July 2020 Minutes
Minutes of the Meeting of Carlton Scroop and Normanton on Cliffe Parish Council held virtually via Zoom Video Conference on Monday, 20 July 2020
1. PREAMBLE BY THE CHAIRMAN (19/78)
The Chairman introduced Members to the newly appointed Clerk, Mrs. Nikki Gascoigne.
2. PUBLIC FORUM (19/79)
Councillor Hankinson reported, on behalf of a parishioner, that the drain cover and surround on the road to the church between Silkstone Lane and the Row was in need of repair. Councillor Thomas informed the meeting that he had previously reported the matter to Councillor Maughan, and that the drain was blocked and needed to be reconstructed following damage due to heavy lorries passing over it.
Action: Councillor Maughan to request an update on the drain repair.
3. WELCOME REMARKS BY THE CHAIRMAN (19/80)
The Chairman opened the meeting at 7.30pm, welcomed Members and thanked them for their attendance. Those in attendance, the Vice-Chairman Councillor Hutton, Councillors Hankinson, Rainthorpe and Thomas, County Councillor Maughan and the Clerk Mrs. Gascoigne.
The Chairman informed Members that he had received the resignation of Councillor Calder via email. He had asked Councillor Calder whether he wished to meet to discuss any issues he may have and to seek a resolution but had not received a response. Councillor Hutton expressed his disappointment at the resignation, adding that Councillor Calder was an asset whom the Council should seek to retain and should therefore not accept the resignation. He added that in view of the work that Councillors Calder and Thomas had put into modernizing the Council, it would be a significant backstep to lose Councillor Calder at this stage. Councillor Thomas concurred and added that there were a number of items on the agenda for which Councillor Calder held key information. Councillor Hankinson also agreed and added that Councillor Calder was able and experienced. Councillor Hutton asked that the email regarding the resignation be forwarded to him urgently and expressed his intention to speak to Councillor Calder following the meeting.
Action: The Chairman to hold Councillor Calder’s resignation in abeyance pending a further conversation with him. The Chairman to forward Councillor Calder’s email to Councillor Hutton.
4. APOLOGIES FOR ABSENCE (19/81)
Apologies for absence were received from Councillor Baker-Browne. County Councillor Maughan also gave apologies on behalf of District Councillor Kaberry-Brown who was attending an urgent SKDC meeting.
5. DECLARATION OF PECUNIARY INTEREST AND REQUESTS FOR DISPENSATIONS (19/82)
No declarations of pecuniary interest or requests for dispensation were received.
6. APPROVAL OF MINUTES (19/83)
The Chairman proposed that the notes of the meeting held on 9 March 2020 be approved as a true record.
Resolved: To approve the minutes of the meeting.
Action: The Chairman to sign the minutes and to pass to the Clerk.
7. MATTERS ARISING FROM THE MINUTES OTHER THAN THOSE ON THIS AGENDA (19/84)
Councillor Thomas raised an issue with item 3 of the March minutes, regarding the footpath between Carlton Scroop and Honington, which he reported had previously been raised during a meeting with the Chairman and the Highways manager Rowan Smith. The minutes stated that no representations had been made and that Councillor Calder would draft a representation on the matter, which had not yet been submitted to Councillor Thomas’ knowledge. The Chairman asked whether any of the new government funding for improving footways and cycle routes could be applied for to assist with the works. Councillor Maughan responded that Lincolnshire County Council had applied for £220k of the government funding and had been awarded half of that amount, which would primarily be focused on existing routes. Councillor Maughan reported that the footpath between the villages was on the long list of works and whilst he appreciated the arguments for the request, it could not be progressed until resources became available. Councillor Thomas responded that he understood from the meeting with Mr Smith that the cost would be in the order of £250k. He added that the absence of a footpath in view of the lack of facilities in Carlton Scroop, posed an accessibility issue to those without access to a car. The Chairman asked whether it would be beneficial to prepare a written case for the footpath now, with a view to submission to LCC for inclusion on a long-term programme of works. Councillor Maughan responded that the scheme had previously been submitted by Mr Smith, but that it may be beneficial to write a further letter in support of this.
