2 October 2024
I hereby give you notice that a meeting of Claypole Parish Council will be held on Wednesday 2 October 2024 at 6.45 pm in the Coulby Room in the Village Hall Main Street Claypole. All members of the Council are summoned and members of the public and press are invited to attend. This meeting will be recorded for the purposes of the minutes and the recording will be destroyed once the minutes have been approved.
Signed …… A Pallett …… Clerk to the Council. Date: 26 September 2024
1. Welcome by Chairman
2. Public participation
To receive questions and comments from members of the public.
Limited to 15 mins. Please note, the entitlement to speak is only on
items on the published agenda.
3. Receive apologies and resolve to accept reasons for absence.
4. 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.
5. Approve the minutes of the Parish Council meeting held on Appx 1
4 September 2024
6. Update on any agreed action points
7. To receive District and County Councillor report
8. Financial Matters, as follows;
a. To receive and note bank reconciliation and bank statements to Appx 2
31 August 2024.
b. To receive and note all receipts and payments 1 April 2024 to Appx 3
30 September 2024. To be sent out following last day of month
c. To approve payments made 1 September 2024 to 30 September 2024 Appx 4
To be sent out following last day of month
9. To decide whether the Parish Council wish to carry on using the PC
Whatsapp group and if so to add the following to the Parish Council
Communications Policy. The WhatsApp Group should only be a platform
for informal discussions between councillors and not be used as a
mechanism for decision-making and acting as an ‘action group’.
The reason for this is the council must be transparent and accountable
for its actions and WhatsApp does not meet the requirements of GDPR.
For example, in the event of an FOI request the council can retrieve email
correspondence but is unable to retrieve WhatsApp messages.
It is not to be used to report issues to the Clerk. It cannot be assumed
that all members and the Clerk will have seen any whatsapp messages.
10. To adopt revised Records Retention Policy, deferred from last meeting Appx 5
for checks to be made on retention periods.
11. To adopt Budget Working Group Terms of Reference Appx 6
12. To consider quotes for Annual Play Area Inspection Appx 7
13. To consider purchase of additional lamppost poppies Appx 8
14. To consider and agree representation of the Parish Council at
Remembrance Service to be held at St Peters Church.
15. To discuss and consider possible solutions to waterlogging issues at
cemetery
16. To ratify decision made for Cllr. Merrin to attend NHP training with LALC
at a cost of £36
17. Update from Cllr. Barnascone in respect of the National Planning Policy
Framework
18. To consider purchase of lockable storage container to be kept at Appx 9
village hall to store items currently with Newark Storage.
19. To consider disposal of Claypole Parish Council storage chest currently
with Newark Storage.
20. To consider request for a member of the Parish Council to take part in
a Community Service at St Peters Church Claypole on 20 October 2024.
21. To consider request from Newark Brazil FC to carry out works on the
Glebe land to make this a useable overflow car park. Email from Newark Brazil
circulated 26 September 2024.
22. To consider grant/donation request from Claypole School PTFA. Grant
application form will be circulated as soon as it is received.
23. To discuss and agree putting together of an action plan for the term of the Parish Council 2024-2027.
24. To discuss and make suggestions for adding more biodiversity in the village.
25. Planning
a. To consider planning applications (listed below):-
S24/1598
Proposed two storey side and rear extension and reskinning existing brickwork
Victoria House 147 Main Street Claypole
S24/1431
Development of land with all matters reserved
Land to the rear of the Woolpack 33 Main Street Claypole
S24/1321
Change of use of building to non-boarding dog groomers
Hill View Stubton Road Claypole
b. To note decisions – made by SKDC, LCC & Planning Inspectorate
S24/1164
Conversion of existing outbuilding / garage into an annexe
Copley House Farm 85 Main Street Claypole
Approved conditionally 16 September 2024
c. Other Planning Matters
26. Clerks Report
27. To receive Councillor’s reports & updates for the following;
Community Park & MUGA MRe/MM
Village Hall; SJ
Cemetery; PF
Update on any highway matters MRo
28. Correspondence:
Email from member of public regarding surface of MUGA. Circulated 24 September 2024.
LCC September newsletter circulated 24 September 2024.
LALC e-news and training bulletin circulated 23 September 2024.
LCC email re free grit ciculated 16 September 2024
SKDC email re Safety and Security of Locally Elected Officials circulated 16 September 2024
SKDC Biodiversity Project Funding email circulated 16 September 2024
29. Chairs closing comments
30. Date of next scheduled Parish Council meeting – 6 November 2024