Minutes of the July 14th Meeting

Minutes of the Meeting of Stutton cum Hazlewood Parish Council held on Thursday 14 July 2022

Clerk: Mrs G Kitchen. 

Email: clerkstuttonpc@gmail.com Tel: 07796 544404

Meetings are open to the press and public except for any item labelled as Part 2 under the Public Bodies (Admission to Meetings) Act 1960.

Press and public may not speak when the Council is in session.

Present:  Cllr C Heard (Chairman)Cllr P Spurrier (Vice-Chairman), Cllr E Catt  County Cllr D Mackay, Cllr K Grayson. Clerk/RFO Mrs G.Kitchen

No members of the public were present.

Agenda items

220701. Welcome

Chairman to welcome councillors and visitors to the meeting; remind visitors when comments may be made and that the public must not interrupt whilst the meeting is in progress. 

220702. Elections

To note that Cllrs Catt, Heard and Spurrier have been re-elected for the period 2022/27.  Elected councillors to sign Declaration of Acceptance of Office. Cllrs Mackay and Grayson co-opted – Cllr Spurrier thanked them for their volunteering.

  1. Election of Chairman for the year 2022/23.  Elected Chairman to sign Declaration of Acceptance of Office.
  2. Election of 2 councillors as YLCA representatives – Cllr Mackay volunteered his services 

220703. Apologies

To receive councillors’ apologies and reasons for absence; to resolve whether or not to accept the reasons.

  1. No apologies received

220704. Declarations of interest

To receive and record any declarations of personal, prejudicial and disclosable pecuniary interests. Councillors with any prejudicial interests must leave the meeting for the relevant item(s). 

  1. None declared 

220705. Minutes of previous meeting

  1. Councillors to discuss and resolve whether or not to accept the 12 May minutes as an accurate record of the meeting. 
  • Accepted
  1. Clerk to sign the minutes if accepted.

220706. Public Forum

To receive comments on agenda items and matters of community interest from electors present. For information only; clerk to note comments; no discussion between councillors and electors.  

  • No MOPs present

220707. Administrative Matters

  1. To co-opt up to two additional councillors for the period 2022/27. 
    • Cllrs Grayson and Mackay have been co-opted.
  2. Delivery by the Chairman and Councillors of Acceptance of Office Forms. 
    • Action – clerk to resend the forms to Cllr Heard.
  3. Review of Standing Orders. 
  4. Action clerk to send out list of SOs to all council. Also to check whether any major changes from YLCA
  1. Review of Financial Regulations.
  2. Review of the Asset Register.
  3. Confirmation of arrangements for insurance cover.
  4. Review of subscriptions to other bodies. 
  5. Cllr Spurrier raised the issue of an organisation – Communities First. They provide routes into various areas such as funding etc. Joint membership for 2 organisations would be £50 + VAT. Unanimously agreed to join protem for 1 year jointly with Stutton Village Hall Committee
  6. Adoption of budget for 2022/23. 
  7. Action clerk to recirculate. Councillors to review and comment before the next meeting
  8. Review of the Code of Conduct. 
  9. Action clerk to recirculate. Councillors to review and comment before the next meeting
  10. Review of the Risk Assessment.
  11. Action clerk to recirculate. Councillors to review and comment before the next meeting
  12. Review of the Grievance Policy.
  13. Action clerk to recirculate. Councillors to review and comment before the next meeting
  14. Review of the Disciplinary Policy.
  15. Action clerk to recirculate. Councillors to review and comment before the next meeting

220708. RFO’s Report on current balances and payments 

a) Current balances (to be dealt with at the meeting) as at 27 June 2022:

  • Current account £ 12354.91
  • Investment account £10039.44
  • CIL balance £325.60

b) Payments made since last meeting £265.29 Clerk’s salary cheque no.00150

  • HMRC £168.20 cheque no. 00151

c) Payments to be made at this meeting

  • Autela Payroll Services £80.43 cheque no. 001052
  • C. Heard (reissue of uncashed cheque) £71.86 cheque no 001053
  • G. Kitchen (postage) £10.88   cheque no. 001054
  • G. Kitchen (clerk salary)  £208.13cheque no. 001054

d) Any other invoices received since agenda preparation.

  • None

e) Council to resolve whether or not to accept report and payments; RFO to initial bank sheets & invoices on behalf of the Chairman.

220709. RFO’s Report on the Governance and Accounting Statements 2021/2122

a) To consider and resolve approval of the Annual Governance Statement 2021/22. Chairman to sign if accepted. Resolved to accept the report

b) To consider and resolve approval of the Accounting Statements 2021/22.  Chairman to sign if accepted.

c) To discuss and resolve application for exemption from external audit.  Chairman to sign if accepted. (this needs to be redone, as it was completed incorrectly before)

220710. To receive reports from:

  • County and District Councillors.
  • Any other representatives – Police, CEF etc. 
  • None present
  1. 220711. Planning

Applications received: Council to discuss and resolve comments on any applications received. 

  • None received at time of agenda preparation

Decisions: 

  • 2022/0559/TPO – Application for consent to fell no1 Sycamore Tree and 1no Elderberry tree (G1) covered by TPO 1/2007 – authorised

Updates: 

  • None

220712. Matters ongoing since the last meeting

  • Underpass lighting – clerk confirmed that the MPAN has now been registered, still awaiting confirmation of impact on invoice. Cllr Mackay has confirmed that matters appear to be progressing regarding Highways taking over responsibility for the lighting.
  • Speed limits – discussed whether to retain this on the agenda or to discuss on an incident by incident basis. Agreed to invite the County Councillor to the next meeting to discuss.
  • Website upgrade – we have an existing website, for which the lease has just been renewed by Cllr Heard. The data needs to be transferred to the new website. There is a bill for the annual renewal of the new website. Cllr Heard to take this forward.
  • Telephone box – no progress to date
  • Parish notice board – no progress to date
  • Rural housing (see email from RHO). This will be progressed via email consultation between councillors.
  • Clerk’s IT equipment – action clerk to resend details to Cllr Heard.
  • Clerk’s attendance at YLCA conference – agreed for clerk to attend.
  • Replacement post for dog waste bin on Fanny Lane – clerk has requested this be replaced. It was reported that it has already been replaced

220713. Correspondence received 

  • None received at time of agenda preparation

220514. Village Hall

Report from Cllr Spurrier re Village Hall matters. A combined VHC/Social Committee meeting has taken place. Reported on an increased number of bookings, not quite enough revenue to break even yet. There are likely to be repairs needed in the near future. Possible future events include – film nights, barbecues, wine tasting etc. No immediate financial concerns.

2205715. Councillors’ Forum 

  1. To take any urgent points of community interest and/or concern from Councillors. No decisions may be taken at this meeting on any items raised here. Clerk to make notes for future reference.
  • Cllr Spurrier reported back on the Jubilee events – very successful and the funds raised were split between 2 organisations.
  1. Items for the next agenda.  To take any points from Councillors for inclusion on the next agenda. 
  • Cllr Catt requested further discussion regarding the replacement of the “soldier silhouette”. It was agreed that the councillors would investigate using the CIL money for this

220716. Further comments from the public 

To receive any further comments on the meeting from electors present. 

  • No MOPs present.

220717. Date, time and place of next meeting

Council to agree date, time and place of next meeting. 

  • The next meeting will be on 8th September 2022 at 19:30 in the Village Hall

220718. Closure of Part 1 of the Council 

  • The meeting closed at 20.50

Part 2

Members of the public and press are excluded from this part of the meeting.

No part 2 items


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