Annual Parish Meeting 2021
ANNUAL PARISH MEETING MINUTES
TUESDAY 29TH JUNE 2021
Present: Cllrs JH Lonie (Chairman); P Todd, A Davison; J Larder; S Kilby, M Renshaw and T Cawthorne. There were 8 residents present in addition to the above plus District Councillor Andrews, PCSO Wass & M Hoad, Clerk (Minutes).
Apologies: Cllr H Marfleet (LCC)
The Chairman welcomed everybody to the annual residents meeting, the first since 2019 and Covid lockdown
Minutes of the Meeting held on Wednesday 18th April 2019 – The Minutes were on the web site & copies had been made available at the meeting & it was resolved to accept the Minutes as correct; the Chairman signed the Minutes.
Chairman’s Report – Cllr Lonie
This is my first APM since taking over as Chairman as we were unable to hold the event last year due to lockdown restrictions. I would like to formally thank my predecessor Marlene Renshaw for all her hard work in the role of Chairman and am delighted that she remains as a Parish Councillor bringing so many years of experience and knowledge of the village to the role. Although we were unable to meet in person last year, business did carry on as normal via Zoom meetings which some residents were able to attend. Last summer, when we could briefly meet, we held Councillor surgeries on the playing field and received some very helpful feedback from residents which have formulated some of the community plans for the forthcoming year. The Parish Council has also worked to keep in touch with the community over these difficult times with the introduction of a quarterly newsletter, new web site and community Facebook page. Through these mediums we have aimed to keep the community updated on govt information on Covid 19 guidelines, our local volunteer and support activities and the general work of the Parish Council. I would like to thank all residents for pulling together and helping one another during the pandemic.
As the Parish Council was unable to progress our planned project last year, we are pushing ahead with them this year. Details of some of these projects you will here about from my fellow Councillors in their reports, but I will give you the highlights of some of what is planned.
- We have adopted the flagpole outside the village hall and undertaken some repairs to it including the purchasing of a new union flag.
- Under our tree planting project, we have been discussing with Robert Bell and the Recreation Ground Committee the planting of some flowering cherry trees on the boarder of the field. The PC are still looking for landowners who may be prepared to have some additional tree planting on their land and have already received a resident donation of two fruit trees.
- The old telephone kiosk has been cleaned and shelving is planned to be installed to see if residents would like to use the facility for a book and plant swapping location. If this takes off, then the Parish Council will look to raise fund towards the replacement of the kiosk with a traditional red phone box.
- Following public support, the Parish Council have applied to ELDC to have the White Hart pub registered as an Asset of Community Value, with a view to protecting a public house in the village for generations to come.
- We have been in discussions with Polypipe regarding a recycling project for plastic milk bottles which could in turn raise funds for the school or community in general.
- The replacement of the village planters with new recycled plastic ones.
These are some of the projects we have started, and we welcome both your support for these and any additional ideas you may have. After a challenging year for us all I would like to thank my fellow Councillors for their support and efforts over the last 12 month plus the Clerk for her hard work in keeping everything moving. I hope we can all look forward to some more positive times ahead.
Financial Report – M Hoad (Clerk) - This is our first financial report since April 2019 when the Parish Council was last able to hold an Annul Parish Meeting. Even though we were unable to hold an Annual Meeting last year our accounts for 2019/20 and 2020/21 were submitted and audited to deadlines and copies of the relevant documentation published on the Parish Web Site for inspection. Lockdown has meant the Parish Council operating differently with new costs incurred but as best possible regular ongoing duties have continued.
- The Council carried over £8065 on the 31st March 2020 and then £8783 from last year with project plans in place to continue its work to reduce its reserves to an acceptable level. The subsequent election costs in the 2019/20 budget were considerably less than ELDC had initially advised and therefore ringfenced savings could be ploughed back into proposed projects. Lockdown last year made it impossible for any investment work into the community projects to be progressed and therefore these reserves have been carried forward to the current year.
- The Precept, which is the main income for the council, was slightly reduced from £6370, last year to £6340 this. This was undertaken following a small decrease in the tax base in order to retain the same level for a band D property of £31.38 as previous years. It was then agreed by Council that the reserves carried forward would be used to finance necessary repairs and new identified projects for the current year.
- Additional income included Lincolnshire County Council grant of £709.64 towards Amenity Grass Cutting and an annual VAT reclaim of £180.35. The level of interest on savings dramatically dropped last year and the Parish Council only earnt £1.99 on reserved funds.
- The budget for last year was set at just over £9870 and up to end of financial year the Parish Council spent £7295. This included £300 on community speed watch equipment, additional grant to the recreation ground - total being £500, increased costs of PPE for the volunteer group of £60.66 and replacement battery for the defibrillator of £55. Although the PC did not have the cost of hall hire last year it did have to pay approx. £150 for zoom facilities in order to hold online meetings. There were increased stationery costs incurred with the generation of the newsletter and some overtime hours for the clerk in association with the building of the new web site.
