Minutes from the Annual Meeting of the Council held on 18th May 2022
EAST KEAL PARISH COUNCIL
Minutes from the meeting held on 18th May 2022 at 7pm at The Keals’ Village Hall.
Welcome: Cllr Grahame Smith welcomed everyone to the meeting.
Public Forum. There were no items for discussion.
Present: Cllr Smith, Cllr Boxer, Cllr Cooper, Cllr Wrisdale, Clerk to the Council, Mrs E Martin and Cllr Taylor.
1. Apologies: These were submitted by Cllr Kemp. Acceptance of these for the reason given was proposed by Cllr Cooper and seconded by Cllr Wrisdale. In addition, apologies were received from Cllr Gray
2. Election of Chair: Cllr Smith was nominated by Cllr Boxer and seconded by Cllr Cooper to be Chair. All agreed. Cllr Smith then signed the Declaration of Acceptance.
3. Election of Deputy Chair. Cllr Kemp was nominated as deputy chair by Cllr Boxer and seconded by Cllr Cooper.
4. Election of Councillors as representatives:
a) Village Hall Committee. Cllr Smith agreed to cover this.
b) Neighbourhood Watch Coordinator. Cllr Boxer offered to continue with this role.
c) Tree Preservation Officer. Cllr Wrisdale agreed to continue with this role.
d) Face book Co-ordination. Cllr Smith to continue with this role.
e) Village Volunteers. Cllr Smith agreed to undertake this role.
5. Notes of the Parish Council Meeting held on Wednesday 19th March 2022 to be approved as the minutes and the notes from the public meeting held 31.3.22. Both these documents had been circulated prior to the meeting. It was proposed by Cllr Wrisdale and seconded by Cllr Boxer that these be accepted. All agreed.
6. Declaration of Interest (if any). None given.
7. Reports from representatives on outside bodies:
a) County Councillor. Report circulated prior to the meeting. The main points being: -
i. Helping young people navigate the online world safely. Use this link to get further details and to register for a free session to help keep young people safe online.
ii. Share your views on local childcare. This is a link to enable Lincolnshire families to complete a survey regarding the need for childcare
places in the County.
iii. Queen’s Platinum Jubilee. Plans are now well underway to celebrate this event.
The grounds of Lincoln Castle will be decorated and open over the whole bank holiday weekend for families to take a picnic.
For those organising street parties LCC are making it easier to apply for a licence.
iv. Collection amnesty for unwanted medical equipment. Unwanted equipment can be dropped off at Lincoln Household Waste Recycle
Centre, Friday to Tuesday 8am to 4pm. Larger items such as beds, chairs and hoists can be collected free of charge. Tel: 0345 121 2032 or
email enquiries@lincoln.nrs-uk.net
b) District Councillor.
i. Cllr. Taylor reported that there was no money available from the Jim Swanson period as District Councillor. He stated that ELDC might allocate
a small sum in the future and he would inform us is this became available.
ii. New Headquarters. ELDC will be moving to its’ new building, in Horncastle, provisionally next January. Because of covid and the changes in
work practice the venue is now far too large for what it was intended. To this end Boston Collage are taking over half of the building for students.
It is anticipated that student useage will start this September.
iii. East and South East District Councils. This group is now working more closely together. It was suggested that they will have more influence
on social housing in the area.
iv. Hall Corner. Cllr Taylor suggested that we continue to lobby LCC. He felt we should also contact Cllr Davies for a grant towards flashing lights
as well as the proposed contact with Balfour Beatty by Ms Nettle.
c). Village Hall Committee. John Hepworth has stepped down as chair and the committee appointed Hannah McKinlay as the new chair.
Decisions were made to increase safety in the grounds and improve security at the gateway.
A discussion was held on helping small community groups to use the hall with subsidised pricing. Although it was recognised that a general price
review was required in August to consider the increases in costs.
A new license to allow music to be played has been purchased. A new rateable value assessment has been received.
The first aid kit has been renewed and the defibrillator pads are to be purchased.
Preparations are well under way for the 4th June celebration day to commemorate the Queens Platinum Jubilee.
