Minutes of meetings 2019

                           Minutes of the Meeting of Minting and                                                       Gautby Parish Council held on

                                          Friday 18th  January 2019 at

                                         Minting Village Hall at 7.30pm

Present – Councillors J Heselwood, (Chair), J Stuchfield, E Clark, H Padfield and V Brown.

Chair’s remarks and welcome

The Chair welcomed everyone to the meeting.

Public Forum- 6 residents in attendance

      A  resident  reported  their  support  of  the  planning  application  to  be  discussed  as agenda item 6 (Church Farm) as the direct neighbours of the property to be developed

       Another resident reported their support of the planning application (Church Farm)

      A resident reported there were differing views at the Gautby Village Hall meeting on

17th   January.  The  resident  was  not  in  support  of  the  proposal  to  place  a  portable

building  in  place  of  the  village  hall,  but  could  not  speak  on  behalf  of  others.  The resident felt it was important that the land is used and benefits the people of Gautby.

It was confirmed that another meeting is to be arranged to discuss the plans further.

A  resident  suggested  that  Sunday  afternoons  would  be  a  better  time  to  hold  the meeting to encourage residents to attend.

1.     Apologies for absence and reasons given. Vote to accept. (1819/001)

Councillors  E  Brown  and  G  Keys  sent  their  apologies  due  to  work  commitments.  It  was proposed by Cllr Heselwood, seconded by  Cllr Stuchfield and agreed by  all to accept these reasons for absence.

2.     Declaration of Disclosable Pecuniary Interests under the Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012 made under the s.30 (3) of the Localism Act 2011 (1819/002)

Cllr Heselwood declared an interest in agenda item 10(a) and shall abstain from voting. Cllr

V Brown declared a pecuniary interest in agenda item 10(g) and shall abstain from voting.

3.     Declaration   of   Personal   Interests   under   the   Relevant   Authorities   (Disclosable Pecuniary Interests) Regulations 2012 made under the s.30 (3) of the Localism Act 2011 (1819/003)

Cllrs Heselwood and V Brown declared a personal interest in agenda items 9 and 10 (a) as they

are both on the committee for Gautby Village Hall (GVH).

4.     To confirm or amend and sign the minutes of the extra-ordinary meeting held on

December 17th, 2018 (1819/004)

It was proposed by Cllr Brown, seconded by Cllr E Clark and agreed by all who were in

attendance to accept the draft minutes as a true and accurate record of the meeting of

December 17th, 2018 and the Chair then duly signed them accordingly. Cllr H Padfield

abstained from voting due to not being in attendance at the previous meeting

5.     To Receive Reports from District and County Councillors and Police (1819/005)

Apologies received from ELDC Cllr Gray & LCC Cllr Bradwell & the Police.

6.     To consider planning application 057/02292/18 Planning Permission – Extensions and

Alterations (1819/006)

It  was  proposed  by  Cllr  Stuchfield,  seconded  by  Cllr  V  Brown  and  unanimously  resolved  to suspend  standing  orders  and  close  the  meeting  at  7.54pm  to  temporarily  to  address  the public.

The  applicant  reported  that  there  had  been  a  vast  amount  of  consultation  with  ELDC  to develop the proposed design to suit the area. Historic England, LCC & ELDC Planning Officer are fully in support of the application. A condition has been placed on the application- to keep the  existing  farmhouse  and  the  building  to  the  left.  The  applicants  are  hoping  to  start  the building work in the Spring.

It was unanimously resolved to re-open the meeting at 7.59pm

It was proposed by Cllr Heselwood, seconded by Cllr Stuchfield and unanimously resolved that the Council are in full support of the application.

Action - Clerk & Chairman to write to ELDC  in support of the application by  January  30th

2019

7.     To Note the request for Planning Permission – Erection of a summer house building to be used as a home office OLD HALL STABLES, TODDS LANE, GAUTBY, MARKET RASEN, LN8 5JP Ref. No: S/057/02276/18 (1819/007)

The request for planning permission was noted. The Council received notice of withdrawal on

January 18th  2019.

8.     To Note the request for Listed Building Consent – Erection of a summer house building to be used as a home office OLD HALL STABLES, TODDS LANE, GAUTBY, MARKET RASEN, LN8 5JP Ref. No: S/057/02277/18 (1819/008)

The request for listed building consent was noted. The Council received notice of withdrawal on January 18th  2019

9.     Receive Update on outcome of Gautby Village Hall Meeting held on January 17th 2019 and to decide if any action required. (1819/009)

Cllr Heselwood reported that the meeting was well attended by residents which demonstrates interest. It was a general consensus that the residents do not want a portable building, however, they wanted time to consider options. Cllr Heselwood read out information from Legal Topic Note 9 from LALC regarding a Parish Council’s role as sole trustee. Cllr Heselwood made a proposal to the Council regarding the limited potential

financial support and fundraising should Gautby Residents decide that they would like Minting and Gautby Parish Council (MGPC) become sole trustees of GVH.  In 2018/19 M&GPC paid

£102 for the use of GVH. Cllr Heselwood requested a show of hands as an expression of interest as to whether the Council would consider this plan should the residents wish to go ahead. It was proposed by Cllr Heselwood, seconded by Cllr Stuchfield and resolved by majority that the Parish Council shall put forward as an option to the residents of Gautby that the Parish Council become sole trustees of GVH and support its sustainability if correct conditions are met such as ring-fenced funds from GVH’s account for future demolition. Cllr Padfield abstained from voting until plans are put forward by Gautby residents.

