October 2019 Notes
Notes of the meeting of the Parish Council held in the Village Hall, Pointon on the 10 October 2019
Councillors present: Cllr C South – Chair, Cllr C Burt – Vice Chair, Cllr W Moore, Cllr R Greenwood, Cllr D Griffiths, Cllr C Ramm and Adrian Illingworth – Clerk.
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1 Welcome
The Chair welcomed all present and opened the Public Forum at 7.30pm
Public Forum
Four members of the public were present.
A representative from the Village Hall raised concerns regarding the recent Charity Tea
Event. It had been reported this had not taken place due to the fault of the Village Hall. The Clerk pointed out this had not been recorded in the minutes.
The original intention was for the Charity Tea to take place during Bourne’s Cycle event and this was originally set for the Saturday. However, the race was not due to pass through Pointon until the Sunday so there was no need for the hall to be opened. The hall was opened on the Sunday and a cake stand was managed by members of the Council.
The Chairman pointed out this had been a misunderstanding and things should go forward and to put the matter behind.
A resident asked if there had been any news regarding the land behind Pinfold Lane. To date the Council has not received any news.
The work done on Queensway was commended and the Council thanked. The lamp post down the lane is covered with foliage and Council were asked if anything could be done. The Chairman is to visit the site and carry out the necessary work.
Action: Chairman
Dog fouling in the village is a concern, and the Council was asked what was being done. The Chairman explained there was no way of policing the situation but did state the Council would look at purchasing more bins.
Action: Clerk to investigate
There are illuminated signs available for the night (these are powered by solar power) to remind dog walkers to clear up. The problem is dog walkers need educating.
A resident asked if the Council were considering a forum and if so when would this start? The Chairman stated no date had been set but arrangements could be made to hold one on a Sunday morning, when the café is open in the Village Hall. The Village Hall would welcome such an initiative. To be discussed further at the next meeting.
Action: Carried forward to Nov meeting
Cllr Burt gave an update on the Old Ship Inn. The front of house staff have left but help is being given by the take away staff. Income has increased but so has expenditure.
Public Forum closed at 7.46 when the Chairman formally opened the Council meeting.
2.0 Apologies (19/158)
No apologies received from Cllr P Moseley, Cllr M Hill or Cllr Wells
3.0 Declaration of Pecuniary Interest and Dispensations
Cllr R Greenwood declared an interest in items 9.7 and 10.2
4.0 Signing of the minutes (19/159)
The Clerk’s notes of the meeting held on Thursday 29 August 2019 were resolved to be a true reflection by members. Minutes signed by the Chairman.
5.0 County and District Council Matters (19/160)
No reports received.
6.0 Matters brought forward from last meeting (19/161)
6.1 No reply had been received by Council at the time of the meeting, regarding the allotment.
Action: Clerk to chase
6.2 A discussion took place regarding the debris left by the contractor in the playing field and land belonging to the farmer.
The Chairman explained a letter had been received from Crown Estates. As a result of the debris not being removed, the tenant of the farm had incurred penalties. The Chairman explained a meeting had taken place and the tenant was assured the matter would be resolved. The tenant could not state how much the penalty was but would provide details. The Council resolved to approach the contractor and ask for all debris to be removed as a matter of urgency. Council also resolved to withhold monies incurred by the tenant, from the amount owed to the contractor. The Chair is to bring a resume of the conversation held to the next meeting.
Action: Chairman/Clerk
The fence at the side of the land concerned is in need of repair. Rubbish is blowing into the field and dog walkers are trespassing on the land. The contractor is to be contacted to ask if this had been damaged by himself.
6.3 A letter had been sent to all residents in Millthorpe by Cllr Griffiths. This produced a positive response with comments being submitted by residents.
The road sign at the cross roads has been damaged. Highways to be contacted to see if the sign can be replaced, like for like, or repaired. Cllr Griffiths to provide a photo for the Clerk to forward to Georgina Staitham at LCC.
Action: Clerk and Cllr Griffiths
Traffic problems still a concern. Lincolnshire Road Safety Partners to be contacted to arrange a site visit.
