2021 Parish Council Minutes of Meetings

Denton Parish Council

All Parish Councillors were summoned to attend a Parish Council Meeting

Monday 28 June 2021

Commencing at 19:30 hrs (7:30pm) in Denton Village Hall

This meeting was recorded

COVID - 19

In accordance with the Government road map for easing of COVID-19 restrictions, this Parish Council Meeting was held in accordance with those confirmed on the 14 June 2021.

Denton Parish Council have a legal requirement to hold a duly convened full Parish Council Meeting to approve and “wet” sign the AGAR pt 2e of the Annual Internal Audit for submission to the external auditors no later than Friday 2 July 2021.

Having carefully consider the options, in the interest of public safety and allowing public access to the meeting the Council have chosen to conduct this meeting in the village hall, subject to any further lockdown restrictions on numbers attending which may restrict public attendance.

While this is not desired, the Parish Council must comply with the legal requirements of the audit and those of central government.

Minutes

Minute

Serial                   Item

1          Welcome Address – Council Chair.

Cllr Sue Bellamy welcomed all to the first Parish Council Meeting held in the village hall since the start of the COVID 19 restrictions, saying how good it was to see everyone and a special welcome to Robert Leadenham who was joining the council.

2          Co-Option of new Parish Council Member.       

            a. Resolution to Co-Opt Robert Leadenham onto Denton Parish Council as a member.

It was proposed and seconded that Robert Leadenham be co-opted as a member of Denton Parish Council.

Resolution: Passed. Cllr Leadenham formally welcomed onto the council

            b. Declaration of acceptance.

Cllr Leadenham signed the Declaration of Acceptance in the presence of the Proper Officer

3          Attendees. Record of those in attendance.

The meeting was attended by:

Cllr S.Bellamy (Chair), Cllr V.Aldred (Vice Chair), Cllr P.Gibbins, Cllr R. Leadenham, Mr J. McCloskey (Clerk/Proper Officer/RFO), Ms J. Newman (Community Cleaner).

4          Parish Councillor Apologies: Resolution to Accept.

Apologies were received from Cllr M. Crush who was unable to attend due to personal and private reasons.

Resolution: Cllr Crush’s apologies and reasons accepted.

5          Minutes of Previous Meeting:

Resolution to Approve minutes of the Parish Council meeting held Monday 10 May 2021.

Resolution: Passed. The minutes of the Parish Council Meeting of Monday 10 May 2021 were accepted as a true and accurate record.

It was noted for the record that the item concerning the St Andrew’s churchyard grant/funding was now closed.

6          Parish Council Declarations Of Pecuniary Interest: Resolution to Note.

There were no Declarations Of Pecuniary Interests to record.

7          Public Forum:

With the COVID-19 restrictions remaining in force limiting those present to six, the Parish Council requested that they would accept written questions or comments from the public. These were to be sent to the clerk Not Later Than 5 pm Friday 25 June 2021 for inclusion in the meeting.

No items had been received and no requests to attend the meeting had been received.

8          County and District Councillors.

Due limitations on numbers, the Parish Clerk contacted Cllrs Bob Adams (LCC) and Hannah Westropp (SKDC) for any input they may wish to pass to the Parish Council for their information.

There was no information from either LCC or SKDC passed on for inclusion.

Comment:

The Parish Council commented on the need for both LCC and SKDC councillors to attend the Parish council Meetings whenever possible.

As Denton Parish Council has new members, it would be appreciated by them to meet the county and district representatives.

Resolution: Parish Clerk to contact both LCC and SKDC councillors with the request to attend the next available meeting, and if possible a rescheduled Annual Parish Meeting, to meet with the local electorate.

9          Lincolnshire Police

The Parish Clerk contacted PCSO Bowden and Maisie McMahon (OPCC) for any input they may wish to pass to the Parish Council.

There was no information from either passed on for inclusion.

10        a. Parish Clerk: Update on outstanding and ongoing business.

Parish Council meetings – Village Hall post COVID-19 restrictions.

In anticipation of the easing or lifting of restrictions in July, it would become possible to resume full Parish Council meetings and allow public attendance.

Safeguards were presently in place at the village hall should they still be necessary.

As no meetings with public in attendance have taken place since March 2020, and that due to the epidemic there has been no Annual Parish Meeting held,  there is the possibility of holding a delayed APM after the 19 July to allow the residents of Denton to meet with and speak to their councillors.

