May 2023 Minutes Annual Parish Council Meeting
MINUTES OF THE ANNUAL MEETING OF ANCASTER, SUDBROOK AND WEST WILLOUGHBY PARISH COUNCIL WHICH TOOK PLACE IN THE PARISH HALL ANNEXE AT 7.30PM.
Present: Cllrs D Sayer, A Rock, A Hollick, Dr J Entwistle, J Leighton,
and C Fleming
In Attendance: Denise Gascoyne Parish Clerk.
1.Election of Chair:
The Clerk asked if anyone was willing to stand as Chair. It was proposed, seconded and
Resolved: that Cllr D Sayer be re-elected as Chair of Ancaster, Sudbrook, and West Willoughby Parish Council. Cllr Sayer signed the formal Declaration of Acceptance of Office as Chair. This was countersigned by the Clerk as Proper Officer of the Council.
2.Election of Vice Chair:
The Chair asked if anyone was willing to stand as Vice-Chair. It was proposed, seconded and
Resolved: the Cllr Leighton remain as Vice-Chair. Cllr Leighton signed the formal Declaration of Acceptance of Office as Vice-Chair this was countersigned by the Clerk as Proper Officer of the Council.
3.To receive Declarations of Acceptance of Office and Members’ Disclosable Pecuniary and other interests.
All other Cllrs signed the formal Declaration of Acceptance of Office, and these were countersigned by the Clerk as Proper Office of the Council.
All Cllrs signed the Members’ Disclosable Pecuniary and other Interest forms. A copy would be sent to the Monitoring Officer and a copy would be added to the website.
4. Election of Finance Officer:
It was proposed, seconded and
Resolved: that Cllr Fleming be appointed Finance Officer.
5. Apologies for Absence:
a. The clerk confirmed that apologies for absence with valid reasons had been received from J Pearsey and N Barker. It was proposed, seconded and
Resolved: that apologies for absence with valid reasons be accepted from J Pearsey and N Barker.
6. To approve and accept as a true record the notes of the meeting of the Parish Council Meeting held on Monday 17 April 2023. It was proposed, seconded and
Resolved: the notes of the meeting held on Monday 17 April 2023 be accepted as a true record and the Chair to sign.
Initialled …………………………….
7.To review and readopt Standing Orders:
a. The Standing Orders had been circulated to all Cllrs. The Standing Orders Item 18 had been amended and adopted earlier in the year. It was proposed, seconded and
Resolved: that the Standing Orders be re-adopted. A copy would be added to the website.
8.To review and readopt Financial Regulations:
a. The Financial Regulations had been circulated to all Cllrs. It was proposed, seconded and
Resolved: that the Financial Regulations be re-adopted. A copy would be added to the website.
9.To approve and accept the Asset Register:
a. The updated Asset Register to 31 March 2023 had been circulated to all Cllrs. It was proposed, seconded and
Resolved: to approve and accept the Asset Register.
10.To approve and adopt the following policies:
a. The following policies had all been circulated to Cllrs. It was proposed, seconded and
Resolved: to accept and adopt the following policies en bloc.
• Code of Conduct
• Publication Scheme
• Complaints Procedure
These would be added to the website.
11. To approve and accept the Council Insurance Policy:
a. The Insurance Policy had been circulated to all Cllrs. We are in a 5-year agreement. Therefore, it was proposed, seconded and
Resolved: that we pay the Insurance Premium due.
12. To elect members to the following working parties: Cllrs agreed to be members of the following working parties:
• Planning - Cllrs Pearsey, Fleming, Leighton, Barker, and Sayer
• Cemetery/Newton Meadow/Orchard/Grounds Maintenance – Cllrs Dr Entwistle, Hollick, Barker, and Andrew Newton
• Finance – Cllrs Rock, Fleming, Sayer, and the clerk
• Parish Hall – Cllrs Sayer and Barker
• Highways/Policing/Speed Watch – Cllrs Sayer, Fleming, Leighton, and Hollick
• Playing Field Representative – Cllr Sayer
13.Finance:
a. Section 1 of the Annual Governance and Accountability Report (AGAR) 2022/2023 was read out by the Chair. It was proposed, seconded and
Resolved: that Section 1 of the Annual Governance and Accountability Report (AGAR) 2022/2023 be filled in and signed by the Chair. This was recorded as Minute Reference 13(a).
