19 June 2025 meeting minuets
Letwell Parish Council
Minutes of the Parish Council Meeting held at the Village Hall, on Thursday 19 June 2025 at 7.00pm.
Present:
Cllrs: A Wood, L. Addy, C. Warr, M Horn
In Attendance:
2 members of the public.
Public Session
Discussed one of the trees in the village which was understood to be under the control of RMBC. The condition of the tree was to be investigated by RMBC in due course.
Receive apologies and approve reasons for absence.
Cllr E. Ladbrook (away).
Resolved: That the reason for absence be approved.
Declarations of interest in respect of items on the agenda and approve requests for dispensation (if any).None received.
25/26/18 Consider & agree confidential agenda items.
Item 6 – Village Hall Charity (Legal)
25/26/19 To approve the minutes of the Annual Parish Council Meeting dated 21 May 2025
Resolved: That the parish council minutes be approved for 21 May 2025.
25/26/20 Clerk to report any matters arising from the previous minutes and actions taken:
No matters arising from the last meeting.
25/26/21 Consider Village Hall Committee and approve setting up Charity to manage the Village Hall.
Moved to confidential session (legal issues).
25/26/22 Approve external repairs/painting of Village Hall.
Members discussed the budget for repairs to the hall and it was agreed that this would be taken from earmarked reserves. Members obtained and considered comparative quotes.
Resolved: That repairs and external painting be approved with Anston Decorators.
25/26/23 Consider employment of the Village Hall cleaner.
Noted this had been considered previously in the year and it had been resolved that the Council did not want to employ the cleaner.
Members did however agree that invoices would be arranged to comply with audit requirements.
25/26/24 Consider further action regarding the restoration of village benches.
Cllrs had recently tried to repair the village benches but it became clear upon investigation that the benches were not repairable. Members discussed grant funding opportunities with Ward Councillors to be approached by the Clerk when costs had been established
25/26/25 Financial Matters
a) Receive bank account balances as at 30 May 2025
Members received the bank account statements as at 30 May.
b) Receive Bank Reconciliation to 31 May 2025
Members received the bank reconciliation to 31st May 2025 and this was verified against the bank statement.
c) Consider upgrading bank account to include dual authorisation
Resolved: That the bank account would be updated to include dual authorisation which was available with the current bank, subject to a monthly fee, which would be allocated from professional fees this year.
d) Agree Schedule of Payments – May/June
Resolved: That the schedule of payments be approved and to be attached to these minutes.
e) Receive Internal Audit Report (inc page 4 AGAR).
The internal audit report was received, and it was agreed that all remedial actions recommended be undertaken for 2025-26
Asset Register, Privacy Policy and Complaints Policy to be reviewed.
25/26/26 Approve AGAR s1 (Governance Statements)
Resolved: That the AGAR s1 be approved and signed.
25/26/27 Approve AGAR s2 (Accounting statements)
Resolved: That the AGAR s2 be approved and signed.
25/26/28 Approve Certificate of Exemption
Resolved: That the Certificate of Exemption was approved and signed.
25/26/29 Consider Planning Applications
None received.
25/26/30 Receive Planning Determinations
RB2025/0299 4 Gildingwells Road, Letwell - Granted.
25/26/31 Consider items for future agenda.
- Privacy Policy
- Complaints Policy review
- Asset register
25/26/32 To confirm the date and time of the next Council meeting.Bottom of Form
Next ordinary meeting – 7pm Thursday 18 September.
25/26/33 Public Bodies Admissions to Meetings Act 1960
That in light of the confidential nature of the business to be transacted the press and public was excluded.
25/26/34 Consider Appointment of a Village Hall Committee & Charity to manage the Village Hall.
Members discussed the merits of setting up a charity to manage the village hall, subject to further discussions with the Church regarding a new lease.
That there was no further business the meeting was closed at 8.15pm