Minutes 8 May 2024 Annual Meeting of Parish Council
FOTHERBY PARISH COUNCIL.
MINUTES OF THE ANNUAL MEETING OF FOTHERBY PARISH COUNCIL HELD ON WEDNESDAY 8 MAY 2024 AT ST. MARY’S CHURCH COMMENCING AFTER THE ANNUAL MEETING WITH PARISHIONERS (STARTED AT 7.08).
Present: Cllr Steve Mansfield (Chair), Cllr Tim Hunter (Vice Chair), Cllr Lee Sutton, and Cllr Kevin Ensell.
In attendance: Mrs Viv Davies (Clerk),
The meeting commenced with an open forum. 9 residents were present.
OPEN FORUM:
The members of the public thanked the parish council for all their work during the year.
67/2024 ELECTION OF CHAIRMAN
Proposed Cllr Hunter seconded Cllr Ensell and approved by all Cllrs to elect Cllr Mansfield as Chairman. Cllr Mansfield signed the Acceptance of Office.
68/2024 ELECTION OF VICE CHAIRMAN
Proposed Cllr Mansfield Seconded Cllr Ensell and approved by all Cllrs to elect Cllr Hunter as Vice Chairman.
69/2024 APOLOGIES FOR ABSENCE
Apologies were received from ELDC Cllr A Hall and Cllr C Chen.
70/2024 DECLARATIONS OF INTEREST – TO BE STATED IN ANY PROPOSITION
There were no declarations of interest.
71/2024 APPROVAL OF MINUTES OF 3.4.24
Cllr Ensell proposed, seconded Cllr Sutton approval of the minutes of 3 April 2024. Cllr Mansfield signed the minutes.
72/2024 CLERKS UPDATE
The chairman and the clerk had applied for funding via ELDC “Grass Roots” to support the purchase of a second SID.
73/2024 MATTERS ARISING FROM ACTION PLAN/MINUTES
There were no matters arising. Cllr Mansfield had been in touch with LCC regarding clearance of the attenuation chamber in Short Lane.
The code for the sandbag store lock was circulated amongst Councillors..
74/2024 FINANCE
Cllr Mansfield had verified the bank reconciliation. Cllrs noted the financial reports. Proposed Cllr Sutton, seconded Cllr Ensell approval of the cheques below.
Chq No.
1388 Bush Landscaping Mowing (paid 6.4.24) £600.00
1389 V Davies Clerk Salary £224.80
1390 V Davies Clerk Expenses + reimbursement £99.86
1391 J Cooper Internal Audit £54.99
1392 Clear Insurance Insurance Renewal £360.66
1394 Bush Landscaping Mowing £600.00
1395 Parish Magazine
Printing Keyhole £122.43
1396 P Brougham Gardening Dock £60.00
Balances
Treasurers Account £13,593.46 of which £209.78 relates to ringfenced account for
Fotherby Common ( 19.4.24)
Business Bank £2,529.86 (9.2.24)
Income
2.4.24 – 5.4.24 Allotment £120.00
19.4.24 HMRC VAT Refund £875.19
19.4.24 Precept £9544.00
75/2023 ANNUAL RETURN 2023-2024
a) To approve Asset Register
Proposed Cllr Mansfield seconded Cllr Ensell and agreed by all Cllrs to approve the Asset Register. The sandbag store had been added.
b)To note the Annual Financial Report. 2023 – 2024
Cllrs noted the Annual Financial Report. Proposed Cllr Ensell, Seconded Cllr Hunter and unanimously agreed by all Cllrs to approve the Annual Financial Report.
c) To note the annual Bank Reconciliation 2023 – 2024
Proposed Cllr Sutton seconded Cllr Mansfield and unanimously agreed by all Cllrs to approve the Annual Bank Reconciliation.
c) To Execute Certificate of Exemption 2023 – 2024
The Parish Council declared itself as exempt from exempt from a limited assurance review under Section 9 of the Local Audit (Smaller Authorities) Regulations 2015. Proposed Cllr Mansfield Seconded Cllr Ensell and unanimously agreed by all Cllrs. Cllr Mansfield and the Clerk signed the certificate of exemption.
d) To Execute review of effectiveness of internal audit 2023 – 2024
Cllrs considered the internal audit. Proposed Cllr, Ensell seconded Cllr Hunter and unanimously approved by all Cllrs to approve the Internal Audit Report. Cllrs noted the point raised by the internal auditor that the clerk pays HMRC income tax on behalf of the Council, and this is then reimbursed. This is done in order that HMRC are paid promptly and to avoid fines being levied. Cllr Ensell suggested that this payment be clearly identified as “Income Tax Paid” and not as “expenses” to avoid any potential confusion in the accounts and therefore repeat challenge by the Auditor.
e) To Execute Annual Governance Statement 2023 – 2024
The Council considered the effectiveness of the system of internal control and prepared the Annual Governance Statement (Section 1 of the Annual Return). Proposed Cllr Ensell seconded Cllr Hunter to approve the Annual Governance Statement.
