Parish Council Meeting Minutes 2022

MINUTES FROM THE PARISH COUNCIL MEETING  HELD ON Nov 22nd 2022 (Agenda is below the minutes)

PRESENT: Councillors A Wilson, (Chairman), Cllrs Mrs Penketh, Mrs Patrick, C Richardson, C Campion, N. Eaves,  C/Cllr A Key and the Parish Clerk, Mrs S. McIntyre.  One member of the public was present.

Prior to the meeting one member of the public had asked about purchasing bulbs ready for Coronation Events.

The Chairman opened the meeting at 7.40pm.

APOLOGIES FOR ABSENCE.  There were none.

DECLARATIONS OF INTEREST.  There were none.

MINUTES OF MEETING, Sept 27th 2022. It was proposed by Cllr Mrs Penketh and seconded by Cllr Mrs Patrick that these be accepted as Minutes. Resolution passed. They were signed by the Chairman.

REPORTS FROM VISITING REPRESENTATIVE(S). D/Cllr Jackson submitted a report prior to the meeting, which was noted. C/Cllr Key had attended Anglian Water presentations. Some suggestions were that some roads needed improvement, and that FAQ’s and answers should be published.  He was with Rowan Smith, Highways Manager in Swaton.  Cllr Key will enquire about requested horse riding signs. He attended a Remembrance Service at Lincoln Cathedral then a later event in South Kyme.  At 7.50pm he left the meeting.

VACANCY FOR COUNCILLOR. Mrs Farley has resigned. NKDC has been notified. As the vacancy has occurred within 6 months of the next ordinary election, there is no requirement for a local election. A new member may be co-opted and a Vacancy Notice must be displayed. There was some discussion about co-option and the forthcoming Elections.

MANAGEMENT OF MEETINGS. The Chairman and the Clerk reminded Councillors about the protocols during meetings; the rules of debate outlined in Standing Orders, the requirement to produce reports, and to read and submit required documents promptly.

DOG MESS WITHIN THE VILLAGE. Ideas had been circulated re signage. Possible signage was discussed. Cllr Eaves agreed to liaise with Cllr Mrs Penketh and enquire into signage and costs and report to the next meeting.

PLAY AREA.
Grant – equipment and signage. Cllr Wilson had brought the Play Park sign, which included details of the sponsors. Cllr Mrs Penketh said the grant had also funded a caterpillar child swing set, a wheelchair picnic bench plus 2 further benches.
Play area Inspection. The Inspection Report had been circulated. Cllr Wilson said that some repairs and site maintenance would be carried out.  There was further discussion about some of the comments on the Inspection report.

FUTURE PROJECTS.
Mini Book Library, Cllr Mrs Penketh had circulated a report explaining this scheme. It was agreed that some input from the village was needed to see if there would be support for the scheme. Cllr Mrs Penketh will continue to investigate.
Community Speed Watch. Cllr Mrs Penketh had circulated a report prior to the meeting. Three people are needed for each monitoring, so at least 5 or 6 volunteers are needed, as well as a speed gun, advisory signs and Hi Vis jackets. There was a discussion – maybe the scheme could be operated jointly with another Council? Cllr Mrs Penketh will try and progress getting volunteers.

CODE OF CONDUCT.  The outstanding Interest forms were completed and will be submitted to NKDC.

HIGHWAYS SITE MEETING. Cllr Wilson had submitted a report from the meeting. It was noted that access by agricultural vehicles into Smithy Farm had to be from the West End, not round the island into High Street. This does result in verge damage, which LCH will investigate further.
8.45pm, the meeting was closed. The drain at the allotments has been cleared.

8.46pm, the meeting was re-opened.

ANGLIAN WATER – LINCS RESERVOIR. Report from the public meeting. Cllr Mrs Patrick asked if the PC was responding to the consultation. It was said that all members of the public can respond individually, and as yet the PC had not received any opinions to forward. The Clerk will investigate any Developer funding which may be available.

ITEMS FROM CLLR MRS PATRICK. Establish a ‘Task and Finish’ group for Coronation events(s). Cllr Mrs Patrick suggested a small group be formed to decide any future village activities, and investigate any funding – this to be discussed in Finance.

ITEMS FROM CLLR EAVES.
Carols in the Park – report submitted describing a possible event and costs. Any funding for such an event this year would have to come from Reserves.
Response input from Community on consultation requests – report submitted. Cllr Eaves said that a village circulation had shown some villagers did not know or understand what the PC did, or how to find out. There was a discussion about different avenues to advertise the PC and to communicate. A leaflet/newsletter was discussed. A social media presence was discussed, together with the use of an existing e-group.  Further enquiries will be made, for a future meeting. The Clerk explained some of the difficulties of a single councillor running social media, and that any solo responsibilities should be delegated and Resolved by a future meeting. A PC ‘Surgery’ could be held in the Hut on Saturday mornings.
The PC as a Voice – This was covered by the discussion above.

