9 May Annual Parish Council Meeting
BILSBY & FARLESTHORPE PARISH COUNCIL
DRAFT MINUTES OF THE ANNUAL MEETING OF THE PARISH COUNCIL
HELD ON 7 MAY 2024 IMMEDIATELY FOLLOWING THE ANNUAL PARISH MEETING
AT HOLY TRINITY CHURCH, BILSBY
Present: Cllrs E. Cooper (Chair), D Morley (Vice Chair), N. Gaston, A. Carolan, J. Hudson & K Culley (Parish Clerk)
Also present: Cllr S Devereux (ELDC). No members of the pubic were present.
Apologies: Cllr N Simmonds. Cllrs C Matthews (LCC) and G Marsh (ELDC)
1. Election of Chair and receive Chair’s Acceptance of Office
It was proposed, seconded and agreed to appoint Cllr A Carolan as Chair for 2024/2025. He signed his Declaration of Acceptance which was countersigned by the Clerk as Proper Officer.
2. Election of Vice Chair and receive Acceptance of Office
It was proposed, seconded and agreed to appoint Cllr N Gaston as Vice Chair for 2024/2025. He signed his Declaration of Acceptance which was countersigned by the Clerk as Proper Officer.
3. APOLOGIES
Apologies were received from Cllr N Simmonds. Cllrs C Matthews (LCC) and G Marsh (ELDC) also sent apologies.
4. DECLARATIONS OF INTEREST
All councillors present had declared a pecuniary interest in item 13 and been granted a dispensation by the proper officer in accordance with the council’s standing orders.
5. MINUTES OF THE MEETINGS HELD 7 MARCH 2024
It was resolved to approve as minutes the notes of the meeting held 7 March 2024, following an amendment to item 82 to read ‘Go offshore’ not ‘No substations’. These were signed as amended by the Chair.
6. TO RECEIVE ANY UPDATES FROM THOSE MEETINGS
a) District Councillor Grant towards commemoration plaque for church gates – Cllr Devereux confirmed the District councillors could award grants for specific projects once they had been costed out. She would send the appropriate forms to the clerk. The Council resolved to request funding for two projects. 1. Another Speed Indicator Device to save moving the current one around the parish. Clerk to cost up. 2. A plaque to commemorate 80 years of peace. Clerk to write to local schools asking if the children would like to enter a competition to design it. Clerk to get costings for such a plaque.
b) Banners – Cllr Cooper confirmed 5 out of the 6 banners purchased had now been placed out.
c) Barclays Bank – The clerk has received two letters from Barclays that afternoon, but addressed to an ex councillor, stating they were still investigating the complaint.
d) Parking outside houses opposite Bilsby Garage – This matter has been investigated by the Council and District Councillors who confirmed the lay by in question was part of the public highways.
7. TO RECEIVE ANY GENERAL UPDATES FROM LCC AND ELDC REPRESENTATIVES
Cllr Devereux (ELDC) informed the meeting that there were no new updates but that they kept the Parish Council informed as and when things happened.
8. FINANCIAL:
a) Council received and approved the end of year financial statement
b) Council approved the following 23/24 year Audit forms:
(i) The Governance Statement which was signed by the Chair and RFO
(ii) The Chair signed the Certificate of Exemption
(iii) The Accounting Statement
(iv) The Auditor’s report
c) Council noted the precept received - £3,800
d) It was noted Cllr Hudson had reimbursed expenses agreed 7 March 24 for £20.25
e) The following payments were approved:
i) Clerk’s salary and expenses – £169.74
ii) HMRC payment – £7.40
iii) Cheque paid out to Lincs Printing for the banners - £152.40
f) Annual Insurance Premium - £214.00. The clerk informed the Council a quote for an online blanket style cover, as opposed to a tailored quote, with the same insurer, was over £40 cheaper. The Clerk was satisfied it would cover the Council’s needs as there are no monuments or other large assets to consider. Council resolved to accept this option.
g) Council approved a grant request from Farlesthorpe Church for £200
h) Council resolved to open a new bank account with Unity Trust to include a £6 per month current account and a savings account currently earning 2.75% interest.
9. REVIEW OF ALL POLICIES AND PROCEDURES:
Council resolved to review the policies at the next meeting once the Financial Regulations could be updated in line with the new policy just released.
10. CO-OPTION
Council noted there were two vacancies on the Parish Council and so a need to co-opt new members. It was resolved the clerk would design a poster for advertising out on the noticeboards and website. The Councillors could also post these whilst out hand delivering letters. The clerk to ask the Farlesthorpe resident, when sending grant cheque, if they have someone who would be a councillor for Farlesthorpe as they currently have no spokesperson.
11. CORRESPONDENCE: Council received and noted the following correspondence:
a) National Grid – Grimsby to Walpole
a. S172 letter from National Grid
b. Responses to our letters from:
i) DEFRA
ii) DESNZ
iii) Victoria Atkins – Council resolved the Clerk should write to ask why she did not attend the Parliamentary debate on the subject.
b) LCC response to NG proposals.
12. PLANNING
The following planning applications were discussed:
a) N/016/01778/23 Barn Adjacent Hollutrix Farm, Thurlby Road, Bilsby -Erection of detached dwelling incorporating the change of use of part of the existing barn. It was noted the plans for this application had been improved. Cllr Cooper commented that it would be difficult enough for the applicant with the proposed substation next door. It was resolved no comment would be made on the revised application.
b) EC/016/00588/22 Eversleigh. Council noted this matter was still ongoing with no deadlines set.
c) N16/733/23 – Erection of two houses adjacent Jasmine Cottage, Alford Road. – Cllr Devereux to chase this matter up and contact the Clerk.
13. EASTERN GREEN LINK 3 (EGL 3) AND EASTERN GREEN LINK 4 (EGL 4) public consultation on early-stage proposals
After discussion of the matter it was resolved to hold a public meeting on a separate evening to the Parish Council meeting so that guest speakers could be invited and the public be given plenty of chance to have their say. A provisional date was discussed for early September when it is hoped work on the church would be completed. It was resolved to invite our MP Victoria Atkins, Lincolnshire County Councillor, Andy Roberts and someone from the No Pylons Group.
14. OUTER DOWSING
Councillors had noted that the Parish Council are no longer part of the statutory consultation process as the project will not cross into the parish boundary but still wish to be kept updated on the project.
15. LINCOLNSHIRE MOVES SURVEY
There was no process for the Parish Council to respond in theorown right but individuals could until the extended deadline for the survey of 17 May 2024.
16. CLOSED SESSION
It was resolved Council would move into closed session to consider the following confidential staffing matter in accordance with the Public Bodies (Admission to Meetings) Act 1960. Councillor Sarah Devereux left the meeting at this stage.
17. TO DISCUSS FREQUENCY OF PAYMENT OF CLERK’S SALARY
It was resolved to pay the clerk monthly and to amend the employment contract to this effect so payments could be made in line with the Parish Council’s Standing Orders.
18. TO MOVE INTO OPEN SESSION
Council resolved to go back into open session.
19. ANY OTHER MATTERS/ITEMS FOR NEXT AGENDA
Council Policies and Employment Policies
20. TO CONFIRM DATE OF NEXT MEETING
11 July 2024
Meeting closed at 20.40 Hours