Agenda 9th May 2024 – Annual Meeting of the Parish Council

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ANNUAL MEETING OF PICKMERE PARISH COUNCIL (700)
WILL BE HELD ON

Date:               Thursday 9^th May 2024 
Time:               7.45 pm
Venue:            Pickmere Village Hall, Pickmere Lane, WA16 0JP

Members of the Council are summoned to attend for the purpose of considering and resolving upon the business to be transacted at the meeting as set out in the agenda.

Signed: A Riley – Clerk to the Council

__________________________________________________________________________________

AGENDA PART A – PUBLIC

1. To elect a Chairman for 2024/25

To accept nominations and elect a Chairman and for the Chairman to sign the Acceptance of Office.

 

2. To elect a Vice Chairman for 2024/25

            To accept nominations and elect a Vice Chairman.

 

3. To receive apologies for absence

 

4. Procedural matters

           

4.1      To approve and authorise the signing of the minutes of the meeting held on 4^th April 2024.

4.2      Matters arising from the minutes of the meeting held on 4^th April 2024.

4.3      To approve and note the minutes of the Annual Parish Meeting held on 17^th April 2024.

4.4      Update on action list from the Chairman.

 

3. Declaration of Interests
   To receive any disclosable pecuniary interests or other disclosable interests as required under chapter 7 of the Localism Act 2011.

 

4. Public forum        
   Members of the public may normally ask a question or make a comment regarding any item that is on the meeting agenda. (A total of 3 minutes is normally allocated for each member of the public wishing to speak, limited to 15 minutes in all. The decision on the time allocated to each topic rests with the meeting chairperson. Advice as to other means of raising matters with the Parish Council or commenting can be found on the Council’s website.)

 

5. Report from CE Cllr K Parkinson re Cheshire East Council matters

            To receive any updates from CE Cllr K Parkinson.

 

6. To discuss and adopt the revised Standing Orders 2024

            Revised Standing Orders based on NALC’s Model Standing Orders 2018 update April 2020.

 

7. To discuss and adopt the revised Financial Regulations 2024
   To adopt the Financial Regulations with the following expenditure limits:
   Up to £750 – no requirement for more than one quote
   £750 to £3,000 – attempt to provide two quotes

            Over £3,000 – attempt to provide three quotes

            Over £25,000 – tender process

 

8. To discuss and adopt the revised Financial Risk Assessment 2024

            Revised Financial Risk Assessment updated in line with the internal audit from 2023/24.

 

9. To agree dates for meetings of the Full Council for 2024/25

            All meetings to be held on the first Thursday of the month at 7:45pm in the Village Hall, Pickmere:

6^th June 2024                                                      5^th December 2024

4^th July 2024                                                       9^th January 2025 (exception to rule)

1^st August 2024                                                  6^th February 2025

5^th September 2024                                          6^th  March 2025

3^rd October 2024                                               3^rd April 2025

7^th November 2024

 

10. Finance

 

10.1    To note current financial position (see monthly summary appendix 1)

 

Brought forward 1.4.24        £             61,249.42

Income                                      £             11,803.94

Expenditure                              £               1,415.34

Carry forward 29.4.24           £             71,638.02

 

Current Account                     £             21,638.02

Instant Access                         £             50,000.00

Balance                                     £             71,683.02

           

10.2    To note new payments to be made:

           

            Payee                         Supplies                              Amount

Clerk                           Microsoft Subscription    £59.99

Clerk                           Flash Drive                         £15.99

Clerk                           Cleaning Products            £23.31

Clerk                           Annual Parish Meeting   £26.33

Mere View Farm      Mowing 23/24                  £1050.00

Chalc                          Cllr Training                       £130.00

Chalc                          Subscription                       £246.20
JHD                             Internal Audit                    £290.40

 

10.3    To resolve to pay the following subscriptions for 2024/25:

Payee                         23/24 Amount                  24/25 Amount

Chalc                          £236.06                              £246.20

SLCC                           £112.00

Play Inspection         £74.95

Ches Comm Action £50.00

Cheshire Wildlife     £60.00

CPRE                           £36.00

ICO                              £35.00

 

10.4    To resolve to delegate the following budgets for 2024/25:

 

            Scribe ref                                  Amount                              Person

1009 Stationery                      £160.00                              Clerk

1011 Cllr Training                   £100.00                              Cllr L Marshall

1012 Clerk Training                £100.00                              Cllr L Marshall

 

This will enable training courses to be booked in a timely manner, all invoice payments will be brought back to full council.

