3rd May 2022 - Annual Meeting - Minutes
Notes of the Annual Meeting of the Parish Council held in the Chapel, Chapel Lane, Little Hale on Tuesday 3rd May 2022 at 7.55 pm.
Present: Cllrs S Poulton, N Rooke, P Ireland, A Lennox and J Stapleton, Mrs D Scott (Clerk) Cllr Andrew Key (LCC), and Cllr S Ogden (NKDC)
42/22 Election of Chairman and Vice-Chairman. It was proposed that Cllr Poulton be re-elected Chairman and this was agreed unanimously.
It was proposed that Cllr Lennox be re-elected Vice-Chairman and this was agreed unanimously.
43/22 Apologies for absence – Cllr Rooke and Cllr S Tarry (NKDC),
44/22 Declarations of Interest and Applications for Dispensation – none
45/22 Notes of the previous meeting, 1st March 2022 – approved and signed.
46/22 Finance 2021-22
- To receive the Internal Auditor’s Report – Mrs Gascoyne’s report, with no concerns, had been shared prior to the meeting and was noted.
- Exemption Certificate 2021-22 for submission to the External Auditor – it was agreed unanimously that this be approved.
- Statement of Governance for the year ending 31st March 2022 – it was agreed unanimously that this be approved.
- Statement of Parish Council Accounts for the year ending 31st March 2022 – it was agreed unanimously that this be approved.
The Papers were duly signed by the Clerk/RFO and the Chairman.
It was noted that the period for the exercise of public rights had been set as 13th June to 22nd July 2022 and the notice of this would be added to the Noticeboard after the meeting.
The signed Exemption Certificate would be submitted to the Auditors as required and the full set of papers published on the website.
It was also noted that the end of year balance at the bank, £1,704.48, included restricted funds for the Defib of £310.82, the Community Building Fund of £35.40 and the Gazebo of £155.
47/22 Finance 2022-23
i. Mrs Scott had shared copies of transactions to date. The balance at Lloyds was £5,147.78, including the precept of £2,300 and the CIL payment of £1,143.30, before this evening’s transactions. The balance included restricted funds of £501.22. The CIL payment would become a restricted fund for specific uses as set out in the accompanying letter from NKDC. Its use, within 5 years, would be reported to NKDC.
ii. Payments were approved for Mrs Gascoyne £40.00 (internal audit), the Clerk £178.83 by cheque (April and May), and HMRC £38.80 (mth 1 due 19/05/22), Burial Board £100 (contribution to grass cutting costs), Little Hale Chapel £70 (meetings May 2021-May 2022 inclusive), Cllr Poulton £25 (reimbursement) and Cllr Ireland £30 (reimbursement) by transfer. Cllr Poulton checked the bank reconciliations.
iii. Insurance – Mrs Scott reported that the Zurich renewal quote had been £233.33, reduced to £225.17 pa for a 5 year long-term agreement. It was unanimously agreed to accept the 5 year LTA and payment by transfer was authorised.
iv. Clerk’s salary. It was noted that the 2021 NJC national agreement had been for a 1.75% pay increase. It was agreed that the Clerk’s salary be increased by 1.75% with effect from 1st June 2022.
48/22 Clerk’s Report and Correspondence, previously shared by email.
- Updates from LALC, LCC, NKDC, YMCA, ICO - noted
- NHS Consultations - noted
- Police and Crime Office newsletter – noted
- LALC re Shining Stars and NALC Star Council Awards - noted
- LALC re NJC National Pay Award 2022-23 – as discussed above
- Lincolnshire Voluntary Engagement Team – resettlement of Ukrainian Refugees - noted
- Lloyds Bank Statements – noted
- NKDC Report – Cllr Tarry’s report had been shared by email. She’d thanked everyone for their ongoing efforts, especially in recovering from the impact of Covid. She explained NKDC’s transformation to a virtual organisation and the introduction of new effective working practices. Over £38m had been distributed to 7565 local businesses in Covid Grants. The Purple Bin rollout in September 2021was proving successful, thanks to everyone for adjusting to the changes. Other NKDC achievements including the re-modelling of the Hub in Sleaford and the creation of new business units across the district. Community Champion nominations would be re-opening.