Initialled ……………………….
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 accepted and signed by the Chair. This was recorded as Minute Reference 13(b).
c. The Statement 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 Chair.
The Annual Meeting closed at 7.50pm
The Parish Council Meeting began at 7.51pm
Public Forum: None.
14.Vacancies for Parish Councillors:
a. The Clerk confirmed we have three vacancies for Parish Councillors. As it had been an election, we could co-opt. Three parishioners had shown an interest, but none were unable to attend this meeting. The Agenda for the next meeting would be forwarded to all interested parties.
15.Report from County Cllr/District Cllr:
a. The County Cllr and District Cllrs had been unable to attend. However, Cllr Sayer said he had requested further roundels showing 30mph.
He had also requested double yellow lines on the Ermine Street/Mercia Drive junction and white lines across driveways as parking is an issue at school drop off/pick up times.
Highways had said they would conduct an Archer Survey on Ermine Street when the resurfacing was completed. It was proposed, seconded and
Resolved: to ask the County Councillor to chase these requests.
16.Speed Watch:
a. The Clerk confirmed that the new passive signs would be delivered on 18 May. These had now doubled in price, but it was believed they should not fade as the original ones seem to.
17.Parish Clerk Update:
a. The Clerk confirmed that the streetlight on Flaminian Way had now been repaired. However, the streetlight outside 121 Ermine Street may not have been repaired. This would be checked and reported on Fix My Street.
18.Correspondence:
a. SLCC Members Bulletin – circulated to all Cllrs.
b. Adoption of the Central Lincolnshire Local Plan 2023 – circulated to all Cllrs.
c. Local Councils Update Issue 272 – Cllr Fleming
d. Road Closure Order B6403 High Dyke between 1400m and 1700m South of A153 15.05.23 to 21.05.23 – circulated to all Cllrs.
Initialled …………………….
e. Town and Parish Council Newsletter April 2023 – circulated to all Cllrs.
f. LALC e-news
g. LALC Training Bulletin -
h. Clerks & Councils Direct – Cllr Fleming
i. The Clerk (SLCC) – Cllr Dr Entwistle
j. ICCM Training dates
19. Cemetery/Newton Meadow:
a. Cllr Hollick told the meeting that the grass could be cut in the cemetery prior to the planting of the tree.
b. A Victorian Plum and Czar Plum had been ordered on 16 February 2023. As we had never received these it was proposed, seconded and
Resolved: to cancel the order.
20. Grass Cutting/Grounds Maintenance:
a. Andrew Newton had contacted the contractor re the grass cutting. They confirmed that we will have two cuts before the 22 May, the first to knock back the excessive growth and a second cut to achieve the standard we are used to over the past two seasons.
A meeting will be arranged with the SKDC Grounds Maintenance Team to organise our requirements for the remainder of 2023.
The grass cutting contract was up for renewal. This would be on the September agenda.
21.Finance:
a. The Bank Reconciliations, Bank Transfers and Cashbook to 30 April 2023 had been circulated to all Cllrs. It was proposed, seconded and
Resolved: to accept the Bank Reconciliations, Bank Transfers and Cashbook to 30 April 2023. The Chair signed the paperwork.
b. The Approval List for Staff Payments had been circulated to all Cllrs. It was proposed, seconded and
Resolved: to accept the Approval List for Staff Payments amounting to £1887.65 and authorise the Clerk to make the payments.
c. The following Retrospective Payments had been made during April 2023. It was proposed, seconded and
Resolved: to accept the following Retrospective Payments made in April.
