Minutes 21st May 2018
Minutes of the meeting of Amber Hill Annual Parish Council meeting held on 21st May 2018
Present: Cllr Chris Stephenson, Cllr Elizabeth Gadd, Cllr Jane Webb, Cllr Ros Bowler, Cllr Nigel Hardy, Cllr Rachel Hunn
Also Present: C Mike Brookes (Boston Borough & Lincolnshire County Councillor), Four member of Pilgrim School
Public Forum None
Prior to the meeting the members of Pilgrim School gave a presentation on the progress of the building works along with background on the school its self and who it serves.
Meeting started 7.59 pm
18/001 Apologies for absence and reasons given.
18/002 Election of Chairman
Cllr C Stephenson was proposed by Cllr E Gadd and seconded by Cllr R Bowler.Cllr C Stephenson was unanimously voted in as chairman.
18/003 Receipt of Chairman’s Declaration of Acceptance
Cllr C Stephenson duly signed the declaration of acceptance for the office of Chairman, witnessed by the clerk, Nicky Bush.
18/004 Election of a Vice-Chairman
Cllr E Gadd was proposed by Cllr C Stephenson, seconded by Cllr R Bowler.Cllr E Gadd was unanimously voted in as Vice Chairman and duly signed the declaration of acceptance for the office of Vice Chairman, witnessed by the clerk, Nicky Bush.
18/005 Approval of Minutes of the Annual General Meeting held on 9th May 2017
It was resolved to accept the above minutes which were confirmed and signed by the chairman.
18/006 Appointment of a Highways Liaison Officer
Cllr N Hardy was proposed by Cllr C Stephenson and seconded by Cllr R Bowler.Cllr N Hardy was unanimously voted in as Highways Liaison Officer
18/007 Approval of the Accounts for the year ending 31st March 2018
The clerk presented the Final Budget and Bank Reconciliation for the year ending 31 March 2018.It was resolved to accept the Budget and Reconciliation, and both were duly signed by Cllr C Stephenson.
18/008 Appointment of a Representative to the Playing Field Committee
Cllr R Hunn was proposed by Cllr E Gadd and seconded by Cllr R Bowler.Cllr R Hunn was unanimously voted in as Playing Field Committee representative
18/009 Review and adoption of Standing Orders
The clerk presented revised ‘Standing Orders’ which incorporated the new GDPR regulations. It was resolved to accept the revised standing orders.
Action: Clerk to upload the new Standing Orders to the website.
18/010 Review and adoption of Financial Regulations
The ‘Financial Regulations’ were reviewed, and it was resolved that there were no changes to be made
18/011 Review of inventory of assets
The inventory of assets was reviewed, and it was resolved that there were no changes to be made
18/012 Review and confirmation of arrangements for insurance cover in respect of all insured risks
The insurance policy was reviewed and agreed to be correct.It was resolved that the policy should be taken up and the premium of £149.64 to be paid
Action: Clerk to pay insurance premium.
18/013 Adoption of GDPR (Data Protection) Policy
The clerk reported that she had been working towards the new GDPR regulations putting together the required policies, registering with the Information Commissioners Office. The Clerk gave an overview of the new legislation to the Councillors. The clerk presented the following policies for approval: Data Protection Policy, Records Retention policy, Data Breach Policy, GDPR Security Compliance Checklist.
It was resolved to accept the policies produced so far
Action: Clerk to upload GDPR policies agreed so far onto the Website.
Meeting closed 8.24 pm