January 2023 - Ordinary Meeting Agenda
To: All Members of Hemswell Parish Council
You are hereby summoned to attend an ordinary meeting of Hemswell Parish Council, to be held on Monday 16 January 2023, commencing at 7.00 pm in the Hemswell and Harpswell Village Hall, Maypole Street, Hemswell. The business to be dealt with at the meeting is listed in the agenda. Please ensure you have reviewed all necessary documents before the meeting.
E Raymond, Clerk. 10.01.2023
The meeting is open to the public, who may submit questions or statements in writing to the Clerk by noon on the day of the meeting. At the meeting, and at the Chairman’s discretion, there will be up to a 20-minute public participation commencing at 7.00 pm when members of the public may ask questions or make short statements to the Council for a maximum of 5 minutes. Please note that issues raised during the public participation session may not be discussed further at this meeting but may be replied to via post or email or added to a future agenda.
AGENDA
1. CHAIRPERSON WELCOME & REMARKS
2. APOLOGIES FOR ABSENCE – To receive and accept valid reasons for apologies for absence, these having been submitted to the clerk before the meeting.
3. DECLARATIONS OF INTEREST AND DISPENSATION REQUESTS – To receive declarations of interest in accordance with the Localism Act 2011 concerning matters in this agenda and to consider requests for dispensations.
4. NOTES - To consider and resolve to approve the Minutes of the Ordinary Meeting held Monday 21st November 2022 and to sign as agreed minutes.
5. REVIEW OF ACTION ITEMS – To review the action list and receive updates from those responsible for the actions.
6. CLERK’S REPORT – To receive the clerk’s report on correspondence/communications and outstanding matters and items dealt with under the Scheme of Delegation.
7. BUSINESS MATTERS FOR CONSIDERATION
a. To discuss a proposal that Hemswell PC remain a member of the Lincolnshire Association of Local Councils (LALC)
b. To discuss preparations and grant application to meet costs associated with the Neighbourhood Plan referendum scheduled for 02/03/2023
c. To agree on the date and format of the Annual Meeting of Parish due March 2023
d. To discuss arrangements and payment for the digitisation of village ‘Memory Books’ [Minute 062-22/23.e refers]
e. To report outcomes and recommendations from the internal audit undertaken 30/11/2022
f. To agree amendments to the following policies/procedures: (previously circulated to councillors)
i. Data Protection Policy
ii. Data Breach Policy
iii. Media Policy
iv. Social Media Policy
v. Co-Option Policy
vi. Financial Regulations
g. To consider creating a council ‘Who’s Who’ infographic for the benefit of newsletter and social media content.
h. To discuss and agree the final precept demand for submission to WLDC by 27/01/2023 [Minute 062-22/23 d.ii refers]
8. FINANCIAL REPORTS – To receive the financial report and approve payments.
a. Financial Report
b. Cheques to Authorise
c. Payments to Ratify
9. PLANNING MATTERS – None received.
10. REPRESENTATIVE REPORTS - Invitations to receive reports extended to County & District Cllrs., PCSO, Village Hall Committee, Church Wardens (and external agencies and sub-committees as appropriate). For information only. Verbal reports to be limited to 5 minutes duration each.
11. DATE OF NEXT MEETING – To resolve to note the date and time of the next meeting Monday 20th March 2023.