17th May 2021 Minutes
INGHAM PARISH COUNCIL
Minutes of the Annual Meeting of Ingham Parish Council
Date: Monday 17th May 2021
Venue: Ingham Village Hall
Attendance: Councillors: M. Nicholson (Chairman), N. Brown, R. Graham, B. Buck, G. Stonham, M. Dickinson and R. Woods. Also attending: G. Monks (Clerk), M. Couzens (Village Caretaker), District Councillor Patterson and A. Hutchinson (Chair of Ingham School Governors)
631/May 2021 Election of Chairman
Councillors RESOLVED unanimously to elect Councillor Mark Nicholson as Chairman. Councillor Nicholson accepted.
632/May 2021 To receive the Chairman’s Declaration of Acceptance of Office
Councillor Nicholson signed the Declaration of Acceptance of Office form.
633/May 2021 Apologies for absence
Councillor S.Harris and PCSO McFaul
634/May 2021 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)
635/May 2021 Election of Vice Chairman
Councillors RESOLVED unanimously to elect Councillor Nick Brown as Vice-Chairman
636/May 2021 To receive the Vice Chairman’s Declaration of Acceptance of Officer
Councillor Brown signed the Declaration of Acceptance of Office form.
637/May 2021 Village Caretaker’s report
The Village Caretaker reported he had removed the materials bag from outside 16 High Street, repaired a broken dog bin, painted village signs, cleared stakes from the dyke at Saxon Way, litter picked Cow Hill, replaced the battery in the speed indicator device and removed a branch near the phone box. It was also reported that the Tennis Court net needs attention.
638/May 2021 Councillor Responsibility
Councillors RESOLVED unanimously to appoint Gavin Monks as Safety Officer, Councillor Woods as P3 Liaison Officer, Councillor Nicholson as Remembrance Group Working Party Representative, Gavin Monks as Tennis Court Liaison Officer, Councillor Graham as Ingham & Cammeringham Village Hall 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.
639/May 2021 Notes of the Monthly Meeting of Ingham Parish Council held on the 12th April 2021 to be approved as
the Minutes
Councillors RESOLVED unanimously to approve the Minutes of the meeting of 12th April 2021.
640/May 2021 Recreation Area Project
The Chair of Ingham School Governors presented feedback from the survey conducted with pupils of the school about their preferences for the recreation area. It showed that most children go at least once a week and appreciate space to run about. They like the current swings, climbing frame and slide. New equipment preferences included a zip wire, monkey bars, slides, tunnel and roundabout. Other comments referred to sports equipment, skatepark/ bmx park. There was discussion about the current usage and condition of the playing field and tennis court. Councillor Stonham will summarise the responses from the questionnaire and circulate to Councillors.
641/May 2021 Appointment of Internal Auditor/Independent Examiner
Councillors RESOLVED unanimously to appoint Bridget Solly as Internal Auditor.
642/May 2021 Adoption of Standing Orders and Financial Regulations
Councillors RESOLVED unanimously to adopt the Standing Orders and Financial Regulations.
643/May 2021 Review and approve Complaints procedure
Councillors RESOLVED unanimously to approve the Complaints procedure.
644/May 2021 Review and Approve the Publication Scheme
Councillors RESOLVED unanimously to approve the Publication Scheme.
645/May 2021 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.
646/May 2021 Review and Approve the Equal Opportunity Policy
Councillors RESOLVED unanimously to approve the Equal Opportunity policy.
647/May 2021 Review and Approve Disciplinary and Grievance Policy Procedure
Councillors RESOLVED unanimously to approve the Disciplinary and Grievance procedure.
648/May 2021 Approve the Data Protection Policy
Councillors RESOLVED unanimously to approve the Data Protection policy.
649/May 2021 Adopt the section 137 limit 2021/22
Councillors RESOLVED unanimously to adopt the s137 limit of £8.41 per person on the electoral role.
650/May 2021 Police report
PCSO McFaul sent apologies. A report showed an incident involving a dog entering a garden on Long Lane.
651/May 2021 Clerk’s report on matters outstanding
The Clerk reported that the post box stump on Lincoln Road has not yet been removed. Faster Broadband – Councillor Harris is looking into the interest registered with Quantum Fibre to date. Car Parking, High Street – a proposal for parking has been sent to Highways. The road across The Green from West End is very uneven - Highways will not undertake the works, Crossways junction – the change of the 30mph zone is awaited. Easement of the dyke – later agenda item; Long Lane Drainage – works are scheduled; Damage to The Green – Sainsburys have raised an insurance claim for repairs; Pot Holes Grange Lane – pot holes adjacent to Inn on the Green reported to Highways. Tree works on The Green – quotations have been requested. A VAT refund has been requested from HMRC. The neighbourhood plan grant has been applied for from Locality. The Wicksteed play area inspection and risk assessment has been scheduled. West Lindsey District Council have been asked to review the tree works needed on The Green. Lincolnshire County Council are looking to bid for funding to plant trees in the area. The Parish Council suggest trees to replace a fallen tree next to the noticeboard and for the playing field wildlife area. The Clerk was asked to raise the issue of the parking surface outside the ‘Top Shop’ with Highways and request a white line to demarcate a footpath outside 16 High Street.
