Minutes Full Council Meeting 19th March 2020

Minutes from the meeting of the Parish Council on Thursday 19th March 2020.
Held at the Bardney Methodist Church, Church Lane, Bardney, Lincoln

Councillors Present:

Cllr Webb - Chair                                        Anna Lawson -                                 

Cllr Cluett                                                    Clerk and RFO

Cllr Bradbury                                               Pauline Fry - Administrative Assistant

Cllr Clee

Cllr Waddington

Cllr Darby - Vice Chair

Cllr Newlove

Cllr Shaw

Cllr Corbould

Public session of the meeting commenced at 7.00pm

No members of the public attended the meeting

No requests had been received by the Clerk for permission to record, video or take photos of the Council meeting, therefore the only recording which would take place was the one undertaken by the Parish Council themselves.

The meeting commenced at 7.05pm

149-2019/20  Apologies for Absence. To receive and accept apologies, where valid reasons for absence have been given to the Clerk prior to the meeting.

Cllr Speed

150-2019/20  To receive declarations of interest under the Localism Act 2011 – being any pecuniary interest in agenda items not previously recorded on Member’s Register of Interests.

Cllr Newlove – planning matter

151-2019/20  To receive and consider any dispensation requests on agenda items and decide whether they are to be granted.

None

152-2019/20  To approve as a correct record the notes of the meeting held on 20th February 2020 To authorise the Chair to sign the official minutes.

PROPOSED by Cllr Bradbury, SECONDED by Cllr Clee, carried UNANIMOUSLY

153-2019/20 To receive and consider a report from the Chairman of the Council

This item was deferred to later in the meeting

154-2019/20 To receive and consider a report for the Clerk to the Council on any outstanding matters and correspondence since the meeting of 20th February 2020.

This item was deferred to later in the meeting.

155-2019/20 Financial matters

  1.    Bank Reconciliation for February 2020 as at 29.02.20

Balance as at 01.02.20                                                                               £51720.65  

Income
Handyman                                            187.83                                              
Cemetery                                              600.00
Allotments                                            239.50          
Salary                                                   1289.63
VAT return                                           2080.24                               

Total income                                                                                     £4397.20

Expenditure
Admin                                                            387.73
Salaries                                             5232.69
Handyman                                           425.23
Cemetery                                           3232.22
Grant S137                                           144.00
Allotment                                              224.40
 

Total expenditure                                                                  £9646.27                             

Balance as at 29.02.20                                                                              £46471.58                                        

PROPOSED by Cllr Darby, SECONDED by Cllr Corbould, carried UNANIMOUSLY                  

  1. To ratify payments of accounts, salaries, BACS payments & payments already made.

Payment Ratification March 2020

               
         

value

VAT

ExVAT

% of budget*

   

B/P

 

Wages and NI

March

Salaries

5232.69

0.00

5232.69

 

     

   Total Office/Salaries

   

 

 

 

130% of budget

   
                       

PO20631

 

HCI Data

Domain

Admin

90.00

15.00

75.00

 

     

PO20633

 

Methodist Hall

Hire

Admin

14.00

0.00

14.00

       

PO20635

 

E-Quip

Mobile renovation

Admin

63.92

10.49

53.43

       

PO20638

 

Keir

Rent

Admin

300.00

0.00

300.00

       

Total Admin

   

467.92

   

102% of budget

   
                       

PO20637

 

Fuelcard

Paint

Handyman

11.88

1.98

9.90

       

Total Handyman

   

11.88

 

9.90

97% of budget

   
                       

PO20636

 

E-Quip

Fencing

Allotments

68.02

13.60

81.62

       

PO20632

 

GG & G Cannon

Digger

Allotments

244.00

3.62

240.38

       

Total Community project

 

335.78

   

9% of budget

   
         

 

           

PO20639

 

TGM

Grasscutting

Grasscutting

1322.06

220.34

1101.72

 

     

Total Grasscutting

   

1322.06

   

13% of budget*

   
         

 

           
                       
                       
                       

^ cost to be offset by outsourcing staff YTD £4k

             
                       

* 20/21 budget

 

                    

 

 

 

                 

PROPOSED by Cllr Waddington, SECONDED by Cllr Darby, carried UNANIMOUSLY

  1. To approve asset register

     