 

10.5    To resolve to pay the following expenditure by direct debit or standing order for the financial year 2024/25:

           

            1 & 1                                         Email hosting
British Gas Lite                        Gas and electricity – Village Hall

British Gas Lite                        Electricity – Turton Pavilion

Water Plus                               Water – Village Hall and Turton Pavilion

BT Plc                                        Internet – Village Hall

Salaries                                     All staff salaries inc HMRC and Pension payments

Buxton Accounting                 Payroll supplier

Ash Waste                                Waste removal – IROS

Cheshire East                          Rates – Village Hall

 

10.6    To receive and approve the internal audit report for 2023/24

 

10.7    To consider and resolve to approve the Annual Governance Statement for 2023/24

 

10.8    To consider and resolve to approve the Annual Accounting Statement for 2023/24

 

10.9    To receive and approve the asset register dated 31^st March 2024

 

10.10  To confirm that suitable arrangements for insurance are in place for 2024/25

 

11. General Power of Competence
    To consider adopting the General Power of Competence as the Clerk is CiLCA qualified and all eight councillors were elected in May 2023.
12. Committees and Working Groups

12.1    To agree that the following committees be in place for 2024/25:

Staffing Committee
To resolve to have three members with the Chairman and Vice Chairman as ex-officio members. To meet as and when required to deal with staffing issues. To agree the terms of reference.

Planning Committee
To resolve to have a minimum of three members with the Chairman and Vice Chairman as ex-officio members. To meet when planning applications need to be discussed between full council meetings. To agree terms of reference including the delegated power to submit objections and comments on planning applications on behalf of the Parish Council.

Finance Committee
To resolve to have a minimum of three members with the Chairman and Vice Chairman as ex-officio members. To meet quarterly, before the full council meeting, to review the council’s finances on the following dates:
1^st August 2024                       to discuss 1/4/24 to 30/6/24
7^th November 2024                to discuss 1/7/24 to 30/9/24 and precept for 25/26
9^th January 2025                     to discuss 1/10/24 to 31/10/24
To agree terms of reference.

Community and Assets Committee
To dissolve the committee with immediate effect.

Neighbourhood Plans Working Group
To continue the working group in the same format with Cllr A Knights as Lead Councillor.

Lakes Working Group
To resolve to have three members with the Chairman and Vice Chairman as ex-officio members. To meet as and when required to deal with issues around the lake. To agree the terms of reference.

Village Hall and Pavilion Working Group
To resolve to continue with the current format as the group was initiated less than 6 months ago. Members:
Cllr A Knights
Cllr P Knights
Cllr C Hart
Cllr J Henderson
Cllr L Marshall
Chairman and Vice Chairman as ex-officio members. Terms of reference to be agreed.

12.2    Reports from Committees and Working Groups

i. Neighbourhood Plan Working Group
To consider a request for the council to pay for the hosting of a website through wix.com at a cost of £157.08 per year. All details of the Neighbourhood Plan would be on this website with a link from the Parish Council website. Members of the working group would update the website.
To also receive a verbal update on any meetings.

1. Village Hall and Pavilion Refurbishment Working Group
   To receive a verbal update.
2. Planning matters

 

13.1    To note and consider updates on planning applications received and other planning matters (please click on application number to access details online)
No planning applications received.

 

14. Reports from Clerk and from Councillors

           

14.1    To receive a request to hold an event on Parish Council land – Clerk

The Social Events Group would like to hold a Family Fun Day on the IROS on Sunday 1^st September 2024.

 

14.2    To receive an update on the jumble sale and funds raised for the playground – Cllr L Marshall
The jumble sale has raised £800 and it is proposed that the monies are put towards replacing the two springer rides on the playground.
The council allocated £10,000 in reserves for the playground for 2024/25. The refurbishment of the benches, tables and cradle swings and the cleaning of the safety matting took place in March 2024 but should be allocated to the 2024/25 budget.

 

Quote to replace springers – one bee, one caterpillar             £3,130.00
Contribution from jumble sale                                                       £   800.00
Balance funded by Parish Council                                                  £2,330.00

Reserves allocated 24/25                                                                 £10,000
1^st phase spend – matting                                                                £      320
2^nd phase spend – benches etc                                                       £  2,249
Available for 24/25                                                                            £  7,431
3^rd phase – springers                                                                         £  2,330
Remaining reserves                                                                           £  5,101

To consider replacing the two springers and repairing the safety matting around the equipment at a cost of £2,330 to the Parish Council.

 

14.3    To consider moving the bench closest to the lake to another position – Cllr J Henderson

 

14.4    Wildflowers, Clover Drive – Cllr A Knights
To discuss the proposal to plant areas with wildflowers. Plugs can be purchased at a cost of £86.36 per 50 and would be planted by a group of volunteers.

15. To confirm the date of the next meeting as Thursday 6^th June 2024 at 7:45pm
    
16. To consider a resolution to exclude the public and press under the Public Bodies (Admission to Meetings) Act 1960 1 (2) by reason of the confidential nature of the items of business to be transacted if required.

 

 

 

 

 

 

Appendix 1 – Monthly Summary