MINUTES OF THE ANNUAL PARISH COUNCIL MEETING (700)
held at 7.45pm on Thursday 9th May 2024
at Pickmere Village Hall, Pickmere Lane, Pickmere
Present * Cllr E Campbell
* Cllr C Hart
* Cllr N Greenwood
* Cllr J Henderson
* Cllr A Knights
* Cllr P Knights
* Cllr L Marshall
* Cllr S Read
* denotes attendance
Also in attendance: Mrs A Riley – Clerk
Public 1 member of the public was in attendance.
Apologies None
- TO ELECT A CHAIRMAN FOR 2024/25
Cllr E Campbell was nominated by Cllr L Marshall and seconded Cllr C Hart and was duly elected Chairman. The Acceptance of Office was signed.
- TO ELECT A VICE CHAIRMAN FOR 2024/25
There were two nominations for the position and after a vote Cllr C Hart was duly elected. - APOLOGIES FOR ABSENCE
None.
- PROCEDURAL MATTERS
4.1 To approve and authorise the signing of the minutes of the meeting held on 4th April 2024
The minutes of the meeting were AGREED and signed.
4.2 Matters arising from the minutes of the meeting held on 4th April 2024
The Clerk advised that she had contacted Cheshire East to ascertain if planning permission was required for the flagpole. The documentation received showed that permission is not required. There was a short discussion about the location and it was AGREED that it should be installed on the same side as the sphere on Clover Drive.
4.3 To note the minutes of the Annual Parish Meeting held on 17th April 2024
The minutes were NOTED.
4.4 Update on action List from Chairman
Cllr E Campbell thanked Cllr L Marshall and the volunteers for organising a jumble sale which raised money for the playground. Over £800 has been raised and Cllr L Marshall expects the final total to be nearer £1,000.
- DECLARATION OF INTERESTS
None.
- PUBLIC FORUM
A resident asked about the General Power of Competency. - REPORT FROM CE CLLR K PARKINSON
None.
- TO DISCUSS AND ADOPT THE REVISED STANDING ORDERS 2024
It was AGREED to adopt the standing orders.
A short discussion took place on public participation and the reintroduction of Councillor Surgeries.
- TO DISCUSS AND ADOPT THE REVISED FINANCIAL REGULATIONS 2024
It was RESOLVED to adopt the Financial Regulations with the following wording for expenditure limits:
Up to £750 no requirement for more than one quote
£750 to £3,000 strive to provide two quotes
Over £3,000 strive to provide three quotes
Over £25,000 tender process
- TO DISCUSS AND ADOPT THE REVISED FINANCIAL RISK ASSESSMENT 2024
It was AGREED to adopt the document with the following change:
Employees – Actions Taken by Staff – move from high risk to medium risk
- TO AGREE DATES FOR MEETINGS OF THE FULL COUNCIL FOR 2024/25
The following dates were AGREED with all meeting being held at 7:45pm in the Village Hall:
6th June 2024 5th December 2024
4th July 2024 9th January 2025 (exception)
1st August 2024 6th February 2025
5th September 2024 6th March 2025
3rd October 2024 3rd April 2025
7th November 2024 1st May 2025
- FINANCE
12.1 To note current financial position (see monthly summary).
The monthly summary to 29th April 2024 and the payments made (Appendix A) were NOTED.
| Opening Bal | 61,249.42 | |
| Expenditure | 11,803.94 | |
| Income | 1,415.34 | |
| Closing Balance | 71,628.02 | |
| Current Account | 21,638.02 | |
| Deposit Account | 50,000.00 | |
| Bank | 71,683.02 |
12.2 To agree new payments to be made:
The following payments were AGREED:
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 Subs 23/24 £246.20
Chalc Cllr Training £130.00
JHD Internal Audit £290.40
.
12.3 To resolve to pay the following subscriptions for 23/24
It was RESOLVED to pay the following subscriptions for 23/24:
Payee 23/24 subs 24/25 subs
Cheshire Association of Local Councils £236.06 £246.20
SLCC £112.00 TBC
Play inspection £74.95 TBC
Ches Comm Action £50.00 TBC
CPRE £36.00 TBC
ICO £35.00 TBC
The Clerk to further investigate the benefits of joining Cheshire Wildlife Trust.
12.4 To resolve to delegate the following budgets for 2024/25
It was RESOLVED to delegate the stationery budget of £160.00 to the Clerk.
It was RESOLVED to allow Cllr L Marshall to manage the Councillor Training budget, £100.00, and the Clerk Training budget £100.00 by allocating courses and then taking the expenditure to council.
12.5 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
12.6 To receive and approve the internal audit report for 2023/24
The internal audit report was APPROVED.
12.7 To consider and approve the Annual Governance Statement
The statements were APPROVED and signed by the Chairman and RFO.
