November 21 2024 - Draft Notes
NOTES OF THE MEETING OF FENTON & TORKSEY LOCK PARISH COUNCIL,
held on Thursday 21 November 2024, 7pm,
at Kettlethorpe Village Hall.
PRESENT: DCllr R Pilgrim (appointed Acting Chair up to/including agenda item 7), Cllr L Davies (Chair from agenda item 8), Cllr D Buck, Cllr D Canning-Jones, Cllr T Moody, Cllr L Nemeth, Cllr P Smith, Cllr A Woods.
Also present: Ruth Keillar (Clerk). DCllr E Bailey, DCllr P Lee.
7 co-option applicants. 2 Member(s) of the public.
DCllr R Pilgrim welcomed everyone to the meeting and opened with the first item to appoint an Acting Chair.
1086. To appoint an Acting Chair.
It was proposed by DCllr E Bailey seconded by DCllr P Lee and it was RESOLVED that DCllr R Pilgrim be appointed Acting Chair to preside until completion of agenda item 7.
1087. Appointed DCllrs.
It was noted that WLDC had appointed DCllr E Bailey and DCllr P Lee to facilitate a quorum for the meeting.
1088. Apologies for absence.
None received.
1089. Declarations of Interest. 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.
1090. Public forum.
It was proposed by DCllr E Bailey seconded by DCllr P Lee and it was RESOLVED that the meeting be suspended to receive questions from the public.
a) It was asked about the arrangements for the appointment of DCllrs by WLDC, when this had happened and if the public had been made aware. It was confirmed that this was to make the PC quorate for the meeting, that this had taken place on 5/11/2024 and that a copy of the official WLDC seal document had been posted onto the PC website.
b) It was asked why a notice had not been placed onto the PC noticeboard. It was confirmed that the PC must adhere to the Transparency Code, which stipulates that all PC business information be posted onto the PC website; it was further stated that where it may be desirable to post onto a notice board, there had been no local Cllrs or staff available since September 2024.
c) It was asked if the community had been informed of the vacancies. It was confirmed that the vacancies had been widely advertised for some time, including posters displayed on PC noticeboards.
1091. Notes of the Parish Council meeting:
Notes of the Annual Meeting of the Parish Council held on 16 May 2024 to be approved and signed as minutes.
It was noted that to the best of the Members knowledge, the notes be approved as Minutes and they were signed by Acting Chair DCllr R Pilgrim.
1092. Co-option to Vacant Seats.
It was noted that applications had been received by DCllr R Pilgrim from seven members of the community and their details forwarded to the clerk for co-option.
Seat 1. It was proposed by DCllr R Pilgrim seconded by DCllr E Bailey and it was RESOLVED that
Mrs Deborah Canning-Jones be co-opted to the PC. Mrs Deborah Canning-Jones signed the Acceptance of Office form, this was countersigned by the Clerk and she joined the meeting as Cllr D Canning-Jones.
Seat 2. It was proposed by DCllr E Bailey seconded by DCllr P Lee and it was RESOLVED that Mr Paul Smith be co-opted to the PC. Mr Paul Smith signed the Acceptance of Office form, this was countersigned by the Clerk and he joined the meeting as Cllr P Smith.
Seat 3. It was proposed by DCllr R Pilgrim seconded by DCllr E Bailey and it was RESOLVED that
Mrs Linda Nemeth be co-opted to the PC. Mrs Linda Nemeth signed the Acceptance of Office form, this was countersigned by the Clerk and she joined the meeting as Cllr L Nemeth.
Seat 4. It was proposed by DCllr P Lee seconded by DCllr R Pilgrim and it was RESOLVED that
Mr Dale Buck be co-opted to the PC. Mr Dale Buck signed the Acceptance of Office form, this was countersigned by the Clerk and she joined the meeting as Cllr D Buck.
At this point DCllr E Bailey and DCllr P Lee stepped down from their temporary appointments and left the meeting.
Seat 5. It was proposed by Cllr L Nemeth seconded by Cllr D Canning-Jones and it was RESOLVED that Mr Andr? Woods be co-opted to the PC. Mr Andr? Woods signed the Acceptance of Office form, this was countersigned by the Clerk and she joined the meeting as Cllr A Woods.
