August 2020 Minutes of meeting
Osgodby Parish Council
Minutes of the Meeting of the Parish Council on Monday 10th August 2020 Online Zoom Meeting
Present: Cllr J Smith, Cllr A Wilkinson, Cllr S Masterman, Cllr M Bodman, Cllr V Mason, and Ms Sue Harvey (Clerk)
In attendance: Richard & Machaela Heaven
- Apologies for Absence
None received, all present.
- Chairman’s and Councillor’s remarks
The Chairman commented that there are currently 2 vacancies for counsellors available and we have now received information from West Lindsey to say we can go ahead. Interest has been expressed already and notices have been advertised on the parish notice boards.
The Chairman also commented that he would like items on the agenda to be actioned as they arrive.
- To receive declarations of interest in accordance with the 2011 Localism Act
Nothing to declare
- Reports from District & County Councillors, Police and the Village Hall, if present
No reports were received. The Village hall remains closed until 14th September 2020. A meeting of the Village Hall Committee will decide whether the hall will re-open. It will need to be deep cleaned prior to opening. Cllr Masterman will advise the council when the meeting will take place and the outcome.
It was decided that the next meeting of the Parish Council is held via Zoom, although it was suggested that we wait to see what the local picture looks like
5. Notes of the last meeting on 9th March 2020 and online meeting notes 13th July to be
approved as minutes
Approved and seconded.
6. Planning Matters
Osgodby House West – planning number 141424.
Members of the council had no issues with the application. Action – Parish Clerk to return the document to West Lindsey Council.
Garage to be added to existing plans for Orchard Close. Cllr Wilkinson has declared an interest in this item and has abstained from voting. No objections. Action – Parish Clerk to return the document to West Lindsey Council
7. Correspondence.
Letter received from Mr Charles Strange, following the death of his father. This has been circulated to Councillors.
Confirmation received from P J LittleJohn regarding the exception certificate for AGAR. This had already been sent on 16th July 2020.
Dates for the mobile library have been provided and these will be displayed in noticeboards and a copy for the post office as well as being publicised via Facebook.
Additional cheque raised for £140.00 for invoices not paid to A J Williams for July 2020. Email of apology sent to Mr Williams.
Path cutting schedule circulated to councillors for information. There had been a comment from a parishioner from Usselby, to say that some cutting had not been done. Action: Parish Clerk to look into this.
Expression of interest in vacancy for Counsellor has been received from Machaela Heaven, confirmation of receipt email sent.
Information received from Celia Chapman regarding process for co-opting of counsellors which can now be actioned.
Notification received from Marshalls (Market Rasen) of the death of Mr Quibell. Funeral is on 28th August 2020.
Emails are circulating around other Parish Clerks regarding the change to new websites, and the difficulties that are being experienced in moving information from one site to another. This was further discussed and Macheala Heavens offered to have a look at this. Action: Parish Clerk & MH to meet to review and report back at the next meeting.
8. Financial Matters – ratification of payment schedules for April / May / June/ July
All agreed and cheques can be sent.
9. Ratification of discuss regarding Insurance policy renewal for 2020-2021
This has been paid and agreed.
10. Ratification of Bells Alms-houses Trustee position
Cllr Vic Mason was proposed as the trustee for the Bells Alms-houses trustee. This was agreed.
11. Ratification of Council’s/Employees membership of other bodies
a) ICO (Data Protection)
b) Clerks & Councils Direct
Clarification required.
12. To set forward dates for Parish Council meetings for year ahead and next year’s Annual
Parish Meeting Date
Information had been received regarding the continuation of remote meetings, as follows:
Remote meetings – information received via LALC, regarding updating of their legal briefing Amendment regulations to the local authorities and police and crime panels (Corona Virus) (Flexibility of Local Authority and Police and Crime Panel meetings regulations 2020.Key points are that Parish meetings will be included within the definition of ‘Local Authority’ so they can meet remotely, the requirement for an annual parish meeting is disapplied and there are amendments to meeting notice provisions, including a requirement for parish councils and parish meetings to send out details of the remote meeting (e.g Zoom, Microsoft Teams link and log in details) when public notice is given.
Dates of future meetings were reviewed and updated for circulation.
Action: Parish Clerk to review how we can utilise Zoom.
13. To appoint Data Protection Officer and Safeguarding Officer for Council
Both posts The Safeguarding officer would be taken by Cllr Bodman, all agreed.
14. To appoint representatives to Village Hall Committee and School Parking Committee
Cllr Smith is happy to take on the school parking committee, Cllr Marston to take on the Village Hall Committee.
15. Discuss New LCC Parish Website options
Mrs Wilkinson commented that Lincolnshire County Council are doing Zoom lessons, taking 2 hrs, to support with development of the new website. Not everything needs to be moved from the existing website, and this is not easy. Lessons are available throughout August, however this is time consuming. A quote had been received of £250.00 for someone to move this for the council, although Machaela offered to have a look at the system to see if she can help in the interim. Action: Parish Clerk to meet with Machaela and have a look at this together initially.
16. Update and discuss War Memorial Extension
Email has been received from Mr Firth and a telephone conversation with Cllr Bodman. Mr Firth is keen to progress and resolve the issues around this, as he is moving into the new property on 20th August and has already had to cut short the landscaping that has been implemented. Cllr Bodman will have a site meeting with Mr Firth. Discussions were held as to the expectations for responsibility of the hedging and the landscape garden. Once the site meeting is held, the Parish Council can then go back to West Lindsey council to the enforcement officer. Letters had been drafted and Mr Firth will receive a copy of this tonight, with a view to then holding the site meeting tomorrow. This was agreed and seconded.
17. Propose going into closed session to discuss next agenda item
Macheala and Richard Heavens left the meeting at this point.
18. To resolve staff payrise in line with NALC pay scales back dated to April 2020
Discussions were held as to the issue of unresolved pay due to the previous Parish Clerk. Looking at the last timesheet submitted, 15 hrs of annual leave have been claimed and will be paid this month, however there may still be a query regarding incorrect pay scale, where the current rate of pay is £9.77, however the previous clerk has been paid at £9.34. Therefore, arrears of pay needs to be issued for the difference from 1st April 2020, of £9.34 to £9.77
Action – Parish Clerk to discuss with RS and change password and ask RS to confirm what she is expecting.
19. Items for next meeting Monday 14th September 2020
1. To Discuss Grant Application form Marie Curie
2. Update of Sustainable Travel Grants for Local Councils – Cycle Storage
3. To review Parish Council Risk Assessment
4. To review Standing Orders
It was agreed that Cllr Wilkinson would disseminate these, so they can be reviewed at the meeting on 14th September 2020 and on 12th October 2020.
5. To review Complaints Procedure
6. To review Council’s Procedures for handling requests made under FOI Act 2000 and
Data Protection Act 1998
7. Co-option of counsellors.
8. Progress with new website.
9. Cemetery extension
10. Update on War Memorial Garden.
11. Update on phone box on the Village Green.
12. Repairs to War Memorial.
13. Sustainable travel project – cycle store. It was commented that Yvonne Knibbs was happy to continue with this project.
The meeting closed at 9.00pm.
Date……14.09.20 Signed…
…… (Chairman)