Agenda and Minutes

Minutes of annual meeting Tuesday 4th May 2021

Due to the Covid-19 Pandemic the safeguarding prohibitions prevent the Council from holding a public meeting. The Local Authority, Police and Crime Panels Regulations 2020 came in to force on 4th April 2020. This provides Local Councils to hold remote meetings via video and telephone conferencing. Therefore these are the minutes of Kirkby Underwood Parish Council meeting held on Tuesday 4th May 2021 at 11.00 a.m. held via video conferencing.

Present: Cllr H Collinge Chairman; Cllr L Green Vice Chairman; Cllr J Ashwood; Cllr J Kenwood; Cllr B Pottle

In attendance: Mr M Kenwood Parish Clerk

Meeting commenced at 11.02 a.m.

1. To elect a Chairman for the ensuing year 2021/22: Cllr Ashwood proposed that Cllr Collinge be elected as Chairman. He agreed to accept the role and both proposals were seconded. Resolved that Cllr H Collinge was duly elected as Chairman for 2021/22. Cllr Ashwood thanked those present for their support during her period as Chair.

2. To receive the declaration of acceptance of office of Chairman of Kirkby Underwood Parish Council. Cllr H Collinge duly signed the declaration of acceptance of office.

3. To elect a Vice Chairman for the ensuing year 2021/22:  Cllr Collinge proposed that Cllr Louise Green be elected as Vice Chairman. She agreed to accept the role and both proposals were seconded. Resolved that Cllr Green was duly elected as Vice Chairman for 2021/22.

4. To receive the declaration of acceptance of office of Vice Chairman of Kirkby Underwood Parish Council. Cllr Green duly signed the declaration of acceptance of office.

5. Apologies for absence: To receive and accept apologies where valid reasons have been given to the clerk prior to the meeting. None

6. To receive declarations of interest under the Localism Act 2011, being any pecuniary interest in agenda items not previously recorded on members register of interests. None

7. To approve as a correct record the notes including any amendment of the meeting held on Tuesday 9th February 2021 and to authorise the Chairman to sign the official minutes. It was resolved that the minutes were a correct record and the Chairman was authorised to sign the minutes.

8. To review and adoption of fixed assets including buildings and office equipment. The clerk reported that the register had been updated. Proposed seconded and resolved that the register was accurate, signed by the Chairman.

9. To confirm arrangements for insurance cover in respect of all insurable risks. The Clerk stated that there was a significant increase in the renewal premium. It was proposed, seconded and resolved that the Chairman would utilise his insurance sector experience to seek the preferred option which would be endorsed by the authority prior to renewal.

10. To review the council’s subscriptions to other bodies.The authority proposed seconded and resolved subscription to Lincolnshire Association of Local Councils (LALC) and compulsory membership of Information Commissioner’s Office (ICO).

11. To review the council’s complaints procedure. It was proposed, seconded and resolved that the policy was current and no other amendments were required.

12. To review the council’s policies, procedures and practices in respect of its obligations under freedom of information and data protection legislation. It was proposed, seconded and resolved that the policy was current and no other amendments were required.

13. To review the council’s policy for dealing with the press/media. It was proposed, seconded and resolved that the policy was current and no other amendments were required.

14. To review the council’s employment policies and procedures. It was proposed, seconded and resolved that the policy was current and no other amendments were required.

15. To review the council’s expenditure incurred under s137 of the Local Government Act 1972 or the general power of competence. The clerk presented a schedule of payments made under this legislation. It was proposed, seconded and resolved that the schedule was correct.

16. To determine the time and place of ordinary meetings of the council up to and including the next annual meeting of the council. It was proposed seconded and resolved that dates proposed by the clerk be published.

17. Annual return and statement of accounts for year ending 31st March 2021.

17.1 To receive and note the report of the internal auditor. It was proposed seconded and resolved  to note the internal auditor’s report.

17.2 To consider the Certificate of Exemption 2020/21. It was proposed seconded and resolved to approve the certificate, signed by the clerk as responsible financial officer and the chairman.

17.3 To consider the findings of the Annual Governance Statement 2020/21. Proposed seconded and resolved to approve the annual governance statement authorised to be signed by the Parish Clerk and Chairman.

17.4 To consider the Accounting Statement 2020/21 certified by the clerk. It was proposed seconded and resolved to approve the accounting statement and authorised the Chairman to sign the statement.

18. Financial Matters to receive the clerk’s financial report and to authorise the signing of orders for payment.

18.1 Bank reconciliation 2020/21 to receive, consider and resolve. It was proposed seconded and resolved that the document was accurate, authorised the Chairman to sign it.

18.1.1 Bank reconciliation 2021 to receive, consider and resolve. It was proposed seconded and resolved that the document was accurate, authorised the Chairman to sign it.

18.2 Authorise signing of orders for payment. It was proposed seconded and resolved that orders for payment be authorised totalling £1062.98.

18.3 Precept and Budget review was received, considered, resolved and accepted.

19. Planning matters. None

20. Highways

20.1  Signage to receive a report on signage applications, consider and resolve. The question of ice signage in the area of Callans Lane Wood was discussed. Given the rejection from Lincolnshire County Council highways, a supplier for  parish council funded signs has been sourced. The signs and the necessary post fixings will require to be costed, together with the siting and landowners permission. The Chairman agreed to make further enquiries for discussion at the next meeting.

20.2  Drainage issues junction Rippingale/Aslackby road, to receive a report from the clerk, consider and  resolve. The clerk stated that recent contact with a LCC Highways officer clarified that their responsibility was to ensure the efficient outflow of water from the drain gullies into a large surface water system beneath the road. The latter being the responsibility of Anglia Water. The regular LCC drain cleaning tests confirm the correct flow. During period’s of heavy rain this proves insufficient to remove excess water hence the flooding. Anglia Water’s reporting system is solely via a landline which refers this issue to LCC Highways who maintain it is not their issue. This impasse in communication has resulted in this matter continuing for years.

It was proposed, seconded and resolved that the chairman would write to the relevant parties together with photographic evidence to seek resolution.

21. To review Defibrillator, to receive a report from the clerk, consider and resolve expenditure of service items. It was proposed, seconded and resolved that investigation regarding future funding, alternative strategies would be made for discussion at the next meeting.

22. Flagpole and Flag, to consider and resolve the possible acquisition/installation within the parish. It was agreed that although this would be a desirable addition to the community, at present there were other expenditure items which would take preference.

23. Receive reports from outside bodies. None.

24. Correspondence. A resident has raised the issue of a weight limit to be applied to Callans Lane. It was discussed again at length having been previously debated over a two year period by this authority which has minimal jurisdiction in this matter. It was proposed, seconded and resolved that formal position from Lincolnshire County Council would be sought. The Chairman would then notify the resident accordingly.

25. Date of next meeting. Tuesday 10th August 2021 at 7pm at Kirkby Underwood Village Hall.

Meeting ended 12.17 pm

Signed H Collinge Chairman 10th August 2021