10 Jun 2019

APCM Minutes May 2019

by | posted in: Agendas & Minutes | 0

COTON-IN-THE-ELMS  PARISH  COUNCIL

 

Minutes of the Annual Parish Council meeting held on 13th May 2019, at the Community Centre, Coton-in-the-Elms.

 

Present

 

Councillors Mrs K Bradford [Chairman], Mrs C Bradford, M Kinson, A Lees [Vice-Chairman], A Leese and MJ Mason.

 

District Councillors A Brady and Mrs A Wheelton were also in attendance.

 

Mr PG Davies, the Parish Clerk, was also present.

 

  1. APPOINTMENT OF CHAIRMAN

 

RESOLVED

 

            That Councillor Mrs K Bradford be appointed Chairman for the ensuing year.

 

  1. MINUTES

 

            RESOLVED

 

That subject to Councillor A Leese being substituted for Councillor A Lees in minute 3, the minutes of the meeting held on 8th April 2019, be approved and signed as a correct record.

 

  1. APPOINTMENT OF VICE-CHAIRMAN

 

RESOLVED

 

That Councillor A Lees be appointed Vice-Chairman for the ensuing year.

 

  1. PAYMENTS

 

RESOLVED

 

That the payments included on the Agenda, together with the following additional payments, be authorised:-

 

 

Payee

  

Item

  

£
The Clerk Ø      Postage

 

 10.97

 
Zurich Municipal Ø      Insurance Premium 311.88

 
Reflex Print Shop Ø      Printing

 

 21.00

[VAT 3.50]

 
Mr N Walker Ø      Internal Audit 230.00

 

 

  1. DEFIBRILLATOR

 

The Parish Council noted that training on the use of the defibrillator would be arranged in due

course.

 

 

 

  1. DOCUMENTATION

 

The Clerk tabled the following documents for circulation to Members:-

 

  • South Derbyshire Active Community Directory
  • Clerks and Councils Direct
  • April 2019 Crime Reports

 

  1. CO-OPTION

 

The Clerk reported that information was awaited for the District Council to clarify the position on co-option.

 

An update would be given at the next meeting.

 

  1. ANNUAL AUDIT

 

The Clerk reported on the Audit requirements for 2018/2019.  Documentation on the Audit had been circulated.

 

RESOLVED

 

That as neither the gross income or gross expenditure exceeded £25,000, the Parish Council formally certify itself as exempt from a limited assurance review

 

  1. ANNUAL GOVERNANCE STATEMENT 2018/2019

 

A copy of the Annual Governance Statement for 2018/2019 had been circulated.

 

RESOLVED

 

That the Annual Governance Statement, as submitted, be formally approved.

 

  1. ANNUAL ACCOUNTING STATEMENTS 2018/2019

 

A copy of the Annual Accounting Statements for 2018/2019 had been circulated.

 

RESOLVED

 

That the Annual Accounting Statements for 2018/2019 be approved.

 

  1. ACTION GRANTS

 

The Clerk reported on an Action Grants Scheme launched by the County Council.  It was now possible for Parish Councils to apply in their own right.  A rolling programme of applications was on-going, with grants being awarded up to the end of May 2020.

 

The Clerk undertook to arrange for the information to appear on the Parish Council’s website.

 

  1. CONCURRENT EXPENSES

 

The Parish Council noted details of the claim for Section 136 concurrent expenses which had been made to the District Council.  A copy of the claim document had been circulated.

 

RESOLVED

 

That the action taken be approved and confirmed.

 

 

 

  1. STANDING ORDERS AND FINANCIAL REGULATIONS

 

The Clerk had circulated comprehensive Standing Orders and Financial Regulations of the Parish Council.

 

RESOLVED

 

That both the Standing Orders and Financial Regulations be formally approved and adopted by the Parish Council.

 

  1. REPORT BACK ON OUTSIDE BODIES

 

There were no reports to this meeting.

