4 May 20201. Annual Meeting of Parish council

 

MINUTES OF A MEETING OF A REMOTE MEETING OF THE ANNUAL MEETING OF FOTHERBY PARISH COUNCIL HELD ON TUESDAY 4 MAY 2021.

 

Present: Cllr T Giles, (Chairman), Cllr L Sutton, Cllr T Wait, Cllr T Hunter, Cllr C Chen (after co-option).

 

In attendance: Cllr E Mossop (ELDC), Mrs V Davies (clerk).

 

Six parishioners were present.

 

62/2021. ELECTION OF A CHAIRMAN

 

Cllr Sutton nominated Cllr Giles to be Chairman. This was seconded by Cllr Sutton and approved by all councillors. Cllr Giles accepted the post.

 

63/2021 TO ELECT A VICE CHAIRMAN

Cllr Wait proposed, seconded Cllr Hunter to nominate Cllr Sutton as Vice Chair. Cllr Sutton accepted the post.

64/2021. CO-OPTION OF COUNCILLORS

Christina Chen advised that she is interested in supporting Fotherby and supporting the Parish Council. Cllr Hunter proposed, Cllr Wait seconded the co-option of Christina Chen. The Parish Council unanimously approved the co-option of Christina Chen. The clerk signed the Declaration of Acceptance of Office and Christina Chen could then take part in the meeting. Jonathan Tulley had not joined the meeting so could not be co-opted.

 

65/2021. APOLOGIES FOR ABSENCE

There were no apologies for absence.

66/2021. DECLARATIONS OF INTEREST – TO BE STATED IN ANY PROPOSITION

None were declared.

67/2021. APPROVAL OF MINUTES OF 12.4.21.

 

There was a slight amendment to the minutes. On page 1 it had been suggested that a grit bin be resited from North Elkington Lane to Allenby Crescent.

 

Proposed Cllr Sutton seconded Cllr Wait that the minutes be approved with the amendment noted. The Chairman would sign the minutes.

 

68/2021. CLERKS UPDATE

 

The clerk reported that remote meetings could not legally take place after 7 May, unless a risk assessment indicated that the venue was not Covid safe. Discussion took place regarding the arrangements for the June meeting. It was resolved that the Parish Council would make the final decision regarding the June meeting nearer the time.

 

69/2021. FINANCE

To agree cheques for payment

1230 V Davies Clerk Salary £229.14

1231 V Davies Clerk Expenses £17.88

1232 Bush Landscaping Mowing £540.00

Proposed Cllr Giles, seconded Cllr Sutton approval of the expenditure.

To note monthly financial reports.

Cllrs noted the financial reports.

To approve any other expenditure supported by a successful Proposal.

There were no further items of expenditure.

70/2021. TO APPROVE ANNUAL RETURN FOR THE YEAR ENDED 31 MARCH 2021.

a) To Execute Annual Governance Statement

The Council as a whole considered the effectiveness of the system of internal control and prepared the Annual Governance Statement (Section 1 of the Annual Return). Cllrs

approved the Annual Governance Statement.

Resolution

The council approved the annual Governance Statement which would be signed by Cllr Giles and the clerk on behalf of the Council.

b) To Approve Accounting Statement 2020/2021

The council as a whole considered the accounting statements (Section 2 Accounting Statements 2020/21). Proposed Cllr Giles seconded Cllr Waite and approved by all Cllrs the approval of the Accounting Statement.

Resolution:

The Parish Council approved the Accounting Statement. The statement would be signed by the Chairman and clerk.

c) To Execute Certificate of Exemption

The parish council certified itself as exempt from a limited assurance review under

Section 9 of the Local Audit (Smaller Authorities) Regulations 2015 and completed a Certificate of Exemption. Cllr Sutton proposed, Cllr Wait seconded and this was unanimously approved by all Cllrs. The statement would be signed by the Chairman and clerk.

d) To Execute review of effectiveness of internal audit

The internal audit would be completed as soon as possible. The internal audit report would be distributed to councillors and be an agenda item at the next meeting.

e) To Execute the Notice of Public Rights

The dates that the public could exercise their rights to view the accounts would be Monday 14 June 2021 to Friday 23 July 2021.

f) To note the Variances 2020-21

Cllrs noted the variances. Cllr Giles proposed, Cllr Sutton seconded and the variances were approved by all Cllrs.

g) To note the annual Bank Reconciliation

Cllr Giles proposed, Cllr Wait seconded and Cllrs unanimously approved the annual Bank Reconciliation.

h) To note the Annual Financial Report.

Cllrs noted the annual Financial Report.

71/2021. TO RECEIVE AN UPDATE ON THE SCHEDULE OF VILLAGE MAINTENANCE.

The clerk was awaiting a quotation from the Village Handyman for repairs to the bus shelters.

72/2021 PLANNING

N/052/00541/21 - LAND ADJACENT TO THE WOODLANDS, MAIN ROAD, FOTHERBY, LOUTH, LINCOLNSHIRE, LN11 0TD. Change of use of land for the grazing of horses, creation of manege for private use with flood lighting. The Parish council had submitted comments at the last meeting. There was no decision as yet.

 

59/2021.FLOODING IN PEPPIN LANE AND ALLENBY CRESCENT.

Currently there were flooding issues. It was proposed to provide evidence of the flooding issues and frequency in order that Cllr Mossop could progress the matter. Cllr Sutton would liaise with Cllr Mossop.

 

60/2021. SPEED SIGN, SID RESPONSE FROM LCC.

This was in progress.

61/2021 UPDATE FROM FOTHERBY COMMON WORKING PARTY

Mrs Chester advised that there had been 8 working parties since the beginning of the year. The litter pick had taken place and Litter picker equipment had been provided by East Lindsey District Council. Mrs Chester had liaised with the landscaping contractor regarding spraying weeds in one specific area. Mrs Chester would liaise with the contractor to verify that the weed spraying substance was pet friendly.

 

A quote had been obtained for a replacement bench. It was proposed that the old seat would be repaired/reused.

 

62/2021 TAKE YOUR LITTER HOME SIGNAGE

 

A parishioner had been picking up litter over a period of time and proposed that “Take your litter signs home” be erected. It was further proposed that a litter free strategy be established by the Parish Council. It was determined that mobile signs are an issue to Highways who would only endorse A3 size signs on the lamp posts. Cllr Giles had spoken to the enforcement team at East Lindsey District Council. It was proposed that Parishioners be encouraged to report littering to ELDC. Discussion took place regarding providing more bins to resolve the situation. Action: Clerk to request information from East Lindsey district council regarding the cost of the additional litter bins and to verify that the litter would be collected by ELDC. Littering in the village would be an agenda item at the next meeting. In addition, a parishioner would formulate a strategy to reduce litter.

 

63/2021 VANDALISM IN THE VILLAGE.

This would be discussed at the next meeting.

 

64/2021 DATE of NEXT MEETING

The next meeting would take place on 7 June 2021 at 7pm. Venue to be arranged.

 

65/2021 DISCUSSION PERIOD - OPEN MEETING

There were no items raised.