2024 Minutes

An Extraordinary Meeting of Sturton by Stow Parish Council was held on Wednesday 15th May 2024 in the Old Schoolroom. The meeting started at 7.30pm.

Meeting chaired by Cllr Cook.  Present: Parish Clerk, Cllr Hoyland, Cllr Taylor, Cllr S Christie, Cllr. C. Christie.

Cllr Cook welcomed everybody to the Extraordinary May 2024 Meeting.

1.  Recording of Meeting

It was noted no one was recording meeting.

2.  Apologies

Apologies: Apologies accepted from Cllr Holtby and Cllr Hawke.

3.  To receive declarations of interests in accordance with the Localism Act 2011. 

None

4.  Meeting opened and closed to the public 7.31pm.

5.  To agree revised April accounts

It was highlighted that the figures on the accounts were correct and remained the same. The error was within the total on the April collum on the reserves excel sheet. It agreed and RESOLVED to accept the revised accounts.

6.  To agree revised May accounts

It was highlighted that the figures on the accounts were correct and remained the same. The error was within the labelling of the reserves excel sheet. The columns should have read April and May not May and June. It was agreed and RESOLVED to accept the revised accounts.

7. To agree revised final end of year detailed accounts

It was highlighted that the end of year bank figures were correct and remained the same. An error within the inner workings had been generated by an accounting glitch on the accounts package when transferring money from the old deposit account. This error has now been resolved. It was agreed and RESOLVED to accept the revised End of Year detailed accounts.

8. To discuss and agree amendments to asset register.

It was agreed and RESOLVED to agree the amendments to the asset register and to work on transferring data to the new template for next year.

9. . To agree reinstatements of boxes 4 and 6 should read £9,618 and £34,194 in this year’s prior year comparatives due to mileage previously being included incorrectly in last year’s AGAR.

It was agreed and RESOLVED to accept the reinstatements on this year’s prior years comparatives.

It was noted that mileage now placed under admin.

10.  To receive and accept the internal audit report

It was agreed and RESOLVED to accept the internal audit report for the financial year ending 31st March 2024.

11.  Annual Governance Statement signed.

It was agreed and RESOLVED that the Annual Governance and Accountability Return for the financial year ended 31st March 2024 was accepted, approved and signed by the chairman and the clerk.

12.  Adoption of Annual Return signed.

It was agreed and RESOLVED that the Annual Governance Accounting Statements of the Annual Return for the financial year ended 31st March 2023 presented by the Clerk were accepted, approved and signed by the chairman.

13.  To agree notice of public rights and publication of unaudited AGAR beginning Monday 3rd June and ending 12th July 2024

It was agreed and RESOLVED to approve the recommended dates for public rights inspection.

14.  To agree cost of fire inspection

This item was deferred until the June meeting due to the invoice not being received.

15.  To discuss findings of the walkabout inspection

This item was deferred until the next meeting.

16.  To agree for Clerk to purchase supplies/decorations as required for D Day event up to £150

It was agreed and RESOLVED to allow the clerk to purchase supplies and decorations as required for D Day event up to £150. It was discussed that due to low numbers the event needed further advertising. Additional posters to be displayed in bus shelters, the shop and Tastery. If numbers remained below 30 the event would have to be cancelled.

17.  To agree to adopt new model of Financial Regulations 2024

This item was deferred to the June meeting.

18. To discuss and agree contractual agreements to be reduced from 60 days to 30 days.

It was agreed and RESOLVED the council would endeavour to make a payment within 30 days on receipt of an invoice where practically possible and not exceeding 60 days. Clerk to find appropriate place in Financial Regulations/Standing Orders.

19. . To agree to add Cllr Hawke to the HR sub-committee in replace of Cllr S Christie

It was agreed and RESOLVED to replace Cllr S Christie with Cllr Hawke on the HR sub-committee.

20. To agree the cost of drainage rates £33.47 to Upper Witham Internal Drainage board.

It was agreed and RESOLVED to agree the cost of £33.47.

Meeting Closed at 8.42pm