Minutes 8th June 2020
Minutes 8th June 2020
Chair: Cllr Wardle (SW)
Present: Councillors: Oates (JO), Maplethorpe (BM); Coton (AC)
Clerk: M Moss (MM)
Public Forum: Suspended during COVID 19
1. Election of Chairman and Vice Chairman, and resolve to complete declarations at earliest convenience – BM proposed that SW remain as Chairman; JO seconded; unanimously agreed. SW proposed that JO remain as Vice Chairman; BM seconded; unanimously agreed. It was agreed that MM would collect the completed and signed declarations 10th June.
2. Chairman’s remarks – SW made the following comments:
‘‘It has been a very strange year for the PC with only having one elected councillor at the start. Fortunately 3 more were co-opted at the next pc meeting.
A group of volunteers cleared Asterby churchyard so that graves could be tended and which will be repeated this year too hopefully. Thank you to the volunteers.
The defibrillator was serviced and given clean bill of health. Thank you Blue for organising this.
We unfortunately lost our PC Clerk Michelle, and Jenny/Ali set to and organised adverts/interviews. Thank you to both. Eventually it was agreed to ask Michelle to reconsider her resignation. We interviewed Michelle re-offered and she accepted.
Following a presentation from Lincolnshire County Councils broadband manager a small group of residents got together to take forward a community broadband scheme which will hopefully take advantage of central government funding to improve broadband speeds in the area. Unfortunately this has been held up with COVID happening.
Highways has been an ongoing issue which we have worked tirelessly on all year. They did eventually come to sort the flooding on the corner by the new bridge but only time will tell if they were successful. The potholes and ford are still outstanding and it was agreed that 2 county councillors and the east area highways officer would come and see some of the issues themselves whilst driving round villages. Then COVID happened and has been postponed until normal times return.
Before lockdown members of the pc formed a COVID 19 support group, information leaflets were delivered to all households. The initial group were joined by many other residents happy to offer support with shopping, prescription collections etc. The group is mainly an informal body with people offering support, information and social contact to friends and neighbours but it’s also linked to county volunteer services and the County COVID 19 helpline.
There are other strong social networks in the village who have ably supported friends and neighbours. However, I would like to remind residents that should they, or someone they know, be in need of any assistance or would just like a friendly chat, then they can contact Jenny Oates, the local COVID 19 coordinator, on 01507 343440. Thank you all for all that you’ve and are doing. A big help in these very difficult times.
We had no objections to various planning applications but did offer objections to the application on Ford Way, which was upheld.
All in all a very strange first year for the new PC. Thank you Michelle and Councillors for all your work. We do our best for the village, all volunteers, and we still have 2 councillor vacancies so come on you residents that want to contribute something come and join us’’.
3. Apologies for absence and reasons given – None from Councillors. District Councillor Andrews sent his apologies due to ELDC commitments.
4. Declaration of interests and requests for dispensations - To receive declarations of interest in accordance with the Localism Act 2011 and to consider granting dispensation(s), as per written requests received by the proper officer, to councillors under section 22 of the Act – None received.
5. To confirm and sign the minutes of the meeting held on 2nd December 2019 – Unanimously approved with no changes.
6. To resolve to accept the decisions made via email during the COVID-19 period:
Decision details Decision taken Any further action
a Planning application N/060/00544/20 - Erection of a replacement house and alterations to garage/outbuilding on the site of an existing dwelling which is to be demolished. GOULCEBY LODGE, TOP LANE, GOULCEBY No objections To note – noted and resolved to accept
b Planning application -N/060/00660/20
Extensions and alterations to existing bungalow GOULCEBY VILLA, WATERY LANE, GOULCEBY No objections but comment requesting that the conifers be topped To note – noted and resolved to accept
c Planning application N/008/00248/20 - Extension and alterations to the existing dwelling to provide an enlarged garage ASTERBY COTTAGE, GOULCEBY LANE, ASTERBY Interest declared by all Councillors – No comment To note – noted and resolved to accept
d Planning application N/008/00097/20 - Extension and alterations WITCHOLE COTTAGE, ASTERBY LANE, ASTERBY
No objection To note – noted and resolved to accept
e To resolve to pay:
Defib service – 23.03.2020 £198.60
LALC subs – 01.04.2020 £85.07
Salaries – 01.04.2020 £297.70
Insurance – 18.05.2020 £218.00 Payments agreed To note – noted and resolved to accept
It was noted that MM had omitted to include the decision taken to move to 4 meetings per year. It was also noted and resolved to accept this decision.
7. To receive reports from the Clerk and Councillors on matters outstanding – MM noted that the last action list was from December’s meeting and that all the appropriate action had been completed.
JO provided a brief update of progress made regarding the Superfast Broadband Scheme. She noted that: a small group of residents had got together, designed leaflets and distributed them to all residents; a good response had been received; potential suppliers had been investigated and approached.
8. To receive reports from District and County Councillors, and Police (if available) - None
9. To consider correspondence received:
Ref From Correspondence Action
A Lloyds Bank Change to signatory access to account & amendment to standing order To note - noted
B LALC Revised training scheme structure and costs To decide whether to subscribe – It was unanimously agreed not to join the LALC training scheme
C ELDC Full planning permission – Extension and alterations to Witchole Cottage Asterby Lane To note - noted
10. To review and agree the Standing Orders and Code of Conduct, for Asterby and Goulceby Parish Council – Both documents were unanimously approved.
11. Financial matters:
All documents had been sent to Councillors for review prior to the meeting.
a) To resolve to agree that Asterby and Goulceby Parish Council meets the AGAR exemption criteria and wants to be an exempt authority, not subject to external audit limited assurance review for the year 2019/2020 – It was unanimously resolved that Asterby and Goulceby Parish Council would remain an exempt authority.
b) To consider and resolve to approve the Annual Internal Audit report – It was unanimously agreed to approve the Internal Audit.
c) To consider and resolve to accept the Annual Governance Statement – It was unanimously resolved to accept the Annual Governance Statement.
d) To consider and resolve to accept the Annual Accounting Statements and Annual Bank Reconciliation – It was unanimously resolved to accept both the Annual Accounting Statements and the Annual bank Reconciliation.
e) To review and resolve to accept the Financial Regulations and Asset register– It was unanimously resolved to accept the Financial Regulations and Asset Register.
MM noted that all of the audit documents, including the Exercise of Electors Rights would be published on the website and the Exemption Certificate would be forwarded to the auditor before 15th June.
f) To receive the updated bank reconciliation and approve the outstanding payments: Salaries 1.7.20 £297.70; Lincs Fieldpath Association Subs £5.00 – It was unanimously agreed that the PC would continue to subscribe to Lincolnshire Fieldpath Association. MM noted that the accounts has been transferred to a spread-sheet and would be sent to Councillors prior to each meeting to provide greater financial transparency. It was unanimously resolved to accept the updated bank reconciliation (appendix 1) and both payments.
12. To agree date for the next meeting – It was noted that Standing orders require dates to be set for all meetings for the forthcoming year at the Annual meeting of the Parish Council. Meeting dates were agreed as follows:
28th Sept 2020
14th Dec 2020
29th Mar 2021
1st June 2021 (Annual meeting of the PC)
Meetings to start at 7.30pm.
It was noted that there may be an issue with a venue for some of the meetings with the pub being closed. It was agreed that SW/JO would contact the landlord and alternative plans would be made if necessary.
Meeting closed 8.30pm
Appendix 1 –