2023 Town Council Minutes of Meetings

Minutes of the Annual Meeting of Market Deeping Town Council held on Wednesday 17 May 2023 at 7.30pm at the Town Hall, Market Deeping

Present:

Cllr Lester (Chair for 1st item only))
Cllr Miss Collins
Cllr Dr Byrd
Cllr Shelton
Cllr Broughton
Cllr Mrs Sked
Cllr Wey
Cllr Hughes
Cllr Mrs Jones

The Clerk and the Deputy clerk were also in attendance.

Cllr Lester welcomed everyone to the meeting and the Open Session commenced:

Cllr Broughton, congratulated Cllr Byrd for being successfully elected as an SKDC Councillor and wished her every success for the future.

Cllr Baxter from SKDC reported that he had attended training and expressed hopes working collaboratively in the future.

Cllr Byrd reported that she had attended Diversity and equality training in Grantham.

There being no further business the public session was closed.  

1.    Election of Mayor 2023/24

The clerk had received nominations forms from Cllr Broughton.

It was RESOLVED unanimously to elect Cllr Broughton as Mayor.
   
2.    Election of Deputy Mayor 2023/24

The clerk had received nominations forms from Cllr Shelton.

It was RESOLVED unanimously to elect Cllr Shelton as Deputy Mayor.

3.    The Mayor, Deputy Mayor and Councillors to sign their acceptance of office forms 

Cllr Broughton, Cllr Shelton and all Councillors signed their forms in the presence of the Town Clerk as Proper Officer.

4.    Chairman’s Welcome & Introductions

Cllr Broughton again welcomed members to the meeting.

5.    To note apologies and accept valid reasons for absence
 
Cllr Wey had sent apologies and would be arriving later.

6.    Declarations of Interest under the Localism Act 2011 

Cllr Dr Byrd, Cllr Shelton and Cllr Miss Collins all declared an interest in agenda item 22.

7.  Acceptance of the minutes of a meeting held on 12 April 2023 

Cllr Broughton asked members if they were to accept the minutes of the meeting of 12 April 2023.  It was RESOLVED unanimously to accept the notes of the meeting as a true and accurate record.   The chairman signed the minutes. 

8.  Appointment of Councillors to the existing Committees and the appointment of the Committee chairs for 2023/24

Amenities and Open Spaces:  Cllr Broughton, Cllr Shelton, Cllr Miss Collins, Cllr Mrs Jones and Cllr Mrs Sked had elected to sit on the committee. Cllr Broughton asked whether any other councillors wished to be on the committee Cllr Hughes also volunteered to join the committee. 

The clerk had received a nomination for Chair from Cllr Broughton.  It was RESOLVED unanimously that Cllr Broughton chair the committee. Cllr Broughton stated that if at a later date anyone wished to Chair the Amenities and Open spaces Committee, he would be happy to teach them the role.

Planning and Highways: Cllr Dr Byrd, Cllr Mrs Jones, Cllr Mrs Sked and Cllr Shelton had elected to sit on the committee.  Cllr Broughton asked whether any other councillors wished to be on the committee Cllr Hughes also volunteered to join the committee. Cllr Wey also expressed an interest in joining the committee later in the meeting,

The clerk had received one nomination for Chair from Cllr Shelton.  It was RESOLVED unanimously that Cllr Shelton Chair the committee.

Town Hall and Cemetery: Cllr Broughton, Cllr Shelton, Cllr Mrs Sked, Cllr Mrs Jones and Cllr Miss Collins had elected to sit on the committee.  The Chair asked whether any councillors not listed wished to be on the committee and there were none.  

The clerk had received one nomination for chair from Cllr Miss Collins.  It was RESOLVED unanimously that Cllr Miss Collins chair the committee
  
Finance and Personnel: The Town Council Chair together with the committee chairs form the committee.  However, all members of the council are eligible to attend and vote at meetings.

