2022 Parish Council minutes of meetings

Minutes of Parish Council meeting 16th February 2022 at 7.15pm

held at Mareham le Fen Community Centre

Present: Cllrs M. Percival (Chair), D.Hill (Vice Chair), P. Chilvers and P. Bourn.

Clerk:    A. Everard

Members of Public present: Four

Public Forum

A member of the public raised the following issue: that public benches were needed. The Chair explained that the parish council had to get licences from Lincolnshire County Council to place street furniture on highways, verges and pavements and that process was in hand.

45/22 Comments from the Chair

The Chair welcomed everyone to the meeting in spite of the stormy weather outside. Attention was drawn to the recent Facebook posts about attempted break-ins in the area.  People were thanked for staying safe.

46/22. Apologies for absence with reason given

Cllr Millen had sent her apologies and on a show of hands

RESOLVED that Cllr Millen’s absence was approved.

47/22. Declaration of Members’ interests in accordance with the Localism Act 2011  

None declared.

48/22. To consider requests from members for a dispensation on any items on the agenda.

None requested.

49/22. To receive the draft notes to be approved as the minutes of the Meeting held on 19th January 2022.

Proposed by Cllr Bourn, seconded by Cllr Hill and unanimously approved

RESOLVED to approve the 19th January 2022 minutes and the Chair signed them.

50/22. To consider any matters arising from the minutes 19th January 2022 not already on this agenda.

None were raised.

51/22. To consider and comment on any local planning matters

• S/114/01622/21 - LAND AT MOAT FARM, WATERY LANE, MAREHAM LE FEN – Undecided by the Planning Authority prior to this meeting.
• S/114/02220/21 - LAND ADJACENT CROESO, MAIN STREET, MAREHAM LE FEN – Undecided by the Planning Authority prior to this meeting.

The Clerk advised that in accordance with minute 30/22 he had been in contact with Anglian Water and their Engagement Manager may bring along other managers and be willing to attend a meeting of parish council or for a public meeting.  It was proposed that this would be ideal in April with lighter nights and better weather conditions.  A newsletter could be used to invite parishioners.

52/22.  To consider and approve financial matters

1. To approve expenditure on the payments schedule

The Clerk advised he had worked 18 additional hours this month and HMRC was aware of the income tax refund and had asked for the parish council to be reimbursed.

Payments since the last meeting

Current payments to pay

It was proposed by Cllr Hill and seconded by Cllr Chilvers and approved

RESOLVED to approve the payments made since 19th January, approve the Clerk’s additional hours and approve the payments on the payments schedule.

2. To receive and approve the bank reconciliation and expenditure to date

Members received from the Clerk a report showing income of £12,748.14 this financial year so far and expenditure of £15,604.28 (although £219.39 related to 2020-21 financial year). There were no unpresented cheques. Bank account balances were £18,953.17 in the current account and £18,743.12 in the deposit account prior to this meeting.  It was proposed by Cllr Hill and seconded by Cllr Bourn to approve the bank reconciliation and financial report and on a show of hands unanimously approved,  Cllr Bourn will sign the bank reconciliations and bank statements to evidence the check as stated in Financial Regulations.

RESOLVED to note and approve the financial report.

3. To consider the asset register

A draft asset register had been circulated prior to the meeting. Councillors discussed some items to be added to the draft asset register including valuations.  This may affect the parish council insurance policy due to be reviewed later this year.  The Clerk will update the register and bring a final version for approval at the next meeting.  It was proposed by Cllr Bourn and seconded by Cllr Hill and unanimously approved

RESOLVED to add further items to the draft asset register and the Clerk can obtain valuations if necessary.

4. To consider internal controls and the risk register

Councillors considered the reports circulated prior to the meeting and there were no amendments required.  It was proposed by Cllr Bourn and seconded by Cllr Hill and unanimously approved,

RESOLVED that the internal controls statement and the risk register were adopted.