Seat 6. It was proposed by DCllr R Pilgrim seconded by Cllr D Canning-Jones and it was RESOLVED that Mr Terence Moody be co-opted to the PC. Mr Terence Moody signed the Acceptance of Office form, this was countersigned by the Clerk and she joined the meeting as Cllr T Moody.
At this point DCllr R Pilgrim s temporary appointment became obsolete and he remained in the meeting as a DCllr Ward Member.
Seat 7. It was proposed by Cllr D Canning-Jones seconded by Cllr L Nemeth and it was RESOLVED that Mr Lee Davies be co-opted to the PC. Mr Lee Davies signed the Acceptance of Office form, this was countersigned by the Clerk and she joined the meeting as Cllr L Davies.
1093. Election of Chair for the remainder of the civic year.
It was proposed by Cllr D Buck seconded by Cllr T Moody and it was RESOLVED that Cllr L Davies be elected as Chair for the remainder of the Civil year until May 2025.
1094. Training. To consider Training arrangements for Cllrs.
Cllr L Davies, Cllr L Nemeth and Cllr T Moody requested that they be booked onto the LALC Councillor Training session, 28 January 2025, via Zoom.
1095. Clerks report
a) Clerk attended LALC Chair and clerk LALC training on 28/05/24, Welbourn Village Hall, with Cllr I B Smith.
b) Clerk attended LALC Summer Conference. Wednesday 24th July at Belton Woods Hotel,
Belton, Grantham, Lincolnshire, NG32 2LN. Cost and travel to be shared with Leadenham PC.
c) FOI request regarding grass cutting in the parish received 26/07/2024. Acknowledgement sent by return. Response to questions sent 10/08/2024.
d) Arrangements for new Members and new clerk requiring action:
i. Bank account: It was proposed by Cllr L Nemeth seconded by Cllr T Moody and it was RESOLVED that Cllr L Davies be added to the bank mandate. It was proposed by Cllr A Woods seconded by Cllr D Canning-Jones and it was RESOLVED that Cllr L Nemeth be added to the bank mandate.
ii. Equals account: It was proposed by Cllr D Canning-Jones seconded by Cllr L Nemeth and it was RESOLVED that Cllr L Davies be added to the Equals Account.
iii. LIVES defibrillator custodian tbc
iv. Collection of Speedwatch equipment and storage arrangements
v. Collection of various PC possessions, including lamp post poppies and protection coatings for the 2 benches.
vi. LALC website admin
vii. PC website admin
viii. 34sp (email system) admin
ix. Update IT products
x. ICO
xi. Pensions regulator
xii. Payroll provider
1096. Financial Matters.
a). To report the Statement of accounts and bank reconciliations as at 15/11/2024.
The RFO reported balances as at 15/11/2024:
i. Lloyds Current Account (****6968) 3,277.20
ii. Lloyds Bus Savings A/C (****6860) 16,348.97
iii. Equals Account (****5978) 0.00
Total 19,626.17
Includes Interest accrued June/July/August/September/November 70.68
Payments received, included in balances: 2,207.49
VAT reclaim for 01/02/2023-30/06/2023
Sills and Betteridge balance owed from S106 land sale 3.60
LCC Bus shelter grant 19/08/2024 9,000.00
Transfers:
14/06/2024 - From Bus Savings A/C (****6860) to Current Account (****6968)
This is to pay the Bus shelter cost to the supplier. 10,998
10/08/2024 From Current Account (****6968) to Bus Savings A/C (****6860)
This is the VAT reclaimed relating to the bus shelter purchase. 1,833.00
19/08/2024 From Current Account (****6968) to Bus Savings A/C (****6860)
