Minutes 2024

Leasingham and Roxholm Parish Council

Minutes of a meeting of Leasingham and Roxholm Parish Council held at the Community Building, Spring Lane Playing Field on Monday 22 January 2024.

Present:           Chair:  Graham Arnold

Councillors:     Jenny Bailey (Vice-Chair), Angie Adams, Callum Chambers, Frances Franklin and Steven Milligan

In attendance: Mr Eddie Findlay, Clerk to Leasingham and Roxholm Parish Council

No members of the public were in attendance.

At 7:00 pm the Chair welcomed everybody to the meeting and declared the meeting open.

11.  To receive apologies for absence and reasons given, i.a.w. Local Government Act 1972, Sch 12, para 40.
Cllr Hibberd was unable to attend and his reasons were made known to the Members.
Action:  The Council RESOLVED to approve the reasons for absence from Cllr Hibberd.
Proposed by Cllr Bailey, seconded by Cllr Chambers and approved unanimously.
Cllr Waring’s absence was noted.
Post meeting note:  Cllr Waring had sent an email with apologies 5:02pm, Monday 22 January 2024, but this was not seen until the following day.

12.  To receive declarations of interest and to consider dispensation applications in relation to Disclosable Pecuniary Interests.
None declared at this time.

13.  Public Forum.
No members of the public were present.

14.  Notes of the ordinary meeting of the Parish Council held at the Community Building at Spring Lane Playing Field on Monday 08 January 2024 to be approved as Minutes.
Action: The Council RESOLVED that the notes of the ordinary meeting of the Parish Council held on Monday 08 January 2024 to be approved as Minutes.
Proposed by Cllr Bailey, seconded by Cllr Chambers and approved unanimously.

15.  Financial Matters
15.a.  Approve payments made since the last meeting.
Action:  There had been no payments made between meetings.

15.b.  Approve the payments of invoices etc. as listed on the Payments to be Authorised sheet.

Action:  The Council RESOLVED to approve the Payments to be Authorised.
Proposed by Cllr Milligan, seconded by Cllr Franklin and approved unanimously.

15.c.  Approve the bank reconciliation from the previous months.
Action:  The Council RESOLVED to approve the bank reconciliations for December 2023.
Proposed by Cllr Franklin, seconded by Cllr Milligan and approved unanimously.

15.d.  Consider the cost to move the gate on the War Memorial to allow for easier access.
Action:  The Council deferred this matter until the next meeting to allow Members to again visit the area to see if the work, at the proposed cost is warranted.

15.e.  Receive the recently returned External Auditor Report for the Annual Governance and Accountability Report (AGAR) 2022/23.
The original email with the AGAR Conclusion had not been received by the Clerk and a second email had only been received 08-Jan-2024 and brought to Councils attention at this meeting.
The External Auditor Section 3, noting errors and no End of Year Bank Reconciliation was discussed and as required, the Section 1, 2, and 3, along with the “Notice of conclusion of audit” were displayed in the VH noticeboard and on the website.
Action:  The Council RESOLVED to approve the recommendations of PKF Littlejohn LLP.
Proposed by Cllr Milligan, seconded by Cllr Adams and approved unanimously.

15.f.  Consider instructing a new Internal Auditor.
Following the retirement of the previous Clerk, the previous Internal Auditor also decided to step down.
Mrs Denise Gascoyne, of Denise Gascoyne Business Services, in Ancaster was recommend to Council to act as Internal Auditor.  The Clerk had made contact with Mrs Gascoyne and she was happy to be considered.  She charges depending on work required and has 30 years’ experience as a Parish Council Clerk and around 20 years as an Internal Auditor.
Action:  The Council RESOLVED to approve Denise Gascoyne Business Services to act of the Internal Auditor for Leasingham and Roxholm Parish Council.
Proposed by Cllr Bailey, seconded by Cllr Franklin and approved unanimously.

15.g.  Consider the cost for the introduction of .GOV.UK email addresses for Councillors and the Clerk.
Action:  The Council RESOLVED to approve the quote from Cloud Next, to bring in .GOV.UK email addresses for all Councillors and the Clerk.  This was also in line with one of the AGAR recommendations and allow the Council to comply more fully with GDPR.
cllr.j.smith@landrpc.gov.uk was the preferred format.
Proposed by Cllr Chambers, seconded by Cllr Arnold and approved unanimously.
Post meeting note:  @landr.gov.uk was not accepted as it was deemed an acronym.  @leasinghamroxholm-pc.gov.uk was allowed and requested.

15.h.  Consider and review the draft budget figures in preparation of setting the budget/precept demand for FY 2024/2025.
Action:  The Council RESOLVED to approve the budget and subsequent precept demand as shown below.

Proposed by Cllr Adams, seconded by Cllr Milligan and approved unanimously.

15.i.  Consider the quote for the annual inspection and gutter clearance if the Community Building.
Action:  The Council RESOLVED to approve the quote of £490.00 (ex-VAT), from Stamford Storage, inspect the roof and clean out any debris from the roof rubbers and drain shuts for the cabins at Leasingham including, labour, fuel and travelling.
Proposed by Cllr Arnold, seconded by Cllr Bailey and approved unanimously.

16.  Planning Matters.
23/1439/HOUS – Erection of extensions to rear elevation and installation of dormer windows | Pear Tree Farm Moor Lane Leasingham Sleaford Lincolnshire NG34 8JW.
Parish Council comments required by 02 February 2024.
The Parish Council had no comments or objections.

8:20 pm.  Cllr Chambers left the meeting.

17.  Confirm the closing down of the Neighbourhood Plan website.
Action:  The Council RESOLVED to approve the closing down of the Neighbourhood Plan website now the plan had been approved at referendum.  Cllr Adams would liaise with the NP Team.
Proposed by Cllr Franklin, seconded by Cllr Arnold and approved unanimously.

18.  Confirm the wording for the St. Andrew’s bench memorial plaque.
Action:  The Council RESOLVED to approve the following wording for the memorial plaque to be inserted in the bench.
In memory of Phill Osborne
Dedicated Councillor and resident of Leasingham
Proposed by Cllr Milligan, seconded by Cllr Bailey and approved unanimously.

19.  Confirm the dates of the next meeting.
The next meeting will be the ordinary February meeting Monday 12 February 2024.

The meeting closed at 9:00 pm.