2024 Annual Parish Meeting

Present

Cllrs Not Present

Clare Cowen (Chair)   CC

David Busby      DB Apologies sent

Ben Lilley  BL

Chris Greene    CG Apologies sent

Will Jenkins  WJ

Cllr. Adrian Whittle

Will Stephenson  WS

Andy Wilkes     AW

David Fletcher   DF

Clerk to the Council

County Cllr. Rob Kendrick

District Cllr. Sarah Lawrence

Public in Attendance and Items Raised (PS)

Minute Ref

Action By

Completed

Agreed Actions from this meeting

PS

A review of possible location for a shelter to be undertaken and to look at possible options of location and funding. Cllr. Kendrick to be copied into progress on the bus shelter review

CC

2

Vice Chair on the agenda for the next meeting

Clerk

5

Review outstanding items from previous minutes and send to PC

Clerk

5

Resident to be contacted re: light to be placed outside of Timtin

Clerk

8

Audit documents required to be sent to external auditors

Clerk

Public rights to be put on the  noticeboard

Clerk

9

Declaration of Interest form to be completed and sent to NKDC

DF

Clerk

Acceptance of Office Form signed and filed

DF Clerk

10

Finance Group meeting to be agreed in the future.

CC

Emergency Plan to continue to be updated to include the agreed names.

WS

Councillors to confirm with WS what contact numbers should be added to the emergency plan.

CC BL

Cllrs. To check emergency box

CC BL

Key Holders to be confirmed (School and VH)

WS

11

Asset List to continue to be updated and contact to be made with Majestic to discuss clock.

WJ

12

Council document on the website to be read by all Councillors

All

15.1

Nets and soil to be ordered

Clerk

15.2

Cllr to Inspect the grounds maintenance work

WJ

15.3

Cllr to check chainsaw licence for insurance and safety purposes

Cllr to clarify review of agreement in 2025 to ensure best value.

WJ

WJ

16.3

All agreed payments to be made by cheque or bank transfer

Clerk

16.4

All agreed donations to be made when all paperwork is in place.

Clerk

16.5

All future apologies for non-attendance at meetings to be sent to the full Council in writing.

All

16.6

Microsoft Teams: all Councillors to follow link and WS to continue to develop this

WS

All

16.7

Filing to be reviewed asap and where possible archived or disposed off

Clerk

WJ

18

Cllrs. To review dates provisionally booked for future meetings and to contact Clerk direct to request change or send apologies.

All

1

Welcome

Clerk welcomed everyone to the meeting

Clerk

2

Election of Chair and Vice-Chair

Chair:

CC Elected as Chair

Proposed by : AW                    Seconded:     BL

All Agreed

Vice Chair: Not appointed

Agreed to put vice chair election on the agenda for the next meeting

Clerk

3

Welcome by newly elected chair

Chair

     4

Declarations of Interest

CC and AW declared an interest for the Village Hall and Church funding requests.

Chair

5

Previous Minutes and Matters Arising 10th April 2024

All Correct

Proposed:          AW                     Seconded:           BL      

All Agreed

Matters arising:

WS has met with the company for grounds maintenance and has obtained a second quote, which for next year would be competitive.

Councillor to check with school whether the Mary Kings Trust would be prepared to share the cost of cutting the area at the same time.

A re-negotiation  to take place at the end of this cutting year to ensure best value.

Councillor to talk to DH to ensure he has a licence to use a chain saw and is aware of the review of the ground maintenance work in  2025.

Chair

WJ

WS

WJ

6

County and District Councillors Remarks

District Councillor Sarah Lawrence

Cllr. Lawrence was welcomed to the meeting as it was her first.

She reported that NKDC is financially sound and have just purchased an hotel in Sleaford, the Carr Arms (opposite Aldi in Sleaford).

Councillor Rob Kendrick

Report available on the Website.

• RK highlighted that LCC is also on a sound financial footing.
• Devolution discussions are ongoing. It is likely that under  new proposals there could be an election for Mayor.
• Addition funding for highways has been increased.
• Fire Services have new equipment and are seen as good practice by  others across the country.
• Essential services have been safeguarded
• Children Services have been rated outstanding
• Highways have received additional funding of £19m
• Hertiage and Culture continues to grow raising up to £2billion for the local economy. Lincolnshire to be promoted for filming films and tv.
• Trading Standards continue and have closed several shops selling illegal cigarettes
• Coroners Service also continues to work hard for the County.
• Children with Special Education Needs are now able to attend schools closer to their homes.
• RK undertakes case and also promotes the volunteering hours from the Authority Contractors.
• RK offered support for the application for bus shelter
• The bypass around Lincoln continues towards completion and is called the North Hykeham Ring Road

7

Parish Council Annual Reports

CC and WJ have written reports for the most recent newsletter.

The reports are available on request from the Clerk.

CC WJ

8

Finance Report and Audit Governance Statement 2023-2024

The local auditor has signed off the accounts for 2023-2024.

The audit documents 2022-23 were also at the meeting.

The Governance statements were read in full and were agreed and signed off.

Proposed:   CC                   Second:       WJ

All agreed

Clerk

Chair

     9

Co-option

David Fletcher applied to become a Parish Councillor and had submitted responses to the Council.

The Acceptance of Office form was signed.

Declaration of Interest to be completed, given to the Clerk and returned to NKDC within a month.

