May 16 2024 - Annual Meeting of the Parish Council - Minutes
MINUTES OF THE ANNUAL MEETING OF THE PARISH COUNCIL OF FENTON & TORKSEY LOCK,
held on Thursday 16 May 2024, following the APM,
at Kettlethorpe Village Hall.
PRESENT: Cllr I B Smith (Chair), Cllr D Buck, Cllr A Woods, DCllr R Pilgrim* part meeting.
Also present: Ruth Keillar (Clerk).
2 Members of the public
The meeting commenced at 19:18.
Outgoing Acting Chair Cllr A Woods welcomes everyone to the meeting and opened with the first item to appoint a Chair and Vice-Chair for the coming year.
1062 Election of Chair and receive Declaration of Acceptance of Office.
It was proposed by Cllr D Buck seconded by Cllr A Woods and it was RESOLVED that Cllr I B Smith be appointed Chair for 2024-25.
1063 Election of Vice Chair and receive Declaration of Acceptance of Office.
It was agreed that this appointment be deferred at this time and may be added to a future agenda.
1064 To receive apologies and reasons for absence.
None received.
1065 To receive Declarations of Interest on any item on the Agenda.
Members may make any declarations of interest at this point but may also make them at any point during the meeting.
None received.
1066. To resolve to suspend the meeting to allow no more than 15 minutes of public forum.
2 members of the public were present, no questions or comments were made.
1067. Notes of the Parish Council meetings:
Notes of the Parish Council meeting held on 24 April 2024 to be approved and signed as minutes.
It was proposed by Cllr D Buck seconded by Cllr I B Smith and it was RESOLVED to approve the notes of the Parish Council meeting held on 24 April 2024 and these were duly signed as minutes.
1068. To receive reports from Police with crime information.
It was noted that no new crime information had been published on the police website.
1069. Planning Matters.
Received 13/05/2024
PROPOSAL: Application for approval of reserved matters considering access, appearance, landscaping, layout and scale following outline planning permission 140259 granted 30 December 2019 to erect 5no. dwellings being variation of conditions 2 of planning permission 141731 granted 12 November 2020 - amend plot 2 roof materials, being variation of conditions 2 of planning permission 148016 granted 19th April 2024 - amend plot 2 roof materials and include 20 roof solar panels
LOCATION: Land off Newark Road Torksey Lock Lincoln LN1 2EJ
APPLICATION TYPE: Reserved Matters Application
APPLICATION CATEGORY: Minor Dwellings.
No comments.
1070. Parish News Bulletin.
To receive any feedback and to consider any action for the next issue.
It was noted that there had been no news bulletins produced, and this item is deferred to the next meeting.
1071. To consider Training arrangements for Cllrs.
To receive any feedback on training attended.
a) Chair/Clerk training had been booked for 28/05/24 at Welbourn VH, 10am 4pm. It was noted that the attendee Chair would be amended from Cllr A Woods to Cllr I B Smith.
b) Chairs Workshop will be booked for 4 June, via Zoom, 18:00 21:00, for Cllr I B Smith
c) Councillor introduction/refresher was suggested for Cllr D Buck however the date is not suitable, therefore this will be deferred to a future time.
1072. Clerks report.
a) Engagement survey deadline extended to 17/05/2024. Circulated to all 25/04/2024.
b) Grass-cutting costs for additional works have not been sought as yet, following a request from a member of the public at the previous meeting, which the PC agreed to investigate.
c) Website analytics are available to view on the PC website HERE.
d) LALC Summer Conference. Wednesday 24th July at Belton Woods Hotel,
Belton, Grantham, Lincolnshire, NG32 2LN. Cost 25 (tbc) + travel. It was agreed that the Clerk attend and costs to be shared with Leadenham PC.
e) One Earth Solar Farms letter received 15/05/24. It was agreed that the Clerk scan/copy to all members and that the Action Group co-ordinator be contacted to enquire if Fenton and Torksey Lock Parish Council members could join.
