June 2020 Minutes
Minutes of a remote Zoom meeting of Crowland Parish Council held on Monday 8th June 2020 at 7.15pm via Zoom
This was the first minuted Full Council Meeting for year 2020-2021 due to the Covid 19 Pandemic.
Previous meetings since 23rd March 2020 were conducted by e-mail
Present - Coun B Alcock, Mr D Ancill, Miss C Elphee, Mr P Green, Mrs J Head, Mr L Quince,
Mr G Searle, Mrs A Williams & Ms J Woodroffe.
( Mr D Ringham had tried to join the Zoom meeting but was unable to as Zoom would
not connect him)
In the Chair - Mr D Kempton
Clerk - Mrs D Halliwell
The Chairman welcomed all present to the first Full Council Zoom meeting.
1. Apologies for Absence
Apologies were received from Mr M Atkinson, Mr J Boor, Mr R Boot & Mr Ringham.
2. Declaration of Interests as per the LGA 2000
Royal British Legion - Miss C Elphee
Crowland Cares Mr G Searle
Abbey Church Mr P Green
Voluntary Car Scheme Mr G Searle
Normanton Land Coun B Alcock
3. To Agree as a correct Record the Minutes of the Previous Meetings
Mr Ancill proposed the minutes of the previous meeting as a true and accurate record of the meeting.
Seconded by Mrs Head. All agreed.
4. Matters Arising from the previous minutes
Page 225 - first Paragraph should read …..will raise invoice when hours received.
Updated Hire Charges for this year have not been recommended by the Finance Committee as it has been unable to meet.
Mr Green proposed an inflationary increase of 2.5% across the board.
Seconded by Mrs Head. All agreed. Action - Clerk
Page 236 - The man Shed is in obeyance due to the pandemic.
Within Farms & Gardens - an appeal is being made for the allotment Building NDR to be classed as an agricultural building and this is still ongoing.
5. Clerks Report – to receive the Clerks Report
Everyone had received a copy of the Clerks report.
Actions from the March Full Council meeting & the Safety & Security Meeting were:-
- The Clerks actions had all been completed prior to Lock down.
- Heating costs are still being monitored in Council Buildings
Action - Mr Ringham & Mr Quince
- Mr Searle, Mr Ringham and Mr Kempton had walked round the play areas to check for any issues.
- The Parish Council Facebook Page is up and running. Many thanks to Mr Green and Mr Quince for this. Ms Woodroffe has offered to administrate this page.
- Mr Ancill is now covering Police and Crime Statistics in Safety and Security. He will then report to Full Council. Action - Mr Ancill
- Mr Searle is continuing to update Risk Assessments/Method Statements.
Action - Mr Ancill & Mr Searle
- Mr Ancill is yet to start working on GDPR
- Mr Ancill and Mr Searle have completed check sheets for the caretakers to use in the Parish Council Buildings.
- The office door has been altered to include a toughened glass window and a “letterbox”, together with small shelves each side to write on.
- The office furniture has been re-arranged for easier access and the chairs have been moved on to the landing.
- The front door entry system has been reinstated.
6. Chairman’s Report - to receive the Chairman’s Report
All Members have been issued with the Chairman’s report.
It is unclear if we are able to go into “in Committee” while we are using Zoom, due to confidentiality concerns.
Spending this year is to be with extreme caution, and absolutely everything must be pre-authorised.
We are still receiving all the usual bills and expenses but with no rental income due to the lock down.
Lord Normanton Estates wish to reopen discussions regarding the development of some of their land that we currently rent. Mr Kempton has offered to meet with them safely distanced to discuss this.
The Parish Council would like to agree a share of any windfall this may make.
All that were able to vote agreed to this.
Coun Alcock abstained due to a Declaration of Interest.
There have been 5 valid applications for the position of Parish Clerk/RFO.
The Chairman is trying to arrange a garden meeting of the HR Committee to discuss how the candidates may be interviewed and asked for permission for representatives of that committee to organise virtual first interviews of the short list.
