2021 notices & agendas

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Notice is hereby given, and all members of the Council are duly requested to attend, the Annual Meeting of the Parish Council to be held on Tuesday, 25 May 2021 at 6.00pm. in the Bridge Room at the Curlew Centre, Sutton Bridge.:

Information for members of the public & press:

The following COVID-19 risk mitigation measures will be in place:

• Up to 15 members of the public will be permitted. Please arrive five minutes before the time of the meeting. Late arrivals may not be admitted.
• You are required to either scan the building’s QR code when you arrive using the NHS COVID-19 app, or provide your name and contact details to the clerk.
• If there is a large influx of the public which exceeds the meeting room’s safe capacity to maintain social distancing guidelines (15), then those members of the public arriving after the safe number has been exceeded will be asked not to enter the meeting. If members of the public insist on attending the meeting, then the Parish Council will resolve on excluding all members of the public and press for the whole of the proceedings in accordance with the Public Bodies (Admission to Meetings) Act 1960 s. 1 (2), for the reason of public safety .
• All attendees must maintain social distancing guidelines (2m, or 1m with risk mitigation where 2m is not viable)
• Facemasks must be worn when entering and leaving the meeting and at other times where 2m social distancing is not possible.
• Use hand sanitiser as provided.
• In accordance with advice from the National Association of Local Councils (NALC), no period has been set aside for public participation. Members of the public wishing to make representations to Parish Council must submit these in writing to be received by the clerk no later than 6pm Monday 24 May 2021; or, to defer their representation until the meeting scheduled for June 29, when it is anticipated that all COVID-19 restrictions will have been lifted.
• Non-members may not take part in discussions during any part of the meeting.

AGENDA

1. To elect the chair for the year 2021/22. A declaration of chair's acceptance of office to be signed and submitted to the clerk at the earliest opportunity. 

2. To elect the vice-chair for the year for the year 2021/22. A declaration of vice-chair’s acceptance office to be signed and submitted to the clerk at the earliest opportunity. 

3. To note members’ attendance and to receive apologies for absence.

4. To receive declarations of disclosable pecuniary or other interests and to consider any written request for dispensation.

5. To consider any written representations to the Parish Council. 

6. To approve the minutes of the meeting held on Tuesday, 27 April 2021.

7. To note any police matters

8. To receive the chair’s report

9. To receive the clerk’s report

10. To receive reports on District & County Council matters

11. Financial matters

I. To approve the April bank reconciliation and cash book.

II. To approve payments to 25 May 2021, as below, including any late payments notified by the clerk and to note the two councillors who will authorise the Unity Trust bank transfers.

III. To note receipts since the last meeting: bank interest £68.45; garden allotment rent £56.50; LCC receipt for maintenance of East Bank picnic site £868.00; VAT reclaim £461.17; farm business tenancy £4,052.92.

IV. To approve the bank reconciliation for the year ended 31 March 2021.

V. To approve the asset register as of 31 March 2021.

VI. To note LGA 1972 s.137expenditure of £3,675.00 for y/e 31/03/21, being within the limit of £28,512.64.

VII. To receive the annual internal audit certificate 2020/21 (AGAR page 3 of 6).

VIII. To receive the detailed internal auditor’s report for 2020/21 and to resolve on any recommendations.

IX. Considering each statement in turn, to resolve to agree and approve the annual governance statement 2020/21 (AGAR page 4 of 6).

X. To approve the explanation of variance 2020/21.

XI. To approve the annual accounting statements 2020/21 (AGAR page 5 of 6).

XII. To resolve to appoint Auditing Solutions Ltd as the internal auditor for the financial y/e 31/03/2022.

12. To resolve to adopt Council’s Standing Orders as currently published, with the amendment that clause 3. Meetings held under COVID-19 emergency legislation, be deleted.

13. To resolve to adopt the Council’s Financial Regulations as currently published.

14. To resolve to adopt the Council’s Risk Register (financial & operational risk assessment schedule)

15. Terms of reference for committees and working parties.

I. To resolve to readopt the terms of reference of the Finance Committee.

II. To resolve to readopt the terms of reference of the Personnel Committee.

III. To resolve to readopt the terms of reference of the Burial Ground Committee

IV. To resolve that the terms of reference of the Pavilion & Projects Committee be considered at its next meeting and that its recommendations be brought back to full Council for consideration.

V. To resolve to readopt the terms of reference of the Open Spaces Working Party with the amendment that the chair of the committee should be elected at its first meeting.

VI. It was resolved to readopt the terms of reference of the Allotments’ Working Party with the amendment that it will solely consider garden allotment matters and not the Council’s Farm Business Tenancies.

16. To resolve to appoint the following new committees and that the chair of each committee be elected at the first meeting and for each committee to make a proposal to full Council regarding its terms of reference.

I. Youth programme committee

II. Neighbourhood development plan committee

III. Funding committee

17. To resolve on appointments to the following committees and working parties:

I. Finance committee.

i. Prior nominations: Cllr S Booth, Cllr Brewis, Cllr Bruch, Cllr Davies, Cllr Goodwin, Cllr Scarlett,

ii. Late nominations.

II. Personnel committee.

i. Prior nominations: Cllr Brewis, Cllr Bruch, Cllr Davies, Cllr Goodwin, Cllr Scarlett,

ii. Late nominations.

III. Burial ground committee

i. Prior nominations: Cllr S Booth, Cllr Brewis, Cllr Davies.

ii. Late nominations.

