May 2021 Minutes
NOTES FROM FILLINGHAM PARISH MEETING
Tuesday, 4th May 2021 AGM
Held via Zoom – COVID restrictions.
1. In Attendance: Margaret O’Grady (Chair), Peter O’Grady (Vice-chair), Glenn Cargill (RFO), Dawn Greetham Cllr Roger Patterson and 9 further parishioners.
2. Apologies for absence: PCSO Julie McFaul
3. Notices of Interest: None
AGM
Appointment of Officers:
Appointment of Margaret O’Grady as chair, elected by the meeting unanimously.
Further appointments made by the meeting for Parish Representatives as follows, Dawn Greetham (Clerk), Peter O’Grady (Vice Chair), Glenn Cargill (Responsible Financial Officer).
Thanks were to expressed to Vicky Cargill for her time as vice RFO, but due to changes in working arrangements with the RFO, the Vice RFO position is no longer required.
Alan Baldwin (engaged as Internal Auditor).
Declaration forms will be signed by Representatives outside the meeting owing to COVID repre-sentatives.
The updated Parish Risk Assessment and Asset Register documents were revised and circulated ahead of the meeting, and approved by the meeting.
4. Minutes of the last meeting (12th April 2021): A correction was made to the minutes, refer-encing LCC rather than WLDC, and the minutes were approved unanimously and signed.
5. Matters arising from the minutes not covered elsewhere in the meeting:
• Village Hall windows –An e-mail has been sent to WLDC Planning to enquire whether there is any flexibility in the choice of colour, from white to a green/grey colour – await-ing response.
6. Reports:
I. Police: PCSO Julie reported that there was one call from the village to Lincolnshire Police, 26/04/21 – 20:30 Chainsaw stolen from a property on Willingham Road.
II. Finance:
Parish precept received, Petty Cash paid to Margaret for forthcoming year, invoice paid for admin photocopying, and allocation of operating budget passed to village hall.
Village Hall received the operating budget from the Parish and paid the contractor for the provision and installation of the windows. Invoices have been paid for EDF (utility bill).
III. Annual Governance & Accountability Return:
a) The “Exemption Certificate” was presented to the Parish Meeting ahead of being formally returned to the auditing authority, and approved unanimously.
b) Internal Audit completed: Internal Audit carried out, and accounts found in good or-der, with minor findings presented. Thanks expressed to Alan Baldwin for his work.
c) The Governance Statement was presented at the meeting and approved for the financial year ending 31st March 2021.
d) The Accounting Statements were brought to the meeting and approved for the financial year ending 31st March 2021.
e) The appropriate AGAR documentation will now be sent to the External Auditor and published on the Parish Meeting website as required.
f) The period of exercise for public scrutiny of the Parish Meeting Accounts has been notified and will run from 8th June to 16th July 2021.
IV. Village Hall report: The hall remains closed due to COVID-19 restrictions. Although it is to be used as a polling station on 7/05/21. A COVID risk assessment has been done. Play-ground – nothing to report. Border edging has rotted away at the raised bed at the back of the village hall and is in need of repair. Wall reported as damaged by the playground
7. Correspondence:
None brought to meeting.
8. Parish/District/county matters:
I. Cllr Roger Paterson provided an update on West Lindsay District Council matters, Council annual meeting held to elect councillors 5th May 2021. The WLDC are requesting ability to keep remote meetings after COVID legislation expires in May.
II. Trust Fund – change of land registry chased up with solicitors.
III. Broadband update: WLDC Broadband officer, contacted to follow up with Openreach.
IV. Great British Spring Clean, Saturday 5th June proposed dependent upon COVID conditions.
V. GC (RFO) proposed that we review the budget plan, budget to include additional items that we have encountered in recent years to make sure everything is covered and can be properly maintained. Proposals / costs to be forwarded to the Parish by the end of August.
VI. Question raised re whether there may be any money available to the village following recent housing developments, e.g. Section 106 money, GC to follow-up.
VII. It was raised that the footpath on the High Street has not yet been cleared. Margaret to con-tact the farm.
VIII. St Andrew’s Church Fillingham, it was brought to the meeting that a valued church warden is moving from the village having been the treasurer and church warden for many years, the Church is looking for volunteers to take up roles of treasurer or church warden. There are proposals to make changes to become a “festival church”, which would require c £1000 per year to maintain this status, in addition to running costs and insurance.
9. Any other business:
I. Possible summer fete / future events; will be considered in the coming months dependent upon the how the pandemic develops as lockdown eases.
10. Date of next meeting: Monday 7th June 2021- 7.30pm. At present this will not be a remote meeting as the legislation permitting remote meetings expires, a physical meeting will be de-pendent on COVID conditions.