- The end of year accounts shows a balance of £8,782.26 to carry over. The accounts are available here for examination & all documentation is also available on the web site.
Precept of £4,292 / - previous Clerk didn’t keep figure so no calculation (Year ending 31st March 16)
Precept of £5,000 / 187 - Band D charge = £26.73
Precept of £6,000 / 192 – Band D charge = £31.25 (£4.52 increase)
Precept of £6,120/195 – (2018/19) Band D charge = £31.38 (£0.13 increase)
Precept of £6,245/199 - (2019/20) Band D charge = £31.38 (no increase)
Precept of £6370/203 – (2020/21) Band D charge = £31.38 (no increase)
Precept of £6340/202 – (current year) Band D charge = £31.38 (no increase)
Current Tax Base is 202
Hamilton Hall Report – Cllr Renshaw reported that the committee had used the time during lockdown for some essential repairs to the hall, updating of the electrics had taken place the addition of sound insulation boards had been installed. The hall was now looking to open up again for yoga and table tennis and as restrictions continued to lift would see the return of dance classes, WI meetings and cricket club use of the toilets at weekends. The outreach post office had continued to be operational through lockdown and had proved very popular. It was hoped as things improve that bookings for parties could resume in the future and should any residents wish to hire the hall then please get in contact with Marlene Renshaw.
Recreation Ground Report –. We have had a positive response to our appeal and are very grateful for the donations received. In the coming months the Committee will carry out some essential maintenance of the play area including replacing some rotten timber, staining of timber and top up the bark chippings around the swings and slide. Grounds maintenance continues and we are pleased that cricket matches have resumed. Other plans for the Recreation Ground are on hold until we have more financial stability and can again generate more income. We are still hoping to receive a few small grants before the end of 2021 and have set up a JustGiving page www.justgiving.com/campaign/HelpSaveTheRec and registered with Amazon Smile. In an attempt to broaden our income streams. If you know of other opportunities please do contact Clare Robinson at c.robinson208@btinternet.com
Some residents have asked whether it is possible to hold a public event this year including terrier racing. The COVID pandemic has led to a number of outdoor events being cancelled in Lincolnshire including the 1940s weekend in Woodhall Spa and Stamford’s Georgian Festival. COVID restrictions means it is not currently possible to organise terrier racing on the Recreation Ground. Even when restrictions are lifted there may still remain a number of challenges. These challenges might include: track and trace availability, provision of sanitisers, and actions to mitigate the risk to public health. There is also uncertainty whether it will be possible to obtain insurance for an event and the increased cost of insurance. In light of such challenges, the set up costs needed and the fact that a number of our volunteers will be busy with the harvest, the Committee decided not to try and organise a terrier race in the Autumn.
We hope that in 2022 the risks from COVID will be minimal and that we will feel confident to encourage large numbers of people, from outside our community, to participate in terrier racing without upsetting the community and residents some of whom are shielding or vulnerable.. In the meantime, we are exploring with the Parish Council whether an event for the residents of Salmonby and Tetford, such as a picnic, is a possibility. The Committee will continue to keep the community updated through the Parish Council, Facebook and 'The Times of Tetford and Salmonby’.
If you wish to support the Tetford and Salmonby Recreation Ground, you can do so by:
- JustGiving www.justgiving.com/campaign/HelpSaveTheRec
2. BACS transfer to Tetford and Salmonby Recreation Ground Charity, Lloyds Bank, sort code 30-94-39, account number 00123283. Please add your name as the reference.
3. Cash donations in sealed envelopes. Cheque payable to Tetford and Salmonby Recreation Ground and posted to Clare Robinson, Bridge House, West Road, Tetford, LN9 6QP.
If you are a UK taxpayer we can get an extra £0.25 from the Government for every £1 you give. Please contact Clare for a gift aid form.
4. Amazon Smile - smile.amazon.co.uk
Login into the Smile Amazon website simply search for our charity using the name or number (1183637) and select us, then start shopping as normal.
Trustees
Tetford and Salmonby Recreation Ground
Edward Richardson Trust Report – The Trust has continued to operate during lockdown by email and remote meetings. There had been a steady trickle of applications over the last year and the next face to face meetings of the Trust was aimed for September 2021 and February 2022. The financial support given by the Trust was for educational needs of residents normally secondary school age up to 26 years. An average financial award to an individual would be between £200 and £300, but candidates could apply for a grant more than once during their ‘education journey’. On occasion a grant could be higher if awarded to a ‘group’ such as the school.
