2023 Parish Council Minutes of Meetings

MEETING OF INGOLDSBY PARISH COUNCIL 

Minutes of the Ingoldsby Parish Council Meeting held on Wednesday 15 March 2023 at 8pm in the Village Hall, Main Street, Ingoldsby

Public Forum:  The Chair opened the public forum.  There was one parishioner present.  He introduced himself as a relative newcomer, having moved into the village in August 2022.  There was some general discussion about street lighting and verge ownership.  

1)   WELCOME REMARKS BY THE CHAIR (22/077)

The Chair, Councillor Eldred, welcomed members to the meeting.  

She wanted to express, on behalf of the Council, her well wishes to the Internal Auditor, Mr Jackson and his wife Jenny, following her recent illness.  She expressed her thanks to Councillors Kenyon and Nelson for their hard work with the questionnaire and she thanked the local organisations for coming together once again to organise events to commemorate the King’s coronation in May. 

Councillor Kenyon informed the meeting that it is no longer proper to use the term ‘purdah’, relating to the pre-election period, and the term ‘pre-election period’ should now be used instead. 

2)   PRESENT (22/078)

Councillor Eldred, Chair
Councillor Kenyon, Vice-Chair
Councillor Leigh
Councillor Nelson
Councillor Weller

3)   APOLOGIES (22/079)

None. 
  
4)   DECLARATIONS OF PECUNIARY INTEREST & DISPENSATIONS (22/080)

No reports of pecuniary interests of applications for dispensations in relation to the agenda.  Councillor Eldred reported her interests in relation to the Village Hall Committee. 
   
5)   SIGNING OF THE MINUTES (22/081)

Members resolved to accept the Clerk’s notes of the Parish Council meeting held on Wednesday 15 February 2023 as a true and accurate record of that meeting.  The minutes were duly signed and dated.    

6)   GENERAL MATTERS (22/082)

a)   County & District Council 

District Councillor Trotter submitted her apologies. 

b)   Litter Pick

The Spring litter pick has been scheduled for Saturday 25 March 2022 at 9.15am.  It was noted that volunteers will be covered by the Parish Council policy of insurance within the village 30mph limits.  Councillor Kenyon has prepared a disclaimer in any case for volunteers to sign.  Volunteers will be reminded not to pick up anything that might pose a health and safety risk.  

c)   Village Questionnaire

Councillor Kenyon reported that 56 questionnaires had been returned.  He provided a summary of the findings, but further collation is required and will be reported in full at the next meeting of the Parish Council.  Further to discussion about the questionnaire, Councillor Nelson suggested that a list of FAQ’s if put together relating to pot-hole reporting, street-lighting etc, for inclusion on the website, community Facebook page and Clerk’s out of office reply. 
Action:  Councillor Kenyon to collate results.  Clerk to put together a draft list of FAQs. 

d)   Playground 

Further to recent informal discussions with the Parish Council and Playing Field Association, Councillor Nelson reported that she will now pursue funding bids for the playground as an interested party of the PFA, not as a Parish Councillor.  There was general agreement that for the time being, the Parish Council would take a step back with dissolution of the working group.  It was agreed that Councillor Nelson will now need to declare an interest in relation to the Playing Field Association and potentially the PTA of which she is also a member. 

e)   Coronation Update (Monday 8 May Bank Holiday)

Councillor Kenyon summarised the draft schedule of events for the Coronation weekend.  He has created a draft flyer, which has been prepared ahead of the pre-election period to avoid any criticism of electioneering, but the social club calendar of events has yet to be confirmed. 

Councillor Kenyon reported that he has applied to SKDC’s Community Grant Fund for a donation of £176.94 to assist with the costs of the proposed afternoon tea.  Afternoon tea will be free to those in the over 70’s category and donations will be requested from all other guests.  Bookings will be taken in advance and any proceeds will go to the village hall to help cover running costs. 

Decision:  Councillor Kenyon proposed the purchase of 80 ceramic commemorative mugs with the official coronation logo, using Section 137 of the Local Government Act.  The proposal was seconded by Councillor Leigh and passed by resolution of the Council.

Reason for decision:  The mugs given to children in the village to mark the Jubilee were well received and the Parish Council would again like to mark the occasion.  A mug will be provided free of charge to each eligible child in the village.  As there was demand at the Jubilee from other villagers, the opportunity has been taken here to purchase more mugs that will then be sold. 

Action:  Clerk to obtain a draft design for the mugs for approval prior to order. 
 
f)   Section 137 Applications

i)   The Playing Field Association have applied for £400.00 to cover the cost of entertainment for the Coronation.  Members have perused the application and Councillor Eldred suggested that the Section 137 be granted to the PFA. 
 
