2025 Parish Council Resolved Minutes

Minutes of the Annual Frithville with Westville Parish Council Meeting 
held Tuesday 13th May 2025 at Frithville Primary School, 
West Fen Drainside, Frithville commencing at 7.26pm

PRESENT:    Cllr J Portess presiding as Chairman 
Cllr N Portess            Cllr B Needs        Cllr G Petchell            Cllr J Maidens        Cllr S Smith        Cllr C Roberts 
Cllr A Crawford 

ELDC Cllr N Jones (arrived at 7.43pm, left at 7.58pm)
        
Clerk – S Knowles

1.     ELECTION OF CHAIRMAN FOR THE FORTHCOMING YEAR 
It was proposed by Cllr N Portess, seconded by Cllr Smith 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 2025/2026
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 Petchell, seconded by Cllr Needs that Cllr Roberts should be the Vice-Chairman for the forthcoming year.

4.    PUBLIC FORUM
There were no members of the public present to ask any questions or make short statements during the time allocated:

5.    REPORT FROM ANY OUTSIDE BODIES
ELDC Cllr Ashton has not relayed any information prior to this meeting.

LCC Cllr Matthews has not relayed any information prior to this meeting.

6.    REMARKS BY THE CHAIRMAN
Cllr J Portess thanked all the Councillors for their vote in confidence in him and thanked them for their support and the clerk for hers.

7.     APOLOGIES FOR ABSENCE AND REASONS GIVEN
All Parish Councillors were in attendance. Therefore, there were no apologies for absence to be given.

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
No declarations of interest were received.

9.     NOTES OF THE MEETING HELD ON TUESDAY 11th MARCH 2025 TO BE APPROVED AS THE MINUTES AND TO BE SIGNED BY THE CHAIRMAN
It was proposed by Cllr Crawford, seconded by Cllr Smith and resolved to accept these notes as a true and accurate record.

10.     POLICE MATTERS
According to the Police.UK website:
During January 2025 one incident of Violence and Sexual Offence on or near to Hale Lane – Unable to prosecute suspect

During February 2025 three incidents were reported
2 x Other theft were reported on or near to West Fen Drainside – Both incidents, Investigation complete; no suspect identified
1 x Other crime was reported on or near to West Fen Drainside - Investigation complete; no suspect identified

During March 2025 seven incidents were reported
1 x Vehicle Crime on or near to Hale Lane – Still under investigation
3 x Other Theft on or near to Boston Road (B1183) - Still under investigation
2 x Vehicle Crime on or near to Boston Road (B1183) - Still under investigation

11.    ANNUAL GOVERNANCE AND ACCOUNTABILITY RETURN (AGAR) 2024/2025
The accounts for the financial year 2024/25 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 2024/2025 and authorise signing by Chairman and Responsible Financial Officer
This section was reviewed, assessed and proposed by Cllr Petchell, seconded by Cllr Smith 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 2024/2025 and authorise signing by the Chairman and Parish Clerk
This section was reviewed, assessed and proposed by Cllr Petchell, seconded by Cllr Smith 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 2024/2025 and authorise signing by Chairman and Responsible Financial Officer
This section was reviewed, assessed and proposed by Cllr Smith, seconded by Cllr Needs and resolved to be signed by the Chairman and Responsible Financial Officer.

At 7.45pm it was agreed to suspend the current agenda order and return to Item 5 – Outside Bodies Report

ELDC Cllr Jones relayed the following information:
•    The £10m East Lindsey Investment Fund is still open to villages within the area in relation to a community project.
•    £4000 has been allocated this year to each of the ELDC Councillors in relation to their Community Grant for any community project within the parish in which they serve.
•    From 10th May 2025 the “No Dogs on Beaches” regulation is in place until late September within East Lindsey, though there are a few in the district which are except to the rule.
•    The Government have decreed a Food Waste scheme. This means that there will be an extra weekly bin collection (separate bin).
•    No information is known following the recent Diversity Election in relation into how this effects the community, council’s responsibilities etc other than the election of a Mayor.

At 7.59pm it was resolved to go back to agenda order

12.    TO APPROVE RENEWAL OF THE PARISH COUNCIL INSURANCE
The Parish Council insurance is due to be renewed on 1st June 2025. The Parish Council are tied into a Long-Term agreement with Zurich Municipal until June 2026. The cost of this year’s renewal is  £357.38 a decrease of £37.73 to that of the previous year.

13.    FINANCIAL MATTERS
a.    Financial Report
Following receipt of this year’s financial year precept of £10,000.00 and a payment made of £4.25 for bank fees, the balance of the Community account prior to any payments being made is £14,389.20. The balance of the Reserve account is £7,811.77.

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
The following Highway matters were discussed:
•    Look into purchasing highly visible passive speed limit reminder notices. 
•    Reassess the speed limit outside the Primary School

15.    PLANNING
a.    Report on any Planning application Information/Decisions
The following notification has been received from ELDC Planning
Planning application 00301/25/FUL – Alterations to existing dwelling to provide a porch – Slate House, Canister Lane, Frithville has been approved

16.    PARISH MATTERS
a.    gov.uk email addresses    
According to The Practitioners’ Guide which states that every authority must have a role-based email account hosted on an authority owned domain. For example, 

clerk@abcparishcouncil.gov.uk or
clerk@abcparishcouncil.org.uk.

The also stipulate that members of the Parish Council must stop using personal email accounts, for example Gmail or other free addresses. When choosing a new email for your council, it is best practice to have a .gov.uk email address. This will mean your emails are easily recognised as coming from a legitimate government organisation. Using a .gov.uk email also means your communications are transparent and you will be able to respond to Data Subject Access and  Freedom of Information requests.

Fence The clerk was asked to find out more information relating to this so that this could be evaluated before further discussion and resolution.

The Primary School have request permission to use the Playing Field again for their Sports Day event on Thursday 26th June. During the Annual Parish meeting the headmaster was in attendance and asked if permission would also be granted into having Portoloos on site during the event.
Permission was granted for the event to be held and for the Portoloos to be sited on the condition that they are responsible for being delivered and removed from site.

Additional quotes have been received in relation to the Car Park. It was agreed to go back to the previous company that had quoted to give an additional in relation to the alternatives that had been received before resolving the matter.

17.    CORRESPONDENCE
The following correspondence has been received:    
•    Email to Cllr J Portess relating to “Consider leaving areas of unmown grass”
    It was deemed that this would be unsafe to do considering the area is used by the Primary School
•    ELDC Media Release - Lincolnshire Wolds Outdoor Festival returns in 2025 for its fourth year 
•    LALC e-news 21st March, 25th April and 9th May 2025 
•    LCC Town & Parish Newsletter - March and April 2025 
•    ELDC Town & Parish Newsletter – March and April  2025 
•    ELDC Media Release - Almost £290,000 awarded to community projects through the East Lindsey Investment Fund ‘s LCF GRASSroots Scheme 
•    ELDC Messenger - Spring 2025 

18.    ANY OTHER MATTERS FOR DISCUSSION ONLY
Other matters discussed:
•    There is ivy growing on the bridge near B1183/84 which needs removing

19.    DATE OF THE NEXT MEETING
The next Frithville with Westville Parish Council meeting is scheduled to be on Tuesday 8th July 2025

There being no further business the meeting finished at 9.02pm