2023 Parish Council Minutes of Meetings

Bardney Group Parish Council

Minutes from the Full Council Meeting

Bardney Village Hall Tuesday 19th September 2023 at 7pm

Attendees

Absences

Cllr Ken Hutchinson

Cllr Ruth Lane

Cllr Lynne Newlove

Cllr John Papworth (Vice-Chairman)

Members of the Public

Seventeen members of the public were present

PCSO Jackie Parker

Meeting commenced at 7pm

The Chairman welcomed everyone to the meeting. 

The public forum was invited to commence:

A summary of matters raised by members of the public and responses are listed below:

1. A member of the public asked if War graves in the Cemetery had been cleaned by the Parish Council or the Bardney Cemetery Improvement Group.  The Chairman replied by stating he had already asked the question to the Group and they had confirmed they had not so the answer was no.

2. The same member of the public asked what chemical had been used in the recent cleaning of the War Memorial in the village centre.  The Chairman replied that the chemical was called “Wet and Forget” which had been used successfully in the Cemetery over several years and that there had been no visible damage to any headstones and all looked very clean and presentable.

3. Another member of the public asked if the Village Hall had made sent any correspondence to the Parish Council regarding their heating systems because in April when he was a Councillor the Village Hall Committee had been stating that the system was not working.  Furthermore, at their AGM he stated that the Village Hall had said that if their overheads continued, they may run out of funds in the next few years.  The Chairman confirmed that to his knowledge no correspondence had been received since May.

4. Another member of the public stated that the LALC person who carried out the Governance Report was not qualified.  The Chairman stated that LALC was a professional organisation which carried out many reports on behalf of Councils in Lincolnshire, and that he had confidence in the inspection.

5. The same member of the public made an accusation that after the P & R Committee meeting on 8th September 2023 a member of the public had threatened him in Car Park. The member of the public “suggested” that the other member of the public was an ex-Councillor and had alliance to the Chairman.  The Chairman stated that the member of the public referred to had never been a Councillor to his knowledge and that he had no alliance to the member of the public.  Furthermore, the member of the public should be ware of this himself being an ex-Councillor.

6. The member of the public referred to in point 5 above responded by agreeing with the Chairman.  He continued to ask if any progress had been made regarding the solicitor/legal issue from last Autumn and when might a reply be available.  The Chairman stated that this legal issue had been identified within the LALC report and would not be forgotten.

7. Another member of the public thanked the Chairman for putting the new number 30 Bus timetable on social media.  The Chairman thanked the member of the public for their comment (although the posting onto social media had not been in his capacity of being elected to the Parish Council).

8. The same member of the public asked when the outcomes of the LALC Governance report would be presented to the Parish Council.  The Chairman briefly illustrated an Action Plan that has been created to identify all aspects of the report, and that with such a piece of work it would be necessary to address issues on an individual basis to ensure the recommendations are fully delivered.

9. Another member of the public asked about the use of Queen Street as a through fare for large Heavy Goods Vehicles.  This issue has been on-going for several years and was causing chaos. The Chairman stated that Traffic Regulation Orders were a function of Lincolnshire County Council, who had looked at making the street a cul-de-sac or one-way, but as far as he was aware it was still being addressed. A weight restriction might be the way forward.

10. Another member of the public asked regarding the legal costs and accountability of the Council prior to May with regards to the Black Horse.  Who had authorised the instruction of legal works and payment of Council money – he directed this question to the previous Chairman of the Council.  The previous Chairman of the Council responded by stating the items were of a confidential nature.

Main meeting commenced at 7.18pm

             146-23/24        Apologies for Absence

To receive and accept apologies where valid reasons for absence have been given to the Clerk prior to the meeting in accordance with Local Gov. Act 1972, Sch 12, para 40.

Apologies for absence were received and accepted from Cllr Ken Hutchinson, Cllr Ruth Lane, Cllr Lynne Newlove and Cllr John Papworth.

147-23/24        Declarations of Interests

There were no declarations of interest recorded for the meeting.

148-23/24     Approval of Cemetery meeting Minutes 24th August 2023

             It was noted that these notes would be approved at the Cemetery meeting and that the notes were present for noting by the Full Council.

The notes were PROPOSED by Cllr Lintin, SECONDED by Cllr Wright and RESOLVED to accept as the notes from the 24th August, which had a clear majority vote.

            149-23/24 Approval of P & R meeting Minutes 24th August 2023

             It was noted that these notes would be approved at the P & R meeting and that the notes were present for noting by the Full Council.

The notes were PROPOSED by Cllr Reeves, SECONDED by Cllr Bates and RESOLVED to accept as the notes from the 24th August, which had a clear majority vote.

            150-23/24        Approval of P & R meeting Minutes 24th August 2023 CLOSED SESSION

It was noted that these notes would be approved at the P & R meeting and that the notes were present for noting by the Full Council.

