Minutes 20th May 2021 AGM
WILLOUGHBY AND DISTRICT PARISH COUNCIL
MINUTES OF THE MEETING HELD
20th MAY 2021
BEING THE ANNUAL MEETING OF THE COUNCIL
PRESENT: Cllrs Eyre; Aston; Hales, Fairfield, Havell, Pridgeon, Talbot-Jones and White
Mrs J. Cooper (Clerk)
3 members of the public.
The meeting was held in person following Covid rules, members of the Council and the public were socially distanced and face coverings were worn throughout the meeting. Hand sanitisers were available for use on entering and leaving the building.
1. ELECTION OF CHAIRMAN
It was proposed (Cllr Aston), seconded (Cllr Hales) resolved that Cllr Eyre be appointed Chairman for the forthcoming civic year.
2. CHAIRMANS ACCEPTANCE OF POST
The Acceptance of Post was signed by the Chairman and counter signed by the Clerk as Proper Officer.
3. ELECTION OF VICE CHAIRMAN
It was proposed (Cllr Aston), seconded (Cllr Fairfield) that Cllr Pridgeon be appointed Vice Chairman for the forthcoming civic year.
4. APOLOGIES
There were none.
5. DECLARATIONS OF INTEREST
There were none
6. MINUTES OF THE MEETING HELD 17TH DECEMBER 2020
It was resolved that these be signed by the Chairman as a correct record
7. UPDATES ON MATTERS SINCE THAT MEETING
The Clerk gave an update on matters that had occurred since that last meeting:
- Precept agreed at December meeting had been applied for.
- Allotments Plots 11 & 12 had been let
- Bonthorpe Road/Church Lane drainage works should have commenced March 2021 (to be checked and update at next meeting)
- End of Year accounts had been circulated to members
- Planning applications for Crossing Cottage (renovations) and Woodlands (conversion) had been circulated with no objections from members.
- VAT claim had been submitted for reimbursement
- Clerk had signed on line Book of Condolence for Prince Philip
These actions were noted.
8. ELDC/LCC MEMBERS UPDATES
Cllr Eyre (ELDC) advised that the District Council had secured their new building in Horncastle. He reported on behalf of Cllr Davies (LCC) that all LCC meetings are still being held via zoom apart from Full Council.
9 SCHOOL DEFIBRILLATOR
A problem had been reported that the defibrillator could not be accessed as the cabinet was broken. Cllr Aston agreed to take a look at this.
10 FINANCE
a) Accounts for Payment:
Clerks Salary & PAYE (Jan/Feb/March/April/May) £771.98
Welton Garden Services (March) £462.00
Welton Garden Services (April) £626.40
Internal Auditor £ 30.00
LALC Subs £171.52
Zurich Insurance £363.58
Members felt that the LALC subscription was becoming expensive.
b) End of year accounts – noted
c) Audit – It was resolved that the Chairman sign the following documents, and members all agreed and noted the contents
i) Exemption Certificate
ii) Internal Audit
iii) Governance Statement
iv) Annual Accounts
11 ALLOTMENTS
a) Plots 11 and 12 let – half plot 11 to one tenant, half plot 11 & all plot 12 to second tenant
b) Plot 13 vacant
c) Tenants of Plot 11 (half) requested a larger than policy shed – after discussion is was resolved that any shed must be as policy size (8 x 6) and sited on a non permanent base.
Concerns were raised regarding the delineation of the boundaries of the allotments, and in particular where an allotment plot was immediately adjacent to a property and the danger of losing the defined boundary line. It was therefore resolved that the Council enlist the services of a solicitor to draw up proper boundary agreements. Clerk to action.
d) Rents – it was resolved that these remain at £18 per plot (£9 per half)
e) Cllr Talbot-Jones raised concerns at the lack of fencing between the playground and the allotments, and concerns had been raised at children accessing the allotments from the Playing Field. It was agreed to obtain quotes to fence between the two areas, with lockable gates to allow access for mowers. Fencing to be of a similar style to that at the adjacent school.
f) Letter had been received from neighbouring property wishing to purchase access to allotments – this is to be discussed fully as an agenda item at the next meeting.
12. FLOODING
Claxby – Cllr Hales advised that LCC had been to attend to flooding issues at Claxby and to date the situation seemed to have improved.
Bonthorpe Road/Church Lane – to be agenda item with update at next meeting
Opposite Willoughby Arms – This had been resolved
Any other – Cllr Talbot Jones raised concerns at the filling in of a drainage ditch at the rear of Roma Cottage, which took surface water from adjacent land. To ask Drainage Board to look into this.
School Corner – this still flooded, Clerk to report again.
13 PLAYING FIELDS
It was resolved that the equipment should be safety checked again – Clerk to arrange.
14 CORRESPONDENCE
Clerks and Councils Direct – Cllr Fairfield
Lincs Wolds Facilities Guide – Cllr Talbot Jones
Request for funding from LIVES – members agreed that no funding could be given.
15 PLANNING APPLICATIONS
There were no applications but the following decisions had been received:
2304/20 – Woodlands, Mawthorpe – change use to holiday let – Conditionally approved
264/21 – Crossing Cottage – renovations and extensions – conditionally approved.
16 ANNUAL PUBLIC MEETING
Provisionally agreed to hold it immediately prior to the July meeting, to be confirmed at next meeting.
17 ANY OTHER MATTERS
Cllr Fairfield had a petition complaining about bird scarers in the parish – next agenda
John Smith signs coming into Willoughby needed repaint – Cllr Aston to look at.
18 NEXT MEETING
Set at 17th June 2021
There being no further business the meeting closed at 8.50pm