2020 Parish Council Minutes of Meetings

GREAT GONERBY PARISH COUNCIL 

Minutes of the Meeting held on Tuesday 3rd November at 7.30pm via Zoom

Present:               Cllr. Hutchinson Chairman, Cllr. J Thompson Vice Chairman, Cllr. A Critchley, Cllr. H Fletcher, Cllr. K Davey, Cllr. M Neal, and Cllr I Stokes 

There being a member of the public in attendance the Chairman opened the meeting by welcoming him and advising he had a maximum of 30 minutes to address to Council.

The member of public wanted to bring the Parish Council up to date with his posting on Facebook with regard to the Terms and Conditions at Hill Top Cemetery.  He was made aware that the Parish Council had seen the comments and he was advised the derogatory statements had not been well received.

A long discussion took place during which it was acknowledge the Terms and Conditions needed to be in place but the Parish Council were asked not to enforce the rules in certain cases and overlook any infringements.  This request was deemed unworkable.

The Parishioner requested a village poll on the subject but this was not agreed to.

The parishioner was reminded the Parish Council do not want to cause upset and had tried repeatedly to negotiate a resolution and had not rushed to enforce the rules.  The Chairman advised the rules had been set up after many discussions with other Parish Councils about graveyards long before Hill Top Cemetery was built.

The Parishioner was reminded that every meeting is minuted and members of the public are welcome to every meeting.  The Parish Council has always been above board and transparent.

At the end of the 30 minutes Forum the Parishioner was advised that he could stay for the rest of the meeting but he could not speak any further, unless invited to do so.

1,  Apologies for Absence            Cllr. J Critchlely – Work Commitments and  Cllr. A Maughan – Work Commitments

It was advised during the meeting that Cllrs. Mavros and Plant had computer technical problems and had been unable to join the meeting.

2.  Declarations of Interest/Dispensations

Cllr. Thompson declared in interest in the Accounts having been repaid for items purchased for the planters in the High Street.

Cllr. Thompson also declared an interest in the proposed Solar Farm as cables will have to cross his land.

3.  Minutes Signed from Previous Meeting

Minutes were duly signed by the Chairman with the following amendments:-

Page 2 – Item 6B should read…  The Clerk agreed to advertise for volunteers to take part in the Speed Watch using a hand held speed gun.

4.  Matters Arising:-

Hill Top Terms and Conditions:-

The Chairman read a letter from the parents of the Parishioner requesting amendments supporting his request.

The Chairman reiterated that for the Terms and Conditions to remain unchanged but not enforced was unworkable.  A discussion took place and it was agreed that owners cannot pick and choose which parts of the cemetery they maintain.  Rules must be adhered to and enforced at all times.

The vice chairman spoke of the initial opposition to setting up the cemetery on Belton Lane and not near the church but no land was available near the Church.

Chairman spoke of the Parishioner violating the rules before requesting an amendment and the resulting comments on Facebook which are out of order as villagers had not heard the other side of story.  In the past there has been very little interest from the village in the activities of the Parish Council and their Councillors who always do their best to serve the community.

Cllr. Neal requested that the matter was depersonalised and asked if there was any way we could show some compassion.  This was supported.

It is fully accepted that the village needs a cemetery and it was acknowledged that the parishioner is still grieving for his son and compassion needed to be shown.

The meeting was reminded that Councillors represent the people and perhaps the way forward was to put a consultation out to the village regarding the matter.

A vote then took place on whether or not to change the Rules:-

Four Councillors voted for the rules to remain unchanged and three Councillors voted for changes to be made.

The resolution for the rules to remain unchanged was carried by majority of four to three.

It was immediately requested that the Parish Council give thought to carrying out a survey of the village to see if there is any interest in amending the rules.  This request was not agreed as a survey should only be used to gather agreement for major village changes.

A further suggestion was put to the Council by the Chairman in as much as the Parish Council looks at ways to grant a Lease/Licence to allow a half metre square flower bed in front of headstone and to charge a one off fee in case the plot is not maintained and needs to be restored to original grass.

This suggestion was seconded by Cllr. Critchley and Cllrs Davey, Fletcher, Neal and Thompson were also in support.  One abstention.

The Chairman agreed to draw up the necessary documentation to be circulated before the next meeting to all Councillors and the Parishioner and to be discussed at the next Parish Council Meeting in January for consideration.

