15th May 2023 Annual Meeting Minutes
INGHAM PARISH COUNCIL
Minutes of the Annual Meeting of Ingham Parish Council
Date: Monday 15th May 2023
Venue: Ingham Village Hall
Attendance: Councillors: M. Nicholson, N. Brown, H. Wilson, S. Jacklin, T. Miller, P. Bell, G. Stonham. Also attending: G. Monks (Clerk), M. Couzens (Village Caretaker), District Councillor Patterson (20.31) and one member of the public.
182/May 2023 Election of Chairman
Councillors RESOLVED unanimously to elect Councillor Mark Nicholson as Chairman. Councillor Nicholson accepted.
183/May 2023 To receive the Chairman’s Declaration of Acceptance of Office
Councillor Nicholson signed the Declaration of Acceptance of Office form.
184/May 2023 Election of Vice Chairman
Councillors RESOLVED unanimously to elect Councillor Nick Brown as Vice-Chairman
185/May 2023 To receive the Vice Chairman’s Declaration of Acceptance of Officer
Councillor Brown signed the Declaration of Acceptance of Office form.
186/May 2023 To receive Councillors’ Declaration of Acceptance Forms
Councillors handed their forms to the Clerk.
187/May 2023 Apologies for absence
Councillor S. Lee, County Councillor Butroid and PCSO McFaul.
188/May 2023 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)
189/May 2023 Village Caretaker’s report
The Village Caretaker reported he had undertaken litter picking, safety checks of equipment and put up cable ties on play equipment. He also assisted in putting up bunting, changing the SID battery, putting up road closure signs on The Green and fixing a dog fouling sign on the Saxon Way open space
190/May 2023 Councillor Responsibility Appointments
Councillors RESOLVED unanimously to appoint Gavin Monks as Safety Officer, Councillor Stonham as P3 Liaison Officer, Councillor Jacklin as Ingham & Cammeringham Village Hall Representative, Councillor Brown as Village Venture representative, Councillor Jacklin as Ingham Practice Patients Group Representative, Councillor Brown as Councillor responsible for GDPR, Councillor Nicholson as Remembrance Day representative and Councillors Brown, Stonham and Nicholson as Neighbourhood Plan Steering Group members.
191/May 2023 Notes of the Monthly Meeting of Ingham Parish Council held on the 24th April 2023 to be approved as
the Minutes
Councillors RESOLVED unanimously to approve the Minutes of the meeting of 24th April 2023.
192/May 2023 Appointment of Internal Auditor/Independent Examiner
Councillors RESOLVED unanimously to ask LALC to arrange for an Internal Auditor.
193/May 2023 Adoption of Standing Orders and Financial Regulations
Councillors RESOLVED unanimously to adopt the Standing Orders and Financial Regulations.
194/May 2023 Review and approve Complaints procedure
Councillors RESOLVED unanimously to approve the Complaints procedure.
195/May 2023 Review and Approve the Publication Scheme
Councillors RESOLVED unanimously to approve the Publication Scheme.
196/May 2023 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.
197/May 2023 Review and Approve the Equal Opportunity Policy
Councillors RESOLVED unanimously to approve the Equal Opportunity policy.
198/May 2023 Review and Approve Disciplinary and Grievance Policy Procedure
Councillors RESOLVED unanimously to approve the Disciplinary and Grievance procedure.
199/May 2023 Approve the Data Protection Policy
Councillors RESOLVED unanimously to approve the Data Protection policy.
200/May 2023 Adopt the section 137 limit 2023/24
Councillors RESOLVED unanimously to adopt the s137 limit of £9.93 per person on the electoral role.
201/May 2023 Police report
PCSO McFaul sent apologies.
202/May 2023 Clerk’s report on matters outstanding
The Clerk reported Footpath markings – markings on the path outside 16 High St. have been requested by the County Councillor. Road across The Green – ‘no vehicles’ signs have been erected; Play Area contract – awaiting a response from the LCC solicitor; Easement of the dyke – awaiting a response from the new owner of the scrap yard/ WLDC; New seats – the parishioner no longer wants to place a plaque at West End and would prefer the Green; HSBC signatories – confirmation is awaited; Long Lane copse – the landowner has strimmed back the area to control rabbits; Tree Survey – requested; Pot Holes on the road to the car park – tarmac purchased. Speed data shows an average speed of 28.4mph on Lincoln Road and a maximum speed of 67.1mph.
