Minutes - 1st August 2024
Minutes of the meeting held Thursday, 1 August 2024 at 7pm in the Parish Rooms
Public Forum
There were four members of the public present at the meeting including one who was a candidate for co-option. One member of the public reported on minute reference 08/24-8a Covenham Reservoir Steps.
Report from Outside Bodies.
a) ELDC Ward Member Cllr Edward Mossop reported that there will be a public vote on the Theddlethorpe Nuclear Waste Site and that ELDC is waiting to see what the new government decides on the Grimsby to Walpole proposal.
b) LCC Ward Member. Cllr Alex Hall was not in attendance.
08/24-1 Record of Members Present and Apologies
Present: Cllr Gillian Pollard (GP) (Chair), Cllr Ian Appleby (IA) (Vice-Chair), Cllr Anne McCready (AM), Cllr Angela Quinton (AQ), Cllr Lesley Jackson (LJ) Cllr Anna Smith (AS) and Cllr Mark Waller (MW)
Also present: Cllr Edward Mossop (ELDC), Mrs Nicky Gulley Brown (CVV) and Mrs Nadine Must (Parish Clerk/RFO)
Apologies accepted: Cllr Terry Aldridge (TA)
08/24-2 To receive any Declarations of Interest on any item on the agenda. The Vice Chair, Cllrs AQ and LJ declared their interests on agenda items 08/24-6b and 08/24-8d relating to issues involving Covenham Village Volunteers.
08/24-3 Minutes from 30 May 2024. It was resolved that the draft minutes from the meeting were accurate and was duly signed by the Chair.
P: AQ; S: IA, Passed
07/24-4 Co-option. It was unanimously approved to co-opt Mark Waller (MW) to the parish council who signed the Declaration of Acceptance of Office duly witnessed by the Chair. MW participated in council proceedings thereafter.
P: LS; S: AM, All in favour
08/24-5 Council Matters
a) Chair’s Remarks. Cllr GP reported that all the work on the lease agreement is now done and ready for signing. The Council is considering a co-option candidate and hoped that a new parish councillor will be welcomed. The footpath opposite The Thimbles is overgrown with nettles and is not passable which need to be reported to LCC. The Chair reiterated that residents should get in touch if there are problems in the parish.
b) Clerk’s Report. Noted.
i. The application to ELDC to add a new dog bin for Grange Lane has not been actioned as yet. It has been passed on to the Clerk to complete the assessment form for submission to ELDC.
ii. Fire action notices have been printed and put up at two locations in the building.
iii. The Environmental Protection Officer from ELDC had visited Grange Lane on two occasions but did not experience any foul smell. The Clerk to chase for a written report.
iv. The Council is insured for public liability at St Barts Closed Churchyard as long as a risk assessment had been considered.
c) Annual Parish Meeting actions. The potholes at Newbridge Lane have not been fixed and requires pursuing with LCC. There was no further information on the Anglian Water proposed new pipeline. There was no further news on the pylons.
d) Communications Received. Noted
i. Safety of Lithium Batteries. The Council resolved to support this campaign and will be willing to put up posters and or articles for the newsletter.
ii. CPR Training from EMAS. The Council agreed to take up the offer starting in September after 5pm to allow as many people to attend including school children.
e) Closed Churchyards Maintenance Grant to St Barts Heritage Trust. The Council resolved to grant £250 for 2024 which is the same amount as last year.
P: IA; S: AQ, All in favour
f) To consider setting up a Finance and Resource Committee. This agenda item has been deferred again. Cllr TA was not in attendance and no information was submitted for consideration.
g) Annual Review of Policies.
i. Standing Orders. The current policy was compared to the model template published in 2022 and the Council resolved to amend the following:
1) Adopt entire Section 1 – Rules of Debate at Meetings and a maximum of three minutes for each councillor (paragraph t)
2) Section 3f and g. The allowed time for Public session stays as 15 minutes and each member of the public can speak for no more than three minutes.
3) Section 3i – delete the need for speaker to stand.
4) Section 3x – parish council meetings shall not exceed two hours.
5) Adopt Section 4d to include creation of committees
6) Section 5c. The Council will hold its meetings at 7pm.
7) Section 5j – add sub-paragraphs iii to viii which refers to committee meetings
8) Adopt Section 6c and d which refers to extra-ordinary meetings of committees
9) Section 7a – two councillors required for special motion
10) Adopt entire Sections 9 and 10
11) Section 13e – The Council resolved to give the Proper Officer final decision to grant dispensation
12) Adopt Section 14a to c
13) Delete 15.b. xvii. The Parish Council does not have a seal.
14) Adopt 18.a. v contracts below £25k, not subject to tender
15) Section 19 for further discussion depending on the terms of reference of Finance and Resources Committee.
16) Adopt Section 23 legal deeds
17) Section 26. Two councillors required for written motion to add to or vary or revoke one or more of the Council’s standing orders
18) The Council will consider moving the Annual Parish Meeting to be held at a different date from the Annual Meeting of the Parish Council.
ii. Financial Regulations
1) Section 2.6 to read The RFO to submit budget monitoring, latest receipts and payments and bank statements at every meeting to ensure financial management
2) Section 4.3. The RFO will prepare a draft budget for consideration no later than November for the next financial year only.
3) Section 4.6 The draft budget will be considered by the Council.
4) Section 7.7 Evidence of online banking approval will not be required to save on printing costs.
5) Section 10.1 No petty cash float maintained.
