2024 - Parish Council Meeting Documents

Present:The Chair G Mahoney, The Vice Chair C Warby, Cllr C Wood,  Cllr J Denton and Mrs J Bratton (Clerk/Responsible Financial Officer).

1  Chairman’s Remarks – the Chairman welcomed everyone to the meeting.  

2  Apologies for absence and reasons given – District Councillors Robert Leadenham and Pam Bosworth.

3  To receive declarations of interest on any item on the Agenda under The Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012 of the Localism Act 2011 – none.
3.1 Disclosable Pecuniary Interests Forms for completion by the Parish Councillors for YE 31 March 2025 – all the Parish Councillors had filled in their forms.  Clerk Action: to send copies to SKDC.

4 Notes of the last meeting held on 16 May 2024
The notes of the last meeting, held on 16 May 2024, were approved as being a true record, and were signed by the Chairman.

5  Correspondence
5.1 SKDC sent a Remittance Advice for the payment of the Community Cleaner Grant.
5.2 Confirmation from SKDC Democracy that their website had been updated with Cllr Wood’s Disclosable Pecuniary Interest.
5.3 The clerk had sent a Certificate of Exemption and Contact Details to PKF Littlejohn, the Auditors.  An acknowledgement had been received.
5.4 A Notice of Election for the Grantham and Bourne Constituency UK Parliamentary Election had been received followed by a Statement of Persons Nominated and Notice of Poll.
5.5 Updated DPI forms were sent by Democracy SKDC for completion by all Parish Councillors.
5.6 The Environmental Agency had sent details of scheduled maintenance taking place in the parish.
5.7 The June/July 2024 issue of the Allington News had been received.  Friday 19 July is the next deadline for our report.
5.8 SKDC sent details of the planning application no S23/1113 which had been refused - Chestnut Farm, Village Street.
5.9 Details of Belvoir Ward’s Community Speed Watch Training at Harlaxton Village Hall on Monday 15 July at 7.45 pm.
5.10 Correspondence received from the Social Club Secretary regarding invitations for a representative/s to attend the licensing of the new priest in September.  Chairman G Mahoney will attend.

6 Public Forum – none.

7 Parish Councillors Roles and Responsibilities
Highways and Planning - Councillor Clive Wood
Flooding - Chairman Gill Mahoney/Councillor Clive Wood
Finance/Planters on The Green and any issues arising with dogs    - Councillor Jane Denton
Footpaths/resources expertise - Vice Chair Chris Warby 

Recreation Field - Chairman Gill Mahoney

8 Highways  
8.1 A52 Safety Meeting – following the meeting held on the 22 March, we were still awaiting the County Councillor’s Report.  Clerk Action: to see if we are any closer to receiving the report.
8.2  Signs advertising Allington’s Car Boot had been put up again on the A52.  Clerk Action: to contact National Highways to request their removal.
8.3 Flooding – an initial meeting was held on Thursday 23 May 2024 with the Chairman, Rowan Smith,  County Councillor, the LLFA (LCC Flood Risk team) and other risk management authorities (Anglian Water Services) regarding the flooding in the village.  Anglian Water are looking at The Beck and considering installing a new WaStop Valve.  The flap on the valve at The Beck has now been closed.  Anglian Water and LCC have each offered the Parish Council a pack of 20 Flood Sax.  Delivery can be arranged once a dry storage place has been organised.   Vice Chair Action: to see if the Church would store the Flood Sax.  Clerk Action: to contact Ryan Davies of LCC when storage has been arranged.  
Clerk Action: to contact Gary Butler of National Highways to see if there is an update on the investigation into the culvert.
S19 Investigations – online forms had been completed by the parishioners whose properties were flooded; the investigations are on-going.

9 Planning Applications
9.1 Planning Application No: S23/1113 – Chestnut Farm - see under Correspondence item No 5.8 – planning permission had been refused.

10 Footpaths – the damaged Inspection Cover on Footpath PF11 on School Lane to Allington Road/Village Street has not been replaced.
 
11 The Green – the planters are looking lovely.  The Green is very well maintained by Hempsteads. Just the bus stop post to be installed and the recent work on The Green is completed.  Clerk Action: to let Paul Hempstead know the flowers in the planters  were bought using part of the refund they gave the PC last year.

