Minutes 9th May 2024 Annual Parish Council Meeting
Halton Holegate with Halton Fenside Parish Council
Minutes of the Annual Meeting of the Council held at Halton Holegate Methodist Chapel on Thursday 9th May 2023 commencing at 7pm. These are notes of the meeting until approved as a true record.
Present:
Cllrs D Sisson (Chair), C Holmes (Vice-Chair), S Andrew, C Clare, C Edwards, and T Robson; and County Councillor W Bowkett.
Clerk - J Sargent.
There were two members of the public in attendance.
1. To elect a Chair of the Council for the forthcoming term of office.
With no other Councillors nominated, it was resolved unanimously to appoint Cllr Sisson as the Chair of the Council for the forthcoming term of office.
2. To receive the Declaration of Acceptance of Office of the elected Chair.
The Declaration of Acceptance of Office of Chair to the Council was signed by Cllr Sisson and the Clerk.
3. To elect a Vice-Chair of the Council for the forthcoming term of office.
With no other Councillors nominated, it was resolved unanimously to appoint Cllr Holmes as the Vice-Chair of the Council for the forthcoming term of office.
4. To receive the Declaration of Acceptance of Office of the elected Vice Chair.
The Declaration of Acceptance of Office of Vice-Chair to the Council was signed by Cllr Holmes and the Clerk.
5. Chairman’s Welcome.
The Chairman welcomed all present, mentioned his disappointment at the poor attendance at the Annual Parish Meeting, which preceded the Annual Meeting of the Council, from members of the public and thanked Councillors for re-electing him as Chair.
6. Apologies.
It was resolved unanimously to accept apologies from Cllr J Vickers.
7. Declarations of Interest.
None received.
8. To confirm the minutes of the Council meeting held on Thursday 7th March 2024.
With no matters arising, it was resolved unanimously to accept the minutes from March as a true and accurate record.
9. Finances:
a. To approve the list of accounts submitted for consideration for March.
With no matters arising, it was resolved unanimously to accept the list of accounts submitted for consideration.
b. To receive an updated Bank Reconciliation for March.
The Clerk provided a bank reconciliation, to keep Councillors up to date on the Council’s financial status, for information purposes only.
c. To approve the list of accounts submitted for consideration for April.
With no matters arising, it was resolved unanimously to accept the list of accounts submitted for consideration.
d. To receive an updated Bank Reconciliation for April.
The Clerk provided a bank reconciliation, to keep Councillors up to date on the Council’s financial status, for information purposes only.
e. To approve outstanding invoices to be paid.
i. Zurich Insurance.
With no matters arising, it was resolved unanimously to approve payment of the insurance renewal invoice.
10. To receive a budget review for 2023-24.
The Clerk provided a budget review for the end of the financial year, to keep Councillors up to update on the Council’s income and expenditure.
11. To approve the Annual Governance and Accountability Return (AGAR) for 2023-24:
a. To approve section 1, points 1 - 9 of the Annual Governance Statement for 2023-24.
The Clerk read points 1-9, it was resolved unanimously to agree to points 1-8 as correct and mark point 9 as N/A.
b. To approve section 2, Accounting Statement.
The Clerk explained the figures on Accounting Statement. Some figures need to be submitted with an explanation to the external auditor, as ELDC overpaid the precept in the previous financial year. It was resolved unanimously to accept the Accounting Statement and submit to the external auditor.
12. To consider feedback and recommendations from the Internal Auditor.
Cllr Sisson commented on ensuring that a mid-year audit will be conducted in October 2024, to help make the end of year internal audit easier. Issues with the website were also raised; the Clerk to liaise with LALC’s webmaster to help tidy up the website. The recommendations also note that the Council should have Terms of Reference for the Personnel Committee. Cllr Holmes advised that there are already Terms of Reference in place.
Cllr Sisson advised that item 7 on the list regarding a copy of passwords, a procedure is in place and that Section 137 needs to be listed on the cashbook as well as logged on the budget, regardless of whether any funds are allocated to it. Cllr Sisson stressed the necessity to make sure the website was up to date and contained accurate information.