All that were able to vote agreed to this.
7. Amenities Committee & Health & Wellbeing Centre - to receive the Chairman’s Report.
All members had been issued with the Chairman’s reports.
Unfortunately, Mr Ringham had been unable to hear or speak via Zoom so Mr Kempton covered points on his behalf.
There are S106 funds promised for upgrading the play areas, and we need to be “shoval ready” with a proposal for the toddlers playground for when funds become free.
We must attempt to get 3 quotes, as like for like as is possible.
We must also agree on the retention of funds until snagging is completed.
Clerk to ask Mr Ringham to let all members have the names & addresses of Playgrounds that those quoting have produced in order that members can visit these sites. Action- Clerk/Mr Ringham
There are 2 areas in the play area that are of significant historic value, being the roundabout,
and the slide.
Mr Ringham would like to move forward with setting up a Charitable Trust for the Fitness & Wellbeing Centre as this would give it Business Rate Relief.
However, members were keen to have all the details of this to avoid any risks.
Members would like the working party to prepare a paper to explain all this to Full Council.
Action - F&WB WP
Should members choose to go down the CIO route, then Trustees would be required, some of which would be councillors.
Mr Green volunteered to take a role as a Trustee and Mrs Head suggested that councillors were given details of what is required of anyone becoming a Trustee.
Mr Green will work with Mr Ringham to progress this. Action - Mr Green/Mr Ringham
A Parish Council contact is already a Trustee with the Crowland Hub and may well be able to help with this.
There are still funds held by Lincs County Council available to the Parish Council for this building
Quotes have been received to repair/replace the bank of lighting that is broken in the Sports Hall.
The tennis courts are open again with social distancing sign in place.
Clerk to ask the General Workers to remove the closed signs. Action - Clerks
9. Finance and Admin Committee – To receive the Chairman’s Report and the Approval of AGAR 2019-2020
All members had received the Chairman’s Report.
It is necessary that the annual rent is agreed for the allotments as this is due in October this year.
Action - Farms & Gardens Committee
There is currently a waiting list for allotments as any requests for an allotment are unable to be administrated due to the Covid 19 Lockdown.
The F & G Chairman & the Clerk will establish if a notice period is required for allotment rent demands.
Action - F & G Chairman & Clerk
All members had received copies of the AGAR 2019-2020 report and the end of year Bank Reconciliation.
Members present voted to approve the notes in the Internal Auditors Report as follows:-
Agreed - Coun Alcock, Mr Ancill, Miss Elphee, Mr Green, Mrs Head, Mr Kempton, Mr Searle, Mrs Williams & Ms Woodroffe.
Abstained - Mr Quince.
Mr Ancill proposed to approve Section 1 of AGAR. Seconded by Mrs Head.
Remaining members voted as follows:-
Agreed - Coun Alcock, Miss Elphee, Mr Green, Mr Kempton, Mr Searle, Mrs Williams
& Ms Woodroffe,
Abstained - Mr Quince.
Ms Woodroffe proposed to approve Section 2 of AGAR. Seconded by Mrs Williams.
Remaining members voted as follows:-
Agreed - Coun Alcock, Mr Ancill, Miss Elphee, Mr Green, Mrs Head, Mr Kempton & Mr Searle,
Abstained - Mr Quince.
The Internal Auditors Report must appear on the website between 3rd July 2020 and 24th July 2020. Action Coun Alcock/Miss Elphee
This should also be included on the Parish Council Facebook Page. Action - Mr Green
This needs to be sent to the External Auditors by 30th June 2020. Action - RFO
Coun Alcock would like to pass his thanks to our Internal Auditor, Godfrey Parkes, for all of his continued help and support, especially during these very challenging times.
Clerk will ensure that Godfrey receives those thanks. Action - Clerk
10. -Assets Working Party - to receive the Chairman’s Report
All members had received the Chairman’s Report.
Contact has been made with the developers and the Working Party are trying to respond to them on various matters.