203/May 2023 P3 Liaison Officer’s report
A report from Councillor Stonham noted all footpaths are walkable.
204/May 2023 Items raised by Councillors for future agenda
Councillors raised the idea of a new speed indicator device, training for use of defibrillators and Bonfire Night insurance.
205/May 2023 County Council Issues
County Councillor Butroid sent apologies.
206/May 2023 District Council issues
District Councillor Patterson updated Councillors about dog fouling, the District Council elections, funding and Scampton.
207/May 2023 Data Protection Fee
Councillors RESOLVED unanimously to pay the data protection fee of £40.
208/May 2023 Annual Insurance Renewal
Councillors RESOLVED unanimously to renew the policy with Aviva for 2023/24. The Chair of the Village Hall Committee asked if the Parish Council could check with their insurer whether Bonfire Night arrangements could be covered by this insurance policy. The Clerk will ask the insurer.
209/May 2023 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.
210/May 2023 Meeting dates 2023/24
Councillors RESOLVED unanimously to agree the meeting dates for 2023/24.
211/May 2023 Financial report including resolution to make payments to:
Cheque Number Payee Amount
1856 G.Monks (reimbursement A4) £4.75
1857 Green Grass Contracting (Grass cut 18/4) £463.68
1858 Groundwork UK (End of Grant Refund) £2,000
1859 G. Monks (salary April 2023) £
1860 M. Couzens (salary April 2023) £
1861 G. Monks (mileage) £34.20
1862 G. Monks (reimbursement spray, road signs, tarmac) £60.56
1863 B. Solly (Internal Audit Fee) £40
1864 Information Commissioner (Data Protection Fee) £40
1865 S. Jacklin (reimbursement coronation bunting) £41.93
Councillors RESOLVED unanimously to pay cheques 1856 to 1865.
212/May 2023 Year End Accounts
Councillors RESOLVED unanimously to approve the year end accounts.
213/May 2023 External Audit
Councillors RESOLVED unanimously to not seek an exemption.
214/May 2023 Approval of The Annual Governance Statement
Councillors RESOLVED unanimously to approve the Annual Governance Statement 2022/23. The Chairman signed the form.
215/May 2023 Consideration of Accounting statements
Councillors considered the Accounting Statements 2022/23.
216/May 2023 Approval of the Accounting Statements
Councillors RESOLVED unanimously to approve the Accounting Statements 2022/23.
217/May 2023 Chairman to sign and date the Accounting Statements
The Chairman signed and dated the Accounting Statements form.
218/May 2023 Planning Matters to be Reported and Considered
146268, Highcliff The Cliff Ingham Lincoln LN1 2YQ, change of use of part of agricultural building to B8 (storage and distribution) – Councillors RESOLVED unanimously to ratify the comments returned.
219/May 2023 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. Councillor Wilson agreed to reduce the grass length around the new trees on the playing field. The Clerk will arrange for the solar map on the P3 noticeboard to be updated.
220/May 2023 Neighbourhood Plan
Councillors RESOLVED unanimously to re-apply for the grant offered by Locality when the application window opens.
221/May 2023 Multi Use Games Area
Funding option offered by WLDC were discussed.
222/May 2023 PCSO reduction
Further information is awaited.
223/May 2023 Solar Proposals
Councillors RESOLVED unanimously to adopt the joint statement set out by 7000 Acres.
224/May 2023 The Book Exchange
Councillors RESOLVED unanimously to defer this item to the next meeting of the Parish Council.
225/May 2023 Commemorative Tree
Councillors asked the Clerk to contact the tree officer to seek approval to instate a tree on The Green opposite the shop.
225/May 2023 Correspondence Received
All correspondence was discussed as part of agenda items.
226/May 2023 Date of the next Parish Council Meeting
The next Meeting of Ingham Parish Council will be on Monday 12th June 2023.
Meeting Ended 21.00