The notes were PROPOSED by Cllr Wright, SECONDED by Cllr Reeves and RESOLVED to accept as the notes from the 24th August, which had a clear majority vote.

             151-23/24        Approval of Extra-Ordinary Council Meeting Minutes 24th August 2023

To approve as a correct record the notes of the Extra-Ordinary Council meeting held on 24th August 2023 and to authorise the Chairman to sign the official minutes.  The previous Chairman commented that he had been named in the minutes as stating that “the portacabin was an experiment” and this was not the case – he claimed that “the experiment” was a use of a generator.  The current Chairman stated that in the course of a meeting in the portacabin one morning those were the words of the past Chairman, and that there were other people in the meeting who had witnessed the comments.  The amendment by the past Chairman was not supported by any other Councillor.

The past Chairman also commented that the ‘legal issue’ regarding the solicitor last year had been addressed confidentially and in accordance with the Vexatious Policy of the Council.  The current Chairman stated that the only time Vexatious is mentioned in the policies was in a sub-section of the Complaints Policy and this complete Complaints Policy had not been quoted.

The notes were PROPOSED by Cllr Fleetwood, SECONDED by Cllr Wright and RESOLVED to approve as the minutes from the 10th July, with a clear majority.

152-23/24        Approval of P & R meeting Minutes 8th September 2023

It was noted that these notes would be approved at the P & R meeting and that the notes were present for noting by the Full Council.

The notes were PROPOSED by Cllr Reeves, SECONDED by Cllr Wright and RESOLVED to accept as the minutes from the 24th August, which had a clear majority vote.

             153-23/24        Approval of P & R meeting Minutes 8th September 2023 CLOSED SESSION

It was noted that these notes would be approved at the P & R meeting and that the notes were present for noting by the Full Council.

The notes were PROPOSED by Cllr Reeves, SECONDED by Cllr Wright and RESOLVED to accept as the minutes from the 24th August, which had a clear majority vote.

154-23/24              To receive any comments frpm the Lincolnshire Police or the District/County Councillor

The Chairman introduced this with a statement of thanks towards PCSO Jackie Parker who was attending her last public meeting in her role representing Lincolnshire Police.  He stated that Jackie had performed many tasks in the area in her role and asked that the meeting should offer a round of applause in recognition of her involvement and work.

PCSO Jackie Parker gave a report stating that her role covered 110 square miles and 30 villages so was quite complex.  She gave a recent set of crime data to the Chairman she had compiled and stated that she would still be visiting the area but as a member of the public.  Any future policing issues would probably be dealt with by Inspector Head, and this would revolve around quarterly meetings.

The Chairman then stated that as District and County Councillor for the area the main recent issue within both Councils has been the potential for Devolution to become an emerging topic again in the very near future, and that there may well be a public consultation regarding whether the public considered that a Mayor for Lincolnshire might be a way of devolving decision making and finance.

 155-23/24        Chairman’s Report

The Chairman informed the meeting of the recent passing of Andy Dyer, a former Councillor and well-respected man who had also served the community exceedingly well over many years either delivering post or with her involvement at the local Co-op.  A minute’s silence was observed.

To consider and agree courses of action for the following:Planning Matters

              To consider any planning applications received since the last meeting, including any received since the agenda was issued, and to decide any action that the Council wishes to take:
 

              156-23/24        147263: Application for non-material amendment to planning permission 144438. Plot 9, Land off, Wragby Road, Bardney, Lincs, LN3 5XW

              No comments were offered.

              157-23/24        147100: Full Planning application for erection of an agricultural machine and hay store. Red Hog Pastures, Main Street, Apley, Market Rasen, Lincolnshire

              No comments were offered.

Financial Matters

158-23/24        To ratify the payments for August 2023, note the receipts and to approve the list of payments to be made for September 2023

This item was PROPOSED by Cllr McIlroy and SECONDED by Cllr Percival with a clear majority.

159-23/24        To approve the Bank Reconciliation Statement as at 31st August 2023

This item was PROPOSED by Cllr Reeves and SECONDED by Cllr McIlroy with a clear majority.

160-23/24        To receive an update on Banking arrangements and approve the list of authorized signatories

The Chairman explained that because of the current staffing situation there would be a requirement to ensure the Parish Council functioned over the in-between period where there would be a vacancy of a Proper Officer to the Council.  The Chairman was prepared to accept that responsibility.  This item was PROPOSED by Cllr Reeves and SECONDED by Cllr McIlroy with a clear majority.

161-23/24        To receive an update on Insurance Cover and agree any courses of action – cyber cover

The Chairman stated that the Council was attempting to put cyber cover onto the insurance policy partially as a result of the recent LALC Governance report.  The current insurers had responded with a premium increase, and it was thought that it would be in the public interest to gain alternative quotes in view of the proposed premium.  Cllr Fleetwood PROPOSED to defer this item which was SECONDED by Cllr Lintin with the majority in favour.

