May 2021 Annual Meeting Draft Minutes
REEPHAM PARISH COUNCIL
Minutes of Annual Meeting
Reepham C of E Church on Tuesday 18 May 2021 at 7.30pm.
Note: these are draft minutes only and are subject to approval at the next parish council meeting; therefore may be subject to change
Present: Cllrs D Perkins (Chairman), A Brammer, B Tebbs, M Doughty, N Ward, Mrs M Vail (Clerk), D/Cllr A Welburn. There was 1 member of the public present.
Matters raised by members of the public
The resident requested an update regarding parking on the Green (see item 15 below).
Meeting started at 7.30pm.
1. Election of Chairman
A proposal was made by Cllr N Ward that Cllr D Perkins be returned as Chairman. This was seconded by Cllr A Brammer. With no other proposals, it was unanimously RESOLVED that Cllr D Perkins would be returned as Chairman.
2. Declaration of Acceptance of Office form to be signed
The Declaration of Acceptance of Office of Chairman form was signed by Cllr D Perkins.
3. Election of Vice-Chairman
Item deferred to next meeting.
4. Election of a Chair for the Planning Committee and Committee members
At the proposal by Cllr A Brammer and seconded by Cllr D Perkins, it was RESOLVED that the Planning Committee Chair should remain as Cllr B Tebbs and that the other Committee members be re-elected as they stood during the past year.
5. Election of other Committee members
At the proposal by Cllr A Brammer and seconded by Cllr D Perkins, it was RESOLVED that other Committee members be re-elected en-bloc as they stood during the past year.
6. Reepham & C W Village Hall member
At the proposal by Cllr N Ward and seconded by Cllr M Doughty, it was RESOLVED to re-elect Cllr P Stuffins.
7. Apologies
Cllrs C Wilson (away) and J Oxby (work).
Cllr P Stuffins had also submitted apologies (not picked up until after the meeting).
8. Minutes of Meeting held on 29 March 2021
At the proposal by Cllr B Tebbs, seconded by Cllr A Brammer, it was RESOLVED unanimously that the minutes be accepted.
9. Clerk’s Report
Councillor vacancy – the vacancy continues to be advertised.
Litter pick – This had been a success; and a report had been submitted to Reepham News. Cllr M Doughty was thanked for photos and publicity.
10. Correspondence
LALC NEWS – March 2021 – Receipt noted.
11. Financial Matters
a. Presentation of Accounts:
Current cheques for signature:
M Vail May 2021 salary £ 187.96
HMRC – May 2021 £ 47.00
Homeworking allowance – Jan – March 2021 £ 15.00
Clerk expenses, Norton renewal (£24.99),
phone top up (£10.00), stamps (£7.92) £ 42.91
Play Inspection Company £ 83.40
D Perkins – reimburse Zoom payments £ 43.17
N Ward – reimburse for Xmas tree lights £ 215.90
________
TOTAL £ 635.34
At the proposal by Cllr A Brammer, seconded by Cllr M Doughty, it was RESOLVED that these cheques be signed. Action: clerk
b. Bank mandate and online bank access:
Matters are progressing to add Cllr A Brammer to the mandate; and to set up online banking facility (for clerk, and Cllrs Perkins, Brammer and Tebbs).
c. Approve salary and HMRC payments by online banking:
At the proposal by Cllr N Ward, seconded by Cllr B Tebbs, it was RESOLVED to approve this recommendation.
d. Insurance renewal – approve fee of £737.05:
Noted that the parish council is in a 3-year long term agreement and that the fee has noticeably increased this year. At the proposal of Cllr D Perkins, seconded by B Tebbs, it was RESOLVED to approve expenditure of £737.05. Action: clerk to research quotes in early 2022.
e. Audit:
i. Resolve to sign of Certificate of Exemption from External Audit:
At the proposal by Cllr B Tebbs, seconded by Cllr A Brammer, it was resolved that the Certificate of Exemption from the External Audit should be signed by the Chairman. This exemption is mainly because neither income, nor expenditure exceeded £25,000. The exemption is forwarded to the External Auditing Authority.
