BEESTON REGIS PARISH COUNCIL
Minutes of the ANNUAL PARISH COUNCIL MEETING held on Wednesday, 18th May, 2016 at the Scout HQ., Cromer Rd., Beeston Regis (following the Parish Meeting)
Present: M.Knowles (Chair), R.Smith, D.Thompson, G.Dyson, Mrs.M.Wright,
N.Wright, C.Goodwin, Mrs.S.Goodwin, R.Beckley and the Clerk.
Also present were two members of the public.
1a Election of Chairman & Declaration of Acceptance of Office.
Mike Knowles was again elected chairman for the coming year and duly signed his Declaration of Acceptance of Office (Prop: MW, Sec: DT – agreed).
1b Election of Vice-Chairman & Declaration of Acceptance of Office.
Roy Beckley was again elected as vice-chairman and also signed his Declaration of Acceptance of Office. (Prop: MW, Sec: DT – agreed).
1c. To receive and consider apologies
Apologies were received and accepted from Mrs.M.Roffe and M.Church.
Apologies were also received from B.Hannah (NCC) and PCSO.Slade.
1d. To receive Declarations of Interest on agenda items
No interests declared.
- To approve the minutes of meeting held 13/4/16.
The minutes, which had already been circulated, were accepted as a true record.
(Prop: DT, Sec: CG)
Item 18: It was noted that, on agreement of members, the date had subsequently been changed to Wed. 18th May, 2016.
3 . Public Participation (requests to speak on agenda items)
No requests to speak on agenda items.
(a) To approve invoices for payment and note bank balances:
C.Allen £80.00, (bus shelter cleaning)(101669),P.Bullimore £252.90,(net salary),
(101670), HMRC £63.00 (tax on salary)(101671),
Secret Gardens £130.00 (grass cutting)(101672)
W.Runton Scouts £25.00 (hire of hall)(101673)
P.Bullimore £46.30 (admin.exps)(101674)
*** The above payments, scheduled on the agenda, were approved (Prop DT Sec NW
There was one urgent payment (re insurance) – see minute 4(c).
Reconciled and agreed bank balances were as follows :- A/C 10162132 £2397.53 and
A/C 10162140 £10797.76. The increases, compared to last month, were because of receipts in respect of (a) Precept/Grant, £6601 and (b) NCC Grass Sub. £1028.
Comparisons for the quarters actual expenditure to 30/6/16 compared to the Budget would be submitted to the July meeting.
- To confirm bank mandates & internal auditor appointment
** The following were agreed for 2016/17. (Prop: GD, Sec: RB) :-
Standing Order: T.T.Jones Electrical: £23.20 (monthly) (light maintenance)
Direct Debit: Eon: £75.00 (variable) (monthly) (electricity)
** The following was also agreed (Prop: DT, Sec: MW) :-
Mr.S.Meakin (retired NHS accountant) be appointed internal auditor for 2016/17.
- To receive report and consider PC.Insurance (RB)
A copy of the Vice-Chairmans report on insurance had been sent to all members. As a retired insurance practitioner he had completed a thorough review and recommended to members that the PC accepts the quote from Hiscox (via Came & Company, -Brokers) in the sum of £704.49. The policy provided extra cover compared to the previous years and he had been impressed with the excellent communication from Came & Co. It was agreed to accept RB’s recommendation and accept the quotation and terms for the Hiscox policy. (Prop: RS, Sec: CG). The cheque in the sum of £704.49 payable to Came & Company was agreed (101675). Members thanked RB for all the work and research carried out, and the Clerk would forward the appropriate papers, including the insurance declaration, to Came & Co.
- To consider the way 2nd homes council tax is spent in Nth.Norfolk.
It was agreed to carry this matter forward to the next meeting.
- To note decisions/information received from NNDC/NCC since last meeting.
- To consider planning applications received since agenda printed
- Update re Affordable Housing
The Clerk had nothing further to report. It was hoped that the PC would hear from Hastoe Housing soon regarding the planning application.
- To consider PCs responsibilities re the AONB.
No planning matters had been considered concerning the AONB.
- Highways/Footpath matters.
- To receive update re registration of historic public rights of way.
The PC had decided not to proceed with the registration of an extension of FP13 or any other footpaths. The Clerk, having referred this matter to the local Ramblers, would remove this matter from the agenda.