IV. Pavilion and new projects committee.

i. Prior nominations: Cllr S Booth, Cllr M Booth, Cllr Brewis, Cllr Davies, Cllr Goodwin, Cllr Robinson, Cllr Scarlett, Mr D. Earth (co-opted)

ii. Late nominations. 

V. Youth programme committee (subject to resolution 16.I)

i. Prior nominations: Cllr Brewis, Cllr Robinson, 

ii. Late nominations. 

VI. Neighbourhood development plan committee (subject to resolution 16.II)

i. Prior nominations: Cllr Bruch, Cllr Robinson, Cllr Scarlett.

ii. Late nominations.

VII. Funding committee (subject to resolution 16.III)

i. Prior nominations: Cllr Bruch, Cllr Robinson,

ii. Late nominations. 

VIII. Open spaces working party.

i. Prior nominations: Cllr Davies, Cllr Perkins, Cllr Robinson, Cllr Scarlett.

ii. Late nominations.

IX. Garden allotments working party.

i. Prior nominations: Cllr M Booth, Cllr Brewis, Cllr Davies, Cllr Goodwin, Cllr Perkins, 

ii. Late nominations.

X. Footways and Byways working party.

i. Prior nominations: Cllr Perkins.

ii. Late nominations.

18. To receive and consider nominations for representatives on outside bodies (current representatives):

I. Allen’s and Thomas Blank’s charities (Cllr Scarlett, Cllr York, Ms Cook (co-opted), Mrs York (co-opted).

II. Sutton Bridge Community Centre Fund (Cllr Scarlett) 

III. King’s Lynn Advisory Group, The Wash & North Norfolk Marine Partnership, (KLAG) (Cllr Brewis)

IV. Voluntary car scheme (Cllr M Booth, Mr Grimwood co-opted)

V. Lincolnshire association of local councils (Cllr Brewis)

VI. Sutton Bridge Power Station liaison group (Cllr York) 

VII. Suttons’ emergency planning (Cllrs M Booth, York)

VIII. Charter of friendship group.  (Mr Grimwood co-opted)

9. To resolve to note the following agreements and arrangements with other local authorities, not-for-profit bodies, and businesses:

I. Agreement to April 2022 with Lincolnshire County Council (LCC) to maintain the East Bank picnic site. Following year’s agreement to be considered January 2022.

II. Agreement to April 2022 to undertake highways verge grass cutting on behalf of LCC. Following year’s agreement to be considered December 2021.

III. Ongoing agreement to provide agency litter picking on behalf of the District Council.

IV. Agreement to 31/12/21 for Heronwood Landscapes to provide grass cutting services to the Council. Agreement for 2022 to be considered October 2021.

V. Farm Business Tenancy Agreements to 10/10/25, with earliest rent review 11/11/25 and break clause with 12 months’ notice in respect of planting a community woodland.

VI. Garden allotment agreements – working party to undertake rent review at its next meeting.

VII. Pavilion and pitch fees agreement with SBUFC to 31/03/22 – to be reviewed at the September meeting.

VIII. Lease to 05/01/22 with the Curlew Centre for the use Parish Council office – to be considered at the July meeting.

20. To note the long-term insurance undertaking via broker BHIB to 29/09/23.

21. To note the following Council and staff subscriptions

I. Council LALC subscription @ £739.85 to 31/03/22

II. Council Zoom subscription via LALC @ £119.90 to 22/04/22.

III. Council Microsoft 365 subscription Business Standard 2 user licence @ £225.60 p.a. renews 25/04/22.

IV. Council Data Protection Registration £35.00 p.a.

V. Pending - previously approved Microsoft 365 Business Basic x 12 users @ £3.80 user/month (for councillor email accounts) – 12-month commitment.

VI. Clerk & Admin Asst Adobe Acrobat Pro 2 users £12.64/month/user less TSLPC £4.22/month/user contribution.

VII. Clerks SLCC subscription @ £210.75 p.a. to 30/09/21

22. To resolve to readopt the Council’s complaints procedure.

23. Procedures and practices in respect of its obligations under freedom of information and data protection legislation (see also standing orders 12, 21 and 22)

I. To resolve for the clerk to revise the Freedom of Information policy to properly reference the publication scheme and resubmit to the Parish Council for approval and adoption.

II. To resolve to readopt the Data protection policy.

III. To resolve to readopt the publication scheme.

IV. To resolve to readopt the document retention policy.

24. To resolve to readopt of the Council’s policy for dealing with the press/media.

25. Council’s employment policies and procedures.

I. To resolve to readopt the Council’s sickness & absence policy.

II. To resolve to readopt the Council’s equality policy.

III. To resolve to readopt the Council’s disciplinary & grievance procedure.

26. To resolve for the dates of ordinary meetings of the Council up to and including the next annual meeting to take place on a Tuesday at 7pm on the following dates: 

I. 29 June 2021

II. 27 July 2021

III. No meeting is scheduled for August.

IV. 28 September 2021

V. 26 October 2021

VI. 30 November 2021

VII. 14 December 2021

VIII. 25 January 2022

IX. 22 February 2022

X. 29 March 2022

XI. 26 April 2022

XII. 31 May 2022 – Annual meeting of the Parish Council.

27. To receive requests from members for items to be included on the agenda of a future meeting.     

28. To resolve to move into closed session on the grounds of confidentiality by virtue of the Public Bodies (Admission to Meetings) Act 1960 s.1(2) 

29. To consider quotes for urgent works relating to the Parish Council’s assets.