1073. Financial Matters
a) To approve the Statement of accounts and bank reconciliations to date.
To approve the Statement of accounts and bank reconciliations as at 11/05/2024.
The RFO reported balances as at 11/05/2024:
i. Lloyds Current Account (49206968) 8,563.93
ii. Lloyds Bus Savings A/C (55156860) 16,443.29
iii. Equals Account (31615978) 200.00
Total 25,207.22
Includes Interest accrued April/May 34.50
Payments received, included in balances: NIL
Payments received, excluded from balances: NIL
Transfers:
26/04/2024 - From Current Account (49206968) to Equals A/C (31615978) 136.13
To note any approved payments made between 20/04/2024 - 11/05/2024:
To note expenditure against budget at 11/05/2024:
It was proposed by Cllr I B Smith seconded by Cllr D Buck and it was RESOLVED that the statement of accounts be approved.
For note only.
CIL funds. April 2023 742.74
b) AGAR 2023-24.
It was proposed by Cllr I B Smith seconded by Cllr D Buck and it was RESOLVED that the AGAR be approved for submission by the deadline of 01/07/24.
i. Exemption Certificate. RFO and Chair to formally sign and date, noting Minute reference 1073 b) i.
ii. Annual Internal Auditors Report.
iii. Governance Statement. Chair and Clerk to formally approve and sign, noting the minute reference 1073 b) iii.
iv. Accounting Statement. Signed and dated by the RFO prior to presenting for approval. Chair to formally approve and sign, noting the minute reference 1073 b) iv.
v. Notice of Public Rights will be posted onto the website for at least 30 working days.
vi. The above and the following additional completed documents will be posted onto the PC website:
a. Bank Reconciliation
b. Explanation of Variances
c. Expenditure of 100 and over.
d. Asset list to 31/04/2024
1074. Policy Review
It was proposed by Cllr I B Smith seconded by Cllr D Buck and it was RESOLVED that the following General Policies be re-adopted:
i. Standing Orders
ii. Financial Regulations
iii. Audio Recording at Meetings
iv. Communications Policy
v. Complaints Procedure
vi. Data Protection Policy
vii. Model Publication Scheme
viii. Social Media Policy
ix. Code of Conduct
x. Co-option policy
xi. Volunteer Policy
It was noted that a paper copy of the SOs be sent to Cllr D Buck.
1075. Highways Matters.
Updates on the following items have been requested from Cllr Butroid
a) Footpath maintenance - Torksey Lock.
b) New Footpath - Torksey Lock.
c) Enhanced crossing of A156 - Torksey Lock. It was noted that Highways are cutting back the grass to reinstate the hard standing area in the middle of the road. It was agreed that the Clerk check that the works will also include the bus-stop side of the highway.
d) Traffic calming measures on Maltkiln Road, Fenton. (see next agenda item).
e) Bollard issue at Torksey Lock. It was noted that this had been reported on fixmystreet and also by the Highways crew working on item c). It was agreed that the Clerk continue to follow this up.
1076. Speed Reduction and Limits within Parish.
To consider pursuing any of the suggestions put to the Parish Council for the purpose of reducing speeding:
a) Traffic calming/Speed reduction bumps. It was agreed that this item be disregarded at this time and removed from further agendas.
b) One way system. It was agreed that this item be disregarded at this time and removed from further agendas.
c) Speed Indicator Device (DCllr R Pilgrim has provided information about costs). It was agreed that further investigation be carried out, with costs and logistics for consideration at the next financial year. Any updates can be reported, if applicable.
d) Card-Cops It was noted that it had been previously unanimously resolved to purchase x 4 at minute 1036 and re-discussed at the last meeting. It was agreed that Cllr I B Smith take further advice regarding this item.
e) Police presence. It was noted that the information from the member of the public at the previous meeting, regarding a relative who is a serving officer, could not be accepted as an official police action, due to the informal suggested arrangement, which would have no official bearing on any findings. It was agreed that this item be disregarded at this time and removed from further agendas.
