Minutes of the Annual Meeting 17.5.23
The Annual Meeting of East Keal Parish Council was held on 17.5.23 at 7pm in The Keal’s Village Hall, West Keal.
Welcome: Mr G Smith welcomed everyone to the meeting.
1. Apologies. These were received from Cllr Gray and Cllr Cooper.
Present: Cllr Kemp, Cllr Wrisdale, Cllr Goddard, Cllr Edwards, Cllr Pearson, Clerk to the Council Mrs E Martin, Cllr Taylor (District Cllr) and 15 members of the public.
2. Resignation of Cllr Boxer. The Clerk reported that Cllr Geoff Boxer had submitted his resignation. A letter of thanks has been sent by the Clerk.
3. Election of Chair Mr Smith explained that it was his role to conduct the election of the new Chair-person for the Council.
Nominations were requested and Cllr G Pearson was the only Cllr willing to stand. It was proposed by Cllr Goddard and seconded by Cllr Kemp that Cllr Pearson be nominated. Cllrs then voted and there were 3 votes for, 1 against and 1 abstained. Cllr Pearson then signed the Declaration of acceptance of office form.
The new Chair is to organise a letter of thanks to Grahame Smith to thank him for his years of service to the Council.
4. Election of Deputy Chair. Cllr Kemp was proposed by Cllr Pearson and seconded by Cllr Goddard. All agreed that she continue in this role.
5. Signing of Declaration of Office for all Councillors. All Cllr were then asked to sign their declaration of office.
Public Forum.
As there were new Cllrs making up the Council, they were asked to introduce themselves.
a) A resident acknowledged her thanks for all that Mr Smith had done for the village during his term as Chair.
b) She then asked about the procedure to fill the casual vacancy. The Clerk explained that there is a strict legal way forward, instigated by ELDC elections. They will forward the correct paperwork for posting on the web and notice boards as it becomes due.
c) Some residents were concerned about the awful atmosphere that now exists in the village as it had always been so friendly. It was suggested by the chair of the Keals’ Community Group that a joint meeting be held to discuss things. This was not formally proposed or agreed.
d) The Clerk offered her congratulations to all those who were elected or re-elected and hoped that they would work hard together for the good of all the residents. She reminded them that they represent not just the people who voted for them but also those who did not vote for them and everyone else in the village who did not vote at all.
e) She also stressed that any comments, criticisms or complaints about the Council should be bought to the council via the Chair, Cllrs or the Clerk and not aired on social media.
6. Election of Councillors as representatives:
a) Village Hall Committee. After a discussion it was agreed that the Village Hall Chair should not be the Council’s rep. Cllr Kemp offered to take this role. Cllr Goddard offered to write a risk assessment for the Village Hall.
b) Neighbourhood Watch Coordinator. Cllr Person offered to cover this role.
c) Tree Preservation Officer. Cllr Wrisdale offered to continue with this role.
d) 2 members for HR committee. Cllr Kemp and Cllr Edwards offered to cover this committee
e) Village Volunteers. Cllr Goddard offered to look after this group of volunteers.
7. Notes of the Parish Council Meeting held on Wednesday 22nd March 2023 to be approved as the minutes. As there were no longer enough Cllrs on this new Council who were present at the meeting on 22.3.23 it was proposed by Cllr Kemp that they be accepted as read. Seconded by Cllr Goddard. All agreed.
8. Declaration of Interest (if any) None given.
9. Reports from representatives on outside bodies:
a) County Councillor. Cllr Gray had forwarded a written report prior to the meeting. This was read to the meeting and was in respect of Hall Corner.
‘The latest drainage gully cleanse of the main route of A16 from the top of the hill to Hall corner was completed on 04/05/2023, all cleared, jetted and no issues found, except for the benefit of a good cleanse.
The machine lining is due to take place any time now, in fact they may have already been completed. It has been requested that the old marking be burnt off prior to the new markings being laid, to ensure the life of the lines lasts as long as possible.
The planning of the kerb off lets is planned, to increase/improve water runoff.’
b) District Councillor. Cllr Taylor informed the meeting that he had just been returned, unopposed, as our District Cllr. He represents 7 local parishes.
Recently the Council has been unable to make any bid decision due to ’purdah’. (The time before an election). He offered to help where possible with planning, housing but not roads and highways as these are dealt with by LCC.
i. Lincolnshire Wolds Outdoor Festival 20.5.23 to 11.6.23. Details can be found regarding all their events on their website. In addition, they are celebrating 50 years of the Wolds and events will continue up until December 2023. Details on their web site.
ii. Blue Flag Awards. These have been awarded to Mablethorpe, Sutton on Sea and Skegness.
iii. Drainage Boards. A government grant of £1.5 million has been awarded to this area as they are now required to create drainage boards.
c) Village Hall Committee Cllr Edwards read this report. She explained that the Village Hall have received complaints about it not being run properly. Also, members of her committee were not made welcome when visiting the hall. These issues are being looked into.
The marketing working party is working well. They are looking at how to improve the venue in an effort to attract new hirers. In addition, shelves have been installed for the books removing the need for the table.
Reviewing EKPC policy documents.
10. Record Retention Policy – This document had been reviewed by Geoff Boxer. It had been circulated to all Cllrs prior to the meeting for them to check. It was proposed by Cllr Goddard and seconded by Cllr Kemp that this document be accepted. All agreed.
11. Review & confirmation of arrangements for insurance cover in respect of all risks. Acceptance of this document was proposed by Cllr Wrisdale and seconded by Cllr Edwards. All agreed.
