May 2018 Agenda Annual Parish Council Meeting
Clerk: Angie McDonald, 60 East Road, Navenby, Lincoln, LN50EP
Tel: 07758 365966 Email: digbypc@gmail.com
Dear Councillor
MEETING OF DIGBY PARISH COUNCIL
You are summoned to attend DIGBY ANNUAL PARISH COUNCIL MEETING to be held in the Digby War Memorial Hall on Wednesday 16th May 2018 commencing at 6pm for the purpose of considering and resolving upon the business to be transacted at the meeting as set out hereunder.
County and District Councillors, the press and members of Digby electorateare cordially invited to attend.
PUBLIC FORUM
The publicforum will proceed at 7pm forup to 15mins, when members of the publicmay ask questions ormake short statements to the council.
DISTRICT & COUNTY COUNCILLORS MATTERS
From 7.15pm each Councillor willprovidea 5 minute report on the business of theirrelevant council.
POLICE
From 7.30pm the local PCSO to give a 5min report on local incidents/information.
If none of the above are in attendance the Parish Council will RESOLVEto commence the full council meeting as soon as possible.
Angie McDonald Clerk to the Council Date: 9th May 2018
1. ELECTION OF CHAIRMAN AND SIGNING OF DECLARATION OF ACCEPTANCE OF OFFICE.
2. ELECTION OF VICE-CHAIRMAN AND SIGNING OF DECLARATION OF ACCEPTANCE OF OFFICE.
3. CHAIRMAN’S OPENING REMARKS.
a) Welcome.
4. APOLOGIES
a) Apologies for absence and reasons given. GG
5. DECLARATIONS OF PECUNIARY INTEREST & APPLICATIONS FOR DISPENSATION
a) To receive reports on Members’ Disclosable Pecuniary Interests in relation to agenda items and to receive applications for Dispensation in accordance with the Localism Act 2011.
4. SIGNING OF THE MINUTES
a) To resolveto accept the notes of the Parish Council meeting held on Wednesday 18th April 2018 as a true and accurate record of that meeting.
5. PLANNING MATTERS
a) Pl a nni ng Appl i ca ti ons Recei ved
18/0449/HOUS – 4 The Hurn, erection of first floor extension over existing garage
18/0506/HOUS – 3 Church St, Erection of rear singlestorey lean to extension and rear extension above existing single storey wing.
b) Deci s i on Noti ce.
Nil received.
6. GENERAL PARISH MATTERS
a) To appoint members to parish organisations. i) Memorial Hall Committee
ii) Allotment Association
b) To appoint members to the working groups of the Parish Council.
i) Planning ii) Drainage
iii) Playing field iv) Finance
c) Annual review of policy documentation,
Standing Orders – Adopt New Model Orders incorporating changes to Data Protection Regulations Financial Regulations - Last reviewed May 2017
Complaints Procedure. – Last reviewed May 2017
d) of the inventory of assets and insurance cover
e) To adopt new General Data Protection Regulations i) To appoint a Data Protection Officer
ii) To adopt the Data Map
iii) To adopt the Data Protection Policy, Subject Access Request Procedure, Data Breach Policy and Records Retention Policy
iv) To adopt the Privacy Notices
v) To receive completed Security Compliance Checklists from all councillors
vi) To note that the council is already registered as a Data Controller with the ICO
f) To consider any additional information regarding the open spaces on Chestnut Close.
g) To consider a grant for the Friends of Digby School toward school science equipment
h) To acknowledge receipt of verbal complaint regarding vermin within land on North Street
7. HIGHWAYS
a) To discuss site meeting held at Beck Street on 3rd April
b) A hawthorn hedge is reported to be overgrowing the footpath along Greendykes.
c) Highways will be carrying out a review of the Cross to assess if any improved protection can be offered.
8. THE VILLAGE HALL
a) Questions, if any, regarding the recent village hall committee meeting.
b) To discuss theusage of villagehall garden area – Damage/insurance implications. Also to note location of keys for the gates.
9. DRAINAGE
a) To report any updates from LCC, IDB or the Environment Agency
10. PLAYING FIELD, PLAY AREAS AND VILLAGE GENERAL
a) Report on monthly inspection of play equipment from CH & JF
b) Report on equipment after a fault had been reported by a parent
11. ALLOTMENTS
a) Report from the last Allotment Association meeting.
12. FINANCE
a) Note of bank balances and approvebank reconciliation
b) To note income received.
Pigeon Club £ 35.00
Allotment Rent £720.00
Bowls Club £ 60.00
c) To resolve to approve the following payments:
d) Notification of increased charges to payroll processing due to GDPR
e) The Annual Governance and Accountability Return
i) To review the effectiveness of the internal control system.
ii) To approve Section 1. Annual Governance Statement 2017/18 by resolution and to be signed and dated accordingly by the Chairman and Clerk
iii) To consider Section 2. The Accounting statements 2017/18
iv) To approvethe Accounting Statement for 2017/18 by resolution and to be signed and dated accordingly by the Chairman and the Clerk (RFO).
v) To agree, complete and sign the Certificate of Exemption for councils wheregross income or gross expenditure £25,000 or less
d) To appoint the Internal Auditor for 2017/18.
13. CORRESPONDENCE
a) LCC Funding Portal – Distributed to councillors 23.4.18, 8.5.18
b) NALC, Update on GDPR and Data Protection Bill – Distributed to councillors 3.5.18
c) LCC Parish Websites update – Distributed to councillors 9.5.18
14. DATE OF FUTURE MEETINGS
20th Jun, 11th July, 15th Aug, 18th Sep, 17th Oct, 14th Nov, 19th Dec
15. ANY BUSINESS TO NOTE FOR THE NEXT AGENDA
Update on Village Hall Garden Footway Lighting
Review Risk Assessment to include parish grass cutting
16. CLOSED SESSION (for confidential items in accordance with the Public Bodies Act 1960)