- Cllr Poulton reported on correspondence with Mrs Wilkinson in respect of the Lincolnshire Coop Community Champions Funding application. Since the last meeting, Councillors had informally agreed to withdraw the Parish Council application and a deferral had been accepted by the Coop. See Minute 57/22 below.
49/22 Policing Update – Cllr Poulton agreed to follow up on the anti-speeding campaign car stickers.
50/22 Highways Matters
Fen Road/Drove – Cllr Key confirmed he would mention this to Highways Officers again, but as discussed at the APM, the priorities were for roads used by more traffic.
Culvert works – no news, Highways had indicated that the work was being scheduled
HGV Route on the triangle – it was noted that damage to the sign had been reported.
51/22 Broadband – Cllr Ireland reported that he’d chased OnLincolnshire and been assured that the matter would be raised at a meeting on 27th April, but he’d heard nothing since. Cllr Key agreed to follow it up and Cllr Ireland would send the information and contact details to him and Cllr Ogden.
52/22 Planning Matters
- 22/0026/HOUS 11 Fen Road – it was noted that the revised plans had been approved by NKDC on 14th April
- Street Naming – Cedar Lodge, 1B Chapel Lane. It was noted that confusion had arisen between 1b and 16, and potentially 1B and 18, which the new name should resolve.
53/22 Planning Inspectorate
- Viking Link – No update
- Triton Knoll – No update
54/22 Phone Box and Community Defibrillator
Reporting – ongoing, thanks to the volunteer group
Supplies kit – Cllr Poulton had replenished the kit with up to date contents.
Incident – Mrs Scott reported that she had received an apology and an admission that the problem had been caused a misunderstanding of the script used by call-handlers and that CHT was working with EMAS to resolve.
Electrical Installation – It was noted that the inspection work was still outstanding.
55/22 Environment Agency – Mrs Scott had shared the reply from EA regarding the asbestos waste incident, received that day, which confirmed the location and the EA’s assurances that the matter had been dealt with at no risk to the public.
56/22 Dog Fouling – nothing to report
57/22 Queen’s Jubilee Event – Councillors reported the progress made by the event working group. The TEN licence had been accepted by NKDC, Cllr Lennox’s draft poster/information design was discussed and agreed for delivery and use on the website and Facebook page. Portable toilets were proving difficult to source, Mrs Scott was asked to contact the Rev Cockburn about possibly using the Chapel toilet.
BBQ, bar, live music and raffle had all been organised, along with Garden Fete type games. A further leaflet would give more details nearer the time. It was planned that costs (toilets, music donation) would be covered by the raffle, food and bar sales and the kind donation from the LH Charities. Nominal charges for games should encourage participation. Cllr Key kindly offered to source other games.
58/22 Land at Pump Lane – Cllr Poulton reported that the donated fruit trees had been planted and he would continue to keep them watered while they got established.
As discussed above, the Parish Council application to Lincolnshire Coop Community Champions had been withdrawn. It was agreed that if confirmation was received that the Chapel application had been successful in that round, Mrs Scott was to resubmit the Parish Council application to the current round.
59/22 Litter Picking – it was noted that NKDC had been unable to loan a kit for this occasion, but had kindly donated several items to the Council for ongoing use. The Litter Pick on 24th April had been well attended and those taking part were pleased that, due to ongoing work by volunteers throughout the year, there was very little rubbish to pick up. It was noted that an earlier date might work better next year as the grass had already started to grow this time.
60/22 Parish Council Communications
- Website – Mrs Scott appealed again for photographs
- Newsletter – the next delivery would be the advance notice for the Jubilee Event, with more details to follow.
61/22 Matters for the next meeting – Queen’s Jubilee event feedback, Policies for review, ideas from APM (Community Larder) and bench installation.
62/22 The Dates of Meetings for 2022-23, at 7.30pm – were agreed as 5th July, 6th Sept, 1st Nov, 3rd Jan 2023, 7th Mar, 2nd May
The meeting closed at 9.15 pm.
Agreed at the meeting held on 5th July 2022 and signed by Cllr S Poulton