- Meetings & Conferences (to receive reports and announcements)
The launch of “Coastal Partnership East” was on 10/6/16 (Lowestoft) – noted.
CG reported on the recent Police SNAP meeting when concerns were expressed regarding heavy lorries turning on to the A148 when leaving the new quarry.
- To receive update re Queens Birthday Celebrations (commemorative medals)
The Clerk had ordered the commemorative medals, and letters had been delivered to all households so that the exact number required could be ascertained. The Clerk had received 24 requests todate. Arrangements regarding presentation would be considered at the next meeting.
- To further consider quality of Vodaphone mobile phone signal in the parish.
The Clerk had no further news and had referred the matter again to Dr.M.Strong the Norfolk CC Champion for Broadband and Mobile signals. – Noted.
- Local Council Award Scheme & Governance
- To receive update re LCAS.
The Clerk informed members that corrections were being made in line with the Accreditation Panel’s letter. The new Standing Orders needed to be adopted before proceeding further (see10b). The annual parish council meeting in May also needed to deal with many governance matters (see 10c).
- To consider/adopt revised Standing Orders
The revised Standing Orders were agreed and adopted (Prop: RB, Sec: MK). These would next be reviewed in May, 2017.
- To consider appointments, arrangements etc.. as per Standing Order 5(k)
(SOs., F.Regs., Land & Assets, Insurance, Subscriptions, Complaints procedure, F.O.I.Act, DP Act, and PC Calendar).
The following was agreed (Prop: MK, Sec: RB) :-
** Standing Orders: See 10(b) above
** Financial Regulations: Updated regulations to be considered at the next meeting.
** Representatives on external bodies :
The Church Field Charity (no. 241840) – R.Beckley.
The Hooke & Unknown Donor Charity (nos. 240693 & 208187) – R.Beckley,
Mrs.M.Wright, and G.Dyson.
The Sheringham Society – G.Dyson.
Police SNAP meetings – Mrs.S.Goodwin, C.Goodwin, and G.Dyson.
** Inventory of Land & Assets: Confirmed as per Asset Register included in the annual accounts and on the website. Annual Asset inspection to be carried out in the autumn as in previous years.
** Insurance arrangements: A complete review had been carried out and the report considered and agreed – see item 4(c).
** Annual Subscriptions: It was agreed to continue subscribing to NALC & SLCC.
** Complaints Procedure: This was currently being reviewed and would be brought to the PC in the near future.
** Procedure on F.O.I. Requests – to be considered at the August, 2016 meeting.
** Procedure on dealing with the Press/Media: c/fwd to the August, 2016 meeting.
** Calendar of Meetings for coming year: Members agreed to continue meeting on the second Wednesday of the month and the Clerk would produce an annual calendar which included the annual parish meeting.
** Confirmation of Bank Mandates: see minute 4(b).
** Appoint the Internal Auditor: see minute 4(b)
** Bank Signatories: Members authorised to sign cheques and transfers between accounts would continue as last year (Mrs.M.Roffe, R.Beckley, and Mrs.S.Goodwin)
- To receive update from Hooke Charity re purchase of Defibrillator (RB)
Information had been forwarded by a former councillor to RB and he hoped to report further progress soon.
- To further consider the 800th Anniversary of the Priory
A brief update had already been given by S.Pegg at the annual parish meeting earlier in the evening.
- To receive reports from District & County Councillors
No further reports.
- Police Report /Sect.17 Crime & Disorder Act.
Received via email :- (a) 10 phone calls to police in the last month (b) 3 recorded crimes; two criminal damage and one common assault (c) Police Surgery dates are
20/5/16 and 18/6/16. (d) next SNAP meeting would be on 8/9/16.
- To receive update & consider the creation and use of a Mobile App.
CG reported that he had been in touch with representatives of WordPress and it was thought this project would be too expensive for the PC. It was agreed to remove this item from the agenda.
- To receive Correspondence (not included in agenda items above)
No other correspondence received.
- Resolution re Public Participation (comments/other matters)
The resolution was proposed and seconded (DT and GD) but after adjourning there were no public comments. – Meeting re-opened.
- To confirm date of next meeting & future agenda items.
This was confirmed for Wednesday, 8th June, 2016 (7pm).
The Annual Governance Statement and Financial Accounts would be considered.
MW asked for the “future use of Daisy Green” to be placed on the agenda.