Resolution
The council approved the annual Governance Statement which was signed by Cllr Mansfield and the clerk on behalf of the Council.
The council approved the annual Governance Statement which was signed by Cllr Mansfield and the clerk on behalf of the Council.
f) To Approve Accounting Statements 2023 - 2024
The council considered the accounting statements (Section 2 Accounting Statements 2023/24). Proposed Cllr Hunter, seconded Cllr Ensell and approved by all Cllrs the approval of the Accounting Statement.
Resolution:
The Parish Council approved the Accounting Statement. The statement was signed by the Chairman and clerk.
g) To Execute the Notice of Public Rights 2023 – 2024
Cllrs resolved that the dates that the public could exercise their rights to view the accounts would be Monday 3 June 2024 to Friday 12 July 2024
h) To note the Variances 2023-24
Cllrs noted the variances and the explanations for the variances between the income and expenditure for 2023-2024 compared to 2022-2023. Proposed Cllr Mansfield seconded Cllr Ensell and agreed by all Cllrs approval of the variances.
I) Summary of Income 2023-2024
Cllrs noted the summary of income.
76/2024 PLANNING APPLICATIONS: TO CONSIDER ANY NEW OR ONGOING APPLICATIONS
There were no planning applications.
77/2024 FLOOD RISK ITEMS:
FIELD DRAINAGE, REAR ALLENBY CRESCENT
A follow up letter would now be sent to the owner of the field at the back of Allenby Crescent since the drier weather to request an update on their progress in organising a contractor to undertake the works to clear ditches and therefore reduce flood risk in the spring.
78/2024. CONSULTATION NATIONAL POWER GRID. CONSULTATION TO ERECT PYLONS.
There was no further information.
79/2024 TO RATIFY SAFEGUARDING POLICY
Proposed Cllr Mansfield, Seconded Cllr Ensell and agreed by all Cllrs to approve the policy.
80/2024 FOTHERBY COMMON:
FOTHERBY COMMON UPDATE
The parishioner who has taken responsibility for the managing the maintenance of the Common requested to stand down from her role. She confirmed that she would happily assist but not in a practical role. Cllr Mansfield would ask for a volunteer in the Keyhole and then consider placing a note on Fotherby social media seeking a volunteer to support in practical aspects; example leading working parties.
APPLICATION FOR LOTTERY FUNDING UPDATE FOR ROAD IMPROVEMENTS
Cllr Ensell had submitted a lottery grant application for the road improvements. The response was a need to complete a formal application. Cllr Ensell aims to complete this by end May.
81/2024 LITTER STRATEGY & FLY TIPPING UPDATE
Cllr Ensell had developed a good relationship with the ELDC cleansing team in supporting the litter strategy across the parish. Thanks were given to Cllr Mossop for chasing up the progress of incidents of fly tipping. A constructive response had been received from the Assistant Director outlining progress on the 3 fly tipping incidents where witness statements had been provided:
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N. Elkington Lane 2022: the perpetrator was identified, interviewed under caution and a formal warning issued.
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Short Lane West 2022: the perpetrator could not be identified, and the case was closed.
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Little Grimsby Lane 2023: this case remains open and being investigated by the Environment Enforcement Team.
The Assistant Director also confirmed that their process had been changed to ensure anyone who submits a witness statement confirming location and addressee of likely perpetrators will receive feedback on the case. Cllr Mossop welcomed this improvement to encourage witnesses to come forward.
Cllr Ensell had been liaising with Cllr Hall to ask LCC Highways to reconsider their decision not to erect a gate at Short Lane West. This would prevent persistent littering and fly tipping risks at the turning point.
82/2024 VILLAGE ASSETS
GRANT FOR AN ADDITIONAL SID.
Cllr Mansfield and the clerk had submitted a grant application for a further SID.
DOG BIN CLOSE TO MAWER'S FARM, PEPPIN LANE.
The chairman had written a letter to chase up the cleansing department to request a larger dog waste bin.
Cllr Mansfield had asked allotment holders if they were interested in relocating and using the disused parish shed currently sited in the churchyard. If there was no interest from allotment holders, this would be advertised on the community page.
83/2024 DATE OF NEXT MEETING
The next meeting will take place on Monday 3 June. 7.30 pm.