Metheringham Parish Council
Metheringham, Sots Hole and Tanvats Annual Meeting Minutes
Minutes 01/2009 of Metheringham, Sots Hole and Tanvats Annual Meeting of the Council, held on Tuesday 26th May 2009 at 7.30pm in the Village Hall
PRESENT: Councillors Dr M J Allen (Chairman), Mrs J Honisett (Vice Chairman), Mrs R Creasey, N Dobbs, P D Ford, Mrs R Parker,
Mrs S Peek, M E Reynolds, G H Roland, A M Waddington,
G W Chambers (District Council), Mrs P Bradwell (County Council) and Ms S N Wetherall (Clerk).
1. To elect a Chairman of the Council: It was proposed by Cllr Ford and seconded by Cllr Mrs Honisett that Cllr Dr Allen be elected as Chairman. Cllr Dr Allen was willing to stand. There being no other nominations, he was elected unanimously.
2. To receive the Chairman’s declaration of acceptance of office: The Chairman accepted the office and signed the relevant paperwork.
3. To elect a Vice Chairman of the Council: It was proposed by Cllr Mrs Peek and seconded by Cllr Mrs Parker that Cllr Mrs Honisett be elected as Vice Chairman, and all were in favour.
4. To appoint representatives to outside bodies: These need to be independent of the outside body they are on and should report back to Full Council on a regular basis, documentation to be supplied includes; Minutes, Annual reports and Financial reports.
| Outside Bodies | Representatives | |
|---|---|---|
| a) | Bowls Club | Cllr Ford |
| b) | Joint Management Committee | Cllrs Dr Allen, Mrs Creasey and Ford |
| c) | MACLA | Cllr Chambers |
| d) | Metheringham Area Cluster Group | Cllrs Dr Allen and Waddington. |
| e) | Swimming Pool Association | Cllr Reynolds |
| f) | Parish Plan Steering Group | Cllrs Dr Allen, Roland and Waddington |
| g) | Village Hall Management Committee | Cllr Dobbs |
5. To appoint the Planning Committee:
| Chairman | Members |
|---|---|
| Cllr Mrs Honisett | Cllrs Mrs Creasey, Mrs Parker, Mrs Peek, Mrs Webb and Waddington. |
6. To appoint leaders and members of Working Groups:
| Working group | Leader | |
|---|---|---|
| a) | Allotments | Cllr Mrs Honisett |
| b) | Children’s Playgrounds and Playing Fields | Cllr Roland |
| c) | Consultation and Questionnaires | Cllr Waddington |
| d) | Fayre & Feast | Cllr Reynolds |
| e) | Forward Planning | Cllr Dr Allen |
| f) | Highways, Footpaths and Car Parks | Cllr Waddington |
| g) | Risk Assessment | Cllr Ford |
| h) | Street Lighting | Cllr Reynolds |
| i) | War Memorial and Spring | Cllr Mrs Webb |
A full table of leaders and members will be circulated to all Councillors, details will also be available on www.macla.co.uk/megpc.
7. To consider the following:
a) Standing Orders MPC/001-R4
b) Financial Regulations MPC/002-R1
c) Equal Opportunities MPC/003-R1
d) Filling of Casual Vacancy MPC/004-R2
e) Disciplinary Procedure MPC/005-R1
f) Grievance Procedure MPC/006-R1
g) Complaints Procedure MPC/007-R2
h) Risk Assessment – General Procedure MPC/008-R3
i) Risk Assessment Report MPC/009-R4
j) Tenancy Agreement for Allotment Gardens MPC/010-R2
k) Freedom of Information – Publication Scheme MPC/011-R2
l) Dignity at Work/Bullying and Harassment Policy MPC/012-R1
m) Application form for section 137 Grant MPC/013-R1
n) Employee Terms & Conditions
The above documents are to be reviewed on a regular basis by the Clerk any revisions will be brought to Council meetings. It was resolved to accept the above documents, this was proposed by Cllr Waddington, seconded by Cllr Mrs Honisett and all were in favour.
8. To resolve to appoint a Responsible Financial Officer: The Chairman thanked Cllr Ford for his excellent efforts during the past year. It was resolved to appoint Cllr Ford as RFO, this was proposed by the Chairman, seconded by Cllr Mrs Honisett and all were in favour.
9. To resolve to appoint an Internal Auditor: It was resolved to appoint Mr John Wood as the internal auditor for MPC, this was proposed by
Cllr Ford and seconded by Cllr Dobbs with all in favour.
