Annual Parish Meetings

Notes of the meeting of the Annual Parish Council held in the Memorial Hall, Helpringham, Wednesday 9 May 2018

Councillors present: Cllr G Hotchkin – Chairman Cllr J Frizzell, Cllr G Frizzell, Cllr M Robinson, Cllr R Spencer and Adrian Illingworth – Clerk.

The Chairman stood down and the Clerk asked for nominations for the Chairman.

1.0 Election of Chairman and declaration of acceptance of office (18/09)

Cllr M Robinson proposed Cllr Hotchkin and this seconded by Cllr G Frizzell. All in favour. Cllr Hotchkin accepted the position and took his place at council.

2.0 Election of Vice- Chairman and declaration of acceptance of office (18/20)

Cllr Robinson proposed Cllr J Frizzell and this was seconded by Cllr Hotchkin. All in favour. Cllr J Frizzell accepted the office of vice-chair.

3.0 Councillors declaration of acceptance of office (18/21)

Cllrs Robinson and Spencer to stand for a further twelve months.

4.0 Declarations of Pecuniary Interest and Dispensations (18/22)

Cllr Robinson declared his interest in item 10.1 on the agenda.

5.0 Signing of the minutes (18/23)

The minutes of the Annual Parish Council meeting held on 10 May 2017 and the Parish Council minutes of the 5 April 2018 accepted as a true record. This was after the Chairman pointed out the date of the next meeting should have been 9 May not the 5 May. Minutes amended and duly signed by the Chairman after all members agreed to pass.

6.0 Appointment of Responsible Finance Officer- RFO (18/24)

A discussion took place with Cllr J Frizzell pointing out the vacancy for a Clerk was advertised as Clerk and RFO. Cllr Robinson proposed the Clerk – A Illingworth be appointed the RFO. This was seconded by Cllr J Frizzell. All in favour. Letter of thanks to be sent to Cllr Johnson

7.0 Appointment of Representatives (18/25)

The council had previously decided not to appoint a representative to the Memorial Hall as they would have to be a trustee.

A discussion took place regarding the attendance of reps from organisations in the village at future meetings. Cllr Hotchkin proposed reps should be asked to attend after monies had been given to them by council. This was seconded by Cllr Robinson and all members in favour. Future notices to be posted in the village news.

8.0 Review and acceptance of Policies (18/26)

Clerk to check all policies and amend where necessary. These then to be presented to council for approval.

163 Minutes of meeting 10 May 2018

The Clerk gave an over view of the General Data Protection Regulation to be introduced 25 May 2018. All necessary documents have been sent to members for comment. It was agreed to discuss the documents before the next meeting on the 20 June 2018.

Compliance Checklists handed out for completion and signature.

9.0 Cemetery Matters (18/27)

Report given by Cllr G Frizzell. There had been 3 interments and an invoice has been sent by the clerk to J E Severs for payment.

Exclusive Rights of Burial forms signed by the Chairman and the Cemetery Officer

Topple test has been completed. Two memorials have a slight tilt but no action required. To be reviewed in six months.

Clerk to obtain Brown Bin Sticker.

The grass needs cutting on a more regular basis. Cllr G Frizzell asked for agreement from the council to purchase a lawn mower. This would be less cost, in the long run, rather than ask the existing contractor to carry out further cuts. Quotes to be obtained and an item to be placed on the next agenda for discussion.

Memorial bench has been removed for refurbishment.

To agree fee to level grave at the next meeting.

10.0 Planning (18/28) 10.1 S18/0509 Chapel Forge, High Street. The Chairman raised his concern re the parking

10.2 S17/1358 and S18/0365 passed by planning for more than one car. Comments to be sent to planning by the Clerk.

11.0 Correspondence (18/29)

The Chairman informed the meeting a letter had been sent to Highways and Cllrs, from villages within the area, regarding potholes. He went on to tell the meeting he had met with Cllr Davies, Cllr Young and Rowan Smith and had driven around the area pointing out hazards. The response from the Cllrs and Highways was not adequate and he asked all residents and council members continue reporting potholes.

12.0 Finance (18/30)

12.1 and 12.2 No income or payments made since the last meeting.

12.3 The following payments were approved for payment:

12.3.1 Helpringham Memorial Hall 172.50

12.3.2 Terra- Firma (Grass cutting) 565.00

12.3.3 Black Sluice 2.77

12.3.4 Clerk’s Salary 214.90

12.3.5 Garden Waste Service 35.00

12.3.6 PAYE 53.60

Payments proposed by Cllr J Frizzell and seconded by Cllr Robinson. All in favour.

It was agreed not to pay the invoice for Smiths of Derby as the necessary works have not been Completed.

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

12.5 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.

12.6 The internal audit had been completed with no findings.

13.0 Highways

13.1 Covered under item 11 correspondence.

13.2 None

14.0 Date of next meeting

The next meeting to be Tuesday 29 May staring at 7.30 in the Memorial Hall, Helpringham