May 2022 - Minutes of Extraordinary Meeting
HEMSWELL PARISH COUNCIL
Minutes of an extraordinary meeting held by Hemswell Parish Council on Tuesday 3rd May 2022 at 6.00 pm in the Hemswell & Harpswell Village Hall, Maypole Street, Hemswell
Members Present:
Cllr. B. Mander (Chair); Cllr. J. Roberts (Vice-Chair); Cllr. C. Black; Cllr. P Watkinson (arrived 6.17 pm)
Absent:
Cllr M. Foster.
In Attendance:
No members of the public were in attendance.
Public Questions:
No questions were asked during the public forum.
001-22/23. Chairperson’s remarks.
Cllr. Mander provided no remarks as no members of the public were present.
002-22/23. Apologies for absence and acceptance of any reasons given.
Apologies and a valid reason for absence had been received from Cllr M. Foster.
003-22/23. To receive any declarations of interest in accordance with the requirements of the Localism Act 2011 and to consider any requests for dispensations.
No interests were declared.
004-22/23. To receive the Financial report
Cllr Mander provided a status report of the council's finances. No remedial actions were identified
005-22/23. To resolve the following payments
i. Internal Auditors invoice (LALC) £153.90
ii. Grass Cutting April / May £180.00
Councillor Mander proposed, and it was unanimously resolved to pay the invoices i and ii.
006-22/23. To acknowledge receipt of the following payments
i. Draper Memorials £ 30.00
ii. Payment for the grant of an exclusive right of burial £100.00
The council acknowledged the payments identified in i. and ii.
007-22/23. To resolve to declare that the authority is exempt from the requirement for a limited assurance review for the purposes of the Annual Governance and Accountability Return 2021/2022, and to approve the signing of the certificate of Exemption - AGAR 2021/22 Form 2
Deferred until next meeting.
008-22/23. To resolve on whether the Council will move into closed session to consider the awarding of the grass cutting contract following the receipt of quotations in accordance with the Public Bodies (Admission to Meetings) Act 1960.
Should this resolution be passed the public and press will be required to leave the meeting at this stage
Cllr Mander proposed, and the council unanimously agreed to go into closed session.
009-22/23. To review the received quotations for the grass cutting contract
The council reviewed the quotations and discussed the pros and cons of the various quotations.
The council wished to thank Tina Ramsay for her support in identifying suitable contractors.
010-22/23. To resolve to award the grass cutting contract.
Cllr Mander proposed that the contract for the 2022 season be awarded to Gibson's Home and Gardening Services. The council unanimously resolved to accept the proposal requesting a start date to be agreed with the contractor around the 16th May, and that the clerk was authorised to pay invoices in line with the contractual terms with the payments to be ratified at the next full council meeting.
Action: Clerk to issue contract, receive insurance and work method statements and agree a start date with the contractor.
The meeting closed at 06:26 pm
signed: B Mander acting Clerk to the council 5th May 2022