May 2021 – Bracebridge Heath Parish Council

Agenda - Full Council - 04 May 2021
You are here: Minutes - Full Council 04 May 2021

Minutes - Full Council 04 May 2021

Draft notes of a meeting of Bracebridge Heath Parish Council held remotely using Zoom on 4th May 2021 at 7pm

Present: Cllrs F Adeyemi (joined at 19:23), C Barr, J Blackmore, C Broad, C Callan, L Hauton, J Kilcoyne, S Manders, V Marden, J Moran, A Smith, K Trought and A Walker

In attendance: Clerk to Council, Mrs S Knowles; Deputy Clerk to Council, Mr P Tuckerman

District Councillor, P Burley and two members of public were present.

Cllr Moran opened the meeting and moment of silence was held for the passing of HRH The Duke of Edinburgh.

PUBLIC PARTICIPATION SESSION

Questions or points raised by residents and members of the public – A member of the public asked questions about the Village Hall and the

management committee.

PUBLIC COUNCIL SESSION

The chairman gave a reminder of the Code of Conduct and to submit to the Monitoring Officer at North Kesteven District Council any changes to

the content of their Register of Member Interest forms.

21047. TO ELECT A CHAIRMAN OF THE COUNCIL –

Cllr Broad left the meeting at 19:19 and re-joined at 19:20.

Cllr Adeyemi joined the meeting at 19:23

It was RESOLVED: That Cllr Callan be elected as chairman for civic year 2021-2022.

21048. TO DECIDE WHEN THE CHAIRMAN’S DECLARATION OF ACCEPTANCE OF OFFICE SHALL BE RECEIVED – It was RESOLVED: That the declaration of acceptance of office be signed within 28 days.

21049. TO ELECT A VICE-CHAIRMAN OF THE COUNCIL – It was RESOLVED: That Cllr Barr be elected as vice-chairman for civic year 2021-2022.

21050. TO RECEIVE APOLOGIES AND ACCEPT VALID REASONS FOR ABSENCE – Nil

21051. TO RECEIVE MEMBERS’ DECLARATIONS OF DISCLOSABLE PECUNIARY, NON-DISCLOSABLE PECUNIARY OR NON-PECUNIARY

INTERESTS IN RELATION TO ANY AGENDA ITEM – Cllr Kilcoyne declared non-pecuniary interests in relation to correspondence from LALC. Cllr Manders declared a non-pecuniary interest in relation to the appointment of a representative for St John’s the Evangelist Church.

21052. TO REVIEW DELEGATION ARRANGEMENTS TO COMMITTEES, SUB-COMMITTEES, STAFF AND LOCAL AUTHORITIES - It was RESOLVED: That no changes are made to delegation arrangements for committees and sub-committees.

It was RESOLVED: That Council continues to use the emergency scheme of delegation (March 2021) during the current temporary period of emergency until further notice and until Council resolves that it is no longer necessary.

21053. TO REVIEW THE TERMS OF REFERENCE FOR COMMITTEES – It was RESOLVED: That no changes are made to the Terms of Reference for committees and sub-committees.

21054. TO REVIEW MEMBERSHIP OF COUNCIL STANDING COMMITTEES AND SUB-COMMITTEES – It was RESOLVED: That the following appointments be made to committees and sub-committees:

Amenities committee – Cllrs Adeyemi, Barr, Callan, Marden, Moran, Trought

Environment committee – Cllrs Blackmore, Broad, Hauton, Manders, Smith, Trought and Walker

Finance and Policy committee – Cllrs Adeyemi, Barr, Blackmore, Callan, Kilcoyne and Manders.

Neighbourhood Plan sub-committee – Cllrs Barr, Manders, Trought and Walker and co-opted community members Mrs Donaldson, Ms Elwood, Mrs Kempton and Dr Kirk.

21055. TO APPOINT A CHAIRMAN AND VICE-CHAIRMAN OF THE

 AMENITIES COMMITTEE

 ENVIRONMENT COMMITTEE

 FINANCE AND POLICY COMMITTEE

It was RESOLVED: That Cllr Trought be appointed as the chairman of the Amenities committee.

It was RESOLVED: That Cllr Broad be appointed as the chairman of the Environment committee.

It was RESOLVED: That Cllr Kilcoyne be appointed as the chairman of the Finance and Policy committee.

It was RESOLVED: That Cllr Moran be appointed as vice-chairman of the Amenities committee.

