2024 Minutes of Meetings

Minutes of Parish Council meeting 28th June 2024 at 6pm

held at Mareham le Fen Community Centre

Present: Cllrs M.Percival (Chair), W.Gray, M.Foster.

Not Present: Cllr L.Thomas.

Clerk:    A. Everard

Members of Public present: One

58/24. Welcome by the Chair of the Council

The Chair welcomed and thanked everyone attending this extraordinary meeting after the previous ordinary meeting was inquorate but there was urgent business to complete to meet statutory deadlines. Due to limited time available the agenda items had been kept to the minimum necessary.

59/24.  Apologies for absence with reason given

Cllr Thomas sent his apology prior to the meeting and it was noted.

60/24. Declaration of Members’ interests in accordance with the Localism Act 2011 and requests for dispensations

None.

61/24. To receive and noted the following correspondence from LALC ENews (two-weekly); LALC Training Bulletin (monthly); LCC Town and Parish News and ELDC Town and Parish E-News (monthly); ELDC Messenger; ELDC Media releases; LCC Parish Agreement highway verge contribution rate 2024/25 increased from £1721.27 to £2,852.38 for 16393m2; Lincolnshire Police East Lindsey online Briefing – 27th June 18.00-20.00; Notice of General Election 4th July 2024, email regarding anti-social behaviour around Fieldside bus stop area; LCC email S.19 Flood Investigation Report Questionnaires for affected addresses; LIVES Quarterly defibrillator check Tumby Woodside – all OK.

62/24.  To consider and approve financial matters

a) To approve amendments to the parish council’s insurance policy.

The council noted the increased premium of £246.01 now the reinstatement value for the bus shelter had been increased.  They also noted the additional premium of £95 if the cemetery building was to be covered under the policy following the provision of a reinstatement value by Robert Bell & Co. Cllr Percival proposed, Cllr Gray seconded and it was unanimously RESOLVED to pay the revised insurance premium and to add the Cemetery Building onto the policy.

b) To approve expenditure on the payments schedule.

It was proposed by Cllr Percival, seconded Cllr Foster and unanimously RESOLVED that the payments are approved.

c) To note the bank statement balances and bank reconciliation.

It was noted current account £10,423.27 and deposit account £24,171.51. The Clerk reported that a payment of £1454.40 had been sent to Chattertons but they reported that the account had already been paid and the cheque returned uncashed. It was proposed by Cllr Percival, seconded Cllr Foster and unanimously RESOLVED to accept the bank reconciliation.

63/24. To approve the Annual Governance and Accounts Return 2023-24 and publication:

a) To receive, consider and approve cash book income and expenditure 2023-24 statements and asset register for publication.

Proposed Cllr Percival, seconded Cllr Gray and unanimously RESOLVED to approve the accounts and to publish.

b) To receive the Annual Internal Audit Report and approve publication (if available).

The internal audit was underway and the report was unavailable so this item was deferred.

c) To receive, consider and approve the Annual Governance Statement 2023-24 and for the Chair and Clerk to sign.

Each item of the Annual Governance Statement was reviewed.  Cllr Percival proposed, Cllr Gray seconded unanimously RESOLVED to adopt the Annual Governance Statement 2023-24 and signatures were added.

d) To receive, consider and approve the bank reconciliation, variance analysis and the Annual Accounting Statement 2023-24 and if approved for the Chair to sign

Cllr Percival proposed, Cllr Gray seconded and unanimously RESOLVED to adopt the Annual Accounting Statement 2023-24 and it was signed.

e) To approve the dates of electors’ rights to be exercised Monday 1 July – Friday9 August 2023.

Cllr Percival proposed, Cllr Gray seconded and it was unanimously RESOLVED for the Period of Public Inspection to start 1st July until 9th August 2024.

f) To approve the Certificate of Exemption (if applicable) and publication of documents on the parish council’s website to meet obligations specified in the Transparency Code and Accounts and Audit Regulations 2015.

The Council considered they met the criteria to claim exemption from external audit and Cllr Percival proposed, Cllr Gray seconded and it was unanimously RESOLVED to complete the Certificate of Exemption 2023-24 for submission to the External Auditor and to comply with the publication requirements.

64/24. Highways

a) To consider any grass-cutting and maintenance contract issues.

Parish Council considered the performance of grass-cutting by the contractor so far this season. Cllr Percival proposed, Cllr Gray seconded and it was unanimously RESOLVED to monitor performance through this season and raise any concerns with the current contractor and review the contract by the end of the year.

65/24.  Training Bookings to be approved.

None.

66/24. To receive and approve updates on

a)         Participation of RHS East Midlands In Bloom ‘Best-Kept Village’ competition, judging date and other steps.

The Clerk advised that the judging date will be 11th July.  Due to ongoing concerns over the state of the grass-cutting being raised with the contractor and the variable weather plus the need to consider what willing volunteers are available to assist with maintenance of planters and other items their purchase had not taken place.  However, a route was being worked on for the judges and the recommendations that emerge from this judging day will help decide what actions could be undertaken. Councillors noted the positive support from organisations who may be willing to sponsor purchases in due course. Due to the small number of parish councillors on the council and other commitments it was unlikely that they would be able to join the judges on the day.  Through Facebook individual householders will be invited to ‘show’ their front gardens to the judges on the judging day during the judges’ tour of the village.

67. Date of the next meeting Wednesday 17th July 2024 and items to be added to the agenda.

Councillors noted that the council meeting would be inquorate on that date and it was proposed by Cllr Percival, seconded Cllr Gray and unanimously RESOLVED to not have a council meeting in July but to meet on 21st August 2024, 7.15pm when more councillors would be available.

The meeting ended at 19.00.