Present: Cllrs. Charles Barnascone (CB), Paddy Furey (PF), Cllr. Stephen Jarman (SJ)(Chair), Cllr. Alice Maggs (AM),Cllr. Matt Revill (MRe) and Cllr. Martin Round (MRo)

Apologies: Cllr. Mark Merrin

Absent:

Clerk: Anne Pallett 

Public: Three members of the public

 

25/031 Welcome by Chair

The Chair welcomed everyone to the meeting. 

25/032 Public participation 

The Chair reminded members of the public that CPC Standing Orders specifies a maximum time limit for public participation of 15 Minutes.

A member of the public requested a copy of the agreement between the Parish Council and Newark Brazil Football Club. A member of the public asked for an update on the re-opening of the MUGA. They were informed that arrangements had been agreed at the last meeting to have the MUGA cleaned and small repairs to be carried out. This is expected to happen in the next 3-4 weeks.

25/033 Receive apologies and resolve to accept reasons for absence.

Apologies were received from Cllr MM.

25/034 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 item 34 on the agenda. (Unpaid invoices)

25/035 The Parish Council resolved to approve the minutes of the Parish Council meeting held on 8 January 2025.

Proposed Cllr. AM Seconded Cllr. CB

All in favour

25/036 The Parish Council resolved to approve the minutes of the Parish Council Extraordinary meeting held on Wednesday 22 January 2025.

Proposed Cllr. AM Seconded Cllr. SJ

All in favour

25/037 Members of the Staffing Committee approved the minutes of the Staffing Committee meeting held on 28 January 2025.

Proposed Cllr. CB Seconded Cllr MRe

All in favour

25/038 To receive District and County Councillor report

District Cllr. Wood gave an update including, information regarding contact from a resident of Claypole regarding an issue with neighbours, an investigation which had been carried out in respect of violations of the SKDC Code of Conduct, the 2026 SKDC Local Plan and SKDC budget. Cllr. Wood left for another meeting following this item.

County Cllr Maughan sent his apologies that he was unable to attend the meeting.

25/039 Clerks Report and Update on any agreed action points

The Clerk issued the GDPR Security Compliance Checklist to all councillors present. 

Clerk informed PC that a follow up email had been sent to Lincoln Diocese agents on 5 February 2025 as there had been no response to the email sent 3 January 2025.

Invitations to tender for the CPC Maintenance Contract were sent out on 31 January 2025 with response date of 28 February 2025. This had also been placed on the noticeboard on the same day.  Cllr. AM had  been asked to put this out on Claypole Parish Council facebook page and website.

VAT re-claim to 31 January 2025 has been sent to HMRC.

The grass cutting agreement was sent to Newark Brazil FC on 29 January 2025 they were to be reviewing this at their meeting on 3 February 2025.

The storage box and fireproof bags for PC documents have been ordered.

The Clerk was advised that the cemetery noticeboard had not yet been installed.

Cllr. Jarman had not met the contractor to discuss the hedges and access to cut the hedges. The Clerk was informed that the Council would not be cutting the hedges back this year. A quote needs to be obtained in respect of the replacement shackles at the play park as recommended in the Play Inspection Report.

The Clerk notified the Parish Council that she was resigning from the role as Clerk/RFO to the Parish Council and was giving one months notice as per contract of employment. The last date of employment would therefore be 5 March 2025. As there are outstanding holidays the Clerk’s last day of work will be 26 February 2025. The Clerk advised the PC that they must URGENTLY appoint a Clerk/RFO to ensure financial and legal compliance. She advised that an experienced locum Clerk/RFO should be employed until a permanent Clerk/RFO could be appointed and that they may find it helpful to contact LALC. Section 151 of the Local Government Act 1972 states the Parish Council must employ an RFO. She advised that the PC must agree a recruitment plan, review the job description and advertise the vacancy etc. A handover document will be produced and sent to all councillors. The Clerk asked that the PC notify her who to hand over the key documents, passwords and laptop to. The Clerk offered to input payments onto Unity banking, following their authorisation at a PC meeting, until a new RFO has access to the bank account.

The Clerk requested that contact details, including telephone number and address be changed with key partners and removed from website etc.

Outstanding expenses, including for the storage box and bags will be put to the Parish Council for authorisation at the March 2025 PC meeting together with final salary payment.

Copy of written resignation was handed to the Chair and will be copied out to councillors following the meeting.

25/040 The Parish Council resolved to pay Clerk thirty seven extra hours worked in January 2025.

