2023 Minutes

May 2023 Minutes

Sturton by Stow Parish Council met on Wednesday 10th May 2023 in The Old Schoolroom.

Meeting started at 7.30pm

Meeting chaired by the Chair Cllr Gilbert.  Present:  Parish Clerk, Cllr Christie, Cllr Cook, Cllr Hawke, Cllr Hoyland.

The Clerk welcomed everybody to the May Meeting.

  1. Election of Chairman

It was agreed that Cllr Gilbert continues as Chairman.

 

  1. Declaration of Acceptance of Office signed.

Cllr Gilbert signs Declaration of Acceptance of Office

 

  1. Recording of Meeting

It was noted that no one was recording the meeting.

 

  1. To receive and accept apologies for absence.

It was noted that Cllr Taylor would be joining the meeting after the Village Hall AGM.

 

  1. To receive declarations of interests in accordance with the Localism Act 2011.
  2.  

 

  1. Meeting opened to the public.

Meeting opened and closed to the public 7.44pm

 

  1. Election of vice chair

It was proposed that Cllr Cook take on the role of Vice Chair.3 votes for Cllr Cook and 1 vote for former Vice Chair Cllr Taylor. Cllr Cook was elected as Vice Chair.

 

  1. Declaration of Acceptance of Office signed.

Cllr Cook signed the Declaration of Acceptance of Office.

 

  1. To discuss VACANCIES LEFT UNFILLED AT THE ELECTION BY REASON OF INSUFFICENT NOMINATIONS

It was agreed and RESOLVED to advertise for new Parish Councillors via social media, village newsletter, posters on the notice boards and liaising with the school to advertise the vacancies via e-mail to parents/carers.

 

  1. Election of Representatives: i) Village hall ii) Youth Club iii) Rec Field  iv) Speed watch v)Jubilee Wood

It was agreed and RESOLVED for the following Cllrs to represent for the Local Organisations

Village Hall- Cllr TaylorJubilee Wood- Cllr HawkeSpeedwatch- Cllr GilbertYouth Club- Cllr Hoyland

It was noted that the Clerk will ask the Recreational Field if they would like a representative this year.

 

  1. To agree final end of year accounts (Interest added from savings account)

It was agreed and RESOLVED to accept the final end of year accounts.

 

  1. Annual Governance Statement signed.

Statements agreed by all for the Clerk and Chair to sign the Annual Governance Statement.

 

 

  1. Adoption of Annual Return

It was agreed and RESOLVED for the Chair to sign the Adoption of Annual Return.

 

  1. Review of policies: Financial Regs, Standing Orders, Grant Policy, Safeguarding, Communication, Equal Opportunities, Media, Model Publication Scheme, Complaints, Retention, Annual Leave, Lone-working, General Safety-circulated

The following amendments to be made to the following policies

The Equal Opportunities Policy- To outline a procedure and point of contact at West Lindsey if issues could not be resolved at Council.

Media Policy- to check the legislation is up to date.

Safeguarding policy to be displayed on all notice boards.

 

Cllr Taylor joined the meeting at 8.12pm

 

New Passwords to be sent to Chair in a sealed envelope in case of emergency.

Financial Regulations- Signatories must not sign a cheque if they have a financial interest.

To check passwords for Councillor e-mails

Risk assessment for Lone Working members of Staff- To text a code word if they feel uncomfortable when working alone.

It was agreed and RESOLVED to make amendments to these policies.

 

 

  1. Review and agreement of authorised payments-circulated

It was agreed and RESOLVED to make no changes to the agreement of authorised payments. Review next year.

 

  1. Banking arrangements-National Savings agreement of new signatories and update on current transfer of bank account

It was agreed and RESOLVED to look at other banks with high interest rates Halifax, Yorkshire Bank and Unity Business. Council was updated on the current transfer of the bank account. Former Clerk to be removed from bank account and replaced with new Clerk.

 

  1. To approve minutes of previous meeting in April 2023

An amendment made on Item 11 to remove duplicated words ‘Planning Approval’ and to capitalise head of highways to Head of Highways. It was agreed and RESOLVED that the minutes be approved.

  1. Correspondence received.

General correspondence circulated in bag.

 

 

  1. Planning Applications- 146595- Land adj Obam Stairlift Services Ltd- Planning application for non-material amendment to planning permission 137000 granted 25 May 2018- Walling to the side garden boundaries at 1800mm high to be changed to 1800mm cedar slatted fence panels.

 

It was agreed and RESOLVED to Object to the planning application for non-material amendment.

 

Full comments for the above application are available to view on West Lindsey planning portal.

  1. Planning Granted- 146282- Land adjacent to Fleets Road. Amendments to site plan to include gates and brick piers.

 

  1. Other planning matters

Planning Application- 146061- Planning application for erection of a new commercial storage outbuilding- application withdrawn.