FINANCE.
Monthly report from RFO who explained the previously circulated report. It was proposed by Cllr   Mrs Penketh and seconded by Cllr Eaves that the report be accepted as a true record. The Resolution was passed.

The following payments to be made:  Wicksteed Inspection £144, Inkonomical (signage) £182.70, Gladston (benches) £1742.47, N. Wales stoves £460, R Brown (litter picking), Clerk’s expenses of £23. Proposed by Cllr Richardson, seconded by Cllr Campion all agreed, the Resolution was passed.

Banking – Nothing to report.

Budget 2023/24.  The draft figures were discussed. It was noted that over recent years the PC had overspent their income, and had used Reserves to balance. The RFO and Clerk said this could not continue. A fixed amount of £2500 was agreed for Earmarked reserves, with around £2000 remaining in general reserves – some of which will be needed to balance this financial year – this must be agreed by a Resolution. The Precept must be raised to try and equal expenditure next year, but it is unlikely there will be much surplus to finance future projects.  The Clerk will investigate whether PC can utilise any fundraising, and what limit there is on increasing the Precept. A final budget must be agreed in the January meeting. If necessary, an extra meeting can be called to discuss the budget.

PLANNING MATTERS.  There were none.

CLERK’s REPORT.  
LALC bulletins circulated.  Noted
Community Safety Charter. Mrs Farley circulated further information.
Gov.UK E mail addresses. Noted
Lincs Wildlife Park. Noted.
Heckington Solar Park. Further information circulated. Noted.
Events NKDC 2023. Forthcoming events needed. Noted.
Free Health Checks through Better UK. Noted.
Domestic Abuse Action Edan Lincs. Noted.

DATES OF NEXT MEETING. The following dates were agreed for 2023:
TUESDAY: January 24th, March 21st, May 16th (Annual Meetings), July 18th, Sept 19th & Nov 21st

The 2 hours Standing Orders deadline for meetings was reached, the Chairman closed the meeting at 9.40 pm.

AGENDA 
The first 15 minutes of the meeting is an open forun for members of the public to ask questions.  

Members of the public may also attend this meeting as observers, but will not be allowed to speak during the transaction of the business.   

APOLOGIES FOR ABSENCE.

DECLARATIONS OF INTEREST, if any.

APPROVAL OF THE MINUTES - Clerks’ Notes from the meeting of Sept 27th 2022, – accepting as Minutes.

REPORT(S) FROM VISITING REPRESENTATIVE(S), if any.

VACANCY FOR COUNCILLOR. Mrs Farley has resigned. NKDC has been informed. The timetable for co-option/election will be reported.

MANAGMENT OF MEETINGS. Chairman.

DOG MESS WITHIN THE VILLAGE.  
Possible signage and costs to be approved. Report circulated.

PLAY AREA.
Grant – equipment and signage to be purchased.
Play area Inspection – Unaccompanied inspection has taken place. Note report and recommendations (if received by the meeting).

FUTURE PROJECTS.  Initiatives the council might progress in the village for the benefit of residents together with asscoiated costs,  .
Mini book Library ( Report circulated Cllr Mrs Penketh)
Community Speed Watch (Report circulated Cllr Mrs Penketh).

CODE OF CONDUCT.
Have all of the required forms been returned to NKDC – some needed additional information – as per e mail of  Oct 27th.

HIGHWAYS SITE MEETING. Recent site meeting. Report circulated.

ANGLIAN WATER – LINCS RESERVOIR. Report circulated from public meeting.

FROM CLLR MRS PATRICK.  Establish a ‘task and finish’ group with other interested parties in the village to plan any Coronation celebrations

ITEMS FROM CLLR EAVES.  Relevant reports circulated.
A) Carols in the park.
B) response input from community on consultation requests
C) the PC as a Voice.

FINANCE –
Monthly report from RFO, including signing of Cheques/Approval of BACS payments. Note and Accept.
Banking – report of progress of bank changes.
Budget 2023/4 – Draft budget to be discussed and agreed.

PLANNING MATTERS.   None, to date.

CLERK’S REPORT.
LALC e news – circulated.
Community Safety Charter.  Update on the Agreement - Mrs Farley
Gov.UK E-Mail addresses.  E mail circulated. Nov 10th.
Lincs Wildlife Park – Christmas Offer . Nov 9th. (Sold out).
Heckington Fen Solar Park – further information.  Nov 11th.
Events in NKDC 2023 – Nov 10th – Forthcoming events needed.
Free Health Checks through Better UK. Nov 9th.
Domestic Abuse Action, Edan Lincs.  E mail send Nov 12.

AGREE DATES OF 2023 MEETINGS:
Jan 24th, March 21st, May 16th (Annual Meetings) , July 18th, Sept 19th & Nov 21st.