5 June 2024 Approved Minutes
MINUTES OF THE MEETING HELD ON WEDNESDAY 5 JUNE 2024 IN THE COULBY ROOM CLAYPOLE VILLAGE HALL CLAYPOLE AT 6.45 PM
Present: Cllrs. Stephen Jarman (SJ, Chair), Charles Barnascone (CB) Paddy Furey (PF) Alice Maggs (AM), Mark Merrin (MM), Matt Revill (MRe) and Martin Round (MRo)
Apologies:
Absent: None
Clerk: Anne Pallett
Public: Cllr. P Wood
24/140 Welcome by Chairman
24/141 Public participation
No members of the public present.
24/142 Receive apologies and resolve to accept reasons for absence.
None
24/143 To receive declarations of interest in items on the agenda in
accordance with the requirement of the Localism Act 2011 and to
consider any applications for dispensations regarding DPI’s.
Cllr MRe declared an interest in items 26, 28 and 29 on the agenda.
24/144 The Parish Council resolved to approve the minutes of the Parish Council meeting held on 1 May 2024
Proposed Cllr MM Seconded Cllr MRe
All in favour
24/145 The Parish Council resolved to approve the minutes of the Extraordinary Parish Council meeting held on 22 May 2024
Proposed Cllr MRe Seconded Cllr MM
All in favour
24/146 Update on any agreed action points
Planning responses from last meeting had been sent to SKDC
Response to SKDC Local Plan sent to DCllr Wood
Draft Licence with Newark Brazil FC amendments made as agreed at meeting on 22 May 2024.
24/147 To receive District and County Councillor report
County Cllr Maughan did not attend the meeting.
District Cllr Wood gave an update. Cllr CB asked about arrangements for a further meeting with SKDC to discuss the SKDC Local Plan. Cllr Wood agreed to try to arrange this.
24/148 Cllr SJ signed the Declaration of Acceptance of Office (Chair), witnessed by Clerk, deferred from last meeting.
24/149 To receive the annual Internal Audit Report for 2023-24 financial
Year and consider any action required to be taken
Information not received from Internal Auditor in time to be considered. Item deferred to next meeting.
24/150 To consider and resolve to approve the Annual Governance
Statement for the 2023-24 financial year.
Deferred to next meeting
24/151 To consider and resolve to approve the annual accounting
statements for the 2023-24 financial year including Explanation
of Variances
Deferred to next meeting
24/152 To set the dates for the period of the exercise of public rights as
10 June 2024 to 19 July 2024 inclusive
Deferred to next meeting
24/153 The Parish Council reviewed their Standing Orders and resolved to add and alter as follows:-
1t ‘shall not exceed 5 minutes’
15a changed from a ‘Councillor’ to ‘other staff member’ as per model SO.
15b changed from ‘2 days’ to ‘4 days’
16a changed from ‘councillor’ to appropriate staff member’ as per model SO
18v. changed from’ £1000’ to ‘£25000’
19a insert ‘Council’ between of and is
19c and e Clerk/RFO to be inserted as job title.
Proposed Cllr PF Seconded Cllr MRe
All in favour
24/154 Review of CPC Financial Regulations NALC Model Regs circulated Deferred to next meeting
24/155 To review all other CPC policies and procedures
Deferred to next meeting
24/156 To agree amendment to Social Media Policy
Deferred to next meeting
24/157 The Parish Council resolved to adopt the Agenda Item Request Form for use when requesting any agenda items
Proposed Cllr PF Seconded Cllr SJ
24/158 To agree to return amended Licence between CPC and Newark
Brazil FC, as per last meeting, to solicitor for agreement.
The Parish Council discussed use of the field by Claypole Cricket Club and agreed that a paragraph regarding sub-letting should be inserted. To be discussed and agreed at extraordinary meeting together with AGAR information, date yet to be decided.
24/159 The Parish Council resolved to agree to request from solicitor for an A3 1:1250 Ordnance Survey Base Plan of the area in the Licence at a cost of £33.00 plus vat
Proposed Cllr AM Seconded Cllr SJ
All in favour
24/160 The Parish Council agreed to the installation of cemetery notice board
Cllrs PF and SJ to purchase postcrete and install notice board,
Proposed Cllr MRo Seconded Cllr PF
All in favour
24/161 The Parish Council discussed the condition of the surfacing of the MUGA. Cllr SJ to obtain copy of school risk assessment for use of MUGA.
24/162 Cllr MRe gave information to PC on possible grants available to PC and urged PC to make use of these if appropriate.
24/163 The Parish Council ratified the decision to pay Debtist £471.62 in relation to outstanding contractual payments to Timify.
Proposed Cllr MRe Seconded Cllr AM
All in favour
24/164 The Parish Council resolved to pay extra hours worked by Clerk 8 hours in April and 20 in May 2024.
