FOTHERBY PARISH COUNCIL.
Minutes of the Annual meeting of Fotherby Parish Council held on Monday 3 May 2022 at St. Mary’s Church.
Present; Cllr Sutton (Chair for this meeting), Cllr Hunter, Cllr Chen, Cllr Wait, Cllr Giles.
In attendance: Mrs V Davies (Clerk), Cllr, LCC Cllr A Hall
Five Parishioners present
The meeting began at 18:55 his with an open forum
39/22 ELECTION OF CHAIRMAN
No councillors were willing to be Chairman. In addition Cllr Giles, the previous chairman, would be resigning as a councillor at the end of the meeting.
It was resolved that the clerk would email all councillors for decisions between meetings. Should the matter be urgent, and the clerk had not received email responses, the clerk would telephone a councillor for a decision.
Cllr Sutton would chair the meeting only and stand down at the end of the meeting.
The Parish Council gave their extreme thanks to Cllr Giles for his excellent work as chairman and were sorry to see him leave the parish council.
40/2022 ELECTION OF VICE CHAIRMAN
No councillors were prepared to be vice chairman.
41/2022APOLOGIES FOR ABSENCE
There were no apologies for absence.
42/22 DECLARATIONS OF INTEREST – TO BE STATED IN ANY PROPOSITION
There were no declarations of interest.
43/22 Approval of the minutes of 4 April 2022.
Cllr Sutton proposed, seconded Cllr Waite approval of the minutes of 4 March 2022. Cllr Sutton signed the minutes.
44/22 Clerks update.
Allotments
The Tennant for allotment 1 had given up the tenancy and a new tenancy had been issued to a Fotherby Resident. Payment had been received for all the allotments.
Contribution From St Marys Church
As grass cutting costs had increased, the Parish Council would consider a review of the contribution from the Church. This matter would be deferred to the next meeting.
The VAT reclaim for £903.52 had been submitted.
Councillors noted the Carry forward 1.4.21 is £7011.66
Internal Audit report
The internal auditor raised that in the August minutes there was mention of comments made at a meeting in June. There was no meeting in June and this referred to the July meeting.
Correction to Minute reference 97/2021
A complaint received from a Parishioner regarding the responses received at the Parish Council meeting in July had been forwarded to Councillors.
45/22 FINANCE
Proposed Cllr Waite, Seconded Cllr Hunter approval of the cheques below:-
1285 V Davies Clerk Salary £233.10
1286 V Davies Clerk Expenses £32.26
1287 PMP Printing Keyhole £99.06
1288 J Cooper Internal audit £45.00
1289 Bush Landscaping Mowing £600.00
1290 BHIB Insurance Insurance £312.02
Balances. Treasurers Account £12837.38 (16.3.22), of which £209.78 is ring-fenced for Fotherby Common
Business Bank Account £2501.20 (10.3.22)
Cllrs noted the Monthly Reports. Cllr Wait had verified the bank reconciliation.
TO APPROVE ANY OTHER EXPENDITURE SUPPORTED BY A SUCCESSFUL PROPOSAL
Proposed Cllr Hunter seconded Cllr Sutton and agreed by all Councillors that the Parish Council would take out Insurance with BHIB insurance on a 3 year Long Term agreement basis at a cost of £312.02.
Proposed Cllr Sutton, Seconded Cllr Chen and approved by all Cllrs that the parish council would pay for the toilet hire for the Jubilee celebrations at a cost of £220 + VAT providing the supplier invoiced Fotherby Parish Council. Action Clerk to liaise with Mrs Hunter.
46/2022 ANNUAL RETURN FOR THE YEAR ENDED 31 MARCH 2022.
a)To note the Annual Financial Report. 2021 – 2022
Cllrs noted the Annual Financial Report.
b) To note the annual Bank Reconciliation 2021 – 2022
Cllrs noted the Annual Bank reconciliation.
c) To Execute Certificate of Exemption 2021 – 2022
The parish council certified itself as exempt from a limited assurance review under
Section 9 of the Local Audit (Smaller Authorities) Regulations 2015 and completed a Certificate of Exemption. Cllr Hunter proposed, Cllr Sutton seconded and this was unanimously approved by all Cllrs. The statement would be signed by the Chairman and clerk.
d) To Execute review of effectiveness of internal audit 2021 – 2022
Cllrs noted the internal audit. Proposed Cllr Sutton, seconded Cllr Hunter and unanimously approved by all councillors to approve the Internal Audit Report.
e) To Execute Annual Governance Statement 2021 – 2022
The Council as a whole considered the effectiveness of the system of internal control and prepared the Annual Governance Statement (Section 1 of the Annual Return). Cllrs
approved the Annual Governance Statement.
Resolution
The council approved the annual Governance Statement which would be signed by Cllr Sutton and the clerk on behalf of the Council.
The council approved the annual Governance Statement which would be signed by Cllr Sutton and the clerk on behalf of the Council.
f) To Approve Accounting Statements 2021 – 2022
The council as a whole considered the accounting statements (Section 2 Accounting Statements 2020/21). Proposed Cllr Sutton seconded Cllr Wait and approved by all Cllrs the approval of the Accounting Statement.
Resolution:
The Parish Council approved the Accounting Statement. The statement would be signed by the Chairman and clerk.
g) To note the Variances 2021-22
Cllrs noted the variances.
h) To Execute the Notice of Public Rights
The dates that the public could exercise their rights to view the accounts would be Monday 13 June 2022 to Friday 22 July 2022.
47/22. PLANNING
N/019/00598/22 - Change of use, conversion of, extensions and alterations to existing outbuilding to provide a dwelling with crew yard and associated parking. WOODHOUSE FARM, FOTHERBY ROAD, LITTLE GRIMSBY, LN11 0TZ
The parish council had no comment to make.
48/22. Flooding in Peppin Lane and Allenby Crescent. EM
This was under investigation by LCC highways and Anglian Water.
49/22. To appoint a trustee for Fotherby Almshouses.
Cllr Chen agreed to be the trustee for Fotherby almshouses.
50/2022. Date of next meeting Monday 6 June 2021 –7pm.
Meeting closed at 8.11 pm. Cllr Giles resigned from the Parish Council. The clerk would remove Cllr Giles from the website and bank accounts.
It was resolved that Cllr Chen would be added as a signatory to the Treasurers account.