Draft notes of the meeting of the 25th of March 2025
Draft notes of the meeting of Minting and Gautby Parish Council held on the 25th of March 2025 at Minting Village Hall at 7.00pm. To be confirmed at the next meeting
Present:- Cllrs. E.B.Clark [EC] Chairman and acting clerk, H.Padfield [HP], J.Padfield [JP], J.Stuchfield [JS], L.Bury [LB], County Cllr. P.Bradwell, Dist.Cllr. W.Gray and three members of the public.
Public forum.
The matter of the proposed continuation of the Minting Classic Motor Show under a new committee was discussed. It was hoped that the new committee would attract sufficient volunteers to make the event a success.
Formal council meeting.
1] Chairman’s welcome and apologies for absence.
Apologies had been received from Cllrs W.Hughes and A.Cadman citing other commitments, also an apology from the prospective new member. Acceptance was proposed by LB, seconded by JP and resolved.
2] Declarations of interests.
There were none.
3] To confirm or amend, and sign, the draft notes of the meeting of the 28th of January 2025
JS proposed that the draft notes be confirmed as a true and correct Minutes of the previous meeting, seconded by LB and resolved. The Chairman then signed the minutes.
4] Matters arising from the Minutes, and activity since the last meeting.
Dist. Cllr. Gray mentioned that he had contacted the staff at the refuse collection department with the complaint regarding refuse falling from the collection vehicle. LB thought that the problem had reduced lately.
EC reported on enquiries with the East Lindsey Investment Fund, regarding financial assistance for the proposed work on the culvert to The Green, but that this matter was now stalled until clarification was received from LCC Highways Dept.
5] Correspondence.
Correspondence included :-
A request to use the playing field for drone training. LB queried the date, in order to warn horse riders.
Renewal papers from Gallagher Insurance .
Consultation on the proposed revised Rights of Way Plan.
Remittance advice from ELDC re. grant for defibrillator battery kit.
Notices regarding the impending Council and Mayoral elections.
An e-mail from a resident drawing the council’s attention to the poor state of the green lane known as Red Road, discussed later under Planning Matters.
Correspondence from PKF Littlejohn Ltd [ the national auditor] regarding dates etc for completion of council audits for 2025.
6] Reports from District / County Councillors.
Dist. Cllr. Gray reported. Topics included the development of Alford Manor and grounds, A Digital Lincs event to be held at Wragby, many Grant opportunities for societies and organisations, the Wolds Outdoor Festival, the Embassy Theatre refurbishment in Skegness, the local government re-organisation announced by the Government, and also the financial contribution by ELDC towards the flood relief work off Church Lane, Minting.
County Cllr. Bradwell advised that she would contact LCC Highways Dept. regarding the question as to the ownership of the culvert onto The Green in Minting, and also the urgent repairs needed to the Pinfold Lane culvert.
7] Finance.
a] To agree a reconciliation of the Lloyds Bank account.
The Bank statements having been inspected, the RFO [JS] proposed the reconciliation of £6768.88 as at the last statement date, being the 12th of February 2025, seconded by JP and resolved. LB signed and dated the statement.
b] To review the ‘ near end of year’ accounts .
A copy of the accounts having been circulated, EC commented that the Council’s end of year total reserves had increased to around £7000.
c] To approve the Bank charge for March of £4.25, the invoice from Minting VHC of £20.00, and to approve in perpetuity the monthly Bank charge of £4.25 until further notice, and also the ICO Direct Debit charge of £35 yearly.
LB proposed approval, seconded by JS and resolved.
d] At auditors’ recommendation – to amend Financial Regulations to include [1] a Scheme of Delegation to include an agreed procedure when making payments prior to Council approval, and [2] a paragraph to formalise the procedure when making a payment to a cheque signatory for refund of personal payment of Council expenses.
EC read the proposed amendments to Financial Regulations:-
Scheme of delegation.
The procedure for making a cheque payment prior to approval at the next meeting will be as follows. When a cheque payment has to be made prior to approval at the next meeting, other than previously agreed and approved monthly or yearly Bank charges and Direct Debits, all three signatories will be required to give verbal or written assent. A paper record of such payments will be kept by the clerk /acting clerk, which must be signed and dated by all three signatories.
Where payments have to be made to cheque signatories as refund of personal payment of Council expenses, the cheque must be signed by the other two signatories. Signatories must not sign cheques made payable to themselves.
JS proposed the amendment, seconded by HP and resolved.
e] To confirm the appointment of L.A.L.C. as auditors for 2024-25.
LB proposed the appointment, seconded by HP and resolved.
f] To review the insurance cover for the year 2025 - 2026.
There were no proposals to alter insurance cover for the year.
8] Planning matters.
EC noted the arrival of several mobile homes at a property on Lodge Lane, and also one on another property nearby. ELDC Planning Enforcement had been notified and had agreed to investigate.
Also discussed was a Planning application for several ponds for environmental purposes on land near to Chambers Wood. JP noted that the application had recently ben taken off the ELDC Planning Portal, leaving Cllrs. uncertain as to the intentions of the applicant. However, the poor state of Red Road green lane was as a result of much activity by heavy vehicles recently. It was suggested that the PC make a response if the application was still current, complaining about the damage to the lane.
9] Policies.
To review the Safeguarding Policy and the Complaints Procedure
There were no proposals for amendment of either policy.
10] Parish maintenance.
a] Flooding prevention
EC mentioned recent discussion with Mr. Shilling of Witham 3rd IDB in which he was told that according to their records, the culvert onto The Green was Highways Dept owned. This could add a lot of complications to the PC’s plans for improvement works. County Cllr. Bradwell promised to get Highways dept staff to visit for an on-site discussion.
b] Refuse collection.
Discussed earlier in Item 4
c] Road maintenance.
Discussed earlier in Item 6
d] Playground equipment inspection
JS thought that it would be best to have a professional inspection. EC said he would enquire about this, but in the meantime he would do a check himself.
11] To consider an application from a resident for membership of the Parish Council.
As the applicant was unable to attend, this would be deferred until the next meeting.
12] Any other business [ discussion only] and matters for the next meeting.
There being no further business, the meeting closed at 8.05pm.