March 2023 Minutes
PUBLIC FORUM
• Nothing to report.
Record of Members Present:
Present - Cllr Alan Woodward (AW) (Chair), Cllr Terry Buckley (TB), Cllr Nicola Gallant (NG), Cllr Jackie Woodward (JW) and Cllr Matthew Wright (MW).
Not Present – Cllr John Mackin (NM) and Cllr Nicola Mackin (JM).
In Attendance – Clerk: Maria Vincent, two members of the public and Cllr Mossop (ELDC).
82. Apologies Received
Cllrs. NM and JM.
83. To receive any Declarations of Interest under the Localism Act 2011
None.
84. Minutes
It was RESOLVED to approve the minutes of Parish Council Meeting 1st February 2023 as correct and the Chairman signed them.
85. Council Matters, Actions and Communications
a) Chairman’s Remarks. The Chairman had nothing to report.
b) Clerk’s Report. The Clerk gave a brief summary of matters emanating and updates from last meeting and also reported that she had now had her appraisal.
c) Ideas from the community for projects – It was RESOLVED to defer this to a meeting after a new Council had formed in May 2023.
d) Consultations – None to discuss.
e) Communications were noted from: 2023-02 Wolds NPT Briefing; ELDC ref election process info, Keep Britain Tidy, LALC and the Pride Team at ELDC.
f) Promotion of Elections – It was RESOLVED to only promote the elections and the need to have photo ID on the website and Facebook.
g) Annual Village Meeting on 5th April 2023 – It was RESOLVED that the Clerk would bring a flask of hot water and tea/coffee/biscuits. Speakers would be: Parish Council Chair, St Andrew’s DCC rep, Head of Utterby Academy and a rep from the Village Hall. Councillor to post flyers through resident’s doors notifying of the Annual Village Meeting.
h) King Charles III Coronation – The event that had been organised by the Church DCC had now been cancelled due to lack of manpower.
i) Annual policy and document review. It was RESOLVED to make minor changes to the following policies:
i. Council information document.
ii. Freedom of Information Model Publication Scheme
iii. Risk Management Strategy.
iv. Risk Management Document.
v. Safeguarding Vulnerable Persons Policy.
vi. Equal Opportunities Policy.
vii. Environmental Policy.
viii. Health & Safety Policy.
ix. Grievance and Discipline Procedure policy.
j) It was RESOLVED to approve the following new privacy notice and policy for 2023-24:
i. Utterby Parish Council Data Privacy Notice
ii. Utterby Parish Council GDPR Policy
86 Finance and Budgets
a) It was RESOLVED to approve the March payments schedule: DW Gibbs March 23 Bus shelter and phone box £30.00; HM Revenue and Customs Only120PX00376161 February 2023 Tax £5.80; Clerk Salary and expenses in February 2023 £260.57. TOTAL £296.37
b) Parish Notice Board – only one quote had been received for £550 plus VAT to install the new noticeboard and take down the old one. After discussion it was RESOLVED that the councillors would organise to undertake the job themselves taking care to wear PPE.
c) Domain name and related email addresses (utterbyparishcouncil.gov.uk). It was RESOLVED that following only receiving two quotes that Cloud Next would be awarded the contract at a cost of £209 (year 1) £99 (year 2) £209 (year 3) £99 (year 4) – year 2,3 and 4 may increase with inflation etc.
d) Grass Cutting Contract – It was RESOLVED To ratify the decision made (via email) that the grass cutting contractor for Village Green and verges was confirmed as contractor B (Glendale Countryside Ltd) but with the lower quotation of £1,526.72 plus VAT. This is following confirmation from LCC regarding the area we the parish council should include in their specifications.
e) Audit – It was RESOLVED to accept the Internal’s Auditor’s report to the Council (which was read out) and to send a letter of thanks to Mr S Fletcher for undertaking the audit.
f) Tax refund – Council noted that the application for the tax refund had been made.
g) Draft Budget – The allocations 2023-24 were noted – It was RESOLVED that a slight change be made to increase the salary budget (£200) to allow for extra hours that may be required.
h) Quarterly Monitoring – It was RESOLVED to approve the quarterly monitoring sheets checked by Cllrs: NG and JW 1st February 2023.
i) Clerks outstanding hours – it was RESOLVED that the Clerk should take any time owed up to 10 hours from the salary budget if available. Any further time (if no funds available) should be carried over to 2003/24 and reviewed in July.
87 Planning
a) Urgent planning applications to consider – none.
b) Updates regarding N1920223022 Orchards hay store – noted that this was approved.
c) Updates regarding N/192/00289/17 land off Chapel Lane /Grange Lane – this issue was discussed and it agreed that a full email had been sent by ELDC in response to our complaint.
d) Updates from any other planning issues – none.
88 Parish Council Amenities (bus shelters, village green, etc)
a) Welcome Pack. New residents has been given packs.
b) Verges and Village Green – Mole man had been contacted again.
c) Bus Shelters – Nothing to report.
d) Utterby Voice – The Chair reported to councillors he would be very happy if other people would like to write some articles for the July Utterby Voice.
89 ELDC/LCC Services (Streetlights, Bins, Highways, Verges, Footpaths, etc)
a) New bins in the village – It was RESOLVED that the Clerk would apply to request a bin near to the bridge on Hollywell Lane.
b) LCC Grass Cutting Contribution – It was noted that Lincolnshire County Council’s contribution towards grass cutting of the verges 23-24 would be £898.04
c) Any urgent issues or updates -None
90 Notifications
Nothing to report.
91 Date and time of Next Meeting
a) That that the Annual Village Meeting would be held on Wednesday April 5th 2023 at 6pm in the Village Hall, Utterby.
b) That the next parish council meeting was on Wednesday April 5th 2023 at 7pm in the Village Hall, Utterby.
c)
Meeting finished at 8:19.
Signed ___________________ Date________________________