The Chairman advised that the rooted plants can remain in situ until after the January meeting.

The Heartbeat defibrillator is now in situ at Church View .

Cllr. Stokes enquired if the half year precept had been received in time to meet the loan repayment due at the beginning of January.  Confirmation was given that this was the case.

5.  Correspondence and Circulation

The Chairman read out an email from Ian Hammond in which he tendered his resignation as a councillor due to work commitments.

Cllr .Maughan had emailed his report as follows:-

1.  COVID-19 - infection rates in Lincolnshire remain below the national average. Public Health officials at LCC expect the lockdown to have a more positive impact on our area than others, due to the low starting base. Updates on the situation in Lincolnshire are published regularly on the council website. 
2. Support for businesses - we understand grants will be made available for businesses who are forced to close through the lockdown. This will be distributed by local councils and based on rateable value. Local councils will also receive funding to award businesses on a discretionary basis. Further guidance on this to follow from the Government. 
3. Grantham bypass - progress with phase 2 continues and is on track for completion in Autumn 2021. This phase links the B1174 roundabout to the A1 trunk road. Preparatory works for the final phase, linking the B1174 to Somerby Hill, have begun this summer too. The scheme as a whole is on track and funded for completion over the next three years. 
4. A1 Road Safety - thank you to Blake and Jeff for attending the meeting I organised with Highways England. It was a disappointing meeting, HE officials seemed disinterested and unprepared at best. I have a zoom meeting this afternoon with Dr Caroline Johnson MP to escalate these issues further and gain her support and influence at a higher level. I will update you on this after the meeting. 
5. Agri-Food Sector - Greater Lincolnshire was one of 19 projects nationally awarded Government funding to attract overseas investment in our growing agri-food sector. We will be working with the Department for International Trade to promote the automation and innovation being developed here in Lincolnshire. 
6. Home to School Transport - most issues seem to be resolved swiftly with the county council procuring extra buses where required for school children. If you become aware of any issues please contact me directly so I can get these resolved.
7. Council budget - we remain on track to balance our budget in 2020/21 provided Government COVID support remains at current levels. We have been provided with significant additional funding to protect services and provide support for vulnerable people in the county. I have sent Janet specifically covering the support for children and families. In 2021/22 we will only be able to set a one year budget due to the ongoing fairer funding campaign which Government has still not resolved. We have asked for our local MPs to support us in lobbying for a change to the funding formula that

Cllr. Stokes advised that he also attended to A1 meeting and agreed that Highways England were hopeless.

Letter received from Yorkshire Bank advising of changes to on line Banking service from Business On Line to Business Internet Banking (BIB).  It was agreed the new Terms and Conditions would be adopted, proposed by the Chairman and all in favour.

The Chairman reminded Councillors that all transactions are endorsed by a second signatory on the account either himself or Cllr. Thompson.

Cllr. Maughan has sent an email giving details of Lincolnshire support for children and families.

The Chairman asked for authorisation for a letter to be sent to Yorkshire Bank giving notice to close the 95 Day Notice Business Account and for the funds to be transferred to a new Easy Access Deposit Account.  This new Deposit account will need two signatories to authorise any withdrawals. This move will prevent any further cash flow problems.  Proposed Cllr. Hutchinson and unanimously agreed

Letter received from Finding Fitness which has been passed to SKDC.

Letter received from Instinctif inviting Councillors to attend an on line Q & A with regard to the proposed solar installation on land near Cliff Lane, Marston.

Email received from LCC with regard to NHS Test and Trace app launch.

6.  Clerk and Members to report back on matters outstanding

Bench for Pond area:  The Chairman advised that the stones were yet to be delivered to him and once these were received, he would be able to determine the size of bench required.  The Chairman envisaged that the bench would be ready late Spring/early summer.  Cllr. Fletcher offered to collect the stones.

Speed Watch Scheme:  The clerk advised there were seven participants willing to take part in the scheme, the cost of which is as follows:-

Speed Gun         £240.00

Hi-Viz Vest x 7 £ 70.00

Licence                  £40.00  Total  £350.00

Cllr. Fletcher proposed joining the Official Speed Watch scheme, seconded by Cllr. Davey.  Agreed unanimously.  The Clerk will place the necessary order.