Action: Councillor Maughan to ascertain whether Carlton Scroop and Normanton had been considered for the government funding. Councillor Maughan to pass details of the footpath scheme requested to the Clerk. The Clerk to write a further letter in support of the case to Lincolnshire County Council.
Councillor Thomas referenced Minute 6.2 regarding the code for the lock on the recreation ground gate, which needed to be provided to the Clerk.
Action: Councillor Hutton to pass the code to the Clerk.
Councillor Thomas referred to Minute 7.7 regarding the Finance and Reconciliation Committee draft Terms of Reference but noted that there was no reference to these in the March minutes or record of the Parish Council accepting them. Councillor Thomas proposed that Council reconsider the TORs of the Finance Committee. The Clerk confirmed that this matter was on the agenda at item 11.10.
8. MATTERS ARISING FROM THE MINUTES OF 9 MARCH 2020 (19/85)
8.1 The Chairman informed Members that he had received the paint, and that he had forwarded the invoice for payment to the Clerk.
Action: Councillor Rainthorpe to carry out the painting.
9. REPORT FROM DISTRICT AND COUNTY COUNCILLORS (19/86)
Councillor Maughan informed the meeting that District Councillor Kaberry-Brown was attending an SKDC meeting to discuss devolution proposals. She had also asked him to note that SKDC had continued waste collection throughout the pandemic and had provided support to local businesses.
Councillor Maughan noted that devolution had progressed, and the Government were inviting Lincolnshire Councils to put forward proposals to create one or two unitary authorities by 2022 from the current structure of 7 districts and one county council. Members discussed possible configurations of the councils, to which Councillor Maughan added that the proposals could not cross over police force boundaries, would each need to have a population of 300k and would need to be on existing district boundaries.
The Chairman moved the meeting to item 12.2 in order that Councillor Maughan could comment on Highways matters.
12.2 Councillor Maughan reported that drainage works were scheduled to be carried out at the village hall in November which he hoped would alleviate the problem with flooding. The Chairman asked Councillor Maughan to ensure that the drains did not pass under the new ramp structure. Councillor Maughan confirmed that he had been in contact with Jim Arnott at the Village Hall and was also mindful of the festive calendar at the hall.
12.3 Councillor Maughan reported that drainage works at Normanton had been completed. Members noted that there was still a broken gulley at the north end and the sunken gulley at the south end. Councillor Maughan responded that a separate contractor produces a report on gulleys which is given to Highways Officers. He has chased this up and is awaiting the report.
12.4 Councillor Maughan reported that LCC had been given additional government funding, so the works to the A607 would proceed on 23 September.
12.5 Councillor Thomas reported that he had been liaising with LCC regarding the speed signs but that there had been a dialogue about the speed sign at the south being in the wrong position. There was a consensus that the speed sign should be further to the South of the village. Members discussed the need to reduce the speed limit in Carlton Scroop due to the number of accidents that had taken place on the bend, including two near misses in the last two weeks. Councillor Maughan advised that requests to amend the speed limit are submitted via the local Member who then submits a request to Highways, although there are between 300 and 400 requests outstanding at present.
Action: Councillor Maughan to advise whether the Road Safety Partnership or the dedicated signage teams could assist with moving the sign. Councillor Maughan to confirm whether a request to reduce the speed limit in Carlton Scroop was previously submitted. The Clerk to write to Councillor Maughan to ask that he put forward a request if one had not previously been made.
10. ANNUAL RETURN (19/87)
10.1 Councillor Thomas proposed that the Internal Audit Report for 2019/20 be approved, which was seconded by Councillor Couzens.
Resolved: To approve the Internal Audit Report for 2019/20.
10.2 The Clerk read the statements on Section One of the Annual Governance return, and Members indicated their agreement or otherwise in response to each statement. Councillor Couzens proposed that the Annual Governance Statement be approved, which was seconded by Councillor Thomas.
Resolved: To approve the Annual Governance Statement at Section One of the Annual return with the responses indicated.
10.3 The Chairman proposed that the Accounting Statements prepared by Councillor Thomas be approved, which was seconded by Councillor Rainthorpe. Councillor Thomas asked Members to note that the word “restated” on the 2018/19 column of the return indicated that figures declared last financial year were incorrect and had been amended.
