Minutes of 2018

Minutes of March 27th 2018

 

MINUTES OF EXTRAORDINARY MEETING HELD ON MARCH 27TH, 2018

AT GAUTBY VILLAGE HALL

Present

Councillor Heselwood, Chair, Councillors E & V Brown, G Bell, H Padfield and J Stuchfield.  No members of the public in attendance.

 

  1. Chairman’s remarks - Welcome Members of the Public
    1. The Chair welcomed Councillors to the meeting.
  2. Apologies for absence and reasons given.  Vote to accept.
    1. Cllr Hibbert sent his apologies. Cllr Keys did not send apologies.  It was agreed by all to accept Cllr Hibbert’s apologies.

 

  1. Declaration of Disclosable Pecuniary Interests under the Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012 made under the s.30 (3) of the Localism Act 2011
    1. Cllr Heselwood declared a personal and pecuniary interest at agenda item 10c, as she had made an expenses’ claim.

 

  1. Declaration of Personal Interests in items on the agenda.
    1. Cllrs Heselwood and V Brown declared personal interests at agenda item XX, in relation to the Gautby Village Hall invoice for hall hire as they are members of the village hall committee.  Cllrs V  & E Brown also declared a personal interest at the same agenda item 10c, in relation to the Minting Village Hall invoice for hall hire as they are members of Minting Village Hall Committee.

 

  1. To confirm or amend and sign the minutes of the meeting held on Jan 19th, 2018 (deferred from March 12th meeting, due to administrative error.)
    1. The signing of these minutes was deferred from the previous meeting.  It was proposed by Cllr Stuchfield and seconded by Cllr V Brown to accept the minutes as a true record of the meeting of 19 January 2018 and for the Chair to sign them accordingly.  Cllr Padfield abstained from the vote, all other Councillors agreed.  The minutes were duly signed by the Chair.

 

  1. The following minutes were incomplete due to an administrative error and are included again here: To confirm or amend sign the minutes of the meeting held on February 6th, 2018. 
    1. The Chair advised Councillors that the minutes of the 6 February 2018 meeting needed to be amended, to include the decisions made in the confidential session.  She confirmed that the confidential notes regarding the discussions in the confidential session remained confidential; the only amendments were to officially minute the decisions made at the end of the confidential session.  It was proposed by Cllr Stuchfield and seconded by Cllr Bell to accept the minutes as a true record of the meeting of 6 February 2018.  Cllr Padfield abstained from the vote as he was not in attendance at the meeting.  It was agreed by all other Councillors and duly signed by the Chair.

 

  1. To confirm and sign the completed minutes of the meeting held on February 16th, 2018 (missed from March 12th agenda due to administrative error.)
    1. The Chair advised Councillors that the minutes of the 16 February 2018 meeting also required to be amended, to include the decisions made in the confidential session.  She confirmed that the confidential notes regarding the discussions in the confidential session remained confidential; the only amendments were to officially minute the decisions made at the end of the confidential session.  It was proposed by Cllr Bell and seconded by Cllr Stuchfield to accept the minutes as a true record of the meeting of 16 February 2018.  Cllr Padfield abstained from the vote.  It was agreed by all other Councillors and duly signed by the Chair.

 

 

  1. To confirm or amend and sign the minutes of the meeting held on March 12th, 2018.
    1. It was proposed by Cllr Stuchfield and seconded by Cllr Bell and agreed by all to accept the minutes as a true record of the meeting of 12 March 2018.   The minutes were duly signed by the Chair.

 

  1. To receive reports from District and County Councillors and Police (if available)
    1. None available.

 

  1. Financial Matters

 

  1. Register with Information Commissioner’s Office[pc1] 
    1. The Chair advised that LALC had advised that Parish Councils should register with this scheme, as they are data processors due to holding employee data. The annual fee of £35 will rise to £55 in May, so joining now will represent a cost saving.  It was proposed by Cllr Stuchfield, seconded by Cllr Heselwood and agreed by all to join the scheme.  As it has to be paid for online, Cllr Heselwood will pay this and reclaim the cost at the next meeting.

 

  1. Best Kept Village competition – agree to enter competition and pay entry fee
    1. The Chair advised that the entry deadline is 4 May 2018, when the entry fee of £18 must also be submitted.  It was proposed by Cllr Heselwood, seconded by Cllr Bell and agreed by all to enter the competition as in previous years.

 

  1. To approve payments to be made by the Parish Council (see separate list)
    1. Details of all payments to be made were circulated. It was proposed by Cllr Stuchfield, seconded by Cllr Bell and agreed by all for the payments to be made.

 

 

  1. Approve Asset Register
    1. The Chair provided Councillors with an up to date asset register of the Parish Council’s assets.  She confirmed that these items are insured by the Parish Council and that the list will form part of the annual audit. It was proposed by Cllr. Stuchfield, seconded by Cllr. Bell and agreed by all to accept the asset register as a correct record.

 

 [pc1]