The rules governing the APM are it must be held each year between March 1st and June 1st, but this has not been practical to allow full public participation.

Resolution: It was proposed that Denton Parish Council hold a delayed Annual Parish Meeting on Monday the 2 August 2021 (Date to be confirmed). To allow for Parish Council business to be attended to it will be preceded by a regular Parish Council Meeting commencing at 19:00 (7pm) with the APM to follow at 19:30 (7:30pm).

Clerk to make the necessary arrangements and book the village hall and invite representatives from the county and district councils and Lincolnshire Police to attend.

b. Community Cleaner update.

Ms Newman updated the councillors on the littering in and around the village, this included general waste and takeaway food boxes and also continuing fly tipping of car parts and tyres on the footpath by the bridge.

Ms Newman requested a new litter picker as the present one was wearing out.

Resolution: Clerk to request new litter picker and re-supply of orange waste sacks from SKDC street services.

11        Parish Council:

           Update and Discussion on outstanding and ongoing Parish Council matters.

a. Traffic, SID update.

Cllr Aldred updated the council on progress so far regarding traffic and road safety proposal for the village which included:

i. Speed Indicator Device (SID).

Present location was good and unit could be rotated through 180 degrees. This would be done on a monthly basis. Compilation of data from the unit was ongoing.

ii. Roadside gated signage.

Progress made on gate types and priority locations of Belvoir Rd and Casthorpe Rd identified and agreed with Cllr Bob Adams (LCC).

Resolution: Cllr Aldred to proceed with quotes for units costs for supply and installation.

iii. Other possible measures were:

Countdown signs on Belvoir and Casthorpe roads.

Review of the A607 triangle and visibility issues.  Installation of convex mirror.

Painted road surface safety zones. (Query LCC Highways?).

Layby visibility issues.

Hazardous location of bus stop.

Revisit moving of school warning sign by village hall (Cllr Adams LCC).

Autumn School road safety campaign.

Community Speedwatch.

Resolution: Cllr Aldred will continue to investigate the options available and where assistance may be sought from LCC and SKDC sources. Involvement of Cllr Adams (LCC) to continue and where possible, support provided.

b. Playground.

Following the standing down of Cllr Turtle, Cllr Gibbins has taken on the playground project and provided the council with a written brief of progress to date. This included a meeting between Cllrs Gibbins and Bellamy and Mel Cummings from SKDC.

The meeting clarified the position of the playground and responsibilities or SKDC regarding upkeep and improvement, including maintaining and introducing the equipment.

It was emphasised that there had been no new equipment or improvement to the playground since its installation over 20 year ago.

SKDC do not have the available budget for a complete refurbishment, but would look at obtaining funding for making good the present equipment and surrounds.

If the project is to move forward, it was recognised that the Parish Council would have to take the lead and bring together all relevant parties and funding requirement.

The Parish Council have secured a plan and a quote (Cllr Turtle) and will use this as a basis to work from for other quotes and planning.

The intention will be to form a sub-committee with a banking account  separate from the Parish Council to manage and oversee the project and its finances.
Resolution(s):

1. The  Parish Council will:

i. . Consult the residents of Hungate Rd and the community and discuss any concerns or issues they may have.

ii. . Contact SKDC and LCC councillors for sources of funding.

iii. . Investigate other funding sources (lottery grants, local companies, fund  raising etc)

2. A newsletter special will be produced and distributed informing the residents of the plans and will included a questionnaire for return to the council.

3. A full consultation will be conducted to ensure all the communities wishes and views are heard and considered.

c. Denton Reservoir.

It has been noted that the Canal and River Trust (C&RT) have installed a waste bin at the reservoir and it is understood this will be emptied fortnightly.

The Parish Council would like again to express their sincere thanks to the volunteers from the village that are continuing to keep the area clear of litter and waste. The Parish Council are continuing to engage with the C&RT, LCC and SKDC to get further improvements. Lincolnshire Fire and Rescue have also become aware of the issue regarding fires and discarded disposable BBQ’s and will be monitoring the situation.

It was proposed that a Public Space Protection Order (PSPO) be put in place to further discourage anti-social behaviour and protect the wildlife and general surrounds.