  1. To agree and note revised end of year figures.

It was agreed and RESOLVED to note and accept the revised end of year figures with include the £24.99 interest from the savings account and a fee of £6.20 for the new bank account fee.

  1. Accounts: cheques to be issued

a) Payments agreed              i) Salaries-Clerk/trainee clerk and expenses/litter picker/OSR Cleaner

                                                  ii) Grants 23/24 FOSSA- £1250

                                                                            The Recreation Ground- £2350

                                                                            Village Hall- £2000

                                                                            Youth Club- £3000

                                 iii) Unity bank account fee- £6.20

 

b) Payments to be agreed    i) LALC Internal Audit Fee £300 including VAT

                   ii) Playdale 50% Invoice- 0000050096 (The Glebe repairs) - £536.40 including VAT

                                        iii) Playdale 50% Invoice- 0000050095 (Village Hall repairs) - £355.40 including VAT

                                        iv) Onyx Trophies – King Charles III Coronation Cup £65.83 + VAT

 

c)  Direct Debits paid         Multidata £46.05 (April)

                                                  British Gas OSR £20.81 +VAT

                                                 British Gas Village green £13.18 +VAT

                                                  ID Mobile £23.92

 

d) Monies Received            Interest £0.58p

                                                  CIL -144064- Butlerbus Technik Ltd- £3,478.19

                                                  CIL -143722- Land Adjacent, Tillbridge Lodge- £192.10

                                                  Precept- £30,437.00

                                                  NS + I Interest £24.99

 

Deposit account closed in preparation of switching banks £3,024.97 transferred to current account.

Bank Balances following all payments

C/A £25,255,24            D/A Closed                  Nat Savings £26,878.17

 

  1. Accounts May 2023 summary –circulated.

It was noted that monies have been received from Wayleave Northern PowerGrid £4.60 and a direct debit for Wave £45.74 has been paid. It was RESOLVED to agree the accounts.

  1. To purchase a flag weight £80 Max

It was agreed and RESOLVED to purchase a flag weight £80 Max.

 

  1. To discuss and agree the suspension of the September Parish Council Meeting.

It was agreed and RESOLVED to not suspend the September Parish Council Meeting but to prepare a skeleton agenda of planning and payments for a shorter meeting.

 

  1. To discuss agree to fund a third-party donation of 10.75% of the grant total awarded by the FCC Communities Foundation Funding.

It was agreed and RESOLVED to approach West Lindsey to see if the Councillor Initiative Fund could provide the third-party donation towards the FCC Funding.

 

  1. To discuss proposed waiting restrictions

It was agreed and RESOLVED to accept the proposed waiting restrictions. Cllr Taylor to place notices on notice board. Clerk to reply to LCC.

 

  1. To agree £67.96 + VAT for replacement fire extinguisher for the OSR. It was noted during an inspection that one of the fire extinguishers was reaching its expiry date. No more replacements will be needed for 5 years. A temporary certificate has been received.

It was agreed and RESOLVED to pay £67.96 + VAT for the replacement fire extinguisher. Invoice has been received and new certificate placed on the notice board.

 

  1. To discuss findings of the walkabout inspection

It was agreed and RESOLVED to defer the discussion of walkabout inspection findings until June meeting.

 

  1. To report results of the Best Kept Coronation Garden

1st Place- 10 The Beeches

2nd Place- 4 Davey Close

Best Business Premises- Bransby Horses Home

 

  1. To discuss possible contractors and agree to re decorate interior roof of the OSR

It was agreed and RESOLVED to ask the village handyman to paint newly skimmed roof in the bathroom and storeroom of the Old Schoolroom.

 

  1. To discuss and agree whether to sign up to the Statement of Common Ground regarding 7000 acres.

It was agreed and RESOLVED to sign up to the Statement of Common Ground regarding 7000 acres.

 

  1. Reports from local organisation.

Village Hall- Cllr Taylor has been elected the new Chairman for the Village Hall Committee. The Committee has recruited a new member. They are going ahead with the roof insulation and to install the handrail going to the upstairs meeting room. Shelving and blinds have been put up for the Archaeological Society and the room at the far end of the Village Hall has been cleared for the Archaeological Society to use as a storeroom.

 

  1. General maintenance in the Parish

Clerk to ask Handyman to prep and repaint green fence near culvert on footpath to Ashfield and to repaint electric box on the village green.

Gate posts near the new builds on Fleets Road are in need of replacement.

The Quaker Burial Grounds are looking very unkept- The Quakers have a contractor in place to visit twice a year.

Gulley at the bottom of School Lane is blocked and causing standing water due to heavy rainfall- Clerk to report on Fix My Street.

 

  1. Items to be noted for the next meeting.

Item 30 deferred until June meeting.

 

Smoke alarm tested and Passed.

 

Meeting Closed 10.04pm