Agenda 29 May 2025 Annual Meeting of the Parish Council
ANNUAL PARISH COUNCIL MEETING
Notice is hereby given that the Annual Meeting of Covenham Parish Council will be held on Thursday 29th May 2025, 7pm in the Parish Rooms
Councillors are hereby summoned to attend.
Signed:
Nadine Must
Parish Clerk
22 May 2025
AGENDA
05/25– 1 Appointment of Chair – to receive nominations for the position of Chair and resolve to appoint to the position followed by signing of declaration of Acceptance of Office
05/25- 2 Appointment of Vice Chair - to receive nominations for the appointment of Vice Chair and resolve to appoint to the position followed by signing of declaration of Acceptance of Office
Suspension of Standing Orders while public session takes place
Public Session
a. Report from ELDC Ward Member
b. Report from LCC Ward Member
c. Public Forum
05/25– 3 Members present and apologies.
05/25– 4 Chair’s Welcome and Remarks
05/25– 5 To receive any Declarations of Interest on any item on the agenda - in accordance with the requirements of the Localism Act 2011, and to consider any applications for dispensations in relation to disclosable pecuniary interests
05/25– 6 Minutes from 27 March 2025 – to approve as a correct record the notes of the meeting and authorise the Chair to sign the official minutes.
05/25 - 7 Council Matters
a) Annual Review of Policies.
1) Standing Orders – new amendments for consideration
2) Financial Regulations
3) Code of Conduct
4) Civility and Respect Pledge
5) Data Protection Policy
6) Privacy Notice
7) Complaints Procedure
8) Environmental Policy
9) Health and Safety Policy
10) Equal Opportunities Policy
11) Safeguarding Policy - new
b) Actions from Previous Meeting – Clerk’s report
i. Credit card application – to note Barclaycard application abandoned
c) Communications Received – to note
d) Annual Parish Meeting – to consider any actions arising from the meeting
e) Parish Council insurance – to consider two options from insurance provider and decide on preferred option
f) Pylons banners – to approve purchase of three banners to be placed at each end of the parish and one for outside the parish rooms, cost of which to be split between Parish Council and CVV
g) Performance Appraisal – to sign off the appraisal form as discussed at the last meeting and approve payment of extra hours worked for FY2024/25
05/25 – 8 Parish Rooms
a) Deed Of Release of Restrictive Covenant – to consider and approve amended document
b) ELIF and National Lottery Grant application – to note and consider requirements prior to any funding application
05/25 – 9 Finance and Budgets
a) Payments- to receive and resolve to accept payments for May 2025
| To | Amount (£) | |
| 1 | Parish Clerk Salary and expenses - April/May 2025 | 1,135.73 |
| 2 | HMRC - PAYE Income Tax and National Insurance | 13.98 |
| 3 | Internal Audit - Mrs J Cooper | 45.00 |
| 4 | LALC Annual Membership | 160.04 |
| 5 | LALC Annual Training Scheme | 144.00 |
| 6 | LCC - CSW - 4 x passive speed limit signs | 80.00 |
| 7 | SLCC Membership | 91.20 |
| 8 | Insurance FY2025/26 | TBC |
| Total | 1,669.95 |
b) Receipts – to note
| Date | To/From | Transaction | Amount (£) | Receipt (R)/ Payment (P) |
| 01/04/25 | CVV April 2025 Rent payment | BACS | 100.00 | R |
| 28/04/25 | ELDC Precept | BACS | 9206.00 | R |
| 01/05/25 | CVV May 2025 Rent payment | BACS | 100.00 | R |
| Total Receipts | 9406.00 | |||
| Total Payments | - | |||
c) PAYE Bill by Direct Debit – to agree to set up a direct debit to pay HMRC for payroll automatically
d) To review the end of year Receipts and Payments 2024-2025
e) 2024/25 AGAR– to receive and note report from the Internal Auditor
f) 2024/25 AGAR– to review and approve the Governance Statement including notice for the exercise of public rights
g) 2024/25 AGAR– to review and approve the Accounting Statements and associated papers including bank reconciliation, statement of variances, and asset register
h) 2024/25 AGAR– to approve and sign the Certificate of Exemption
05/25 – 10 Community Amenities and Groups
a) Covenham Reservoir DMMO application – to note receipt of one User Evidence form from Louth Navigation Trust
b) St Mary’s Church Quinquennial Inspection – to note and consider actions arising from report
c) Gardening services for St Mary’s Church closed churchyard – to consider change of provider
05/25 – 11 ELDC/LCC Services
a) Grange Lane foul smell – to note update from ELDC Environment Officer
b) New Bin for Grange Lane – to note approval from Cleansing Team to purchase the preferred dog bin (Fido 25) or similar.
c) Footpath between Grange Lane and Birketts Lane – to consider steps to speed up the TTRO works
05/25 – 12 Planning Applications - to consider planning applications as listed below
a) 02083/25/FUL Planning Permission Parish Rooms - Extension and alterations to existing parish rooms to provide an accessible toilet, access and car parking.
b) Any received between agenda close and meeting.
05/25 – 12 Date of next meeting – Thursday, 31st July 2025, 7pm