                          162-23/24        To receive and resolve any updates regarding the new ride-on mower

The Chairman reported that an application had been made to the DVLA to register the mowing machine for road use, and that a suitable insurance policy is now in place.  The mower is now back in action on areas such as The Green and some areas of Southrey but roadsides will be tackled when all is clear with DVLA who had indicated a time frame of around 4 weeks.

                           163-23/24        To authorise 2 additional bank signatories

Recent availability of Councillors to authorise payments to the on-line banking had brought forward this proposal.  Councillors were asked to be nominated and Cllr Reeves and Cllr Wright volunteered.  This was then PROPOSED by Cllr Fleetwood and SECONDED by Cllr Percival with a clear majority.

164-23/24        To purchase Handyman tools – cordless angle grinder

The Handyman has requested that a cordless angle grinder be purchased to facilitate the sharpening of mower blades etc.  He has stated that he has the appropriate training.  The Committee considered this and it was PROPOSED by Cllr Wright and SECONDED by Cllr McIlroy that a grinder that was compatible with any other devices the Parish Council owns up to a maximum value of £250. This had a clear majority.

165-23/24        To approve to pay Handyman’s expenses & mileage

This agenda item was present for noting on the basis that it had already been approved at a recent P & R meeting.  It was PROPOSED by Cllr Lintin and SECONDED by Cllr Percival with a clear majority.

                           166-23/24        To acknowledge the appointment of Clerk/RFO

                           The Chairman announced that following a recruitment and interviewing process conducted bt the P & R Committee Angela Smith will be the new Clerk/RFO starting her role in the near future.

                           167-23/24        To acknowledge the resignation of the Acting Clerk/RFO

The Chairman announced Laura Allen had tendered her resignation and that she will be leaving employment at the Parish Council.

168-23/24        To appoint a Committee Member(s) to act as Administration Officer with regard to payroll, pensions, banking and accounting as an interim

The Chairman stated that in order for the Parish Council to function an Administration Officer would be needed during the transition period.  The Chairman (Cllr Fleetwood) suggested that he would undertake that role together with Cllr Hutchinson to provide a level of continuity.  This was PROPOSED by Cllr Fleetwood and SECONDED by Cllr Percival with a clear majority in favour.

                         169-23/24        To appoint a Committee Member to work with Bardney Cemetery Improvement Group

                         Cllr Lintin was PROPOSED by Cllr Fleetwood and SECONDED by Cllr Wright to be the designated Councillor - this was accepted with a clear majority.

                          170-23/24        To appoint 2 more Councillors to the Allotments Committee

Cllr Papworth and Cllr Percival were PROPOSED by Cllr Fleetwood and SECONDED by Cllr Wright to join the Allotments Committee – this was accepted with a clear majority.

                          171-23/24        To receive an update and resolve issues on Village Green

The Chairman stated that the propellor lighting was now working correctly and well within the previously agreed costing to resolve, the dip in the Village Green had now been brought to a level surface with the addition of some soil, the volunteers had made an excellent job of treating the wall with cleaner (which might need another treatment) but suggested to the meeting that some switched RCD sockets were fitted to the outside of the electricity box to allow safer usage of power on the Village Green.  This could be done for a cost of around £60.  The Committee considered this PROPOSAL by Cllr Fleetwood and SECONDED by Cllr Percival and the majority agreed that the work should be carried out.

172-23/24        To consider and resolve to adopt the Feasibility Study for the new Office accommodation in the Village Hall

This item was deferred on the basis that the Councillor who had carried out much of the work was not present.

173-23/24    To note progress with the Village Hall office arrangement

The Chairman reported that the building work was on-going.  The Village Hall Committee are proposing an annual Occupancy Licence to the Parish Council which they are currently formulating after consulting with ACRE (Action with Communities in Rural England) who have a Village Hall network which offers them advice.

174-23/24        To receive and resolve any updates regarding email re-instatement

The Chairman reported that discussions are on-going following on from last month’s decision to try to re-instate some email addresses to allow an information trail for the Parish Council.

175-23/24        To receive and resolve any comments from external organisations regarding LALC report

The Chairman stated that he has started to create an Action Log for the Parish Council which will allow the Council to work through all of the recommendations from the report.  Many things had been taking place from the advice given on the day of inspection, and the report recommendations will take some time to resolve but will not be lost because of the plan.

176-23/24        To resolve to move into closed session in accordance with the public bodies (admission to meetings) act 1960 due to the confidential nature of the business to be discussed in relation to the following matters:

177-23/24        Co-option of Councillor to Bardney ward

There was a debate regarding the Co-option of a Councillor.  Mr. Keith Laughton was agreed to be the new Councillor.

Meeting closed at 8:33pm.