10. To agree annual rent for Parish Council Allotments: It was resolved to accept the current figure of £20 per year, per allotment, this was proposed by Cllr Ford, seconded by Cllr Roland and all were in favour.
11. To resolve to accept Apologies for absence and reasons given: Cllr J C Rose and Cllr Mrs Webb. It was resolved to accept the apologies and reasons, this was proposed by Cllr Mrs Honisett seconded by Cllr Mrs Creasey and all were in favour. A minutes silence was held in memory of Mr Brian Webb who sadly passed away on 26th May 2009. Brian was an active member of the community having been a Parish Councillor from 1987 to 1993 and his involvement with Anglian Water to alleviate the sewage problems in the village.
12. Members Declarations of Interests: Declarations of interest were made by the following Councillors: Cllr Mrs Honisett declared a personal interest for Agenda Item 16e - because her husband is receiving a salary.
13. Reports from representatives on outside bodies:
a) Nothing to report from the County Council.
b) Nothing to report from the District Council.
c) Cllr Mrs Peek provided a copy of the year end accounts from MADSPA. Cllr Reynolds requested a copy of the MADPSA constitution. A meeting is to be arranged with MADSPA and the new Council representative.
14. Notes of the last meeting: Held on 31st March 2009, having been previously circulated, to be approved as the minutes – It was resolved to accept the minutes as read, the signing of the minutes was proposed by Cllr Mrs Honisett, seconded by Cllr Reynolds and all were in favour. Notes of the Annual Village Meeting 2009 – It was resolved the minutes were approved to go forward for acceptance as Minutes at the 2010 meeting this was proposed by Cllr Mrs Honisett, seconded by Cllr Waddington and all were in favour.
15. Clerks report on matters outstanding:
a) LCC Highways contacted re: markings on road outside school need re-painting. Complaint from residents on Townsend Way, there is a problem with car’s parking along Townsend Way especially near to the junction with Lincoln Road. Request for double yellow lines to be placed on both corners? Further request for drop kerb to be placed on corner of Station Road adjacent to Manor Road. Request for drop kerb on Princes Margaret Avenue details sent to LCC.
b) Complaint received from resident on Townsend Way, re street cleaning and street light not working – contacted Chanceoption Homes, waiting response.
c) Letters of thanks sent to all village organizations, including Andrews Butchers, Bates Sound and guest speakers.
d) Quotation sent to ArtsNK for maintenance contract outside the library/health clinic – information sent to Peter Fender at LCC, Nick Jones investigating.
e) Contacted NKDC re: missing street sign at Saxon Close, sign has been damaged NKDC to replace.
f) New Cross – the work to replace the cross should start w/c 25/05/09.
g) Proposed bus stop improvements on High Street, are now complete. Letter and proposals sent to Lincolnshire Co-op regarding erection of bus shelter. Still waiting a reply.
h) Damage to fence at Princes Street car park - letter and quotations sent to insurance company, waiting reply.
i) Two teenagers have been carrying out community service in the village, this has included litter picking and painting the seats in the war memorial garden.
j) Letter sent to LCC Children’s Services Extended Provision confirming the PC is in support of the Pre-Schools request to have an outside area.
k) Metheringham Railway Station – Cllr Waddington is still waiting for a response to his numerous letters regarding the poor state to the railway station.
l) Metheringham Youth Council – several teenagers and public are interested.
m) Clerk has submitted Certificate in Local Council Administration (CiLCA) portfolio to SLCC for marking.
16. Financial matters:
a) To resolve to donate £50.00 to the Vulcan to the Sky XH558 Trust – It was resolved under s137 of the Local Government Act 1972, to make a donation of £50.00, this was proposed by the Chairman, seconded by Cllr Mrs Honisett and all were in favour.
b) To consider a donation of £500.00 to Metheringham Area First Responders (LIVES) in lieu of delivering the Parish Council Annual Report – It was resolved under s137 LGA 1972 to make a donation of £500.00, this was proposed by the Chairman, seconded by Cllr Mrs Honisett and all were in favour.
c) To consider an invite to the East Midlands SLCC Regional Conference on 23rd June - It was resolved Cllr Mrs Honisett, Cllr Roland and the Clerk would attend at a cost of £125.00, this was proposed by the Chairman, seconded by Cllr Ford and all were in favour.
