Annual Meeting of Abbots Morton Parish Council at 8:00PM on Thursday 26th May 2022 in Abbots Morton Village Hall
Minutes 05/2022
1. Election of a Chairman and signing the Declaration of Acceptance of Office
It was RESOLVED to elect Martin Willingale as Chairman for the 2022/23 municipal year and the Declaration of Acceptance of Office was duly signed.
2. Election of a Vice-Chairman
It was RESOLVED to elect Richard Whitlow as Vice-Chairman.
3. Apologies for absence
Apologies were noted from Richard Whitlow.
David Wilkinson (District Councillor) had sent apologies and forwarded a report.
4. Declarations of Personal and Prejudicial Interest
4.1. Register of Interests
Noted.
4.2. Disclosable Pecuniary Interests
Nil declared.
4.3. Other Disclosable Interests
Nil declared.
4.4. Dispensations
Nil received.
5. Open Session
The meeting was adjourned for the open session.
5.1. District Councillors
A report has been received during the Annual Parish Meeting.
5.2. County Councillor
No report was available.
5.3. Village Hall Committee
A report has been received during the Annual Parish Meeting.
5.4. Public participation
No questions were received.
The meeting resumed following the open session.
6. To consider and adopt the minutes from the Parish Council meeting on the 24th March 2022
It was RESOLVED to adopt the minutes as a true record and they were duly signed by the Chair.
7. Progress reports
7.1. Councillor vacancies
It was noted that there were two vacancies on the Parish Council and enquiries from parishioners were welcomed.
7.2. Defibrillator maintenance
It was noted that the new defibrillator battery and pads had arrived and had been fitted successfully.
7.3. Flooding, Abbots Morton Village Road
It was RESOLVED to request an update from Worcestershire County Council.
8. Correspondence
8.1. Worcestershire CALC: Latest training opportunities.
The above training schedule was noted.
8.2. Lenches Directory: To consider future support.
It was RESOLVED that the Parish Council did not wish to contribute to the publication at this time.
8.3. Wychavon District Council: Delay to SWDP publication.
The above update was noted.
8.4. Parishioner: Clearance of footpath 500B.
It was noted that this had been reported to Worcestershire County Council who had confirmed that the route was on their summer clearance schedule.
9. Planning: To consider the following planning applications to be determined by Wychavon District Council:
9.1. Nil.
No planning matters.
10. Public Rights of Way and Highways
10.1. Lengthsman Scheme: To receive an update and to consider any items for the Lengthsman’s work schedule.
It was RESOLVED to ask the Lengthsman to clear vegetation at the junction of Morton Wood Lane and the C2010 in order to increase visibility.
It was RESOLVED to ask the Lengthsman to attend to weeds growing in the gutter on the Abbots Morton Village Road.
10.2. PROW maintenance and obstruction issues: To consider and review.
It was RESOLVED to report a number of dead trees at risk of falling adjacent to footpath 513C.
11. Parish matters for discussion/decision
11.1. Queen’s Jubilee: To consider support for events in celebration of the Queen’s Platinum Jubilee 2022.
It was noted that invoices in support of the event had been received (items 13.9 and 13.10).
11.2. Jubilee commemorative tree: To consider arrangements for planting a commemorative tree and plaque.
It was RESOLVED to approve purchase costs up to £200.00 for a commemorative tree and £170.00 for a dedication plaque, to be sited on the Village Green or, if that was not possible, on the verge of the village road.
11.3. ARCH Messenger: To consider costs and to review content for the ARCH Messenger publication.
It was RESOLVED to approve a one-off donation of £120.00 for the year in support of ongoing publications and to allow future content from the Parish Council.
It was RESOLVED to forward a summary of the Parish Council’s newsletter for inclusion in the next edition.
12. Annual business as per Standing Orders
12.1. To review the following policies and procedures
12.1.1. Balances and Reserves Policy
12.1.2. Clerk, Parish, Councillor Protocol
It was RESOLVED that no changes were required for the above policies.
12.1.3. Code of Conduct
It was resolved to adopt the latest Local Government Association Model Councillor Code of Conduct (2020).
12.1.4. Complaints Procedure
12.1.5. Disciplinary Procedure
12.1.6. Equal Opportunities Policy
12.1.7. Financial Regulations
12.1.8. GDPR Data Privacy Policy
12.1.9. GDPR Data Protection Policy
12.1.10. GDPR Data Security Incident Procedure
12.1.11. Grievance Procedure
12.1.12. Press and Media Policy
12.1.13. Protocol for Planning Site Visits
12.1.14. Publication Scheme
12.1.15. Retention Policy
12.1.16. Risk Management Policy and Risk Register
12.1.17. Standing Orders
12.1.18. Training and Development Policy
It was RESOLVED that no changes were required for the above policies.
12.2. To review insurance, risk and assets
12.2.1. Risk Management Policy and Risk Register
It was RESOLVED that no changes were required for the above policy.
12.2.2. Insurance cover
Quotes had been sought from Hiscox/Gallagher (£620.01), BHIB (£552.16) and Zurich (£214.00). It was RESOLVED to accept the quote from Zurich with cover starting from 1st June 2022.
12.2.3. Inventory of Assets
It was RESOLVED that the Inventory of Assets was up to date.
12.3. To review appointment to committees, working groups and external bodies
12.3.1. Village Hall Committee
It was RESOLVED to appoint Martin Willingale.
12.4. To review the meeting schedule for the year ahead
It was RESOLVED to hold six scheduled meetings per year starting at 8:00PM on the fourth Thursday of alternate months.
13. Finance
13.1. 2021-22 Accounts
It was RESOLVED to approve the 2021/22 end of year accounts and bank reconciliation.
13.2. Certificate of Exemption
It was RESOLVED that the Parish Council had met the requirements to certify itself exempt from external audit and the certificate was duly signed.
13.3. Annual Internal Audit Report
The internal auditor’s report for 2021/22 was considered and it was noted that there were no recommendations requiring attention.
13.4. Annual Governance Statement
The Annual Governance Statement for 2021/22 was considered and it was RESOLVED that each statement had been achieved and it was duly signed.
13.5. Accounting Statements
The Accounting Statements for 2021/22 were considered and it was RESOLVED to approve and it was duly signed.
13.6. Bank mandate
It was RESOLVED that the current bank signatory arrangements were satisfactory.
13.7. 2022-23 Budget expenditure
It was RESOLVED to approve the budget expenditure.
13.8. 2022-23 Bank reconciliation
It was RESOLVED to approve the bank reconciliation.
13.9. Invoices
13.9.1. David Hunter-Miller (salary and expenses): £507.32
13.9.2. HMRC (PAYE): £111.20
13.9.3. Luke Farnsworth (Lengthsman): £260.00
13.9.4. Eyelid Productions (website server upgrade): £50.00
13.9.5. Zurich (insurance): £214.00
13.9.6. Iain Selkirk (internal audit): £110.00
13.9.7. S Dykes (Jubilee celebration expenses): £160.99
13.9.8. Worcestershire CALC (subscription): £96.39
It was RESOLVED to settle the above invoices and cheques were duly signed.
13.10. Clerk’s Delegation
13.10.1. 01/04/22 – S Dykes (Jubilee celebration expenses): £209.70
The above payment, made between scheduled meetings, was noted.
14. Councillors’ reports and items for the next agenda
It was noted that there was a damaged drainage gully on the Abbots Morton Village Road near to the junction with the C2010 and this would be reported to Worcestershire County Council.
15. Date of the next meeting
The next scheduled meeting is at 8:00PM on Thursday 28th July 2022.
The meeting closed at 9:05PM.