ii. To receive the Internal Audit Report 2020/2021:
This had been circulated. All internal control objectives had been met. The internal auditor recommends publishing bi-annual bank reconciliations; and had queried the non-inclusion to date of the play equipment within the fixed asset register. At the proposal by Cllr M Doughty, seconded by Cllr A Brammer, it was RESOLVED to accept the recommendations and to include a fixed annual depreciation figure of 15%. Action: clerk
iii. To resolve to approve Section 1- Annual Governance Statement 2020/2021:
The Annual Governance Statement for 2020/21 had been circulated; and was duly confirmed. At the proposal by Cllr B Tebbs, seconded by Cllr A Brammer, it was resolved that this be approved and signed.
iv. To resolve to approve Section 2 - Accounting Statement 2020/2021:
The Accounting Statement for 2020/21 had been circulated. At the proposal by Cllr B Tebbs, seconded by Cllr A Brammer, it was RESOLVED that this be accepted.
Action: clerk to complete all audit requirements.
f. Grant (GF) to Village Hall for trees - £100.00
At the proposal by Cllr A Brammer, seconded by Cllr M Doughty, it was RESOLVED to approve this expenditure (source: D/Cllr A Welburn’s Green Fund grant). Action: clerk.
12. Planning Matters
Report from Planning Committee:
Approved applications:
142543, 9 Chapel Close, approved by WLDC on 19/4/21.
141828, 26 Fiskerton Road, approved by WLDC 30/3/21.
New applications:
142742, 19 Hawthorn Road, No comments or objections
142809, 78 Hawthorn Road, amended application. Cllrs to respond to current application.
142874 - Outline planning application to erect 144no. dwellings, land to north of Rudgard Avenue, Cherry Willingham.
Following consideration; including to query if this would encroach Reepham parish’s boundary, at a proposal by Cllr N Ward, seconded by Cllr B Tebbs, it was RESOLVED to proceed as follows:
The Committee look at the boundary issue
If encroachment into Reepham parish, then to be highlighted as not obvious from the application and comments made justifying screening, landscaping etc.
If it does not encroach, then to submit comments proposing screening, landscaping etc to WLDC.
Action: Planning Committee, clerk
Good’s Farm Development – Nothing to report
Neighbourhood Planning Group – update, finances – Nothing to report.
Letter from resident regarding Draft Neighbourhood Plan – Noted.
E-mail to resident regarding Draft Neighbourhood Plan (RPC copied in) - Noted
13. Roads and Footways
Cyclists dismount signs – These have been installed.
Mellows Close to Manor Rise footpath – Nothing to report.
Village gate/SID – quotes for solar powered SID’s have been requested; locations need to be decided upon.
Junction Mellows Close and High Street – consider double yellow lines – following consideration, at a proposal by Cllr N Ward, seconded by Cllr M Doughty, it was RESOLVED to support conservation area narrow yellow lines. Action: clerk
14. Field Footpaths and Bridleways
A field footbridge midway across Goods farmland to the sewage station has H&S concerns (rotten sleeper, nails sticking out). Action: clerk to report to LCC.
15. Conservation Area
Village Green – Three councillors to meet and bring a way forward to the parish council to adopt and progress with. D/Cllr A Welburn advised there is still some money available
Parking alongside the village green – signage – The parish council will fund two signs: an off-white or cream background and a black lettering sans serif font. Various wording options were then considered and Standing Orders were suspended at 8.25pm to allow the resident to speak, then reinstated at 8.26pm. At a proposal from Cllr A Brammer, seconded by Cllr B Tebbs, it was RESOLVED that the wording should read: ‘No parking on this road. Emergency access at all times’
Action: clerk to obtain quotes.
16. Amenity Area
Playpark fencing – contractor had advised a ‘good strim will clear the ground’ which he will complete on his next visit. Action: clerk to request contractor’s thoughts following his visit.
Consider EKM quote of £350 + VAT to reset gate – Item deferred to next meeting.
Annual external play inspection report – all reported risks were LOW or VERY LOW risk.
17. Consider approved standards for lettering and colouring of notices
It was RESOLVED to use off white or cream paper for noticeboard communications in an Arial 12 font. Action: clerk
18. Business for next Agenda
Smooting Lane: its current state; and traffic concerns.
19. Date of next meeting: 29 June 2021 at 7.30pm, Venue to be advised
Meeting ended at 8.35pmMrs Michelle Vail, Parish Clerk/RFO 25 May 2021