Resolved: To approve the Accounting Statements for 2019/20 at Section Two of the Annual Return.
10.4 Councillor Hankinson proposed that the Council declare exemption from External Audit, which was seconded by Councillor Rainthorpe.
Resolved: To declare exemption from External Audit for the financial year 2019/20.
Action: The Clerk and Chairman to sign the statements, and the Clerk to return the exemption certificate
to the External Auditor and post the Annual Return on the website by 31 July.
11. FINANCE (19/88)
11.1 The Clerk presented the revised budget prepared by Councillor Thomas to Members, who expressed their thanks to Councillor Thomas for his work on preparing the Annual Return and budget. The Chairman proposed that the budget be approved.
Resolved: To approve the budget for 2020/21.
11.2 The Clerk presented a spreadsheet showing income and expenditure against the budget to date and the bank reconciliation, which was noted by Members. Councillor Thomas asked about valuation of the recreation ground which was shown in the Asset Register without a value. Councillor Hankinson mentioned a signpost and pump in Normanton which should be included on the Asset Register. Members discussed the invoices received from SKDC for grass cutting against the budget to date.
Action: The Clerk to check the valuation basis for assets. The Clerk to circulate the Asset Register to Members. The Clerk to check SKDC invoices received to date.
11.3 Members discussed the benefits of internet banking in terms of instant access to financial information. Councillor Thomas reported that suppliers had also asked whether the Council could pay by BACS, particularly in lockdown when it was difficult to visit the bank in person. He added that there were now sufficient checks and balances in place to maintain internal controls whilst using internet banking. The Chairman proposed that the Clerk and Councillor Thomas be added to the mandate in order that they could access internet banking and speak to the bank if required.
Resolved: To add the Clerk and Councillor Thomas to the mandate in order for them to access internet banking and speak to the bank, and for the Clerk to make internet banking payments.
11.4 The Chairman advised Members that Councillors Hankinson and Rainthorpe were the current account signatories. In accordance with item 11.3 above, Members agreed for Councillor Thomas and the Clerk Mrs. Gascoigne to be added to the mandate, the Clerk for the purpose of internet banking and communication with the bank but not as a cheque signatory.
Resolved: To amend the bank mandate accordingly.
Action: Councillor Hankinson to complete the form to amend the mandate with NatWest prior to requesting internet banking set-up forms.
11.5 Members noted the income received as follows:
Received From Amount £
SKDC Precept 8,750.00
Nat West Business Reserve Account Interest 2.96
SKDC Community Cleaner Grant 226.72
11.6 Members ratified the payments made during the interregnum as follows:
Cheque Payee Amount £
647 Came & Co. Insurance 390.73
648 News & Views Parish Clerk Vacancy 73.50
649 EnvironmentSK Grass Cutting 112.78
650 Hire of Village Hall 56.25
658 Ladywell Accounting (2019/20) 25.00
659 HMRC (2019/20) 997.80
660 E-on 55.07
661 Andrew Deptford Audit 60.00
662 Direct PC Supplies Laptop Maintenance 35.00
Resolved: To approve the payments listed above.
11.7 Members approved the following payments:
Cheque Payee Amount £
663 EnvironmentSK Grass Cutting June 112.78
664 Employment Costs July 219.05
665 Farrow & Ball Paint for Village Gates 186.00
666 SKDC Planning Application Village Hall 117.00
The Clerk asked Members to note that the salary costs listed represented the gross salary payable, and that her net salary may be less than the amount approved if Basic Rate tax was deducted by the payroll provider. She also noted that the cheque numbers listed on the agenda were incorrect, as she had sent the existing cheque book to Councillor Thomas rather than using a new cheque book, so the cheques would run on from number 663.
Resolved: To approve the payments listed above.
Action: Councillor Thomas to write the cheques for signature by Councillors Hankinson and Rainthorpe. Councillor Thomas to forward the Clerk’s salary cheque to the Clerk, the paint cheque to Councillor Baker- Browne for payment to Farrow and Ball, and the planning cheque to the Chairman for payment to SKDC. The Clerk to forward her payslip to Councillor Thomas when received.
11.8 The Chairman proposed that the Council continue with the existing auditor Andrew Deptford, with which the Clerk was in agreement.