9.  For members to consider the co-option process for new Councillors

A discussion took place regarding the 5 Councillor vacancies.  There have been 2 expressions of interest.  Everyone is encouraged to find suitable candidates for co-option as Councillors.  The co-option will take place at the next Council meeting on 12 June 2023.

10.  Reports: Including reports from Committees: Planning and Highways, Deepings Neighbourhood plan, Amenities and Open spaces, Town Hall and Cemetery, Finance and Personnel, Mayor’s report and the Clerk’s report.

Planning & Highways

Cllr Shelton reported that there had not been a meeting since the last full council meeting.

Deepings Neighbourhood Plan (DNP)
 
Amenities and Open Spaces

The park keepers have been very busy as the grass is growing very quickly at the moment.  The grass in the paddock has been left longer to encourage the growth of wild flowers.

There have been fires lit in Cherry Tree Park by youths.

Cllr Wey joined the meeting at 7.55pm and expressed interest in joining the Planning and Highways committee.  Cllr Baxter left the meeting.

Mayoral Diary

The Mayor has attended The Service of Thanksgiving for the Coronation of The King and Queen Consort on 30 April 2023 at Lincoln Cathedral.

The Mayor attended Market Deeping Town Council’s events at The Iron Horse and the Motorcade as part of the Coronation events on 6 and 7 May 2023.

The Deputy Mayor attended The Lions 43rd Charter dinner at Peterborough Masonic Hall on 22nd April 2023.

The Deputy Mayor attended Market Deeping Town Council’s events at The Iron Horse and the Motorcade as part of the Coronation events on 6 and 7 May 2023.

Clerk’s Report – 17 May 2023

11.  Correspondence to be noted and resolved upon

Cllr Wey joined the meeting at 7.55pm

12.  Council Finances

a)  Income and expenditure by cost centre

Members had received a copy of the Council Finances and Omega report prior to the meeting. Cllr Broughton asked if there were any questions.  There were none.

b) Accounts to be paid 

It was RESOLVED with 7 in favour and 1 abstention that the council pay its bills.  See appendix A. 
 
c) Review of the Town Council’s expenditure incurred under S137 of the Local Government Act 1972

It was RESOLVED unanimously to accept the grant aid report.

d) For members to receive and accept the internal auditor’s report

It was RESOLVED unanimously to accept the report.

e) For members to review the asset register and
    
It was RESOLVED unanimously to accept the asset register as a true reflection of the Council’s assets as £321,548 at 31.3.23.

f) For members to review Ear Marked Reserves

It was RESOLVED unanimously to accept the Ear Marked reserves of £272,970.82 as correct.

13.  For members to approve the Annual Governance and Accountability return 2022/23 Part 3 Section 1

The Clerk had provided a copy of the AGAR return to members prior to the meeting.  The chair and the clerk then signed section 1 of the return.

14. For members to approve the Annual Governance and Accountability return 2022/23 Part 3 Section 2

The Clerk had provided a copy of the AGAR return to members prior to the meeting.  

It was RESOLVED unanimously to approve the presented figures.  The chair and the clerk, as RFO, signed section 2 of the return.

15. For members to consider the Council’s General Power of Competence status

A discussion took place regarding the General power of competence status.   It was agreed that to be eligible for General Power of Competency status the Council needed to have two thirds of their Councillors successfully elected in an election.  Market Deeping Town Council have 8 elected Councillors from a possible 13 – two thirds of this figure (rounded up) equal 9 and we have 8.6.  Market Deeping Town Council will not be eligible to consider themselves for General Power of Competency status until the next election. 

16. For members to review and adopt the following Town Council Policies and procedures:

a)    Complaints procedure

b)    Data Protection Policy

c)    Freedom of Information Publication scheme

d)    Retention and disposal policy

e)    The management of Transferable data policy

f)    Data breach policy

g)    Subject access request procedure 

h)   Press and media policy

It was RESOLVED that the policies should be considered by Councillors before the next meeting.  The Clerk was requested to send the policies to Councillors for their consideration and Councillors should highlight any changes they would like to be considered, 

Cllr Wey, Cllr Mrs. Sked and Cllr Broughton offered to be part of a working group to review policies.