Proposed Cllr. MRe Seconded Cllr. PF

All in favour

25/041 Financial Matters, as follows;

a. The Parish Council received and noted bank reconciliation and bank statements

to  31 December 2024. Total held in bank accounts on 31 December 2024 was £85709.51Checked and signed by Cllr.MRe

b. The Parish Council received and noted bank reconciliation and bank statements

to  31 Janjuary 2025. Total held in bank accounts on 31 January 2025 was £99170.33. Checked and signed by Cllr. CB

c. The Parish Council received and noted all receipts and payments 1 April 2024 to 31 January 2025.

d. The Parish Council approved payments as per February payment sheet as follows:-

Anglian Water (Direct Debit ) £11.82

Clerical Expenses £30.30

Octopus Energy (Direct Debit) £17.00

Scribe Accounts Package £489.60

LALC Internal Audit Fee £330.00

Tallents Solicitors £970.56

HMRC PAYE & NI Conts February GDPR

Clerks Salary February GDPR

Bank Service Charge (DD) £6.00

Proposed Cllr AM Seconded Cllr MRo

All in favour

Cllrs.AM and MRo to authorise bank payments.

25/042 The Parish Council  received Quarter 3 spend to budget report.

Cllr. MRe left the room for a few minutes.

25/043 The Parish Council resolved to set up an Ear Marked Reserve for Community Projects and 

add:-

i. Copley Solar Farm Community Benefit payment £16574.00

ii. and £5000 from General Reserves.

Proposed Cllr. MRe Seconded Cllr SJ

All in favour

25/044 The Parish Council resolved to set up an Ear Marked Reserve for Professional and Legal Fees and agreed an amount of £3000.

Proposed Cllr. MRe Seconded Cllr. AM

All in favour

25/045 The Parish Council resolved to set up an Ear Marked Reserve for potential election costs and agreed an amount of £2000

Proposed Cllr MRe Seconded Cllr. PF

All in favour

25/046 The Parish Council noted the decision made in November 2024 under the Scheme of Delegation to purchase a village Christmas tree at cost of £119.50 

25/047 The Parish Council  agreed a virement to budget of £119.50 from Miscellaneous budget to Christmas tree budget line.

Proposed Cllr SJ Seconded Cllr AM

All in favour

25/048 The Parish Council noted receipt of Copley Solar Farm Community Benefit payment and agree that this payment will be used for the Community Park including the MUGA.

25/049 The Parish Council  discussed the need for regular play area inspections and agreed that Cllr. Merrin would be asked to make monthly inspections of the play equipment and to keep a written record to be sent to the Clerk each month for PC records.

25/031 The Parish Council previously agreed to dispose of the storage chest from the Parish Council asset register Minute 24/292. It was agreed that Cllr. MRo could have this item free of charge.

25/032 The Parish Council resolved to sign up to the Civility and Respect pledge as recommended by Staffing committee Minute Ref SC 24/06

Proposed Cllr. SJ Seconded Cllr CB

All in favour

25/033 The Parish Council resolved to adopt the training plan and training log for councillors

As presented by the Clerk.

Proposed Cllr. MRo Seconded Cllr MRe

All in favour

25/034 The Parish Council resolved to adopt the NALC Dignity at Work Policy 

Proposed Cllr. AM Seconded Cllr. MRo

All in favour.

25/035 The Parish Council resolved to adopt the NALC Grievance Policy 

Proposed Cllr. MRo Seconded Cllr MRe

All in favour

25/036 The Parish Council resolved to sign up to the LALC Annual Training Scheme at a cost of £160 plus vat

Proposed Cllr. PF Seconded Cllr MRe

All in favour

25/037 The Parish Council discussed outstanding points from interim Internal Audit Report for 24-25 financial year. Items still to be completed ;- Review Code of Conduct, ensure regular weekly/monthly play area inspections, land registry numbers to be added to asset register, risk register to be adopted, Co-option policy to be adopted, HR policies to be adopted. Clerk will try to complete as many of these as possible prior to leaving the Council.

25/050 The Parish Council  considered the following recommendations made by Staffing Committee as follows:-

a. Staffing committee recommend the probationary period for Clerk ended on 1st May 2024. 

The Parish Council resolved that the probationary period for the Clerk ended on 1 May 2024.

Proposed  Cllr. SJ Seconded  Cllr.AM

All in favour 

b. Staffing committee recommend the pay increment applicable from 1 April 2025 outlined in point 9 of employment contract

The Parish Council resolved that the pay increment for the Clerk apply from 1 April 2025.

