Minutes 2019 - 2020

Minutes of the Annual Meeting of Amber Hill Parish Council held on 20th May 2019

Present: Cllr Chris Stephenson, Cllr Elizabeth Gadd, Cllr Jane Webb, Cllr Nigel Hardy, Cllr Sheryl Fraser, Cllr Mike Brookes (Lincs County Councillor)

Also Present:

Public Forum: None

Meeting started 7.00 pm

19/001 Apologies for absence and reasons given.

Cllrs G Cornah & C Sharman gave apologies as they were attending the Boston Borough Council AGM. Cllr Ros Bowler submitted apologies. It was resolved to accept the apologies

19/002 Election of Chairman.

Cllr CS was proposed as Chair by Cllr SF and seconded by Cllr EG, all other Councillors in favour

19/003 Receipt of Chairman’s Declaration of Acceptance.

Cllr CS completed the Declaration of Office for Chairman

Action: None

19/004 Election of Vice Chairman.

Cllr RH was proposed as Vice Chair by Cllr JW and seconded by Cllr NH, however as Cllr RH had not yet arrived Cllr MB pointed out that she had not yet signed her declaration of office so it was resolved to postpone this matter until she arrived.

19/005 Approval of minutes of the Annual General Meeting held on 21-05-18.

It was resolved to accept the above notes as minutes. They were confirmed and signed by the Chairman.

19/006 Appointment of a Highways Liaison Officer

Cllr NH was proposed as Highways Liaison Office by Cllr JW and seconded by Cllr SF all other Councillors in Favour

Action: None

19/007 Approval of the Accounts for the year ending 31st March 2019

The Clerk presented the final accounts for 2018-19 confirming that the expenditure was 100% for the year. It was resolved to accept the accounts which were then signed by Cllr CS.

Action: None

19/008 Appointment of a Representative to the Playing Field Committee

This was deferred to the next Parish Council meeting as Cllr RB was not in attendance

Action: Clerk to add to July agenda.

19/009 Review and adoption of Standing Orders

As the Standing Orders were reviewed in line with Data Protection changes within the year it was resolved that no changes needed to be made at this time.

Action: None

19/010 Review and adoption of Financial Regulations

As the Financial Regulations were reviewed in line with Data Protection changes within the year it was resolved that no changes needed to be made at this time.

Action: None

19/011 Review of inventory of assets

The Clerk presented the asset register, it was resolved that no changes needed to be made. Cllr JW raised the issue that the bench would need re-painting

Action: None

19/012 Review and confirmation of arrangements for insurance cover in respect of all insured risks

The clerk presented the insurance renewal and confirmed the cost met the 5 year agreement with the insurance company. It was resolved to accept the insurance renewal.

Action: Clerk to notify Insurance Company.

The meeting then moved to the normal monthly meeting.

19/013 Chairman’s remarks.

None

19/014 To receive any declarations of interest in accordance with the Localism Act 2011.

None

19/015 Police report.

No police present or report received. The Clerk reported that she had not seen PCSO Williams as he did not attend the last meeting. Cllr MB advised that PC John Thornton was the person to contact to ask for crime reports for future meetings.

Action: Clerk to make contact to arrange receiving reports

19/016 Draft minutes of the meeting held on 18-03-19 to be confirmed and signed as minutes.

It was resolved to accept the above notes as minutes. They were confirmed and signed by the Chairman.

19/017 Financial matters: Accounts for payment and budget figures, including report, up to 10.05.19.

It was resolved to accept the accounts for payment.

Action: Clerk to make outstanding payments.

19/019 Planning:

B/19/0158 Extension of existing garage to form workshop, stable and pole barn at Maryland Farm, Sutterton Drove

No comments or concerns

B/19/0028 Continued siting of temporary Mobile home to use as accommodation for agricultural worker at Mobs Eye Farm, Sutterton Drove

Planning permission granted with conditions:

In accordance with application

Limited to the use of housing agricultural worker

Fully removed within 3 months of the need for agricultural work ceases.

Action: Clerk to pass comments onto the planning dept

19/020 Correspondence

The Clerk asked if the Councillors wanted the new weekly emails from LALC sending through. It was resolved that the clerk will send them through once she had read them and advice of any useful items

Action: Clerk to review LALC weekly news before emailing to Councillors.

19/021 Clerks report.

Planning Applications

B/19/0028 Temporary Mobile home Mobs Eye Farm

24/4/19Decision made 18/04/19 Favourable with Conditions

B/19/0018 2 storey development May Cottage, Chapel Lane

19/3/19 Comments fed back to planning dept.

10/4/19 Decision Made 3/4/19 Approved with conditions

Cllrs asked if feedback had been received regarding the comment about lack of planning permission for a Mobile Home on this site.  It was resolved that the Clerk would follow this up with the Planning Department

Street Light Repairs

27/3/19 Email submitted to Boston Borough Council, giving the go ahead for 4 & 5 and questioning the condition of the lights. no reply received

The Clerk questioned as to whether the lights had been repaired as no feedback had been received not even an order confirmation. It was resolved that the Clerk would follow this up

Meeting dates for Police PCSO Williams did not attend Swineshead meeting in April but Clerk will speak to him in May

Facebook Page 29/3/19 Group set up and being used to advertise and inform residents

Cllrs with access have reviewed the page and it was resolved this could now be opened up to the residents

Road Closure Signs appeared but no notification 23 April for 6 days

Spoke to Highways and published the details given Will speak to Cllr MB to find out who I can speak to so we are notified in future

Cllr MB confirmed that he had received notification of this in February and forwarded the email to the Clerk so she can contact them to ensure future notifications are received

Audit Audit paper work received

Date booked for Internal Audit 23/5/19

Audit documents almost complete and will be presented for approval at 20 May 2019 meeting

School Visit

Cllrs reported that following on from the visit to the School, the parking issues had decreased for a couple of weeks, but have now become much worse. It was resolved that the clerk would write to the headmaster to update him on the situation and ask him to contact Cllr CS to arrange a meeting

Broken Road signs

Cllrs reported that there are 2 broken road signs in the village.  It was resolved that the clerk would report these to Highways.

ACTION: Clerk to contact the planning department regarding application B/19/0018, contact Nigel Hall regarding the Street Lights and contact Highways regarding roadwork notifications and broken signs. Clerk to write to the School Headmaster to arrange a meeting

Councillor R Hunn arrived at the meeting, signed her declaration of acceptance of office and the Election of the Vice Chair took Place

19/021 Election of Vice Chairman.

Cllr RH was proposed as Vice Chair by Cllr JW and seconded by Cllr NH, Cllr RH accepted the proposal and was voted at Vice Chair. Cllr RH completed the Declaration of office for Vice Chair.

19/022 Approval of Audit Documents

The Audit documents were presented by the Clerk and it was resolved to accept these, and they were duly signed by the Chair Cllr CS

Action: Clerk to submit Audit documents following the Internal Audit on 23rd May 2019.

19/023 Newsletter

Cllr JW presented the draft copy of the yearly newsletter to the other Councillors for their input. It was resolved that Cllr JW could get it printed as last year

Action: Cllr JW to arrange printing of the Newsletter

19/024 Donation Request Citizens Advice Bureau

It was resolved to carry this forward to the next meeting for the Councillors to consider whether there are other Charities that would benefit the Parish before making a decision.

Action: Clerk to add to the agenda for the July meeting

19/025 Items for inclusion at next meeting.

Car Parking at the School

Noticeboard

Meeting Closed 8.59 pm

Date of next meeting: 15th July 2019 7.30 pm