Bus shelter grant from LCC repaid to savings 9,000.00
02/10/2024 - From Current Account (****6968) Equals Account (****5978)
Top up to 60.00 . 45.15
To note any approved payments made between 12/05/2024 15/11/2024:
|
REF NUMBER |
INVOICE DATE |
ITEM DESC |
EXPENSE ACCOUNT |
TOTAL ITEM |
|
7 |
13/05/2024 |
MRS ANDREA SMITH |
AUDIT |
35.00 |
|
8 |
21/05/2024 |
R KEILLAR |
CLERK SALARY |
230.57 |
|
9A |
21/05/2024 |
R KEILLAR |
CLERK OFFICE |
18.00 |
|
9B |
05/12/2024 |
R KEILLAR |
CLERK TRAVEL |
15.30 |
|
10 |
03/06/2024 |
LALC |
TRAINING |
30.00 |
|
11 |
30/05/2024 |
ACE SHELTERS LTD |
BUS SHELTER PROJECT |
10,998.00 |
|
12 |
26/06/2024 |
R KEILLAR |
CLERK SALARY |
230.57 |
|
13 |
26/06/2024 |
R KEILLAR |
CLERK OFFICE |
18.00 |
|
14 |
26/06/2024 |
HMRC |
HMRC |
32.80 |
|
15 |
05/01/2024 |
LALC |
SUBS |
174.16 |
|
16 |
19/06/2024 |
OFFICE 365 REIMBURSE R KEILLAR |
IT |
59.99 |
|
17A |
30/06/2024 |
ARG |
GRASS/HEDGE |
178.20 |
|
17B |
30/06/2024 |
ARG |
AMENITY |
382.50 |
|
17C |
30/06/2024 |
ARG |
VILLAGE MAINTENANCE |
33.00 |
|
18 |
25/07/2024 |
R KEILLAR |
CLERK SALARY |
230.57 |
|
19A |
25/07/2024 |
R KEILLAR |
CLERK OFFICE |
18.00 |
|
19B |
25/07/2024 |
R KEILLAR |
TRAINING |
7.25 |
|
19C |
25/07/2024 |
R KEILLAR |
TRAINING |
4.41 |
|
20 |
15/01/2024 |
WLDC |
DEFIB |
100.00 |
|
21 |
23/07/2024 |
STUART CLEGG |
PAYROLL |
50.40 |
|
22 |
11/07/2024 |
VIKING OFFICE UL LTD |
STATIONARY/POSTAGE |
49.79 |
|
23 |
25/08/2024 |
R KEILLAR |
CLERK SALARY |
230.57 |
|
24 |
25/08/2024 |
R KEILLAR |
CLERK OFFICE |
18.00 |
|
25A |
20/08/2024 |
ARG |
GRASS/HEDGE |
59.40 |
|
25B |
20/08/2024 |
ARG |
AMENITY |
127.50 |
|
25C |
20/08/2024 |
ARG |
VILLAGE MAINTENANCE |
16.50 |
|
26 |
23/08/2024 |
CARTRIDGESAVE |
STATIONARY/POSTAGE |
31.74 |
|
27A |
29/08/2024 |
ARG |
GRASS/HEDGE |
59.40 |
|
27B |
29/08/2024 |
ARG |
AMENITY |
127.50 |
|
27C |
29/08/2024 |
ARG |
VILLAGE MAINTENANCE |
16.50 |
|
28 |
02/10/2024 |
R KEILLAR |
CLERK SALARY |
230.57 |
|
29 |
02/10/2024 |
R KEILLAR |
CLERK OFFICE |
18.00 |
|
30 |
02/10/2024 |
HMRC |
HMRC |
33.00 |
|
31 |
02/10/2024 |
34SP |
IT |
119.40 |
|
32 |
23/07/2024 |
LALC |
TRAINING |
48.00 |
|
33A |
01/10/2024 |
ARG |
GRASS/HEDGE |
59.40 |
|
33B |
01/10/2024 |
ARG |
AMENITY |
127.50 |
|
33C |
01/10/2024 |
|
VILLAGE MAINTENANCE |
16.50 |
|
34 |
02/10/2024 |
CURRYS CLOUD STORAGE |
IT |
60.00 |
|
35 |
10/10/2024 |
STUART CLEGG |
PAYROLL |
25.20 |
|
36 |
15/10/2024 |
WLDC |
DEFIB |
106.00 |
|
37 |
18/10/2024 |
LIVES |
DONATION |
50.00 |
|
38 |
17/10/2024 |
AJG COMMUNITY SCHEMES |
INSURANCE |
741.33 |
|
39 |
18/10/2024 |
RBL POPPY APPEAL |
DONATION |
50.00 |
|
40 |
25/10/2024 |
R KEILLAR |
CLERK SALARY |
230.57 |
|
41 |
25/10/2024 |
R KEILLAR |
CLERK OFFICE |
18.00 |
|
42 |
28/08/2024 |
CO-OP |
STATIONARY/POSTAGE |
5.40 |
|
43 |
09/11/2024 |
R KEILLAR |
CLERK SALARY |
299.05 |
|
44 |
09/11/2024 |
R KEILLAR |
CLERK SALARY |
369.72 |
|
45A |
09/11/2024 |
R KEILLAR |
CLERK OFFICE |
36.00 |
|
45B |
09/11/2024 |
R KEILLAR |
CLERK TRAVEL |
30.60 |
|
46 |
09/11/2024 |
HMRC |
HMRC |
85.00 |
|
47 |
09/11/2024 |
STUART CLEGG |
PAYROLL |
25.20 |
|
48A |
11/11/2024 |
ARG |
GRASS/HEDGE |
59.40 |
|
48B |
11/11/2024 |
ARG |
VILLAGE MAINTENANCE |
16.50 |
|
49 |
11/11/2024 |
ARG |
GRASS/HEDGE |
132.00 |
|
50A |
