FOTHERBY PARISH COUNCIL.
MINUTES OF THE ANNUAL MEETING OF FOTHERBY PARISH COUNCIL HELD ON MONDAY 15 MAY 2023 AT ST. MARY’S CHURCH.
Present: Cllr S Mansfield (Chairman), Cllr T Hunter, Cllr K Ensell, and Cllr L Sutton, Cllr C Chen.
In attendance: Mrs V Davies (Clerk) ELDC Cllr Mossop.
The meeting commenced with an open forum. 4 residents were present.
OPEN FORUM
There were no comments.
57/2023 TO ELECT A CHAIRMAN
Proposed Cllr Hunter seconded Cllr Ensell and unanimously approved by all Cllrs to elect Cllr Mansfield as Chairman. Cllr Mansfield signed the acceptance of office.
58/2023 TO ELECT A VICE CHAIRMAN
Proposed Cllr Mansfield seconded Cllr Sutton and unanimously approved by all Cllrs to elect Cllr Hunter as Vice Chairman.
59/2023 APOLOGIES FOR ABSENCE
All councillors were present.
60/2023 DECLARATIONS OF INTEREST – TO BE STATED IN ANY PROPOSITION
There were no declarations of interest. Cllrs had completed their declarations of interest upon acceptance of office.
61/2023 APPROVAL OF THE MINUTES OF 3 APRIL 2023.
Cllr Hunter proposed, seconded Cllr Ensell approval of the minutes of 3 April 2023. Cllr Mansfield signed the minutes.
62/2023 CLERKS UPDATE.
Cllrs had completed their acceptance of office forms prior to participating in the meeting. Cllrs had also completed their declarations of Interests forms and Declaration of Expenses incurred forms which would be posted to ELDC.
63/2023 MATTERS ARISING FROM THE ACTION PLAN
Cllr Ensell had updated the action plan. The contents were noted as being accurate.
Thanks to Cllr Mossop for donation of the snow drops.
The Parish Council is awaiting the road specification for the Fotherby Top Road.
Cllr Mansfield had contacted the field owner regarding drainage across the field at the rear of Allenby Crescent affecting gardens with surface water run-off after heavy rainfall.
Cllr Sutton would obtain a quotation for a rubbish bin to be sited near Styles.
64/2023 FINANCE
Proposed Cllr Sutton seconded Cllr Ensell approval of the cheques below:
1337 BHIB Insurance £348.03
1338 J Cooper Internal Audit £45.00
1339 V Davies Clerk Salary £186.50
1340 V Davies Clerk Expenses £91.29
1341 Bush Landscaping Mowing £930.00
1342 PMP Printing Keyhole £116.95
Balances. Treasurers Account £14,160.76 (20.4.23), of which £209.78 is ring-fenced for Fotherby Common
Business Bank Account £2505.95 (31.3.22)
Cllr Mansfield had verified the bank reconciliation.
Income
4.4.2023 £9089.00 Allotment
4.4.2023 £90.00 Allotment
11.4.2023 £1.59 Lloyds Bank Interest
Monthly Financial reports were not submitted to this meeting.
TO APPROVE ANY OTHER EXPENDITURE SUPPORTED BY A SUCCESSFUL
PROPOSAL
Cllr Ensell has investigated the costings for litter signs. These are temporary, moveable verge signs to remind motorists that Fotherby is a litter-free village and to ask for their support not to throw litter from their vehicles. Proposal is to site these on the three approach roads into and out of the village plus in the lanes west of the A16 around Fotherby Top approach. Proposed Cllr Mansfield, seconded Cllr Sutton and unanimously agreed by all Cllrs approval of expenditure to purchase litter signs at a cost £190.64 plus VAT. This expenditure would be out of contingency Funds. Cllr Ensell to confirm the quotation and amend addressee.