Mr Kempton briefly outlined what AWP was for the benefit of those watching on Facebook.
11. Farms & Gardens Committee – To receive the Chairman’s Report
All members had received the Chairman’s Report.
Land Rents are due from Tenants in April & October each year.
The Parish Council is due some back rent from some tenants, and this is being chased.
Our Groundmen have worked very hard during lockdown with the help of Mr Searle & the Safety and Security Committee. Many thanks to our Ground Workers, Mr Searle & Mr Boor.
Clerk will ensure thanks are passed on to our ground workers. Action - Clerk
The new toilet is now in place in the workers implement shed.
The Parish Council have invested in a Gator and our workers are very pleased with this and find it enormously useful.
Many thanks to Mr Boor for manufacturing equipment to use on the Gator to make the watering of hanging baskets a one man job. Which will help reduce man hours on this job significantly.
Crowland in Bloom Group had been concerned that businesses would find it difficult to pay for hanging baskets this year due to Covid 19 lockdown, they had made a donation themselves and had asked locals to donate too. The response had been really good, and they have almost managed to recoup the cost of the baskets for this year.
The Parish Council thanks the Bloom Group for all their support with this.
12. Planning Committee - To receive the Chairman’s Report
All members had received the Chairman’s Report.
The committee has managed to be able to carry on submitting comments for plans to SHDC.
Miss Elphee has created a new Parish Council Waste & Dog Bin Policy that she has circulated to all.
It was noted that the report should say that the Parish Council has a joint responsibility to keep the Highways clear. Clerk will correct. Action - Clerk
Also we should add Kennels & Dog Breeders to the list in the report. Clerk will correct.
Acton - Clerk
The policy does include a footer at the bottom of each page that encourages people to take their litter home.
Miss Elphee proposed that the Parish Council accept the Revised Bin Policy.
Seconded by Ms Woodroffe. All agreed with the exception of Mr Quince & Mr Ringham who were not connected to Zoom.
13. Safety & Security Committee – To receive the Minutes of the Meeting
All members had received the minutes of the meeting.
The main points had been picked up in the Clerks Report.
Mr Ancill expressed his thanks to Mr Searle for all his hard work on RAMS.
West Street toilets remain closes in line with HMG Guidelines under Coronavirus.
We have suffered some deliberate tampering with the playground equipment where bolts had been loosened.
Mr Ringham & Mrs Searle are creating a daily checklist for playground equipment
Action - Mr Ringham & Mr Searle
All the updates to reopen the Parish Office have been carried out.
Photo to be circulated to all members. Action - Mr Searle
The furniture has been re-arranged to make the office more user friendly.
Information regarding the reopening of Public Toilets has been obtained from SHDC by Coun Alcock. He will pass this to Safety & Security Committee. Action - Coun Alcock
All signs for the front door need to be updated. Mr Green has these ready to go when he has all the information collated. Action - Mr Gree
14. (i) Accounts for Payment
See appendix
(ii) S137 Payments
There were no S137 Payments
Mr Green approved the accounts for payment. Seconded by Mr Searle.
All Agreed.
15. Matters to be considered and for inclusion on a future Council Agenda
Mr Green was able to inform members that 35 members of the public had joined the meeting on their devices.
Mr Kempton thanked all those viewing for joining the meeting.
Members were pleased with the length of the meeting being considerably shorter.
Members agreed that they would be happy to carry on holding meetings this way.
Chairman’s Reports had been a real help in speeding up the meeting.
Miss Elphee felt that holding meetings this way was excluding those members without devices to join Zoom.
Mr Kempton explained that for this meeting there was no other choice as there was a deadline for the AGAR return and votes were required.
Mr Kempton stated that he was open to suggestions for a way round this issue.
Coun Alcock added that he felt that the Parish Council should help members who were struggling with Zoom etc.
Clerks are to add this as an item on the next agenda. Action - Clerks
Mr Kempton thanked all members for joining the meeting
Meeting Closed at 21.20pm