It was RESOLVED: That Cllr Manders be appointed as the vice-chairman of the Environment committee.

It was RESOLVED: That Cllr Manders be appointed as the vice-chairman of the Finance and Policy committee.

21056. TO PERMIT SUB-COMMITTEES TO APPOINT A CHAIRMAN AND VICE-CHAIRMAN AT THE FIRST MEETING OF THE CIVIC YEAR – It was RESOLVED: That sub-committees be permitted to appoint officers at their first meeting of the civic year.

21057. TO APPOINT NEW COMMITTEES IN ACCORDANCE WITH STANDING ORDER 4 - Nil

21058. TO REVIEW ADMINISTRATORS FOR THE BRACEBRIDGE HEATH PARISH COUNCIL FACEBOOK GROUPS AND PAGE - It was RESOLVED:

That administrators of social media accounts be appointed as follows:

Bracebridge Heath Parish Council Facebook page – Mrs Fraser, Mrs Knowles, Mr Tuckerman

Bracebridge Heath Parish Council Facebook group – Cllrs Callan, Trought and Walker

Bracebridge Heath Neighbourhood Planning Facebook group – Cllrs Barr, Trought and Walker

Bracebridge Heath Community Library Facebook page – Mrs Fraser, Mrs Knowles and Mr Tuckerman

21059. TO MAKE ARRANGEMENTS FOR REVIEW OF:

 STANDING ORDERS AND FINANCIAL REGULATIONS;

 ARRANGEMENTS FOR WORKING WITH OTHER LOCAL AUTHORITIES, NOT-FOR-PROFIT BODIES AND BUSINESSES;

 INVENTORY OF LAND AND OTHER ASSETS;

 INSURANCE;

 SUBSCRIPTIONS TO OTHER BODIES;

 COMPLAINTS POLICY;

 POLICIES, PROCEDURES AND PRACTICES RELATING TO FREEDOM OF INFORMATION AND DATA PROTECTION LEGISLATION;

 POLICY FOR DEALING WITH THE PRESS AND MEDIA;

 EMPLOYMENT POLICIES AND PROCEDURES; AND

 EXPENDITURE INCURRED UNDER S137 OF THE LOCAL GOVERNMENT ACT 1972.

It was noted that review procedures for all documents and practices were in place.

21060. TO REVIEW COUNCIL APPOINTMENTS TO OTHER ORGANISATIONS - It was RESOLVED: That the following appointments be made:

Heath U3A – Cllrs Blackmore and Marden

Village Hall Management Committee – attendance as committee liaison -Cllrs Barr, Marden and Smith

Bracebridge Heath Neighbourhood Watch – Cllrs Blackmore and Marden

Bracebridge Heath Allotment Holders Association – Cllr Manders

Cliff Cluster of Parish Councils, Leadenham to Bracebridge Heath – Cllrs Barr and Trought, Mrs Knowles

St John the Evangelist Church – Cllrs Adeyemi and Barr

Bracebridge Heath Cricket Club – Cllrs Hauton and Trought

21061. TO CONFIRM THE MINUTES OF THE MEETING – 6th APRIL 2021- It was RESOLVED: That the minutes of the meeting held on 6th April 2021 be approved and signed as a true record by the chairman.

21062. TO CONSIDER FINANCIAL MATTERS

a. TO RECEIVE THE CLERK’S REPORT ON PAYMENTS MADE BETWEEN MEETINGS – It was reported that the following payments were made between meetings:

Payment date	Payee	Amount (£)	Reference
01/04/2021	TV licence	157.50	Library - TV Licence
06/04/2021	ICO	35.00	ICO annual subscription
16/04/2021	EON	752.83	Street lighting - Electricity
22/04/2021	Anglian Water	62.62	Library - Water
26/04/2021	Anglian Water	126.74	Allotments

b. TO CONSIDER PAYMENT OF ACCOUNTS – The clerk to council presented the accounts for payment

Payment date	Payee	Amount (£)	Reference
10/05/2021	ESPO	136.62	Litter Picking equipment
10/05/2021	Lindum Fire Service Ltd	66.00	Repair of emergency lighting
10/05/2021	NALC	60.00	LCAS registration
10/05/2021	NKDC	119.00	Library - rates
10/05/2021	SLCC	503.00	SLCC membership - 3 officers
10/05/2021	Viking Direct	73.55	Litter picking equipment
28/05/2021	HMRC	463.62	Tax and NI M2
28/05/2021	Lincolnshire Pension Fund	795.57	Pension contributions M2
28/05/2021	Salaries and reimbursements	2995.72	Salaries and reimbursements M2

It was RESOLVED: That Council approve the payment of accounts.