Resolved: To appoint Andrew Deptford Internal Auditor for the Council for the year 2020/21.
11.9 The Clerk reported that Ropsley and District Parish Council, the other Parish for which she was Clerk, had purchased a premium Zoom membership at a cost of £12 ex VAT per month, which they were happy for the Clerk to share with Carlton Scroop and Normanton on Cliffe. This would allow meetings to extend beyond the free period of 40 minutes. Councillor Thomas asked whether the membership could be discontinued at any point. The Clerk confirmed that the membership was on a monthly basis and could be cancelled at any time and that she would claim half the cost from each Council via expenses.
Resolved: To contribute £6 per month to the cost of the premium Zoom membership to be shared with Ropsley and District Parish Council.
11.10 Councillor Thomas asked that the item be deferred to the next meeting to allow further work to be carried out on the Terms of Reference, with which Members were in agreement.
Action: The Clerk to add the Terms of Reference for the Finance Committee to the September agenda.
The Clerk and Councillor Thomas to produce draft terms.
12. HIGHWAYS (19/89)
12.1 The Chairman referred Members to the report previously circulated by Councillor Thomas regarding participation in the Community Speedwatch Scheme at a cost of £550. Councillor Thomas had spoken with David Mitchell at the Lincolnshire Road Safety Partnership who advised that Council should agree suitable sites in the two villages. Councillor Thomas advised that he would post leaflets in the bus shelters to recruit six volunteers, preferably three from each village. The Chairman proposed that the approach to Normanton at each end would be a suitable site and Councillor Thomas had identified a proposed site in Carlton Scroop.
Resolved: To approve expenditure of £550 for participation in the Community Speedwatch Scheme.
Action: Councillor Thomas to contact Lincolnshire Road Safety Partnership regarding proposed locations.
Items 12.2 - 12.5 brought forward by the Chairman under item 9 above.
13. POLICIES AND PROCEDURES (19/90)
13.1 The Chairman reminded Members that Councillor Calder had previously proposed a limit of £250 for small grants, subject to exceptions in extenuating circumstances. Members were in agreement with this change.
Resolved: To amend the policy to include a limit of £250 for grants except in special circumstances.
Action: The Clerk to amend the policy on the website.
13.2 The Chairman thanked Councillor Hankinson for her work on the Cemetery Policy, which had previously been circulated to Members. The Chairman proposed that the policy and charges be adopted, which was seconded by Councillor Hankinson.
Resolved: To approve the policy and charges as circulated by Councillor Hankinson.
Action: The Clerk to post the policy and charges on the website.
14. CEMETERY (19/91)
14.1 Councillor Hankinson informed Members that she had a drawing of the cemetery layout which she intended to include in a leaflet for circulation to residents.
14.2 Councillor Hankinson reported that a Maintenance Plan had been drawn up, and that she was seeking volunteers to assist with the works to the hedges. Councillor Hutton asked whether the work could be carried out between October and Christmas when there might be greater availability of volunteers. Councillor Rainthorpe added that arranging to carry out maintenance at the weekend may encourage more volunteers who work during the week.
14.3 This was discussed at 14.2 above.
14.4 Councillor Hankinson reported that the booklet was being produced, for which she was providing a photograph of the wrought iron gates. A proof would be produced for approval by Council before printing.
14.5 The Burial Ground charges were approved at item 13.2 above.
15. RECREATION GROUND (19/92)
15.1 Councillor Hankinson and Councillor Hutton agreed to inspect the rotten post to the right of the gate on the roadside at the weekend with a view to replacing the post.
15.2 Councillor Hankinson reported that the Memorial Bench had been repaired and replaced by Councillors Couzens and Hutton.
15.3 The Chairman asked Members whether they wished to consider the purchase of dog bins, which had been held off during the pandemic and pending the question of who might empty them. Councillor Hutton proposed that the Council consider engaging the services of a contractor who currently empties the bins in Frieston. Councillor Thomas proposed that one dog bin in Carlton Scroop would suffice and that he had observed an issue with dog mess on the recreation ground during lockdown. Councillor Rainthorpe asked whether SKDC would fund provision of the dog bins if the Parish Council would empty them. Councillor Hutton offered to donate a dog bin to Carlton Scroop if it could not be funded by SKDC, and Councillor Rainthorpe offered to donate one to Normanton.
