2021 Parish Council Minutes of Meetings

Please be advised that these are notes of the meeting taken by the Clerk. They cannot in any way be regarded as the official minutes of council proceedings until they are approved and signed at the next meeting of Parish Council.

Notes of the Annual Meeting of Parish Council held remotely at 7:30pm on Wednesday 5th May 2021

Public forum

Reports from representatives

NKDC Cllr Overton sent a written report and commented on NKDC business; tree strategy; refuse collection; Stepping out walks

Council session

21.48 To elect a chairman of the council

It was Resolved: That Cllr Patrick be elected Chairman of the council for the civic year 2021-2022

21.49 To decide when the chairman’s declaration of acceptance of office shall be received

The declaration of acceptance of office will be signed away from the meeting within 28 days

21.50 To elect a vice-chairman of the Council

It was Resolved: That Cllr Beale be elected Vice-Chairman of the council for the civic year 2021-2022

21.51 To note apologies and accept valid reasons for absence

None received

21.52 To receive declarations of interest

The Clerk to Council declared an interest in all matters relating to Lincolnshire Association of Local Councils

21.53 Minutes of previous meetings

It was Resolved: That the minutes of the Meeting of Parish Council held on 12th April 2021 be approved.

21.54 To make arrangements for review of:

• standing orders and financial regulations;

• inventory of land and other assets;

• insurance;

• subscriptions to other bodies;

• complaints policy;

• policies, procedures and practices relating to freedom of information and data protection legislation;

• policy for dealing with the press and media;

• employment policies and procedures; and

• expenditure incurred under s137 of the Local Government Act 1972.

Council noted a report from the clerk outlining a timetable covering each item.

21.55 To consider policies for review or introduction:

• It was Resolved: That Financial Regulations be updated with a change to thresholds under Public Procurement Regulations

• It was Resolved:That the Data Breach policy review be approved with no changes

• It was Resolved: That the Data Protection policy review be approved with no changes

• It was Resolved: That the Document Retention policy review be approved with no changes

• It was Resolved: That the General privacy notice be updated

• It was Resolved:That the Subject Access Request procedure review be approved with no changes

• It was Resolved:: That the Emergency Scheme of Delegation accepted in March 2021 be implemented

• It was Resolved: That a new Email and use of the internet policy be approved#

21.56 Annual Governance and Accountability Return

• It was Resolved: To accept the report of the internal auditor for the financial year ended 31st March 2021

• It was Resolved: To accept the parish council accounts for the financial year ended 31st March 2021

• It was Resolved: To approve the parish council Certificate of Exemption for the financial year ended 31st March 2021

• It was Resolved: To approve the 2020/2021 Annual Return – Annual Governance Statement

• It was Resolved: To approve the 2020/2021 Annual Return – Accounting Statements

21.57 To consider arrangements for meetings for 2021-2022 and a schedule of meetings

The date of the next meeting was provisionally set for Tuesday 22nd June at The Cabin

21.58 To make arrangements to transfer all email correspondence for councillors to @doddington-whisby-pc.gov.uk

The clerk would contact members individually to arrange this

21.59 To consider community development

A meeting has been arranged with the Rector for St Peter’s Church

21.60 Planning

i. To consider planning applications validated since the last meeting of council

• 21/0484 VARCON, Paradise Row Main Street Doddington Lincoln

Application to vary condition 16 (amendment to surface water drainage scheme) attached to application 17/1865/FUL.

Council acknowledges that the work has been done but notes that it will not stop water leaving the development onto the B1190. Council doubts that it will solve the overriding problem of flooding in Doddington.

• 21 0558 HOUS Fields End Main Street Doddington Lincoln

Part demolition of existing property and outbuilding and erection of 2 storey side and rear extension

Council’s view is that this application is in keeping with the conservation area and welcomes the opportunity to bring a property back into use. Council wishes to have confirmation that trees will not be affected because of this proposed development, drawing particular attention to the mature ash and walnut trees on the site among others. Council echoes the comment from the trees officer with a request for an arboricultural assessment.

ii. To note planning decisions received since the last meeting of council

None received

21.61 Finance

i. To review and consider payment of accounts

It was Resolved: That Council approve the payment of accounts

Payments to be authorised by Cllrs Mathers and Patrick

ii. To review budget, income and expenditure to 5th May 2021

Bank statement not received

Online balance £27,820.30 at 1st May 2020

Expenditure since last meeting: £520.64

Expenditure year to date: £1,003.75

Income since last meeting Nil

The budget was reviewed: no concerns.

It was Resolved: To adjust the level of reserves as follows:

21.62 To note correspondence received since the last meeting of council and consider any recommendations

• A litter pick was scheduled for 6th June

• The clerk drew attention to training options. Cllr Patrick requested a place on the course Strategies to identify new councillors

21.63 To consider items for inclusion on the agenda for the next meeting of the Parish Council

• Gates at village entrances

• Community development

• Schedule of meetings

Meeting closed 21:35