Proposed:   CC                   Seconded:      WJ

All Agreed

Clerk

DF

10

Holders of Office/Delegated Responsibilities

Agreed:

10.1   Play Park                                                                  AW

10.2   Groundwork                                                             WJ

10.3   Inspections – Defib and Playpark                          AW

10.4   Finance/Grants                                                        CC

10.5   Events                                                                       BL

10.6   Sid                               Volunteer Parishioner

10.7   Speed Monitoring      Volunteer Parishioners                               

10.8   Speed Stats                Volunteer Parishioner

10.9   Emergency Plan                                                       WS

10.10 Woodland                                                                  WJ

All Councillors are able to attend sub groups if they want to.

Updates of any group discussions can be recorded on Microsoft Teams currently being developed by WS.

Names were agreed to be added to the emergency plan.

Team Leader (TL) BL

Assistant Team Leader (ATL) CC

Clerk AW WJ to assist

Other Groups involved in the plan – VHC and Mary Kings

The plan can be initiated by the TL, ATL , LCC and the Clerk

11

Parish Council Asset List

This is currently being by updated by WJ, including valuations for insurance purposes.

Councillor to contact owner of the building where the clock is housed to check condition and value.

WJ

12

Document Update

All councillors to review documents on the website which will updated as and when agreed.

All

13

Planning

All planning is sent to the full Council and full details are available at:

North Kesteven Planning on Line portal.

https://www.n-kesteven.gov.uk>planningonline

14

Highways

Nothing to discuss

15

Parish Items

15.1 Playpark

Repairs have been authorised by CC.

Agreed: Nets and soil to be ordered

15.2 Grounds Maintenance

Work is being undertaken by DH. and contract to be reviewed in 2025.

Agreed: WJ to inspect work asap. Cllr. to discuss the insurance requirements of using a chainsaw and review of the agreement in 2025

15.3 Woodland Update

Agreed: WJ to order trees for delivery and planting in November and reclaim the costs using income from grants.

Clerk to request whether it is possible to set up another saving account without incurring cost for the Council. This will ensure clarity on funding income and expenditure for the woodland.

Proposed:    WS               Seconded:    WJ

All Agreed

15.4 Defib and Playpark Inspection Reports

All inspections completed and sent to the full Council.

Councillor to continue inspections including equipment expiry dates.

15.5 Village Fete July 2024

The PC will have a stall which will be run by BL and the Clerk

Photos have been requested including any old photos which will be judged by the parishioners on the day.

15.6 Heritage Society Update

The work continues to produce a book over a period 24 months, if possible, some support from this fund may be available for the memorials. Target date for presentation October 2025.

15.7 D Day Celebration 6.03.24

The celebration for this day will include the ringing of the Church bells, a thanks giving service and lighting of the beacon at 9.15pm.

DB to be requested to help to put the wood in the Beacon.

15.8   Shelter Cleaning

Agreed:   Risk assessment would need to be completed and quotes to be obtained.

Clerk

WJ

WJ

WJ

Clerk

AW

AW

BL

Clerk

MVH

DB

Clerk

WJ

16

Clerk’s Update

16.1  Bank Balance

Current Account:          £22,307

Business Reserve Account:    £5833.37

The Clerk informed the council that it is  not possible to upgrade the internet banking system to allow for online authorisation without upgrading the account at a cost of £20 per month.

16.2 2023-2024 Audit Public Notice

To be placed in the notice  boards and the website

16.3 Payments May/June

HMRC                               178.22

Clerk Salary                     375.45 May    June

Expenses                           75.75

Grounds Maintenance    280.00 May    June

LALC Membership          288.00

Training                           125.00

Drainage Board               538.00 

Plus Donations    

Proposed:        CC                     Seconded:     WJ

All agreed          

16.4 Applications for small grant request

A general discussion took place. Applications received from;

MVH have requested £1240.00 for their insurance.

Agreed:    PC to donate £1000.

Proposed:      WS                            Seconded:      WJ

MVH  have requested the Parish Council pay for the flag at MVH.

Agreed:   PC to donate £79.80.

Proposed:      WS                     Seconded:       WJ

All agreed.

Four other applications have been made and a general discussion took place.

                                                     Request                Given

TimTin                                           £ 1000                     £355

Friends of Mary Kings School            500                       355

Holy Trinity Church                          1500                       355

MVH  First Aid                                   600                       355                        

Agreed:    The remaining grant money to be divided equally.

(£1500 allocated in budget - £79.80 =   £1420.20     √    4     =   £355.00 approx.)

These donations are subject to all forms  being completed in full and bank statements being submitted.

Proposed:      WS                   Seconded:           WJ

All agreed

VHC to send invoice for the flag and applicants to send the last 3 months bank statements.

It was also agreed that the finance group will meet and review this process for next year.

16.5 Correspondence

16.5.1   Apologies received from CG and DB

Agreed: In future all councillors to send apologies in writing to the full council.

Proposed:        WS                         Seconded:       CC

All agreed

16.6 Microsoft Teams500

The link has been sent and everyone needs to respond the email.

16.7 Storage

This is ongoing and the Clerk will update the council as this progresses.

Clerk

17

Items for the Agenda

War Memorials Calendar 2025  Gym Equipment for the park

Civility Pledge     Shelter Cleaning     Confirm Dates for meetings

Election of Vice Chair

18

Dates to be Agreed for 2024-2025

Dates given have been booked via the village hall.

Agreed: Councillors to contact to request any change date or to send apologies.