Active Speed Signs:  It was agreed to put this project on hold for the time being

White Gates:     The chairman advised that the cost of 6 white gates about 1 ½ metre wide would be £4000 and it was agreed that this project would be put in the budget for next year.

7.  Dates of Meetings for 2021

It was agreed to hold meetings every other month on the First Tuesday in January, March, May, July, September and November.  Dates circulated to all Councillors.  Cllr Thompson advised that the Hall Hire fee is to be reduced to £100 from January 2021.

8.  Review of Disciplinary & Grievance Procedures, Freedom of Information Scheme, Data Protection and Complaints Procedures

All of the above were rolled over with no changes.

The Clerk also asked the Councillors to approve three new policies ie.  Communications Policy, Complaints Policy and Media Policy which need to go on the new web site.  The three documents were approved unopposed for inclusion on the web site.

9.  Poor Land Update

The Chairman advised that he had had a good meeting with Martin Herbert of Browns &Co with regards to the Poor Land.  Browns have agreed to deal with the matter on behalf of the Poor Lands Charity, dealing with the eviction of the tenant, proposed sale and liaising with the Charity Commission.  They are prepared to act on a deferred payment basis.

Cllr. Thompson congratulated the Chairman for his input and achieving a way forward.

The Chairman explained to the villager in attendance the reasons for the proposed sale and how the resultant money would be handled. He was clear that any proceeds must be kept in a trust agreed by the Charity Commission and they cannot ever be spent. The interest resulting from the monies in trust can then be distributed to the “Poor of the village” and the Charity Commission will help defining how that can be achieved.

10.  Financial Matters

a)  Quarterly Summary of Accounts to 30th September 2020 – the spreadsheet showing the summary had been distributed to all Councillors prior to the meeting and no questions were raised.  The Clerk’s Budget Report had also been distributed and no questions were forthcoming.  Both documents attached to Minutes.

b)  Budget Setting for 2021/2

The Chairman proposed the inclusion of new White Gates for the village to be included in the Budget, however, a discussion followed as a couple of Councillors said the money would be better spent on the provision of dog waste bins.  Cllr. Stokes agreed to speak to SKDC about the provision of bins and report back.  The Clerk was requested to investigate and establish costs.

White Gates would benefit the whole village and hopefully improve safety and reduce speed.  They would also improve the visual look of the village on entry.

It was agreed that other options for white gates could be looked at and it was unanimously agreed that something would be done.  Proposed by Cllr. Critchley and seconded by Cllr. Davey.

A discussion took place about the provision of the cost of £4000, as the proposed budget only allowed for £2000 expenditure.

It was decided to leave the budget as it is and use some of the reserves for the balance if required.

Cllr. Davey produced costs for the picnic bench to be sited on the field near Millennium Wood, but it was agreed to defer this for this time being due to Covid restrictions.  The matter will be on the Agenda again next year for discussion.

c)  Accounts for Payment

The spreadsheet of Accounts for payment had been circulated prior to meeting and all in favour of payment.

Two new Payees were authorised M D Printing and All Secure Services.

d)  Acceptance for Grass, Hedge Cutting and Weed Spraying.

The Chairman advised that quotes had been received from BDG Mowing and EnvironmentSK.

After a discussion is was agreed Grass Mowing at St Sebastian’s and Hill Top Cemetery would be awarded to BDG Mowing.

 Hedge Cutting and Weed Spraying would be awarded to Environment SK.

e)  Budget Loan Repayments

No changes to be made.

f)  External Audit Report

External Audit Report received from PJK Littlejohn.  Section 1 and 2 were in accordance with proper practices and gave no cause for concern.  However, the AGAR had to be returned as not completed accurately before submission.

11.  Advisory Groups

a) Planning Applications

S20/1485 Mr Paul Corner Moto Service Area, Old Great North Road., Great Gonerby

Expansion of the existing HGV parking to form an additional 40 spaces, in two areas of undeveloped site.

S20/1664 Mr L Borrett 44 Manor Drive, Great Gonerby

To take down the existing out house and replace it with a single storey garage to the side of the property.

GRANTED

S201329 Mr and Mrs Fowler-Birch 33 Belvoir Gardens, Great Gonerby

Single storey extensions to side and rear of existing dwelling, incorporating existing garage.

