March 2023 Agenda
Billingborough Parish Council
Notice of Billingborough Parish Council Meeting in the Sports Pavilion at the Recreation Ground on Tuesday 14 March 2023
Members of Billingborough Parish Council are hereby summoned to attend the above commencing at 6.45pm. Members of the public are invited to attend. The meeting will be preceded with a Public Forum at 6.30pm, at which time any parishioner is invited to ask questions, make suggestions, raise issues or give feedback to the Council. All Members are requested to be in attendance. The Public Forum will be followed by the formal Council meeting. If no public are present at 6.30pm the full meeting of the Council will commence. Unless stated in the agenda, any items raised at the Public Forum requiring a decision, will appear on the agenda at the next meeting. This meeting will be recorded.
Hayley Beaver
Clerk to the Council
6 March 2023
Agenda
1. Chairman’s opening Remarks
2. Apologies for absence.
3. Receive any new declarations of interest.
4. To consider any requests from Members for a dispensation on any items on the agenda. To agree, or not, by resolution to any dispensations, including voting rights. (Chairman - Decision – All)
5. Councillor vacancies and possible Co-option. (Decision on applicant/s – All)
6. Approve draft minutes of the meeting held 14 Feb 2023 (All)
7. Receive any external reports. (County and District Cllrs, Police, etc)
8. Receive any Community groups or Organisation reports – as required. (BAGS- Cllr Cope, Toller Trust- Cllr Stafford, YOS – Cllr Labinjo, School – Cllr Rayside, Police – Cllr Surtees. Church and Community Speed Watch– Cllr Woodhead, Village Hall – Cllr Turner, Cricket Club – Cllr Turner.)
9. Clerk’s Report.
10. Finance Matters:
a) To Resolve to approve the previously circulated accounts which include the year up to 28 Feb 2023. (RFO; Decision – All)
b) To agree to resolve to the payment of invoices on the previously circulated list of transactions for approval. (RFO; Decision – All)
c) To agree any course of action required following receipt of the Internal Audit report. (Chairman/Clerk; Decision – All).
d) To agree at least one other Cllr to apply to be added as an authorised user to authorise payments on line and as a signatory on the account. (Chairman; Decision – All)
e) To receive a report regarding any alteration required to rental of land and to resolve on any outcome. (Cllr Stafford; Decision – All)
f) To ratify by resolution the payment for training undertaken in February and March. (Chairman; Decision – All)
11. Admin Matters:
a) To review and RESOLVE to agree any amendments to the following policies: Cemetery Regulations, CCTV Code of Practice, CCTV Policy, Member’s Code of Conduct (consider updating to the LGA Code of Conduct), Complaint’s Procedure Update available), Data Protection, Publication & FoI, GDPR Privacy Notice, Disciplinary and Grievance, Equal Opportunities, Financial Regulations, Risk Assessment, Safeguarding, Standing Orders. (Chairman; Decision – All
b) To RESOLVE to adopt, or not, any proposed additional Policies, including to consider adoption of the Civility and Respect pledge. (Chairman; Decision – All)
c) To RESOLVE on any changes to the BAGS Agreement and also the proposed change to the Allotment Holder Tenancy Agreement. (Chairman; Decision – All)
d) Fields in trust application – update. (Chairman; Decision – All)
e) Parish Meeting – To discuss format and agree by resolution any budget amount required and allocate any tasks. (Chairman; Decision – All)
f) Update following public meeting about the King’s Coronation and to resolve on any action required and to delegate tasks. (Chairman; Decision – All)
g) To receive an update, resolve on an alternative date, and possible venue for the public meeting regarding the Hall Field. (Chairman; Decision – All)
h) Report of stats from speed camera. (Cllr Surtees; Decision – All)
i) Emergency Plan – Update. (Cllrs Turner and Rayside; Decision – All)
j) Keep Britain Tidy Campaign – to resolve on whether to take part (if required) (Chairman; Decision – All)
k) To consider any planning applications and any further update on both the proposed solar farm and reservoir - if required(Chairman; Decision – All)
12. Village Matters:
a) Recreation Ground –
1.TO DISCUSS ANY OUTSTANDING QUERIES FROM THE CRICKET CLUB, including the removal of soil, sponsorship boards and any proposed works to the pavilion and to resolve on any action required, delegate tasks, and allocate funds -if required. (Cllrs Woodhead and Turner; Decision – All)
2. In conjunction with point 12a)1 above, TO RESOLVE ON WHICH OF THE QUOTES previously received to accept, if any. (Chairman and Cllr Turner; Decision – All)
3. PAVILION RISK ASSESSMENT – To resolve on date to be actioned by and delegate tasks. (Chairman; Decision – All).
4. PAVILIION FIRE RISK ASSESSMENT – To resolve on date to be actioned by and delegate tasks. (Chairman; Decision – All)
5. CORONATION BENCH - to discuss and resolve on any options presented with a view to placing order. (Chairman; Decision – All)
6. ANNUAL INSPECTION of the recreation ground – to discuss report, and allocate tasks and budgets if any action required. (Chairman; Decision – All).
b) Springwells:
1. Slabs in front of benches – update and resolve on any action required. (Chairman; Decision – All)
2. Springwells planters - to agree budget for summer spend, and allocate responsibility for maintenance. (Chairman; Decision - All)
c) Cemetery:
1. To discuss what works are to be carried out at the cemetery in relation to both the gates, benches, and any further development. (Chairman; Decision – All)
2. To discuss if any bulbs/plants are to be purchased for spring/summer and to delegate purchase and set budget if required. (Chairman; Decision – All)
d) Aveland Field:
1.To discuss taking part in NO MOW MAY and resolve on the outcome. (Chairman; Decision – All)
2. To discuss and resolve on the outcome if BAGS’ request still stands to hold a car boot sale on site. (Chairman; Decision – All)
e) Entrance Planters – to agree by resolution the next seasons spend and who is responsible for purchase and maintenance. (Chairman; Decision – All)
f) Village Signs – discuss consultation, choice and resolve on outcomes. (Chairman; Decision – All)
g) EVC - update. (Chairman; – Decision – All)
h) Zebra Crossing – update (Chairman; Decision – all)
Next meeting: Annual Parish Meeting, followed by the Parish Council AGM, Tuesday 16 May at the Pavilion, Recreation Ground.