Draft Minutes Annual Meeting of the Parish Council 5th May 2021

21/5-1 Election of Chairman.  Cllr Mrs Elizabeth Hairsine was proposed and seconded for the appointment.  There being no other nominations, it was RESOLVED to appoint Cllr Mrs Elizabeth Hairsine as Chairman.  The Council resolved that the signing of the Declaration of Acceptance of Office be deferred at a later date as permitted in the Standing Orders.
 
21/5-2 Election of Vice-Chairman. Cllr Mr Lou Fear was proposed and seconded for the appointment.  There being no other nominations, it was RESOLVED to appoint Cllr Mr Lou Fear to be the Vice- Chairman.   The Council resolved that the signing of the Declaration of Acceptance of Office be deferred at a later date as permitted in the Standing Orders.
 
21/5-3 Report from Outside Bodies including the Public Forum. There were no representations from ELDC and the Neighbourhood Police Team.  There was no LCC Ward Member due to the imminent elections.  No members of the public joined in.
 
21/5-4 Record of Members Present and Apologies. All Members present. Cllr Mrs Elizabeth Hairsine (Chairman), Cllr Mr Lou Fear (Vice-Chairman), Cllr Mrs Cheryl Shaw, Cllr Mr John Stainton, Cllr Jo Walsh, Cllr Rowena Larkin and Mrs Nadine Must (Clerk).
  
21/5-5 To receive any Declarations of Interest on any item on the agenda. None declared. 
 
21/5-6 Minutes from 3rd February 2021.  It was RESOLVED that the minutes of the meeting was an accurate record. The Chairman will sign the minutes at a later date. 
 
21/5-7 Council Matters
a) Chairman’s Remarks.  No further reports than those already itemised in these minutes.
b) Annual Review of Policies.  The Council reviewed all its current policies and agreed that the documents were still relevant.  The Clerk to renew all policies on the council website.
c) Clerk’s Report and Communications.  All actions from previous meeting were completed and noted.
 
21/5-8 Finance and Budgets
a) End of year Receipts and Payments 2020-2021.  Final accounts were noted and approved.
b) 2020-2021 AGAR–.  The Council noted the Internal Auditor’s report.
c) 2020-2021 AGAR– The Council reviewed and approved the Governance Statement.
d) 2020-2021 AGAR– The Council reviewed and approved the Accounting Statements and the explanations to variances and bank reconciliation and all other supporting financial records.
e) The Council approved the Certificate of Exemption.   The Chairman will sign all AGAR documents at the next opportunity.  The Clerk will submit to the external auditor by email once signed.
f) Payments- The Council resolved to accept the following payments for May 2021
i. LALC 2021/22 Annual Subscription - £73.94
ii. LALC 2021/22 Annual Training Scheme - £90.00
iii. Parish Clerk Salary and Expenses – £305.00
iv. Louth Interskill Invoice for noticeboard repair - £175.00
21/5-9 Community Amenities
a) Tathwell Notice Board – This has now been repaired and reinstalled.
b) Bench – The Council resolved to replace the broken memorial bench at the crossroads with a recycled bench which is maintenance free.  Three quotations were sourced and the Council resolved to purchase from a local supplier costing £354.  The supplier is also able to supply a commemorative plaque. There was also a proposal to buy similar benches to be located at strategic areas around the village for use by walkers and residents alike.  The Clerk will add this item to the August 2021 agenda and consider available funding sources.
c) Litter pick-up – The litter pick up last March produced more than 45 bags which were then collected by ELDC.  Residents have kept some litter picking tools for future use.
d) Defibrillators – As reported at the Annual Parish Meeting, the pads had been replaced.  Further training sessions will be organised on how to use the equipment.  The Chairman will liaise with Mrs Fear who is leading this facility.  A weekly equipment check will also be required to ensure that the defibrillator is in working order. A rota will be organised when restrictions caused by the pandemic are eased.
 
21/5-10 Planning Matters. The Council noted that planning permission to install a much larger mast was refused.  There may be an appeal on the planning application due to changes in legislation but none had been received at present
 
21/5-11 Parish Clerk Performance Appraisal.  The Council moved into closed session and a resolution was agreed. A Confidential statement will be added to the Clerk’s employment record and contract.
 
21/5-12 Date of Next Meeting.  Wednesday, 4th August 2021 at 7:30pm.  St Vedast Church may still be unavailable due to repair works and the Vice Chairman volunteered to host the next meeting at his pool house.
 
The meeting closed at 8:10 pm.