May 2019 Notes
Notes of the meeting of the Parish Council held in the Village Hall, Pointon on the 20 May 2019
Councillors present: Cllr C South – Chair, Cllr C Burt – Vice Chair, Cllr C Ramm, Cllr D Griffiths, Cllr H Wells, and Adrian Illingworth – Clerk.
Any person filming or recording a meeting is likely to include the personal data of individuals. That person must take care to ensure personal data is used in accordance with data protection legislation.
Any one reporting on the proceedings of a meeting must be aware of the restrictions which apply in respect of a vulnerable adult or child.
1 Welcome
The Chair welcomed all present and gave a short presentation
Public Forum Commenced 7.32pm with 11 members of the public present.
A resident asked why the date and time of the meeting were not on the website. Both the Chair and Clerk informed the resident details were on the home page.
A resident had noticed Declarations of Interest did not appear on SKDC’s website. The Clerk informed the meeting SKDC were currently involved with the European Elections and would start adding forms after this had taken place.
Speeding through the Village was again raised. The Chair explained this was on the agenda for discussion.
Mr Freeman asked if the lease for the old allotment could be obtained by the Council, who could then consider turning this into an amenity for the parish. Action: Item to be placed on next agenda
The state of the footpath by the garage to be reported to Highways. Clerk to action
Notice board from Millthorpe has been returned to the Council
Forum closed at 7.41pm when the Chair opened the Council meeting
2.0 Apologies (19/124)
Apologies had been received from Cllr Greenwood, Cllr Moore and Cllr Dr P Moseley. Reason for absence noted and approved by Council. No apologies had been received from Cllr M Hill.
3.0 Declaration of Pecuniary Interest and Dispensations (19/125)
Cllrs Griffiths and Wells expressed an interest in point 8.33
4.0 Signing of the minutes (19/126)
The Clerk’s notes of the Annual Parish Meeting and Annual Parish Council Meeting held on the 7th May were accepted as a true record. As the Chair was not at the meeting, Cllr C Burt as Vice Chair signed the minutes.
5.0 County and District Council Matters (19/127)
Councillors not present.
6.0 Finance (19/128)
6.1 Internal Audit has been completed with no actions required. Council resolved to make a payment of £30.00 to the auditor.
6.2 Council resolved to approve the year end accounts.
6.3 Certificate of Exemption completed and signed by the Chair and Responsible Finance Officer (RFO)
Council resolved to approve section 1 of the Annual Governance and Accountability Return. This was signed by the Chair and RFO (19/128.1)
Checklist for section 2 completed and signed by the Chair and RFO.
6.4 The annual renewal for Insurance was discussed after which Council resolved to contact Came and Company to provide three quotes and a recommendation. Clerk to action
6.5 After discussion the Council resolved for the Clerk to obtain details for internet banking. Clerk to action
6.6 The Clerk explained the current laptop had been inspected by an IT specialist The operating system is slow and Microsoft 8 is no longer supported by Microsoft. Council therefore resolved to approve the purchase of a new laptop and Microsoft 365. A budget of £500 was agreed by all members. Clerk to action
6.7 and 6.8 carried forward to the next meeting when Cllr Moore and Greenwood would be present. Next agenda
7.0 Record Retention (19/129)
The Clerk asked for permission to destroy records in accordance with NALC guidelines. The Chair asked for this to could be carried forward to the next meet. All members agreed. Next agenda
8.0 To appoint representatives (19/130)
8.1 Councillor Griffiths volunteered to be the representative for Millthorpe. All members in agreement.
8.2 The Chair accepted the position as rep for the playing field. All members agreed. To be placed on next agenda as to how to make more use of the field. Next agenda
8.3 Cllr Hazel Wells accepted the position of rep for the Village Hall. Accepted by all members.
8.4 The Chair recommended Cllr Greenwood be the rep for the Sports and Social Club. As Cllr Greenwood was not present to be carried forward. Next agenda
9.0 Matters affecting the village (19/131)
9.1 Cllr Ramm informed the meeting funds could be obtained from SKDC towards employing a litter picker.
Council agreed for Cllr Ramm to pursue. Cllr Ramm to action
9.2 It was resolved the Clerk to approach EnvironmentUK requesting for the pathways to be cleared and to feedback at the next meeting. Clerk to action
A working party is to be set up to cut back the foliage off the High Street towards Queensway
9.3 and 9.4 After discussion Council agreed to contact Lincolnshire Road Safety Partnership asking to meet with a representative to discuss the issues raised by residents and Council members. Clerk to action
Views from residents of Millthorpe to be sought.
Provision of a CCTV system to be discussed at the next meeting. Next agenda
9.5 Condition of the building adjacent the Sports and Social Club to be carried forward. Next agenda
9.6 The tubs have become unsightly and are not being maintained. The project needs time and money to
Improve and for residents to take an interest.
Council to look at local firms sponsoring a tub.
A resident volunteered to maintain but asked if others could water when necessary.
Council resolved to provide a budget of £100 to start work.
10.0 Communication (19/132)
Following feedback from the meeting, the Clerk is to update the website and make it more user friendly.
Current forum is not available to all residents with some being blocked.
Possibility of setting up Facebook for the younger generation to access. Clerk to action
11.0 Date of next meeting (19/133)
Cllr Griffiths asked for views on having a bi-monthly meeting. The Chair felt this was too long and recommended meetings to be held every six weeks. The Clerk informed the meeting the Councils Standing Orders would need to be amended, and approved by the Council.
Due to holiday commitments the next meeting of the Parish Council will be Thursday, 18 July in the Village Hall.
Start time 7.30pm