Draft - Minutes AGM (Village) May 2023
MINUTES OF LUDFORD PARISH COUNCIL
The Annual Parish Council Meeting was held on 18 May 2023 at the Village Hall, Ludford at 7.22 pm.
PRESENT: Chairman Cllr Mrs Ridger
Retiring Vice-Chairman Cllr Guthrie
Also Present: Mrs Stuart, Mr Brader & Mrs Brader.
Cllr Fry (ELDC)
1. Apologies
Cllr Fry (ELDC).
2. Election of Chairman
The retiring Chairman (Guthrie) invited nominees for the position of Chairman. There being no other nominations, Cllr Mrs Ridger indicated she was willing to continue this role
Cllr Fish PROPOSED that Cllr Mrs Ridger be elected Chairman
Cllr Mrs Hunt SECONDED a vote was taken and Cllr Mrs Ridger was elected Chairman.
Cllr Mrs Ridger in the Chair.
The Chairman thanked the Committee for electing her.
3. Election of Vice Chairman
Cllr Mrs Hunt indicated that she due to the lack of Members she would be happy to undertake position of Vice-Chairman, if there were no other nominations
Cllr Mrs Ridger PROPOSED that Cllr Mrs Hunt be elected Vice-Chairman
Cllr Fish SECONDED a vote was taken and Cllr Mrs Hunt was elected Vice-Chairman.
The Committee had, following the local election, received a formal letter of resignation from Cllr Lewis and it was
RESOLVED to accept the resignation of Mr Lewis and advise the District Council that the Parish Council had accepted the resignation and would needed to co-opt to fill this vacancy too.
The Council, therefore, had a total of 4 vacancies to fill and would discuss the matter further at Item 8: Co-option of Councillors further down the Agenda.
4. Minutes of Meeting
The Minutes of the Parish Council Meeting held on 2 March 2023 were approved and signed.
5. Matters Arising from the Minutes
The Committee noted that in respect of Item 7 Planters, the purchase of this item was in hand.
Mr Guthrie confirmed that he as previously agreed Item 7 Village Entrance Gate, he would provide 1 x large white entrance gate for the village in due course.
The Committee noted that the Highways Dept., had covered over water hydrants with tarmac and this needed to be resolved. Clerk to email.
The Clerk had tried all avenues, without success, to resolve the ownership of the land relating to (Item 8 Overgrown Footpaths/Hedges) the overgrown hedge/footpath from the war memorial to Chapel Lane. The Vice-Chairman volunteered to take photographic evidence for the Clerk, so that the matter could be reported to the LCC Highways for action. It was also noted that the road signage and street light was being obstructed, making waking this path very difficult and stopping the safe transit of pedestrians.
6. Correspondence
LALC News (received via email), Lincs Wolds 50th Year Activities, SE Lincs Partnership-Tree Planting & Community Orchards Scheme-all noted.
The Clerk had received a telephone call and letter from Mr Parkhouse, Co-ordinator of The Ramblers Lincolnshire & Nottinghamshire Don’t Lose Your Way, regarding the identification of 2 areas within the village. Members advised that 1 was Lime Villas, not Middle Lane, nor do Parishioners recall it being known by this name. The other area was Sledge Hill adjoining Stocks Lane and there is footpath signage already there.
7. Finance
Annual Audit/Accounts, Yearly Reports. Reviews/Insurance Renewal, etc.
The Clerk presented the year end accounting statements prepared according to proper accounting practices. The Council noted all receipts/payments for the year ending 31st March 2023 and verified the bank reconciliation. The Council considered the Annual Governance Statement and the Accounting Statements for audit for the financial period 1 April 2022 – 31 March 2023 and dates for the period of public rights. The Council expressed their appreciation to the Internal Auditor, who had completed the audit.
