Minutes 26-27

Drat Minutes of the EGM Meeting of Kirkby Underwood Parish Council, held on the 4th of August 2026 at Kirkby Underwood Village Hall at 3pm

Present:  Cllr M Hill, Cllr N Robins), Cllr R Birdsall.

1. To elect Officers. Cllr Birdsall welcomed those present to the EGM.
   1. Elect a Chair. Cllr Birdsall proposed Cllr Hill act as Chair, this was seconded by Cllr Robins and agreed.
   2. Elect a Vice Chair. Cllr Hill proposed Cllr Robins act as Vice Chair, this was seconded by Cllr Birdsall and agreed.
2. Public Forum. Cllr Hill requested the Public Forum take place at the end of the meeting. At that time one member of the public thanked Cllr Hill, Cllr Robins and Mr Hatch for accepting the temporary positions on the Parish Council, enabling business to continue.
3. To appoint a temporary Clerk/RFO. Mr Hatch was appointed as the temporary Clerk. The Clerk introduced himself to those present outlining his experience as Clerk of two other local villages.

All items below, 3.1 to 3.5 were approved unanimously.

3.1Provide the Clerk/RFO with authority to take over the management of the Parish Council email address, setting up new Councillors, managing the clerks’ emails and deleting accounts that are no longer relevant.

3.2Provide the Clerk/RFO with authority to have access to all Council Bank Accounts that allow the clerk to make payments, print statements and set direct debits where mandated by the Council.

3.3Provide the Clerk/RFO with authority to have access to the accounting system, SCRIBE to manage the accounts on behalf of the Council.

3.4Instruct the Clerk/RFO to start work and upon the completion of the AGAR and Public Rights, to audit the accounts and to provide up to date financial status to all Councillors.

3.5Provide the Clerk/RFO with the authority to manage other accounts that are associated with Kirkby Underwood Parish Council.

4.To approve a nominated Councillor to be named on the Council Bank Accounts with access to allow for making payments, print statements and set up direct debits where mandated by the Council in the absence of the Clerk/RFO. Cllr Birdsall proposed Cllr Hill, seconded by Cllr Robins.

5.To receive and approve Minutes of

1. Extra Ordinary Parish Council Meeting 24th June 2026. Agreed and signed by Cllr Hill
2.  Parish Council Meeting 15th June 2026. Agreed and signed by Cllr Hill.

6.The Council to vote that the Council can Co-opt new council members’ subject to no election started by the 20th of July 2026. The PC have received an expression of interest from Christine Tate, Cllr Hill proposed she be co-opted to the PC. This was agreed unanimously.

1.  Co-option of a resident/s of Kirkby Underwood onto the Parish Council. The Clerk to place a Co-option notice on the PC website, with a closing date of 31st August.

7. Merrison Fund – Council to authorise the payment of monies in relation to an application made by a resident of Kirkby Underwood. Payments agreed unanimously.
8. Monitor – Council to Authorise the payment of the Council’s contribution to the cost of the Monitor Newsletter. A contribution was agreed by all Councillors.
9. Date of Next Meeting:  9th of September 7pm.2026.