652/May 2021 P3 Liaison Officer’s report
All footpaths are walkable. The footpath to Stow requires reinstatement. The Clerk will contact Countryside Access to arrange this.
653/May 2021 Items raised by Councillors for future agenda
Councillor Nicholson raised the issue of the footpath from the LACE housing being unfinished. The Clerk will raise this with LACE.
654/May 2021 County Council Issues
None were reported.
655/May 2021 District Council issues
Councillor Patterson reported that the District Council met virtually in April to re-elect the Chair and Vice Chair. A Teams Planning training session is scheduled for 2nd June. Councillors will let him know if they’d like to attend.
656/May 2021 Data Protection Fee
Councillors RESOLVED unanimously to pay the data protection fee of £40.
657/May 2021 Annual Insurance Renewal
Councillors RESOLVED unanimously to renew the policy with Aviva for 2021/22.
658/May 2021 Internal Audit Report
Councillors reviewed the report that stated ‘From the checks that I have performed and from the information that I have seen, I can conclude that the accounts have been maintained to the highest of standards and I thank the Clerk for his
careful attention to the accounts and the time he has taken to produce them. I recognise how hard it has been to keep Council business going during the past 12 months and thank you all for accepting new ways of holding meetings and approving payments successfully. Councillors RESOLVED unanimously to pay the internal audit fee of £40.
659/May 2021 Meeting dates 2021/22
Councillors RESOLVED unanimously to agree the meeting dates for 2021/22.
660/May 2021 Financial report including resolution to make payments to:
Cheque Number Payee Amount
1724 G.Monks (salary April 2021)
1725 M.Couzens (salary April 2021)
1726 Scottish Widows (transfer of earmarked funds) £1500
1727 Information Commissioner (Data protection fee) £40
1728 G.Monks (mileage) £10.80
1729 BHIB Ltd (Annual insurance premium) £622.41
Councillors RESOLVED unanimously to pay cheques 1724 to 1729.
661/May 2021 External Audit
Councillors agreed that the Parish Council should not seek exemption from External Audit.
662/May 2021 Approval of The Annual Governance Statement
Councillors RESOLVED unanimously to approve the Annual Governance Statement 2020/21. The Chairman signed the form.
663/May 2021 Consideration of Accounting statements
Councillors considered the Accounting Statements 2020/21.
664/May 2021 Approval of the Accounting Statements
Councillors RESOLVED unanimously to approve the Accounting Statements 2020/21.
665/May 2021 Chairman to sign the Accounting Statements
The Chairman signed the Accounting Statements form.
666/May 2021 Planning Matters to be Reported and Considered
None.
667/May 2021 Risk Assessment Play Area and Playground
The Clerk presented the report which noted that equipment was operationally safe. The side protection panels have been replaced on the small climbing frame. The defibrillators were operational and emergency ready. Paving slabs remain on the wildlife area. The school will be asked to move these.
668/May 2021 Neighbourhood Plan
Councillor Nicholson provided an update stating that the call for sites consultation is almost ready and guidance is awaited about using the Village Hall for a public event. Councillors clarified that the Steering Committee is operating separately from the Parish Council but reports to them periodically.
669/May 2021 COVID-19
There is £3000 that can be used for a celebration event for the community. Councillor Nicholson will liaise with the Village Hall committee to ensure that there is no duplication.
670/May 2021 Easement of the Dyke
Currently Anglian Water will not commit to maintenance of a newly installed pipe. The Clerk was asked to check with the Parish Council insurer whether there is cover in place for this scenario.
671/May 2021 Parking on Lincoln Road
The Clerk was asked to make a note in Village Venture for residents to consider the impact on other residents when they park on the road.
672/May 2021 Speed Data
The average speed recorded in April/ May was 34.7mph with a maximum speed of 60.5mph. Councillor Nicholson will contact the PCSO to request she records speeds in the Church area. The Clerk will liaise with the supplier to rectify the speed sign fault where a slow down message is displayed below 30mph.
673/May 2021 Correspondence Received
All correspondence was discussed as part of agenda items.
674/May 2021 Date of the next Parish Council Meeting
The next Meeting of Ingham Parish Council will be on Monday 21st June 2021.
Meeting Ended 20.47