S20/1401 Miss L Parkhouse 26 Covill Close, Great Gonerby

Proposed single storey extension to front of existing dwelling.

S20/1304  Mr Whitford -  Corrie House, 56 Green Street - 2 x Bungalows.

b)  The Environment

Picnic Bench proposal was discussed under Budget setting.

Cllr Thompson advised that there was a problem getting the planters removed from the High Street due to social distancing.  The Clerk advised she had written to owners thanking them.

It was advised there are some broken stiles on the footpath to Barkston.  Clerk agreed to report to LCC Footpaths.

c)  Amenity Areas

It was agreed the Christmas Tree would be in situ from 1st December to 5th January 2021 and a payment of £35 made for use of electricity.

d)  Highway Matters

The cleaning of Kelham Road bus shelter would be deferred until summer 2021 as only just been cleaned.

The Wooden bus shelter on Grantham Road is in need of wood preservative and the Clerk will arrange for this work to be carried out by Tony Jackson.  It was also reported that the vegetation has been removed from the vicinity of the bus shelter.

Email received from Richard Waters re the Moor Farm Railway Bridge informing that although bridge is responsibility of LCC, they have denied responsibility of adjacent wooden fence and advised LCC are in discussions with Network Rail with regard to a solution.

Fix My Street have confirmed that a new sign is to be erected at the top of Grantham Hill.

Cllr Maughan sent a copy email with regard to land encroachment at Toll Bar Road at Marston.

Cllr Maughan provided copy email from Shaun Butcher with regard to the state of the B1174 High Street advising the stretch of road is inspected on a monthly basis and will be assessed for works required but no timescale given.

Highways England have written giving notice of carrying out essential carriageway maintenance on the A1 between A46 Newark Junction to Stamford starting Monday 9th November and due for completion by late February.

12.  Web Site – The clerk advised there had been a need to amend the new  web site contents due to change of requirements by LCC which had now been carried out.  The web site is due to go live in December.

13.  Notice of motions for future meetings – None given.

14.    Any matters for Urgent Discussion – None

15.  Staffing Matters – Recorded confidentially separately.

There being no further Business the meeting closed at 22.15.

MEETING DATES FOR 2021

5th JANUARY 2021   7.30 PM                Zoom Meeting

(Anyone wishing to attend, please contact the Clerk).

2nd MARCH 2021     7.30 PM

4th MAY 2021             7.00PM ANNUAL PARISH MEETING

4th MAY 2021             7.30 PM 

6th JULY 20121           7.30 PM

7th SEPTEMBER 2021 7.30 PM

2nd NOVEMBER 2021  7.30 PM

Please note the above dates are subject to change

QUARTERLY SUMMARY OF ACCOUNTS AS AT 31.09.20

Clerk’s Budget Report:

As at the end of Quarter 2, I can advise the following:-

Expenditure:

Hall rent has been paid in the sum of £220

Office costs running well within budget, £200 spent against a budget of £500

Subscriptions showing a slight excess this year due to LALC increase.

Donations are showing an excess due to £500 grant received from LCC for help during Covid lockdown.

Insurance costs slightly in excess of budget by £30. 

Audit fees paid to Malcolm Hall, PK Littlejohn invoice not received as yet.

No training expenses

Expenses are running within budget but may show a slight excess at the end of the year due to agreed increase in Chairman’s Allowance.

Other payments which includes Loan repayments, general maintenance and repairs to village clock, should they be needed, will be in excess at the end of the year due to additional expenditure agreed for the new defibrillator in the sum of £2250 and new CCTV cameras at Hill Top in the sum of £2350.

Maintenance costs are running within budget having spent £7523 against a budget of 10,713 and I am confident the end of year figures will be within budget.

Income:

Burial Income is slightly in excess of budget

It has been noted that the wood on the Grantham Road Bus Shelter could do with some preservative, but not urgent – to be included in next year’s budget or work to be carried out now?

Turning Now to the Budget for 2021/22

Overall I have allowed for a 3% increase in prices.

I have included the cost of the Speed camera and also the provision of white gates for the village.

Other than that there is no other predicted one off expenditure as a lot of work was carried out during 2020/21.

You will see there is £1443 in reserves for maintenance costs for the defibrillator, this sum will cover both units for 3 years at which time a further sum will be added to reserves to pay maintenance going forward.