E Fuels Oil £598.50
S.K.D.C Trade Waste Bins £23.83
K & M Barrett Window Cleaning £20.00
d. The Approval List for DD/BACS Payments had been circulated to all Cllrs. It was proposed, seconded and
Resolved: to accept the Approval List for DD/BACS Payments below, and authorise the Clerk to make the payments
Initialled ………………….
Ancaster Playing Field Grass cutting children’s corner £700.00
East Of England Apples and Orchards Trees £49.00
Hazel Hill Internal Audit £350.00
James Bell Maintaining Website £35.00
Lincolnshire County Council Passive Signs £200.00
We do doggy doo doo Emptying dog bins £225.00
Whiskers Pest Control Maintenance cemetery £225.00
Zurich Parish Council Insurance £1498.04
British Gas Electricity Parish Hall £36.98
Andrew Newton Coronation Expenses £31.27
Viking Signs Plaque/Tree labels £592.86
e. The Clerk confirmed that the VAT Repayment amounting to £2309.57 had been received from HMRC. FOR INFORMATION ONLY.
f. Cllr Hollick suggested we pay a one-off payment, travelling expenses to the cemetery maintenance man. Cllrs discussed this and asked how often he had attended the cemetery. It was proposed, seconded and
Resolved: to establish how many visits had been made and pay travelling expenses accordingly.
22. Planning:
a. S23/0264 Planning application for erection of link extension between dwelling and outbuilding. Conversion of outbuilding to form additional accommodation and internal alterations 47 Ermine Street. It was proposed, seconded and
Resolved: to make no comments on the above application.
23. Parish Hall:
a. Cllr Sayer told the meeting that the Asda grant had now gone. It had been progressing, but the other applicants had more urgent structural work needed. He had noticed that the roof above the upper room appeared to be bowing, but not sure if this had always been like this. When alterations are made to the upper room, this would be investigated.
24. Report from Cllrs:
a. Cllr Hollick had been looking into grants towards the new information board we would like in the cemetery. To date no replies had been received, but a couple of suggestions of who to contact would be followed up. It was also hoped that eventually seating would also be put in the area. After a brief discussion, it was proposed, seconded and
Resolved: to request monies from the County Councillor fund towards this project.
b. The planting of the tree by Dr Caroline Johnson MP would take place next Monday 22 May meeting at 6.00pm in the cemetery followed by the Annual Parish Meeting in the parish hall.
Initialled ……………………..
c. Cllr Leighton reported he had heard nothing further regarding a bus shelter/bus stop at the top of Rookery Lane. The grant was still available, but Lincolnshire County Council had not given the necessary permissions. Cllr Leighton would chase again. If a bus shelter was not allowed, a bus stop marker was necessary. It was proposed, seconded and
Resolved: to ask the County Cllr to also chase and ask him if it was possible to grant any monies towards this from his County Cllr fund.
Cllr Leighton said that Andrew Newton had offered to paint the bus shelter to cover the offensive graffiti. He would be using a wood preservative. It was proposed, seconded and
Resolved: to allow Andrew Newton to paint the bus shelter if the necessary safety measures were in place and to reimburse him for materials.
25. Playing Field:
a. The Football Club had purchased floodlights to be used by the user groups on the playing field. As the Parish Council owned the playing field they were entitled to reclaim the VAT if the invoices were made out to the parish council. This had now been done. It was proposed, seconded and
Resolved: to pay and reclaim the VAT amounting to £778.00
26. Training:
a. 05.6.23 – Councillor Induction and Refresher – Welbourn Village Hall 6.00pm-9.00pm. If any Cllr interested they should contact the Clerk to book places.
27. Date of Next Meeting:
a. It was confirmed that the next Parish Council Meeting would take place on 19 June 2023 at 7.30pm in the parish hall annexe.
There being no further business the meeting closed at 8.50pm
Chair: ……………………………………..
Ancaster Parish Council
19 June 2023
It is important to understand that the information given above represents notes of the Annual Meeting and Parish Council Meeting held on 15 May 2023 and do not become Minutes of ANCASTER PARISH COUNCIL until accepted or otherwise at the next Parish Council Meeting.