Please find below the minutes for the Formby Parish Council Annual meeting. A copy of the minutes is available to download at the bottom of the page.
MINUTES OF THE ANNUAL MEETING
13 May 2024
Present: Maria Bennett (Chairman), Derek Baxter, Sandra Baxter, Dawn Brodie, Jill Butler, Karen Cavanagh, Dave Irving, Yvonne Irving, Liz Mercer, Carol Richards and Mike Weild.
In Attendance: Claire Jenkins (Clerk) and 0 members of the public
1.0 To elect a Chairman for 2024-25, who will then sign the “Declaration of Acceptance of Office”.
Nominations were received for Cllr M Bennett.
It was resolved that Cllr M Bennett be elected as Chairman.
Cllr Bennett signed The Declaration of Acceptance of Office, and this was witnessed by the Proper Officer.
2.0 To elect a Vice Chairman for 2024-25, who will then sign the “Declaration of Acceptance of Office”.
Nominations were received for Cllr D Brodie.
It was resolved that Cllr D Brodie be elected as Vice Chairman.
Cllr D Brodie signed the Declaration of Acceptance of Office, and this was witnessed by the Proper Officer.
3.0 Apologies for Absence
There were apologies received from Cllrs L. Brodie and Duerdon.
It was resolved to approve the reasons for absence for Cllrs L. Brodie and Duerdon.
Members noted that Cllrs Haygarth and Prescott have resigned their positions on the Parish Council. The Clerk will notify the Electoral Services Manager at Sefton Council and advise that there are two casual vacancies.
4.0 Members Declaration of Interest
4.1 Cllr Cavanagh declared an interest in planning item 12.1.
5.0 Public Forum
The meeting was adjourned for this item.
There were no members of the public in attendance.
The meeting was reconvened.
6.0 Minutes of the Previous Meeting
6.1 Minutes of the Ordinary meeting held on 15 April 2024
It was resolved that the minutes of the meeting held on 15 April 2024 were approved as a correct record and signed by the Chairman.
7.0 Matters of Report from Previous Meeting
Minute 110.2 Padel Court application.
Cllr D Irving reported that he had received a response from Sefton Council, who have apologised that they did not put any notices out to advise neighbours about the padel court application. It was agreed to make a Stage 1 complaint as this application was approved without giving neighbours an opportunity to object.
8.0 To receive the retiring Chairman’s Annual Report
The Chairman reported that due to a major medical condition this has been a difficult year for her personally and she thanked the Clerk and Administrative Assistant for their support.
It was noted that the Pride of Formby event will be held in June. Would all the Parish Cllrs inform the Administrative Assistant if they will be attending.
9.0 To appoint representatives to the following:
- National Trust Stakeholder meeting – Cllrs Y Irving and Weild
- Imagine Formby – Cllrs D Irving and Richards
- Merseyside Association of Local Councils (MALC) – D Brodie
10.0 To agree Cllrs role in respect of:
- Finance and General Purposes Group – Cllrs D Brodie, D Baxter, S Baxter, Butler, D Irving, Bennett and Weild
- Environment Group – Cllrs S Baxter, D Baxter, Cavanagh, Y Irving, Mercer, Richards, and Weild.
- Planning – Cllrs D Irving, D Baxter, and Butler
- Raising and lowering of the flags – Cllrs Weild, D Brodie, and D Baxter
- Fertilising and weeding of village trees – Cllr Cavanagh to ask the village volunteer gardening group to undertake this task.
- Newsletter – Cllr D Baxter
- To organise a Friends of Platinum Jubilee Park Group – Cllrs D Irving, Cavanagh, and D Brodie
11.0 Annual Return
11.1 To receive the Internal Auditors Report
It was resolved to approve the Internal Auditors Report
11.2 To approve the annual governance statement section 1.
Cllrs answered yes to questions 1-8 (question 9 not applicable) detailed on the governance statement and this was recorded on the Annual Return, which will be published on the website.
It was resolved that the governance statement section 1 to be approved.
11.3 To approve the accounting statements section 2.
It was resolved that the accounting statements section 2 be approved.
11.4 To note the dates set for the exercise of public rights: Monday 3 June to Friday 12 July 2024.
Cllrs noted the dates set for the exercise of public rights.
12.0 Planning Applications
12.1 Reference No: DC/2021/02953 35 Phillips Lane
Erection of a 2-storey dwelling, a bungalow and a single storey extension and glazed link to the existing dwelling at 48 Duke Street following the demolition of the existing garage premises at 35 Phillips Lane
It was noted that approval was given subject to conditions and that the demolition and site clearance has been completed prior to the application for discharge of condition 3 being approved, which states:
(3) No development shall commence until a construction management plan detailing the means of mitigation of construction has been submitted to and approved in writing by the Local Planning Authority.
It was agreed to write to the Planning Authority to ask for further information.
13.0 To discuss and approve the following.
13.1 To approve the quote for the renewal of the Insurance at £2,417.88 including vat.
The Clerk reported that the CCTV at Duke Street Park is in the process of being installed and that may increase the premium slightly.
It was resolved to approve the quote of £2,417.88 for the insurance and to approve any increase required for the CCTV at Duke Street Park.
13.2 To approve the purchase of a new laptop up to the cost of £500.
Members discussed the cost and agreed to increase the estimated cost, to ensure that a machine is purchased with sufficient power for the website work.
It was resolved to approve the purchase of a new laptop up to the cost of £700.
13.3 To approve the payment dates for staff salaries for the year to 31 May 2025.
It was resolved to approve the payment dates for staff salaries for the year to 31 May 2025.
13.4 To note that the Formby Civic Society are organising an event to celebrate the 250th anniversary of the first lifeboat station on Formby Beach.
Members noted the event.
13.5 To note that the Formby Civic Society are applying for the listing for the cobbled road surface at the Railway Public House.
Members noted the application.
13.6 To note the purchase of 24 new brackets (Environment minutes refer).
Members noted the purchase of 24 new brackets for the barrier baskets at a cost of £22 per bracket plus delivery.
13.7 To resolve that pursuant to section 1(2) of the Public Bodies (Admission to meetings) Act 1960 it is resolved that because of the confidential nature of business to be transacted, the public and press leave the meeting during the review of the employment terms and conditions for the Admin Assistant detailed at 13.8, 13.9 and 13.10.
13.8 To approve the review of the job description for the Administrative Assistant.
It was resolved to approve the amended job description for the Administrative Assistant.
13.9 To approve the recommended pay scale for the Administrative Assistant.
It was resolved to approve to extend the pay scale from point 5 to point 9, with an immediate progression to point 6 for the Administrative Assistant.
13.10 To consider the offer of a pension for the Administrative Assistant.
It was resolved to approve the offer of a pension for the Administrative Assistant with the Employer contribution being 8%.
14.0 Payments
- employer expenses – £1,774.76
- office lease, Sefton MBC – £250.00
- Office phone and broadband, BT – £79.30
- zoom subscription, Zoom – £155.88
- website domain renewal, Krystal Hosting Ltd – £96.00
- website ruby package renewal, Krystal Hosting Ltd – £132.00
- insurance renewal, A J Gallagher Insurance – £2,417.88
- one drive subscription, Google – £15.99
Total – £4,921.81
It was resolved to make the payments as listed above.
15.0 The following reports were noted (circulated with the agenda):
- Minutes of the Finance and General Purposes Group Meeting
- Minutes of the Environment Group Meeting
16.0 Date of Next Meeting:
The next Ordinary meeting of Formby Parish Council will be held on Monday 17 June 2024, 7pm, at Formby Library, Duke Street, Formby.
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