Resolution(s):

   1. The Parish Council will take advice on the PSPO and who would be responsible for applying for one and how it may be enforced.

    2. A unanimous vote of thanks to all those volunteers giving up their time to protect their community.

d. Denton Charities Committee – Parish Council Member.

A request had been received from the Denton Charities Committee for a volunteer from the Parish Council to sit on the committee as a council representative.

The committee exists to support the over 65’s of the community with an annula Christmas lunch and financial support for any in difficulties. The constitution requires that two members are existing Parish Councillors and the resignation of Sarah Turtle has left a vacancy.

Resolution: Cllr Robert Leadenham volunteered to join the committee and the Parish Clerk will notify them accordingly

The Chair thanked Cllr Leadenham  for taking on the role.

12        RFO Financial Report

Accounts Reconciliation 

a. Resolution to approve accounts for period:  

FY 2021/22 Period: AP02  1 to 31 May 2021

Period Transaction Record

Resolution:  Accounts reconciliation approved and transactions validated as accurate and authorised.

b. AGAR 2020-21 Internal Audit. Resolution to approve, sign and submit to External Auditor PKF Littlejohn No Later than Friday 2 July 2021.

AGAR Pt 2e.

The deadline by which the Annual Governance Statement and Statement of Accounts of the Annual Governance and Accountability Return (AGAR) together with any certificate or opinion issued by the local auditor must be published is the 30 September 2021

There is a requirement for all smaller authorities to have a common period for the exercise of public rights, being the first 10 working days of July.

The submission deadline for the receipt of the approved AGAR and supporting documentation or the Certificate of Exemption (as appropriate) is Friday 2 July 2020.

AGAR Pt 2e must be approved and “wet” signed at a duly convened meeting of the Parish Council by the Chair of the Parish Council and the RFO not later than Wednesday 30 July 2021.

Resolution: AGAR approved and duly signed by the Chair and RFO. RFO to submit to External Auditors in accordance with their instructions. RFO to publish accounts and exercise of public rights to the website.

c. Reserve.

The Parish Council formally identified the need to keep an authorised reserve and agreed on the advice of the RFO, regarding suggested reserves agreed to set aside reserves for:

i. Community Projects - £2000.

ii. Contingency and Emergency - £3500

Total reserve to be £5500.

Resolution: Passed. Reserves approved. RFO to allocate in annual budget and accounts.

13        Planning Applications.

a.         Review Applications Received for Parish Council Representation.

Application No: S21/1084

Proposal: Crab Apples T1. T2. To Remove. G1. Overhanging branches into school

yard - to trim back the branches level with boundary

Location: Denton Church Of England Primary School

App Type: Trees in CA - Section 211 Notice.

Application was noted and there were no observations or representations for this application,

b.         Review Applications – SKDC Decision Notifications.

None received at the time of the meeting.

14        New Business for Next Meeting: Review outstanding business.

a. Tile project for floor of telephone kiosk. Intention is to obtain quotes and request involvement from the school with the pupils creating the artwork for printing onto the tiles.

It is anticipated that 64 100mm x 100mm tiles will be required and that sponsorship for a tile from members of the village be explored.

Resolution: Include on agenda for next meeting for further discussion.

b. New councillors training courses. Clerk to contact LALC regarding dates and times of next available courses and apply as required on confirmation of availability of Cllrs Aldred, Gibbins and Leadenham.#

c. State of footways (Main St to old Railway), allyways (Hungate Rd) and over grown hedges in and around the village.

Review possible action and identify ownership/responsibility for rectification.

15          Meeting Close and Next Meeting

 Cllr Bellamy thanked all present for their attendance in the present circumstances and for what had been a productive meeting

            The next meeting subject to lifting of government restrictions will be a regular Parish Council  meeting followed by the postponed Annual Parish Meeting and will be held in Denton Village hall with strict observance to any safeguarding requirements

Parish Council Meeting: Monday 2 August 2021 @ 19:00 (7pm)

Annual Parish Meeting: Monday 2 August 2021 @ 19:30 (7:30pm)

            Venue and format will subject to lifting of COVID -19 restrictions on 19 July 2021

 J.McCloskey

Parish Clerk

E-mail: dentonparishclerk@gmail.com

Members of the public are invited and encouraged to attend the meeting subject to compliance with extant COVID 19 restrictions.