9th May 2022 Minutes
INGHAM PARISH COUNCIL
Minutes of the Annual Meeting of Ingham Parish Council
Date: Monday 9th May 2022
Venue: Ingham Village Hall
Attendance: Councillors: N. Brown, M. Dickinson, H. Wilson, S. Jacklin. Also attending: G. Monks (Clerk), M. Couzens (Village Caretaker), County Councillor Butroid and one member of the public.
883/May 2022 Election of Chairman
Councillors RESOLVED unanimously to elect Councillor Mark Nicholson as Chairman. Councillor Nicholson was not present.
884/May 2022 To receive the Chairman’s Declaration of Acceptance of Office
Councillor Nicholson will sign the Declaration of Acceptance of Office form at the next meeting.
885/May 2022 Apologies for absence
Councillor M. Nicholson, R. Graham, G. Stonham, District Councillor Patterson and PCSO McFaul.
886/May 2022 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)
887/May 2022 Election of Vice Chairman
Councillors RESOLVED unanimously to elect Councillor Nick Brown as Vice-Chairman
888/May 2022 To receive the Vice Chairman’s Declaration of Acceptance of Officer
Councillor Brown signed the Declaration of Acceptance of Office form.
889/May 2022 Village Caretaker’s report
The Village Caretaker reported he had undertaken litter picking, safety checks of equipment and treated the Churchfield sign. He also reported that the dog bin on Saxon Way open space is overflowing. The Clerk will contact WLDC to find the cost for a larger bin. A report from Councillor Stonham noted the poor condition of ‘The Green’ sign. This will be an agenda item at the next meeting.
890/May 2022 Councillor Responsibility Appointments
Councillors RESOLVED unanimously to appoint Gavin Monks as Safety Officer, Councillor Stonham as P3 Liaison Officer, Councillors Jacklin and Wilson as Ingham & Cammeringham Village Hall Representatives, 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. The appointment of Tennis Court Liaison officer is postponed until the next meeting.
891/May 2022 Notes of the Monthly Meeting of Ingham Parish Council held on the 14th March 2022 to be approved as
the Minutes
Councillors RESOLVED unanimously to approve the Minutes of the meeting of 14th March 2022.
892/May 2022 Appointment of Internal Auditor/Independent Examiner
Councillors RESOLVED unanimously to appoint Bridget Solly as Internal Auditor.
893/May 2022 Adoption of Standing Orders and Financial Regulations
Councillors RESOLVED unanimously to adopt the Standing Orders and Financial Regulations.
894/May 2022 Review and approve Complaints procedure
Councillors RESOLVED unanimously to approve the Complaints procedure.
895/May 2022 Review and Approve the Publication Scheme
Councillors RESOLVED unanimously to approve the Publication Scheme.
896/May 2022 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.
897/May 2022 Review and Approve the Equal Opportunity Policy
Councillors RESOLVED unanimously to approve the Equal Opportunity policy.
898/May 2022 Review and Approve Disciplinary and Grievance Policy Procedure
Councillors RESOLVED unanimously to approve the Disciplinary and Grievance procedure.
899/May 2022 Approve the Data Protection Policy
Councillors RESOLVED unanimously to approve the Data Protection policy.
900/May 2022 Adopt the section 137 limit 2022/22
Councillors RESOLVED unanimously to adopt the s137 limit of £8.82 per person on the electoral role.
901/May 2022 Code of Conduct
Councillors RESOLVED unanimously to adopt the LGA Code of Conduct . Councillors completed the proforma acceptance forms.
902/May 2022 Police report
PCSO McFaul sent apologies. A report showed just one incident of an abandoned call.
903/May 2022 Clerk’s report on matters outstanding
The Clerk reported that the post box stump on Lincoln Road has not yet been removed. Car Parking, High Street – a proposal for parking has been sent to Highways. Crossways junction – the change of the 30mph zone has been turned down by the County Council. The County Councillor will continue to argue for this. Footpath markings – markings on the path outside 16 High St. have been requested by the County Councillor. Road across The Green – Highways are looking at the costs of resurfacing. Yellow blocks outside 16 High Street – requested removal. Online banking – HSBC have said that the Clerk will need to be a signatory in order to be the main administrator. Neighbourhood Plan – the Clerk will need to return unspent funds to Locality.
904/May 2022 P3 Liaison Officer’s report
A report from Councillor Stonham noted all footpaths are walkable. The footbridge on the footpath to Fillingham from Grange Lane has been replaced.
905/May 2022 Items raised by Councillors for future agenda
None.
906/May 2022 County Council Issues
County Councillor Butroid reported that the County Council are willing to line mark the footpath on the northside of High Street. It was also noted that the request for the moving of the 30mph zone to assist safety at the Crossways junction has initially been turned down as it doesn’t meet the policy requirements, however, the County Councillor will continue to argue for this change.