ASSET REGISTER AS AT 31st DECEMBER 2019

 

 

 

 

 

IEP = In equal proportions      NB - Figures rounded to nearest £ 

 

 

 

 

 

 

 

 

 

Insurance

purpose *

 

 

Fixed Asset

purpose

 

 

ITEM

 

Value £

 

 

 

BUILDINGS

 

 

 

 

 

Lychgate Entrance building

 

24333

 

1

 

Steel ex Shipping Container

 

765

 

944

 

Mobile Office

 

2400

 

2400

 

Total

 

27498

 

3345

 

 

 

 

 

 

 

Land

 

 

 

 

 

Allotment and farming land Horncastle Rd approx 15 acres

 

 

 

1

 

 

 

 

 

1

 

 

 

 

 

 

 

STREET FURNITURE

 

 

 

 

 

Stainless steel seating x 3 IEP

 

1695

 

2871

 

Flagpole & 2 flags

 

250

 

423

 

Bus shelter

 

5239

 

4306

 

Village signs x 4 (IEP)

 

4133

 

7000

 

Metal notice boards x 2 (IEP) Bardney/Southrey

 

792

 

1342

 

Metal notice board (Stainfield)

 

424

 

719

 

Wooden notice board (Aply)

 

295

 

500

 

Lifebouy/housing/ropes

 

222

 

376

 

Southery bus shelter

 

7019

 

6000

 

Commemorative benches

 

1679

 

2075

 

Speed detector - highways

 

1868

 

2846

 

Total

 

23616

 

28458

 

 

 

 

 

 

 

MEMORIALS

 

 

 

 

 

Bardney War Memorial

 

13850

 

1

 

IX Squadron Memorial

 

2463

 

1

 

Stainfield War Memorial

 

2463

 

1

 

Total

 

18776

 

3

 

 

 

 

 

 

 

OFFICE CONTENTS/EQUIPMENT

 

 

 

 

 

Furniture 

See Note 1

1238

 

1832

 

Computer equipment

See Note 2

1271

 

1652

 

Computer software

See Note 3

645

 

4394

 

All other contents/equip

See Note 4

322

 

1323

 

Total

 

3476

 

9201

 

 

 

 

 

 

 

FENCES/GATES

 

 

 

 

 

Wooden fencing/gates for cemetery

 

3540

 

5396

 

2 metal gates for cemetery lych gate

 

502

 

765

 

2 metal gates for allotments

 

1586

 

2417

 

Total

 

5628

 

8578

 

 

 

 

 

 

 

MISC

 

 

 

 

 

Painting and frame

 

1181

 

2000

 

Photographic print & display case

 

522

 

884

 

Negative and further print

 

119

 

202

 

Bardney pictorial maps x 2 IEP

 

319

 

540

 

24v 100ft Ufolite Colour Loom Xmas tree lights

 

80

 

135

 

Illuminated Xmas Tree Star

 

162

 

275

 

240V-24V Transformer for xmas lights

 

64

 

109

 

Sand bins x 3 IEP (at Bardney/Southrey/Stainfield V.Halls

 

220

 

372

 

Total

 

2667

 

4517

 

 

 

 

 

 

 

HANDYMAN EQUIPMENT

 

 

 

 

 

Ride on Mower

 

1604

 

3749

 

Push Mower

 

131

 

327

 

Combi Trimmer & Accessories

 

1250

 

693

 

Trailer

 

605

 

1250

 

Tools

 

295

 

500

 

All other equip/parts etc

 

295

 

500

 

Furniture in container

 

295

 

500

 

Leaf blower

 

450

 

450

 

Total

 

4925

 

7969

 

 

 

 

 

 

 

CEMETERY

 

 

 

 

 

3 x plaques in Lychgate

 

639

 

1001

 

Total

 

639

 

1001

 

 

 

 

 

 

 

 

 

 

 

 

 

 TOTALS

 

87225

 

63072

 

 

 

 

 

 

 

 

 

 

 

 

 

* This figure allows for depreciation of equipment plus increase in rebuild cost of buildings

 

 

 

 

 

Original costs stated on asset Register

 

 

 

 

 

 

 

 

 

 

 

Notes to list of assets

 

 

 

 

 

 

 

 

 

 

 

Practictioners Guide "states that assets should be recorded at their original cost and no adjustment is required until disposal.

their original cost and no adjustment is required until disposal.