Action: Clerk
6.4 After a vote Council resolved to take no action regarding the footpath from High Street to Queensway.
6.5 Incorrect Standing Orders had been issued. Correct ones to be sent to all Cllrs
Action: Clerk
6.6 The Chairman informed the Council contact had been made with Mrs Green regarding the questionnaires for the Neighbourhood Plan. Mrs Green stated these would be given to the Chairman. At the time of the meeting no documents had been received. Cllr Greenwood agreed to contact Mrs Green to recover the documents. The Council to consider legal action if not forthcoming
7.0 Finance (19/162)
7.1 Income received
7.1.1 Pointon Football Club 600.00
7.1.2 Interest – Business Account 0.29
7.2 Payments made.
7.2.1 P A Illingworth – Salary (Chq 769) 214.70
7.2.2 PAYE – 2nd Quarter (768) 161.20
7.2.3 Play safety – Inspection Fee 90.60
It was brought to the Clerk’s attention, by Cllr Ramm, numbering on the agenda was incorrect
Action: Clerk
7.1 should be 7.3
Income and Expenditure Account approved by Council. Signed by the Chair
7.2 should be 7.4
Amount of the electoral costs to be questioned. Clerk to contact Electoral Services.
7.3 should be 7.5
Cllr Griffiths to start and source funding for sub committee.
Action: Cllr Griffiths
The Clerk informed members a new laptop had been purchased at a cost of £379. A further amount of £139 had been paid for Microsoft 365 Infinite. The total spent had exceeded the budget of £500. The Clerk stated this would be covered out of his own pocket. The Council resolved to refund the difference.
8.0 Matters affecting Millthorpe (19/163)
See item 6.3
9.0 Matters affecting the Village (19/164)
9.1 The candidate who had shown an interest in the litter pickers job had rung the Clerk to say he no longer wished to apply. Council to continue to advertise.
9.2 All the flower barrels have now been sponsored. The tubs are to be left to grow over, with the intention to empty and clean within the next few weeks. The tubs will then be planted with winter pansies. A budget of £100 had previously been agreed but the Chairman advised members an overspend of £38 had occurred. Council resolved to reimburse. Chairman to provide necessary invoice.
Action: Councillors
9.3 A walkabout, with Highways, will take place on 16 October. Cllrs South and Griffiths will accompany representatives from Highways. The Chairman suggested a pre walkabout be arranged to prioritise what does need doing and what would be nice to have. Comments from Cllrs to be sent to the Clerk prior to the 16th.
Action: Council
9.4 The findings of the play area inspection have been discussed between Cllrs Greenwood and South. Present report no different from previous reports. Inspectors are using modern day practices for outdated equipment.
9.5 The Chairman has called on residents regarding the foliage on the footpath between the Playing Field and High Street, who have agreed the Council can cut back.
9.6 The provision of a bus shelter was discussed. This had been highlighted in the Neighbourhood Plan questionnaires. If needed, external funds would need to be sourced.
9.7 Cllr Greenwood has placed fencing around the fallen brickwork at the Sports and Social Club.
10.0 Matters concerning the Council (19/165)
10.1 Cllr Griffiths enquired what assets the Council held. An email to be sent by the Clerk asking Cllrs to inform him what assets the Council have so an up to date inventory can be produced. Cllr Moore stated a register was held. Clerk to investigate.
Action: Clerk and Cllrs
10.2 An explanation was given by Cllr Greenwood regarding payments under the agreement with the PCPF. The Council pays £100 per month to the PCPF for upkeep of the field, with Pointon Football Club paying the Council £1200 over 10 months for the use of the field. The Council also agreed to fund the cost of diesel, which this financial year has amounted to £323.35.
Cllr Griffiths asked who owned the tractor. Cllr Greenwood stated the tractor did not belong to the Parish Council.
11.0 Job Description – Parish Clerk (19/166)
Cllr Ramm asked for clarification on certain issues:
Are pay slips provided? The Clerk explained payslips are provided and presented to the cheque signatories as evidence.
- Do the Council provide a Pension Scheme? Yes, the Clerk can join the Local Authority Scheme, to which the council would have to make a contribution. The Clerk informed Council he had decided not to join. Under auto enrolment the Clerk does not automatically qualify to join, but has the option. The Clerk has opted not to be auto enrolled. A declaration has to be submitted to the Pension Regulator every three years.
Action: Next agenda
- Is there an annual appraisal? At present there is no annual appraisal. Council to discuss at the next meeting
12.0 Date of next meeting (19/167)
The next meeting will be held on Thursday, 21 November in the Village Hall. Start time 7.30pm.
Meeting closed at 9.12pm