11th May 2020 APCM
INGHAM PARISH COUNCIL
Minutes of the Annual Meeting of Ingham Parish Council
Date: Monday 11th May 2020
Venue: SKYPE
Attendance: Councillors: M. Nicholson (Chairman), N. Brown, R. Graham, B. Buck, G. Stonham and S.Harris. Also attending: G. Monks (Clerk), M. Couzens (Village Caretaker).
319/May 2020 Election of Chairman
Councillors RESOLVED unanimously to elect Councillor Mark Nicholson as Chairman. Councillor Nicholson accepted.
320/May 2020 To receive the Chairman’s Declaration of Acceptance of Office
Councillor Nicholson will sign the Declaration of Acceptance of Office form at the next available opportunity.
321/May 2020 Apologies for absence
Councillors M. Dickinson, R. Woods and PCSO McFaul, District Councillor Patterson
322/May 2020 Declarations of interest from members in accordance with the Local Government Act (members may make declarations of interest and dispensations at this point but may also make them at any time during the course of the meeting)
323/May 2020 Election of Vice Chairman
Councillors RESOLVED unanimously to elect Councillor Nick Brown as Vice-Chairman
324/May 2020 To receive the Vice Chairman’s Declaration of Acceptance of Officer
Councillor Brown will sign the Declaration of Acceptance of Office form at the next available opportunity.
325/May 2020 Village Caretaker’s report
The Village Caretaker reported he had repainted disabled logos in the car park, he is refurbishing a seat in Hayes Gardens and the Tennis Court fence has been repaired. The Chairman thanked Mr Bradley for tidying the Book Exchange. Councillor Buck will pass the pink spray to the Village Caretaker.
326/May 2020 Councillor Responsibility
Councillors RESOLVED unanimously to appoint Gavin Monks as Safety Officer, Councillor Buck as P3 Liaison Officer, Councillors Harris and Nicholson as Remembrance Group Working Party Representative, Gavin Monks as Responsible Finance Officer, Councillor Dickinson as Tennis Court Liaison Officer, Councillor Graham as Ingham & Cammeringham Village Hall Representative, Gavin Monks as LALC Representative, Councillor Brown as Village Venture Representative, Councillor Nicholson as Ingham Practice Patients Group Representative, Councillor Brown as Councillor responsible for GDPR, and Councillors Brown, Stonham and Nicholson as Neighbourhood Plan Steering Group members.
327/May 2020 Notes of the Monthly Meeting of Ingham Parish Council held on the 6th April 2020 to be approved as
the Minutes
Councillors RESOLVED unanimously to approve the Minutes of the meeting of 6th April 2020.
328/May 2020 Appointment of Internal Auditor/Independent Examiner
Councillors RESOLVED unanimously to appoint Bridget Solly as Internal Auditor.
329/May 2020 Adoption of Standing Orders and Financial Regulations
Councillors RESOLVED unanimously to adopt the Standing Orders and Financial Regulations.
330/May 2020 Review and approve Complaints procedure
Councillors RESOLVED unanimously to approve the Complaints procedure.
331/May 2020 Review and Approve the Publication Scheme
Councillors RESOLVED unanimously to approve the Publication Scheme.
332/May 2020 Review and Approve the procedure for handling requests under the Freedom of Information Act 2000
Councillors RESOLVED unanimously to approve the procedure for Freedom of Information requests.
333/May 2020 Review and Approve the Equal Opportunity Policy
Councillors RESOLVED unanimously to approve the Equal Opportunity policy.
334/May 2020 Review and Approve Disciplinary and Grievance Policy Procedure
Councillors RESOLVED unanimously to approve the Disciplinary and Grievance procedure.
335/May 2020 Approve the Data Protection Policy
Councillors RESOLVED unanimously to approve the Data Protection policy.
336/May 2020 Adopt the section 137 limit 2020/21
Councillors RESOLVED unanimously to adopt the s137 limit of £8.32 per person on the electoral role.
337/May 2020 Police report
PCSO McFaul sent apologies. The Clerk read out a report that showed four reports of concern over the safety of an individual, a suspicious white van in the village on 15/4/20, 2 vans stolen from Ingham Business Park on 15/4/20 and the same vans were found with their engines removed later that day. There have been 2 of breaches COVID-19 guidelines by Ingham residents.
