Annual Meeting of the PC May 2023
SWINSTEAD PARISH COUNCIL
Draft Minutes of the Annual Meeting of the Parish Council held
18.00 on Thursday 11th May 2023
Cllr A Whitworth, Cllr K Vardy, Cllr L Underhill, Cllr M Hoodless, Cllr M Robinson & C Hatch (Clerk)
Appointment of Chairman and of Vice Chairman, Election Update – The Clerk confirmed four Wards in the SKDC area, representing approximately 2500 residents were uncontested. Swinstead PC Clerk received six requests for Election packs from residents expressing an interest in becoming a Parish Councillor, five were submitted to the Returning Officer and as such the Swinstead Council was uncontested.
The Clerk requested nominations for the Chair and Vice Chair. Cllr Underhill offered her services as Chairperson for the coming year, proposed by Cllr Hoodless and seconded by Cllr Whitworth. Cllr Whitworth offered to act as Vice Chair. Proposed Cllr Vardy and seconded by Cllr Robinson. Signing of the Acceptance of Office forms will be completed after the Meeting.
2.0 Apologies for absence: None.
3.0 To receive declarations of interest in accordance with the 2011 Local Government Act. – personal or prejudicial interest in any items for discussion. None.
4.0 Draft Minutes of the Meeting that was held on 9th March 2023 to be approved as the Minutes of the Meeting. Having been circulated prior to the meeting, the Minutes were agreed and accepted unanimously.
5.0 Councillors’ and Clerk’s reports:
5.1 County and District Councillors’ Reports. County and District Councillors were not in attendance.
6.0 Annual Governance Statement and Financial matters:
6.1 To declare Swinstead PC exempt from a Limited Assurance Review. The Clerk confirmed, as both income and expenditure are less than £25,000, the PC need only complete the annual exemption certificate. This year as last, the audit and certificate were completed by Fiona Hatchman of Additions Accountancy.
6.1.2 Annual Governance Statement: The Clerk presented the AGAR forms for the 2022/23 period, these were accepted and signed at the end of the meeting.
6.1.3. To Resolve the Approval of the Annual Governance Statement, for publication. This was proposed by Cllr Whitworth & seconded by Cllr Robinson, the Clerk will publish the AGAR forms on the PC website.
6.3 Cheques for signing. Additions Accountancy £60, St Marys PCC (Grass Cutting Donation £350, These were agreed and signed.
7.0 Councillors Responsibilities.
The Councillors agreed to take responsibility for certain tasks and provide the PC with a brief report at future meetings.
Highways – Cllr Vardy.
Defibrillator – Cllr Whitworth.
Village Hall Representative – Cllr Robinson.
Speed Sign – Parish Clerk.
8.0 Planning applications:
8.1 S23/0376, Mr A Baines, Reduce/high pollard 1 x walnut tree. 20 High Street Swinstead
Lincolnshire NG33 4PA. (Permission granted by SKDC)
8.2 S23/0274, Mrs Emma Watson, General purpose building for storage of farm equipment and supplies. Park Farm, Park Road, Swinstead, Lincolnshire, NG33 4PJ. Circulated to Councillors. (SKDC will not require the formal submission of details).
8.3 S23/0691, Mr & Mrs Michael Sylvester, Alterations to rear extension to include the removal and replacement of two windows, remove flat ceiling and replace with sloping ceiling, remove internal walls and doors, change bathroom suite and utility units. 28 High Street, Swinstead, Lincolnshire, NG33 4PA, (Circulated to Councillors, awaiting decision).
9.0 Correspondence –
9.1 The Clerk asked if he could send a letter of condolence to the family of Richard Rice Oxy who passed away in April this year. The Councillors agreed. Richard and Sylvia had been residents of Swinstead for a number of years, living in Bertie Close, moving to Bourne approximately two years ago.
9.2 Correspondence from Swinstead Hall on behalf of St Marys Church, requesting a donation towards the upkeep of the church yard. This was discussed by the Councillors and agreed as above (6.3)
9.3 A quotation received from Wilson Landscaping to clean and paint the village planters, fence and gate at Croak Hill and memorial bench in Bourne Road. This was discussed and agreed. The Clerk to advise Wilson Landscaping.
9.4 The annual contribution to J Hawkins for grass cutting in Bourne Road was discussed. It was agreed this should be increased to £200 due to the rise in fuel costs. As in previous years the cheque will be made in favour of a charity of Mr N Hawkins choice.
10.0 Items of urgency for discussion. The Chair thanked the Clerk for the very efficient job he performs as Clerk. She then followed by requesting that, as we are such a newly appointed set of Councillors, it would be a help if he could keep the Councillors informed between meetings of matters that he deals with – so that they are more aware of things that need doing throughout the year. As Clerk you have knowledge of and see to things that we do not even realise you do.
Date of next meeting
13th July 2023, 7.00pm Swinstead Village Hall
7th September
9th November
11th January 2024
14th March 2024
WEBSITE https://swinstead.parish.lincolnshire.gov.uk/