May 5 2021 - Annual Meeting of the Parish Council
MINUTES OF THE ANNUAL MEETING OF THE PARISH COUNCIL, FENTON & TORKSEY LOCK.
held on Wednesday 5 May 2021, following the AMP at 19:51 pm via Zoom.
PRESENT: Cllr G. Newton (Chair), DCllr J Ellis, Cllr M Mitchell, Cllr A Woods, Cllr S Wride.
Also present: Ruth Keillar (Clerk)
This meeting followed the Annual Parish Meeting and commenced at 19:51
750. Election of Chair and receive Declaration of Acceptance of Office.
The Chairman requested nominations for Chair of the Parish Council for 2021/22.
Cllr S Wride proposed Cllr G. Newton as Chair. This was seconded by Cllr A Woods.
There were no other nominations.
A vote was taken on this proposal and it was unanimously RESOLVED that Cllr G. Newton be re-appointed as Chair to the Parish Council.
Cllr G. Newton completed the Declaration of Acceptance of Office.
19:52 – Cllr S Wride left the meeting due to internet issues; the meeting was adjourned.
19:59 – Cllr S Wride re-joined and the meeting reconvened
751. Election of Vice Chair and receive Declaration of Acceptance of Office.
The Chairman requested nominations for Vice-Chair of the Parish Council for 2021/22.
Cllr S Wride proposed Cllr A Woods as Vice-Chair. This was seconded by DCllr J Ellis.
There were no other nominations.
A vote was taken on this proposal and it was unanimously RESOLVED that Cllr A Woods be appointed as Vice-Chair to the Parish Council.
Cllr A Woods completed the Declaration of Acceptance of Office
752. To receive apologies and reasons for absence.
There were no absentees.
753. To receive Declarations of Interest on any item on the Agenda.
Members may make any declarations of interest at this point but may also make them at any point during the meeting.
No Declarations of Interest received.
754. To resolve to suspend the meeting to allow no more than 15 minutes of public forum.
No members of the public attended the meeting.
755. Notes of the Parish Council meetings:
i. Notes of the Parish Council meeting held on: 20 February 2020 to be approved and signed as minutes.
ii. Notes of the Parish Council Business conducted under the Contingency Plan for Business Interruption (CP), as adopted on 18 March 2020, re-adopted 3 August 2021, re-adopted 3 February 2021, including Financial Statements:
a) 18 March – 7 August 2020 to be approved and signed as minutes.
b) 5 August – 31 December 2020 to be approved and signed as minutes.
c) 1 January – 31 March 2021 to be approved and signed as minutes.
d) 1 April – 5 May 2021 to be approved and signed as minutes.
e) 28 April 2021 to be approved and signed as minutes.
The above documents were circulated to all members of the Parish Council prior to this meeting.
The Chair requested comments on any of the above.
As there were no comments, the Chair proposed that the above be signed as minutes. This was seconded by Cllr S Wride, unanimously approved by a show of hands and so RESOLVED.
756. General Data Protection Regulation (GDPR)
To consider the re-adopting the following to comply with GDPR:
Data Map, Data Protection Policy, Subject Access Request Procedure, Data Breach Policy and Records Retention Policy, Privacy Notice and General Privacy Notice.
The above documents were circulated to all members of the Parish Council prior to this meeting.
The Chair requested comments on any of the above.
As there were no comments, the Chair proposed that the above be re-adopted to comply with GDPR. This was seconded by Cllr S Wride, unanimously approved by a show of hands and so RESOLVED.
757. To consider holding 4 meetings per year. To receive any updates regarding the extension to the power to
hold remote meetings and face-to-face-meetings. To note that the current CP has been adopted until 02/08/21 or as circumstances dictate.
a) Government guidance allowing Zoom meetings ends on 7th May 2021. Thereafter Parish Council meetings are to take place face-to face in covid secure premises that are available to the public in accordance with government regulations, LALC guidance and be subject to formal risk assessment.
Parish Councils are required to meet a minimum of 4 times per year.
The Chair proposed that the Parish Council meets 4 times in the current 2021/22 term (April to March).
Meeting 1. Annual Meeting of the Parish Council combined with AGAR (as this meeting) to be held in May.