It was
RESOLVED a) to approve the Annual Governance Statement (Minute 7a);
b) to approve the Accounting Statements for the period (Minute 7b);
c) dates for the Notice of Period of Exercise of Public Rights were agreed and to meet the Notice of Period of Exercise of Public Rights which commence 05/06/23 until 14/07/23, the appropriate documents were to be held by the Chairman for inspection;
d) Insurance and Risks Reviews were made; no changes were required. Insurance renewal from BHIB had increased from £534.06 to £541.33-this was agreed for payment;
e) Green Grass Contracting reported that due to increases in fuel,they had had to increase the cost for grasscutting. Following discussion, it was agreed to accept the increase in grasscutting costs;
f) Expenditure & Invoices for Payment
GreenGrass-grasscutting £158.59
BHIB Ltd-Insurance £541.33
Clerks Salary £364.52
The Precept of £4750.00 had been received and a donation of £32.00 towards the Queen’s Plat. Jub. Trees. No HMRC-PAYE payment required on this occasion.
All accounts were received and agreed for payment.
8. Reports
Village Hall Committee – The Chairman advised that this Committee were meeting next week.
Speeding/Traffic Calming – Cllr Lewis had advised that all items, relating to the Community Speed Watch had been handed on to the Vice-Chairman, with the exception of the equipment, which was with Ms Linda Cox. The Chairman thanked Mr Lewis for his work with this group and it was noted that Louth Police Speed Team had visited the village and carried out vehicle checks.
9. Business
Co-option of Councillors
The Committee noted the 4 vacancies on the Parish Council, and that Mrs Brader had volunteered to be co-opted to the Committee after the election upon realising that there was a serious shortage of Members. It was
RESOLVED to co-opt Mrs Brader onto Ludford Parish Council as a Councillor.
Mr Brader advised that whilst he no longer had a position on the Parish Council, he was willing to continue assisting in the many activities and projects the Parish Council undertook to improve the provision of amenities and their upkeep within the village.
Mrs Stuart having previously resigned in July 2022 from the last Committee of the Parish Council, advised that she too would consider returning to the Parish Council, if this met with legal requirements and with the agreement of current Members. Failing this, she would be willing to be a “friend” of the Parish Council to assist with projects the Parish Council may undertake.
The Committee were in favour of the idea of “friends of the Parish Council”, this would be a suitable solution for Parishioners who still wished to support the activities of the Parish Council, without the onerous responsibilities of taking on the full role of being a Parish Councillor.
The Clerk would seek guidance from the District Council on the legalities of these matters and how to fill the 3 vacancies.
ELDC – Planning Applications
The Committee awaited a decision on amended Planning Application to site a total of 9 park homes & 1 site office (add. 4 homes to the 5 originally approved) at former The Bungalow (Tye), Magna Mile. Following the Meeting the Clerk received a further amended application (N/108/00433/23) dated 22 May 2023 for observation no later than 05 June 2023.
Financial Assistance-None received.
Funding/Donation towards the Magna Messenger
The Committee considered making a contribution to the village newsletter and it was
RESOLVED to make a donation of £70.00 to the Magna Messenger.
Overgrown Footpaths/Hedges
The Clerk to email LCC regarding the above matter, see Item 5 above.
Planters, Disposal of Tyres, Village Entrance Gates
The Planters and Village Entrance Gates updated in Item 5 above and it was agreed to keep the tyres, cutting part of the tyres to make the planting areas bigger and get tyre blacking to keep them black.
10. Matters for Discussion
Agenda Item for New Lead for Christmas Tree for the July Meeting.
The Parish Council would, as usual, organise the road closure and a wreath for the 101 Memorial on 11 June 2022, service at 2.00 pm and fly-by between 3.00-3.30 pm. The Chairman and, if possible, the Vice-Chairman to attend on behalf of the Parish Council.
11. Date of Next Meetings
Thursday 13 July, 14 September & 16 November 2023 at 7.30 pm. Meeting closed 9.10 pm.
Signed ................................... Chairman/Vice-Chairman Date ....................