Minutes 2019

Thimbleby Parish Council

Minutes Of The Council Meeting Held At 7.15 Pm On The 24th September 2019 At Thimbleby Village Hall

Present

Councillors

Cllr M Jamieson

Cllr Mrs A Doody, M Doody & P Devlin

Cllr Mrs Martin (ELDC)

Cllr Mrs Campbell Wardman (ELDC)

In Attendance Mrs C Newton (Clerk)

1 Member of the public

The Meeting began with a 15-minute public participation session

1 Chairman’s welcome

The Chairman welcomed everyone present

2 Apologies for absence

Cllr Mrs Barrett Cllr Mrs Bradwell (LCC)

These absences were formally approved, by vote, having considered and accepted the reasons for absence

3 Declarations of Interest

None

4 To sign as correct the minutes from the last meeting held on the 18th June 2019 – It was unanimously agreed that these should be signed

5 Matters to Report from last meeting

The Council received one application for co option

Mrs Barrett has signed her acceptance of office in the presence of The Chairman. Cllr Barrett is unable to attend on a Tuesday night due to other commitments, therefore future meetings will take place on a Wednesday

Noted

6 Correspondence Received

a) Planning applications – acknowledgement received from ELDC concerning the Parish Councils wishes on how to be consulted on Planning applications

It was noted that since advising Planning of the Council’s decision to accept electronic material, the clerk has received 2 paper copies of plans. The Clerk will advise ELDC accordingly

b) Invitation to the Rural Conference – sent to Councillors before the meeting

Noted

c) Corporate Strategy Workshops – sent to Councillors before the meeting

Cllr Jamieson has requested a place on the 7th October workshop

Cllr Mrs Barrett and Cllr Mrs Doody are unable to attend

No further interest

Noted

d) The Rural Bulletin – sent to Councillors before the meeting

Noted

e) LALC County Committee Nomination Form – details sent to Councillors before the meeting

Noted

7 Planning

S/181/01486/19

Planning Permission - Extensions and alterations to the existing dwelling to provide a porch, replacement roof and enlarged kitchen on site of part of the existing dwelling which is to be demolished and erection of a detached single garage on the site of the existing garage which is to be demolished

North Cottage, North Street, Thimbleby, Horncastle, LN9 5RE

No Objections unanimously agreed

S/181/01710/19

Planning Permission - Extension to existing dwelling to provide an enlarged and an additional bedroom and an entrance porch.

Spindrift, Main Road, Thimbleby, Horncastle, LN9 5RB

No Objections unanimously agreed

8 Feedback from the ELDC & LCC Councilors

LCC Not present

ELDC Cllr Mrs Martin advised that ELDC are considering a move from Manby to Horncastle. The Council was also advised that the community grant is available again this year – applications should be sent via the Clerk, Cllr Martin also advised that the grant was available to other organizations including the Village Hall

9 Finance

a) Bills Paid Between Meetings

July Salary £74.56

Inland Revenue £55.20

Unanimously agreed

b) Bills to pay

ELDC – Non contested Election £48.50

Halton Holegate – printing £31.90

LALC – lunch £10.80

Councillors mileage (to attend a course) £33.30

Salary Aug/Sept £149.12

Councillor mileage claim (to attend a course) £22.50

It was unanimously agreed that these bills should be paid

c) Direct Debit Payment

Information Commissioners Office £35.00

Noted

d) Funds Received

VAT refund £ 79.39

Noted

e) Balance of Accounts

Current account £6570.14 Petty Cash £8.77

Noted

f) Annual Audit – Notification of exempt status received

Noted

g) To appoint Internal Auditor

Proposed Cllr Doody seconded Cllr Mrs Doody and unanimously agreed that we should continue with Clarks Clerical Services for a further 3 years

g) To sign Bank Mandate

The Clerk requested that it was minuted that it was not good practice for 2 Councillors in the same household should be authorized signatories

All 5 Councillors were added to the mandate, and it was confirmed that the Clerk is the Responsible Financial Officer and therefore signed the mandate as the Proper Officer