13. To receive reports from:
a. The Chair
Cllr Sisson circulated a report prior to the meeting via email.
b. The Clerk
The Clerk reported on recent time off through illness and annual leave, attending training for the CiLCA qualification and completing end of year financial information.
14. To receive notification of any planning permissions, refusals, withdrawals, or amendments.
a. Housing Development on Halton Road - 600 houses.
Cllr Sisson thanked Councillors for their comments and confirmed a response had been submitted to ELDC, which is available on ELDC’s planning portal. Cllr Sisson recommended staying up to date with new information as and when it is provided.
Councillors suggested meeting with a representative from the developers again to discuss concerns. The Clerk to contact the developers to arrange.
b. The National Grid Pylon proposals, Grimsby to Walpole.
Cllr Sisson thanked Cllr Edwards for his contribution to the response which has been submitted. The Clerk confirmed that the National Grid have not confirmed receipt of the response.
c. The National Grid Eastern Green Link proposals
Cllr Edwards modified the response to accommodate further comments from Councillors, with approval to send on behalf of the Council. Cllr Sisson advised of further consultation events at villages nearby.
Cllr Sisson advised Councillors of a planning application for a property on Ashby Road, which falls within the parish boundary has received full planning permission, information circulated via email.
15. To appoint members to Committees of the Council
a. Personnel and Staffing Committee
It was resolved unanimously to appoint Cllrs Clare, Holmes, and Robson.
b. Grievance Committee
It was resolved unanimously to appoint Cllrs Andrew, Edwards, and Vickers.
16. To appoint members to serve as the Parish Council’s representatives to outside bodies:
a. Halton Holegate & Alice Audley Jackson Trust
It was resolved unanimously to appoint Cllr Sisson as the Parish Council’s representative on the Halton Holegate & Alice Audley Jackson Trust.
17. To appoint members to serve on additional responsibilities groups.
a. Agriculture, Water and Wildlife management including Tree Warden.
It was resolved unanimously to appoint Cllr Vickers.
b. Development and Planning
It was resolved unanimously to appoint Cllr Andrew.
c. Footpaths
It was resolved unanimously to appoint Cllr Edwards.
d. Finance
It was resolved unanimously to appoint Cllr Sisson.
e. Safeguarding Lead
It was resolved unanimously to appoint Cllrs Clare and Robson.
f. Website
It was resolved unanimously to appoint Cllrs Edwards and Robson.
18. To receive an update on highways, footpaths, and road closures.
a. To consider the problems with parking on Station Road including feedback from the Meeting held between the Chair, LCC Councillor, LCC Highways, and the local primary school.
Cllr Bowkett updated Councillors on a recent meeting with Highways officers, discussing amendments to the road markings, and monitor to assess whether more signs are needed.
Cllr Bowkett advised that school staff vehicles must be parked in the school’s car park where possible.
Cllr Sisson expressed concerns over safety; Cllr Bowkett advised speed reduction would be the next step and recommended a community speedwatch group in Halton Holegate.
b. Issues to be reported or already reported to fix my street.
Cllr Sisson covered issues within his report and Cllr Bowkett’s report.
19. To review policies:
a. Standing Orders
b. Code of Conduct
c. Financial Regulations
The Clerk mentioned updates to the Standing Orders to include criteria that is a legal requirement are written in bold.
Cllr Holmes mentioned that some updates to the Financial Regulations have been reported in the recent LALC newsletter. The Clerk to review and bring to Council if there are any updates.
It was resolved unanimously to adopt the policies that were tabled.
20. To consider action regarding the D-D lantern and anniversary commemoration.
Cllr Holmes advised that the lantern was not going to be purchased following discussions at the Working Party meeting held on 25th April 2024. The Church were willing to be custodians of the lantern but were unable to light the lantern on 6th June 2024 for the D-Day commemoration. The school did not wish to be part of the commemoration or be the custodians. Cllr Sisson advised of the offer from the Church to light the bell tower for the evening, and the Parish Council will contribute towards the costs.
21. To consider agenda items for the next meeting.
• Website
• Policies
• Emergency Plan
22. To confirm the date of the next meeting.
The date of the next meeting was confirmed as Thursday 11th July 2024
With no further comments, Cllr Sisson closed the meeting at 8:35pm.