2023 Parish Council Minutes

SCOTTON PARISH COUNCIL

MINUTES OF THE ANNUAL MEETING OF SCOTTON PARISH COUNCIL HELD AT SCOTTON VILLAGE HALL NORTHORPE ROAD DN21 3RB

THURSDAY 18th MAY 2023 AT 6.00PM

Present: Councillors R. Walker (Chairman), S. Walker, H. Alexander, R. Littlewood & Dr. M. Johnson

In attendance: Cllr. K. Carless, District Council and Leticia Cooper (Clerk & RFO)  

Item 15/05/23 Election Results – Confirmation of councillors and appointment of Chair and Vice-chair, signing of Declaration of Acceptance of Office and Declaration of Interest Forms
a. Cllr. R. Walker was nominated by Cllr. Dr. Johnson, seconded by Cllr. Alexander. RESOLVED to appoint Cllr. R. Walker as chairman.
b. There were no nominations for vice-chair.
c. All Councillors signed the Declaration of Acceptance of Office form. Cllrs. Alexander, Littlewood, and Johnson signed Form B, unchanged Register of Interest forms. Cllrs. R & S Walker to complete new Register of Interest forms and forward to the clerk on completion.
Item 16/05/23 Public session
Cllr. Carless, (newly elected to the district council) introduced herself. Council congratulated her on the election and was welcomed to the meeting.
Item 17/05/23 To receive apologies and reasons for absence
It was voted upon and unanimously RESOLVED to accept retrospective apologies  from Cllr. Dr. Johnson for the meeting in April.
Item 18/05/23 To receive any declarations of interest in accordance with the Localism Act 2011 and to consider any requests for dispensation
There were none.
Item 19/05/23 To receive and approve the notes of the meeting on 14th April 2023
It was voted upon and unanimously RESOLVED to accept the notes of 14th April 2023 as a correct record and signed as Minutes.
Item 20/05/23 Election of Allotment Wardens 2023-24
All allotment wardens expressed an interest in continuing to volunteer and were duly re-elected.
Item 21/05/23 To confirm delegation of responsibilities
The following were confirmed:-
Cllr. Walker: Lead Councillor for the Community Orchard, co-ordinator of Defib checks & maintenance, management of book kiosk
Cllr. Alexander: Co-Councillor lead for the Community Orchard, maintenance of planter at Jubilee Tree site and lead Councillor for Highway matters
Cllr. S. Walker: Liaison with Scotton Village Hall committee
Item 22/05/23 To resolve to fill remaining vacancies by Co-option
It was voted upon and unanimously RESOLVED to fill vacancies by co-option. Clerk to issue and publish co-option notice.
Item 23/05/23 Annual Governance Accountability Return 2022-23
a. The Annual Internal Audit report was received and noted.
b. The Annual Governance Statement Section 1 was considered. It was voted upon and unanimously RESOLVED to approve all the assertions in Section 1, which were read out to the Council. It was duly signed.
c. The Accounting Statements Section 2 were considered. It was voted upon and unanimously RESOLVED to approve and sign them.
Item 24/05/23 Banking
a. There had been difficulties adding Cllr. Dr. Johnson and Cllr. R. Walker had raised a complaint with the TSB. After this the TSB had written to confirm Cllr. Dr. Johnson had been added to the mandate.
b. No further action was agreed regarding current banking arrangements.
Item 25/05/23 Finance
a. Monthly and overview budget reports received and noted. All invoices and bank statements were available for scrutiny. It was voted upon and unanimously RESOLVED to approve the payments and expenses for May:-

• Clerk’s salary for May
• Clerk’s mileage for May £60.75
  Higher than usual as the clerk had made trips to put up Notices of Parish & District Elections, drop off and pick up accounts from the auditor
• HP Instant Ink, printing costs April £11.49
• Annual Audit Fees £20.00
• Grass cutting - April £180.00

Item 26/05/23 To discuss insurance renewal quotes received and consider any action
Two quotes had been received:-
Zurich Insurance - £300.00 and Community Action Suffolk £358.06.
Following discussion it was voted upon and unanimously RESOLVED to accept the quote from Zurich Insurance.
Item 27/05/23 To discuss condition of notice board near Westfield estate and consider any actions
Cllr. R. Walker had made repairs to the wooden surround. No further actions needed for the present.
Item 28/05/23To hear any updates about purchase of Commemorative Planter and removal of brick plinth
Highways had given permission to site a planter on the verge. It was voted upon and unanimously RESOLVED to set aside £800.00 for purchase and installation of the planter. Cllrs. R. Walker and Alexander to work together to purchase planter, bedding plants and order replacement plaque. The brick plinth would be taken down in due course.

Cllr. S. Walker arrived at the meeting at 6.25pm.

Item 29/05/23 Community Orchard
a. Cllr. R. Walker would purchase the anti-suppressant materials within the budget of £200.00 allocated. Nothing further to report.
b. Cllr. R. Walker had applied for a mixed bundle of trees but had not heard back from the Woodland Trust. He would keep checking back for any further offers.
c. Cllr. Alexander had investigated the possibility of lining the pond, but it was considered impractical. Meanwhile, Cllr. R. Walker had independently purchased a pull along water trolley, which could be loaned at no cost to the Council.
d. It was voted upon and unanimously RESOLVED to authorise payment of £9.99 for the purchase of tree guards.
e. Following discussion, it was voted upon and unanimously RESOLVED to authorise purchase of stone substrate via contactless chip and pin within the agreed budget.
Item 30/05/23 To hear any reports from the Village Hall Management Committee (Cllr. S. Walker)

• The annual village fete would take place on the 24th of June 2023.
• New combi play equipment had been installed in the playground.

Item 31/05/23 To review planning applications and agree any actions
a. Decisions pending
There were none.
b. Determined
146131 Scotton Village Hall Northorpe Road Scotton DN21 3RB
Planning application for installation of equipment to recreation area
Granted time limits + conditions 06.04.23
c. Modification order to public right of way Beck Lane to East Ferry Scotton 4/1
To discuss recent updates about the naming of ‘Coffin Lane’
WLDC had reported that the use of ‘Coffin Lane’ was not officially noted on maps but could not explain why it had been used in a recent planning application. The Council elected to take no further action.
Item 32/05/23 Parish Councillors reports
Cllr. Littlewood used to cut the adopted highway verge in front of the horse paddock on the High Street but was unable to continue. This would be considered at the next meeting. In the meantime, the contractor would be asked to cut this back.
Item 33/05/23 Date of next meeting
The next meeting would be the Annual Assembly on June 1st at 6pm – the Parish meeting would follow immediately afterwards.

There being no further business the meeting ended at 6.45pm