907/May 2022 District Council issues
None.
908/May 2022 Data Protection Fee
Councillors RESOLVED unanimously to pay the data protection fee of £40.
909/May 2022 Annual Insurance Renewal
Councillors RESOLVED unanimously to renew the policy with Aviva for 2022/23.
910/May 2022 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 have looked at bank statements and reconciliations, income and expenditure, invoices, payments, receipts, chequebooks, fixed asset register, risk assessments, VAT returns, salaries and PAYE returns as well as the minutes of the meetings.
Councillors RESOLVED unanimously to pay the internal audit fee of £40.
911/May 2022 Meeting dates 2022/23
Councillors RESOLVED unanimously to agree the meeting dates for 2022/23.
912/May 2022 Financial report including resolution to make payments to:
Cheque Number Payee Amount
1777 G.Monks (salary April 2022)
1778 M.Couzens (salary April 2022)
1779 B. Solly (Internal Audit fee) £40
1780 G. Monks (mileage) £34.20
1781 Green Grass Contracting (Grass cut 1/4 & 21/4) £748.80
1782 M. Nicholson (Reimbursement pens) £9.87
1783 BHIB Ltd (Annual Insurance Premium) £689.12
1784 G. Monks (Reimbursement HMRC, planning, stamps) £33.32
1785 Groundwork UK R/C 291558 (End of grant refund) £2200
1786 Village Venture (Print costs) £220
Councillors RESOLVED unanimously to pay cheques 1777 to 1786.
913/May 2022 HSBC Signatory
Following discussion, Councillors RESOLVED unanimously to make the Clerk/ RFO (Gavin Monks) a signatory on the HSBC current account in order to enable the Clerk to be the primary contact on an HSBC online account.
A new process will be introduced once online banking begins where invoices must be approved by 2 signatories prior to the Clerk authorising an electronic payment and the most recent bank statement must be circulated to Councillors at each Parish Council meeting so that payments can be checked.
914/May 2022 External Audit
Councillors agreed that the Parish Council should not seek exemption from External Audit.
915/May 2022 Approval of The Annual Governance Statement
Councillors RESOLVED unanimously to approve the Annual Governance Statement 2021/22. The Chairman signed the form.
916/May 2022 Consideration of Accounting statements
Councillors considered the Accounting Statements 2021/22.
917/May 2022 Approval of the Accounting Statements
Councillors RESOLVED unanimously to approve the Accounting Statements 2021/22.
918/May 2022 Chairman to sign and date the Accounting Statements
The Chairman signed and dated the Accounting Statements form.
919/May 2022 Planning Matters to be Reported and Considered
144727, Ingham Play Park, The Green, Ingham, Lincoln LN1 2XT - install replacement play equipment – no comment necessary.
144775, High Cliff Farm The Cliff Ingham Lincoln LN1 2YQ, change of use of part of agricultural building to B8 (storage and distribution). Councillor Wilson declared an interest and left the room whilst Councillors considered this application. No comments were returned.
920/May 2022 Risk Assessment Play Area and Playground
The Clerk presented the report which noted that equipment was operationally safe. The defibrillators are operational and emergency ready. The Clerk was asked to ensure that the village grass is cut prior to the Platinum Jubilee events.
921/May 2022 Neighbourhood Plan
Councillors RESOLVED unanimously to reapply for the grant offered by Locality.
922/May 2022 Platinum Jubilee
The Clerk confirmed that a grant of £460 had been confirmed by West Lindsey grant team. A member of the organising committee explained the arrangements that have been made. Councillors RESOLVED unanimously that £1500 can be used from Parish Council funds toward the cost of arrangements for the day by way of providing a benefit to the community.
923/May 2022 Speed Data
The average speed recorded in May was 36.2mph with a maximum speed of 66 mph. County Councillor Butroid requested a copy of these readings so that he can look into speed control measures.
924/May 2022 Little Acorns Summer Fair
Councillors RESOLVED unanimously to allow the use of The Green and car park on 25th June.
925/May 2022 Recreation Area and Tennis Court
The Clerk noted that the planning application has been submitted for the recreation area project and a result is due in late June. Councillors reviewed the indicative quotation for a MUGA in the Tennis Court and agreed for this to be an agenda item at the next meeting. The Clerk pointed out that 12 months must pass following the completion of the recreation area project if we are to use FCC Communities as a funding source again.
926/May 2022 Correspondence Received
All correspondence was discussed as part of agenda items.
927/May 2022 Date of the next Parish Council Meeting
The next Meeting of Ingham Parish Council will be on Monday 13th June 2022.
Meeting Ended 21.00