April 2024 Minutes
GREAT GONERBY PARISH COUNCIL
Minutes of the Meeting held on Monday 8th April 2024
At the Memorial Hall, Belton Lane, Great Gonerby
Present: Cllr. T Bridle Chair, Cllr. G Beckett, Cllr. C Cundall, Cllr. M Neal, Cllr K White
Cllr. A Maughan LCC and Cllr. I Stokes (SKDC)
The chair welcomed 17 members of the public to the meeting. Several members of the public attended to voice concerns over SKDC’s proposal to develop land off Church Lane. The Chair gave details of the online survey on the Parish Council website and encouraged residents to respond with concerns through the survey. The Parish Council will submit replies to local SKDC Councillors in time for the SKDC deadline. There was a suggestion that local radio could take an interest.
The Neighbourhood Plan was mentioned, and the chair advised of a 24-30 months timescale. Further discussion took place re paper surveys and a suggestion for a coffee morning for the older residents.
There was a discussion regarding housing needs both nationally and locally.
1. Apologies for Absences
None
2. Declarations of Interest/Dispensations
None
3. Co-option of Parish Councillor
There being two applications for the vacancies, Jane Cundall and Karri Davey, both applicants were both duly unanimously voted to join the Parish Council and Councillors. The Chair welcomed both new members.
4. Minutes signed from previous meeting
The Minutes of the meeting held on the 4th March 2024 were agreed and accepted as a true record. Proposed by Cllr. White and seconded by Cllr. Neal
5. Clerk and Members to report back on matters outstanding
a) Update on Millenium Wood
Cllr. Beckett advised that the trees in the millennium wood had had a haircut. This was well received by the Memorial Hall Representative and Cllr. Cundall. A quote is waited for the repair of the boundary wall.
b) Grievance Policy
The wording of this policy was duly accepted. Proposed by Cllr. Beckett and seconded Cllr. C Cundall
c) Staffing Group
This is to be set up with three members to form the Staffing Group. Cllr. Bridle, Cllr. White and Cllr. Neal have agreed to be part of the Staffing Group.
6. Correspondence
Correspondence from SKDC re Planning Policy Consultations
Email correspondence from LCC Waste Officer regarding recycling schemes.
Email correspondence confirming 18b High Street is not within the conservation area.
Email correspondence from Virgin Money regarding changes to credit interest payments.
Email correspondence from LALC regarding Annual Parish Meeting v Annual Parish Council Meeting
Email correspondence from SKDC regarding Councillor numbers.
Email correspondence from Virgin Money informing of merger with Nationwide.
Email correspondence from SKDC regarding Public Spaces Protection Orders
Correspondence from Cllr Maughan advising he will not be standing for re-election in 2025.
Email correspondence from resident requesting removal of hanging basket bracket.
Email correspondence from LCC re High Street road closures during works for the installation of the new crossing
Electoral Register Update received from SKDC.
Email correspondence from LALC regarding email addresses and website addresses.
Email correspondence from villager regarding a noise issue, advised to contact SKDC.
Email correspondence from SKDC re Community Resilience Plans. The Parish Council has agreed to be part of this.
Email correspondence from villager regarding parking on the pavement in Long Street. LCC advised they will keep an eye on the problem.
7. Parish Council Business Risk Assessment
The chair circulated the draft Business Risk Assessment prior to the meeting. It has been agreed to set up Training Records for all Councillors and for the Clerk to add documents to the central drive as a disaster recovery point. Cllr. Cundall recommended Damon Rowland to back up MS365. It was agreed unanimously to accept the Business Risk Assessment. Proposed by Cllr. White, seconded by Cllr. Neal.
8. Projects Update
a) Neighbourhood Plan
The Chair advised that all was in order with SKDC regarding the designated area. The NP will be developed further later in the year.
b) Website and Microsoft Office Update
MS365 to be used as a backup for Councillors.
The design and content of the website is to be reviewed. Councillors’ photos need to go back on the website as soon as possible.
9. Mid Term Audit Report and Actions Taken
a) Code of Conduct to be reviewed and agreed
The Code of Conduct was reviewed and agreed unanimously.
b) Complaints Procedure to be reviewed and agreed
The Complaints Procedure was reviewed and agreed unanimously.
c) Publication Scheme to be reviewed and agreed
The Publication Scheme was reviewed and agreed unanimously.
10. Financial Matters
a) Accounts for Payment
The following accounts were presented for payment.
PAYMENTS
27.02.24 Newton Newton Flags Ltd Flag for 80th D Day 28.80
05.03.24 K Davey Payment to Downtown in respect of deposit for BBQ for 80th D Day Celebrations 80.00
16.03.24 Rymans Stationery 9.88
27.03.24 Staff Salaries March Salaries and Computer 810.51
27.03.24 HMRC Tax Payment 594.40
27.03.24 D S Rowland (chq. 047) Repair, Paint and install village signs 840.00
RECEIPTS
29.02.24 Virgin Money Interest on 95 Day Deposit Account 76.44
29.02.24 Virgin Money Interest on 30 Day Deposit Account 3.88
04.03.24 Virgin Money Cashback on Expenses Account 0.18
28.03.24 Virgin Money Interest on 95 Day Deposit Account 81.97
28.03.24 Virgin Money Interest on Deposit Account 32.20
28.03.24 Virgin Money Interest on 30 Day Deposit Account (Events) 4.15
28.03.24 Virgin Money Interest of Instant Access Events 1.27
b) Budget Report and to receive End of Year Accounts for 2023/24
The Clerk presented the following budget report:
Expenses have been controlled this year and at the end of the Financial Year in March 2024 most of our expenditure was within set budget limits.