Signatories to sign (either electronically or with wet ink) the payment authorisation sheets as required and return to the clerk. Online banking authorisations to be carried out by Cllrs Manders and Trought.

It was RESOLVED: That Standing Order 3v (that meetings last up to 2 hours) be suspended, the meeting to continue until completion of business.

It was RESOLVED: That regular payments to NKDC for the Community library business rates be made by direct debit.

c. TO REVIEW AND CONSIDER APPROVAL OF BANK RECONCILIATIONS – It was RESOLVED: That reconciliation of bank statements numbered 315 and 316 be approved and signed by Cllr Callan.

d. TO REVIEW BUDGET, INCOME AND EXPENDITURE – No concerns raised.

21063. TO RECEIVE THE CLERK’S REPORT ON CORRESPONDENCE RECEIVED AND CONSIDER ANY RECOMMENDATIONS –

Correspondence for consideration – items received in April 2021
Citizens Advice	Recreation Ground – antisocial behaviour
LALC	Rural Services Network
LCC	Subject Access Request
Lincolnshire Lowland Search and Rescue	United Lincolnshire Hospitals NHS Trust
NALC	Village Hall
NKDC	YMCA

Donation of an iPad to United Lincolnshire Hospital Trust - noted
Attendance at LALC training courses – noted.

21064. TO CONSIDER PARISH COUNCIL STANDING AND SUB-COMMITTEES AND DECISIONS MADE USING DELEGATED AUTHORITY

a. TO RECEIVE A REPORT AND WHERE NECESSARY, ADOPT THE RESOLUTIONS FROM WITHIN THE MINUTES OF THE FOLLOWING COMMITTEE AND SUBCOMMITTEE

MEETINGS –

i. Finance and Policy committee – 19th April 2021 – Verbal report given.

Cllr Moran left the meeting at 21:01 and re-joined at 21:02

ii. Environment committee – 20th April 2021 – Verbal report given.

iii. Executive sub-committee – 26th April 2021 –It was RESOLVED: That the following recommendations from the Executive subcommittee be accepted:

 amended recruitment documents be accepted;

 recruitment commence for the separate posts of Caretaker and Environment Warden; and

 the shortlisting and interview panel consist of the Clerk, Deputy Clerk and Cllr K Trought.

It was RESOLVED: That the recommendation that additional hours worked by the Clerk be paid as appropriate was accepted.

iv. Neighbourhood Plan sub-committee – 28th April 2021– It was RESOLVED: That the recommendation to appoint the preferred independent examiner, Mr A Matheson, was accepted.

It was RESOLVED: That the recommendation that the Plan be submitted for independent examination on completion of the Regulation 16 consultation was accepted.

b. TO RECEIVE A REPORT ON DECISIONS MADE USING DELEGATED AUTHORITY – Nil.

21065. TO CONFIRM NEXT COUNCIL AND COMMITTEE MEETING DATES AND A VENUE OR PLATFORM – It was RESOLVED: That the next meeting of Full Council would be held for 21st June 2021.

21066. TO RECEIVE AN UPDATE ON COMMUNITY SUPPORT DURING COVID-19 – A verbal report was given. It was noted that support was still being provided and the group would continue for the time being.

21067. TO CONSIDER ARRANGEMENTS FOR CELEBRATION OF THE QUEEN’S PLATINUM JUBILEE, JUNE 2022- It was RESOLVED: That a working party be set up to determine the scope of an event. Cllrs Barr, Blackmore, Hauton, Marden and Moran to join, to be supported by the Assistant Clerk to Council.

21068. TO RECEIVE AN UPDATE ON MATTERS RELATING TO BRACEBRIDGE HEATH VILLAGE HALL – It was RESOLVED: That Council session be suspended to enable a member of the public to speak.

Council session was suspended at 21:30 and resumed at 21:34

Cllr Adeyemi abstained from discussion on this item.

It was RESOLVED: That a referral be made to the Charity Commission regarding the Bracebridge Heath Village Hall.

21069. TO CONSIDER ITEMS FOR INCLUSION ON THE AGENDA FOR THE NEXT MEETING – Annual Governance and Accountability Return (AGAR)

There being no further business, the meeting closed at 21:39

Signed___________________________Chairman 21 June 2021