Minutes of meeting of 30 June 2020
Minutes of the meeting of Minting and Gautby Parish Council held on the 30th June 2020 on the forecourt of Minting Village Hall at 7.30pm.
Due to Covid 19 regulations, the meeting was restricted to the six current Parish Councillors. Present: Cllr. E.B.Clark - chairman, Cllrs. J.Stuchfield, C.Bruntlett, H Padfield, J.H.Padfield and W.Hughes.
[1] Chairman’s welcome.
The chairman welcomed councillors to the meeting, and commented that, although unsatisfactory, the format of the meeting was the best that could be arranged in the circumstances.
[2] Apologies for absence.
There were none.
[3] Declarations of interest.
There were no declarations of interest.
[4] To confirm or amend, and sign, the draft minutes of the consultation replacing the cancelled meeting of 24th March 2020.
Cllr. Stuchfield proposed that the draft minutes be signed as a true and correct record of the consultation. This was seconded by Cllr.H.Padfield, and unanimously agreed.
[5] Matters arising from the minutes, and activity since 24th March.
Planning. The re-application for static caravans at Eastfield Farm had been refused. The application to erect an office building on Lodge Lane had been refused following objections from residents and the Parish Council. Complaints regarding a property in Gautby had been referred to the Planning Enforcement Dept of ELDC by Dist. Cllr. Gray.
Also, various parish maintenance matters dealt with in Item 10 on the agenda.
[6] Correspondence.
[a] A complaint from Ms. A Cadman regarding the pruning of an oak tree near to her property by Ground Control, the contractors for Western Power.
[b] Very useful photographic evidence provided by a resident, which formed the basis of the Council’s complaint regarding the property in Gautby.
[c] Correspondence with LALC, Dist. Cllr.Gray, and Ben and Zara Mc Cloughlin regarding their MAGS voluntary initiative.
[d] Communications from ELDC regarding the establishment of ‘community woodlands’, and a survey into hoarding by individuals.
[7] Reports from District / County Councillors.
There were none.
[8] To review and adopt the Internal Audit Report 2019-20.
The Chairman commented that the report found that the financial management of the Council was satisfactory. However, it made a strong recommendation that another Councillor be confirmed as Responsible Financial Officer, to avoid all responsibility being held by one person. Also, the Risk Assessments and Policies needed to be updated. Cllr. Hughes proposed that the Report be adopted, seconded by Cllr. Bruntlett and unanimously agreed.
[9] Finance.
[a] To confirm payments:
| Minting and Gautby Support Group £129.54 | |
| Came and Co. Insurance £360.79 | |
| L.A.L.C. Subscription £228.06 | |
| Diane Horsley Audit £54.95 | |
| Eon Gautby kiosk electricity £55.09 | |
| V.Brown Defibrillator electricity £19.20 | |
| EKM Ltd Grass mowing £768.00 |
Cllr. Stuchfield proposed the confirmation of the payments, seconded by Cllr. J.H.Padfield and unanimously agreed.
[b] To acknowledge the £500 grant fron ELDC for parish voluntary initiatives.
The Chairman expressed the Council’s gratitude to Dist. Cllr. Gray and ELDC for the grant.
[c] To appoint a Responsible Financial Officer.
Following the internal auditor’s recommendation, the Chairman asked for nominations for the position of RFO. Cllr. Hughes proposed Cllr. Stuchfield, and was seconded by Cllr. Bruntlett. Cllr. Stuchfield accepted the nomination, which was then unanimously agreed.
[d] To adopt and sign the A.G.A.R. Certificate of Exemption 2019-20.
Cllr Hughes proposed the adoption, seconded by Cllr. H.Padfield and unanimously agreed. It was then signed by the Chairman and the RFO.
[e] To adopt the Annual Governance Statement 2019-20.
Cllr. Stuchfield proposed the adoption, seconded by Cllr. Bruntlett and unanimously agreed. It was then signed by the Chairman.
[f] To adopt the Accounting Statement 2019-20.
Cllr. J.H.Padfield proposed the adoption, seconded by Cllr. H.Padfield and unanimously agreed. It was then signed by the Chairman and RFO.
[g] To agree the Bank reconciliation .
The Chairman explained that three cheques from the 2019-20 , totalling £58.60, were still unpresented, and probably time-expired. The previous year’s V.A.T. reclaim had not yet been received. The Lloyds Bank balance at 22 May 2020 was £16383.43. The bank statement was signed by the RFO.
[10] Parish maintenance.
[a] Playing field equipment safety inspection.
Cllr.Bruntlett reported that he had examined the play equipment and had not found any defects.
[b] To consider the appointment of a contractor for Cow Lane verge clearance.
The growth of a dense thicket of blackthorn on Cow Lane, adjacent to West Farm, was becoming a nuisance by blocking visibility for drivers and preventing walkers and riders from using the verge. Cllr. Hughes questioned whether the LCC Highways Dept. would do the work, but was advised that they only mow the grass, and do not normally undertake scrub clearance on verges. Cllr. Stuchfield proposed that the PC go ahead with the work, seconded by Cllr. Bruntlett and unanimously agreed. Cllr. Hughes suggested that quotations for the work be sought from more than one contractor. The Chairman agreed, but said that he has found that many small digger operators do not have sufficient insurance cover for public work on highways, only for work on private property.
[c] Gautby kiosk painting and defibrillator cabinet maintenance.
The Chairman reported that Mr. Jones had assured him that the kiosk painting would be completed over the summer. In view of the maintenance problem with the defibrillator cabinet, the Chairman asked councillors to consider whether it would be an opportune moment to move the defibrillator into the kiosk, as is done in many neighbouring villages. Cllr. Hughes thought that it would be a good idea, being a much better environment for the equipment and more convenient for users. Cllr. Bruntlett proposed that the PC proceed with relocating the defibrillator to the kiosk. Cllr. J.Padfield seconded the motion , which was then unanimously agreed. The Chairman agreed to enquire into both the cabinet maintenance problem, and the practicalities of re-locating it to the kiosk.
[d] Notice boards.
Considering the deteriorating condition of Gautby notice board, the Chairman asked whether is would be better to opt for a new one, rather than repair the old one. The PC was in a financial position to provide the cost of a new one, and he felt that Gautby had not benefited from much PC spending recently. Discussion followed as to what type of notice board would be best. Cllr. H.Padfield suggested consulting Gautby resident’s opinion on the matter. This was agreed, and a decision was deferred to the next meeting.
[e] Other maintenance matters.
Cllr. Hughes questioned whether the Minting defibrillator was in the best location. Whilst the PC was very grateful to Mr. and Mrs. Brown for ‘hosting’ the unit since it’s installation, it was not in a visible position, and newer residents probably did not know that it existed. The matter to be discussed at the next meeting.
Cllr Stuchfield mentioned that the beck fence onto the Green in Minting was missing some rails. To be discussed at the next meeting.
[11] Non-agenda items.
Future meeting dates: The Chairman said he was reluctant to set a date, due to the changing situation regarding Covid 19 regulations, but suggested that early September would be best.
Parish Meeting: It was still hoped to hold a Parish Meeting, but the conflicting legalities of actually holding a public meeting in the current situation meant that no definite date could yet be set.
PC Asset Register: The Chairman mentioned that the auditor had verbally advised that electrical items be depreciated at 25% per year on the Register of Assets, rather than maintained at full cost value, as is the current practice. To be agreed before the financial year end.
The meeting closed at 8.40pm