October 2020 Notes
NOTES FROM FILLINGHAM PARISH MEETING
Monday, 5th October 2020 Meeting held on-line to comply with Covid-19 restrictions
1. In Attendance: Peter O’Grady (vice-chair), Glenn Cargill (RFO), Vicky Cargill (ARFO), Dawn Greetham (clerk), Cllr Roger Patterson and five parishioners, including Judith Russel [acting as witness to appointment of trustees]
2. Apologies for Absence: Margaret O’Grady, Zoe Rampley, Sarah Overton and PCSO Julie McFaul.
3. Notices of interest: None.
4. Minutes of last meeting (7th September): The minutes were approved unanimously and signed.
5. Matters arising from those minutes not covered elsewhere in the meeting:
I. Village hall windows: The final quotes and drawings have been sent to the council for approval and we are awaiting a reply.
II.Review of formal documents:
Margaret and Dawn have reviewed the formal documents with no changes required at this time with the exception of the Financial Regulations. A minor change to the Standing Orders will be proposed at a future meeting.
Glenn and Peter have made some minor alterations to the Financial Regulations which include:
- reflecting how the Parish works, making separate forms for purchases/expenses, electronic banking, petty cash arrangements.
Drafts were circulated ahead of the meeting. No concerns were expressed, and these documents were unanimously accepted.
6. Reports:
i. Police: PCSO Julie McFaul reported that there were no incidents of public interest during this period.
ii. Finance: Reports on accounts: Glenn reported that the accounts have now been circulated to include Zoe Rampley and Alan Baldwin. It was agreed to hold a separate meeting to explain the accounts for Zoe and Al, as incoming trustees. Invoices were received for grass cutting and annual playground inspection. A discussion followed regarding the budget planning for the precept for the year 2021/22. The utility supplier has been changed to EDF energy on a direct-debit dual fuel tariff and this was unanimously agreed by the Parish.
iii. Village Hall: A new defibrillator pad has been purchased. Due to Covid-19 restrictions, the hall will remain closed until further notice. The new QR code for the NHS App will be made available when the hall reopens.
iv. Playground: The annual external inspection of the playground has been carried out and it was recommended that some overhanging branches be cut back. There was one raised regarding the way the swing is secured, however the manufacturer confirms that the swing has been correctly installed.
v. Update on legal/land registry/charity status: Glenn has expressed the requirement for the Parish to appoint an internal auditor for the accounts. Al volunteered to act as an internal auditor for future audits.
7. Correspondence: Invoices received have been covered under Finance above.
8. Parish/District/county matters:
- Cllr Patterson addressed the meeting and gave an update regarding the functioning of the Council under the present restrictions. RAF Scampton will be decommissioned and there may be a heritage centre on site as well as RAF Ingham.
- Cllr Patterson visited Fillingham with a senior councilor and updated him on the work of the present Parish meeting. It was agreed that the Parish offer the senior councilor the opportunity to join a future Parish Meeting.
- The leisure centre at Market Rasen is now open.
- The broken light on the High Street has been reported to Highways (reference number 4152740).
- The new website for the Parish is being built. Peter and Vicky have received training and the website should be in operation by Christmas.
- Broadband update: There will be a zoom meeting on Tuesday, 6th October regarding the possibility of fibre broadband to each property in the village.
Two new Parish Trustees were appointed by resolution of the Parish Meeting, as described in Clause 4.6 of the Trust Deed. Zoe Rampley and Alan Baldwin were appointed and the two previous trustees have stood down. The Parish Meeting thanks Jacque Weller and James Powell for their support, as outgoing trustees. There will be a separate meeting for the new trustees. This was approved by the meeting and witnessed by two members of the Parish.
9. Any other business:
- There is a broken window at the bus stop to be repaired (awaiting quote).
- The path on the road entering the village (High Street) is broken and muddy (complaint raised).
- The condition of a hedge was raised as it is overgrown along the side of the High Street, reducing the available space on the footpath (owner to be contacted). There is a possibility that tractors drive onto the path to avoid oncoming cars and it was agreed to ask the local farms to remind their drivers to refrain from driving on the pathway.
- The possibility of a virtual Christmas Fair was discussed.
10. Date of next meeting: Monday, 2nd November 2020.