8:18pm- all residents left the meeting

10.         Financial Matters

a.  To approve payments to be made by the Parish Council (see separate list) (1819/010)

18/01/2019   2018/19        DomainName            DomainName        989668423    v51   811     Unlimited             £0.00      £39.47     £6.58    £32.89    £39.47

18/01/2019   2018/19            audit                  audit                       v52   812                                   £55.85     £0.00    £55.85    £55.85

18/01/2019   2018/19         GrassCutting               grass                       v53                             £140.00      £0.00     £0.00     £0.00    £0.00

18/01/2019   2018/19            Ink                 stationery         973445102    v54   813       42817                       £67.30    £11.22    £56.08    £67.30

18/01/2019   2018/19     GVHHallHireApril2018          hallhire                      v55   814     002/2019                        £8.00     £0.00     £8.00    £8.00

18/01/2019   2018/19  GVHBalanceDocumentStorage        storage                      v56   815     001/2019                       £24.00     £0.00    £24.00    £24.00

18/01/2019   2018/19      ParishClerkMileage            mileage                      v57   816       001/18                       £45.00     £0.00    £45.00    £45.00

18/01/2019   2018/19           Salary                 salary                      v58   816                                  £209.46     £0.00   £209.46    £209.46

18/01/2019   2018/19            PAYE               PAYE/HMRC                    v59   817                                   £52.20     £0.00    £52.20    £52.20

The bank reconciliation was checked and it was proposed by Cllr Stuchfield, seconded by Cllr V Brown and unanimously resolved to approve the bank reconciliation and payments for approval.

Cllr Heselwood abstained from voting due to a pecuniary interest.

b. Approve the revised Financial Regulations dated Jan 18th 2019 (1819/011)

It was proposed by Cllr V Brown, seconded by Cllr Stuchfield and unanimously resolved to approve the amendments to the Financial Regulations.

c. Approve Updated Asset Register (1819/012)

It was proposed by Cllr Stuchfield, seconded by Cllr Clark and unanimously resolved to approve the updated asset register.

d. To consider and approve the quote received for Grass Cutting for 2019/2020 (1819/013)

It was proposed by Cllr Heselwood, seconded by Cllr Stuchfield and unanimously resolved

to accept the quote received for grass cutting in financial year 2019/20.

Action - Clerk and Chair to write to quote provider and confirm a continuation of services

in the next financial year.

e. Discuss the Internal Auditor’s Report From Dec 2018 as a Review of the effectiveness of our system of internal control which is in accordance with proper practices. (1819/014) The Internal Audit report highlighted that the website was not clear in showing upcoming meeting dates and this has been amended this accordingly. Cllr Padfield reported that the agenda for this meeting had not been on the website, however the Clerk showed him on the  laptop  where  the  section  was  on  the  webpage  which  included  the  agenda  for  this meeting.   The   Internal   Audit   report   showed   effective,   proper   practices   were   being undertaken by the Council and did not highlight any concerns or amendments to be made to the financial practices of the Council.

Action - Clerk and Chair to write to the internal auditor to thank them.

f.  To receive  an  update  on  the  online  VAT  claim  changes  and  potential  additional  costs

(1819/015)

Making Tax Digital comes into effect in 2019/20. More information will be sent out by LALC once  it  is  received,  however,  it  is  expected  that  Parish  Councils  will  have  to  purchase Accounting Software in order to conform.

g. Agree Electricity reimbursement for AED’s for FY 2018-19 (1819/016)

It  was  proposed  by  Cllr  Stuchfield,  seconded  by  Cllr  Clark  and  unanimously  resolved  to keep  the  electricity  reimbursements  the  same  for  2019/20.  Cllr  V  Brown  abstained  from voting.

h. Review insurance cover (1819/017)

It was proposed by Cllr V Brown, seconded by Cllr Stuchfield and unanimously resolved to defer this item until the March meeting of the Parish Council.

i. To Agree Budget and Precept request for 2019/2010 for submission to ELDC (1819/018)

It  was  proposed  by  Cllr  Clark,  seconded  by  Cllr  Stuchfield  and  unanimously  resolved  to accept the precept proposal including an increase of 3.59% for 2019/20.

j. Appoint an Internal Auditor for year-end (1819/019)

It was proposed by Cllr Heselwood, seconded by Cllr V Brown and unanimously resolved to re-appoint the same internal auditor for 2019/20.

k. Confirm HMRC situation with new employee (1819/020)

It  was  noted that the new  employee  has been set  up  on the HMRC system  and  the first payment has been submitted

l.     To   approve   letter   to   Lloyds   TSB   removing   former   Councillors   as   signatories   and considering  whether  to  add  one  more  signatory  with  less  than  4  months  until  the election (1819/021)

It  was  proposed  by  Cllr  Stuchfield,  seconded  by  Cllr  Clark  and  unanimously  resolved  to approve the letter to be sent to Lloyds TSB removing former signatories and to wait until after the elections in May to add new signatories to the account.

