Minutes of Meeting 15.05.2024
MINUTES OF EAST KEAL PARISH COUNCIL ANNUAL MEETING OF THE COUNCIL (AGM)
HELD ON 15TH MAY 2024 AT THE KEALS VILLAGE HALL, WEST KEAL AT 6.30PM
1. PRESENT.
Cllr C Mahoney, Cllr Wrisdale, Cllr Thornley, Cllr Pearson, Cllr Goddard, Cllr Gray,
Cllr Taylor, 18 members of the public and Mrs Martin who was taking the notes.
2. APOLOGIES.
These were received from Cllr Stickland.
3. CHANGE IN ORDER OF AGENDA ITEMS.
As Cllr Gray announced that he had other meetings to attend it was agreed that he be allowed to give his report at the start of the meeting.
County Councillors Report.
a. Cllr Gray reminded everyone that they can receive the County Council Newsletter by email on a regular basis. The link is on LCC website.
b. He informed the meeting that Call Connect is financially supported by the County Counciland this ensures that all single fares are capped at £2 however far one travels. He
encouraged residents to share this information.
b. LCC budget. This has been set at £646 million. The highest expenditure being Adult Social Care.
c. Pylons. It is proposed that these will be sited near to East Keal. Although they are the cheapest option in other areas of the UK they have been sited off shore. LCC feel that the
same consideration should apply here and they are therefore challenging this proposal.
d. This week is Mental Support Week. Do look at the LCC website for more information.
e. Household Support Fund. This is the fifth round of support funding and £5.5 million has been allocated to the County from government.
f. Surveys. LCC have numerous surveys on line and would appreciate comments if residents are interested.
g. Lincs Wolds Outdoor Festival. This is now underway with many events being held locally. Information available via their website.
h. Dodecahedron. This was found locally and is now on display at ‘The Collection’ in Lincoln, until 1.9.24. Free admission.
i. Work on Fen Lane. This is due to start on 3.6.24. Two teams of contractors are being employed to fix the hole and then the road will be resurfaced. If all goes to plan this should
only take one week.
j. Jetting of drains. A lot of drain clearing has been undertaken in the village recently but if any issues remain residents are encouraged to contact: - Fix my Street, Any Cllr, email the
Clerk or Cllr Gray.
4. ELECTION OF CHAIR.
Cllr Mahoney explained that at the start of every year a chairperson has to be elected. She therefore asked if there were any nomination. No names were put
forward and she offered herself to fulfil this role. It was then proposed by Cllr Pearson, seconded by Cllr Goddard and resolved that Cllr Mahoney become Chair. Cllr Mahoney then
signed the Declaration of Acceptance of Office.
5. ELECTION OF DEPUTY CHAIR.
It was resolved, by Cllr Mahoney, seconded Cllr Wrisdale that Cllr Thornley be Deputy Chair.
6. SIGNING OF DECLARATION OF OFFICE FOR ALL COUNCILLORS.
Forms were circulated to all Cllrs and duly signed.
7. CO-OPTION OF ONE COUNCILLOR.
It was explained that two nominations had come forward. To follow procedure the Chair first checked eligibility and then each candidate was allowed to speak to the meeting.
Mr D Cooper added that his aim would be to endeavour to see how he can help better thevillage. He is involved with other village groups and had just been elected lay chair of the Church PCC group. He works at present but previously was a COE of a charity in Leicestershire.
Mr P Heaton is an orthopaedic surgeon at Pilgrim. He is developing a sports facility at his home and felt he was well able to ‘get things done’. He felt that there is money available if
you know where to look and this is something he could do.
Cllrs were then given the opportunity to ask any question. This was followed by a vote and the outcome was 3:2 to Mr Cooper. Cllr Mahoney thanked
Mr Heaton for his interest and suggested he could consider applying whenever another vacancy occurs. Mr Cooper joined the council and completed his acceptance form.
