Annual Parish Meetings

Notes of the meeting of the Annual Parish Council held in the Memorial Hall, Helpringham, Wednesday 8 May 2019

Councillors present: Cllr G Hotchkin – Chairman Cllr J Frizzell, Cllr G Frizzell, Cllr M Robinson, Cllr W Watts, Cllr M Ternouth and Adrian Illingworth – Clerk.

Meeting commenced 7.25pm

1.0 Election of Chairman and declaration of acceptance of office (19/16)

Nominations for the Chairman were called for. Cllr J Frizzell proposed Cllr Hotchkin and this was seconded by Cllr M Robinson. All in favour. Cllr Hotchkin accepted the position and took his place at council. Deceleration of Acceptance of Office signed and witnessed by the Clerk.

2.0 Election of Vice- Chairman and declaration of acceptance of office (19/17)

Cllr Hotchkin proposed Cllr J Frizzell and this was seconded by Cllr G Frizzell. All in favour. Cllr J Frizzell accepted the office of vice-chair. Deceleration of Acceptance of Office signed and witnessed by the Clerk.

3.0 Councillors declaration of acceptance of office (19/18)

All remaining Cllrs completed acceptance of office which were witnessed by the Clerk

4.0 Declarations of Pecuniary Interest and Dispensations (19/19)

None

5.0 Signing of the minutes (19/20)

The minutes of the Annual Parish Council meeting held on 8 May 2018, and the Parish Council minutes of the 10 April 2019 accepted as a true record.

The minutes of the Extra Ordinary Meeting held on 30 April also accepted as a true record. All minutes signed by the Chairman.

6.0 Appointment of Responsible Finance Officer (RFO) (19/21)

All Councillors resolved to appoint the Clerk as the RFO. The Clerk duly accepted

7.0 Appointment of Representatives (19/22)

It was resolved by Council to appoint the Clerk as the single point of contact for the Memorial Hall, Helpringham Playing Fields and HAVCS

8.0 Cemetery Matters (19/23)

Report presented by Cllr G Frizzell.

Authority has been given for a temporary vase to be placed on a grave.

The erection of the following memorial stones has been agreed; P Clarke and M L O’Byrne.

The spoil from previous interments needs to be removed.

A new contractor has been employed to maintain the grass cutting in the cemetery.

Decorative stones cost between £130-£150 per tonne bag. Cllr Robinson to measure area for amount required.

Topple test due during May.

9.0 Planning (19/24)

No applications submitted or passed

10.0 Finance (19/25)

Council resolved to approve the following payments:

10.1.1 Clerk’s Salary 214.90

10.1.2 P Haines – Grass cutting 320.00

10.1.3 Terra Firma – Final Payment 245.00

The Clerk/RFO informed Councillors the renewal for the Insurance had come through after the agenda had been issued. The Clerk/RFO recommended Council accept the recommendation made by the broker and to take advantage of the Long-Term Agreement for Three Years. After discussion council resolved to accept the renewal at a cost of £712.93

10.2 Year end accounts approved. Proposed by Cllr G Frizzell and seconded by the Chairman. All members in agreement.

10.3 Section 1 and section 2 of the external audit form signed by the Chair and Responsible Finance Officer. Proposed by Cllr J Frizzell and seconded by Cllr Robinson.

10.4 The internal audit had been completed with no findings.

11.0 Highways (19/26)

11.1 No issues raised

11.2 LCC Highways had informed the Council not all of Vicarage Lane had been adopted. Cllr Robinson stated the road had been adopted. Council resolved for the Clerk to contact Highways for clarification.

12.0 Communication (19/27)

Cllr Ternouth asked permission from the Council if he could continue to place an article in the village news reflecting the work of the Parish Council. Council resolved to continue with the article.

13.0 Christmas Tree (19/28)

A quotation had been received for the purchase of lights and extension cables. The Clerk pointed out the figure stated was incorrect. Council agreed for the Clerk to clarify the amount.

14.0 Matters of Urgency (19/29)

A discussion took place regarding the cutting of the grass in the village and whether or not to put out a tender or stay with the existing contractor. The Clerk explained no decision could be made but the item would be placed on the next agenda. Cllr Robinson to contact P Haines requesting a quote for the rest of the year.

15.0 Date of Next Meeting (19/30)

The next two meetings of the Council will be Wednesday 5 June and 17 July. Meetings to start at 7.30pm