Minutes 2020

Middle Rasen Parish Council

Minutes of the Annual Meeting of the Parish Council on 19/5/20

Present:-

Mr M Stamp, (Chairman), Mr D Pattinson, Mr P Dawson, Mr M O’Connor, Mrs G Dennis, Mr T Smith

and Mr J Oxley

Also Present: Mrs J Trotter (Clerk)

Visitors:- Cllr S Bunney

1) Election of Chairman

Resolved: Cllr M Stamp be elected as Chairman.

Cllr Stamp thanked the Councillors and welcomed them to the meeting.

2) Election of Vice Chairman

Resolved: Cllr D Pattison be elected as Vice Chairman.

Cllr Pattison thanked the Councillors, and the Chair thanked the Vice Chair for his support during the previous year.

3) To receive Acceptance of Office Forms

Acceptance Forms will be signed in the presence of the Clerk after the meeting (social distancing being observed).

4) Apologies for Absence

Cllr J Ranby.

Resolved: That apologies be accepted from above member of the Council.

5) To receive declarations of interest in accordance with the 2011 Localism Act:- None.

6) Agree to WLDC Code of Conduct

Resolved: That WLDC Code of Conduct be utilised by Parish Council.

7) To review Standing Orders

Resolved: That Standing Orders be approved and adopted as agreed including COVID19 addendum.

8) To review Financial Regulations

Resolved: That Financial Regulations be approved and adopted.

9) To discuss and resolve renewal of annual insurance policy

Resolved: Insurance policy has been renewed for a further 3 year agreement with Zurich following resolution at April 2020 Council meeting.

10) To review arrangements (including Legal Agreements) with other Local Authorities, not-for profit bodies and business

Resolved: Arrangements with grass cutting and snow clearance contractors are appropriate.

11) To review Council’s/Employees representation on or work with external bodies and arrangements for reporting back

Mr P Dawson, Mr D Pattison & Mr J Padley – John Wilkinson Trust and Middle Rasen Community Fund

Mr D Pattison – Police Forum

Mr D Pattison – RSP Liaison

Resolved: Representatives as noted above are to report back at next appropriate Council meeting following attendance at meetings.

Cllr Bunney joined the meeting at 7.39pm. The Chair welcomed the WLDC Councillor to the meeting.

12) Review of Council/Staff subscriptions to other bodies

LALC & NALC via LALC.

Resolved: Current subscriptions are appropriate.

13) To make arrangements with a view to the Council becoming eligible to exercise the general power of competence in the future

The Clerk informed the Council that in order to be eligible the Certificate in Local Council Administration qualification would need to be undertaken by the Clerk.

It was proposed, seconded and

Resolved: That this will be reviewed annually, but agreed that it is not necessary at the current time.

14) To review Parish Council Risk Assessment/Management

Resolved: Risk Assessment/Management documents appropriate for Council use. Cllr Pattison to continue as Finance Councillor.

The Chair thanked Cllr Pattison for his service as Finance Councillor.

15) To review inventory of land and assets

Resolved: Asset Register approved as correct.

16) To review Complaints Procedure

Resolved: Complaint Procedure to be adopted as presented.

17) To review Council’s Policies, procedures and practices in respect of its obligations under FOI and Data Protection

Resolved: FOI and Data Protection Policies and Forms be adopted as presented.

18) To review Council’s Policy for dealing with Press/Media

Resolved: The Council continues to adopt an open door policy for the Media, and Communications Policy as presented be adopted.

19) To review Council’s Employment Policies and procedures

Resolved: Discipline, Capability and Grievance Arrangements (NALC advised) be adopted.

20) To review Council Expenditure incurred under S137 of the Local Government Act 1972

Council spend for 2019-20 - £350.00.

Resolved: Expenditure for 2019-20 was appropriate and in line with budgeted amount.

21) To set forward dates for Parish Council meetings for year ahead

The Clerk informed the Council that previously resolved dates have accepted by bookings clerk for Church Hall as agreed.

22) Notes of last meeting on 21st April 2020, to be approved as minutes:-

Resolved: Notes be signed as a true record.

23) Chair and Council’s Comments:-

The Chair reported that there is an abandoned vehicle in Manor Drive farm yard which has been there for a number of months.

Cllr O’Connor commented on the motorbike noise in the parish on Sunday 17th May 2020 all day. The Councillors were in agreement, and whilst the Council appreciated that they have a road licence, the excessive speed and noise of the vehicles was noted.

Clerk asked to contact Police Team to report.

24) Reports from District and County Councillors:-

WLDC Matters:

• Cllr Bunney reported that several complaints have been received in the locality, and he confirmed that he has already reported this to the police. Further speed checking will be undertaken next week. The police suggested to Councillor Bunney that consideration be given to joining the speed watch scheme.