8. Review of inventory of land and assets including office equipment. After a discussion it was agreed that the fees charged for land rental be discussed next year.
9. Review & confirmation of arrangements for insurance cover in respect of all risks. It was proposed by Cllr Cooper that the insurance with Gallagher Insurers, be accepted, seconded by Cllr Boxer.
10. Review and adoption of Standing Orders, Code of Conduct, Donations Policy and Financial Regulations
11. Risk Management check of benches etc undertaken by Cllr Smith on 22nd May 2022. It was noted that the bench by the War Memorial needs repainting.
12. Review Council’s Complaints Procedure.
13. Review the Council’s procedure for handling requests made under the Freedom of Information Act 2000.
14. Review Council’s policy on GDPR Security, Data Breach, Data Protection, Data Protection Map, Privacy & Subject Access Request Policy.
15. Review Democracy and Citizenship Policy,
16. Review Health & Safety of Volunteers Policy Document.
17. Review recording & Filming Policy Document
18. Review Record Retention Policy
19. Review Risk Management, Management Checklist and Checklines Guidelines.
Acceptance of Items 9 to 20 were proposed by Cllr Boxer and seconded by Cllr Wrisdale. All agreed.
20. Welcome Booklet - any new residents – none identified.
21. Planning
a) S/045/02504/21 – Re Motleys - Full Planning Permission given.
22. Finance:
a) Reimbursement to E Martin of £40.86 re ARM
b) Reimbursement of £6.90 for paper to E Martin.
c) Payment to Church towards the cutting of Churchyard grass £50.00.
d) Payment to LALC of £12.00 for lunch re training event
e) Reimburse G Smith for purchase of Win-zip - £32.34.
f) Hire of Hall for 31.3.22, 20.4.22 & 18.5.22 - £30.00.
g) Payment to Gallagher Insurance of £419.65.
Acceptance of payment of items a to g was proposed by Cllr Boxer and seconded by Cllr Cooper. All agreed.
h) Financial Statement for year ending 31st March 2022. It was proposed by Cllr Boxer and seconded b Cllr Cooper that this document be accepted.
i) Completion of Annual Governance and Accountability Return 2021/22. This document had been circulated to Cllrs prior to the meeting. Cllr Smith went through each page. It was proposed by Cllr Boxer and seconded by Cllr Cooper that this document be signed. All agreed.
j) Bank Reconciliation Statement and Financial Report as at 13th May 2022. Acceptance of these documents was proposed by Cllr Wrisdale and Seconded by Cllr Boxer. All agreed.
k) Appointment of Internal Auditor and Auditor of half year financial inspection. Thanks were expressed to Mrs Keal for undertaking this work. She has very kindly agreed to continue with this role.
l) Consideration to purchase a new lap top for Clerk. After a discussion it was agreed that the clerk contact a Mr Cooper and set up a meeting with him and Cllr Smith to discuss our needs. A maximum of £350 can be spent without reference to referring back to the council.
21 Dates of future Council meetings;- 22/3/23, 19/4/23, 17/5/23, 19/7/23, 20/9/23, 15/11/23, 17/1/2024.
These are now confirmed.
22 Date of litter pick – 14th May at 10.00am. This was a great success with 15 volunteers taking part.
It was suggested that another event be organised in August.
The litter pick equipment is now being stored at Cllr Smith’s home.
23. Correspondence.
a) Highways Report from K Nettle. This document had been received and circulated to Cllrs.
After a discussion it was agreed that Councillors meet to discuss a response before meeting with Cllr Gray.
The Clerk offered to contact Ms Nettle to check that there are no objections to our making this public. (Done
and no objection)
24 Any other matters for discussion only or next Agenda.
a) It was felt that the war memorial area is looking untidy and needs to be tidied up in time for the Jubilee
celebrations.
Cllr Smith agreed to buy plants for the village tubs and war memorial area.
b) Delivery of Mugs. These were given to Cllrs present for delivery.
25. Date of next meeting 20th July 2022 at 7pm in the village hall.