11/11/2024 |
ARG |
GRASS/HEDGE |
59.40 |
|
50B |
11/11/2024 |
ARG |
AMENITY |
97.50 |
To note expenditure against budget at 15/11/2024:
Includes bus shelter
|
TOTAL SPENT |
BUDGET |
BALANCE REMAINING AGAINST BUDGET |
|
15,325.76 |
9,159.00 |
-6,166.76 |
Excludes bus shelter
|
TOTAL SPENT |
BUDGET |
BALANCE REMAINING AGAINST BUDGET |
|
6,160.76 |
9,159.00 |
2,998.24 |
For note only.
CIL
|
|
CIL £ |
CIL USED £ |
BALANCE £ |
|
|
CIL#1 April 2023 |
742.74 |
165.00 |
577.74 |
UP TO MAY 2028 |
|
TOTAL RECEIVED |
742.74 |
|
|
|
|
BALANCE AVAILABLE |
|
|
577.74 |
|
|
|
|
|
|
|
|
SPENDING |
|
|
|
|
|
30/05/2024 |
BUS SHELTER PROJECT |
165.00 |
|
|
|
TOTAL SPENT |
|
165.00 |
|
|
It was noted that that for this meeting the resolution for accepting the statement of accounts and payments made would be suspended, to give the new Cllrs the opportunity to become familiar with the financial records.
b) AGAR 2023-24.
To report the following:
i. Exemption Certificate and updated contact sheet were submitted to external auditor PKF Littlejohn LPP on 21/05/2024. Confirmation of exempt status logged received 14/06/2024.
ii. All documentation was posted onto the PC website:
a. Exemption certificate
b. Annual Internal Auditors Report
c. Governance Statement.
d. Accounting Statement.
e. Notice of Public Rights will be posted onto the website for at least 30 working days.
f. Bank Reconciliation
g. Explanation of Variances
h. Expenditure of 100 and over.
i. Asset list to 31/04/2024.
c) It was noted that that Lloyds bank will introduce a monthly charge of 4.25 per account staring 14 Jan 2025.
d) Budget and Estimated Precept request.
A summary of last year s budget and options for year 2025-26 had been circulated.
It was proposed by Cllr T Moody seconded by Cllr D Canning-Jones and it was RESOLVED that a Precept Estimate for 2025-26 of 9,840 be submitted to WLDC by 22/11/2024. This represents a change of 41.16% increase against 2024/25 = 58.89 and does not include any carry-over from 2024-25. It was noted that the final Precept request, due for submission on Friday 24 January 2025, when amendments may be made.
1097. Staff Vacancy
a) It was noted that the clerk had resigned and will be in post until 31 December 2024.
b) It was proposed by Cllr T Moody seconded by Cllr L Davies and it was RESOLVED that the draft job advertisement, closing date of 5 January 2025, be approved and submitted to LALC, for inclusion in their paid advertising scheme, at a cost of 75.
c) It was noted that if no suitable candidates are found, alternative arrangements will be considered.
1098. Date of next meetings.
Dates for 2025 were noted:
Meetings January 16, March 20, May 15 (AMPC), July 17, September 18, November 20.
The Annual Parish Meeting (APM) must be called by the Chair between 1st March and 1st June each year.
The Annual Parish Council Meeting (AMPC) must be held on any date in May each year, except in an election year when it must be held within 14 days of the new council taking office.
As there was no further business, the Chair declared the meeting closed at 18:34
Please be advised that these are notes of the meeting taken by the Clerk and cannot in any way be regarded as the official minutes of council proceedings until they are approved and signed at the next Parish Council meeting.
255/2024