338/May 2020 Clerk’s report on matters outstanding
The Clerk reported that the post box stump on Lincoln Road has not yet been removed. The steps on Grange Lane have been scheduled for repair by LCC. Lincoln Road development— the transfer of open space continues. A tree survey of trees on The Green and pond site is postponed until COVID restrictions are removed. Play area lease — an update is awaited from Chattertons. Flooding on Long Lane has been reported to LCC and Northern Power have been contacted. The height and health of the hedge bordering the footpath adjacent to Grange Close has been reported to LCC. Work to transition to a new Parish Council website has been delayed by LCC. A damaged road sign at the junction of Church Hill and Middle Street has been reported to LCC. The speed and footpath issue on Church Hill around the Church has been reported to LCC. The designation of Long Lane as either a road or footpath is being pursued by Councillor Harris. Sign on The Green- reported to LCC for repair. Grange Lane Street Light permanently on – reported to LCC for repair.
339/May 2020 P3 Liaison Officer’s report
All footpaths are walkable. The footpath adjacent to Ingham House is becoming overgrown. There is dog fouling on some footpaths. The footpath toward the kennels needs remarking.
340/May 2020 Items raised by Councillors for future agenda
Councillor Graham requested that the Village Hall funding be a static agenda item moving forward along with COVID 19 grant spend.
341/May 2020 County Council Issues
The Clerk noted that tips would soon be reopening.
342/May 2020 District Council issues
Councillor Patterson sent apologies.
343/May 2020 Data Protection Fee
Councillors RESOLVED unanimously to pay the data protection fee of £40.
344/May 2020 Annual Insurance Renewal
Councillors RESOLVED unanimously to pay the premium of £753.59 for 2020/21.
345/May 2020 Internal Audit Report
The Clerk said that the report had not yet been received.
346/May 2020 Meeting date 2020/21
Councillors RESOLVED unanimously to agree the meeting dates for 2020/21 whether held virtually or in the Village Hall.
347/May 2020 Financial report including resolution to make payments to:
Cheque Number Payee Amount
1658 G.Monks (salary April 2020)
1659 M.Couzens (salary April 2020)
1201 Green Grass Contracting (Grass cuts 27/3 & 22/4) £748.80
1202 G.Monks (enclosure, courier, paint) £37.53
1203 Zurich Municipal (Annual insurance premium) £753.69
1204 Information Commissioner (Data protection fee) £40
1205 Scottish Widows (transfer of earmarked funds) £1500
Councillors RESOLVED unanimously to pay cheques 1658 to 1659 and 1201 to 1205.
348/May 2020 External Audit
Councillors agreed that the Parish Council should not seek exemption from External Audit.
349/May 2020 Approval of The Annual Governance Statement
Deferred until the next meeting.
350/May 2020 Consideration of Accounting statements
Deferred until the next meeting.
351/May 2020 Approval of the Accounting Statements
Deferred until the next meeting.
352/May 2020 Chairman to sign the Accounting Statements
Deferred until the next meeting.
353/May 2020 Planning Matters to be Reported and Considered
None.
354/May 2020 Risk Assessment Play Area and Playground
The Clerk presented the report which noted that the defibrillators were operational. The Clerk will arrange for the annual inspection of play equipment.
355/May 2020 Neighbourhood Plan
The Clerk is waiting for a response from the consultants with respect to Green Space Assessment. The Clerk has successfully re-applied for Locality funding.
356/May 2020 COVID-19
Councillors RESOLVED unanimously to ratify the decision to apply for the COVID-19 grant of £3000 which can be spent on food parcels for the self-isolating and vulnerable. Any remaining funds could be used for a post COVID 19 community event.
The measures agreed previously remain in place with the exception that the Tennis Court can be re-opened for singles play or doubles by people from the same household.
357/May 2020 Quantum Air Fibre
Councillor Harris agreed to find further information about this offer.
358/May 2020 Correspondence Received
All correspondence was discussed as part of agenda items.
359/May 2020 Date of the next Parish Council Meeting
The next Meeting of Ingham Parish Council will be on Monday 8th June 2020.
Meeting Ended 20.09