Hall Rent was less than expected as were office costs.
Subscriptions, Insurance, Audit Fees and Training Costs were all within budget.
Expenses were slightly in excess of the forecast budget.
Expenditure on Parks and Open was over budget due to the installation of the new Village signs (£840) and an outstanding invoice submitted by LCC in respect of works carried out to the Millennium Wood in 2021(£1137). Extra hedge cutting took take place in 2023 due to the wet summer of 2023. The total overspend was just over £3000.
Staff salary costs were also in excess of the forecast budget as it was agreed to increase the Clerk’s hours in November.
Total payments for the year amounted to £41340.
Turning now to Events Costs these totalled £2168.72. The Events Group currently has a credit balance of £2011.29 in the Bank. A copy of the Accounts Reconciliation is attached to these Minutes.
The End of Year Accounts were duly reconciled to Bank Statements and signed by the Chair and Clerk.
c) Authorisation of Bank Transfer Details for 2023/24
The authorisation was duly signed by the Chair.
d) Expense Payments to be reviewed
Expense payments were dully reviewed and agreed that the Clerk can claim mileage and other expenses.
e) Reserves to be reviewed
The Chair suggested to have reserves plus three months operational costs put by for unseen urgent costs in order to avoid penalty costs of accessing 95 day account and losing interest.
f) To consider, approve and sign the Annual Governance Statement 2023/24
The AGAR was reviewed, approved and signed by the Chairman
g) To consider, approve and sign the Accounting Statement for 2023/24
The Accounting Statement was reviewed, approved and signed by the Chairman.
In the Clerk’s absence the following report was submitted:-
CLERK’S REPORT FOR APRIL 2024 MEETING
Our Grant application to cover the cost of replacing the Bus Shelter on Grantham Road has been accepted. Grant application was in the sum of £6,500. The cost of the new shelter will be £6150 (ex VAT) but we need to pay to have the old bus shelter dismantled. This has been agreed in the sum of £250.00
The company supplying the posts have asked for payment before delivery – this will be arranged.
I have received three quotations to install the white posts £2,200, £5110 and £3755. The quotation the sum of £2,200 was accepted.
The Chair explained re signatories on the Bank Account and mandate, on the Clerk at present.
LCC Highways have advised the contribution rate for three verge cuts is going to be £1555.47 for 2024/25. The Parish Council contracts SEN Services for 7 verge cuts per annum.
11. Advisory Groups
a) Planning
GRANTED
S24/0040
Mr and Mrs M Pike
16 The Knoll
Great Gonerby
Single storey side and read extension and porch
S24/0018
Mr B Wheeler
37 Belton Lane
Great Gonerby
Construction of timber framed workshop
S24/0015
Mr D Lockyear34 Pond Street, Great Gonerby
Single Side Extension
REFUSED
S23/2242
Mr R Lee
Constables Field, Belton Lane, Grantham
Residential development of land comprising 7 dwelling and access
b) The Environment and Amenity Areas
Cllr. Neal advised she had carried out risk assessment two weeks ago. All good.
She mentioned that the village sign on the green appears to be leaning and also the black bollards at the Pond are rusting. The clerk has been asked to action.
Wildflower Area – this is to be reviewed with a representative from the Memorial Hall. Cllr. Neal and Beckett to arrange.
Coronation Orchard – A site for the Orchard having been agreed to be sited on the green off Cox’s Walk, Cllr. White agreed to apply for an application form to SKDC.
c) Highways Matters
Nothing reported.
12. Notice for future Meeting
None
13. Any matters for Urgent Discussion
A request was made to move the Parish Council meetings to bi-monthly. This will be arranged from September 2024 going forward.
A request was made that future Chairpersons and Vice Chairpersons should have at least 14 months experience and a 75% Parish Council meeting attendance. The Clerk was asked to amend the Standing Orders accordingly.
A request was made for closed voting to take place when electing either Chairperson or Vice Chairperson.
Correspondence received from Sam Roddin from Art Popup advising they are considering an arts project working with 4 rural/village communities in South Kesteven and they would be interested in hosting one of these free community events in Great Gonerby if this is something that the village would support. Cllr. Beckett agreed to follow this up.
The wording for Standing Orders in respect of Co-option to be amended as follows:-
Standing Order 8
a) Voting on co-option of one or more candidates will be by written ballot paper, with a simple cross placed against the chosen candidate’s name. The voting to take place in public view. Folded ballot slips to be collated by the Clerk and count checked by the Chair. A candidate must win by a majority – if there is not a majority, the seat remains unfilled. If there is a draw, the Chair has the casting vote. The Chair will announce the result.
b) To remain the same
c) Voting for the position of Chair and/or Vice Chair will be by written ballot paper, with a simple cross marked against the name of the chosen candidate. The counting to take place in public view. Folded ballot slips to be collated by the Clerk and count checked by the acting Chair. A candidate must win by a majority – if there is not a majority, the seat remains unfilled. If there is a draw, the acting Chair has the casting vote. The acting Chair will announce the result.