6) Section 15.4 A Councillor will be assigned to do periodic checks of stocks as needed.
P: LJ; S: IA, All in favour
08/24-6 Parish Rooms
a) Restrictive Covenants. The solicitor representing the Methodist Trustees will send a draft deed of release when she comes back from holiday. CVV has agreed to pay the total cost of the legal fees as they will benefit from the removal of the restrictive covenant.
b) Lease agreement. The Chair and Cllr AM signed the lease of behalf of the Parish Council. Mrs Nicky Gulley Brown and Mr Ian Appleby signed as representatives of CVV. The signatures were witnessed by Cllr Edward Mossop. The signed simple declarations from all four CVV officers were received and will be submitted to the solicitors with the signed lease agreement.
08/24-7 Finance and Budgets
a) Payments. The Council accepted payments for August 2024 detailed below.
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P: AM; S: IA, All in favour
b) Latest Receipts and Payments Monitoring. Expenses against budgets were noted.
08/24-8 Community Amenities and Groups
a) Covenham Reservoir Steps. An application to modify the Definitive Map Modification Order (DMMO) need to show evidence that the amenity had been used for over 20 years. Mr Tony Coultas gave evidence of the use of the amenity dating back to 2006 with the publication of the Reservoir Rover walk which included using the Covenham Reservoir Steps. Some of the councillors reported that they have used the amenity far longer and will try and get some dated photographic evidence. The Council resolved to write back to Anglian Water that an application to modify the DMMO is being considered and asking the water company to explain the reasoning behind their reluctance to reinstate the steps.
b) St Barts Church. The condition survey has been completed but the Trustees are still awaiting dates for remedial work to start in the autumn. They hope to recommence activities in the spring/summer of 2025.
c) St Mary’s Church. A Treasurer is still required to deal with day to day finances. The repair work was completed in June. Replacement of glass panel took longer than expected. The next Quinquennial inspection is being arranged as well as an electrical inspection in order to complete the fire risk assessment. All fire extinguishers were checked and in good order.
The Open Gardens held in June was very successful. The Country Dance Night was disappointing in terms of numbers but those who attended enjoyed the evening.
Future events for August include a Family Bingo on the 9th and a Mad Hatter’s Tea Party on 24th. Anyone can drop in for tea and cake but the full afternoon events need to be booked at a cost of £10 per person. September events include the Wolds and Coast Weekend 14th/15th with the church open on both days and the Harvest Service on the 27th at 7pm followed by a Harvest Supper.
The grass in the cemetery is now being cut every fortnight and the privet hedge at the open cemetery has been cut back for better footpath access.
d) Covenham Village Volunteers. The Thursday café has brought in new people including cyclists. A taster session on Introduction to Steps fitness class proved successful and is now a weekly Monday evening event. Boxer Fit and Strength and Conditioning on a Wednesday evening is also at full capacity. These sessions will relocate to St Mary’s Church for August or until the works in the Parish Rooms are completed. Yoga will restart in September. They held successful social evenings including Chilli Night & Quiz and Fish, Chips, Mushy Peas & Quiz.
They are launching a 100 Club in September and will run for six months. Numbers will be re-allocated in February for those who wish to continue. Proceeds will be divided equally between Parish Rooms renovations and prize money.
Upcoming events include Treasure Hunt on 17 August, Party in the Paddock at Blenheim House on 14 September, Beers, bangers and Bands and a 70s night also in September.
The removal of the restrictive covenant is now agreed and they will pay the legal cost.
A new central heating, running hot water on all sinks, a new shed, air bricks in the main hall, weather proof sealing to all the walls and lower temporary ceiling start imminently as these need to be completed by the end of August to comply with the Grassroots Funding received. The grant for a new replacement door had to be returned as the dimensions do not conform to accessibility regulations.
CVV have also been invited to submit another bid to cover the costs of a disabled toilet, a larger remodelled kitchen which includes a pantry, removing the arched and studded wall to allow the kitchen units to flow through the entrance. The floor will be raised to give better access and two new front doors into the main hall for fire/emergency escape. Planning and building regulations will be required for these works.
There was some query on why the emergency access from the garden had been removed. The property owner took away the access as per his property deeds. The Clerk will find out if the parish rooms deeds show any access arrangements.
CVV will provide updates on all their refurbishment plans at every council meeting.
It was reported that the old small square tables were broken and had to be disposed of. The Council agreed for the chairs from ELDC to be donated to other charitable groups as CVV have bought new chairs that are lighter and easier to stack. The Council also resolved to support CVV on their funding applications for structural improvement to the building including the lay-out and fire exits and disabled access as long as the Parish Council is informed at every step of the process.
P: LJ; S: IA, All in favour
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e) Monthly lunches. Cllr GP reported that the lunches held on the first Wednesday of every month continues to be well attended. Through the summer months, salads and cold puddings have been served but the menu will revert to home-made soups for Autumn and Winter. Attendees enjoy the event and the food and having a good catch up. There is no charge for the meal but the organisers really appreciate any donations to go towards the costs. Cllr GP expressed her big thanks to the people who help with the washing up. The next lunch is Wednesday, 7th August and everyone welcome to join as long as they let her or Cllr AM know before hand for catering purposes.
08/24-10 Planning Matters. There were no updates nor new applications considered.
08/24-11 Date of Next Meeting – Thursday, 26 September 2023, 7pm Parish Rooms
The meeting closed at 9:24pm.