May 2022 Minutes Annual Parish Council Meeting
MINUTES OF THE ANNUAL MEETING OF ANCASTER, SUDBROOK AND WEST WILLOUGHBY PARISH COUNCIL WHICH TOOK PLACE IMMEDIATELY AFTER THE ANNUAL PARISH MEETING ON 16 MAY AT 7.15PM
Present: Cllrs D Sayer, A Rock, Mrs A Hollick, N. Barker, Mrs J Pearsey,
Dr J Entwistle and J Leighton
In Attendance: Denise Gascoyne Parish Clerk
1.Election of Chairman:
The Clerk asked if anyone was willing to stand as Chairman. It was proposed, seconded and
Resolved: that Cllr D Sayer be elected as Chairman of Ancaster, Sudbrook, and West Willoughby Parish Council. Cllr Sayer signed the formal Declaration of Acceptance of Office as Chairman. This was countersigned by the Clerk as Proper Officer of the Council. One copy would be sent to the Monitoring Officer and a copy put on the website.
2.Election of Vice-Chairman:
The Chairman asked if anyone was willing to stand as Vice-Chairman. Cllr Leighton offered his services. It was proposed, seconded and
Resolved: that Cllr J Leighton be appointed as Vice-Chairman of Ancaster, Sudbrook, and West Willoughby Parish Council. Cllr J Leighton signed the formal Declaration of Acceptance of Office as Vice-Chairman. This was countersigned by the Clerk as Proper Officer of the Council. One copy would be sent to the Monitoring Officer and a copy put on the website.
3.Election of Finance Officer:
It was proposed, seconded and
Resolved: that Cllr Rock be appointed Finance Officer
4.To receive Declaration of Acceptance of Office and update Members’ Disclosable Pecuniary and other Interests.
All Cllrs signed the Declarations of Acceptance of Office and Members’ Disclosable Pecuniary and other interests. A copy would be sent to the Monitoring Officer and a copy put on the website. The Clerk would enquire as to whether addresses had to be on the DPI.
5.Apologies for Absence:
a. The Clerk reported that apologies for absence with valid reasons had been received from Cllr W Rowlett. It was proposed, seconded and
Resolved: that apologies for absence with valid reasons be accepted from Cllr W Rowlett.
6.To approve and accept as a true record the notes of the meeting of the Parish Council held on 11 April 2002. It was proposed, seconded and
Resolved: to accept the notes of the meeting held on 11 April 2022 as a true record, and the Chairman signed the minutes.
7.To review and adopt Standing Orders: The Standing Orders had been circulated to all Cllrs. The Clerk reported they had been amended to include the updated Model Standing Order 18 Financial Controls and Procurement. After a short discussion it was proposed, seconded and
Resolved: that the Standing Orders be adopted. A copy would be placed on the website.
8.To review and adopt Financial Regulations: The Financial Regulations had been circulated to all Cllrs. No amendments were noted. It was proposed, seconded and
Resolved: that the Financial Regulations be adopted. A copy would be placed on the website.
9. To approve and accept the Asset Register: The updated Asset Register to 31 March 2022 had been circulated to all Cllrs. It was proposed, seconded and
Resolved: to approve and accept the Asset Register. A copy would be placed on the website.
10.To approve and adopt the following policies:
a. Due to illness the policies had not been updated. These would be on the next Agenda.
11.To approve and accept the Council Insurance Policy: The Council Insurance Policy had been circulated to all Cllrs. It was proposed, seconded and
Resolved: to accept the policy which is part of a long-term agreement which ends on 01 June 2025 and to include on the Approval List for payment
12. To formalise the following Working Groups: Cllrs agreed to be members of the following working groups:
• Planning – Cllrs J Leighton, Cllr Mrs Pearsey, Cllr D Sayer, Cllr N Barker
• Cemetery – Cllrs Mrs A Hollick, Cllr Dr J Entwistle, Cllr N Barker
• Grounds Maintenance – Cllr D Sayer
• Finance – Cllr D Sayer, Cllr A Rock, and the Parish Clerk
• Parish Hall – Cllr D Sayer. Cllr W Rowlett, Cllr N Barker
• Highways – Cllr J Leighton, Cllr D Sayer, Cllr Dr J Entwistle, Cllr Mrs A Hollick
• Playing Field – Cllr D Sayer
13. Finance:
a. Section 1 of the Annual Governance and Accountability (AGAR) 2021/2022 was read out by the Chairman. It was proposed, seconded and
Resolved: that Section 1 of the Annual Governance and Accountability (AGAR) 2021/2022 be filled in and signed by the Chairman. This was recorded as Minute Reference 13(a).
b. Section 2 Accounting Statement of the AGAR had been circulated to all Cllrs. It was proposed, seconded and
Resolved: that Section 2 Accounting Statement of the AGAR be signed by the Chairman. This was recorded as Minute Reference 13(b).
c. The Statements of Accounts had been circulated to all Cllrs. It was proposed, seconded and
Resolved: to accept the Statement of Accounts and these were signed by the Chairman.
The Annual Meeting closed at 7.25pm
The Parish Council meeting began at 7.26pm
14.Vacancies for Parish Councillors:
a. The Clerk confirmed we have three vacancies on the parish council and can co-opt all three.
