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 

PUBLIC FORUM – NONE

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

39. Apologies for absence and reasons given – none received.

40. 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.

Dispensation Request Forms received and approved for agenda items 45 and 56c to discuss the Precept for the next 4 years for Parish Councillors IT and GJ. 

41. To confirm and sign the minutes of the meeting held on 2nd October 2023 - RESOLVED that the official Minutes of the Parish Council meeting held be approved as a correct record and signed by the Chair.

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

a) Volunteer Policy                                            DDH - Carry forward to March

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

c) Clr Marfleet to advise on website clicks

All other previous actions completed.

43. To receive reports from District and County Councillors

District Councillor Simpson advised an inquiry is underway on recent flooding (20/11/23) and a report will be out next year; Horncastle Road now fixed, new tunnel for badgers; Local Plan under review for 2025; settlement details underway (Asterby and Goulceby submitted via DDH); Devolution proposal underway and asking public for comments via survey; fly tipping has a new private contractor on board and will investigate and issue fines accordingly.

None received from County Councillor.

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

45. Budget setting for Precept 2024-25 – discussed - refer to item 56 (c) for conclusion.

46. To review progress made against the Parish Plan 23/24 and agree any action required - Chalk Stream event not needed this year, suggested every 2 years, next would be 24/25. Due to no service, Poppy Wreath was cancelled.  All other items noted as actioned or ongoing.

47. To resolve to complete a Parish Plan for 24/25 and agree the content - RESOLVED to defer to next meeting and include in next Newsletter for residents to forward any suggestions to Clerk by next meeting (March 24).

48. Review of Grant Applications via East Lindsey District Council (ELDC) – thanks to the assistance of District Councillor Simpson, a Grant of £440 was awarded for a new notice board to be installed within the Bus Shelter in Goulceby.  Conditions on Grant as follows:

a) Confirm to Councillor Simpson when complete;

b) Note in financial records funds restricted for notice board;

c) Grant and details of award by ELDC to be on Website;

d) Acknowledge receipt of funds from ELDC on notice board. 

49. Update on defibrillator – Thoroughly cleaned, new pads and batteries fitted lasting 5 years, registered with British Heart Foundation and IT will be guardian for the foreseeable. 

50. Update on Horncastle Road (Badgers) – complete and now open.

51. Flooding of Goulceby Beck 20th October 2023 – After much discussion RESOLVED to action the following:

a) DDH to contact Emergency Planning Centre at Lincoln to advise on setting up an Emergency Plan.

b) District Councillor Simpson to arrange visit from Environmental Agency to next PC meeting in March 24.

c) DDH to contact Horncastle PC for advice following suggestion by another Clerk.

d) DDH to update Flood Information on Website following the above actions.

52. Resident complaint on gully cleaning by Lincolnshire County Council (LCC) – noted; gully cleaning under review.  Any issues should be reported to LCC’s ‘FIX MY STREET’.

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

• Internal Control Policy

Following a review, RESOLVED to accept as latest document.  Action for Clerk to update website.

54. To consider planning applications/correspondence using delegated powers – 

a – Full planning permission granted: N/060/02036/23 (23.10.23)

PROPOSAL: Planning Permission – erection of a two-storey dwelling, existing stable block on site to be demolished.

LOCATION: KOUKOU, SHOE LANE, GOULCEBY, LOUTH, LN11 9WA

·       Delegated powers used to email ‘no objections’ from Parish Councillors 06.11.23

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

56. Financial matters:

a) To receive an updated bank reconciliation from RFO (see Appendix 1) – RESOLVED to accept.

b) To receive an updated budget vs forecast for 23-24 (see Appendix 2) – RESOLVED to accept.

c) To review the budget and set the precept for 2024/25 - The Parish Council (PC) discussed the current Budget vs Precept; comparison to other PC’s discussed with particular note to being the 11th lowest out of 100.  Salary largest part with increased hours since 1st October to cover required workload and revised pay in line with National Joint Council effective 1st April. Although Parish Council operates on minimal costs, due to increased and unforeseen costs during 23/24, inflation, reduced reserves and likely increased costs in 24/25, it was RESOLVED to increase the Precept to £3,384 for 24/25.

d) Review 3 quotes received for notice board (Goulceby bus stop) – quotes received from:

• 1. Fitzpatrick £1,288 + VAT of £257.60 (£1,545.60);
• 2. The Notice Board Company £654 + VAT of £130.80 (£784.80); 
• 3. KBS £438 + VAT of £87.60 (£525.60).

RESOLVED to accept KBS (funding via ELDC Grant of £440 – VAT will be reclaimed) with no cost to PC.

e) To consider and approve income/payments due including: Defib. Pads and Batteries £189.60 - 30.10.23 (IT – inc. VAT £31.60); ELDC income of £440 towards notice board 13.11.23 (2 payments received 24.11.23 – 2nd to be added as income and refunded to ELDC of £440); Defib sign for bus shelter £11.33 - 11.12.13 (payment to JM – inc VAT £1.89); Notice Board £525.60 11.12.23 (payment to JM – inc. VAT £87.60); £51.94 Salary arrears 11.12.23 + Salary £554.19 1.1.24 (standing order effective 1.1.24) – total salaries £606.13; Outstanding claim of VAT to action (inc. £18 financial year 22-23) – RESOLVED to accept all payments / income and submit VAT refund.

57. To agree items to be included in the next Parish of the Asterby Group Newsletter (deadline for next edition 10.12.23 – extended to 13.12.23) – RESOLVED to include:

• Precept 24/25 outcomes
• Flood risk in Lincolnshire
• Horncastle Road complete and re-opened
• Parish Plan suggestions for 24/25
• Restoration of Church update
• Vacancies / Website
• Callconnect Bus Service still £2
• Defib update
• Devolution proposal survey (DDH add to Website)

58. To confirm the date and agenda items for the next meeting (March 2024):

• Volunteer Policy & Risk Assessment (new)                             
• Social Media Policy (review)
• Freedom of Information and Publication Scheme (review)
• Communications Protocol (review)
• Accessibility / Cookies / Privacy Statements (website - review)
• Review Asset Register items (inc. or exc VAT)
• Parish Flood Information (website - review)
• Parish Plan 24/25
• Update on Police Engagement Session 5th December 23

RESOLVED to include the above agenda items and hold the next meeting on Monday 11th March 2024 commencing 7.00pm – venue to be confirmed.

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

60. To review the position of the new Clerk and agree any associated action – RESOLVED that an agreement was reached regarding Clerk’s arrears in line with The National Joint Council of 7.7% from 1st April 23 to 31st March 24.  This session was brought forward prior to Agenda item 45 due to the discussion on the Budget / Precept setting for 24/25 – salaries was an integral part of this discussion. New mandate to be raised effective 1st January 24.

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

Meeting closed 9.05pm

Appendix 1

Appendix 2