11.           To receive reports from the Clerk and Councillors on matters outstanding and not on the agenda (1819/022)

1. The grit bins in both villages need to be checked to see if they need refilling.

2. Email  received  from  LALC  regarding  Buckingham  Palace  visit  for  long  standing Councillors.  The  Council  wish  to  nominate  former  Cllr  Bell  in  recognition  of  her time spend serving MGPC.

3. The  training  schedule  from  LALC  was  disseminated  for  Cllrs  to  consider  which training  they   would    like   to  attend.

4. (As  stated  in  the  approved  Co-option  procedure,  the  training  of  Councillors  is becoming an important part of the commitment, and successful applicants would be expected to take advantage of relevant training available.)

12.           To   consider   for   approval   the   amendments   to   the   Internal   Communication   Policy

(1819/023)

It was proposed by Cllr Padfield, seconded by Cllr Stuchfield and unanimously resolved to

accept the amendments to the Internal Communication Policy.

Cllr Padfield reported that he cannot guarantee that his personal email account is secure, therefore, as stated within the newly-approved policy, no confidential information should be sent to him via email, only information which is in the public domain should be sent.

13.           Annual Parish Meeting

a.     Agree a date of Friday May 10th  2019 for Annual Parish Meeting and Annual Meeting of

the Parish Council (1819/024)

It was proposed by Cllr Stuchfield, seconded by Cllr V Brown and unanimously resolved to

approve  the  date  for  the  Annual  Parish  Meeting  and  the  Annual  Meeting  of  the  Parish

Council.

b.     Agree topic and get a speaker for the Annual Parish Meeting (1819/025)

Following a discussion it was unanimously resolved to request Anglian Water Group to

attend the annual Parish meeting.

14.           Newsletter  –  agree  that  Cllrs  V  Brown  and  Heselwood  may  produce  a  newsletter  in

February with following topics to be included: The Elections and how to stand for election

Upcoming events; Jumble Sale, Rural Touring, APM, Quiz, Meet & Munch,  events at

Minting Village Hall and the pub (1819/026)

It was proposed by Cllr Stuchfield, seconded by Cllr V Brown and unanimously resolved

that Cllrs Heselwood & V Brown produce a newsletter including the agreed topics

15.           To agree date and propose agenda items for the next meeting on Friday March 22nd

2019 in Minting Village Hall at 7.30pm (1819/027)

Future agenda items:

• Residents’ complaints  to  Councillors  regarding  fencing  on  the  grass  verge  on Pinfold Lane, Minting
• Gautby Village Hall
• Highways & Broadband updates to go on future agendas as standard items
• Review Insurance

16.           Correspondence as per separate list (1819/028)

The correspondence received was noted by all.

  Timetable for Elections 2019 from NALC

Planning Application Church Farm                                                                                                       Date

UNLIMITED WEB HOSTING- Confirmation that encryption certificates have been renewed for mintingandgautbyparishcouncil.co.uk and webmail (email)

29/12/18

ICO- request for information concerning VAT claims (email)                                                      02/01/19

TOWN AND PARISH NEWSLETTER – JANUARY (email)                                                                 03/01/19

Information to LCC RE missing signposts in Gautby (email)                                                         03/01/19

CONTRACTOR – grass cutting quote (email)                                                                                   04/01/19

Information to LCC- potholes                                                                                                              various

WESTERN POWER – invitation to WPD annual stakeholder meeting (email)                           07/01/19

LALC – training schedule 2019 (email)                                                                                             07/01/19

LALC – LALC News Edition 167 (email)                                                                                             07/01/19

ELDC CLLR GRAY – Apologies RE attending Friday night meetings (email)                                07/01/19

PCSO WASS – Apologies for January meeting (email)                                                                   08/01/19

ELDC CLLR BRADWELL – Apologies for January meeting (email)                                                08/01/19

Internal Auditors Report (email)                                                                                                       09/01/19

LALC – Buckingham Palace Visit Nominations (email)                                                                  09/01/19

CAME & COMPANY – taken over Stackhouse Poland Group                                                       18/01/19

ELDC PLANNING – Case s/057/02277/18 – planning application withdrawn

(email)

ELDC PLANNING – Case s/057/02276/18 – planning application withdrawn

(email)

18/01/19

18/01/19