The Annual meeting of Hartington Nether Quarter Parish Council
was held on Monday, 15th May 2023 at 7.30pm
in Biggin Village Hall.

Present:  J Coles, D Currington, M Heathcote and the clerk, S Hampson.  There were 3 members of the public in attendance for part of the meeting.

Part 1 non-confidential information

23.5.1 Election of Chairman, Vice Chairman and Councillors’ election of office
Following the recent parish council elections, 3 previous members had decided not to stand again.  Three remaining councillors had been re-elected; no other interested parties had stood.

Chairman for 2023-2024:                   Mrs J Coles (Prop DC, Sec MH)
Vice Chairman for 2023-2024:           Mrs D Currington (Prop JC, Sec MH)

All councillors completed the Declaration of Acceptance of Office before the Proper Officer, Mrs Hampson.  Mrs Coles also completed the Declaration of Office of Chairman before the Proper Officer, Mrs Hampson

23.5.2Apologies
There were no apologies

23.5.3 Minutes of the previous ordinary meeting
The minutes of the previous ordinary meeting had been displayed on the noticeboard and forwarded to the members and the parish council’s website, in advance of the meeting.

Resolved:  To accept the minutes as a true record of proceedings.  Mrs Coles duly signed the minutes as a true copy of proceedings.

23.5.4 Matters arising and pre-meeting
The previous councillor with responsibility for checking the community defibrillator had not been re-elected.  This matter was discussed:

Resolved:  to place the defibrillator on the next agenda with a view to approaching the local First Responders with a request to check the defibrillator for an annual donation.

Mrs Coles advised that the recently scheduled CPR training had to be cancelled due to the snow.  New dates are being considered for September by agreement with the village hall.

Resolved:  to place the matter on the next agenda.

Mrs Currington is now a valid signatory on the bank account.  Old signatories will be removed.

23.5.5 Update on members’ interest forms
The clerk had forwarded the interest documents to the councillors in advance of the meeting.  These were signed and returned.

23.5.6 Public Speaking Procedures Document
The document was available in the meeting.

23.5.7 Public speaking
A former councillor was present and advised that he would be prepared to look at the village benches again later in the year but at this moment in time, the condition is good.  He enquired about not mowing in May to preserve wild flowers but this had not been agreed and the mowing contractor will mow as directed.

23.5.8 Church warden
It was reported that after the annual parochial church council meeting scheduled on 16^th May, it is likely that there will no longer be a church warden or treasurer in place associated with St Thomas’ Church.  It was acknowledged that this may, in part, be due to the members being expected to complete high level safe guarding qualifications.  It was acknowledged that the retiring church warden in the village had worked extremely hard, including recording the grave stones in the church yard.

23.5.9 Casual vacancies and co-option for 3 councillors
Following the recent elections, there are now vacancies for 3 councillors on the parish council.  The clerk had prepared appropriate notices and the closing date for submission of interest is 26^th May 2023.  Some interest had already been expressed.

23.5.10 Internal audit 2022-2023
The accounts for the year ending 31^st March 2023 had been prepared by the clerk and responsible finance officer (RFO) and these had been internally audited with no matters to bring before the council.  The internal audit report and invoice had been forwarded to councillors in advance of the meeting.

23.5.11 Section 1 Annual Governance Statement 2022-2023
The external audit documents had been prepared by the clerk and RFO and checked by the internal auditor.

Resolved:  for the clerk/RFO and Chairman to sign the annual governance statement

23.5.12 Certificate of exemption 2022-2023
As both the income and expenditure for the year had been less than £25,000, a full audit was not required and the certificate of exemption had been completed by the clerk and RFO.

Resolved:  for the clerk/RFO and Chairman to sign the certificate of exemption

23.5.13 Section 2 Accounting Statement 2022-2023
Resolved:  for the clerk/RFO and Chairman to sign the accounting statement

23.5.14 New cemetery fees
Resolved:  The clerk and RFO to prepare these as per fees received from Derbyshire Dales District Council with immediate effect.

23.5.15 Telephone box
This item had also been discussed in the Parish Annual Meeting.  Perspex has been fitted over the cork but the cork has warped leaving a gap.  Documents have been put into the same format.  Welcome to Biggin, the postcode and grid reference can be found within.  A former councillor is happy to monitor the telephone box at the moment and will look into obtaining an appropriate map for the inside of the box.  More history items would be useful for future use.

Mrs Coles advised that Parish History signs had been fitted but because of fixing issues, these will only be a temporary measure until such time as a more permanent way can be achieved.  This will be reflected in the invoice from the professional involved.  At present, there is no charge for the temporary measure.  Other parishes are painting their telephone different colours associated with united charities.