May 2023 DRAFT Minutes Annual Parish Council Meeting
West Ashby Parish Council
Minutes of the Annual Parish Council meeting for West Ashby Parish Council held on Wednesday 17th May 2023 in West Ashby Village Hall.
Those councillors present were Cllrs C Graves, Mrs S Summerlin Benton, Mr J Bunster, Mrs A Radcliffe and G Edwards.
Also present R Atkin House (remotely) and clerk Mrs K Elliott.
The Public Forum started at 7.37 pm.
PUBLIC FORUM: The public forum commenced with councillors completing the DPI and Declaration of Acceptance of Office forms.
The meeting commenced at 7.45 pm
2023/001 Election of Chairman – It was proposed, seconded, voted and RESOLVED that Mr J Bunster be elected as Chairman.
2023/002 Election of Vice Chairman – It was proposed, seconded, voted and RESOLVED that Mr C Graves be elected as Vice Chairman.
2023/003 It is RESOLVED that Mrs Elliott is our RFO and Village Hall representative.
2023/004 Chairman’s remarks - Mr Bunster welcomed everyone to the meeting.
2023/005 Apologies – None were received.
2023/006 There were no declarations of interest.
2023/007 The notes of the meetings held on 15th March 2023 were proposed, seconded, voted and RESOLVED as a true and accurate record.
2023/008 Vacancies – R Atkin House confirmed that he is willing to be co-opted and it was proposed, seconded, voted and RESOLVED that R Atkin House be co-opted. The necessary forms will be delivered for RAH to complete. It is noted that if anyone knows of any other suitable candidate they are to be invited to attend the July meeting.
2023/009 Reports from District & County Councillors and Police: none were present and therefore there were no reports.
2023/010 Clerk’s report on matters outstanding and correspondence
a) Coronation Events
a. Afternoon Tea Expenses – the afternoon teas was well attended, 50 adults plus children, and expenses incurred were for a toilet and face painting equipment. £187.07 inc vat.
b. BBQ at the West Ashby Arms – again this event was very well supported and enjoyed by all who attended. £250
b) Installation of planters – they will need a slab base, CG agreed to provide these. Approximately 10 bags of compost will be need and plants. There is a water reservoir in each planter and the clerk agreed to provide the initial water supply. A date for a team effort in installing these was agreed as 10am 10th June. SSB will coordinate the plants
c) Broken glass in Telephone Box – JB confirmed he will sort replacement Perspex for this and KME will ask the WA ladies if they will assist with the sorting of the books.
d) Solar Powered Speed signs – the members considered this proposal and resolved that these are too expensive, the village would look too cluttered with more poles and signs. RAH has volunteered to clean the road signs that we already have in place.
e) CSW report – there is nothing to report this time, however vehicles are still travelling too fast. A hi viz scarecrow was discussed.
f) Litter picking – the last organised session was well attended and a good amount of litter was collected. Thanks to everyone who turned up and also thanks are to be included in the next newsletter to the regular litter pickers who keep our parish tidy. The next litter pick will take place in the autumn when the grass has stopped growing.
2023/011 Insurance Renewal – The renewal letter has arrived and the premium is £207.33 which is an increase of less than £10 on 2022.
2023/012 Highways and drainage matters – Church Lane drain is blocked and also outside Walt’s house – this will be reported to LCC. Discussion about the Church Lane junction and whether it would be possible to get double yellow lines painted to deter vehicles from parking across the junction. Also it is noted that the grass/nettles is very long on the public footpath between Church Lane and Hemingby Lane; this is to be reported to LCC.
2023/013 Planning Matters
a) S/201/00312/23 FPP Given Ashby Park
b) S/201/02193/20 FPP Given.
2023/014 Finance Matters, to approve payments and to note income since last meeting. All payments were approved and cheques signed.
a) Clerks Expenses for paper, ink, and coronation expenses £252.53
b) Zurich Insurance renewal £207.33
c) Internal Audit – is to be carried out by Mrs R Bourn
d) Annual Governance & Accountability Return
a. Year End Accounts have been completed and were approved to 31.03.2023. Total Income for the year £3,961.22 and Total Expenditure for the year £6,369.68
b. Completion of AGAR – External Audit: The Annual Governance and Accountability Return to 31.03.2023. was completed.
e) Precept has been received for 2023/2024 £2,900
2023/015 Next Meeting
a) The next parish council meeting will be held on Wednesday 19th July 2023. Members discussed the Christmas Tree event and a date was agreed for Saturday 2nd December and Banovallum Brass will be present to play some Christmas tunes. Mulled wine and mince pies will be coordinated with WA Arms. RAH, CG and AR will coordinate the tree and decoration.
b) Items for the next newsletter – are as discussed earlier in this meeting.
c) Items for the next agenda were requested
There being no further business the meeting closed at 8.27 pm.