2020 Parish Meeting Minutes of Meetings

NOTES FROM FILLINGHAM PARISH MEETING Monday 7th September 2020

Meeting held on-line to comply with Covid-19 restrictions

1. In Attendance: Margaret O’Grady (chair), Peter O’Grady (vice-chair), Glenn Cargill (RFO), Vicky Cargill (ARFO), Dawn Greetham (clerk) and five parishioners.

2. Apologies for Absence: PCSO Julie McFaul, Cllr Roger Pattison.

3. Notices of Interest: None

4. Minutes for Approval (meeting 2nd March): The minutes were approved unanimously and signed. Minutes dated 27th August (Zoom) were approved unanimously and signed. Parish meetings were not included in regulations issued and therefore the Parish was unable to meet due to Covid restrictions.

5. Appointments/review of officers in posts: Appointments for the year 2020/2021. It was agreed unanimously that the present officers will remain in post for the period to the end of the financial year 2020/21. Additionally, Suzanne has stepped down as bookings clerk and the post will be taken by Sarah Deacon. This was proposed by Sarah Overton and seconded by Peri Hepburn. Thanks to Suzanne for her time as bookings clerk.

6. Matters arising: Declaration of acceptance of Office are to be signed. The formal documents to be reviewed at the next meeting. There followed a discussion regarding the appointment of an internal auditor. There was an ad hoc meeting on 27th August regarding the Annual Governance and Accountability Return.

7. Reports:

I. Police: Two incidents have been reported.

• 5/8/2020 A male was seen knocking on doors in Chapel Lane selling compost from his vehicle.
• The previous month there were two separate incidents of a theft of two Ivor trailers and an attempted burglary where offender(s) have damaged a garage door, both incidents occurred on the High Street.

Suspicious vehicles/person(s) should always be reported to 101.

II. Finance: Reports on accounts.

• The Annual Governance and Accounting Statement has been submitted and the scrutiny period is underway. Advance notice of the budget planning meeting has been given and discussions will take place at the October meeting.
• British Gas invoice for £115.92 paid for work carried out on the boiler. British Gas boiler cover £29.70 paid. Quote for the broken window at the bus stop to be obtained.
• The draft precept will be reviewed in November for submission in December. The invoices for gas and electricity to the hall are also due. It was agreed that new utility suppliers will be sought at the end of the present contracts. III. Village Hall: A further £10,000 grant has been obtained from West Lindsey District Council, this was agreed to be used towards the replacement of windows in the hall.
• The contractors are drawing up a final set of plans and renewing the original quote.
• The new plans will be sent to the council for approval and it is anticipated that the windows will be replaced by Christmas. Due to the Covid restrictions placed on village halls, the hall is not open for bookings at present. The playground and hall have been inspected regularly during the lockdown period. There are no issues with the playground apart from dog fouling on the football pitch and bird droppings on play equipment.
• An annual inspection is due, Wicksteed are to carry out the inspection. An adult defibrillator pad needs replacing as it is nearing the expiry date and Margaret will purchase a replacement at a cost of £90. Peter is to update the trustees for the land registry and previous trustees have now resigned and new trustees will be appointed. 8. Correspondence: No correspondence has been received.

9. Parish/District/county matters:

• Planning Application reference 141557 has been submitted re. new house on the High Street and application reference 141536 for alterations to existing house. Comments from Parish to be submitted by Monday.
• Knotweed inspection has been carried out with no further growth found.
• Building work at the entrance to Rectory Lea has now commenced and it is anticipated that there will be six footings for houses laid and three houses to be completed for immediate sale.
• A new website promoting the village is to be built. Peter and Vicky have received training.
• It was agreed that a survey regarding upgrading the existing broadband to include fibre broadband to the village will be circulated with the possibility of inviting comments regarding CCTV to the village.

10. Any other business: It was agreed that the village hall will seek charitable status which will enable more grants to be available. Glenn and Judith to investigate.

11. Date of next meeting: 5th October 2020.