May 2023 Agenda
10th May 2023
NOTICE IS HEREBY GIVEN that the next meeting, the Annual Meeting of Utterby Parish Council, is to be held on:
Wednesday, 17th May 2023 at 7.00pm
To be held at Utterby Village Hall, Main Road, Utterby. Councillors are hereby summoned to attend.
Maria Vincent
3 Church Walk, South Cockerington, Louth, Lincolnshire LN11 7EE -Tel: 01507 328149, clerkupc@gmail.com
Before the meeting begins all elected Councillors must sign their DECLARATION OF ACCEPTANCE OF
OFFICE AS COUNCILLOR, and therefore it is requested that you arrive by 6:45am at the latest.
As this is the Annual Meeting of the Parish Council, the PUBLIC FORUM will take place after the election of the Chairman and Vice Chairman. There will be up to 15 minutes for the public forum for members of the public to raise any issues. Questions will be dealt with in order of receipt which must be received at least one hour before the meeting (please call or email the Clerk). On completion of the Public Forum, the public will not be able to take part in any of the remaining council meeting. This session may also include the reports from Outside Bodies: ELDC Ward Member and LCC Ward Member.
AGENDA
1 Elections
a) Election of Chairman
i. Chairman to sign the Declaration of Acceptance of Office.
b) Election of Vice-Chairman – and signing of Declaration of Acceptance of Office.
i. Vice Chairman to sign the Declaration of Acceptance of Office.
2 Record of Members Present and Apologies
To receive and note apologies for absence which have been given to the Parish Clerk prior to the meeting.
3 To receive any Declarations of Interest on any item on the agenda - in accordance with the requirements of the Localism Act 2011, and to consider any applications for dispensations in relation to disclosable pecuniary interests.
4 Minutes:
To approve as correct records the notes of the meetings and authorise the Chairman to sign the official minutes from 5th April 2023.
5 Council Matters, Actions and Communications
a) Closed Session Item - To resolve to move into Closed Session in accordance with the Public Bodies (Admission to Meetings) Act 1960 due to the confidential nature of the business to be discussed in relation to the following matters: Co-option of an Utterby Parish Councillor.
b) Chairman’s Remarks.
c) Clerk’s Report.
d) To review and approve the Asset Register.
e) To review and approve the Standing Orders.
f) To note: Financial Regulations were reviewed and approved in February 2023.
g) To review and approve the Code of Conduct.
h) To review and approve the Complaints Procedure.
i) Consultations to consider:
j) Communications received:
6 Finance and Budgets
a) To approve the quarterly monitoring from Dec-end March 23 and the new budget 2023/24.
b) To resolve to ratify the payment made for the third year of the Parish Council’s Insurance policy (3 year term) of £511.54 due 01/06/2023 from AJG Community Schemes Gallagher insurance as per email.
c) Payments - to resolve to ratify to the payments made on 5th April 2023 as per email.
d) To resolve to accept the Internal Auditor’s report.
e) To complete and resolve to approve the Annual Governance and Accountability Return and give `` permission to the Clerk to send it to the auditors, PKF Littlejohn LLP.
i. Certificate of Exemption
ii. Annual Governance Statement
iii. Accounting Statements
f) To resolve to approve the bank reconciliation and explanation of variances.
g) To resolve to approve the Notice of Public Rights and Publication of Annual Governance and Accountability Return.
h) To note the contact information to be sent to PKF Littlejohn LLP.
7 Planning Matters
a) Any urgent planning applications to consider.
b) Update on previous planning permission and any urgent planning issues.
8 Parish Council Amenities (bus shelters, village green, etc)
a) Welcome Pack – Any new residents.
b) Utterby Tidy Up Campaign 2023
c) Verges and Village Green.
d) Bus shelters.
e) Utterby Voice.
9 ELDC/LCC Services (Streetlights, Bins, Highways, Verges, Footpaths, etc)
a) Any urgent issues or updates.
10 Notifications
a) None to date.
11 Date and time of Next Meeting - Wednesday June 7th 2023 at 7pm in the Village Hall, Utterby.