Minutes December 2024 (EOM)
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Potterhanworth Parish Council Meeting
Minutes of meeting held in The Pavillion, Queensway, Potterhanworth LN4 2EA
Monday 16th December 2024 at 7pm
Councillors Present: A Clarke (Chairman)
G Blake S Copsey J Giles M Ott
In Attendance: A Driver (Clerk)
Three Members of the Public
Public Forum
Apologies received from both the County and District Councillors. The Clerk provided a verbal update to those present that during October 2024 four offences had been reported to Lincolnshire Police for the Potterhanworth Parish area. A member of public raised a concern surrounding communication between the council and residents and requested the council looks at ways this could be improved. A member of public raised concerns surrounding a planning application and the impact of any such application on a site located adjacent to the pavilion area.
0001. OPEN MEETING
The Chairman opened the meeting and welcomed those in attendance. The Chairman asked for thanks to be recorded for the volunteers who assisted with the Christmas Tree.
0002. APOLOGIES
Apologies were received from Cllr S Ellis.
It was Resolved: That apologies with valid reasons for absence from Cllr S Ellis be accepted.
0003. DECLARATIONS OF INTEREST
None.
0004. MINUTES
To approve as a correct record notes of the Meeting of the Council held on 25th November 2024
It was Resolved: The notes of the Parish Council meeting held on 25th November 2024 be approved as the official minutes.
0005. CLERKS REPORT
A verbal update was provided by the Clerk to members present.
0006. DISCUSSION OF HANDING OVER PROCEDURES TO THE NEW PARISH CLERK AND RESPONSIBLE FINANCIAL OFFICER (RFO) INCLUDING SECURITY AND COMMUNICATION AND AGREE AND ACTIONS
It was Resolved: For Cllr J Giles to liaise with the Pavillion Committee regarding the Post Box located at the Pavilion being used as Parish Council postal address for the receipt of Parish Council mail.
It was Resolved: For the pay as you go mobile phone to handed to Clerk for work use and for the Clerk to report back to Council any concerns should the phone not be adequate for their use.
It was Resolved: To purchase two Microsoft Office 365 accounts and utilise the services of an independent IT provider to set-up, manager and ensure the safe transfer of data.
0007. TO AGREE A POINT OF CONTACT AS THE LINE MANAGER FOR THE CLERK AND RFO AND ANY CONTRACT AMENDMENT
It was Resolved: The Chair of Employment Committee would be the first point of contact for the Clerk.
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0008. CO-OPTION
a) To invite applicant(s) to address the Council
A member of the public was invited to address the Council.
b) To vote and resolve co-option of applicant(s)
It was Resolved: To co-opt Georgia Blake onto the Parish Council. Declaration of Acceptance of Office form signed.
0009. TO DISCUSS THE ARCHIVING OF PARISH COUNCIL MATERIALS
Agenda Item 12 moved forward to before agenda item 10.
0010. TO DISCUSS AND RESOLVE WHETHER TO REMAIN WITH THE EXISTING PAYROLL SERVICE USED, MOVE TO ANOTHER OR OUTSOURCE THE PROVISION
It was Resolved: To continue with Brightpay in the short term but to start the transfer across to using HMRC Basic Tools as the preferred application of choice.
0011. TO DISCUSS ARCHIVING OF PARISH COUNCIL MATERIALS
A discussion was had by Council Members present.
0012. RE ESTABLISHMENT OF COMMUNITY POLICING
A discussion was had by Council Members present and it was agreed for the Clerk to make contact with NKDC District Councillor and update the Council on the outcome.
0013. TO DSCUSS THE UPGRADE/PROVISION OF SPORTS FACILITIES AND AGREE ANY TIMELINES
It was agreed by Council Members present to defer and bring back before the Parish Council in January.
0014. PLANNING
To consider planning and tree applications received since the last meeting of the council and any new applications received after the publication of the agenda.
Application Ref 24/1350/FUL received after the publication of the agenda – Proposal: Construction of new building for farm shop on existing hardstanding – Location: Hanworth Country Park, Station Road, Potterhanworth
It was Resolved: Council members present had no objections.
0015. FINANCE
a) To note bank balances.
TSB bank balance of £33,118.28 noted by Council Members present.
b) Resolve accounts for payment.
It was Resolved: Council members present accepted accounts for payment.
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c) To receive an update on TSB bank accessibility and Unity Trust application.
Verbal update was provided by the Chair and that signatories for the Unity account were in receipt of the log-in details.
d) Resolve to appoint LALC as the internal Auditor and accept the Internal Audit Service Requirement and Terms of Engagement.
It was Resolved: To appoint and use LALC as the internal Auditor and accept the Internal Audit Service Requirements and Terms of Reference.
e) To consider and resolve the purchase of SCRIBE for the Management and recording of Financial Information
It was Resolved: To utilise SCRIBE for the Management and recording of all Parish Council Financial Information. Cost excluding VAT: one off set up £249, monthly fee thereafter £31. No cancellation fee.
0016. MONTHLY RISK ASSESSMENT
Cllr S Copsey provided and update on playground.
0017. TO NOTE THE NEXT PARISH COUNCIL MEETING DATE 27TH JANUARY 2025
Council Members present agreed to an extraordinary meeting on the 20th January 2025.
The meeting Closed at 9.00pm.
Signed: Date: