Meetings 2024

Present:                       Cllr Catherine Lack, Cllr Lucy Robb, Cllr Anne Booth, Cllr Nickey Pretty, Cllr Martin Smith

Also Present:               Nicky Bush (Clerk), Cllr Martin Hill (LCC), Cllr Murray Turner

Public Forum:              Three residents

Meeting started 7.05 pm

24/150  Election of chair

Cllr LR proposed and Cllr NP seconded Cllr CL as chair.  Cllr CL accepted, and it was resolved that she would be the chair for the coming year.

24/151  Receipt of chair’s declaration of acceptance

Cllr CL completed the declaration of office for chair.

Action: Clerk to update details on the parish website

24/152  Election of a vice-chairman

Cllr CL proposed and Cllr AB seconded Cllr NP as vice chair.  Cllr NP accepted, and it was resolved that she would be the vice chair for the coming year.

24/153  Receipt of vice chair’s declaration of acceptance

Cllr NP completed the declaration of office for vice chair.

Action: Clerk to update details on the parish website.

24/154  Apologies for absence and reasons given

Apologies received from Cllr Hannah Weston Smith. It was resolved to accept the apologies.

It was confirmed that Cllr Nathan Roe has tendered his resignation

24/155  Approval of the accounts for the year ending 31st March 2024

The Clerk presented the final accounts for 2023- 24, and confirmed the internal audit had taken place and would be discussed under the main meeting agenda. Cllr CL signed the final accounts.

Action: None

24/156  Appointment of representatives

CCTV/Pavilion  -  Cllr CL and Cllr HWS

Play equipment/Allotments  -  Cllr LR

Defibrillator  –  Cllr NP

Village green/Grass cutting  –  Cllr AB

Environment and Neighbourhood planning  –  Cllr MS

Action: None

24/157  Review and adoption of standing orders

The clerk confirmed that the standing orders are still in line with LALC’s latest model regulations and that no further changes need to be made at this time. Cllr MS proposed, Cllr LR seconded, and all were in agreement that the standing orders be adopted.

Action: Clerk to reflect this on the website

24/158  Review and adoption of financial regulations

The Clerk presented revised Financial Regulations in line with the most recent update from LALC release in May 24.  The banking arrangements currently in place are in line with these regulations, however to ensure available signatures for BACS payments ideally we should have three councillors registered for online banking.  It was resolved that Cllr NP be added to Lloyds as a signatory with online banking. Cllr MS proposed, Cllr LR seconded, and all were in agreement that the financial regulations be adopted.

Action: Clerk to reflect this on the website and request Cllr NP be added as a signatory with online access.

24/159  Review of inventory of assets

The clerk presented the asset register as at 23-05-24 which includes the new bench and street lamp.  It was resolved that the clerk would upload the up-to-date register to the website.

Action: Clerk upload the revised asset register to the website

24/160  Review and adoption of risk register

The clerk presented the revised risk register which includes the online banking procedures in line with the revised Financial Regulations.  In addition the clerk raised the need to have regular inspections off all assets in the village in line with item C of the Annual Internal Audit report on the AGAR and item 5 of the Annual Governance Statement on the AGAR.  It was resolved to adopt the risk register and an online checklist be shared with the Councillors.

Action: Clerk to update and add the risk register to the website and set up an online Asset checklist for Councillors to complete

24/161  Review and adoption of adoption of Accessibility statement, general privacy notice, publications scheme, subject access request procedure.

The clerk presented the policies, outlining their purpose. It was resolved to adopt all of the policies.

Action: Clerk to add the policies to the website

24/162  Review and confirmation of arrangements for insurance cover in respect of all insured risks

The current insurance is in place until 07/07/24 so no renewal has been received at yet.  The new light and bench are covered in the bulk assets that it covers.  Once the renewal comes through the clerk will send out details

Action: Clerk to check insurance renewal and send out details to all councillors

7.45 pm meeting recommenced

24/163 Chair’s remarks.

Cllr CL thanked everyone for their hard work over the last year and the clerk for getting everything in place and up-to-date.

24/164 Apologies for absence and reasons given.

Cllr HWS gave apologies. It was resolved to accept the apologies.

24/165 To receive any declarations of interest in accordance with the Localism Act 2011.

Cllr MWS declared an interest in item 26 - Grants

24/166 Draft minutes of the meeting held on 21-03-24 to be confirmed and signed as minutes.

It was resolved to accept the above notes as minutes.  They were confirmed and signed by the vice chair.

24/167 Financial matters: Accounts for payment and budget figures, including report, up to 16.05.23.

Bank Balances

Lloyds Treasurers account     £  5,642.73

Lloyds Savings account            £     500.87

Natwest account                      £15,148.02

The Clerk advised that she had since received the invoice for the room hire for £60  for the March and May meeting and that she has requested an invoice for the Annual Parish meeting as that one has not been received yet and John Kirby for his 3rd cut for the playing field £130

It was resolved to accept the accounts for payment including the two additional invoices along with the one for March as this payment was authorised at March 2024 meeting. 

The clerk reported that she has received this afternoon the remittance for the waste, however this will again be paid into the Natwest bank.  They were notified several months ago and did respond, however the clerk has not been able to get hold of them on the phone so has sent an email asking despite several attempts to ring them and two message left not response has been received.  An email has been sent today asking for them to call the clerk

The actual expenditure was reviewed against the budget to date.

Action: Clerk to arrange for payments to be made  

24/168 Planning:

S24/0763 – Westgate House, West Street – Replace annexe roof reusing existing ridge tiles

No objections

Washdyke Solar Farm - Cllr MS has emailed the company regarding specifics of their programme and the questions we raised with them, but no response has been received as yet.It was resolved that Cllr MS would contact John Kyme.

The clerk advised the councillors that she now has access to the planning portal where comments can be input directly, however at the moment the consultations are not showing

Cllr MS confirmed that the Neighbourhood Plan group has met and they are now working on the policies required.Their intention is to keep it a basic plan and look at what others have done with regards to policies.

Action: Clerk to feedback to planning department and Cllr MS to contact John Kyme

24/169 Correspondence

Community Orchard Fund – it was resolved that the Clerk would request an application form with the view to planting the fruit trees at the bottom of the playing field, possible with a bench in the area and allow the area to be a wilding area.

Gateway signs – these were installed prior to the Councillors joining so suggested email Cllr HWS who was a councillor at that time.

Grass cutting – Current cutting and co-ordination with the Borough and County Council was discussed.  Cllr MT agreed to ask about the timetable, but as each Council has a different no of cuts each year this is unlikely to be possible.  Clerk to feedback to the resident.

Cllr CL also reported that the resident asking for assistance with regards to a mobility bed, has now received one with the support of the hardship fund.

Action: Clerk to contact Community Orchard fund, Cllr HWS and respond to the resident.

24/170 Clerks report.

24/171 Updates from LCC/SKDC

Cllr Martin Hill ask if we had received the flood signs which Cllr MS confirmed we had. He confirmed that highways have agreed to put up ‘unsuitable for HGV’ signs on Spring Lane and that the assessment for a crossing on the A15 is underway.  The signs requested by Cllr MS on the Grantham bypass will be considered once it is completed which will be sometime in 2025.

As there has been an underspend on highways there will now be more spent on highway maintenance and flood works. New modern machinery has been purchased so in the event of further floods teams will be able to deal with it much quicker.

He confirmed the appeal with regards the Washdyke solar farm had been successful and that costs were awarded against SKDC.  The County Council are concerned about the volume of proposals and the government have accepted that there is an issue of the cumulative impact as each proposal is considered on its merits but the cumulative impact is not considered.  The government are also considering not allowing 3b land to be used, however this will now depend on the new government. There is now a lot of re-wilding going on.

There is a pipeline going through the county, however Anglia Water have stopped mid way through the project and laid off the staff. They are having a meeting with them to discuss this and if it is not continuing request that they reinstate the areas they have dug up.  In addition there are proposals for a reservoir and pylon plans down the east coast, which they are monitoring.

Cllr MS asked if Spring lane could be made a no through road with bollards at the ford where it floods as a way of solving the problem with HGV’s using the road.  Cllr MH agreed this may be a good solution and so will ask if this could be done.

Cllr MurrayTurner was pleased that the Parish Council had been able to get the additional light installed in the West Street alleyway.  The SKDC annual meeting took place today and there have been some changes in the cabinet and he has now been made chair of the Leisure and Culture committee.  He asked that if we have any queries that we refer them to him as the council are trying to do better under the current councillors.

Councillors raised the issue that the fence in the alleyway off West Street has come down and cars are now using this as an access to Church Street.  They asked if it would be possible to have a bollard or large tree log put in place to prevent this.  The land does not belong to the housing association so must be SKDC/Highways.  Cllr MT said he would find the report on fix my street (LCC) and forward it to SKDC.

24/172 Agreement and signing of the external audit report for 2023-2024

1. Review internal audit report.

The clerk presented the internal auditors report and the Chair’s report to the councillors and updated on the progress against the actions.It was proposed to accept the Internal Audit report by Cllr AB, seconded by Cllr LR and agreed by all.