8. ELECTION OF COUNCILLORS AS REPRESENTATIVES.
a. Neighbourhood Watch. After a discussion it was felt there was no need for this role.
b. HR Committee. Cllr Thornley agreed to join Cllr Mahoney and Strickland on this committee.
c. Village Volunteers. Cllr Goddard stated he wished to relinquish this role. Cllr Stickland is to be asked.
d. Data Protection Officer. Whilst there is no Clerk Cllr Mahoney offered to cover the general administration of this role. Cllr Mahoney will not be acting as the RFO due to lack of
knowledge and experience.
e. Highways working group. It was agreed that Cllr Pearson, and Cllr Wrisdale form this working group.
9. APPROVAL OF MINUTES OF THE MEETING HELD ON 25.4.24.
Point 8e on the website was queried. It was stated that this had been amended to read ELDC. It was proposed by Cllr Mahoney, seconded by Cllr Pearson and resolved that these
notes be accepted as minutes.
10. DECLARATION OF INTEREST.
None given.
11. DISCUSS THE REQUIREMENT FOR A POLICY FOR APPROVING CONTENT AND RESPONSIBILITY FOR THE NOTICE BOARDS.
After a discussion it was felt an ‘approval system’ was not needed. Cllrs should be aware of the content. This could be done by sharing a photo of proposed document before posting.
The notice board on Hall Corner is not locked and it was agreed that Cllr Stickland be asked to organise a lock.
12. APPROVING THE JOB DESCRIPTION AND CONDITIONS FOR NEW CLERK.
A draft document had been circulated to all Cllrs. It was felt ideally someone should have two years’ experience, although not necessary. Concerns were expressed about paying for
someone to be ‘trained’ and then they leave. To rectify this, it was agreed to add a clause to the contract so that should a clerk leave within one year these costs can be recovered by the
Council. It was proposed by Cllr Thornley, seconded by Cllr Wrisdale and resolved. Once the Job Description is agreed it will be forwarded to LALC to be advertised on their
website as they offer a free service. In addition to LALC advertising, the job description will be added to the notice boards and put on the EKPC website before any money is spent on
advertising. An amended document will be circulated to all Cllrs asap. It was proposed by Cllr Thornley, seconded by Cllr Wrisdale and resolved.
13. HIGHWAYS UPDATE.
See item 3.
14. REPORT FROM DISTRICT CLLR.
a. Rural Project Funding. £870,000 is available for small businesses and groups who wish to expand. Info on ELDC website.
b. Crackdown on Social Housing Tenancy fraud. More people are abusing social housing by letting their property whilst living elsewhere. ELDC are now actively pursuing this fraud.
c. Art and Cultural Conference. This event is being held at Blackfriars, Boston, o 22.5.24 9.30am to 4pm. If interested you must book a place but entrance is free.
d. Fly tipping. The fine has been increased to £600.
15. REVIEW AND CONFIRMATION OF ARRANGEMENTS FOR INSURANCE COVER IN RESPECT OF ALL RISKS.
Renewal is due on 31.5.24. Cllr Mahoney will get details from the insurers and circulate this to Cllrs.
16. REVIEW OF CURRENT STANDING ORDERS, CODE OF CONDUCT AND FINANCIAL REGULATIONS.
In the absence of a clerk, the above documents were reviewed by all councillors and it was agreed that they remain fit for purpose. The review dates will be updated accordingly.
17. REVIEW OF COUNCIL ASSETS.
The laptop and printer are now at Cllr Mahoney’s home. Bitdefender security has been added which will incur costs when renewal is due.
It was reported that the bench near the field on Church Walk needs repainting.
The speed sign on the A16 is in need of repair.
It was proposed by Cllr Goddard, seconded by Cllr Thornley and resolved that this register be accepted.
18. WELCOME BOOKLET.
New Cllrs details are to be included but Cllr Pearson and Cllr Goddard do not want to publish their telephone numbers. Please let Cllr Mahoney have details of any changes that might
have occurred recently. It was stated that this document would be circulated to Cllrs before printing.
19. REVIEW AND RENEWAL OF THE FOUR-YEAR PLAN.
It was queried if there was an EK Parish Council ‘facebook’. If there is it should be for information only. Any comments should be directed directly to Cllrs. It was felt the four-
year plan should have set aims and objectives and be reviewed regularly. Cllrs were reminded that this had been reviewed in Jan 2022.