Meeting 2. Summer Meeting to be held in July or August.
Meeting 3. Precept Estimate meeting in October /November (depending on when WLDC issue the paperwork)
Meeting 4. Final Precept meeting in January.
Actual dates would be confirmed.
The Chair requested comments on any of the above.
Following discussion, the Chair proposed that the above be adopted. This was seconded by DCllr J Ellis, unanimously approved by a show of hands and so RESOLVED.
b) It has been advised that Powers to carry out PC business can be delegated to the Clerk and decisions can be discussed as a ‘working group’, with the Clerk then carrying out the actions.
The Chair asked the Clerk to expand on this advice.
Following discussion, the Chair proposed that the above be adopted. This was seconded by Cllr M Mitchell, unanimously approved by a show of hands and so RESOLVED.
758. Financial Matters
i. To approve the Statement of accounts and bank reconciliations to date.
The RFO reported balances for April 2021, as at 4/05/2021:
a) Lloyds Current Account balance as £8182.54
(Includes Precept received of £5300)
b) Lloyds Bus Savings A/C £13082.07
Interest accrued is included.
Uncleared cheques: NIL
Payments received, included in balances: NIL
Payments received, excluded from balances: NIL
To note any regular payments made between 28 April–4 May 2021: NIL
To approve additional accounts for payment 5 May 2021: NONE
To note:
HMRC. PAYE £1.80
All payments up to 30th April 2021 made through the current account have been approved in accordance with the Parish Council’s Contingency Plan for Business Interruption.
It was proposed by Cllr G. Newton, seconded by Cllr S Wride and it was unanimously RESOLVED to approve the statement of accounts and bank reconciliation for April 2021.
It is noted that £3311.9 is carried forward from the 2020/21 accounts into the 2021/22 accounts and when added to the precept received gives a total of cash available of £8611.9. The forecast budget for 2021/22 is £7933. Additionally, £2633 of savings were returned to parishioners by way of a 9.1% reduction in the parish contribution to the council charge.
20:14 – the meeting was adjourned.
20:21 – the meeting reconvened.
ii. Audit 2020/2021
a) To note the Annual Internal Auditors Report
b) To approve and sign the Governance Statement. Chair and Clerk to formally approve and sign, noting the minute reference 758 ii b)
c) To approve the Accounting Statement 2020/2021. Signed and dated by the RFO prior to presenting for approval. Chair to formally approve and sign, noting the minute reference 758 ii c).
d) Exemption Certificate. RFO and Chair to formally sign and date, noting the minute reference 758 ii d)
e) To note that the Notice of Public Rights will be posted onto the website for at least 30 working days.
The above documents were circulated to all members of the Parish Council prior to this meeting.
The Chair requested comments on any of the above.
As there were no comments, the Chair proposed that the above AGAR documents are approved and duly signed by the Chairman and the Clerk. This was seconded by Cllr S Wride, unanimously approved by a show of hands and so RESOLVED.
iii. Bank Mandate
Currently the Chairman & the Clerk are authorised to approve current account payments using the online banking system with Lloyds Bank.
A third person is required. The Chairman requested councillors to make contact after this meeting if they were prepared to be added to the list of authorised signatories.
759. Any urgent items for discussion
Matters can be raised and may become future agenda items. Items will only be taken if notified to the Chairman 24 hours prior to the meeting.
Agenda Item 9 iii added.
760. To receive any updates on the S106 agreement / Sale of Land.
The Chairman advised that the land has been transferred to the ownership to the Parish Council
together with the £6000 maintenance fund from ACM Homes as specified in the original S106.
A Deed of Variation was signed between WLDC and the Parish Council that allowed the Parish Council
to sell the land.
The process was undertaken in accordance with the PC’s Policy for the Disposal of Land owned by the
Council.
Expressions of interest and subsequent agreements to purchase were received.
We are now awaiting draft contracts of conveyance from the Parish Council’s solicitors.
761. Date of next meeting
This is to be confirmed, pending any updates in Government advice regarding face-to-face meetings/ the extension of remote meetings. To be confirmed.
As there was no further business, the Chair declared the meeting closed at 20:34.
Chair……………G.NEWTON…
Date……………22 JULY 2021………….