2. Review and agree Annual Governance Statement

The clerk read out each statement on the Annual Governance Statement, and all statements were agreed.This document was then duly signed by the Clerk and Cllr CL

3. Review and agree Accounting Statements.

The clerk presented the accounting statement. It was proposed to accept the Accounting Statement by Cllr AB, seconded by Cllr MS and agreed by all.This Accounting statement was then duly signed by Cllr CL.

4. Review explanation for variances and reserves.

The clerk presented the Explanation of variances to the Cllrs. It was proposed to accept the explanation for variances by Cllr AB, seconded by Cllr MS and agreed by all.

5. Agree and sign certification of exemption.

It was resolved to complete the certificate of exemption, which was then signed by NB (RFO) and Cllr CL (Chair)

Action: Clerk to publish audit report on website and in the noticeboard and to submit exemption certificate to external auditors

24/173 Playing field

Pavilion/CCTV – The transfer has not yet taken place as the trustees on the Charity commission and those on the land registry are not the same and the solicitor has advised we either need evidence of the change of trustees or the original trustees to sign.  Cllr CL has been in touch with two of the trustees and they are trying to find documentation

The new CCTV quote was discussed and this will also form part of the funding request.

Allotments

The clerk confirmed that she has received two requests to be put on the waiting list and an email from a resident regarding plots nine and ten not being used.  It was resolved that the clerk will write to plot nine, plot ten has only recently changed tenant although it is thought they may have moved so Cllr LR will investigate.

Cllr NP confirmed that the tap had not yet been fixed as a specific tool was required, it was resolved that Cllr MS would speak to Wayne to see if he could do it.

It was reported that at the top end someone has clearly used weed killer as there is now a strip of grass on the outside that has died.  When plot 10 changed hands the Councillors had to clear the plot of the wood around the compost heap.  It was resolved that in future it would be stressed that the plot must be taken as seen and the incoming tenant would have to remove unwanted items.

Play area

Cllr LR confirmed that she has applied for funding from the National Lottery fund for the roundabout although this may not be confirmed for up to another six weeks.  In addition she has applied to the Brocklesby trust for funding for the benches.

It was resolved that if the funding did not come through in the next couple of weeks then the Council would go ahead with it anyway as it needs to be done as soon as possible.  The quotation was approved for payment in this event.

Action: Clerk.

24/174 Request for permission for signage for cart shed

This item has been dealt with as the resident has been advised that permission would be needed from highways department at LCC.

Action: None

24/175 Grant application  - Orchard Millenium Green – Folkingham Festival

Orchard Millenium Green have requested a community grant of £500 towards Folkingham Festival

The clerk reported that she has also received a grant application for £500 from Aveland History Group for WWII Operation Market Garden event.

It was resolved to agree both of the grants as both these events would be well received by all residents.

Action:. Clerk to make grant payments

24/176 Litter Picking

The litter picker contacted us to say he had been out of action for a while, but a friend had assisted him in emptying the bins.  He will be out of action again in the future but hopefully not for too long and does want to continue.  It was resolved that we will support him and find a way to cover his time off when it happens.

Action:. None

24/177 Co-option of Councillor

The clerk confirmed that the notice for election has gone on the website today and handed over a copy for the noticeboard.  If no election is called, then the post can be advertised for co-option and she presented a poster for approval.

Action: Clerk to advertise the so-option once she receives the go ahead from SKDC

24/178 Other village matters.

Phone box – the clerk asked for details of what the intended use of the phone box will be so that she can apply for funding to cover the refurbishment costs.  Cllr MS to send over proposals

As the Village Hall is no longer used by the ukulele group prior to our meeting is was resolved that the clerk would enquire if we can therefore bring our meetings forward to 7pm

Action: Cllr MS to send proposals to the clerk, clerk to then apply for a grant, clerk to ask if meetings can be brought forward to 7pm.

To resolve on whether the Council will move into closed session to consider the following two confidential staffing and legal matters in accordance with the Public Bodies (Admission to Meetings) Act 1960.

It was resolved to go into a close meeting and the public were asked to leave the meeting at this stage.

24/179 Clerks Appraisal

The clerks appraisal was discussed, the paygrade was agreed and it was also agreed that additional hours done on commencement of the post to get everything up and running to meet legislation be paid as it had not been possible to take these hours back over the last few months.

24/180 Date of next meeting: 

11 July 2024 7.00 pm

Meeting Closed 9.0050 pm

Signed:                                                                                       (In the chair)