2024 Parish Council Minutes of Meetings

Minutes of Eagle & Swinethorpe Annual Parish Council meeting held on Wednesday 22nd May 2024 at 7.00pm in Eagle Village Hall.

Present Cllr David Parkes, Cllr Michael Chennells, Cllr Jane Fulton-Sutton, Cllr Jane Wallis & Cllr Bernadette Grayston.

Rachel Popplewell - Parish Clerk

District Councillors Chris Goldson & Richard Johnson.

Agenda Items. 

1.   To Elect a Chairman for Eagle and Swinethorpe Parish Council for the ensuing year 2024/2025.

Cllr Parkes called for nominations for Chairman for the year 2024/2025. Cllr Grayston proposed Cllr David Parkes be elected as Chairman, seconded by Cllr Fulton- Sutton – All agreed, show of hands.

Cllr Parkes accept the Chairmanship.

2.   To receive the Declaration of Acceptance of Office form for the Chairman for 2024/2025.

Cllr Parkes signed the Declaration of Office form, received by the Clerk.

3.   To Elect a Vice-Chairman of Eagle and Swinethorpe Parish Council and to receive the Declaration of Acceptance of office form for the ensuing year 2024/2025.

Councillor Bernadette Grayston was proposed by Councillor Fulton-Sutton, seconded by Councillor Chennells - All Agreed, show of hands.

Councillor Grayston accepted the position, Declaration of Acceptance of Office form was signed & received.

4.   Public Forum – To Resolve to suspend standing orders for a maximum of 20 minutes to allow members of the public, District and County Councillors to make comment or ask questions. 

It was Resolved to suspend standing orders to allow members of the public and the County & District Councillors to make comment or ask questions. All agreed – show of hands.

The Chair passed his comments onto the District Councillors and County Councillor for their support over the previous 12 months and for regular attendance at the parish council meetings. 

Cllr Wallis confirmed after speaking to Cllr Briggs that Church Lane resurfacing would be carried out 80 working days after being approved. 

Standing orders were re-instated. 

5.   To receive Apologies for Absence. 

Apologies were received from Cllr Neil Faulkner & Cllr Pat Parkes. It was Resolved to accept the reasons for absence and their apologies – all agreed, show of hands. 

Apologies were received from County Councillor Cllr A Briggs

6.   To receive Declarations of Interest under the Localism Act 2011 – being any pecuniary interest in agenda items not previously recorded on Members’ Register of Interest and requests for dispensations.

None received.

The Clerk reminded all members to ensure that their ROI forms are UpToDate.

7.   Notes of the Parish Council Meeting held on Wednesday 24th April 2024 to be approved as minutes.

It was Resolved to approve the notes as minutes and a true record – All Agreed.

Signed by the Chair.

8.   To review and adopt Standing Orders for the Council.

It was Resolved to adopt the Standing Orders of the Council – no amendments were required. All agreed show of hands.

9.   To review and adopt the Financial Regulations for the Council, and to Resolve to accept variable Direct Debits & Online Banking.

It was Resolved to accept variable Direct Debits & online banking for the Council. 

The Clerk made comment that a revised version of the Financial Regulations was now available and asked that this agenda item be deferred until the next meeting. 

10.   To review the bank signing mandate.

The Clerk made comment that there are 4 signatories on the bank mandate. After discussions it was Resolved that no amendments were required. All agreed – show of hands.

11.   To review and adopt the Complaints Procedure and Handling method.

It was Resolved to adopt the Complaints Procedure and Handling method for the council – no amendments were required. All Agreed, show of hands.

12.   To appoint members to the Personnel Committee.

After discussions it was Resolved to appoint Cllr Wallis, Cllr P Parkes & Cllr Fulton-Sutton to the Personnel Committee, proposed by Cllr D Parkes, seconded by Cllr Chennells – All Agreed, show of hands.

13.   To review the Terms of Reference for the Personnel Committee.

It was Resolved to adopt the Terms of Reference for the Personnel Committee, no amendments were made – All agreed, show of hands

14.   To resolve to agree Parish Council meeting dates for the year 2024/2025.

The meeting dates for the year were considered – it was Resolved to accept the dates for 2024/2025.

All Agreed, show of hands.

15.   To receive the Internal Audit report.

The Chair read out the internal audit report, no issues were highlighted regarding the finances for the Council.

The Chair passed his thanks onto the Clerk for providing excellent administration & support to the Council.

16.   To Consider, Approve and Sign the Annual Governance Statements 2023/2024.

After discussions it was Resolved to answer all the Annual Governance Statements with a positive outcome, All Agreed – Signed by the Chairman & Clerk.

17.   To Approve & Sign the Accounting Statements 2023/2024.

It was Resolved to approve the Accounting Statements, All Agreed – Signed by the Chairman & Clerk

18.   Clerks Update & Correspondence.

The Clerk made comment that she had spoken to the planning team at NKDC, regarding the use of a piece of land at Eagle Barnsdale. The planning team confirmed that currently the residents weren’t doing anything wrong and that they were in talks with them for a possible planning application in the future. 

The Clerk asked if Council would like to re-appoint the Play Inspection Company to carry out the annual inspection in February 2025.

After discussions it was Resolved to approve the Play Inspection Company. All agreed – show of hands. 

19.   Finance

a.   To authorise the signing of orders for payment, note bank balances & any monies received (list previously circulated).

The councillors considered the list previously circulated. It was Resolved to approve the following orders for payment – All Agreed. Proposed by Cllr Wallis seconded by Cllr Fulton-Sutton.

Cllr Wallis offered to approve the online payments.            Action JW.

b.   To approve the purchase of a new litter bin liner. 

The Clerk made comment that the bin next to the shop needed a new metal liner at a cost of £65.12. it was Resolved to approve the purchase – all agreed, show of hands. 

20.   Playing Field Update 

Cllr Grayston made comment that the proposal to potentially extend the kitchen block at the playing field was a no go. 

The Clerk advised the Councillors of funding options to renew pieces of play equipment & the MUGA at the playing field, along with funding options available for grants to refurbish the kitchen block.    

Cllr Grayston offered to investigate further the funding options and to speak to local builders who may be able to quote for the kitchen block refurbishment.   Action Clerk/Cllr Grayston.

21.   Update regarding ownership of the Eagle Eye.

Cllr Wallis made comment that a new editor for the Eagle Eye had been found, their first edition being May 2024.

Thanks were passed onto Cllr Wallis for editing the Eagle Eye. 

22.   Items for the next Agenda.

New Financial Regulations
Eagle Hall Heritage Projects.

23.   Date & time of next meeting 

Wednesday 26th June 2024 at 7.00pm.

Meeting closed 8.30pm