12. Review and adoption of Standing Orders, Code of Conduct, Donations Policy and Financial Regulations. Acceptance of this document was proposed by Cllr Goddard and seconded by Cllr Wrisdale. All agreed.
13. Risk Management check of benches etc to be undertaken. Cllr Goddard agreed to check all the Council outdoor property.
14. Review Council’s Complaints Procedure. Acceptance of this document was proposed by Cllr Wrisdale and seconded by Cllr Goddard. All agreed.
15. Review the Council’s procedure for handling requests made under the Freedom of Information Act 2000. Acceptance of this document was proposed by Cllr Goddard and seconded by Cllr Wrisdale. All agreed.
16. Review Council’s policy on GDPR Security, Data Breach, Data Protection, Data Protection Map, Privacy & Subject Access Request Policy. Acceptance of this document was proposed by Cllr Wrisdale and seconded by Cllr Edwards. All agreed.
17. Review Democracy and Citizenship Policy, Acceptance of this document was proposed by Cllr Goddard and seconded by Cllr Kemp. All agreed.
18. Review Health & Safety of Volunteers Policy Document. Acceptance of this document was proposed by Cllr Goddard and seconded by Cllr Edwards. All agreed.
19. Review recording & Filming Policy Document. Acceptance of this document was proposed by Cllr Edwards and seconded by Cllr Goddard. All agreed.
20. Review Risk Management, Management Checklist and Checklines Guidelines. Acceptance of this document was proposed by Cllr Goddard and seconded by Cllr Kemp. All agreed.
21. Review of inventory of land and assets including office equipment. Acceptance of this document was proposed by Cllr Kemp and seconded by Cllr Wrisdale. All agreed.
22. Welcome Booklet - any new residents. The clerk had delivered a Welcome Pack to new residents in Church Lane. No other new residents identified. These documents will need updating to include the new Cllrs details.
23. Planning
a) S/045/00555/23 Re: Robin’s Nest – Objections were submitted to the building of the garage in front of the property but no objecting to other planning requests.
b) Appeal ref: App/D2510/W/22/3304739 – land between Manor Farm & Church Lane. This appeal has been rejected.
24. Finance:
a) Reimbursement to E Martin of £8.73 re ARM
b) Payment to Church towards the cutting of Churchyard grass £50.00.
c) Hire of Hall for 17.5.23 & 19.4.23 invoice nos 245 &.255 for £40.00.
d) Reimburse E Martin Printer ink & card £42.28.
e) Payment to Gallagher Insurance of £431.62.
The Clerk expressed concern that we are now short of two bank signatories. It was proposed by Cllr Goddard and seconded by Cllr Wrisdale that on this occasion a retired Cllr be asked to countersign these cheques and then new signatories by added to the accounts.
Payment of items a – e was proposed by Cllr Wrisdale & Cllr Edwards.
f) Appointing two new signatories to EKPC bank Accounts. It was suggested by the Clerk that Cllr Cooper and Goddard are added to both accounts as signatories also the Chair. All agreed.
g) Financial Statement for year ending 31st March 2023. It was proposed by Cllr Goddard & Cllr Wrisdale that these documents be accepted. All agreed
h) Completion of Annual Governance and Accountability Return 2022/23. Cllr Pearson went through all the pages of the AGAR form with Cllrs. It was proposed by Cllr Goddard and seconded by Cllr Kemp that this document be signed by the Chair. All agreed.
i) Bank Reconciliation Statement and Financial Report as at 17th May 2023. It was proposed by Cllr Goddard & Cllr Wrisdale that these documents be accepted. All agreed.
j) Appointment of Internal Auditor and Auditor of half year financial inspection. Thanks were expressed by the Clerk for all the time given by Mrs Keal for undertaken both these audits for the Parish Council. The Clerk was asked if she would find out if Mrs Keal would continue with this role.
25. Acceptance of four-year plan. The Chair felt this document needed revising and is to organise a meeting with Cllrs to update it and make it a working document.
26. Social media/Facebook/web site. One resident found the ‘facebook’ pages to be confusing as to who said what. It was felt that perhaps the community needed to be asked as to how they like to receive information, - Emails, notice boards, facebook or ? Many residents in East Keal are elderly and do not have laptops/access to this technology.
It was asked if the damaged notice board would be replaced but at present the Council do not have the funds to consider this.
27. Dates of future Council meetings; - 17/1/2024, 20.3.2024, 17.4.24, 15.5.24, 17.7.24, 18.9.24, 20.11.24, 15.1.25. These dates were agreed.
28 Correspondence
a) Hedgehog highways. This email is to be forwarded to the Wildlife group.
b) Tree Planting/Community Orchard Scheme. The Chair felt this was not applicable at present.
c) Representation at Spilsby group meetings. This committee was meeting tonight and normally the Chair would have represented East Keal. In future the Chair will attend if free.
29 Any other matters for discussion only or next Agenda.
Cllr Kemp informed the meeting that she had been on the LALC executive and wondered if the Council would support her standing in the future. After a discussion it was agreed that there would be no objection to on-line attendance. Payment for attendance at LALC AGM’s might be difficult due to potential forthcoming financial restraints.
The Clerk reported that one resident was asking if the Council would be willing to try to get a 20mph restriction on Blacksmith’s Lane and other residential lanes in the village.
As yet there is no update as to when we might receive the flashing speed signs from Balfour Beaty.
30. Date of next meeting 19th July 2023