2023 Parish Council Resolved Minutes

Minutes of the Annual Frithville with Westville Parish Council Meeting held Tuesday 16th May 2023 at Frithville Primary School, West Fen Drainside, Frithville commencing at 7.17pm

PRESENT:    S Clark presiding as Chairman as start of meeting
Cllr J Portess             Cllr N Portess            Cllr B Needs        Cllr G Petchell            Cllr J Maidens            

Cllr S Smith               Cllr C Roberts 
                
Clerk – S Knowles

Before the meeting commenced the clerk informed that she had received all the Declaration of Office of Acceptance following the May 2023 Election and were witnessed as the Proper Officer.

1.     ELECTION OF CHAIRMAN FOR THE FORTHCOMING YEAR 
It was proposed and resolved that Cllr J Portess should be the Chairman for the forthcoming year. 

2.    TO RECEIVE THE DECLARATION OF OFFICE OF CHAIRMAN OF FRITHVILLE WITH WESTVILLE PARISH COUNCIL 2023/2024
The declaration was signed by Cllr J Portess and witnessed by the proper officer.

3.     ELECTION OF VICE-CHAIRMAN FOR THE FORTHCOMING YEAR
It was proposed by Cllr J Portess, seconded by Cllr Maidens that Cllr Roberts should be the Vice-Chairman for the forthcoming year.

4.    PUBLIC FORUM
There was one members of the public present of which no questions/short statements were made during the time allocated:

5.    REPORT FROM ANY OUTSIDE BODIES
The clerk relayed a question asked by the Headmaster of Frithville Primary School if they could use the Playing Field once a week for the pupils.  After discussion the Parish Council authorised this but asked the clerk to relay queries/questions raised.

LCC/ELDC Cllr Ashton sent his apologies has he had three other meetings to attend this evening, but no reports or information had been forwarded to be relayed at the meeting.

Prior to this meeting no apologies or reports have been received from ELDC Cllr Jones.

6.    REMARKS BY THE CHAIRMAN
Cllr J Portess thanked all the Councillors for their trust in this position.

7.     APOLOGIES FOR ABSENCE AND REASONS GIVEN
Cllr Crawford forwarded her apologies  for absence of which the Parish Councillors were aware of the reason of which it was resolved to accept this reason.

8.     TO RECEIVE ANY DECLARATIONS OF INTEREST IN ACCORDANCE WITH THE REQUIREMENTS OF THE LOCALISM ACT 2011, AND TO CONSIDER ANY APPLICATIONS FOR DISPENSATIONS IN RELATION TO DISCLOSABLE PECUNIARY INTERESTS
Cllr Smith declared an interest in Item 15b on the agenda.

9.     NOTES OF THE MEETING HELD ON TUESDAY 14th MARCH 2023 TO BE APPROVED AS THE MINUTES AND TO BE SIGNED BY THE CHAIRMAN
It was proposed by Cllr Needs, seconded by Cllr Maidens and resolved to accept these notes as a true and accurate record.

10.     POLICE MATTERS
According to the Police.uk website the following were reported:
During February 2023, two incidents were reported
One incident of Violence and Sexual Offence was reported on or near to Hale Lane – Still under investigation
One incident of Shoplifting was reported on or near to Westville Road – No information given

During March 2023, three incidents were reported
One incident of Violence and Sexual Offence was reported on or near to Canister Lane – No information given
One incident of other theft was reported on or near to West Fen Drainside - Investigation complete, no suspect identified
One incident of Burglary was reported on or near to Hale Lane– No information given

11.    ANNUAL GOVERNANCE AND ACCOUNTABILITY RETURN (AGAR) 2022/2023
The accounts for the financial year 2021/22 have been completed and reviewed by the Internal Auditor who reports that all this year’s accounts are satisfactory and in line with the guidance and regulations.
a.    To approve the Annual Governance Statement (Section 1 of the Annual Governance and Accountability Return (AGAR) for financial year 2022/2023 and authorise signing by Chairman and Responsible Financial Officer
This section was reviewed, assessed and proposed by Cllr Petchell, seconded by Cllr N Portess and resolved to be signed by the Chairman and Responsible Financial Officer.

b.    To approve the Accounting Statement (Section 2 of the AGAR) for financial year 2022/2023 and authorise signing by the Chairman and Parish Clerk
This section was reviewed, assessed and proposed by Cllr Petchell, seconded by Cllr N Portess and resolved to be signed by the Chairman and Parish Clerk.

c.    To approve the Certificate of Exemption (of AGAR Form 2) for financial year 2022/2023 and authorise signing by Chairman and Responsible Financial Officer
This section was reviewed, assessed and proposed by Cllr Petchell, seconded by Cllr N Portess and resolved to be signed by the Chairman and Responsible Financial Officer.

12.    TO APPROVE RENEWAL OF THE PARISH COUNCIL INSURANCE
The Parish Council Insurance renewal is due on 1st June 2023. The clerk relayed that as the Parish Council opted for a Long-Term Agreement of five years with Zurich, they are in a contract with them until the renewal in 2026. Therefore, the cost of this year’s fee is £384.43 an increase of £19.75.  It was thereby resolved to renew the Parish Council Insurance.

13.    FINANCIAL MATTERS
a.    Financial Report
On receipt of the precept the balance of the Treasury Account before any payments are made is £9887.30 and the Reserve account is £4181.22.

b.    To approve payments to be made

It was proposed by Cllr Petchell, seconded by Cllr Needs and resolved that these payments should be made.

14.     HIGHWAYS
In April an email was sent to Pride in East Lindsey with notes of work in and around Frithville which included the footpaths. Prior to the meeting only notification that the area was going to be assessed has been received.

The clerk was asked to see in LCC Cllr Ashton had discussed the mini roundabout junction with the Highways Officer to at least to have a stop sign in place.

Cllr Roberts relayed that some of the potholes in Thackers Road have been repaired.

15.    PLANNING
a.    S/054/00501/23 – Change of use, conversion of, extensions and alterations to the existing workshop to provide an annexe – Westmead, West Fen Drainside, Frithville 
The Planning Forum reviewed this of which there were no objections to this planning application.

b.    Report on any Planning application Information/Decisions
One additional planning application has been received which had been reviewed by the Planning Forum for the extension and alterations to existing outbuilding to provide additional living accommodation – Canopus Farm, Frith Bank, Frithville of which there were no objections.

No other planning application information or decisions have been received prior to the meeting.

16.    CORRESPONDENCE
The following correspondence has been received:    
•    Wolds Police Quarterly briefing – May 2023 
•    Letter from South East Lincolnshire Council’s Partnership re Tree Planting and Community Orchard Scheme 

17.    ANY OTHER MATTERS FOR DISCUSSION ONLY
It was relayed that the road to Shorts Corner is abysmal and needs renovation especially due to the amount of subsidence.

18.    DATE OF THE NEXT MEETING
The next Frithville with Westville Parish Council meeting is scheduled to be on Tuesday 11th July 2023. 

There being no further business the meeting finished at 8.17pm