Resolved: Councillor Thomas to contact the contractor to determine if he would empty the bins and at what cost. The Clerk to contact SKDC to enquire about funding for dog bins. The Clerk to add to the next agenda for approval.
Councillor Thomas drew Members attention to the work of a parishioner who had cut the recreation ground and cemetery for several years and asked that a letter of thanks be sent to him, with which Members were in agreement.
Action: The Clerk to send a letter of thanks and to email to Councillor Hutton for delivery to the parishioner.
16. PLANNING (19/93)
16.1 The Chairman asked Members whether they were in favour of the creation of a Planning Committee. Councillor Thomas asked what the procedure was for the Parish Council to consider planning applications it received. The Chairman reported that the applications would be received from SKDC by the Clerk and circulated to Members. If the Council received applications between meetings, responses could be submitted by the Clerk, with any objections referenced to planning policies and which in the past the Chairman had drafted. Councillor Thomas asked that all Parish Councillors had the opportunity to see the draft before it is submitted.
16.2 The Chairman informed Members that application S20/0818 had been approved as prior notification of a permitted development for a barn at the top of the field on land adjoining the A607, on which the Council had not opportunity to comment as planning permission was not required.
17. VILLAGE HALL (19/94)
17.1 The Chairman informed Members that the drawings for the ramp had been completed. The fee would be paid by the Parish Council as the planning application would be submitted in its name. A design and access statement would be submitted along with the fee, and the Chairman would act as the agent to respond to any planning queries. There would be structural engineers’ fees at Building Regulations stage which would be paid by the Village Hall. The planning fee to be set against the grants budget of £950.
18. COUNCIL CONTRACTS (19/95)
18.1 Councillor Hutton reported that the grass cutting contractor was providing good value for money and had continued the previous year’s service levels without providing a requote.
18.2 Councillor Rainthorpe reported that there was no formal agreement regarding the hours of work or terms of service of the litter pickers. Councillor Thomas informed Members that the sacks were obtained from SKDC and that the Parish Council did not provide litter grabbers or high visibility vests. Members discussed whether costs should be restricted to the value of the grant received from SKDC. Councillor Thomas proposed a contract for 50% of the grant with each litter picker, with an invoice to be provided at year-end
Resolved: The Clerk to agree contact terms with the litter pickers, to be invoiced at year end.
19. MEETINGS (19/96)
19.1 The following meeting dates were agreed for 2020/21:
21 September
2 November
18 January
1 March
17 May
19.2 The Chairman proposed that the Council adopt the revised letterhead as per the agenda, with which Members were in agreement.
20. CORRESPONDENCE (19/97)
None received.
21. ITEMS FOR THE NEXT MEETING (19/98)
Members noted the following items for the next meeting:
21.1 Website.
21.2 Councillor Vacancy.
21.3 Policy ratification (group to be advised).
22. HR (19/99)
22.1 The Chairman proposed that the meeting move into closed session at 9.40pm, in accordance with the Public Bodies Act 1960, due to the confidential nature of matters to be discussed.
i) The Chairman updated members on the resignation of the former Clerk.
ii) Members noted the contents of the report on the accounts prepared by Councillor Thomas
iii) - vii) The Chairman noted that the Clerk was currently employed under a letter of engagement, with a contract of employment to follow within 2 months. The Chairman proposed that Members consider amending the NALC model contract for circulation before the next meeting. The Clerk confirmed that she was happy to continue under the current terms until the September meeting. Councillor Thomas also had a copy of the proposed contract drafted by Councillor Calder, which he would forward to the Chairman.
Action: The Chairman to circulate the amended contract prior to the next meeting.
The Clerk to add approval of the contract to the next agenda.
The Clerk to add duties and responsibilities of Councillors to the next agenda.
viii) The Chairman proposed that Council make a contribution of £175 towards the Clerk’s CiLCA Qualification.
Resolved: To approve a contribution of £175 to the Clerk’s CiLCA registration.
The Chairman closed the meeting at 10.21pm.