March 2024 Minutes EOM (11th)
Minutes from an Extra Ordinary Meeting of North Thoresby, Grainsby & Waithe Parish Council held on 11th March 2024 at 7pm
Note that these are draft minutes until approved at the next Parish Council Meeting to be held on 8th April 2024
Attended by: Cllr L Gale (Chair), Cllr K Butters, Cllr C Goodwin (Vice Chair), Cllr H Marfleet (temp appointment by ELDC), Cllr S McMillan (temp appointment by ELDC), Cllr D McNally (temp appointment by ELDC), Cllr M Orrill, Cllr H Willerton
Also attended by: 50 members of the public Minutes: Jo O’Donoghue (FSLCC)
1. Election of Chair
RESOLVED: Cllr Gale was unanimously elected as Chair of North Thoresby Grainsby & Waith Parish Council and Cllr Goodwin as Vice Chair.
2. Appointment of Acting Clerk
RESOLVED: Cllr Gale was unanimously appointed as Acting Clerk with the support of Kate Egan and Jo O’Donoghue (FSLCC), both experienced parish and town clerks who will act in a voluntary, temporary, capacity until a permanent appointment is made. It was agreed to begin the process to recruit a permanent Parish Clerk for 10 to 15 hours a week.
3. Declarations of interest & dispensations
NOTED: Cllr Goodwin declared an interest in item 13 on the agenda.
4. Apologies for absence
NOTED: There were no apologies.
5. Minutes
(a) To approve the minutes of the meeting held on 9th January 2024
RESOLVED: The minutes of the meeting were unanimously approved and signed.
(b) To consider/approve the minutes of the meeting held on 13th November 2023 RESOLVED: The minutes were approved as originally agreed, without unathorised amendments made by the ex clerk.
(c) To consider/approve the minutes of the meeting held on 4th December 2023
RESOLVED: The minutes were approved without amendment.
(d) To consider/approve the minutes of the meetings held in June 2023, July 2023, August 2023, September 2023 and November 2023 with regard to libellous content. NOTED: The minutes have been removed due to potential libelous content. Advice is being sought.
6. Public open forum
NOTED: A representative from No pylons Lincolnshire provided a report in relation to the non statutory-consultation by National Grid Electricity Transmission (NGET) for the Grimsby to Walpole proposal to provide a new 400KV overhead electricity transmission line and associated substations. It was noted that the deadline for response to the consultation is 13th March 2024 and Lincolnshire County Council has objected to the proposals.
Concerns were raised regarding the current financial situation, payment of the Village Hall Manager, payment of the grass cutting contractor and maintenance of play areas and it was noted that records are not available. A resident requested copies of the minutes of previous meetings and it was agreed that, once resolved, they would be made available in various locations.
A resident noted that the administration of council business has been dysfunctional over a period of time and it was noted that the new administration and appointment of a Parish Clerk will address the historical issues. It was noted that the previous clerk had set up two factor authentication to his personal mobile phone and that access to emails and information have not been made available to current councillors by the previous clerk.
7. Elections, co-option & council membership
(a) To note that Cllr Gale is an elected member of the council
NOTED: Cllr Gale was elected to the council in 2023.
(b) To receive an update on elections 2024
NOTED: It was noted that Councillors K Butters, C Goodwin, M Orrill and H Willerton were elected, unopposed to the Council in March 2024.
(c) To receive an update on temporary appointments by ELDC
NOTED: To note that ELDC has appointed Cllrs H Marfleet, D McNally, S McMillan and S Lyons as temporary councillors in 2024 subject to appointment of permanent councillors and quorate Council.
NOTED: Noted that there is no legal requirement to have representation from each of the villages.
8. Locum Clerk/RFO
It was agreed to appoint a Locum Clerk and RFO prior to a permanent Clerk/RFO being appointed.
9. Website
To approve temporary administration by LCC in the short term
RESOLVED: It was agreed that LCC will provide administrative support to the website prior to a Parish Clerk being appointed.
10. Bank mandate
To approve signatories
RESOLVED: It was unanimously agreed to appoint Cllr Gale and Cllr Goodwin as authorised signatories and appoint Cllr Orril and Cllr Willerton as authorised inputers.
11. Defibrillator
(a) To receive a report
NOTED: It was noted that a new defibrillator has been provided and that the original defibrillator required a battery and replacement pads. The defibs will be located at the Village Hall and Station Road. A third working defibrulator has been discovered.
(b) To agree action to be taken
NOTED: Final locations to be confirmed together with facility for heated cabinets. Cllr Goodwin to provide a full, written and costed report to the next meeting.
12. Village Hall
(a) To receive a report
NOTED: It was noted that revenue declined due to unnecesssry closure of the facility during February by the previous clerk.
(b) To agree action to be taken
RESOLVED: It was agreed to promote the availability of the hall and consider improvements.
13. Village Hall Fencing
(a) To receive a report
NOTED: It was noted that: a grant has been received for fencing which will be lost if conditions are not met by North Thoresby Parish Council; quotations have been received and considered by NTPC.
(b) To agree action to be taken
RESOLVED: To obtain further quotes for 9.2m fence to village hall and request further advice from ELDC
14. Planning applications
No planning applications were recorded
15. Approval of expenditure
(a) To consider expenditure on the Memorial Garden RESOLVED: It was agreed to approve £32 on path cleaning.
(b) To consider reallocation of Warm Space Funding
RESOLVED: It was agreed that the Warm Space Group can present receipts to the council for approval/payment.
16. Budget & Precept 2024-2025
(a) To receive a budget report
NOTED: It was noted that the former parish clerk failed to provide full/accurate details. It is unclear whether a precept has been requested from ECLD. Electronic files/records are unavailable following the resignation of the former parish clerk and the failure/refusal, by the former parish clerk, to provide access to the files.
17. Funding projects
(a) To receive a report
NOTED: It was noted that members of the council are looking for specific project funding for the Village Hall
(b) To agree action to be taken
RESOLVED: A meeting will be arranged to discuss the future of the Village Hall and a Village Hall Committee will be formed under the auspices of the Parish Council
18. Key holders policy (Village Hall)
To approve key holders
RESOLVED: It was agreed that there will be three keyholders including the Village Hall Manager. All keyholders will live within two miles of the Village Hall and pass keys onto another councillor when on holiday
19. Email policy
RESOLVED: It was agreed that all councillors and employees will be assigned a councillor@gov.uk email address. Cllr. Gale to investigate host and cost.
20. Vote of thanks
NOTED: Cllr Gale recorded a vote of thanks to Jo O’Donoghue (FSLCC), Kate Egan and numerous qualified local council clerks for their support and advice over a difficult period.
Meeting dates
• 8th April 2024 Full Council 7pm
• 13th May 2024 Annual Parish Meeting 6pm
• 13th May 2024 Annual Parish Council Meeting 7pm