Annual Meeting Minutes

Letwell Parish Council

Minutes of the Annual Parish Council Meeting held at the Village Hall, on Wednesday 21 May 2025 at 7:30pm

Present: Cllrs: A Wood, L Addy, C Warren, E Ladbrook

In attendance: 9 members of the public

Public Session

• Update provided in response to previous works raised at the last meeting
• Residents' comments received regarding the suggestion of lockers near the village hall.

25/26/01 To appoint a Chairperson for the ensuing year

Resolved: That Cllr Amanda Wood be appointed Chair for the ensuing year,

25/26/02 The Chairperson to sign the Declaration of Acceptance of Office

The Chair signed the Declaration of Acceptance of Office.

25/26/03 Receive apologies and approve reason for absence

Cllr Martin Horn (other commitment)

Resolved: That the reason for the absence be approved.

25/26/04 To appoint a Vice Chairperson for the ensuing year

Resolved: That Cllr Louise Addy be appointed as Vice-Chair for the ensuing year.

25/26/05 Declarations of interest in respect of items on the agenda and approved requests for dispensation (if any)

None received

25/26/06 Consider and afree confidential items

None

25/26/07 To approve the minutes of the Parish Council Meeting dated 27 March 2025.

Resolved: That the minutes be approved subject to amending the meeting date.

25/26/08 Clerk to report any matters arising from the previous minutes and actions taken:

1. Triangle Tree - Clrr Ladbrook provided an update from RMBC with a tree surgeon to attend to inspect the tree, No date had been provided to undertake the assessment, Streetpride to be chased in this regard.
2. Speeding in the village - Cllr Warr to attend a highways meeting in June.

25/26/09 Financial Matters

1. Confirmation of VAT - Cllr Warr RFO reported both outstanding claims had been made and were received.

2. Receive bank account balances as at 1 May 2025 Members received the bank account statements as of the 1 May including year-end financial statements Y/E balance 5187.37 with no outstanding debts reported.

Resolved: The sum of £5189.37 earmarked for the Village Hall fwith the 2025-26 precepts to be used for other Council expenditure when received.

3. Receive the Bank Reconciliation to 30 April 2025

Members received the bank reconciliation to 30th April 2025

4. Agree Schedule of Payments.

The schedule of payments had been approved and provided to the Clerk with details to be attached to these minutes.

5. Review system of internal controls/internal audit

Resolved: That the internal controls were satisfactory, but quarterly budget monitoring would be implemented.

Resolved That Faye Hazlehurst be appointed Internal Auditor for 2025-26, who was both independent of the Council and competent.

25/26/010 Review and approve the following policies/documents

A.Standing Orders

Resolved: That the updated Standing Orders be approved.

b. Financial Regulations

Resolved: That the updated Financial Regulations be approved with amendments agreed including removing cheque provision, as no cheques were issued by the bank.

C.Council Risk Assessment

Resolved: That the updated Council Risk Assessment be approved.

D.Publication Scheme

Resolved: That the Publication Scheme be approved with updated Clerk details.

E.Asset Register

Resolved: That the Asset Register be approved with the acquisition figured totalled for audit purposes.

F.GDPR Documents

Resolved: That the GDPR Information Audit, Staff & Councillor Privacy Notice & Subject Access Policy be approved.  

G.Scheme of Delegation

DEFERRED to June

25/26/011 To receive information on the following issues and decide further action,where necessary:

1. Consider provision of lockers at the side of the bus shelter.

Comments invited from residents with the merits of lockers discussed but was not supported. The area was however now maintained.

2. Consider ‘Community Payback’ for litter picking.

Litter picking event noted but unfortunately RMBC had attended the week before the event resulting in very little litter remaining. The merits of using the ‘Community Payback’ scheme were discussed but a community event was felt to be more appropriate, possibly shortly before the village fayre. 

3. Consider & approve Village Hall Keyholder & Barperson Policies

Resolved: That the keyholder and barperson policies be approved with the addition of the cleaner.

25/26/012.     Consider Planning Applications

None received.

25/26/013      Receive Planning Determinations

RMBC1261/1262 Erection of single storey rear extension. at 5 North Farm, The Dovecote Ramper Road, Letwell - Appeal Dismissed

(Further approved application noted, RB2025/0299 4 Gildingwells Road, Letwell).

25/26/014      Consider items for future agenda.

 AGAR

Village Hall Committee

Scheme of Delegation

25/26/015      To confirm the date and time of the next Council meeting.Bottom of Form

EGM – 19th June 7.00pm with the next ordinary meeting to be agreed for September.

That there was no further business the meeting was closed at 8.15pm