Minutes 2023

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WEST KEAL AND KEAL COTES PARISH COUNCIL
Minutes of the annual council meeting held on Wednesday 10th May 2023 at 7:30pm in the Keals village hall after the annual parish meeting. 
Present: Councillors A. Watson (Chairman) J. Rowntree, j. Roughton, M. Rickard and S. Thompson. District Councillor Terry Taylor and County Councillor William Grey were also in attendance. 
Clerk Sarah Kulwicki
Also present: 4 members of public

Public forum: 
The keal event community group handed out a report to the councillors and told them about a few event they had going on over the next month, including one on the 7th July where Horncastle choir would be performing. Another member of public mentioned a planning application they had submitted and asked why the council were not supportive with their planning application. Councillor Rowntree informed them that the council do their best to support any local applications but could not remember of hand the details of their application to make any further comments. Their application would be in the hands of ELDC planning officers now. A member of public asked if something could be put in place in the parish to commemorate the King’s coronation. The council discussed the possibility of tree planting within the triangle field but it was felt there is enough there already. The clerk was asked to get a price for a planter which could be situated under the noticeboard on the A16.
 
The chairman declared the meeting open at 7:30 pm.

1. Election of Chairman - signing of declaration of acceptance of office.
It was:-
Proposed by Councillor Rowntree that Councillor Watson be Chairman which was Seconded by Councillor Lacey and RESOLVED. Councillor Watson accepted and signed the declaration of acceptance.  
There were no other nominations. 

2. Election of Vice Chairman - signing of declaration of acceptance of office
It was:-
Proposed by Councillor Rickard that Councillor Roughton be Vice-Chairman which was Seconded by Councillor Rowntree and RESOLVED. Councillor Roughton accepted and signed the declaration of acceptance.  
There were no other nominations. 

3. Apologies for absence and reasons given – Appologies received and accepted from Councillor Lacey. 

4. All councillors to sign declarations of acceptance of office following uncontested election, DPI forms to be filled out for the next 4 year term. The newly elected councillors completed these documents before the meeting commenced. 

5. Declarations of interest in accordance with the 2000 Local Government Act – None. 

6. The notes from the meeting of the Council held on Wednesday 8th March 2023 (attached) to be approved as Minutes and signed by the Chairman
It was:-

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Proposed by Councillor Rowntree and seconded by Councillor Rickard and RESOLVED that the minutes be approved as a true record and signed by the chairman.

7. To co-opt any potential candidates present – A member of public registered their interest and may join in the future. 

8. To approve payment of accounts: -  
a) Internal Audit - £ 45.00
b) Inkonomical -£139.00
c) S- Kulwicki (mileage and expenses) - £182.65
d) Village Hall (May) 2022/2023 - £30.00
e) Zurich Insurance - £192.56
It was: - 
Proposed by Councillor Rowntree and Seconded by Councillor Roughton and RESOLVED by all that the above payment be approved and duly paid. 
The clerk was asked to get some quotes for the printing of the newsletter. 

9. Audit of accounts – presentation of accounts – Internal auditor has done checks all cleared for approval of this Council
a) To confirm and approve the Accounting statements contained in the Annual Return 
The figures from the financial records have been transcribed into section 1 of the annual return. 
It was:-
Proposed by Councillor Roughton and Seconded by Councillor Rowntree and RESOLVED that the accounting statements for the year ending 31st March 2023 be approved. 

b) To approve the annual governance statement in the annual return 
Members considered the detail within the governance statement and understood what they are, as a corporate body, approving. 
It was:-
Proposed by Councillor Rowntree and Seconded by Councillor Watson and RESOLVED by all that the council answer ‘yes’ to all boxes contained in the annual return. 

c) To approve the exemption certificate 
It was:-
Proposed by Councillor Rowntree and Seconded by Councillor Rickard and RESOLVED that the council meet the criteria to be exempt and the chairman will sign the  certificate of exemption.  

10. To note general correspondence 
a) The clerk told the council that the triangle field is no longer being let. Councillor Rowntree is going to secure the gate with a lock. 

11. To note all planning applications – none. 

12. Highways matters – Any problems to report
a) Councillor Grey told the council that Fen Road is scheduled for a major road rebuild in 2025/2026. The highways department will continue to monitor the road and verges and repair any defects. He also told the council that highways are generating a pro-forma for the addition of passing places on the road as requested by the council. 
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13. To appoint a 2nd representative for the village hall committee
It was:-
Proposed by Councillor Rowntree that Councillor Rickard be the councils 2nd representative which was Seconded by Councillor Watson and RESOLVED. Councillor Rickard accepted.  
There were no other nominations. All comments on hall issues will now go through these representatives. 

14. Date of next meeting –Wednesday 7th June 2023, All meetings commence at 7:00 p.m. at the Keals village hall West Keal.

15. Any other matters for discussion only or on the next agenda
a) Councillor Roughton asked that a report back on village hall matters be added. 

The meeting closed at 8:15pm
Signed by chairman: 0007.06.2023