The Clerk and Chair asked for clarification from the WLDC Councillor on the speed watch scheme membership based on his given comments.

Council to discuss at June Parish Council meeting following information collation from Clerk and Chair.

Clerk asked to put an article on community website and Parish Magazine.

• No WLDC matters of note to discuss other than COVID19 reporting.

The Chair asked about the opening date of the Leisure Centre – Cllr Bunney reported that no fixed date has been agreed due to the COVID19 pandemic.

• Cllr Bunney asked that any parishioner in financial hardship (rent, community tax). need contact WLDC officers.

The Chair thanked the WLDC Councillor for his efforts in litter picking in Market Rasen.

• Cllr Bunney reported that anti-social behaviour had been exacerbated due to an ease in lockdown regulations, in Market Rasen had been dealt with at the weekend, which had limited police resources with regard to speeding vehicles.

• Cllr Bunney has been in touch with Highways, and offered to liaise with Highways on the Council’s behalf in this interim period.

LCC Matters: No Councillor in attendance to report.

25) Crime and Vandalism: - No report submitted.

26) Clerks Report on Matters Outstanding:-

Councillors reviewed Clerks Report as submitted.

• Cllrs were in agreement that they were disappointed with the Highways Officer response to the issues on the bridleway.

• Cllr Pattison reported on the “click and deposit” process at the recycling plant and confirmed that it is green waste and wood, and by the end of May this will be expanded to metal and cardboard.

The Council considered that this doesn’t address some items which need to be disposed of, and the Council also considered bulk waste issues.

27) Planning:-

No new planning applications. Planning Log submitted reviewed by Councillors.

28) Correspondence:-

LALC: E-Brief – No 39 & 40, Letter from Secretary of State

WLDC – Coronavirus Bulletin – 24th April 2020

LCC Highways: E-mail re Bridleway Issues, Highways Office reply, Cllr E-brief, Parish Council News

Safeguarding E-mail Information Required from Councillors

VE Day Information

E-mail from Councillor with complaint regarding repairs to stiles

LIVES Thank you Letter for Grant

E-mail from School Land Developments Ltd regarding naming of new development

Phone call from Parishioner regarding concerns about bonfires at development.

• A Councillor confirmed that rubbish is brought to the sight from other sites and burnt. The Council were in agreement that it is a nuisance when fires are burning overnight in this weather.

The Council requested that the clerk contact with WLDC Officer Simon Smoothey.

British Red Cross E-mail request Funding of £500.00

E-mail from Parishioner regarding speeding on Gainsborough Road

Clerk to provide update to parishioner and future discussions.

29) Finance and Accounts for Payment

Invoices:

Lincolnshire Landscapes – Grass Cutting £570.00

Green Grass Contracting – Grass Cutting £120.00

Cassells Ltd – Internal Audit £ 96.00

Salaries £423.07

Resolved: All Invoices be passed for payment.

30) Annual Return for the year ended 31st March 20

a) Execute review of effectiveness of internal audit

Resolved: Internal auditor’s report approved by the Council.

b) Execute Annual Governance Statement

It was proposed, seconded and

Resolved: Annual Governance Statement executed.

c) To approve Statement of Accounts

It was proposed, seconded and

Resolved: Council approved Statement of Accounts and RFO signed documentation – to be signed by Chair after the meeting in order to meet auditor regulations.

d) To sign Certificate of Exemption

It was proposed, seconded and

Resolved: Council approved signature of Certificate of Exemption by RFO (during meeting) and Chair immediately after the meeting.

31) To appoint Internal Auditor for 2020-21 Financial Year

Resolved: Cassells be appointed as Internal Auditor for 2020-21 financial year.

32) Reports from meetings: None.

33) To give consideration to naming request for new Development on Church Street

It was noted that Cllr Dawson has a connection to the property and it was suggested that he put forward a suggestion to the Council for consideration. Cllr Dawson was in agreement to utilise the name of the longstanding owner in some format.

Resolved: The Council were in agreement to defer a decision to the June meeting, whilst Cllr Dawson consults with relations on the matter.

34) Items for next meeting

Discuss and resolve on joining Speed Watch Scheme

Discuss and resolve on request from British Red Cross Grant Funding of £500.00

Discuss and resolve on naming request for new Development on Church Street

Consideration to dog fouling in the parish

The Council were in agreement that the Clerk should make reference to dog fouling in the parish in the Council update.

The Council also recognised the excellent work of Lincolnshire Landscapes and asked Clerk to write to contractor to this effect.

The Chair thanked the Council for their attendance and the clerk for her hard work on the meeting papers due for May Parish Council meeting.

There being no other business the meeting closed at 8.41pm.

Date……………….....…. Signed…………………………………… (Chairman)