65/2023 ANNUAL RETURN FOR THE YEAR ENDED 31 MARCH 2023.
a)To note the Annual Financial Report. 2022 – 2023
Cllrs noted the Annual Financial Report. Proposed Cllr Mansfield, seconded Cllr Hunter and unanimously agreed by all Cllrs to approve the Annual Financial Report.
b) To note the annual Bank Reconciliation 2022 – 2023
Proposed Cllr Sutton Seconded Cllr Hunter and unanimously agreed by all Cllrs to approve the Annual Bank Reconciliation.
c) To Execute Certificate of Exemption 2022 – 2023
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 Chen, seconded Cllr Sutton and unanimously agreed by all Cllrs. The declaration was signed by the Chairman and the clerk.
d) To Execute review of effectiveness of internal audit 2022 – 2023
Cllrs considered the internal audit. Proposed Cllr Mansfield, seconded Cllr Ensell and unanimously approved by all Cllrs to approve the Internal Audit Report.
e) To Execute Annual Governance Statement 2022 – 2023
The Council 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 Mansfield and the Clerk on behalf of the Council.
The council approved the annual Governance Statement which would be signed by Cllr Mansfield and the Clerk on behalf of the Council.
f) To Approve Accounting Statements 2022 - 2023
The council considered the accounting statements (Section 2 Accounting Statements 2022/23). Proposed Cllr Sutton, seconded Cllr Ensell 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.
g) To Execute the Notice of Public Rights 2022 – 2023
The dates that the public could exercise their rights to view the accounts would be Monday 5 June 2023 to Friday 14 July 2023
h) To note the Variances 2022-23
Cllrs noted the variances.
I) Summary of Income 2022-2034
Cllrs noted the summary of income.
66/2023. PLANNING
As discussed in the open meeting there was an appeal submitted for planning application N052/02126/2. Land at rear of Styles Furniture, Main Road, Fotherby.
Discussion took place regarding the planning conditions relating to Planning application N/052/01958/16 & N/052/00676/17 residential properties in Peppin Lane Fotherby.
67/2023. FOTHERBY COMMON UPDATE
There was no further update.
68/2023 LITTER STRATEGY
Thanks were given to Cllr Ensell in continuing to press external agencies for support to help minimise litter in the village and for ongoing litter picking by the various volunteers across the village. The village is substantially litter-free now, but efforts must continue to prevent a reversal of standards.
There were now 10-12 volunteers litter picking. There had been many positive comments from parishioners regarding the improvement to litter issue.
There had been no response from the fast-food outlets (McDonalds, Starbucks & KFC) at the industrial park to confirm their policy in educating their customers not to drop litter on leaving their premises. The Council noted their disappointment that no fast-food outlet chose to respond despite two attempts to engage. Cllr Ensell had written to the Police Commissioner regarding the amount of alcohol litter in lanes around Fotherby.
As discussed in 64/2023 Cllr Ensell had investigated the costings for litter signs and would order the signs following confirmation of pricing.
70/2023. FOTHERBY TOP ROAD
It was proposed that Cllr Ensell, Cllr Chen, and Cllr Sutton would work together on submitting the grant applications. It was noted that grant applications would require the support of the parish and it was proposed that a questionnaire would be included in the Keyhole as a flyer.
71/2023 VILLAGE ASSETS
Cllrs Mansfield had contacted Louth Interskill for an updated quotation for No 4 shelter by the dock and shelter No 2 near Allenby Crescent. There had been a leak at bus shelter 3 and Cllr Manfield had asked Louth Interskill to include this in the quotation. Cllr Mansfield would chase the quotations.
72/2023 TO RATIFY STANDING ORDERS
Proposed Cllr Sutton, seconded Cllr Mansfield to ratify the Standing Orders.
73/2023 UPDATE ON S.I.D.
Cllr Sutton was asked about progress in repairing the SID. Cllr Sutton had chased the repairers of the SID but contact with them was challenging as they are a very small business. A further chase would be made in an attempt to restore the working SID in the village.
74/2023. DATE OF NEXT MEETING
The next meeting will take place on Monday 5 June 2023.