2023 Agendas

Thorpe on the Hill Parish Council Annual Parish Council Meeting  17 May 2023 7pm Oliver Roper Parish Meeting Room     

Dear Councillors                           

You are hereby summoned to a meeting of Thorpe on the Hill Parish Council details above.

Following the election of the Chairman & Vice Chairman there will be a public forum for 20 minutes where members of the public may ask questions or make short statements to the Council. There can be no participation in meetings once public time has ended. Members of the public raising issues or questions should be aware that only items on the meeting agenda can be debated or decided at the meeting, unless the Parish Clerk has delegated powers to deal with it as urgent, e.g. highway repairs. The Chair may decide to answer a question asked by a member of the public or call on a fellow Councillor to do so, or, direct that a written response be given.

A further period of time will be set aside to receive reports from the County & District Councillors.

Signed: Kerrie Vickers, Parish Clerk. 11.05.2023

AGENDA

1.Welcome

2.To receive the Declaration of Acceptance of Office from Parish Councillors

3.To elect a Chairman and receive the Declaration of Acceptance of Office

4.To elect a Vice-Chairman

5.Public Forum – members of the public may ask questions or make short statements to the Council.

6. Consider updates from District and County Councillor

7. Formal Session

7.1 Receive Apologies for Absence

7.2 Receive any Declarations of Interest from Members

7.3 Consider and sign meeting minutes of Parish Council meeting on 19 April 2023, available on the Parish Council website Click here to view

8. Review of Policies

8.1      Parish Council Asset Register found her

8.2      Risk assessments found here under the heading Health and Safety -no amendment

8.3      Parish Council policies to include GDPR Compliance found here under the heading Policies, no amendment

8.4      Standing Orders and Financial regulations found here under the heading Policies – no amendment

8.5      Review and agree amendment to Grant Policy- Appendix A (amendment highlighted)

9. Review of arrangements (including legal agreements) with other local authorities, not-for-profit bodies, and businesses

9.1S North - grass cutting

9.2Wicksted Ltd - playpark inspections

9.3Lincolnshire Association of Local Councils (LALC) - training

9.4RC Wetherill - hedge cutting at Old Haddington Lane (allotments)

9.5. One Drive - additional digital storage

9.6. Microsoft Office Subscription

10. Finance

10.1 Review and approve regular payments made by Direct Debit as per Financial Standing Order 5.6

• Wave
• Eon
• BT
• Lloyds credit card for items purchased by Clerk as per Financial Standing Order 4.5

10.1. Review and approve the continued use of payments via BAC’s, CHAP’s as per Financial Standing Order 6.6

10.2. To receive the Annual Internal Audit Report 2022/23

10.3. To consider, approve and sign the Annual Governance Statement 2022/23

10.4. To consider the financial report for this financial year to date. Appendix B

10.5 Discuss and authorise payments & note income received.Appendix C

10.6To note the increase in employer pension contribution from April 2023.

11. To discuss the Clerks report.  Appendix D

12. Consideration of summary reports on an extension to the ORPMR and the conversion of the tennis court to a MUGA. Decisions on the best way forward with these proposals.

13. To note the following planning applications; 23/0378/HOUS 20 Brindley Close Thorpe on The Hill                                

14. Receive and consider correspondence received that has not been circulated to the wider Parish or is not on the agenda

15. Receive verbal updates from portfolio holders          

Portfolio holders

Staffing Committee – Cllr Mrs Ives, Cllr Sheldon MBE and Cllr Bindley

Whisby Quarry Liaison meeting – Cllrs Lyons and vacancy

Whisby Nature Park Steering Board – Cllr Sheldon MBE

Allotments – Cllr Lyons

Planning – Cllrs Lyons, Bindley and Williams

Finance – Cllr Bramford

Tennis court – Cllr Bramford

Oliver Roper playpark – Cllr Mrs Owen

Wildlife – Cllr Lyons

Oliver Roper Parish Meeting Room – Cllrs Bamford and Bindley (Shared)

16. Future meeting dates          

5 July 2023

6 September 2023

18 October 2023

6 December 2023

The Account and Audit Regulations requires that any organisation that receives a grant must update the council in writing, within 12 months, showing exactly what they have done with any grant. The update must include

• Name address and contact details of organisation
• Details of how the award has benefited the organisation and its members
• Photographs are always welcome

Councils are required to ensure that they are aware of what a grant is required for and that it is a proven need and not just a general request for money. Councils must check if they have a power to make the payment, or are able to use their Section 137 allocation having ascertained that the project benefits all or some of the community.

The Council must treat all applications equally and no local body can expect to receive a grant based on their past experience.

Grants procedure

1. The Parish Council will make provision in its budget for a sum of money to be used for grant purposes.

2. Using the Annual Parish Meeting, newsletters, notice boards or other communication channels, the Parish Council will advertise that there will be an amount of money available during the following financial year for the benefit of the community and that applications may be made to the Council using the application form below.

3. The closing date for applications will be 30 October in the year preceding when grants are paid to ensure that applications can be properly considered and that sufficient funds can be included in next year’s budget.

4. The exact amount to be included in the budget for the following year will be decided after the closing date and all applications have been considered. The Parish Council will have regard to the fact that the Council can levy a set amount per head of the electorate under Section 137 of the Local Government Act 1972 to cover expenditure not specifically authorised elsewhere in its budgets.

5. All applications must be sent and addressed to the Clerk at the official council address and not to individual councillors or the Chair.

6. Applicants will be invited to speak in support of their application during the public part of a Parish Council meeting and answer any questions put to them by Councillors. Councillors will then make a decision regarding applications during the relevant agenda item in the Parish meeting when the public should not address Council.

7. Successful and unsuccessful applicants, will be notified in writing, by 31 January of the year when grants are paid and grants for successful applications and will be payable after 1 April in that year along with any terms and conditions imposed by the Parish Council.

8. The Council will require a written report of how the money has been used within 12 months of the grant being paid in the form of an annual report or set of accounts that clearly identify the expenditure.Other evidence such as receipts may be requested.

Adopted by Thorpe on the Hill Parish Council at a meeting of the Council held on 7th December 2017.

Amended by Thorpe on the Hill Parish Council at a meeting of the Council held on 19th November 2018