5th January 2022 Minutes
Minutes of Extraordinary Meeting on 5th January 2022
Present: Cllrs M. Percival (Chair), D. Hill (Vice Chair), P. Bourn, P. Chilvers, S. Millen
Clerk: A. Everard
Others present: None
Meeting started: 6.30pm
1/22. Comments from the Chair
The Chair wished everyone a Happy New Year and looked forward to making progress on many issues now that a Clerk could be appointed and 2021 was over there was much to look forward to.
2/22. Apologies for absence with reason given
All parish councillors present. Cllrs Gray and Avison had indicated they could not attend due to other meeting commitments.
3/22. Declaration of Members’ interests in accordance with the Localism Act 2011
None declared.
4/22. To consider requests from members for a dispensation on any items on the agenda
None received or declared.
5/22. To receive the draft notes to be approved as the minutes Full Council Meeting 24th November 2021.
Proposed Cllr Bourn, Seconded Cllr Millen to approve the minutes. All agreed. The Chair signed the minutes.
6/22. To confirm the appointment of Parish Clerk and Responsible Financial Officer of Mareham le Fen Parish Council
Proposed Cllr Millen, Seconded Cllr Bourn. All agreed.
RESOLVED to appoint Andrew Everard as Parish Clerk and Responsible Financial Officer.
7/22. To confirm the dates of full parish council meetings for 2022 and to approve booking meeting rooms in the Community Centre - 19/1, 16/2, 16/3, 20/4, 18/5, 15,6, 20/7, 17/8, 21/9, 19,10, 16/11.
The Chair asked if all the dates were for the third Wednesdays of the month. The Clerk confirmed that was the case and that the Community Centre had confirmed availability. It was also confirmed that Public Forums would commence at 7.15pm and the council meeting would start afterwards at 7.30pm immediately afterwards. It was proposed by Cllr Hill, seconded by Cllr Chilvers to approve. All agreed.
RESOLVED to book the Community Centre for Ordinary meetings of the Parish Council on the 19/1, 16/2, 16/3, 20/4, 18/5, 15,6, 20/7, 17/8, 21/9, 19,10, 16/11.
7/22. To approve a Co-option Policy and Procedure
The draft policy had been circulated prior to the meeting. Cllr Millen opposed the Policy as drafted in circumstances where there were fewer applicants than vacancies. She felt strongly that if an applicant satisfied the legal criteria; had chosen to make Mareham their home and was willing to step forward for the Parish Council they should be invited to join without any 'selection " Cllr Hill felt that even if someone was legally eligible to join the parish council should assess each applicant before co-option to assess what they could bring to the table as councillors and for the community. The Chair said that it was a privilege to be a parish councillor elected by the electorate of this parish to spend public money and have the public’s trust and it was fair to have a procedure to co-opt new members to that privileged position.
It was proposed by Cllr Hill, seconded by Cllr Bourn to adopt the draft policy and procedure. Votes FOR: 4 Against 1. (the Clerk was asked to note in the minutes that Cllr Millen voted against).
RESOLVED to adopt the Co-option Policy and Procedure.
RESOLVED to exclude the press and the public from the next item as it was deemed confidential.
The meeting continued in closed session at 6.45pm and made the following resolutions.
8/22a RESOLVED to approve the employment contract and job description.
8/22b RESOLVED that additional hours and expenses incurred will be approved at the next ordinary meeting.
8/22c RESOLVED to purchase the annual training scheme for the remainder of this financial year (£30 +VAT) and to book the training courses requested and to budget for the annual training scheme for 2022-23.
8/22d RESOLVED to purchase the pack of HR policies for £100 + VAT.
8/22e RESOLVED for the Clerk to purchase a new work phone and SIM card immediately and to budget for new laptop and printer in the next financial year.