 

 

 

 

  Where the original cost is not known a proxy such as insurance value may be used, but this value should remain constant

 

 

 

 

 

throughout the period of ownership and not revised to reflect current values^. 

 

 

 

 

 

 

 

 

 

 

 

Community Assets do not have a market value due to their nature or legal status as they cannot be sold. 

 

 

 

 

 

Such assets are included at their historial cost or given a nominal value of £1

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

^.  For accounting purposes BGPC have chosen to show all values in this document

 

 

 

 

 

Original cost - see Asset Register

 

 

 

 

 

Fixed Asset Details show values based upon depreciation and rebuild cost - inline with standard accounting practices.

 

 

 

 

 

           

 

PROPOSED by Cllr Darby, SECONDED by Cllr Clee, carried UNANIMOUSLY

156-2029/20   Planning Matters  To note any approved applications received and to consider any planning applications and decide any comments that the Council wishes to make.

APPLICATION REFERENCE NO:   140647

PROPOSAL:            Planning application for a proposed car park.        

LOCATION:  The Goods Shed Station Road Bardney Lincoln LN3 5UF

APPLICATION TYPE:        Full Planning Application

APPLICATION CATEGORY:        Minor - all others

Council has no objections

APPLICATION REFERENCE NO:          140454

PROPOSAL:            Planning application to erect cabin to be used as a nail salon.        

LOCATION:  24 Hancock Drive Bardney Lincoln LN3 5SR

APPLICATION TYPE:        Full Planning Application

APPLICATION CATEGORY:        Change of Use

Council has no objections

APPLICATION REFERENCE NO:          140702

PROPOSAL:            Planning application for internal alterations to form links to proposed two storey rear extension.       

LOCATION:  Abbey Lodge 5 Carron Close Bardney Lincoln LN3 5XB

APPLICATION TYPE:        Householder Application

APPLICATION CATEGORY:        Householder Development

Council has no objections

 

APPLICATION REFERENCE NO:   140664

PROPOSAL:  Notice of intention to install 1 9m wooden pole under regualtions 5 of the Electronic Communications Code (conditions and restriction) (Amendment) Regulation 2017 – reference JSX867SL

Council has no objections

157-2019/20 Co-option To consider application to join Bardney Group Parish Council

Deferred as person did not attend meeting

158-2019/20 Bardney Cemetery Improvement Group To update on meeting with BCIG

Meeting held between Bardney Cemetery Improvement Group and BGPC.  The work that the improvement group carries out in the cemetery is to continue as long as BCIG have permission from BGPC and families.

159-2019/20  Handyman Service Level Agreement  To consider adopting agreement with Wragby Parish Council.

Wragby have requested a reduction in the hours that the handyman works for them.

PROPOSED by Cllr Darby, SECONDED by Cllr Corbould, carried UNANIMOUSLY

160-2019/20  Quotes for grass cutting equipment.  To consider quote for grass cutting equipment.

The Clerk gave information regarding the reasoning behind buying or hiring grass cutting equipment.

Councillors discussed the merits of hiring or buying equipment.  The equipment could be hired out to other Councils.

PROPOSAL To hire a tractor for a one year period

PROPOSED by Cllr Webb, SECONDED by Cllr Bradbury, carried UNANIMOUSLY

PROPOSAL  To purchase grass cutting equipment from Company A to fit hired tractor, this equipment cannot be hired.

PROPOSED by Cllr Webb, SECONDED by Cllr Darby, carried UNANIMOUSLY

161-2019/20  Limewoods Magazine To elect a new editor for the magazine.

Cllr Clee has requested, that due to family commitments, another Councillor take over the editing of the magazine.  Cllr Cluett agreed to take on this role.

PROPOSED by Cllr Cluett, SECONDED by Cllr Shaw, ABSTENTION Cllr Newlove, the remainder of the Councillors agreed with the proposal.

162-2019/20 Happy to Chat sign. 

In view of the present situation this item has been deferred.

163-2019/20 Marquee To consider purchasing a gazebo for use on the Community Land and for hiring out to local organisations.

In view of the present situation this item has been deferred.

164-2019/20 Willow Walk To consider creating a Willow Walk on land prone to being wet, as part of the Woodland Walk.