12.8 To consider and resolve to approve the Annual Accounting Statement for 2023/24
The accounts were APPROVED and signed by the Chairman and RFO.
It was AGREED to excise public rights to view the accounts between Monday 3rd June and Friday 12th July 2024.
12.9 To receive and approve the asset register dated 31st March 2024.
The asset register was APPROVED and signed by the Chairman.
12.10 To confirm that suitable arrangements for insurance are in place for 2024/25
The clerk confirmed that the current insurance is through Gallaghers (brokers) and is with Hiscox, this was put in place by the previous Clerk and is fit for purpose, it is due for renewal in August 2024.
- GENERAL POWER OF COMPETENCE
It was RESOLVED to adopt the General Power of Competence. The Clerk is CiLCA qualified and all eight councillors were elected in May 2023. - COMMITTEES AND WORKING GROUPS
14.1 Committees and Working groups for 2024/25
It was RESOLVED to appoint the following:
Staffing Committee
Members: Cllr E Campbell, Cllr N Greenwood, Cllr L Marshall with the Vice Chairman as an ex-officio member. To meet as and when required to deal with staffing issues. Terms of reference to be agreed at the first meeting and brought back to council.
Planning Committee
Members: Cllr P Knights, Cllr N Greenwood, Cllr E Campbell with the Vice Chairman as an ex-officio member. To meet when planning applications need to be discussed between full council meetings. Terms of reference to include the delegated power to submit objections and comments on planning applications on behalf of the Parish Council. Terms of Reference to be brought to the next full council meeting.
Finance Committee
Members: Cllr P Knights, Cllr S Read, Cllr E Campbell with the Vice Chairman as an ex-officio member. To meet quarterly, before the full council meeting, to review the council’s finances on the following dates:
1st August 2024 to discuss 1/4/24 to 30/6/24
7th November 2024 to discuss 1/7/24 to 30/9/24 and precept for 25/26
9th January 2025 to discuss 1/10/24 to 31/10/24
Terms of reference to be agreed at the first meeting and brought back to council.
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
Members: Cllr C Hart, Cllr J Henderson, Cllr N Greenwood, and Cllr S Read with the Chairman as an ex-officio member. To meet as and when required to deal with issues around the lake. To bring the terms of reference to the next council meeting.
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 at the next meeting and brought back to council.
14.2 Reports from Committees and Working Groups
i. Neighbourhood Plan Working Group
It was RESOLVED to allocate a stationery budget of £200 to the group and to pay for a website at a cost of £157.08 for one year.
Cllr A Knights updated the council on the progress of the group.
- Village Hall and Pavilion Refurbishment Working Group
Cllr J Henderson explained that the group will be using a document commissioned by the previous council as their basis for future discussions. The Pennington Choices document is a through inspection of the village hall which outlines the condition of the building and provides rough estimates for repair and refurbishment work that is required.
A suggestion box has been situated in the village hall and a post on Facebook asking for feedback from residents. - PLANNING MATTERS
There were no planning applications to discuss.
- Reports from Clerk and from Councillors
16.1 To receive a request to hold an event on Parish Council land
It was RESOLVED to allow the Social Events Group to hold a Family Fun Day on the IROS on Sunday 1st September 2024.
16.2 To receive an update on the jumble sale and funds raised for the playground – Cllr L Marshall
The jumble raised £800 and Cllr L Marshall 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
1st phase spend – matting £ 320
2nd phase spend – benches etc £ 2,249
Available for 24/25 £ 7,431
3rd phase – springers £ 2,330
Remaining reserves £ 5,101
Replacing the current springers and installing them in the same place removes the need to dispose of the current safety matting, reduces material being sent to landfill and fits with the Biodiversity Policy (Feb 24) in terms of sustainability.
A quote of £3,130.00 had been received from Massey Engineering and although financial regulations state that the Clerk must strive to provide 3 quotes it was proposed that on this occasion the contractor be used due to their knowledge and previous work on the playground.
It was RESOLVED to replace the two springers and repair the safety matting around the equipment at a cost of £2,330 to the Parish Council and to
16.3 To consider moving the bench closest to the lake to another position – Cllr J Henderson
It was RESOLVED to move the bench that is situated closest to the lake at a cost of £140 and to consider protecting the area around the bank erosion. A sum of no more than £300 to be delegated to the Clerk to arrange for protection to be installed.
16.4 Wildflowers, Clover Drive
Cllr A Knights proposed that wildflowers be planted around the edges of the grassed area at the top of Clover Drive. The plugs can be purchased at a cost of £86.36 per 50 and could be planted by volunteers.
A number of Councillors agreed to donate the money to buy plugs and Cllr A Knights was asked to organise a group of volunteers.
- To confirm the date of the next meeting
The date was confirmed as Thursday 6th June 2024 at 7:45pm.
The meeting closed at 10:00pm
Appendix A