5. To carry out the bi-annual review of direct debits

The list showing that Anglian Water was the only current direct debit (quarterly) was circulated prior to the meeting as required by paragraph 6.7 of Financial Regulations.   The Clerk advised that further items may be possible to add in due course such as the work phone SIM card contract .  There were no bank account standing orders in place.  It was proposed by Cllr Bourn and seconded by Cllr Hill and unanimously approved,

RESOLVED that the variable direct debits list showing Anglian Water was approved.

6. To discuss use of BACs and debit card on the bank account

The Clerk advised that the parish council’s bank account would permit use of a debit card for use by the Clerk on purchases and that BAC’s was available allowing authorisation by councillors for each transaction was also possible.  The Clerk advised that it was possible for parish council to set a spending limit on the debit card.   Councillors discussed the arrangements and it was proposed by Cllr Chilvers and seconded by Cllr Hill and unanimously approved

RESOLVED that arrangements for BAC’s payments and a debit card with a £300 daily limit be set up on the current bank account.

7. to approve a transfer of funds between the council’s bank accounts

The Clerk advised that in view of the previous decision it would be prudent to transfer £10,000 to the deposit account to obtain some interest as precept would be due to be paid soon keeping cashflow available in the current account and to reduce risk of loss and misuse.  It was proposed by Cllr Chilvers and seconded by Cllr Hill and unanimously approved on a show of hands

RESOLVED that the Clerk make arrangements to transfer £10,000 from current account to deposit account

8. to approve an update to the bank account mandate.

The Clerk advised that due to other commitments on the agenda that he had not finalised the new draft mandate but asked parish council to indicate if all councillors were to be added to the bank account mandate.  Members discussed and it was proposed by Cllr Chilvers and seconded by Cllr Hill and approved

RESOLVED that the bank mandate is to be amended to ensure all parish councillors are signatories.

53/22.  To consider proposals for commemorating the Queen’s Jubilee and approve financial commitments.

Cllr Bourn and Cllr Hill had attended the latest meeting of the Jubilee group led by J. Loveridge. It was being proposed that there would be a daytime event:- choir, stalls, bouncy castle, face painting, scones and Pims followed by an evening event 6-10pm with family disco, drinks.  There would also be events or participation by WI, Church and community centre.  Cllr Hill provided a list of costs given by J. Loveridge at the meeting.  It was not clear why as there were no invoices and parish council could either agree to pay a donation (but to whom) or if the parish council were taking on responsibility for certain costs they would need to agree purchase and authorise payments.  St John’s Ambulance and LIVES may be present during the day for first aid. Also need to ensure there is sufficient insurance in place. Minutes of meetings so far was needed to understand the situation. Cllrs discussed some of their own ideas for the parish could be planting a Jubilee tree with a plaque, the proposed benches with plaques commemorating the Jubilee.  The parish council wanted a successful Jubilee event and on receipt of further information will decide what steps need to be taken.

The Clerk had received a request for purchase or a donation towards commemorative mugs for the pupils at Mareham le Fen Church of England Primary School to be presented to pupils on the last day of term prior to the Jubilee with 87 on roll but this fluctuates.  The school had provided links to various websites to be able to determine options for the costs usually for 108 mugs.  Option  A £449.12 VAT included, Option B £236.52 mug without personalisation and Option C £340.20 with 2 images but no personalisation. It was proposed by Cllr Hill and seconded by Cllr Bourn to purchase or donate Option A and it was unanimously approved by show of hands,

RESOLVED that £449.12(inc VAT) be spent on purchasing mugs for the primary school children that are clearly marked with ‘Mareham le Fen’.

54/22. To receive updates and approve any action to be taken on;

1. Cemetery – approval of memorials; approval of consultants to obtain planning permission

Cllr Hill proposed and Cllr Chilvers seconded that the memorial proposed by William Kent be approved

RESOLVED to approve the memorial proposed by William Kent Memorials dated 2nd December 2021.

