2018 Parish Council Meeting Minutes

Minutes of the Edenham Parish Council Meeting Held in Edenham Village Hall on 8th May 2018 at 7:30 pm.

Present: Councillors Mrs Cranfield (Chairman), Mrs Whadcock, Mrs Edwards, Mrs Schwarz, Mr Wilson, Mr Martin, Mr Biggs, Mr Clayton(secretary)

Apologies:Councillors Mr Robins (South Kesteven Dristrict Council), and Mr Hill (Lincolnshire County Council).

1.0 Annual Parish Meeting

The chairman welcomed 3 members of the public and PCSO Stuart Bowden (Lincs Police) to the meeting along with all parish councillors. Minutes of previous meeting read and signed a true record.

It was reported that the much needed pothole repairs along Scottlethorpe Road had been recently been carried out funded by a local businessman and that this work had been much appreciated by local residents - Secretary to write letter of thanks. Excess water runoff onto Scottlethorpe Road between Jasmine Cottage and Tumblerow Farm was reported again - report to Highways Dept. PCSO Stuart Bowden gave a brief update on manning issues with the Rural Beat Team and that following his improved health and recent staff recruitment he will be able visit the parish more frequently. He also highlighted the need for all suspicious activities/vehicles to be reported using the Police 101 tel no. Secretary reported that during the year the Parish Council had gained funding via the National Lottery 'Awards For All Scheme' to purchase a Speed Indicating Devise road sign that will be used in Edenham and Grimsthorpe to remind road users of their speed - hopefully improving road safety. Also further funding had been gained from SKDC Community Fund to carry out urgent repairs to the children's play equipment with initial work carried out last month. It is hoped to complete the remaining play surface upgrade soon and have the facility open by July/August.

With their being no further business the chairman thanked all for attendance, closed the Annual Parish Meeting and opened the Annual Parish Council Meeting.

2.0 Parish Council Meeting

3.0 Election of Officers:

i. Chairman - Cllr Martin Proposed, Seconded Cllr Whadcock that Cllr Biggs be elected as Chairman, Agreed

ii. Vice Chairman - Cllr Wilson Proposed seconded Cllr Whadcock that Cllr Cranfield be elected as vice Chairman, agreed

iii.  Acceptance of office signed.

4.0 Minutes of last meeting:

Signed as a true record. 

5.0 Requests for Dispensations:

None requested

6.0 Declarations of Interest 

None requested

7.0 Update from Previous Meeting

i. Play Area - Secretary reported - Wooden posts now replaced ready for surface work to commence, Cllr Martin reported that the contractor had been contacted and works planned for 2-3 weeks time.  Unfortunately it has been found that several of the stainless steel chains on the equipment had been stolen. Report to Lincs Police and Insurance company to be contacted.

ii. Street Cleaning - Grant for Apr/Oct18 received from SKDC - increase in National Living Wage included now £7.83p/hr. SKDC have cleared footpaths along 

Main Street, Edenham.

iii. Speed Indicating Device (SID) - has now been purchased (funding National Lottery) and has been in operation for 4 weeks - initial data shows a heavy use of the A151 and that a high proportion of drivers exceeding speed limit. The SID will be rotated around several sites along the A151 in Edenham and Grimsthorpe and it is hoped that the equipments use will help improve road safety within the Parish.  

8.0 General Data protection Regulations (GDPR):

With the forthcoming implementation of the GDPR (25th May 18) the council have studied the introductory guide produced by Lincolnshire Association of Local Councils (LALC). After discussion it was proposed by Cllr Cranfield, seconded Cllr Martin that the council should adopt in full the Draft Policies and Documents/Notices as recommended by the LALC guide (customised to reflect the Parish Council of Edenham); These include;

i. Data Map

ii. Data Protection Policy, Subject Access Request Procedure, Data Breach Policy and Records Retention Policy.

iii Privacy Notices Public/Staff

Agreed.

The secretary accepted completed Security Compliance Checklists and Consent forms from all Council members.

The matter of nominating a Data Protection Officer is to be resolved once LALC and Information Commissioner Office have clarified the requirements for Small Local Authorities whilst the Parish Clerk will be nominated as the council's data processor.

9.0 Financial Matters

i.   Clerk's Admin Cost refund 2017/18. Cheque signed £51-36p

ii.  NALC Pay Scale Review 2018/19-  Cllr Biggs proposed seconded Cllr Wilson that the clerk should be awarded the pay rise as recommended by the NALC Review

(£8.873p > £9.341p/hr) and that due the ever increasing demands on his time he should log hours worked over the next quarter to allow an accurate review of his contracted hours to be carried out. Agreed .

iii.  Insurance Policy Renewal - Cheque signed for £248-10p

After consideration Cllr Cranfield proposed, seconded Cllr Whadcock that;

iv. Annual Accounts, Bank Reconciliation and Internal Audit Report be accepted and approved by the meeting. Agreed. Thanks to Mrs M Marshall.

v. AGAR Exemption Certificate be completed and signed; Agreed

vi AGAR Section 1 Governance Statement be approved; Agreed

vii AGAR Section 2 - Accounting Statements be approved; Agreed

10.0  Planning Applications

i.  Permission Granted - Application S18/0169 - Mr T Blanchard, Agricultural Barn, Elsthorpe Grange.

ii. Application S18/0228 (retrospective) - CCTV mast opposite Grimsthorpe Castle, North Gate. No Objections/comments raised. Secretary to reply.

11.0 Council standing Orders:

Secretary reported that a revised set of model Standing Orders have been released by NALC reflecting recent changes in legislation. After discussion Cllr Martin proposed, seconded Cllr Cranfield that a copy of these should be adopted by the meeting. Agreed.

12.0 Correspondence

Various correspondences were studied.  Secretary to reply as required.

13.0 Other Business

Cllr Edwards reported; Blocked drainage gulley, Scottlethorpe Road.  

14.0 Next Meeting

The next meeting of Edenham Parish Council will take place on Tuesday, 10th July 2018  in Edenham Village Hall commencing at 7:30pm.

With there being no further business the Chairman closed the meeting at 9:25pm.