May 2023

Minutes 18th May 2023

Minutes of Dowsby Parish Council Annual General Meeting

Held 18th May, 2023, 7-30p.m. at Dowsby Village Hall.

 

Present:   Cllrs L. Rodford, J.Dixon C. Chambers,

District councillor: Richard Dixon-Warren

Members of the Public: None

 

1049    APOLOGIES FOR ABSENCE: - M. Hill and V. Barker

 

1050    ELECTION OF OFFICERS

  1. Chairman of the Parish Council: Leonard Rodford, CC proposed, JD seconded
    1. Vice-Chairman of the Parish Council: Christopher Chambers, LR proposed, JD seconded

 

  1. DECLARATIONS OF INTEREST: None

 

  1. REPORTS FROM REPRESENTATIVES ON OUTSIDE BODIES –

 

1052.1 Village Hall committee had been represented by Cllr Dixon in the Parish Meeting. Minute repeated here:

      Speaking on behalf of Mel, Jackie Dixon informed the meeting:

Thanks offered to the Parish Council for the donation towards the coronation celebration where there was a very popular magician, games and a BBQ.

The temporary doors are to be upgraded in line with the original requirement of 25/75 split for access and use of original door furniture, by Adam resident and carpenter opposite the Village Hall. To be completed in July.

There are regular meetings to discuss activities at the village hall.

 

1052.2 SKDC Cllr. Dixon-Warren provided the Aveland Update newsletter for the meeting. He also informed the meeting that following the elections there had been a change in control of the District Council with the Conservatives and a few Independents now operating as the opposition to a coalition of Labour, Greens and other Independents. Only time will tell how this will affect the function of the council.  

 

  1. NOTES OF MEETING 15th February 2023 were approved as Minutes. Proposed by Cllr J. Dixon, seconded by Cllr L. Rodford

 

1054    CLERK’S REPORT ON MATTERS OUTSTANDING

1054.1 Damaged signs on Fen road ‘Fix my street 448256’ raised after last meeting by clerk has now been completed.

1054.2 Speeding: Extending the speed limit – has been completed. Parishioners and the care home have been informed and the news has been well received. The 8 year campaign, seeing 3 residents at Ashley House, has finally proved successful. Thanks go to Cllr. M. Hill for helping to get this latest effort over the line.

1054.3 Clearway for the bus stop: Cllr Dixon Warren informed the meeting that this would not be possible. Cllr. Rodford to convey this information to the resident that first raised the issue.

1054.4 General Power of Competence for councils is something LALC have been promoting. Internal auditor has indicated that in the absence of any procedures and policies we would find it difficult to demonstrate this. Clerk to follow.

1054.5 All 5 councillors applications were successfully submitted to SKDC and all were re-elected unopposed, there being 5 seats on the council. Acceptance of office and disclosure forms were completed by those at the meeting.

 

1055FINANCE.

 

1055.1 Bills for Approval and Bank Accounts.

 

Phil Galpin (2022/3 1st qtr net payment

plus printer cartridge)                                (100394)         £198.69

HMRC (2022/3 1st qtr tax payment)        (100378)         £37.80

Zurich Municipal                                         (100396)         £203.60

V. M. Free                                                      (100397)         £35.00

M. Randall (paint for gates)                       (100398)         £59.97

Total bills:                                                                             £535.06

 

Cheque account on 28.4.23                                                 £4391.24

Savings account on 28.4.23                                                 £1921.55

Total available funds:                                                        £6312.79

 

  1. The councillors reviewed and approved ‘Certificate of Exemption – AGAR 2022/23 Form 2’ from the external audit annual return for the year ended 31st March 2023.

 

  1. The councillors reviewed and approved ‘Section 1 – Annual governance statement for Dowsby Parish Council’, from the external audit annual return for the year ended 31st March 2023.

 

1055.4 The external audit annual return ‘Section 2 – Accounting Statements for Dowsby Parish Council’ for the year ended 31st March 2023 were agreed and approved.

 

1055.5 The internal auditor identified several items that should be addressed.

            There are no policies and procedures that the council operates to. This was discussed in some detail as the clerk attempted to make the councillors aware of the situation. Clerk to investigate further. Cllr Dixon-Warren offered a link to the procedures in place for Haconby to assist with this.

            The clerk does not have a contract of employment. Clerk to write.

            The clerks renumeration is likely to be below minimum wage, although a 5% pay rise has been implemented giving an increase of £3/month.

 

 

 

1056    PLANNING

            None

           

 

1057    CORRESPONDENCE RECEIVED.

  1. (Clerks & Councils Direct) Newsletter – March 2023 Issue 146
  2. (HMRC) Tax code information
  3. (HMRC) Employer EOY tax information
  4. (Elancity) Promotional information
  5. (Clerks & Councils Direct) Newsletter – May 2023 Issue 147
  6. (The Pensions Regulator) Re-declaration
  7. (Barclays) Bank statements
  8.  

Further email correspondence to be added

 

1058    MATTERS OF AN URGENT NATURE

1058.1 Speeding observed on the Fen road in the village. Gateways with 30mph signs fitted should help to deter this when installed. If issue persists consider requesting a speed-check from LRSP.  

 

1059    DATE OF NEXT MEETING: TBD, 7.30p.m, Village Hall, Dowsby.

 

There being no further business, the meeting was closed at 9:05p.m.

 

Phil Galpin,

Clerk to the Council,                                                                     

1st June, 2023.