May 2020 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 aresummoned to take part in a virtual meeting of DIGBY PARISH COUNCIL to be held on 20th May 2020 commencing at 7pm for the purpose of considering and resolving upon the business to be transacted at the meeting as set out hereunder.
County and District Councillors, thepress and members of Digby electorate are cordially invited to join the meeting.
Please contact the Clerk for the required meeting ID and password to join the meeting
PUBLIC FORUM
The public forum will proceed at 7pm for up to 5mins, when members of the public may ask questions or make short statements to the council.
DISTRICT & COUNTY COUNCILLORS’ MATTERS
From 7.05pm each Councillorwill providea 5 minute report on the business of their relevant council.
POLICE
From 7.20pm the local PCSO will givea 5min report.
If none of the above arein attendance the Parish Council will RESOLVE to commence the full council meeting as soon as possible.
Angie McDonald
Clerk to the Council
Date: 13/05/2020
ANNUAL PARISH COUNCIL MEETING
1. ELECTION OF CHAIRMANAND SIGNINGOF DECLARATION OF ACCEPTANCE OF OFFICE.
2. ELECTION OF VICE-CHAIRMAN ANDSIGNINGOF DECLARATION OF ACCEPTANCE OF OFFICE
1. CHAIRMAN’S OPENING REMARKS.
a) Welcome.
2. APOLOGIES
a) Apologies for absence and reasons given.
1. 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 Annual Parish Council meeting held on Wednesday 17th March 2020 as a true and accuraterecord of that meeting.
b) Note there was no meeting in April due to Covid19 restrictions
5. PLANNING MATTERS
a) Pl a nni ng Appl i ca ti ons Recei ved 20
b) Deci s i on Noti ce. Nil
6. GENERAL PARISH MATTERS
a) To appoint member 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.
Standing Orders – Last Reviewed May 2019
Financial Regulations – Last reviewed Oct 2019
d) To reiview the inventory of ass-sets and insurance cover – Documents forwarded ro councillors prior to the meeting and to accept the quote for the insurance of £476.53
e) To discuss action to remove rubbish dumped in Green Dykes
f) To discuss the area of sunken footpath off North Street
g) To discuss progress on ‘Happy to Chat’ bench.
h) To consider a grant for ‘Santa Sleigh’
7. HIGHWAYS
a) To report any potholes or highways problems.
8. THE VILLAGE HALL
a) To confirm alterations of the external lighting have been completed
9. DRAINAGE
a) To report any updates from IDB or the Environment Agency.
b) Flood Alleviation Scheme - To note the progress report received from LCC
10. PLAYING FIELD, PLAY AREAS AND VILLAGE GENERAL
a) To confirm the bark has been received and laid under the slide.
b) To confirm the bin has been reinstated at the bus shelter for £20.00
11. ALLOTMENTS
a) To confirm the invoicehas been sent for the Allotment rents
12. FINANCE
a) Note of bank balances and approvebank reconciliation
b) To note income received.
c) To approve the end of year accounts
d) To approve for the following payments:
d) The Annual Governance and Accountability Return
i) To review the effectiveness of the internal control system.
ii) To approve Section 1. Annual Governance Statement 2019/20 by resolution and to be signed and dated accordingly by the Chairman and Clerk
iii) To consider Section 2. The Accounting statements 2019/20
iv) To approvethe Accounting Statement for 2019/20 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
e) To appoint the Internal Auditor for 20119/20.
13. CORRESPONDENCE
a) LALC – Weekly newsletter. Distributed to all councillors
b) NKDC Weekly Newsletter – Distributed to all the councillor
c) Digby Parochial Church Council – Thank you letter for the grant for the grass cutting
14. DATE OF FUTURE MEETINGS
Parish Council meetings for 2020
15th Jul, 19th Aug, 16th Sep, 21st Oct, 18th Nov and 16th Dec Annual Parish Meeting – Delayed until further notice
15. ANY BUSINESS TO NOTE FOR THE NEXT AGENDA
Teenage Shelter - To be considered when the lockdown is lifted
Village Boundary Sign – To be considered when the lockdown is lifted
16. CLOSED SESSION (for confidential items in accordance with the Public Bodies Act 1960) If required.