Minutes 11th April 2018
Minutes of the
Irnham Parish Council Meeting
Held in the Griffin Inn, Irnham on Wednesday 11 April 2018 at 7pm
Present:- Cllrs Amanda Ayre, Jenny Crow, Trevor Vanson.
Parish Council Clerk: Jenny Crow
1. Apologies for absence
a. Cllr Lynda Hall
No members of the public were present.
2. Members declaration of interest or request for dispensation
a. None declared
3. Minutes of meeting 07/02/18
a. Read and accepted as correct record and signed.
4. Matters arising
a. Cllrs were very pleased to see the Mammoth Macmillan Quiz supported by the Griffin Inn and organised by Sarah Hodson of Bulby was a great success, raising £900 for the charity.
b. Clerk has sourced and donated a suitable plaque, in memory of Peter Harrison, to be placed by the Christmas Tree at the Griffin.
5. Parish councillor vacancy
a. SKDC Electoral services confirmed the PC can now co-opt a Councillor.
b. Councillors agreed they should wait until Cllr Hall returns from holiday to discuss this matter.
6. Accounts
a. Year End Balances are: Current Account £1972.27 (including Transparency Code Fund £600.00), Defibrillator Fund £5750.79. Changes in the accounts, since the previous meeting, have been notification of three amounts of interest on the Defibrillator Account, £0.24 for January, £0.24 for February and £0.22 for March. £97.50 has been received, as part year costs, towards cleaning the parish.
b. Councillors discussed and agreed to sign the Audit Certificate of Exemption. Clerk to return this to the auditors together with contact details, as requested.
c. Councillors discussed and approved the Annual Governance statement for 2017/18.
d. Councillors discussed and approved the Annual Accounting Statements for 2017/18. The Analysis of Variances and Bank Reconciliation were agreed. The period for the exercise of Public Rights was agreed as Monday 4th June till Friday 13th July.
e. The Accounts for 2017/18 can now be passed to the internal auditor.
f. Draft budget for 2018/19 agreed.
g. LALC invoice of £88.29 for annual subscription approved for payment.
h. Bench for Bulby has been purchased at a cost of £273.60. Reimbursement to Cllr Crow for the cost of the bench approved for payment.
i. Cllrs agreed the Clerk should now obtain firm quotes for a lap top computer system and printer.
j. Clerk has requested monthly current account statements to make it easier to check transactions. The Defibrillator statements will continue to be monthly as the interest payments are monthly and can not be changed to annually on this account.
k. The option of internet banking was discussed as suppliers often prefer BACS payments and cheques are not acceptable. Cllrs will review the effect of monthly statements to assist with checking transactions more frequently and consider whether internet banking is needed for payments.
7. County council /district council matters
a. Cllr Hall thanked for preparing the response to the Crime and Poor Performance in the Waste Sector Survey.
b. The Lincolnshire Waste Strategy Documents have been distributed to Cllrs.
8. Data protection bill and general data protection regulations(gdpr)
a. Cllrs had been circulated with guidance issued by LALC.
Key points for Irnham Parish Council:
i. New regulations take effect from 25 May 2018.
ii. The PC must appoint a Data Protection Officer (DPO) external to the Council. NALCs view is that if a Councillor is appointed for their own PC there could be a conflict of interest.
iii. Irnham PC does not currently hold any data.
iv. If Irnham PC wishes, in the future, to email residents the PC would have to comply with all the regulations, consent forms, privacy notices etc and keep an audit trail to show compliance.
b. Cllrs agreed the Clerk should contact neighbouring Parish Councils to see what action they are taking to appoint a DPO.
9. Planning applications
a. Planning Application S17/2173 for toilet block at St Andrew’s Church has been approved.
b. Planning Application S17/2187 for an extension to Linden House, Bulby has been approved.
c. Planning Application S17/ 0069 Conversion and alterations to barns at Southwood Farm, Swinstead Road, Irnham has been approved.
10. Updates:
a. FASTER BROADBAND FOR THE PARISH The Chairman and Clerk have met with Genius WiFi who are trialling equipment on behalf of Onlincolnshire. The equipment demonstrated in Bulby reached download speeds of 50mb and upload speed of 40mb. It is hoped agreement on a full trial can be reached soon. Onlincolnshire have confirmed this will only be an interim arrangement and are still working on a more permanent solution for Bulby and Hawthorpe. Further details about the Government 10Mbs Universal Service Obligation are available on the onlincolnshire website.
b. DEER INITIATIVE Councillors are pleased that progress is being made to manage the large number of deer in the area.
11. Update on highways issues within the parish
a. Clerk received notification that Highways Fault Reporting System update has been delayed.
b. Cllr Ayre has continued to follow up her reports of potholes to LCC on numerous occasions including large numbers of defects reported on18/8/17, 26/1/18 with further telephone calls. Cllrs are extremely frustrated that there is no feedback on when any work is likely to be undertaken. Cllrs are aware there is a great deal of work to be completed within the county but the 82 potholes reported, on a detailed map of the Parish, in April 2017 have now become considerably worse and in places are right across the road.
(Clerks note: the day after the PC meeting Cllr Ayre received email response from LCC Highways to say all the potholes she has reported are on their system but no time scale for the work can be given.)
c. Cllr Ayre has had verbal confirmation that re-surfacing of Swinstead Road will be scheduled.
12. Bulby:
a. Seat for bulby. Cllrs are pleased the seat has now been purchased and as soon as the weather improves will install this.
b. Telephone kiosk. Cllr Ayre reported that progress is being made by Carol Howat on finding out more about life in the village using the Census data from 1841 onwards. Cllrs are looking at possible display cabinets at a cost of approximately £120.
13. Parish events
a. Cllrs noted there is to be another Hog Roast this year at Birkholme on 24th June.
14. Correspondence
a. Cllrs agreed they will not respond to any correspondence received of an aggressive or abusive nature.
b. Cllrs were saddened to hear of the death of Julia Rowland from Irnham. The Chairman will write to her son, Mark.
c. Clerk has received a request for information about the Cocks family whose three members are listed on the war memorial. Clerk to respond.
15. Irnham parochial church council matters for the parish
a. Cllr Ayre confirmed the Church are delighted planning permission for the toilet block has been granted and are looking forward to progressing the project.
16. Any other business
a. None
17. Meeting dates
a. Next Parish Council Meeting Wednesday 16 May, 7pm, Griffin Inn. This will be the AGM and Annual Parish Meeting.
Meeting ended at 8.40pm.
Please note the AGM and Annual Parish Meeting on Wednesday 16th May 2018 will now be held in St Andrew’s Church, Irnham