The mandate was completed and held over for Cllr Mrs Barrett to sign

h) The Pensions regulator update – new secondary contact

The Clerk explained that the Pensions Regulator required a secondary contact, now that there is a new Council – Cllr Devlin offered to be the contact – unanimously agreed

10 Speed watch

a) Report -Cllr Doody

There have now been 2 session carried out and the information has been sent to the Speed watch Co Ordinator, a further session has been planned

b) To discuss the need to have this item as a set agenda item

Although this is a community project which is not run by the Parish Council, and in accordance with Data Protection exact details cannot be discussed, it was proposed by Cllr Jamieson, seconded by Cllr Devlin and unanimously agreed that a brief update should be given at each meeting, and a full update should be given at the annual Parish Meeting

11 Footpaths & Highways

a) Reported

4126577 – Awaiting delivery of Grit Bin

353140 – Pavement impassable due to weeds – is this a footpath? Should it be reported to Countryside access

It was agreed that the Clerk should escalate these items through Cllr Mrs Bradwell: the Council’s concern being that without adequate LCC management, the footpath will become impassable every year.

b) Verge cutting – details re the verge cutting within the village

The map sent to the Council from LCC is not clear the clerk will request further details. At the same time the Clerk will confirm the schedule for the private contractor

12 Tree Charter – Cllr Jamieson

Councillors had already seen the information concerning the Tree Charter

It was proposed by Cllr Jamieson, seconded Cllr Doody & unanimously agreed that the Council should sign up to the charter

13 Policies & Procedures

a) Introduction to Portfolio Holders - The Clerk

The use of Portfolio Holders within a small Council were explained by the Clerk

The principle of Portfolio Holders was agreed

b) To Propose Portfolio holders for Staff Matters & Finance

Cllr Devlin proposed himself as Finance Portfolio holder, seconded

Cllr Jamieson, and unanimously agreed

It was agreed that further Portfolio Holders should be appointed at the next meeting when all Councillors were present

c)To discuss the draft Standing Orders and amendments to enable adoption at the next meeting

Discussed –

In principle the Parish Council agreed to accept the draft Standing

orders

It was agreed that 2 sections should be added concerning the production of notes, and Councillor preparation between meetings should be added. It was also agreed that a section concerning

Planning applications between meetings should be added however the Clerk is awaiting further advice from LALC over this. Further work on dates and times is required and Cllr Devlin offered to undertake, the draft document will be sent to Councillors before the next meeting

There is also a need for an updated Complaints policy Cllr Jamieson will distribute the draft policy to all Councillors before the next meeting

d) Communication Policy – Cllr Jamieson

Discussed – Cllr will bring this policy to the next meeting for adoption

14 Lap Top – The Clerk

The Clerk has been asked to get quotes for the following

Laptop accessories, software and virus protection

9.30 pm in accordance with Standing Orders it was unanimously agreed that the meeting should continue

15. Future Meetings

a) Emergency Plan Presentation - Steve Harris has penciled the PC in for the next meeting, Clerk needs to confirm

Confirmed It was agreed that there would not be a leaflet drop for this presentation

b) Plans for the Parish Meeting and the annual Parish Council meeting

20th May 2020

16 Councillor Feedback

Cllr Jamieson reported that the LALC courses he had attended were excellent

Cllr Doody & Cllr Mrs Doody requested that they be booked on the new Councillors Training evening on the 20th November – Clerk to confirm

A discussion took place over the cost of the lunch at all day training events, Cllr Jamieson is meeting the cost of his lunch out of his own pocket; the general opinion was that Councillors could take a packed lunch. The Clerk will investigate

17 Agenda Items for the next meeting

Content of the First Communication with residents,

How can the Council enhance the lives of the residents – Cllr Jamieson

Adoption of the following policies

Standing Orders. Complaints, Communication

Lap Top & Risk Assessment

Parish Meeting & Parish Council Annual Meeting – dates

Finance & Precept

Use of the Parish Council Notice Boards

Meeting closed at 9.55 pm