20. WEBSITE REVIEW.
Concerns were expressed that there was a lack of variety on the Councils own website. Many events had occurred in the village and no reference shown. For
example: - the scarecrow weekend, pop up pubs, a Night at the Movies. Also, there was no representation of other groups such as Wildlife, Local History, Gardening club etc. If anyone
has suitable picture please forward to the Clerks email address ekpcclerk101@gmail.com
21. PLANNING.
No applications received.
22. FINANCIAL UPDATE.
a. The cheques from the meeting held on 25.4.24 have now been signed and distributed.
b. Discussion and agreement to give the Church £50 towards the cutting of the Churchyard grass. It was proposed by Cllr Pearson, seconded by Cllr Cooper and resolved that this be
paid.
c. Financial Statement for year ended 31.3.24.
Cllr Mahoney reported that the opening balance for 1.4.24 was Lloyds £3272.62
Santander £2096.28
Total £5368.90
+ Precept £8993.14
In bank at today’s date £12,265.76
The £100 refund from HMRC has not yet been received.
An invoice for the rent of land has not yet been issued.
The cost for the three elections is £6,005.13 and an invoice has been requested.
d. AGAR form. This AGAR form needs completing and agreeing by Council asap.
e. Bank Reconciliation and Financial report as at 15 th May 2024. See item c.
f. Update from appointed auditor (LALC) of half year financial inspection. As yet the interim six-month report has not yet been received. The person who was involved with this is at
present unavailable (assumed on holiday).
23. PLAN AND AGREE THE SCHEDULE OF POLICY AND PROCEDURE REVIEW.
Cllr Mahoney has created a list of all procedures and policies currently on the website. It was proposed that the Council work through these a few at each meeting. These documents will
be circulated before the appropriate meeting for Cllrs to look at. It was suggested that a two-year review frequency be considered.
24. DATE OF FUTURE MEETINGS.
Having previously agreed to hold eight meeting a year (to qualify for the reduced fee) it was agreed to hold six council meeting a year, one Parish Annual Meeting, and hold one spare in
case anything crops up. Dates then become 29.5.24 (Parish Annual Meeting) provisional, next July, Sept, November, Jan and March. Cllr Mahoney to discuss with Village Hall booking
secretary and confirm dates with Cllrs. Meetings will in the future start at 6.30pm.
Parish Annual Meeting. This is required to be held before 1.6.24. Local groups will be invited to attend and give a short report. In the past a guest speaker has been arranged but
it was felt that it might be too late for this year.
25. CORRESPONDENCE.
a. Wolds Festival. See 3g.
b. Community Celebrations of Sutton-on-Sea history.
c. Two emails have been received. The first asking details of elections costs. See finance c.
The second queried the linking of the Parish Annual Meeting and the Annual Meeting of the Council. This has now been rectified.
26. WAR MEMORIAL.
It was reported that this is now looking rather neglected. Cllr Mahoney is to contact the person who worked on it last November to see if they are willing to continue to help. Cllr
Wrisdale offered help to keep it tidy once it was in better order.
27. ANY OTHER BUSINESS.
Time Capsule. Gavin Motley has offered to make this and a picture of what it might look like was shared with everyone. As it is of a reasonable size there should be plenty of space of
lots of items. The date of the ‘event’ will now be 24.8.24 time yet to be agreed. Some packs have been produced for children to give them some ideas of what they could provide for
inclusion.
Cllr Cooper reminded everyone that on Sunday 26.05.24 it will be Bishop David Rossdale’s last service at East Keal as David and Karen will be moving shortly. Following the service
there will be chance to thank David and Karen for all they have done for the village. Everyone is welcome and after the service there will be some refreshments available.
28. DATE OF NEXT MEETING 29.5.24 for the Annual Parish Meeting to be confirmed.
Cllr Mahoney thanked everyone for attending. If anyone has any comments please contact any Cllr or email to Clerk.