Decision:  The Chair, Councillor Eldred proposed the Section 137 grant of £400.00 be agreed.  The proposal was seconded by Councillor Nelson and passed unanimously by resolution of the Council.

Reason for decision:  At the Jubilee, a live band was provided by the Social Club and there is an opportunity here to do the same.  Should a band be found, this will help to mark the event at the Social Club and encourage more visitors.  If the Social Club are unable to secure a band these funds will not be delivered. 

ii)   The Village Hall Committee have applied for £176.94 to cover the costs associated with the afternoon tea that has been planned for the Coronation.  The funding will not be required if the application to SKDC’s Community Grant Fund is successful.  Members perused the application. 

Decision:  Councillor Kenyon proposed the Section 137 grant of £176.94 be agreed.  The proposal was seconded by Councillor Leigh and passed unanimously by resolution of the Council.

Reason for decision:  The funds from the Section 137 budget head will only be used if the application to SKDC is refused.  The funding is therefore a fallback.  The event in the village hall as proposed, will bring together members of the community and also fits well with communities volunteering to assist on the Monday (without funding, this event will not take place). 

g)   Playing Field Association, Open Spaces Act 1906 (s9-10)  

The Playing Field Association have asked the Parish Council for funding assistance with the on-going maintenance of the playing field in the form of £600.00.  The Clerk informed members that the Parish Council has a power under the Open Spaces Act of 1906 (s9-10) to authorise spending for this purpose (not Section 137 which should only be used when no other power exists).  After there was considerable discussion.  

Decision:  Councillor Kenyon proposed a maximum budget of £600 to assist the Playing Field Association with the maintenance of the playing field from the start of the financial year on 1 April 2023 to 31 March 2024.  Upon receipt of invoices, the Clerk will issue payment to the PFA with funding coming from earmarked reserves for community improvements.  The proposal was seconded by Councillor Leigh and passed by resolution of the Council.  It should be noted that Councillor Nelson abstained from voting due to her interests relating to the PFA.   

Reason for decision:  The playing fields are a village asset and well used by members of the community.  Without the dedication of the PFA to maintain the asset, they would revert to the Parish Council.  A contribution to their upkeep, like other contributions the Parish Council make to other community assets, is therefore felt to be needed and fair.  

h)   Elections 

A reminder of the election timetable. 

7)          HIGHWAYS (22/083)

a)   Reports of new or outstanding highways defects include an increasing number of potholes on the village roads.  

Members of the public are advised to report any new faults at www.lincolnshire.gov.uk/faultreporting or email cschighways@lincolnshire.gov.uk or contact customer services by telephone on 01522 782070

8)          PLANNING MATTERS (22/084)

a)   New Planning Matters: 

i)            None. 
 
b)   Decisions pending or received:

i)   ENF20/0117 breach of works not in accordance with S19/1802 and S19/1311 ARNOLD The Rectory, Back Lane, Ingoldsby.  

Members noted the letter received from Matthew Johnstone, Case Officer at SKDC on 28 February 2023; two areas of works in breach of planning control: dorma window and wall height to the right-hand side of the front driveway.  
Councillor Kenyon explained that ARNOLD will be required to submit a retrospective planning application for the dorma window and comply with orders to reduce the height of the wall to not exceed 2m in height.  

There was some concern about the pile of wood in the garden at the property.  Environmental Health has been out to assess the situation and no action is required currently. 

ii)   

9)          FINANCE (22/085)

a)   Members noted the current bank balances as of 8 March 2023. 

b)   Members noted the income received between 9 February and 8 March 2023.

c)   Members noted the expenditure to be paid in line with the approved list of Regular payments between 9 February and 8 March 2023, or for approval. Members resolved to approve the monthly income and expenditure accounts for end February through early March 2023. 

d)   Members noted the record of reserves as of 9 March February 2023.

e)   Third quarter budget review (update). 

10)        CORRESPONDENCE (22/086)

Members noted the following correspondence:

a)   Email from LALC, LALC News weekly newsletter.

b)   The Rural Bulletin weekly newsletter. 

c)   Town & Parish Council Update dated 8 March 2023.

11)        DATE AND TIME OF NEXT MEETING (22/087)

•   Wednesday 15 March - Parish Council meeting.
•   19 April Year End Finances – Parish Council meeting (this will be short meeting to agree year end finances only). 
•   Annual Parish Council Meeting (must take place within 14 days of new councillors taking office) - 17 May at 8pm
•   Annual Parish Meeting – 24 May at 8pm

12)        CLOSED SESSION (22/088)

Item not required. 
   
The Chairman closed the meeting at 9.00pm