12 Recreation Field  
12.1 The inspection report had pointed out that the seesaw post required attention.  See Finance item 14.4.1.

13 To review/adopt the following:-
13.1 Financial Regulations 2024 – it was noted a replacement template will be issued by NALC as the current template contains errors.  The Clerk will look at the new template when it is issued.  It was unanimously agreed to adopt the new Financial Regulations 2024.  Clerk Action: to upload a copy to the website.
13.2 Child and Vulnerable Adult Welfare and Safeguarding Policy and Procedures – following a review it was unanimously agreed to adopt the policy.  Clerk Action: to upload a copy to the website.
13.3 Communications Policy – following a review, it was unanimously agreed to adopt the policy.  Clerk Action: to upload a copy to the website.
13.4 Social Media Policy – following a review, it was unanimously agreed to adopt the policy.  Clerk Action: to upload a copy to the website.
13.5 Training and Development Policy – following a review, it was unanimously agreed to adopt the policy.  Clerk Action: to upload a copy to the website.
13.6 Grant Awarding Policy and Procedure – following a review, it was unanimously agreed to adopt the policy.  Clerk Action: to upload a copy to the website.
13.7 Complaints Procedure and Handling Method – following a review, it was unanimously agreed to adopt the Complaints Procedure and Handling Method.  Clerk Action: to upload a copy to the website.
13.8 Grievance Policy – following a review, it was unanimously agreed to adopt the policy.  Clerk Action: to upload a copy to the website.
13.9 Dignity at Work Policy – following a review, it was unanimously agreed to adopt the policy.  Clerk Action: to upload a copy to the website.
13.10 Abusive, Persistent or Vexatious Complaints Policy – following a review, it was unanimously agreed to adopt the policy.  Clerk Action: to upload a copy to the website.
13.11 Publication Scheme – following a review, it was unanimously agreed to adopt the Publication Scheme.  Clerk Action: to upload a copy to the website.

14 Finance (The Clerk)
14.1 Details of income and outgoings since the last meeting as per the bank statements as at the 5 July 2024:

Current Account:  The Vat Refund had been received (£1407.59) together with SKDC’s Community Cleaner Grant of £463.32.  After payments, including the Parish Council Insurance renewal premium of £523.30, the balance to carry forward as at the 5 July 2024 was £15602.64.
Deposit Account:  We received interest of £95.62 and the balance at the 5 July 2024 was £18,484.08.
14.2 Verification of Bank Statements/Bank Reconciliations – Councillor Jane Denton verified the documentation.
14.3 Quarter End 30 June 2024 Accounts – the bank charges have reduced to the monthly standing charge of £5 as we have stopped using cheques.  No refunds were given to the Councillors and Clerk who provided the refreshments for the parishioners at the Annual Parish Meeting.  The Parish Council Insurance was £121 less than the budget figure.  Repairs to the seesaw and the cost of the work on the trees need to be considered at the next meeting.  
14.4.1 To discuss the quotation for the repairs to the Playground Equipment from KOMPAN – the cost of the repair is £2142.85 (including VAT).  It was agreed to ask for a quotation for a replacement seesaw as we had to bear in mind the age/life span of our current seesaw.  Clerk Action: to contact KOMPAN.
14.4.2 Quotations obtained for the tree inspection due – we had received two quotations for the work required on the trees.   The Chairman will see Crimson Kings on Tuesday 23 July.  The Chair had noticed there is a tree branch (owned by The Manor) overhanging the Recreation Field.  Clerk Action: to write to the Manor to see if they would like us to add this to the work we are currently organising or if they would like to organise it themselves.
14.5 To discuss the following:
14.5.1 The amount to transfer to the deposit account towards replacement play equipment – it was decided to discuss this at the next meeting after we have received a quotation for a new seesaw.
14.5.2 To set aside money in the deposit account for general reserves – it was decided to discuss this at the next meeting
14.5.3 To set aside election reserve in the deposit account as a potential cost every four years – the Parish Council noted the Internal Auditor’s comments.
14.6 Payments List for Authorisation:-

*Item 14.6.11 – to be paid when the invoice is received from LALC. All the payments were signed and authorised.

15 Items for the next meeting:
15.1 The Manor Walls opposite The Green – they are bowed out and some stones are missing.

16 Date of the next meeting:-      5 September 2024