Minutes of 24th March 2021 [ re-arranged from 23rd]
Minutes of the ordinary meeting of Minting and Gautby Parish Council held online on Wednesday 24th March 2021 at 7.00pm. The meeting was re-arranged following technical problems on the scheduled date of 23rd March.
Present :- Cllr. E.B.Clark – Chairman / acting Clerk , Cllrs J.Stuchfield [JS] C.Bruntlett [CB], J.Padfield [JP] and W.Hughes [WH].
[1] Chairman’s welcome and apologies for absence.
Apologies were received from Cllr. H.Padfield, citing work commitments as a result of the re-arranged meeting date. This was accepted unanimously.
[2] Declarations of interests.
The Chairman declared a pecuniary interest in Item 6a[3]
[3] To confirm or amend, and sign the Draft Minutes of the meeting of 12th
of January 2021.
The Draft Minutes were confirmed as a true and correct record of the previous meeting, and signed by the Chairman.
Proposed by JS, seconded by JP and unanimously agreed.
[4] Matters arising from the Minutes, and activity since 12/1/2021.
The Chairman reported that the PC laptop computer had suffered problems, which resulted in a new Microsoft account having to be installed. Other resulting problems were now mainly addressed. NewSystem Computer Services from Horncastle had given excellent and prompt service.
The sewage pollution in the playing field ditch appeared to be much reduced.
The letter received via Dist. Cllr. Gray from the Planning Enforcement Dept regarding the problem in Gautby was discussed. Cllrs. were dismayed that no enforcement action was being planned, and it was felt that ELDC’s attitude was both naive and highly unsatisfactory.
The Parish Precept application for 2021-22 had been submitted on time, and resulted in a reduction of 12.1% in the parish share of resident’s Council Tax bills for the forthcoming year.
[5] Correspondence.
A reply had been received from Minting Village Hall Committee regarding the PC’s enquiry about the possibility of re-locating the Minting defibrillator [AED] to the Village Hall. MVHC had declined to allow the AED to be located near the front entrance, but offered a position on the side wall facing on to Grundy’s Lane. Cllrs. expressed disappointment, as the front wall was their much-preferred option. It was agreed to ask MVHC to re-consider.
ELDC Waste Recycling Centres were now open again.
The PC had been notified of two resident’s complaints sent to ELDC. One concerning a dilapidated property, and the other concerning inconsiderate burning of garden waste.
MVHC had agreed to donate £250 towards the Gwenda Bell memorial gates for Minting churchyard. The Chairman to notify the Mr. Allsop, vice chair of the DCC, who would, no doubt, send thanks.
[6] Finance.
[a] Approval of payments :-
1] EKM Ltd £ 1920.00
2] The Parish Noticeboard Co. £500.00
3] Cllr. Clark – 3rd party payment of :-
Viewtec Signs Ltd [ to replace
previous cheque lost in the Post ] £185.41
The Information Commissioner’s Office £40.0
New System Computer Services £45.00
Postage etc £10.00
______________________________________ Total £280.41
Approval of payments was proposed by CB, seconded by JP, and unanimously agreed.
[b] To approve the budget to date, and agree a Bank reconciliation.
The Chairman presented the accounts to date, and the Bank reconciliation was proposed by JS, seconded by CB, and unanimously agreed.
[c] To appoint an auditor.
Ms D.Horsley, having agreed to act as auditor for the current year, was proposed by JS, seconded by WH and unanimously agreed.
[d] To update and approve the Register of Assets.
The Chairman mentioned that the PC had previously agreed to depreciate the electrical equipment at 25% of the reducing value each year.
It was noted that both village notice boards were valued too highly. Gautby’s to be written off and replaced by the new one when it arrived. Minting’s noticeboard to be reduced to £50.
JS proposed the update, seconded by JP and unanimously agreed.
[e] Insurance review.
There were no proposals to alter the insurance cover for 2021-22.
[7] Review of Policies. The following policies were reviewed.
[a] Data control. No changes made.
[b] Complaints. Cllr.s considered that the principle that every complaint should be dealt with in a closed session of the Council was not appropriate. Therefore the paragraph :-
“ All complaints will be discussed and resolved upon in a closed session of the council. ``
will now be deleted and replaced with :-
“ A complaint will first be answered by the Clerk, with necessary explanations. If a complainant is not satisfied, the matter will be discussed in an open or closed session of the Council, depending on privacy and confidentiality considerations. The anonymity of the complainant will be respected if requested ``
The amendment was proposed by WH, seconded by CB and unanimously agreed.
[c] Vexatious complaints. No changes made
[d] Safeguarding. No changes made.
[e] Appointment of Lead Safeguarding Officer.
Cllr Hughes was proposed by JP, seconded by CB and unanimously agreed.
[8] Risk Assessment review.
Risks identified since the last review in March 2019, covered the following areas :- V.A.T. management [ minor error identified] , legal documentation , parish infrastructure [ danger to the public] and defibrillator location [ possible insurance problem].
The Risk Assessment was updated to include these risks, and a record of action taken/to be taken. WH proposed the update, JS seconded and unanimously agreed.
[9] Parish maintenance matters.
The Council’s complaint to County Cllr. Bradwell regarding the dangerous barrier in front of the Silver St. telephone mast had been addressed, with a new barrier now in place.
No request had yet been received from Knight’s of Langworth for a deposit payment for the Memorial Gates, so the finance would be carried into the new financial year as an earmarked reserve.
There had been no progress on the new gate and fence repair for the Church Lane beck headwall in Minting.
The Chairman reported that he had repaired the signpost arm at the Pinfold Lane junction, and the new signpost arms for the Hungram Lane junction had been ordered from Viewtec Signs Ltd.
Playing field equipment – CB agreed to carry out the annual safety inspection.
The new Gautby notice board had been ordered from The Parish Noticeboard Co.
Gautby kiosk painting – JP agreed to contact Mr. Jones to obtain an approximate date for the work to be done, otherwise another contractor would have to be appointed.
A request from Gautby residents to have Gautby churchyard added to the schedule of grass mowing was received too late for inclusion in the agenda, therefore no decision could be made at this meeting. However, it was agreed to consult the churchwardens and the contractor, EKM Ltd, and put it into the next meeting agenda.
[10] Matters raised by Councillors etc.
There were no further matters raised.
[11] To confirm the date of the next [ Annual] PC meeting, and to discuss the possibility of holding an Annual Parish Meeting.
The Chairman advised that there would be no more online meetings as the law permitting them would expire in early May. It was agreed to hold the Annual PC meeting on the 25th May. Arrangements for an Annual Parish Meeting would have to be decided at that meeting, in the light of Covid 19 regulations. There being no further business, the meeting closed at 8.00pm.