d) To resolve to approve the Insurance renewal premium of £4328.78 due on 1st June 2009 - It was resolved to accept the renewal premium a review of the tree lopping/chainsaw usage is to be carried out, this was proposed by the Chairman, seconded by Cllr Roland and all were in favour.
e) To consider accounts for payment:
| Payment to | Amount £ |
|---|---|
| Jackson Builders – gravel for war memorial | 66.00 |
| NKDC - non domestic rates for toilets | 348.72 |
| E-on lighting war memorial & public toilets | 186.36 |
| A1 Signs | 33.75 |
| Sainsbury’s – Wine for AVM | 45.48 |
| Village Caretaker | 226.80 |
| Public Toilet Caretaker | 174.16 |
| Pavilion Caretaker | 74.64 |
| Handyman Salary & Expenses | 252.00 |
| Clerk Salary & Expenses | 855.96 |
| LCC Pension Scheme | 222.50 |
| Parish Dog Warden | 462.70 |
| HM Revenue & Customs | 180.27 |
| LALC – Annual subscription | 358.00 |
| St Wilfrid’s - Hire of Hall | 7.00 |
| MVHMC – Hire of Hall | 39.00 |
| Argos – prize for AVM | 48.65 |
| A Ford (Temp toilet cleaner) | 155.00 |
| B Blackband (keys for pavilion) | 6.00 |
| Link to Leisure MADSPA course | 190.00 |
| Emergency cleaning of public toilets | 50.00 |
| TOTAL APRIL | 3982.99 |
| Payment to | Amount £ |
| Vulcan XH558 – Donation from raffle | 50.00 |
| Metheringham DIY – paint for WM seats | 8.50 |
| J Andrews AVM Reception | 214.80 |
| Bates Sound AVM PA System | 125.00 |
| SLCC – CiLCA | 40.00 |
| Village Caretaker | 226.80 |
| Public Toilet Caretaker | 174.16 |
| Pavilion Caretaker | 24.88 |
| Handyman Salary & Expenses | 219.35 |
| Clerk Salary & Expenses | 863.99 |
| LCC Pension scheme | 228.97 |
| Parish Dog Warden | 340.00 |
| HM Revenue & Customs | 254.72 |
| HM Revenue & Customs – Tax adjustment | 105.90 |
| J Wood – Internal Audit fee | 50.00 |
| St Wilfrid’s Hire of Hall | 7.00 |
| VHMC – Hire of Hall | 45.63 |
| Bluefin – PC Annual Insurance Premium | 4328.78 |
| E-on - repair Rowan Way | 23.47 |
| E-on – Energy supply owed for 2008/09 | 4414.78 |
| Viking Direct – Stationery | 107.97 |
| Waddington PO - Postage | 7.20 |
| Veolia – Grass Cutting | 45.68 |
| Metheringham PO – Postage | 12.04 |
| A Lawson – work on Spring | 40.00 |
| J Garrick – plants for Spring | 35.00 |
| TOTAL MAY | 11994.62 |
It was resolved to make retrospective payment of the April accounts and payment of the May accounts, the Chairman proposed payment, Cllr Waddington seconded, 1 abstention (Cllr Mrs Honisett) and 7 were in favour.
f) To receive a report from the RFO on the PC finances - The RFO gave
a detailed review of the financial position.
g) To receive the Internal Auditors report – The Chairman read the
internal auditors report for 2008/09.
h) To resolve PC Accounts for 2008/09, which have been checked and
approved by the PC Internal Auditor are sent to the External Auditor -
Cllr Chambers stated a comment should be added in relation to the E-on outstanding bill from 2008/09 of £4414.78, which has only recently
been identified. It was resolved to send the accounts to the external
auditor this was proposed by Cllr Mrs Creasey, seconded by
Cllr Mrs Honisett and all were in favour.
i) To approve posting of notice of the Annual Audit on the PC notice
board – It was resolved to post the notice, proposed by
Cllr Mrs Honisett, seconded by Cllr Mrs Creasey and all were in
favour.
17. Planning Committee Notes of the last meeting: Held on 13th May 2009, having been previously circulated, to be approved as the minutes – It was resolved to accept the minutes as read, the signing of the minutes was proposed by Cllr Mrs Parker, seconded by Cllr Waddington and all were in favour.
18. Correspondence:
a) To note general correspondence – Please see Appendix 1.
It was resolved to suspend the meeting at 8.42pm for a short refreshment break.
The meeting resumed at 9.00pm.