Proposed  Cllr.AM Seconded  Cllr.MRe

All in favour.

c. Cllrs to follow the CPC standing orders regarding meetings and discussions

The Parish Council agreed that all councillors should be aware of the Standing Orders and follow them in respect of meetings and discussions.

Proposed Cllr. SJ Seconded Cllr. PF

All in favour

d. Cllrs to complete agreed actions on time

The Parish Council resolved that all agreed actions by councillors should be completed within agreed timescales.

Proposed Cllr. MRe Seconded Cllr PF

All in favour

e. The Clerk to review and recommend up-dates to the CPC code of conduct – template from SKDC

f. The Parish Council resolved that councillors comply with the communication agreements outlined in minutes of Staffing Committee meeting on 9 November 2024 and respond to communications within 72 hours.

Proposed Cllr MRe Seconded Cllr. MRo

All in favour

g. Clerk to attend training on up-dating website which was previously postponed by LALC

h. Identify level of HR training within staffing committee.

Staffing committee to look into this and arrange appropriate training.

i. Cllr Merrin to arrange first meeting of action plan working group.

j. In addition to point g above, it was suggested that another councillor should also attend the website training. Cllrs to nominate themselves for training. 

25/038 The Parish Council agreed that Cllr. CB contact the Chair of the East Midland in Bloom Competition to gather further information.

Proposed Cllr. CB Seconded Cllr MRe

All in favour

25/039 The Parish Council agreed to sponsor the annual litter pick in the village with a maximum cost of £60

Proposed Cllr PF Seconded Cllr MRe

All in favour

25/040 To consider the plans for Newark Brazil FC for the development of their facilities

This item was deferred to the next Partish Council meeting.

25/041 Planning

a. To consider planning applications (listed below):-

None received

b. The Parish Council noted decisions made by SKDC, LCC & Planning Inspectorate:-

S24/1912 and S24/1915

The Woolpack 33 Main Street Claypole Lincolnshire NG23 5BA

Installation of fencing to rear of dwelling

Granted 31 January 2025

S25/0027

Land To The North Of Doddington Lane Claypole

Submission of details reserved by Condition 16 (Landscape Management Specification Document) of planning permission S21/0415 - Erection of 16 affordable dwellings and associated infrastructure.

Granted 14 January 2025

S24/1682

Development Site Next To 31 Barnby Lane Claypole Lincolnshire NG23 5AW

Section 73 application to vary condition 3 (plans) house types A and B of planning permission S23/2126 - Construction of 3 no dwelling including private drive access.

Approved conditionally 22 January 2025

c. Other Planning Matters

None

25/042 The Parish Council received Councillor’s verbal reports & updates for the following;

Community Park & MUGA MRe/MM

The Parish Council noted that the trees for the Community Orchard have now been planted.

Village Hall  SJ

No report as Cllr. Jarman did not attend last VH meeting.

Cemetery PF

No new interments this month

Update on any highway matters MRo

The speed indicator device is now working.

25/043 The Parish Council resolved to exclude public and press under the Public Bodies (admissions to meetings) act 1960 1 (2) from the following items due to the confidential nature of the business.

Proposed Cllr. SJ Seconded Cllr. MRe

All in favour

25/044 To discuss invoices which remain unpaid

Cllr. MRe declared an interest in this item as Chair of Claypole Cricket Club. He spoke to the Parish Council on this matter before leaving the room. No dispensation was requested or granted.

The Parish Council resolved to waive the outstanding invoices totalling £180 for Claypole Cricket Club in respect of the banners at the Community Playing Field so long as all of the banners are removed and the outstanding invoice for water useage of £109.28 is paid immediately.

Proposed Cllr. SJ Seconded Cllr. MRo

One against and two abstained.

Cllr. MRe returned to the room once this decision was made and was informed by the Chair of the decision.

25/051 To discuss quotes for resurfacing of the MUGA 

See email from Cllr Revill dated 24 January 2025 in respect of different 

types of surfaces available. No quotes received.  Cllr MRe to obtain quotes for the different types of surfaces including maintenance costs for each type and UV stability/degradation. It was accepted by the PC that these quotes would not now be in time to apply for the grant funding available from SKDC but as the surface should be in a reasonable condition following the clean and repair it was felt it was best not to rush in to this decision.

25/045 Date of next scheduled Parish Council meeting – Wednesday 5 March 2025