f) Planters at the entrance to the parish. It was agreed that this item be disregarded at this time and removed from further agendas.
g) It was noted that Volunteer member(s) requested to carry out initial feasibility study to include type of item, purchase prices, civils works foundations and surface finishing, installation, locations, Highways approval and other permissions, affected residents, any impact on emergency services plus anything else that can be considered relevant eg availability of grants. It was agreed that this was now relevant only to a SID.
h) It was noted that the Clerk had contacted LCC Highways and LRSP regarding these suggestions (10/05/2024), no response received as yet.
1077. Speedwatch (CSW).
To receive any updates regarding the Speedwatch scheme and to consider any action.
Cllr I B Smith reported that he had x3 new volunteers and was in the process of arranging training.
1078. Notice Boards further works.
To consider over-painting the wood on the newly repaired notice boards, which have a treated preservative finish guaranteed for 20 years.
It was noted that Cllr I B Smith is to chase up the contractor currently working on the Fenton notice board, to establish the status of the works.
It was noted that re-caulking is required in some parts of the board.
It was agreed that re-painting tanalised treated wood would be unnecessary effort and cost.
1079. Bench at Torksey Lock further works.
To consider a re-working of the groundworks to improve the installation. Cllr I B Smith to advise on costs of materials and contractor costs for consideration.
It was noted that the cost of the slabs would be around 32, and that a cost for installation was still required.
1080. Parish Project. Bus Shelter grant application.
a) It was noted that the funding application of 9,000 to LCC had been successful. The funding will be paid once the works are completed and the supplier invoice is received.
b) Cllr D Buck had procured an updated quote, which honoured the previous quote of 9,165.
c) It was proposed by Cllr I B Smith seconded by Cllr D Buck and it was RESOLVED that the shelters be ordered and that the following financial arrangements be approved:
i. The additional 165 be taken from the CIL funds.
ii. Any payment which needs to be made to pay the supplier before receipt of the grant can be taken from the Lloyds Bus Savings A/C (55156860) as a temporary measure
iii. It was noted for the record that Cllr A Woods queried the acceptability of this arrangement.
1081. Emergency Plan.
To consider if the PC wishes to create an Emergency Plan. A document received from DCllr R Pilgrim has been circulated to all with information about the process. To note that Volunteer member(s) requested to carry out the drafting and research.
It was agreed to add this to the next agenda, to allow members to consider the feasibility of taking on this work.
1082. Meeting arrangements. To consider a possible change of venue for PC meetings
It was agreed that meetings should continue to he held under the current arrangement, at Kettlethorpe VH at 7pm.
1083. Any urgent items for discussion.
Matters can be raised and may become future agenda items. Items will only be taken if notified to the Chairman 24 hours prior to the meeting.
Cllr A Woods raised the issue of footpaths and Cllr I B Smith advised that this subject was already under discussion at minute 1075.
1084. Date of next meetings.
Regular Meetings July 18, Sept 19, and Nov 21
1085. TO RESOLVE WHETHER TO EXCLUDE THE PUBLIC AND PRESS FOR
CONSIDERATION OF THE FOLLOWING CONFIDENTIAL MATTERS.
Should this resolution be passed, members of the public and press will be required to leave the meeting at this stage.
It was proposed by Cllr A Woods seconded by Cllr D Buck and it was RESOLVED to exclude the public and press for consideration of the following confidential matters.
a) Operational matter.
It was proposed by Cllr I B Smith seconded by Cllr D Buck and it was RESOLVED to pre-approve the purchase of an item on behalf of the Parish, up to £125.
As there was no further business, the Chair declared the meeting closed at 21:00
Any discussion after close of meeting is not noted.
To the best of the Member's knowledge the Notes were approved as Minutes
Signed ....Acting Chair DCllr Roger Pilgrim.................Date....21/11/2024...........