The bottom corner of the field is quite wet and does not dry out very often.  A willow walk would be good use for this area.  The project would come within the amount agreed by Council for the Community Land.

PROPOSED by Cllr Cluett, SECONDED by Cllr Darby, Cllr Newlove voted against this proposal.  The remainder of the Councillors voted in favour.

165-2019/20 VE Day Celebrations To consider whether to undertake acknowledgment of the event.  

In view of the current situation the Council would not be organising an event to mark VE day.

153-2019/20 To receive and consider a report from the Chairman of the Council 

A discussion was held on the benefits of belonging to NALC/LALC.

Coronavirus

Discussion held on how the Parish Council could support the Parish at this time.

Councillors agreed to use Grant money from 2019/20 and 2021 allocation to support the Church in organising and administering support for parishioners.

BGPC would use the Parish magazine and the Parish website to support and promote ‘Clean Hands, Open Heart’ initiative.

PROPOSAL To suspend standing orders

PROPOSED by Cllr Webb, SECONDED by Cllr Darby, carried UNANIMOUSLY

154-2019/20 To receive and consider a report for the Clerk to the Council on any outstanding matters and correspondence since the meeting of 20th February 2020.

GENERAL UPDATES

Emails
Councillors need to ensure that their email system is working and we shall only email to the Cllr email addresses for GDPR purposes.

Tree Planting

Wragby YFC to plant the trees the weekend of 28/29th limited numbers of people available to do it however needs to be done.

Grant Funding
Met with WLDC Grant funding available towards the Community land.  Application to be submitted next week.

Community Land/Allotment Car Park
Re:  Changing the siting of a fence to create a grass car park at the allotments.  Cllr Cluett spoke to John about the costings of the project and he informed me that it could be done properly for £650 (Including moving the gates, and erecting a permanent fence on two sides).   Part of this cost is already covered by the project proposal submitted in September 2019 and approved by council.  In real terms additional cost circa £300.  It is a very cheap solution to provide an attractive parking area for the allotments, community orchard and woodland walk. This information can be provided to council in the April meeting.

Support for Communities during COVID 19
It is was noted that the Lincolnshire Resilience Forum (LRF) Communities and Volunteer Coordination Cell within the County Emergency Centre, will be operational from 8am to 4pm Tuesday 17th March 2020 until further notice and it will active Monday to Friday.

Currently the cell has been tasked by the LRF to gather information about local activity only and it advises communities not to mobilise, task or deploy any organisation, community group or individual within the parish.

Cllr meetings

Cllr Darby

Bardney Manor Farm Residents Association

 

Cllr Cluett

Wragby Young Farmers

Cllr Speed

Bardney Cemetery Improvement Group

Cllrs Speed & Cluett

WLDC Grant Advisor

                        ***************************************************

Decision to suspend Standing Order to consider implementing Emergency Procedures.

Councillors to agree with a show of hands and voting recorded.  Formal ratification provided at next meeting.  The Prime Ministers recommendations came too late to amend the Agenda and hence only option in the current climate.

Suspension of Standing Orders / Financial Regulations

It is proposed that the Parish Council gives delegated authority to the  Clerk (in consultation  with the Chairman/Vice Chairman of the all committees  suspend Standing Order or Financial Regulation as necessary to ensure the smooth running and operation (wherever possible) of the Parish Council for a period of no longer than 4 months (or as circumstances dictate), with the Parish Clerk / Deputy Clerk to compile and maintain a list of such suspensions and reasons which will be to be presented to a future full council meeting for scrutiny.  

Safety Statement - Meetings and BUSINESS CONTINUTITY

It is proposed that the Parish Council recognises and agrees that no business, meeting, service provision or service delivery of the Authority is of any importance above that of public and personal safety.  As such all scheduled public meetings will be cancelled for an initial 4 month period (or as circumstances dictate).

Community Resilience budget

It is proposed that the Parish Council establishes a ‘Community Resilience’ budget head with the agreed sum to be used from within general reserves with the aims of assisting vulnerable groups within the parish as necessary. It was noted that the Clerk has spoken to the Church who are liaising with the School, Co-op and other shops to provide a food bank and voucher scheme to assist those most in need during this challenging period.

