Meetings 2023/2024 - Text

NOTICE OF MEETING

Dear Councillor

You are hereby summoned to attend the Annual Meeting of Asterby and Goulceby Parish Council. It will be held on Thursday 18th May 2023 commencing at 7.30pm, Three Horseshoes, Goulceby.

Business to be dealt with at the meeting is listed in the agenda. Official meeting will start at 7.40pm or at the conclusion of the public forum whichever is sooner. All councillors should be present by 7.30pm.

Diane De Halle   Clerk to the Council                                                                 Date: 11th May 2023

PUBLIC FORUM – Public Participation (maximum 10 minutes) - Members of the public will be invited to comment on any of the items on the agenda or any item they may wish to raise, those items not on the agenda will not be debated but referred, if appropriate, to the next meeting

1. To elect a Chairman for the forthcoming year and receive their Declaration of Acceptance of Office

2. To elect a Vice Chairman for the forthcoming year and receive their Declaration of Acceptance of Office

3. Chairman’s remarks

4. Apologies for absence and reasons given

5. Declaration of interests and requests for dispensations - To receive declarations of interest in accordance with the Localism Act 2011 and to consider granting dispensation(s), as per written requests received by the proper officer, to councillors under section 22 of the Act 

6. To confirm and sign the minutes of the meeting held on 20th March 2023 

7. To receive reports from the Clerk and Councillors on matters outstanding:

a) Update on Goulceby planters

b) Cost of repairing Asterby Notice Board

8. To receive reports from District and County Councillors

9. To receive an overview of the issues reported to highways by Councillors since the last meeting and agree any action

10. To consider planning applications/correspondence – 

a – Full planning permission granted: N/060/01865/22 (3.10.22)

APPLICANT: Mr. G. Everitt

PROPOSAL: Planning Permission – change of use and conversion of an ancillary building which is in the course of construction into a self-contained annexe

LOCATION: GOULCEBY LODGE, TOP LANE, GOULCEBY, LOUTH, LN11 9TZ 

Approval notice received from ELDC 12.4.23

11. To consider correspondence received since the last Parish Council meeting:

12. To review and agree the following policies for the Parish Council:

• Standing Orders 
• Code of Conduct

13. Financial matters:

a) To resolve to agree that Asterby and Goulceby Parish Council meets the AGAR exemption criteria and wishes to be an exempt authority, not subject to external audit limited assurance review for the year 2022/2023 (deadline 3.7.23)

b) To consider and resolve to approve the Annual Internal Audit report / LALC checklist

c) To consider and resolve to accept the Annual Governance Statement

d) To consider and resolve to accept the Annual Accounting Statements and Annual Bank Reconciliation

e) To review and approve the Financial Regulations

f) To receive an updated list of Assets (Appendix 1)

g) To review and update the Risk Register Log/Schedule

h) To receive an updated bank reconciliation from RFO (Appendix 2)

i) Agree Bank signatories: remove Sheila Wardle / Blue Mablethorpe – Add Ian Taylor / Graham Johnson, confirmed added: Diane De Halle

j) Remove the quarterly standing order relating to the Parish Clerk and agree standing order for the new Parish Clerk payment from end of June 2023

k) To note the renewal cost for Parish Council insurance; no additional quotes obtained; Zurich Insurance comparable with 22/23 with a renewal fee of £196.00

l) To consider the cost of replacing the door on the Asterby notice board

m) To consider and approve income/payments due including: Precept: £1980 receipt 6.4.23 – ELDC; Annual Insurance Renewal 6.4.23 – £196 Zurich; Annual Parish Newsletter fee 28.4.23 - £75 (6 editions from July/Aug); Stationery 5.5.23 - £36.70; Plants & compost for Planters 5.5.23 - £44; Salaries 30.6.23 £337.25; Outstanding claim of VAT £18 to action (financial year 22-23); Audit cost by LALC independent auditor £50 (pending invoice)

14. To agree items to be included in the next newsletter and who will undertake going forwards (next deadline 15.06.23)

15. Defibrillator check and who will undertake going forwards

16. To confirm the dates for the 2023/24 meetings and agenda items for the next meeting 

Financial Matters

Appendix 1 - Asset Register

Appendix 2 - Bank Reconciliation 22-23

Appendix 2 - Bank Reconciliation 23-24