15.Highways Issues:
a. Notification had been received of a Temporary Traffic Restriction Sudbrook Level Crossing 07.06.22 from 8.00am to 4.00pm. FOR INFORMATION ONLY.
b. County Cllr R Wootten reported that an assessment had been conducted on Ermine Street outside the Co-op in relation to waiting restrictions. LCC Senior Traffic Engineer had visited the site on several occasions and confirmed no issues were present, therefore nothing was proposed at this time.
c. County Cllr R Wootten had confirmed that the works on Ermine Street would take place at October half term week and expected to last for 8 days.
d. Notification had been received that at the end of May and the start of June Openreach will be conducting work to lower the Openreach network beneath the proposed ‘Bellmouth junction’. Work is expected to last between 5-10 days.
16.Parish Clerk Update:
a. The Clerk confirmed that Speed Watch had now resumed. The Parish Council were asked to put something on notice boards and Facebook.
17.Correspondence:
a.SKDC Newsletter – circulated to all Cllrs.
b. LALC e-news – circulated to all Cllrs
c.Safer Together SKDC and NKDC newsletters – circulated to all Cllrs.
d. SKDC Best Kept Village 2022 – circulated to all Cllrs.
e. Local Councils Update – passed to Cllr Dr Entwistle
f. LCC Parish Newsletter – circulated to all Cllrs.
g. ICCM Updates – circulated to Cllrs Dr Entwistle, Cllr Mrs A Hollick, Cllr N Barker, and Cllr D Sayer.
h. Clerks and Councils Direct – Cllr Mrs A Hollick
i. NALC Legal Update April 2022 – circulated to all Cllrs.
18.Cemetery:
a. Cllr Dr Entwistle gave a brief overview of the meeting held with Andy Newton to discuss the Cemetery. Most of the administration would be done by the Clerk and the actual cemetery management by Cllrs Dr Entwistle, Mrs A Hollick and N Barker. It was very much a learning curve.
19.Grass Cutting/Grounds Maintenance:
a. Andrew Newton had confirmed that the ditches in Sudbrook have been cleared out by the Drainage Board. This should hopefully avoid any further flooding On Carlton Road and Heath Lane Close.
20.Planning:
a. S22/0719 Planning application for extension to dwelling including conversion of existing carport to living accommodation 26 Minerva Close. It was proposed, seconded and
Resolved: to make no comments on this application.
b. S22/0671 Planning approval of non-material amendments to permission S20/1857 63 Ermine Street. FOR INFORMATION ONLY.
c. S22/0226 Planning permission to Section 73 application to vary condition 2 Glebe Farm Sudbrook. FOR INFORMATION ONLY.
d. S22/0029 Planning permission erection of outbuilding in garden 45 St Martin’s Way. FOR INFORMATION ONLY.
21.Parish Hall:
a. Confirmation the new sign is in situ at the Parish Hall.
b. Cllr Sayer had no update on the refurbishment of the upper room, but drawings had been requested.
22.Finance:
a. The Bank Reconciliations, Bank Transfers and Cashbook to 30 April 2022 had been circulated to all Cllrs. It was proposed, seconded and
Resolved: to accept the Bank Reconciliations, Bank Transfers and Cashbook to 30 April 2022 and these were signed by the Chairman.
b. The Staff BACS Payments Approval List had been circulated to all Cllrs. It was proposed, seconded and
Resolved: to accept the Staff BACS Payments Approval List amounting to £1682.60 and authorise the Clerk to make the payments.
c. The Approval List for BACS/DD Payments had been circulated to all Cllrs. It was proposed, seconded and
Resolved: that the following BACS/DD Payments be accepted and authorise the Clerk to make the payments.
A Newton Cemetery Expenses £58.47
C Bradford Expenses re Fire Door £13.78
D Sayer Hozelock Garden Sprayer £45.80
Environment SK Grass cutting/Hedges £1822.32
H Hill Internal Audit £350.00
J Bell Maintaining Website £30.00
Opus Energy Electricity £70.15
Pelican Trust Sudbrook Noticeboard £750.00
Selby Office Supplies Stationery/Printing £291.04
Viking Signs Parish Hall Sign £456.36
Zurich Insurance £1310.48
23.Reports from Cllrs:
a. Cllr Mrs Pearsey gave an update on the situation with the pigs at West Willoughby. She said they are being monitored and Environmental Health will do spot checks. They are being moved further back. An enquiry has been sent to the planning department regarding the silos. NFU suggest an odour diary should be kept, as sometimes the smell is unbearable.
b. Cllr Dr Entwistle is progressing with the Welcome Pack and Parish Information and is nearing the final draft. She will report back at a future meeting.
c. Cllr Sayer reported that no further progress had been made on the Solar Farm.
24.Training:
The following training was on offer, should any Cllr wish to take advantage please email the Clerk to book your place.
a.IT Skills Excel LALC Offices 14 June 10.00am-3.00pm
b. Council Procedures and Meetings Venue TBA 15 June 10.00am-4.00pm.
c. First Aid LALC Offices 28 June 9.30am-4.00pm
d. Councillor Training Day LALC Offices 29 June 10.00am-4.00pm.
e. New Councillor Training Zoom 13 July 10.00am-1.00pm
f. New Councillor Training Zoom – 19 July 6.00pm-9.00pm
25.Date of Next Meeting:
a. The date of the next meeting was confirmed as 20 June 2022 at 7.30pm in the parish hall.
There being no further business the meeting closed at 7.58pm