17. For members to review and adopt the Town Council’s Standing Orders, the Town Council’s Financial Regulations and the Town Council’s Code of Conduct

The clerk had provided copies of each of the documents to members prior to the meeting.  A discussion took place regarding the Code of Conduct.  Cllr Mrs Sked had attended training and we are operating under the wrong Code of Conduct.  The Clerk had brought this to the attention of Council previously and it had been decided that the matter should be decided by a policy working group.  

It was RESOLVED that the policies should be considered by Councillors before the next meeting.  The Clerk was requested to send the policies to Councillors for their consideration and Councillors should highlight any changes they would like to be considered.

18. For members to be given confirmation of arrangements for insurance cover

The Clerk reminded members that a 3-year policy had been taken with Hiscox insurance which will expire in 2024.  The annual insurance cost for 2023/24 will be £3,602.34.

 It was RESOLVED unanimously to proceed with Hiscox insurance until 2024.

19. For members to review the council’s subscription to other bodies

The clerk had provided members with a list of bodies that the council subscribes to.  Members reviewed the list and it was RESOLVED unanimously to continue with the subscriptions shown.

20. For members to review the arrangements (including legal agreements) with other local authorities, not-for-profit bodies and businesses

The Clerk reminded members of the existing arrangements for the following:

Grass Cutting – Environment SK

Shared costs with DSJ Parish Council 2023/24 

Cost £9968 x 0.5 = £4,984
Rebate from SKDC £1774 
Net cost £3,210

Public toilets

Contribution from SKDC £1670.77 X 4 = £6683 for 2022/23 and this will continue for 2023/24

Street Cleaner contributions

Contribution received from SKDC was £2317 for 2022/23 and this will continue for 2023/4

It was RESOLVED unanimously to continue with the existing arrangements.

21. For members to review the representation on or work with external bodies and arrangements for reporting back

Cllr Miss Collins represents the Deepings Youth Group and for Mary Scotney Alms Houses. Cllr Mrs Sked volunteered to work with Cllr Miss Collins in support of the youth group.

Cllr Shelton represents the Deepings Neighbourhood Plan, the Deepings Community Trust, the Deeping’s Heritage group and the Deepings Library.

Cllr Dr Byrd represents the Council on the Deepings Neighbourhood Planning group, the Deepings Community Trust, The Coronation Hall Committee and the Deepings Community library.

Cllr Broughton is a Trustee for Feoffes, Coronation Hall Committee, Royal British Legion and Mary Scotney Alms Houses.

Cllr Mrs. Jones represents the Deepings Neighbourhood Plan and the Deepings Business Community.

Cllr Broughton said that the Feoffes would need a Councillor to act as representative to replace Cllr Mrs. Redshaw.

22. For members to consider allocation of precepted amounts to the library and Youth group

It was RESOLVED that the amount to be given to the Youth group would be considered when up to date financial information has been received, possibly at the Full Council meeting in June.

After considering the financial reports submitted it was RESOLVED unanimously that the precepted amount of £6,000 should be paid to the library.

23. For members to consider Christmas events for 2023

Cllr Broughton reported that a Christmas tree had been reserved.

Cllr Byrd reported that the Christmas market will take place on Sunday 3 December 2023.
The performance stage has been booked.
The Iron Horse has been booked for the Craft stalls.

Cllr Broughton suggested that a Christmas sub committee could be formed possibly to include members from local community groups too.

24. For members to consider and discuss any points raised in the public session.

There were none.

25. Confidential/Personnel Matters: Consideration to go into Closed session to discuss:

Staff issues

Staff matters were discussed.

26. To consider items for inclusion on the agenda items for next meeting of the Town Council, to be held at The Town Hall, Market Deeping on 12 June 2023

There were none.

The Chairman thanked all members for attending and declared the meeting closed at 9.00 pm.  The next scheduled meeting of the Full Council will be held on Wednesday 12 June 2023.