Minutes of the Annual Meeting of Northborough Parish Council held on
Wednesday 5th May 2021 from 7.00pm
by video link using Zoom in accordance with regulations issued under Section 78 of the Coronavirus Act 2020
DRAFT MINUTES TO BE APPROVED AT THE NEXT MEETING
21.54 MEMBERS PRESENT: Chair John Dadge, Vice Chair Malcolm Spinks, Councillors Stewart Curtis, Robert Chiva, Mark Malcolm
IN ATTENDANCE: Clerk Catherine Franks, 2 members of public
APOLOGIES FOR ABSENCE: Councillor Brian Spriggs (Covid-19 restrictions)
21.55 ELECTIONS AND DECLARATIONS OF OFFICE:
55.1 Election of Chair for the year 2021/22. Cllr Dadge was Proposed by Cllr Chiva, Seconded by Cllr Curtis and duly Elected.
55.2 Election of Vice-Chair for the year 2021/22. Cllr Spinks was Proposed by Cllr Chiva, Seconded by Cllr Malcolm and duly Elected.
55.3 The Declarations of Acceptance of Office by Chair and Vice-Chair were signed by each in the presence of the Clerk by video link.
21.56 DECLARATIONS OF INTEREST:
56.1 No amendments to Declaration of Member’s Interests forms were declared.
56.2 No Declarations of interest in items on the agenda were declared.
21.57 MINUTES OF THE PREVIOUS MEETING, held on Wednesday, 14th April 2021 were Proposed by Cllr Malcolm, Seconded by Cllr Curtis, Confirmed as a true record and signed by the Chair.
21.58 PUBLIC FORUM: No comments raised by members of the public
21.59 REPORTS FROM WARD COUNCILLORS or OTHER INVITED SPEAKERS: None
21.60 COUNCILLOR VACANCIES: Three vacancies were open to co-option. An application was received from Tracy Thomas, a resident in the village since 1999. Ms Thomas outlined her background in finance and banking, with current occupations of a dog-walking business, book writing and horse-riding, also as President of the local WI, and with a particular interest in social media development. Ms Thomas was Proposed by Cllr Dadge, Seconded by Cllr Spinks and duly Co-opted to the council. She declared her Acceptance of Office verbally, papers to be completed with the Clerk following the meeting.
The remaining two vacancies were carried forward.
21.61 COUNCILLOR RESPONSIBILITIES: A revised Portfolio of responsibilities for the year 2021/22 had been discussed by councillors at their Working Party meeting and was Agreed.
21.62 COMMITTEES AND WORKING PARTIES, Terms of Reference for:
62.1 Burial Grounds Committee: Proposed by Cllr Chiva, Seconded by Cllr Spinks and Re-Adopted.
62.2 Working Parties: Proposed by Cllr Dadge, Seconded by Cllr Malcolm and Re-Adopted.
21.63 APPOINTMENT TO OUTSIDE BODIES, Parish council representation on:
63.1 Village Hall Management Committee: Cllr Spinks to continue.
63.2 Police Liaison Groups and Neighbourhood Watch: Cllr Curtis, in line with portfolio responsibilities.
63.3 Parish Council Liaison Group (PCC): Chair, with other councillors encouraged to attend.
63.4 Peterborough Parish Council Forum (CAPALC): Chair, with other councillors encouraged to attend.
21.64 SCHEDULE OF COUNCIL MEETINGS:
64.1 Clerk outlined the latest update to legislative issues around holding remote meetings viz, that a legal challenge to the requirement to return to face-to-face meetings from 7th May had failed. Social distancing restrictions for the Village Hall Cromwell Suite didn’t permit a legal meeting and as a result, the options open to the council were: to meet in the Village Hall (main hall) at the only available time of 8.00pm, to meet at Northborough Primary School at the announced dates and time, to meet outside, or to suspend meetings and delegate powers to the Clerk. After discussion it was Agreed to hold meetings at the School in June and July, anticipating a return to the Cromwell Suite thereafter.
64.2 Dates of scheduled council meetings were confirmed as the second Wednesday of every month except August, starting at 7.00pm, venue as agreed at Minute 21.64.1.
64.3 Annual Village Meeting 2022. Chair expressed a preference for the meeting to be held during May, the legal requirement being a period from 1st March to 31st May; councillors concurred. ACTION – Clerk to check availability for a Saturday in May 2022 with the Village Hall Bookings Officer.
21.65 ADOPTION OF REGULATORY DOCUMENTS:
65.1 Standing Orders: Proposed by Cllr Spinks, Seconded by Cllr Chiva and Re-Adopted.
65.2 Amended Financial Regulations: Proposed by Cllr Malcolm, Seconded by Cllr Curtis and Adopted.
65.3 Code of Conduct: Proposed by Cllr Curtis, Seconded by Cllr Malcolm and Re-Adopted.
65.4 Emergency Delegated Powers (Revised HCID Policy): Proposed by Cllr Dadge, Seconded by Cllr Malcolm and Adopted.
65.5 It was Noted that other regulatory documents required checking and updating. Clerk to action.
21.66 REVIEW OF ASSET REGISTER AND INSURANCE COVER:
66.1 Confirmation of Asset Register at the previous meeting held on 14th April 2021 was Noted.
Cllr Curtis left the meeting at this point (19:30) as pre-advised.