The appointment of consultants to obtain planning permission for the cemetery extension was deferred to the next meeting.

b) Benches – to agree on locations and types of benches to be purchased.

Councillors discussed potential location of the new benches. It was proposed by Cllr Hill and seconded by Cllr Bourn and unanimously approved

RESOLVED to seek permission from Lincolnshire County Council to locate benches against the church wall on Church Lane and on Fen Lane opposite the shop and to ensure pedestrians can safely sit with feet on the pavement.

c) Seeking quotations for work on the Bus Shelter

A draft Request for Quotations was circulated and it was proposed by Cllr Chilvers and seconded by Cllr Bourn and on a show of hands unanimously approved

RESOLVED to issue the Request for Quotations onto the parish council website with a deadline for receipt of sealed quotations by the Clerk at 5pm Wednesday 9th March 2022.

d) Approval of new noticeboard and installation quotations

A discussion took place on this issue and the Clerk will obtain details for the next meeting.

e) Village grass-cutting and hedges – invitation to tender approval

A draft was circulated to members and the various lots were discussed.  Hedge-cutting will not be required until later in the year so concentrating on grass-cutting in Mareham le Fen.  The composting bins in the cemetery need to be emptied regularly and may need to be included.  A draft advert for publication in local papers was considered.  Due to the total contract value the Invitation to Tender will be advertised nationally with the deadline for the quotes to be received by the Clerk will be 5pm Monday 14th March 2022.  

It was proposed by Cllr Bourn and seconded by Cllr Hill and unanimously approved by show of hands

RESOLVED to approve the Invitation to Tender document subject to items discussed for a three-year contract with two potential annual extensions to be added to the council’s website, national Contract Finder and with purchase of the advert for £144.00 in local papers for written quotes to be received by the Clerk by 5pm Monday 14th March 2022.

f) Purchase or leasing of land and property

The Clerk had sent email to the Council’s solicitor and a letter by Recorded Delivery and then Secure Delivery.  Due to the sum of Parish Council money that the solicitor has got but has not provided an invoice or any response it was proposed by Cllr Hill and seconded by Cllr Bourn and approved by a unanimous show of hands that it was

RESOLVED that the Clerk must raise this matter regarding the non-response and potential loss of money through parish council’s legal adviser with the professional bodies: the Solicitors Regulation Authority and the Legal Services Ombudsman.

g) Parish council’s website and social media.

The Clerk advised that the website was being kept up to date and a work phone had now been purchased. Social media accounts can be set up shortly.  The Clerk hopes to attend two training courses recommended through LALC it was proposed by Cllr Hill and seconded by Cllr Bourn and approved unanimously

RESOLVED for the Clerk to attend two Breakthrough Communication training courses in February and March at £22.50 plus VAT each.

55/22. To consider any Highways issues.

It was noted that an injured resident from a fall footpath had written to the parish council regarding the emerging roots through the pavement around the Willow tree at the junction between The Green and Horncastle Road. The Clerk had forwarded the letter to Lincolnshire County Council and ensured the uneven pavement was logged on Fix My Street.    

56/22. To note items of correspondence for information and decide on items for future action.

Various items received and circulated – LALC e-news, Rural Services News, report from Cllr Gray, Jubilee notice from the Lord Lieutenant of Lincolnshire, LALC internal audit, LCC Town and Parish newsletter. 

57/22. To meet and consider any applicants for co-option to the parish council following the Co-option Policy and Procedure.

There were no candidates present seeking co-option at this meeting.  The Chair reminded members of the public present that there were four vacancies – contact the Clerk, the Chair or any other parish councillor as well as read the website to find out more.

58/22. To consider and receive details about any other parish matters and items for the next agenda.

The next agenda will contain items to cover planning for the Jubilee commemorations, results of tenders and an update on the planned Anglian Water visit.  

Date of next meeting – 16th March 2022 at 7.15pm.

There being no further business the Chair closed the meeting at 20.33pm.

Signed:                                                                                                 Date: