2018 Parish Council Minutes

Minutes of the Saltfleetby Parish Council Meeting held on Tuesday 4th September 2018,

which started at 7pm at the Marshland Community Centre

Present:                          Cllr Dover                    LD            Madam Chairman

                                             Cllr Harrison              SH                                                                                       

                                             Cllr Rick Smith          RAS

                                             Cllr Stapleton             BS

                                             Cllr S Dykes                SD                                                                                       

                                             Cllr S Clark                  SC

                                             Cllr Robin Smith       RS

                                             Cllr D Lowcock         DL                                                                                

                                             Mrs C Owen - Clerk

Meeting commenced at 7pm.

Madam Chairman sincerely apologised to Mr Chapman for the serious error in the agenda, where an amount of money is stated.

There were 2 members of the public present at the meeting. There was a question raised around the maintenance and future use of the Red BT Telephone boxes. There was a brief discussion about putting footpath information in one and possibly another defibrillator in the other. It needed a cost of refurbishment first and then decisions on use. There was a suggestion that maybe one could be sited near All Saints Church and the other in the grounds of Marshlands Community Centre. It was commented that this would be discussed in more detail in agenda item 14. The resident commented that he would like to see them ‘done up’.

Statutory proceedings commenced at 7.02pm

00858   Apologies for absence – No apologies for absence, Cllr McNally will be attending later.

00859   Minutes of the Parish Council Meeting held on 7th August 2018 had been circulated. It was resolved to accept the minutes p SH, s RAS. The minutes were duly signed by the Madam Chairman. 

00860   Minutes of the EK Funding Panel Meeting held on 7th August 2018 had been circulated. It was resolved to accept the minutes of this meeting, p SH, s RAS. The minutes were duly signed by the Madam Chairman.

00861   Declarations of Interest – None.

00862   District/County Councillor Reports – Cllr McNally will be here later and Council will accept his report at this time.

00863               Councillor Vacancies – No requests for co-option onto the Parish Council for the three current vacancies.

00864   Financial Matters –

a. Accounts to be paid/authorised

• Clerk’s salary and expenses for August 2018 including HMRC payment. It was resolved to authorise these payments, p RAS, s BS.
• MA Chapman Inv 1543 dated 3rd July 2018, for hiring of hydraulic breaker for removal of BT Telephone Box - £81.43. It was resolved to authorise this payment, p BS, s RAS

b. Quotation for flailing costs – proposal to discuss in closed session, p, SD, s BS.

c. Monthly Councillors Report – For the month up to August 2018 was presented by the Clerk to the Council. It was resolved to accept the report, p SD, s DL.

d. Bank Reconciliation and Income & Expenditure Report to 31st July 2018 – was presented by the Clerk to the Council. It was resolved to accept the report, p RAS, s SD.

00865   EK Financial Matters –

a. Accounts to be paid/authorised

• Administrators salary for August 2018. It was resolved to authorise for payment, p SH, s BS.
• Newsletter costs: £70 to G Harris for editing; £85 to The Warple Press for printing. It was resolved to authorise these for payment, p SH, s SD.

Cllr McNally entered the meeting at 7.45pm

Item 00862 was now covered. Cllr McNally apologized for being late and stated that there had been no meetings over the summer break to report. Highways have launched a Fixmystreet App where the public can log highways issues. This is in addition to the online portal. It was mentioned that there are still major issues with North End Lane and Three Bridges Lane where there remain large dips in the road. Cllr McNally commented that he is still waiting for confirmation of a date in September/October for the LCC Highways ‘walkabout’. He confirmed that the footways (road side paths) would also be looked at at the same time.

Cllr McNally informed the Council that there were still Councillor grants available for up to £250 for this financial year. He provided an application form to the Clerk.

00866   Policies – the following policies/documents were considered for approval:

• Risk Assessments (Clerks Office, Defibrillator, Flailing, Grass Cutting, St. Clements Churchyard, Volunteers), p SC, s RAS
• Data Map for GDPR, p SC, s RAS
• Standing Orders – to be added to the next agenda as more amendments required due to LALC updates
• Safeguarding Policy, p SD, s RAS

All the above policies, apart from Standing Orders were approved.

00867   Potential Lease on Marshlands Community Centre – It was reported that Louth Town Football Club are happy to proceed and an estimated lease/rent would be between £3k - £4k per annum. The AGM for the Trustees for the Marshlands is on 12th September 2018 and any decisions will be minuted. It was re-iterated by Madam Chairman that any legal costs incurred would be reimbursed by the Council. There is a requirement for a business case and then this would be presented to the residents of the village for any final decisions to be agreed.

00868   Saltfleetby Village Newsletter – It was reported that owing to the resignation of the Editor the Council are looking for someone to compile the future editions of the village newsletter. Options are currently being explored.

00869   St Clements – It was reported that it is still proving a challenge. No quotations have yet been received by the Clerk. The contractors will be contacted and this will be added to the next agenda. Another contracted was discussed and will be contacted.

00870   Grass Cutting – The Clerk reported that only one contractor had provided a quote for the work required and that two further quotes were needed. Another contractor was suggested and will be contacted. This will be added to the October agenda for further discussion.

00871   BT Telephone Box – The maintenance of the boxes was discussed. It was noted that the first box is in better condition (1 pane of glass damaged and needed a coat of paint). This box could be sited on Mr Chapmans land and potentially used for village information. Box 2 will require more maintenance and needs to be fully assessed. This box could be sited at Marshlands Community Centre. Cllr Robin Smith offered to get costings for the repair of both BT boxes and investigate the work required for the second box. He will report at the October meeting. 

00872   Tommy Statue – Further to the meeting on 7th August, it was discussed further and resolved that the Parish Council would purchase a statue out of general reserves. Payment was pre-authorised due to timescales (the statue needs to be in-situ by Remembrance Day in November). Cllr Clark will contact the supplier and arrange the order, p SD, s SC. Voting was 6 in favour and 1 abstention.

00873   LALC AGM – This item is to be added to the next agenda as there is still no information on the guest speakers in attendance. The cost for 2 Cllrs to attend was pre-authorised due to timescales.

00874   Reports from outside bodies – None to report.

00875   Correspondence – The Clerk reported that there was a Local Council Networking Day on 27th September 2018. SH was already attending as a District Councillor.

The Clerk reported that she had received a letter from HMRC regarding VAT126 Claim. The Councils claim has been selected for verification. She will keep the Council informed of any information.

00876   Councillor Reports – It was reported that no quotes have been received for the potential new village signs. Two Companies have been approached and BS will follow up with these suppliers. The Clerk is to forward the details of a supplier in Clerk and Councils Direct magazine to BS.

It was reported that tyres have been dumped in the dyke at the s-bends to the west of the village. There are also similar reports at North End Lane and Swallow Gate. It was suggested that Crime Stoppers could be contacted to report and also East Lindsey District Council on 01507 601111 (customer services).

00877   Parish Clerks Report – Nothing more to add.

00878   Items for the Next Agenda:

• Speed Signs
• St Clements lych-gate
• Grass cutting quotes
• Parish Plans, Emergency Plan
• Standing Orders
• LALC AGM

LD provided her apologies for absence from the Parish Council Meeting on 2nd October.

The meeting closed at 9.12pm.  Next Parish Council Meeting Tuesday 2nd October 2018 at 7.00pm

Chairman         …………………………..............                        Date     ………………………..

Clerk                   ……………………………………                       Date     ………………………..