19. To receive reports on Outside Meetings:
a) Cllr Mrs Honisett gave a report on the Planning Aid Training meeting
held 5th May. Free advice is available from the East Midlands Planning Aid Service, information was available on Local Development Frameworks and material considerations for planning applications.
b) The Chairman gave a brief report on the Metheringham Cluster
meeting, representatives that attend have concerns about the future of
the cluster meetings and what is their purpose.
(i) To consider suggestions for using next year’s devolved cluster fund of £2000.00 – following a brief discussion it was resolved the funds should be used for the Metheringham Swimming Pool, this was proposed by the Chairman, seconded by Cllr Waddington and all were in favour. ACTION: Clerk
c) The Chairman attended the Standards Committee meeting on 11th
May, there was nothing of relevance to report.
d) The Clerk gave a brief report on SLCC IT training course held 20th
May, it covered some very interesting topics including data security,
managing files and folders, managing e-mails and using the internet.
20. To receive reports from Working Groups:
a) Fayre & Feast – A meeting of the working group will take place on Tuesday 16th June at 7.00pm in the Star & Garter.
ACTION: Working Group
b) Forward Planning – A meeting took place in April to discuss the heads of terms documents. Details are covered in item 21.
ACTION: Working Group
c) Risk Assessment – A meeting is to be arranged - waiting for suitable dates.
ACTION: Working Group/Clerk
21. Recreation field & related issues: The Chairman gave a report to the Council following the receipt of a final Pdf Heads of Terms document from LCC. A plan of the Star & Garter field and lease for the showers were shown. Copies of the Heads of Terms agreement, lease of the Changing rooms/showers and maps were circulated to Councillors. Following a review of solicitors used by Parish Councils in Lincolnshire, it was resolved to change MPC solicitors from Wilkin, Chapman Epton, Blades to Bridge McFarland, this was proposed by the Chairman, seconded by Cllr Ford, 1 abstention (Cllr Mrs Creasey) and 7 were in favour. ACTION: Clerk
22. Annual Village Meeting 2009: Cllr Ford congratulated the Clerk on a successful meeting and stated the guest speakers were excellent. It was agreed to keep the same format for next year’s meeting. Cllrs are to provide the Clerk with ideas for guest speakers. Two suggestions made were the ‘History of Lincolnshire’ or Lincolnshire Road Safety Partnership – Richard Greener.
ACTION: Clerk
23. Annual Report 2008/2009: There were no comments relating to the Annual Report. It was agreed the report will be printed.
ACTION: Clerk
24. Metheringham History Leaflet: A draft copy of the history leaflet was available for viewing. The original text has been edited to ensure there is space for photos and maps. The next meeting will be held on Monday 8th June, at 9.15am in Info-Links.
ACTION: Councillors
25. Allotments: The Chairman showed a proposal for new allotments and pavilion, access to be gained from Princess Margaret Avenue, Clerk to contact NKDC Planning and Housing Officer. ACTION: Councillors/Clerk
Cllrs Bradwell and Chambers left the meeting at 9.47pm.
26. The Quality Parish Scheme: The booklet a guide to becoming a quality Council was circulated to all Councillors. The Chairman explained the importance of gaining Quality Council Status. There are twenty Town and Parish Councils in Lincolnshire that have attained Quality Status. It was resolved MPC would progress towards Quality Status, this was proposed by the Chairman, seconded by Cllr Ford and all were in favour. ACTION: Clerk/Councillors
27. Apology for Absence: MPC Apology for absence form was circulated to all Councillors, it was resolved to accept the document, this was proposed by Cllr Roland, seconded by Cllr Dobbs and all were in favour.
28. Date, time and venue of next meeting: Tuesday 30th June 2009 at 7.30pm in the Village Hall.
The Chairman closed the meeting at 10.05pm.
Addendum 01/2009 of Metheringham, Sots Hole and Tanvats Annual Meeting of the Council, held on Tuesday 26th May 2009 at 7.30pm in the Village Hall.
1. Police Report PCSO’s Lisa Duckworth and Paul Flannigan were present at the meeting and gave the police report, during the periods of 28/04/09 and 26/05/09 there have been 10 crimes recorded, which are as follows: 4 - criminal damage (1 detected), 2 – theft from motor vehicle, 2 - burglary, 1 – theft of motor vehicle, and 1 damage to motor vehicle.
2. Public Forum There were four members of the public present during the meeting. There were no questions or statements to the Council.