May APCM 2024 Agenda
Digby Parish Council
Notice is hereby given the ANNUAL PARISH COUNCIL MEETING to be held on Wednesday 8th May 2024 commencing at 7pm, in Digby War Memorial Hall. This will be followed by the monthly parish council meeting for the purpose of considering and resolving business as set out in this agenda. County and District Councillors, the press and members of Digby electorate are cordially invited to join the meeting.
ANNUAL PARISH COUNCIL MEETING
1. APPOINTMENT OF CHAIRMAN AND SIGNING OF DECLARATION OF ACCEPTANCE OF OFFICE. (23/066)
2. APPOINTMENT OF VICE-CHAIRMAN (if required) AND SIGNING OF DECLARATION OF ACCEPTANCE OF OFFICE (23/067)
The meeting is then to be suspended for the public forum and reports from the County and District Councillors if required.
Public Forum
The public forum will proceed after the election of the Chairman for up to 15 mins, when members of the public may ask questions or make short statements to the council. This time allocation can be extended by resolution of the council.
District & County Councillors' Matters
After the Public Forum each councillor will provide a 5-minute report on the business of their relevant council
If none of the above are in attendance the Parish Council will resolve to commence the full council meeting as soon as possible.
A McDonald
Clerk to Digby Parish Council 01/05/2024
AGENDA
1.Chairman’s Opening Remarks. (24/065)
a) Welcome.
2. Apologies for Absence & Co-option (24/066)
a) To receive apologies for absence and reasons given.
3. Declarations of Pecuniary Interest & Applications of Dispensation (24/067)
a) To receive declarations of interest under the Localism Act 2011 – being any pecuniary interest in agenda items not previously recorded on Members’ Register of Interests and any written requests for dispensation.
4. Signing of the Minutes (24/068)
a) To resolve to accept the notes of the Parish Council Meeting held on Wednesday 10th April 2024 as a true and accurate record of that meeting.
5. Planning Matters (24/069)
a) Planning Applications Received.
Nil to date
b) Decision Notice Received.
Nil to Date.
c) Correspondence of objections received regarding Application 23/1429/FUL, 37 dwellings off Station Road.
6. General Parish Matters (24/070)
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) Drainage
ii) Playing field
iii) Finance
c) Annual Review of policy documentation, the relevant documentation was forwarded to councillors prior to the meeting.
i) Standing Orders – Last Reviewed May 2023
ii) Financial Regulations – Last reviewed May 2023
iii) Complaints procedure
iv) Freedom of Information Publication Scheme
Review schedule of charges for publication.
v) Data protection Policy
d) To review details for the insurance policy. All documentation had been forwarded to the councillors prior to the meeting.
e) To consider comments of the Annual Parish Meeting- Draft minutes circulated to councillors prior to the meeting.
7. Highways (24/071)
a) To report any pot holes or Highways issues.
b) Update for the request for a new street light on B1188
c) To consider any further update regarding Public Footpath No.5 and discuss correspondence from the Countryside Officer regarding upgrading stiles.
8. The Village Hall (24/072)
a) To acknowledge receipt of the minutes from the latest meeting of the committee, and any comments, if required.
9. Drainage (24/073)
a) Update on the meeting of the Emergency group volunteers.
b) To consider inviting the Floodmary mobile vehicle to the village.
10. Playing Field, Play Areas and Village General (24/074)
a) Report of Monthly inspection of Play Equipment.
b) Update on the improvements to the playing field road
c) To confirm painting of dug-out, goal posts and gate will be carried out by the football club. Paint will need to be purchased.
d) Update on improving the drainage on the Eastern boundary of the field.
e) To confirm revised litter picker contract.
f) Update on the removal of the hay bales abandoned on Station Road/Beck Street verge.
g) Bus Shelter repaint – conformation this will still be carried out by Mr K Hand.
11. Allotments (24/075)
a) To report on any updates from the Allotment Committee.
12. Finance (24/076)
a) To note bank balances, approve bank reconciliation
b) To note any income received during the last month.
None to date
c) To approve the following payments
Salaries/Expenses TBN
CJP Garden Services 36.00
Insurance 645.44
LALC – Website Maintenance Subscription 108.00
Village Hall – Meetings rent Nov/Dec/Jan/Feb/March 70.00
d) To consider electing additional signatories to the bank mandate.
External Audit
e) Subject to documents being returned from the internal Auditor
Annual Governance and Accountability Returns (AGAR) for 2023-34
i) To review the effectiveness of the internal control system and receive and note the Annual Internal Report.
ii) To approve Section 1. Annual Governance Statement 2023/24 by resolution and to be signed and dated accordingly by the Chairman and Clerk
iii) To consider Section 2. The Accounting Statements 2023/24
iv) To approve the Accounting Statement for 2023/24 by resolution and to be signed and dated accordingly by the Chairman and the Clerk (RFO).
v) The RFO to set the commencement date for the exercise of public rights
f) To confirm appointment of the Internal Auditor for 2023/24.
13. Correspondence (24/077)
a) LALC Newsletter - Distributed to all councillors
b) NKDC Newsletter - Distributed to all councillors
c) Correspondence regarding litter picker employment.
14. Dates of Future Meetings (24/078)
Parish Council meetings
For 2024 – Second Wednesday of the month - 12th Jun, 10th Jul, 14th Aug, 11th Sep, 9th Oct, 13th Nov and 11th Dec.
15. Any Business to Note for the Next Agenda (24/079)
16. Closed Session (24/080)
For confidential items in accordance with the Public Bodies Act 1960, if required.