 

  1. RISK ASSESSMENT REPORT

 

The Parish Council noted the Risk Assessment Report, a copy of which had been circulated.

 

RESOLVED

 

That the Risk Assessment Report be formally approved and confirmed.

 

  1. APPOINTMENT TO OUTSIDE BODIES

 

RESOLVED

 

That the appointment of Members to serve on outside bodies for the forthcoming year be agreed as follows:-

 

Outside Bodies Member[s]
CVS Councillor Mrs K Bradford/Parish Clerk

 
Village Maintenance and Liaison

Coton-in-Bloom

 Councillor A Leese/Parish Clerk

 

 
Community Centre Management

Committee Liaison

 Councillor MJ Mason

 

 
Linton Area Committee and Safer

Neighbourhoods

 

 Councillors Mrs K Bradford, Mrs C Bradford

and A Lees
Flood Liaison Committee Councillor A Leese

 
Rosliston Surgery – Liaison Councillor Mrs K Bradford

 
Joint Meeting of Parish Councils and District Council

 

 Councillors Mrs K Bradford, Mrs C Bradford and A Lees
Drakelow Liaison Group

 

 Councillor A Lees
Newsletter – Submission of Articles Councillor Mrs K Bradford

 

 

 

  1. REPORT OF DISTRICT COUNCILLORS

 

The Chairman welcomed two newly appointed District Councillors to the meeting.  Each

 

 

 

 

Member introduced themselves and gave a resumé of their duties on the District Council.

 

The Parish Council looked forward to working with both Members in the future.

 

  1. REPORT OF COUNTY COUNCILLOR

 

The County Councillor was not present at the meeting.

 

  1. MEMORIALS – VILLAGE GREEN

 

Members were continuing to pursue their investigations into the names of the servicemen and their regiments for inclusion on the memorials to be placed on the Village Green.

 

  1. NOTICE BOARD – VILLAGE GREEN

 

The Parish Council noted that the notice board on the Village Green had been removed for repair.  Members expressed the hope that the work would be carried out expediously.

 

  1. PUBLIC SESSION

 

The Clerk undertook to send the parishioner present a copy of the letter received from the County Council on Action Grants.

 

  1. PLANNING APPLICATIONS

 

There were no planning applications for consideration at this meeting.

 

  1. WELCOME SIGNS ON ENTRANCES TO PARISH

 

The Clerk undertook to write to the District Council requesting that they either refurbish or replace these signs.  The signs had badly deteriorated and required more than basic cleaning.

 

  1. COTON WOOD CAR PARK – LITTER BINS

 

The Clerk would liaise with the Woodland Trust regarding the provision of a litter bin at the Coton Wood car park.

 

  1. RECREATION GROUND

 

RESOLVED

 

That the Clerk write to the District Council regarding

 

[i]   the poor state of maintenance of the grounds, and

[ii]  the need for access to be improved for the disabled and people with pushchairs.

 

  1. DATA PROTECTION

 

The Clerk had circulated Data Protection documentation for formal adoption by the Parish Council.  It was important that the document was approved to ensure compliance for the new legislative Data Protection requirements.

 

RESOLVED

 

That the documents, as submitted, be formally approved and adopted by the Parish Council.

 

 

 

  1. DATE OF NEXT MEETING

 

The Parish Council had previously agreed that the next meeting would be held on 17th June 2019, at 7.00 pm.

 

  1. EXCLUSION OF THE PRESS AND PUBLIC

 

RESOLVED

 

That the press and public be excluded from the remainder of the meeting as the Parish Council would be considering a staffing matter relating to the salary of the Clerk.

 

  1. ANNUAL REVIEW OF CLERK’S SALARY

 

The Clerk reported that the National Negotiating Machinery had agreed new salary scales for

Local Government employees.

 

RESOLVED

 

That the National Agreement be formally adopted by this Parish Council and, as a consequence, the Clerk’s salary be increased from £3,576.82 to £3,647.80 with effect from

1st April 2019.

 

 

 

 

___________________________

[Chairman]