FOTHERBY PARISH COUNCIL
MINUTES OF A MEETING OF FOTHERBY PARISH COUNCIL HELD ON MONDAY 3 FEBRUARY 2020 IN ST MARYS CHURCH.
Present: Cllr T Giles, (Chairman), Cllr T French (Vice Chairman) Cllr T Hunter, Cllr T Wait, Cllr L Sutton
In attendance: Mrs V Davies (clerk),
Four parishioners were present.
18/2020 APOLOGIES FOR ABSENCE.
Apologies were received from Cllr Mossop (ELCC) and Cllr T Bridges (LCC).
19/2020 OPEN MEETING
The Chairman opened the meeting for public participation.
A member on the public had raised an issue about the open ditch in Church Lane and was requesting verge markers be installed. This would be raised with highways. Action: Clerk.
The issue of potholes in Peppin Lane was raised. These were very deep and had already been raised. Residents were encouraged to additionally raise the issue on “Fix My Street”. Action: Clerk to contact Cllr Bridges to find out when the potholes would be repaired.
20/2020. DECLARATIONS OF INTEREST.
There were no declarations of interest.
21/2020 TO APPROVE THE MINUTES OF 6.1.20
Cllr Hunter proposed, Cllr Wait seconded, and the Parish Council unanimously approved the minutes. Cllr Giles signed the minutes.
22/2020 PUBLISHING ON POLICIES ON THE WEBSITE.
The clerk had asked advised that it was not good practice for the policies to be published on the website with the Chairman’s signature. Cllr French proposed, Cllr Wait seconded the proposal that signed policies would have the name of the chairman and the date of the meeting at which the policy was approved.
23/2020 RISK MANAGEMENT /RISK ASSESSMENT
Cllr Sutton had reviewed the risk assessment check list. It was proposed that Cllrs would conduct a physical inspection of all assets. A date for the inspection would be arranged in the middle of March. Action: Cllr Giles to create Risk Assessment Forms. Risk Assessments would take place at least twice a year, unless required more often.
24/2020 THE COMMON
Cllr Giles and Cllr Hunter had met the ELDC Arboriculturalist (Colin Horton) at the Common to seek advice regarding the risk assessment for Fotherby Common.
If ever there were concerns a template Tree Risk Benefit Policy would be used. It was considered that the common would benefit from a Woodlnd Management Programme and there may be grants available to support the work. It was proposed to divide the common into 10 areas and work on coppicing one area at a time. Volunteers would be required.
25/2020 POLICIES
Standing Orders – A slight amendment would be made to the Financial controls and Procurement section. Action: Cllr Giles.
There were no amendments to the following policies. The policies were approved. Next review date Feb 2023 unless new legislation was introduced.
Vexatious Policy.
Public Participation at meetings
Environmental Plan
Equal Opportunities
26/2020 CLERKS UPDATE
Discussion took place regarding the requirement for the Parish Council to request Risk Assessments from contractors. Action: Clerk to clarify the legal position with LALC.
Lincolnshire County Council were updating all Parish Council websites. The clerk would attend county website training.
The clerk had sent a letter to the Director of highways regarding the speed signs. He had advised that, as the signs were temporary signs installed as part of the Community Speedwatch scheme, funding for the replacement would be the responsibility of the Parish Council. Cllr French had replaced the speed signs. Thanks were given to Cllr French for undertaking this work.
27/2020 SEAT REPAIR AT THE DOCK
Cllr Giles advised on the costs of repair (slats on the seat together with the 20 Coach Bolts and Stainless-Steel Mirror Screws). Total materials. £83.66 including VAT.
Cllr French proposed, Cllr Wait seconded approval of expenditure up to £100 including VAT to repair the seat at the Dock. This was unanimously approved by Councillors.
28/2020 ALLOTMENTS
The Clerk was requested to write to the allotment holder of allotment 1 asking them if they intend to continue with the allotment. Action: Clerk.
29/2020 SID – SPEED INDICATION DEVICE.
There had been some reported issues, but the Speed Indication Device was now working.
30/2020 Finance:
Clerk Salary £217.90
Clerk Expenses £25.41
Allis Gardening £43.00
Mrs M French £62.76
WAVE £10.39
Cllr Hunter, proposed, Cllr Sutton seconded and councillors unanimously approved the cheques for payment. Cllr Giles scrutinized and initialed the invoices. The cheques were signed by Cllr Giles and Cllr Hunter. The bank statement had not yet been received so would be verified at the next meeting.
Discussion took place regarding future payment LALC training invoice £85 plus VAT (£102.00). Cllrs agreed to the payment of this invoice at the next Parish Council meeting.
31/2020 REVIEW OF OUTSTANDING ITEMS
Bemrose Oaks. The clerk had sent a photograph of the location of Bemrose Oaks.
Audit of 2018/2019 VAT return. Cllr French had discovered a missing invoice from Bush Landscaping relating to May 2018 which would be reclaimed in the VAT claim in April 2020. Action: Clerk.
Replacement signs. Cllr French had replaced the speed signs. Cllrs thanked Cllr French.
Safe storage of council documents. The Parish council was waiting for formal approval from the church governance committee to store documentation in the Church.
The Bus stop markings had been completed.
Agree an amount to place into reserves. It was resolved to transfer any funds over the agreed budget +25% into reserves.
32/2020 REPORT FROM COUNTRYSIDE ACCESS VOLUNTEER
The clerk read out the report which had been received from the Countryside Access Volunteer. Rather than the report being contained within the minutes it would be displayed in a section of the noticeboard and published on thwebsite. It was noted that a new LCC countryside website had launched but identification of promoted walks and rides was now made more difficult as the map style overview of all the routes no longer exists.
The Parish council thanked Mr Presgrave for his report which will be displayed in the village Notice Board.
32/2020 CHALK PIT LANE UPDATE.
There was no progress. Follow up email had been sent but no reply received.
33/2020 DATE OF NEXT MEETING
The next meeting would take place on Monday 2 March 2020.
The meeting was closed at 20.13.