June 2020 Minutes
DRAFT MINUTES OF OLD SOMERBY PARISH COUNCIL MEETING HELD BY ZOOM
THURSDAY 4 June 2020 AT 7PM.
(The meeting held 28 May 2020 is being re-held today due to Zoom access issues)
PRESENT: Cllrs: Lowndes, Percy, Stephens and Burrows. Parish Clerk David Holmes.
Also present LCC Councillor Bob Adams.
1. APOLOGIES:
An apology had been received from Cllr North which was accepted.
2. DECLARATIONS OF PECUNIARY INTERESTS OR APPLICATIONS FOR DISPENSATIONS:
None.
3. POSTPONEMENT OF ANNUAL PARISH COUNCIL MEETING & ANNUAL PARISH MEETING:
These meetings had been postponed by recent legislation until May 2021. Noted.
4. APPROVAL OF MINUTES:
The minutes of the last meeting held 14 January 2020 were accepted as a correct record and signed by the Chairman.
5. CLERK AND COUNCILLORS’ ACTIONS/UPDATE REPORTS:
a) Bus shelter: The clerk advised that the renovation of the bus shelter was in hand by the approved contractor.
b) Speeding: The clerk reported on the round table meeting on 2 March 2020 with representatives from LCC and the Lincolnshire Road Safety Partnership. It was made clear by those representatives that no funding was available for any speed reduction initiatives or road signs.
Signs indicating 30 mph speed limit are available to be affixed to lamp posts at the expense of the Parish Council. The councillors were also informed of the “Community Speed Watch Initiative”. The cost to the Parish Council would be £500 which includes hand held radar equipment. A minimum of 3 volunteers are needed to be trained.
AGREED: i)To purchase a supply of the above signs at a total cost of £150 plus the cost of ties. ii) To consider the Speed Watch initiative at the next meeting and meanwhile Cllr Stephens will enquire locally for volunteers.
ACTION: Cllr Stephens.
c) Flooding Issues: A round table meeting on 2 March 2020 was held with representatives from LCC, Lincolnshire Flood Risk Team, Welland & Deepings Internal Drainage Board, and councillors. The clerk advised it had been agreed the LCC Area Manager West would initiate a meeting with the local land owner and we are awaiting his report.
d) Roundabout update: The clerk reported that he had been informed the roundabout would be moved to the West to accommodate the 5th spur. It would take some 5 months to complete but would not be undertaken until around the Winter of 2021.
e) Website update: The LCC were providing to all parish councils a new website. The clerk was awaiting further news.
6. LCC LOCAL COUNCILLOR UPDATE: Cllr Adams informed the meeting of LCC funding for help and support for vulnerable persons. Details are available on the LCC website under “Coronavirus Response and Recovery” which has a Help and Support Page.
ACTION: Clerk to apply for funding to supply of facemasks, gloves and sanitizer for free distribution locally.
7. SKDC LOCAL COUNCILLOR UPDATE: Cllr Trotter had informed the Councillors of a similar fund organised by the SKDC. Funding can be gifted to the parish council for the support of vulnerable people.
ACTION: The clerk as in item 6.
8. PLANNING APPLICATIONS:
a) S18/0944: Appeal against planning refusal for traveller site at Cold Harbour. The Government Inspectorate had informed the clerk that the hearing of the appeal had been postponed indefinitely in view of the current crisis.
ACTION: The Clerk - to consult SKDC Planners to ensure objections raised at the hearing on 29 May 2019 have been forwarded to the Inspector hearing the Appeal.
b) S20/0210 Application for planning permission for erection of a new grain store in Old Somerby. The application had been approved by the Planners.
9. THE WELL HEAD: This item was adjourned to the next meeting.
10. FINANCE:
a) Payments over £100:
i) £375.65 final payment from Government Funding to consultant re: Neighbourhood Plan
ii) £499.35 payment to Consultant from parish council funds – public hearing.
iii) £258.17 clerk’s expenses for 2019/20
iv) £150 paid to Parochial Church Council under the Parish Council’s small funding scheme.
b) Finance Update: Circulated to Councillors which showed a balance at 31 March 2020 of £7083.04.
c) Clerk’s Expenses:
AGREED: Previous approval ratified.
d) Asset Register: to be considered at the next meeting.
e) Audit: Recent legislation had delayed the process. The Public Rights Notice to be published on or before 1 September 2020 together with all required financial documentation. The accounts had been independently inspected by Cllr Burrows who had signed them off. Also the local Internal Auditor had also had independent access to the accounts and had signed them off.
The Councillors considered in detail the statutory Annual Governance Statement which was approved and signed by the Chairman. The Chairman countersigned the Exemption Certificate required for smaller councils with income or expenditure is less than £25K. The accounts were approved.
ACTION: The Clerk
f) Financial Regulations: The clerk referred to a pro forma copy of Financial Regulations which was designed to ensure probity. To be considered at the next meeting.
g) Appoint Internal Auditor: The local Internal Auditor had agreed to be re-appointed.
AGREED:
ACTION The Clerk.
11. GRANT APPLICATION from Old Somerby PCC for consideration and decision. An earlier decision to grant the application for ratification. Approved.
12. NEIGHBOURHOOD PLAN UPDATE: The clerk reported that due to the current crisis the Referendum had been postponed to a date to be fixed by recent legislation. Full details would be made available when that date becomes known.
ACTION: The Clerk.
13. RISK ASSESSMENT: The clerk had circulated a copy to all councillors. To be discussed at the next meeting.
ACTION: The Clerk
14. CORRESPONDENCE:
a) Update on Response from Freedom of Information Commissioner (FS5087945) – The Commissioner does not require any further action from the Parish Council.
b) Draft Neighbourhood Plan from Ropsley & District PC for Consultation: Noted
c) Request for funding from LIVES. The clerk had sent the form of application for completion and was awaiting its return.
d) Letter from Secretary of State (Housing, Communities etc). Noted - no response was required.
e) Email from resident regarding speeding issues 11 May 2020. Circulated to all councillors. The clerk had had a very productive conversation with the resident and Cllr Stephens would also make contact to ensure all issues resolved.
ACTION: Cllr Stephens.
15. Date of next Meeting: 24 September 2020 at 7pm subject to confirmation.
The meeting ended at 7.31pm