 Attendance of events by elected Members / Staff

It is proposed that the attendance by elected Members and members of staff of the Parish Council at appointed outside bodies, training courses or on relevant Town Council business be subject to a) cancellation by the lead body, organisation or group; b) self-preservation or c) legislation.

It was noted that where possible and when non-attendance through personal or corporate choice was decided, apologies should be submitted by individual(s).

Authority to Deputy Clerk

  It is proposed that where, in any Standing Order or Financial Regulation of the Parish Council where delegated authority is already given to the Clerk & Deputy Clerk, such authority be also be delegated to the Deputy Clerk for a period of no longer than 4 months (or as circumstances dictate).

Suspension of Standing Orders / Financial Regulations

It is proposed that the Parish Council gives delegated authority to the  Clerk (in consultation  with the Chairman/Vice Chairman of the all committees  suspend Standing Order or Financial Regulation as necessary to ensure the smooth running and operation (wherever possible) of the Parish Council for a period of no longer than 4 months (or as circumstances dictate), with the Parish Clerk / Deputy Clerk to compile and maintain a list of such suspensions and reasons which will be to be presented to a future full council meeting for scrutiny.  

 Additional Delegated Authority – Staff members

That the Parish Council gives additional delegated authority for a period of no longer than 4 months (notwithstanding relative Government legislation or medical/relevant body advice or best/safe practice)) to the Clerk and/or the Deputy Clerk, in consultation with the Chairman / Vice Chairman to:

i)       undertake day to day duties (wherever possible and within legal constraints and with the best intentions of public safety and to promote infection control) in order to minimise disruption to service provision and ensure business continuity;

ii)      undertake any additional duties necessary (wherever possible within legal constraints and with the best intentions of public safety and to promote infection control) in order to minimise disruption to service provision and ensure business continuity;

iii)     undertake decisive actions (within legal constraints and with the best intentions of public safety and to promote infection control) in respect of cancelling any meetings of the Parish Council, its committees or working groups.

  iv)      To undertake decisive actions (within legal constraints and with the best intentions of public safety and to promote infection control) in relation to the Cemetery, Allotments, Community Land, Village Green, Closed Churchyard, The Mound and The Pinfold.

Annual Council Meeting / Annual Parish Meeting

It is proposed that as the cancellation of meetings has a direct impact on the Annual Meeting of the Parish Council (scheduled for 21st May 2020), the roles of Chairman and Vice Chair and the existing committee structures (including the chairmanship of such) will remain the same until a suitable and safe public meeting is called and held.

Where any cancellation of meetings has a direct impact on the holding of the Electors Meeting, the Parish Council will hold such meeting at a future date.

It is noted that whilst the above decisions are contrary to existing legislation (as of 16th March 2020) the Parish Council has made these decisions in order to place public safety at the forefront.

Orders for Payment

It is proposed that the Clerk along with those elected Members with delegated responsibility for the authorising and signing of payments put measures in place with robust transparency processes to ensure effective business continuation and to minimise impact on local service delivery and local business with ratification by the Parish Council to be made at the earliest and safest opportunity.

Planning Matter

It is proposed that the Parish Council authorises the Planning Committee to deal with planning applications via email and gives delegated power to the Clerk & WLDC to collate responses and submit to WLDC (on a majority basis). 

Budgetary Control and Authority to Spend

It is proposed to authorise an increase in the spending limit to the Clerk in consultation with the Chairman / Vice Chairman below £1,000 to any amount below £ 5,000 in respect of any emergency or Health & Safety matter.

Staffing Matters – Annual Appraisals

It is proposed that whilst there is time limited recognition that annual staffing reviews and potential remuneration is necessary, following discussion and written receipt of staff agreement it was approved that annual staffing reviews be delayed. 

Policy Updates

It is proposed that delegation is afforded to the Clerk to update policy documentation where revision dates are the only necessary updates and such updates to be ratified by the Parish Council at a future meeting.  Where any legislative changes are necessary, the Clerk will update relevant documentation and implement any necessary changes.  

Advice to Community Groups

It is proposed to offer impartial, practical advice to community groups and organisations in respect of their responsibilities to take decisive actions (with the best intentions of public safety and to promote infection control) in respect of cancelling events, meetings and gatherings;

            **********************************************

166-2019/20 To approve date and time of next meeting

In view of the situation future meetings have been suspended.

                        

 

Meeting finished 8.25pm