21 June 2024 Extraordinary Meeting Minutes
MINUTES OF THE MEETING HELD ON FRIDAY 21 JUNE 2024 IN THE COULBY ROOM CLAYPOLE VILLAGE HALL CLAYPOLE AT 6.00 PM
Present: Cllrs. Stephen Jarman (SJ, Chair), Paddy Furey (PF),Mark Merrin(MM) and Martin Round (MRo)
Apologies: Cllr. Charles Barnascone (CB) and Matt Revill (MRe)
Absent: Cllr. Alice Maggs (AM)
Clerk: Anne Pallett
Public:
24/177 Welcome by Chairman
Only 2 Councillors present at 6.00pm. Chair contacted Cllr MM who arrived at 6.10pm making the meeting quorate.
24/178 Receive apologies and resolve to accept reasons for absence.
Apologies received from Cllrs. Barnascone and Revill.
24/179 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.
None declared
24/180 To receive the annual Internal Audit Report, for 2023-24 financial year and consider any action required to be taken (no clerk in place
during the 2023-24 financial year)
The Parish Council went through the detailed Internal Auditors report and resolved that steps are to be taken to put suggested improvements in place. Setting up of HR Committee to be on agenda for July PC meeting.
Proposed Cllr PF Seconded Cllr SJ
All in favour
Cllr MRo arrived at the meeting during discussion of 24/180.
24/181 To consider and resolve to approve the Annual Governance Statement for the 2023-24 financial year
The Parish Council completed and signed the Annual Governance Statement for 2023-24. The Parish Council resolved to answer no to statements 1,2,4,5,6,and 7 and yes to the remaining questions. Explanation of these answers will be sent to the external auditors and published on website.
Proposed Cllr PF Seconded Cllr MM
All in favour
24/182 To consider and resolve to approve the Annual Accounting Statements for the 2023-24 financial year including Explanation of Variances
The parish Council resolved to agree the accounting statements and the Chair signed the form.
Proposed Cllr PF Seconded Cllr MM
All in favour
24/183 To set the dates for the period of the exercise of public rights as 24 June 2024 to 2 August 2024 inclusive
The Parish Council resolved to set the dates for the period of the exercise of public rights as 24 June 2024 to 2 August 2024 inclusive.
Proposed Cllr PF Seconded Cllr MRo
All in favour
24/184 The Parish Council agreed to the insertion of the following paragraph to the proposed licence with Newark Brazil FC:-
The licensee, with prior written permission from the Parish Council, can sub-let any part of the land specified in this licence but any such agreement cannot exceed the term of the agreement, as defined in this document, between the Licensee and the Licensor.
The licensee must give Claypole Church of England school access to the Claypole Community Playing fields during school hours, in term time and at any other time with the prior permission of the Licensee.
Proposed Cllr SJ Seconded MRo
Majority in favour
The second paragraph proposed:-
‘At the end of the period of the licence the land will be returned to the Parish Council in a fit and acceptable state with any facilities added during the period to be removed.’
Is already covered in paragraph 5.13 of the Licence.
24/185 Date of next scheduled Parish Council meeting – 3 July 2024
24/186 Chair closed the meeting at 7.08 pm