Fotherby Parish Council
Minutes of a meeting of Fotherby Parish Council held on Monday 7 October 2019 in St Marys Church
Present: Cllr T French (Vice Chairman and Chairman of this meeting), Cllr L Sutton, Cllr T Hunter, Cllr T Wait
In attendance: Cllr E Mossop (ELDC), Mrs V Davies (clerk),
Four parishioners were present.
1. Apologies for absence.
Apologies were received from Cllr T Giles (Chairman), and Cllr Bridges
2. Open Meeting
The Chairman opened the meeting for public participation.
Parishioners raised the following: -
Overgrown trees (Bemrose Oaks). This had been reported to highways.
Overgrown hedge on the Ludborough Steam Railway line. Action: Clerk to write to railway association.
Meeting with Housing Association regarding Allenby Close/Allenby Crescent. This would be discussed at the agenda of the next meeting.
Highways Issue. Sump at the top of Short Lane needs strimming. This is the run off from the by-pass. Action: Clerk to raise the issue with highways.
There being no further business, the Chairman closed the meeting for public participation.
3. Declarations of interest.
There were no declarations of interest.
4. To approve the Minutes of 2.9.19
Cllr Sutton proposed, Cllr Hunter seconded, and the Parish Council unanimously approved the minutes. Cllr French signed the minutes.
5. Budget Review
The Chairman had conducted an in-depth analysis of the finances. The clerk read out the report.
The position as at the last approved cheque run is that the Parish Council is likely to use funds from our contingency allowance. The items which were unforeseen are;
ELDC Election Expenses £48.50
Use of the School Room £8.00
LALC £27.09
Clerk additional work and expenses £432.02
Total £515.61
Our Contingency Fund is £2,700 so we are effectively within budget at this time, however one non-recurring item for Elections - £2,100 - was not taken up, so we effectively have a sum of;
Contingency £2,700.00
Less Elections £2,051.50 (£2,100 minus £48.50)
Balance £648.50 of which £515.61 has already been used leaving a buffer of £132.89.
When a budget is formulated for next year it is recommended that the Parish Council identifies the following three budget items;
Operational Budget - day to day expenditure
Contingencies - what we cannot predict but believe on the balance of probability may occur Retained Funds - as a proportion of the Precept.
6. Village Maintenance/Risk Management
Cllr Hunter had repaired the Fence assisted by Cllr French. Thanks were given to Mr Hunter and Mr French. The Parish council unanimously approved the reimbursement of the costs of the fence repairs. (£32. 78)
The bench at Allenby Crescent had been cleared.
The chairman had conducted a preliminary inspection of the Bus Shelters and Noticeboards. The clerk read out the report.
Bus Shelters
Opposite Dennis. No issues but tubs are a bit dry.
Allenby South - Just edging strip loose on one corner
Allenby North, minor fire damage
Dock, two new windows and facia edging needed. (One pane of perspex has been replaced)
Main Notice Board needs painting.
Risk Management. It was proposed that Cllr Sutton would work through the Health and Safety template to formulate a Health and Safety Policy. Action: Cllr Sutton.
A village walk around would be arranged in the Spring.
A new lock had been fitted into the notice board. The Parish Council unanimously approved the cost of the lock £5.32. This was included within the clerk’s expenses.
The clerk had contacted highways regarding the Branch hanging over the footpath by Whyte Lodge, Main Road.
The clerk had also written to other residents asking them to cut back hedges.
7. Village Signage
The clerk had contacted Lincs Highways regarding erection of a wild fowl sign. They had responded that they are not able to fund wildlife signs. The clerk had contacted highways to ask for permission for the Parish Council to erect a sign. Action: Clerk. The Parish council would decide at a future meeting whether to pursue this or not and/or to seek sponsorship.
The clerk had contacted highways, the county councillor, and the Road Safety Partnership for advice regarding reducing speed in Peppin Lane. Action: Clerk to contact highways to ask if the 30mph could be reinforced with 30mph repeater signs.
The clerk had been in contact with highways regarding painting lines at the bus stop. Action: Cllr Mossop would be in contact with Councillor Bridges.
8. Clerks update
The clerk reported updates within the Trees/Footpaths and Village Signage section of the minutes.
9. Finance
To Agree cheques for payment
It was proposed (Cllr Sutton) seconded (Cllr French) and unanimously resolved that the following invoices be authorized for payment.
Clerk salary £218.70
Clerk Expenses September £32.13
Bush Landscaping £480.00
T Hunter £32.78
Councillor Waite had verified the bank statements and signed the bank reconciliation.
10. Report from Countryside Access Volunteer
The clerk would include the report within the minutes and in future read out the report to the meeting. The following report had been received from the Countryside Access Volunteer.
All RoWs in the Fotherby & Utterby area are currently in good condition, thanks in part to latest mowings, local cut backs, and harvesting, but soft going in places due to heavy rain.
“1st pass” field reinstatements still awaited for BW and FP from Grove Farm Utterby toward Covenhams. LCC made ware.
Be aware of bull (Belgian Blue beef?) with cows & calves, in field adjacent to Covenham St Mary. It is permitted, but no warning signs on stiles at either end.
Tree now fully removed on footpath from Ackthorpe Lane to Fanthorpe Lane
It would appear landowner accepts state of stile on Fotherby Common to North Elkington footpath. So care when negotiating and feedback welcome.
Further promoted or suggested local walking/riding routes can be provided upon request.
The Parish council thanked Mr Presgrave for his report.
11. Policies/Procedures Review Update
The Freedom of Information policy had been amended to reflect that the Parish Council would only answer specific requests.
The Financial procedures had been amended to reflect the clerk is the Responsible Financial Officer. The policies would be emailed to Councillors for approval.
Cllr French would develop an Assets Policy. Action: Cllr French.
Risk Management. It was proposed that Cllr Sutton would work through the Health and Safety template to formulate a Health and Safety Policy. Action: Cllr Sutton.
The following policies would be reviewed at the next meeting (or as soon as practicable).
Standing Orders
Financial Regs
Risk Management
Complaints Procedure
Safeguarding
12. Trees Footpaths
Cutting back of Tree by The Moorings. The most economical quote had been received from A Scholes (£350 plus VAT.) This quotation had been accepted.
13. Agenda Items for the next meeting.
Planning Applications.
The meeting was closed at 19.45.