Meetings 2023/2024 - Text

Chair:                                      Jon Mold (JM)

Present Councillors:               Ian Taylor (IT), Graham Johnson (GJ)

Parish Clerk & RFO:               Diane De Halle (DDH)

Members of the Public            2

District Councillor                    Daniel Simpson 

County Councillor                   Hugo Marfleet

PUBLIC FORUM – NONE

17. Chairperson’s remarks – Chair welcomed all to the meeting.

18. Apologies for absence and reasons given – None.

19. 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 – one received:

a)   Chair (JM) declared interest in item 26 on the Agenda having signed up for the new Broadband via Quickline.

20. To confirm and sign the minutes of the meeting held on 18th May 2023 – PROPOSED; SECONDED; RESOLVED that the official Minutes of the Parish Council meeting held be approved as a correct record and signed by the Chair.

21. To receive reports from the Clerk and Councillors on matters outstanding:

a) Cost of repairing Asterby Notice Board               JM/GJ – see item 32 (c)

b) Volunteer Policy                                                       DDH - Carry forward to March

c) Defibrillator update                                                  IT – see item 24

d) Review asset list net of VAT                                  DDH - Carry forward to March

All other previous actions completed.

22. To receive reports from County and District Councillors:

County Councillor Marfleet advised repairs to Horncastle Road still ongoing.  Natural England working to remove Badgers.  Pub inconvenienced, Highways did visit initially.  A lot of money spent on highways, including non-spent funds, drain repair near bridge successful after a number of attempts.  Lincolnshire County Council (LCC) reviewing speed limits across county with a reasonable approach. Actions for Cllr Marfleet to (a) provide update to DDH on Horncastle Road prior to next Newsletter; (b) ensure checks on grit bins ahead of winter and confirm to DDH; (c) advise DDH on number of website ‘clicks’.

District Councillor Simpson advised on Community Grant money still available.  Parochial Church Council (PCC) have received paperwork.  Local plan being reviewed, inspection and consultation during 2024.  Settlement proposals included, Asterby and Goulceby classified as ‘hamlets’.  Drains to be reviewed by Parish Councils.  Action for Cllr Simpson to (d) pass grant paperwork to JM to submit 1 claim for replacement Goulceby Notice Board and 2nd claim for defibrillator parts.

23. To receive an overview of the issues reported to highways by Councillors since the last meeting and agree any action – none reported.

24. Defibrillator check and update – 3 quotes received to replace batteries and pads:

• Defib Warehouse £38.00 + £120.00 = £158.00 + VAT
• The Defib Pad £49.99 + £127.99 = £177.98 + VAT
• The Defib Shop £69.00 + £172.00 = £241.00 + VAT

PROPOSED; SECONDED; RESOLVED that firstly a grant application to East Lindsey District Council (ELDC) via Cllr Simpson would be submitted for a maximum of £177.98 + VAT due to low availability of parts from first quote and if not successful, IT would purchase ensuring billing to Clerk.  IT will look after defibrillator going forwards.

25. Website and training update by Clerk – detailed update provided to Councillors on work carried out on website and training undertaken.

26. Broadband – Quickline (Notification received for 3 new wooden poles) – JM advised on comments received; thick cables belong to British Telecom (BT), Quickline will do their best to provide connection below ground, current internet speed not down to Quickline as their internet not yet live. Residents nearby the proposed poles appear to have no issues. There have been 2 unofficial meetings with Quickline - no further action.  PROPOSED; SECONDED; RESOLVED that DDH will feed back to Quickline.

27. Discussion on Poppy wreath for Church – DDH advised noted on Parish Plan 2023/24. PROPOSED; SECONDED; RESOLVED to purchase poppy wreath to value of £19.99 + VAT.

28. Parish Council specific emails for Parish Councillors - new requirement coming into effect for the 2023/24 audit for Parish Council specific email addresses.  Clerk and Chair emails within guidance.  PROPOSED; SECONDED; RESOLVED for remaining 2 Parish Councillors (GJ and IT) to obtain new Parish Council specific email.

29. To review and agree the following policies for the Parish Council:

• Data Protection (GDPR) Policy
• Data Breach Policy 

PROPOSED; SECONDED; RESOLVED both policies reviewed and accepted as latest documents.  Action for Clerk to update website.

30. To consider planning applications/correspondence – 

a – Full planning permission granted: N/008/01516/223 (4.08.23)

APPLICANT: Mr. G. Everitt

PROPOSAL: Planning Permission – Installation of solar panels on roof of existing stables.

LOCATION: THE BEECHES, HORNCASTLE ROAD, GOULCEBY, LOUTH, LN11 9WB 

·       Delegated powers used to email ‘no objections’ from Parish Councillors 18.08.23

·       Decision notice received from ELDC 20.09.23

31. To consider correspondence received since the last Parish Council meeting:

32. Financial matters:

a) To receive an updated bank reconciliation from RFO (see Appendix 1).

b) To receive an updated budget vs forecast for 2023-24 (see Appendix 2). 

c) To consider the cost of repair or replacing the door on the Asterby notice board – repair actioned by GJ as sufficient without any replacement costs – no further action.

d) To consider defib pad and battery replacements – quotes received – see agenda item 24.

e) To consider and approve income/payments due including: ELDC Invoice for £97 (Parish Election Fees) 14.06.23 and due by 14.07.23 – delegated powers used and paid ahead of meeting; Salaries 01.07.23 £337.25; LALC £25 + £5 VAT for training 13.09.23 and 20.09.23; Salaries 01.10.23 £337.25; Outstanding claim of VAT £18 to action (financial year 2022-23)

PROPOSED; SECONDED; RESOLVED to approve all payments (salaries on standing order) and accept documents Appendix 1 and 2.

33. To agree items to be included in the next Parish of the Asterby Group Newsletter (deadline for next edition 15.10.23) - PROPOSED; SECONDED; RESOLVED to include:

• Horncastle Road (Badger) update
• Broadband (Quickline)
• Pub opening throughout winter
• Defibrillator update and location
• Website

34. To confirm the date (11th December) and agenda items for the next meeting - PROPOSED; SECONDED; RESOLVED to be held at the Three Horseshoes and to include:

• Budget setting for Precept 2024-25
• Parish Plan 2024-25
• Review of Grant Applications (ELDC)
• Review Internal Control Policy
• Update on defibrillator
• Update on Horncastle Road

35. To resolve to go into closed session for the next item – RESOLVED to enter closed session.

36. To review the position of the new Clerk and agree any associated action - PROPOSED; SECONDED; RESOLVED that an agreement was reached regarding Clerk’s remuneration and hours.

37. To resolve to return to open session and close meeting – RESOLVED to re-enter session.

Meeting closed at 9.10pm.

Appendix 1

Appendix 2