane seconded Cllr. Kirt
183 ACCOUNTING STATEMENT IN THE ANNUAL GOVERNANCE & ACCOUNTABILITY RETURN – We RESOLVED to approve the contents of the Accounting Statement based on the financial accounts presented to us in the previous agenda item,
Proposed Cllr. R Johnson Seconded Cllr. G Kirt
184 INTERNAL AUDIT
• The clerk presented the report of the internal auditor and we noted that in his opinion the statement of accounts fairly represented the financial position of the parish council and that there were no matters which he wished to bring to our attention
• We RESOLVED to approve the payment of the internal audit fee of £130
Proposed Cllr. Spendelow Seconded Cllr. Bell
• We agreed to re-appoint Mr Russell Wright as our internal auditor for the current financial year.
185 EXTERNAL AUDIT OF 2017/18 ANNUAL RETURN – In addition to the previous item the Parish council has to tell the external auditor the dates which will be publicised for the public to exercise the right of inspection of our accounts. The period covers 30 days and has to include the first 10 working days of July. We noted the dates set by our clerk of Monday 10th June to Friday 19th July
186 REVIEW OF PARISH COUNCIL AND CLERK’S MEMBERSHIP SUBSCRIPTIONS TO OTHER BODIES – We considered our existing membership of, and subscriptions to the following organisations and noted that budgetary provision had been made in all cases:
a. CAPALC (£427.90)
b. CPRE (£36)
c. SLCC (£93 2017/18)
d. PSMA (Est £80)
We asked that the clerk write to CAPALC expressing our disappointment at the size of the increase in membership fee and urging that future increase be kept to the rate of inflation
We RESOLVED to continue with our subscriptions to the above organisations
Proposed Cllr. R Johnson Seconded Cllr. J Bell
187 PLANNING –
a. UPDATE ON PREVIOUS PLANNING APPLICATIIONS – Cllr. Johnson, as chairman of the Planning Working (PWG) group brought us up to date on existing planning applications undecided at the last meeting and received since the last meeting as included in the report circulated with our agenda.
b. 19/00583./CTR – Granville House 2 The Green, Fell Yew Tree. We noted that the tree was adjacent to a protected frontage wall but have no objection to the removal of this particular Yew tree. We noted that the applicant intended to plant a replacement tree asked the clerk to relay our preference for a replacement Yew in keeping with the church boundary
c. 19/00649/HHFUL – Woodcroft Grange, Waterworks lane – two storey side extension, ground floor extension &front porch. – We noted the comments made by CADENT and reserved our judgement until their investigations were concluded.
188 MEMORIAL HEADSTONES
• We considered the application for a headstone on the grave of the late Mr Klein and approved the application
• We noted the application for an additional inscription for Mrs Sybil Hopkins and approved the application.
189 PLANTERS – We considered the arrangements for the planting and maintenance of planters at 6 locations in the village and RESOLVED to continue with the present arrangement on a rolling contract basis at a cost of £300 for planting twice per year and £30 per visit to weed and feed the planters.
Proposed Cllr. Johnson Seconded Cllr. Mrs Bysshe
190 PLAYING FIELD GATE – we considered the repair to the gate required as a consequence of the incursion in to the playing field by travellers. We considered enhancing the security of the gate by the installation of a height barrier and other measures whilst allowing access by the city Council contractors to cut the grass. The cost of these enhancements was quoted as £4250v to which the city council were prepared to contribute 50%. We unanimously RESOLVED to accept the City Council Offer and approve the works at the earliest opportunity.
Proposed Cllr. Johnson Seconded Cllr. Lane
191 STANDING ITEM – REPORTS FROM THE CLERK AND COUNCILLORS ON ATTENDANCE AT MEETINGS OR EVENTS ON BEHALF OF, OR AFFECTING THE PARISH COUNCIL
a) Cllr Kirt reported on the progress of the neighbourhood plan, the final draft of which was available for consultation. The intention is to leaflet drop all households in the village and for the consultation period to run from week commencing 24th June for a period of 6 weeks. Responses to the consultation can be addressed to Cllr Kirt at his home address or deposited in one of the 3 boxes in the village for the purpose.
b) A leaflet drop is also planned to gauge the level of support for a new village hall and the intention is to combine this leaflet drop with that on the neighbourhood plan.
192 HIGHWAYS – To note the observations of Councillors
a) Cllr Johnson Requested that Parking in North Fen Road be placed on the agenda for the July Meeting.
b) Cllr. Lane requested that the June agenda include application of the city council Verge parking Policy throughout the village
c) Cllr. Wilde reported that “The Green” sign had at long last been reinstated
193 SETTING THE DATES, TIMES AND PLACE OF ORDINARY MEETINGS OF THE FULL COUNCIL FOR THE YEAR AHEAD
We noted the dates of the third Tuesday of the month for meetings in the remainder of the electoral year as follows:
DATE OF NEXT MEETING – Tuesday 18th June, 2019 at 7.15pm in the Village Hall.
FUTURE MEETING DATES : 2018 – , 16th July,(20th August if required), 7th Sept, 15th Oct, 19th Nov, 17th Dec
2020 – 21st Jan, 18th Feb, 18th Mar, 21st Apr, 19th May (Annual Parish council)
Meeting closed at 8.45pm
Clerk/Proper Officer,
24th May, 2019