66.2 It was noted that renewal of insurance was due on 1st June but a quote had not yet been received. With minor amendments made to the policy requirements a premium increase was expected. It was Proposed by Cllr Spinks, Seconded by Cllr Chiva and RESOLVED to authorise the Clerk to accept a quote of up to £750.00.
21.67 PLANNING applications considered:
67.1 21/00436/HHFUL: 12 Lincoln Road, Demolition of existing conservatory and garage and erection of single storey side and rear extensions and single storey detached garage/outbuilding. Proposed comments, with no objections to the application but requesting consideration be taken of the location of garage access, had been circulated by the Chair and were Agreed.
67.2 21/00418/LBC: 5 Church Farm Mews, Conversion of 2 no. barns into one dwelling. Proposed comment and a supplementary note had been circulated by the Chair, making a number of objections to the application, and these were Agreed.
67.3 21/00630/HHFUL: 1 Church Farm Mews, Erection of oak framed gazebo. No comments proposed.
All agreed comments to be submitted by the Clerk
21.68 VILLAGE AMENITIES AND MAINTENANCE:
68.1 Burial Grounds: councillors received progress reports on:
a) Churchyard footpath. This had now been completed. Thanks received by email from both churchwarden were noted. Councillors instructed the Clerk to convey their thanks to the contractor, and to particularly mention the rapid replacement of a damaged gatepost.
b) Cemetery footpaths. The contractor had advised that work would continue in the next few days.
68.2 Playing field: The amended contract with Glinton & Northborough Football Club for their use of the playing field for 2021/22 was Proposed by Cllr Spinks, Seconded by Cllr Chiva and RESOLVED for signing by the Chair.
21.69 FINANCE:
69.1 Budget for 2021/22: Clerk reported that no amendments had been proposed and she would proceed to open the year’s accounts as detailed in the 2020/21 year end report (Minute 21.50.2).
69.2 The schedule of regular payments to suppliers for 2021/22 was Proposed by Cllr Malcolm, Seconded by Cllr Thomas and RESOLVED.
69.3 The attached schedule of receipts and payments was Proposed by Cllr Dadge, Seconded by Cllr Spinks and Approved.
21.70 REPORTS FROM COUNCILLORS AND CLERK:
70.1 Councillors’ list of actions outstanding: Chair advised on the need to review this at the next Working Party meeting, which was agreed to be held face-to-face and for which he would arrange.
a) Playing field footbridge: Cllr Malcolm was thanked for the preparatory work carried out to investigate building an additional footbridge across Maxey Outgang Drain 359 (to north of playing field). The cost of build was in the region of £4,000 and councillors were not convinced of sufficient need to justify the project. It was agreed unanimously not to proceed further.
70.2 Report from Clerk on items not covered elsewhere on the agenda. None
70.3 External meetings, conferences and training . None.
21.71 CORRESPONDENCE RECEIVED:
71.1 Enquiry regarding use of open space for dog training classes: Noted, a venue had been found.
71.2 Resident’s request for speed indicator displays on Church Street: Council discussed the cost of Speed Indicator Devices (SIDs) and confirmed why Speedwatch had been chosen previously as the best option, along with bin stickers made available to residents. It was Agreed to review options again.
71.3 Resident’s complaint about poor response from PCC to a request for ivy control: Noted, Clerk to respond
21.72 The NEXT MEETING of the Council will be held on Wednesday 9th June 2021 at Northborough School.
Meeting closed 20:10
Schedule of Receipts and Payments (21.69.3)
Receipts:
a) Northborough Community Association: cleaning contract, February 2021, £386.07
b) Central England Co-op: memorial fee, £120.00
c) Peterborough City Council: precept and related grants, £20,780.00.
Payments:
d) Staff Basic Pay for April 2021, £1,465.37 (paid by standing order)
e) Lloyds Bank plc: monthly debit card fee, £3.00 (auto card)
f) HP Print: ink subscription for printer, £7.99 (auto card)
g) Takepayments: monthly subscription for card receipts scheme, £20.40 (direct debit)
h) Barclaycard: monthly card receipts scheme fee, £5.81, April (direct debit)
i) Amazon Marketplace: bin bags, £49.95 (card)
j) NEST: Employee/employer pension contribution April 2021, £74.62 (direct debit)
k) HMRC: Employee/Employer NI for April 2021, £66.73
l) Staff Overtime less statutory deductions, April 2021, £351.38
m) Richard Harding: Grounds Maintenance churchyard, cemetery etc, April 2021, £482.50.
n) Richard Harding: Grass cutting playing field, April 2021, £200.00
o) Richard Harding: Grass cutting verges, April 2021, £300.00
p) Viridor Waste Management: Waste removal April 2021, £44.90