Proposed Cllr AM Seconded Cllr SJ
All in favour
24/165 The Parish Council resolved to increase grass cutting at the Community Park to once a week until September.
Cllr MRe declared an interest in this item and left the room part way through the discussion.
Proposed Cllr AM Seconded Cllr SJ
Majority in favour
24/166 The Parish Council approved Cllr PF to attend LALC training course on Cemetery Memorial Management & Inspections, run by ICCM, cost £72.50.
Proposed Cllr AM Seconded Cllr SJ
All in favour
24/167 The Parish Council resolved Claypole Cricket Club fees to remain at £100 for use of field & to pay water usage on monthly basis and for Club to install their water meter as previously agreed.
Cllr MRe declared an interest in this item and left the room during the discussion.
Proposed Cllr MRo Seconded Cllr MM
24/168 The Parish Council resolved to invoice the Cricket Club for £400 for 2023-24 and £480 for 24-25 for the advertising banners around park. Note to be added reminding them that the banners are to be removed at the end of the season.
Cllr MRe declared an interest in this item and left the room during the discussion.
Proposed Cllr PF Seconded Cllr SJ
All in favour
24/169 The Parish Council agreed to pay expenses of £12.00 to Cllr Barnascone for bin bags for litter pick. Receipts provided.
Proposed Cllr SJ Seconded Cllr AM
All in favour
24/170 Financial Matters, as follows;
a. The Parish Council received and noted bank reconciliation and bank statements to 30 April 2024. Balances checked and signed by Cllr AM.
b. The Parish Council received and noted all receipts and payments 1 April 2024 to 30 April 2024.
c. The Parish Council resolved to approve payments made 1 May 2024 to 31 May 2024 as follows:
i. Newark Storage (April) £48.00
ii. SCIS IT maintenance £48.00
iii. Clerk Salary and expenses(April) GDPR
iv. Grass cutting £1060.80
v. SCIS .gov.uk emails £384.32
vi. Zurich Insurance £876.14
vii. ICCM Membership £95.00
viii. ICO Subscription £35.00
ix. Debtist (Timify) £471.62
x. Clerk Salary and Expenses(May) GDPR
xi. HMRC £91.80
xii. Newark Storage (May) £48.00
Proposed Cllr SJ Seconded Cllr PF
All in favour
24/171 Planning
a. To consider planning applications (listed below)
S24/0785
Proposal: Proposed single storey rear extension.
Blaire Rowan 3 Rectory Lane Claypole Lincs
The Parish Council had no objection to this application.
Cllr AM left the meeting at this point.
S24/0802
Proposal: Erection of garage
107 Main Street Claypole Lincs
The Parish Council had no objection to this application.
b. The Parish Council noted the following decisions – made by SKDC, LCC & Planning Inspectorate
S23/2126
Construction of 3 no dwelling including private drive access. Development Site Next To 31 Barnby Lane Claypole Lincolnshire NG23 5AW
Decision 24 May 2024 Approved conditionally
S24/0292
Retrospective application for the demolition of 2no. buildings, reuse of an existing building, and the erection of 3no. new buildings on the site (2no. erected and 1no. proposed). The installation of 40no. solar panels on land within the site. Hill View Stubton Road Claypole Lincolnshire NG23 5BP
Decision 10 May 2024 Approved conditionally
c. Other Planning Matters
S24/0863
Application for permission in principle for residential development of one dwelling.
Cleveland Farm 84 Main Street Claypole.NG23 5BA
Response date 18 June 2024. Considered during this meeting in case extension to response date refused. The Parish Council OBJECT to this application as it is not part of the neighbourhood plan and is not in keeping with the character of the village.
24/172 Clerks Report
The Clerk gave a verbal report informing the Parish Council that an extraordinary meeting will have to be held before 30 June 2024 to consider the AGAR information. Internal Audit report was received late on the day of the meeting. The paperwork for new bank account has been prepared and will be sent off once outstanding ID information received. Updates have been carried out on the website with the minutes for this year having been added and the contact details for members of Council and Clerk have been updated. This will be an ongoing project to get the website information up to date.
24/173 To receive Councillor’s reports & updates for the following;
Community Park & MUGA No further comments
Village Hall; No update
Cemetery; Cllr PF gave update on condition of cemetery.
Update on any highway matters No update
24/174 The following correspondence was noted by the Parish Council:
LALC – Pre-election briefing 28 May 2024
Newsletter from Cllr. Maughan 22 May 2024 email circulated
24 March 2024
LALC e-news 17 May 2024
24/175 Chair closed the meeting at 9.05 pm
24/176 Date of next scheduled Parish Council meeting – 3 July 2024