Volunteer Activities – Cllr Cawthorne reported that a number of outdoor activities had been undertaken around the village by volunteers, but nothing could take place during 2020 due to lockdown. In May 2021, on a day when it snowed 20 volunteers from the village were out on a litter pick and collected 25 bags of rubbish. With the greater numbers of volunteers, it was possible to cover main roads out from the village towards Fuletby, High Toynton and the Bluestone Health Road. The aim of is to have a litter free environment and Cllr Cawthorne thanked all those volunteers who helped for their support. It was great to see so many residents caring about their village environment. The footpaths around the village had been checked by Cllr Cawthorne and where required items such as a style requiring repair had been reported.
One main project for 2021 is the replacement of the village planters with some self-watering recylcled plastic ones. The look and design of these were being decided on with the volunteers who kindly plant up the planter and keep them looking good. In previous years the garden club had planted up a number of bulbs in the verges and restocking these was also being considered by the Council for later in the year in order to enhance the floral look of the village.
WI Update – Susan Le Page, President spoke on behalf of the WI Tetford & District WI Report 2021
On 22nd May the Tetford and District W.I. celebrated 30years since its (2nd) inauguration in 1991. Unfortunately, the planned party did not take place due to inclement weather. So we celebrated at our first ‘live’ meeting on 23rd June when we had a fascinating illustrated talk about ‘Gunby Hall and the Massingberds’.
During 15 months of lockdown, we have kept Zoom committee meetings going (with difficulty), but group events online did not take off although a couple of local walks have been well attended. We are continuing with fundraising for ‘Andy’s Children’s Hospice’ and hope that the launch of our community cookbook on October 2nd will help to boost our efforts. It is not too late to contribute as there is still space for a few more entries, deadline Friday 27th August.
We meet on the 4th Wednesday of the month (except for December) in the Hamilton Hall commencing at 7.30pm and run a couple of outings during the year. New members and visitors of all ages are always welcome.
Tetford Travel Group – Paul Tolliday Chairman & Dick Fowler Treasurer sent a report on behalf of the TTG. For several years TTG has run about 12 minibus trips per year to give local people the chance to get 'out and about'. This is a community effort to combat 'rural isolation' for any adult in Tetford and surrounding villages, extended to include friends and relatives in Louth and Horncastle. Anyone local who wants a friendly trip out without driving themselves is most welcome.
We have tried to select diverse and interesting venues and events, for example the Trolleybus Museum, Cleethorpes Armed Forces Day, Springfields and Southwell Minster and these have been well received. Because we did home pickups and passengers wanted short days, we had mainly to stay within greater Lincolnshire. All this represents a great commitment in time and effort by Dawn Blake, Pat Sparks and volunteer drivers Paul Tolliday and Duane van Kempen.
TTG was about to restart in April 2020 but has been unable to operate during the pandemic. We are now canvassing residents to see who wishes to travel when Covid rules permit with the extra complications that some people are more cautious than others, especially if mixing with non-vaccinated people; and Paul Tolliday, our main driver, is still recovering from a serious accident. We are thinking of something like a Sunday trip to Springfields which combines space, easy parking, gardens with shopping and dining but any ideas are welcome.
TTG had a hand-to-mouth existence, charging only enough to cover costs. We now have a decent bank balance of about £1500 thanks a generous donation from Tetford and District Flower and Veg. Show; a grant from the Lincs Wolds Countryside Service and ELDC councillor David Andrews kind agreement that we can carry forward the £100 grant he arranged.
However, TTG has struggled to get break-even numbers of people on about half of the trips and must now either reset its relationship with residents/passengers or close or suspend operations until there are enough willing members to make operation worthwhile. It would be sad to see TTG go the way of other village initiatives.
Trips are researched far ahead and organised four weeks or more in advance to book the bus, drivers, venues, favourable parking etc. While we expect a few passengers to withdraw due to illness, we need to start with a larger number of potential passengers to make each trip economically viable.
TTG could not hold an AGM because of Covid rules so the committee have continued in their roles. However, we must do so to operate legitimately. For that and to help to organise the trips we need a bit more active participation by members.
TTG was set up with the thought that we might one day lose the bus service so we would have established arrangements and contacts in place to organise our own combined shopping and leisure trips for those who do not do online shopping or simply wish to visit places outside our villages.
Paul Tolliday [Chairman] email paultolliday1@gmail.com tel/text 07946 575720
Dick Fowler [Treasurer] email dfowler1953@hotmail.com tel/text 07552 695010
Defibrillator - Cllr Larder advised the defibrillator has been maintained in good working order and checked regularly. It had been noted that the cabinet of the unit was rusting, and the Parish Council were looking into a replacement.
Police Report – PSCO Nigel Wass confirmed he had maintained contact with the Parish Council throughout the lockdown and where permissible had continued a presence around the village. The trouble previous had with a ‘boy racer’ causing problems on the road had been resolved and the individual’s licence been removed. The local policing team would also be available to support the launch of the Community Speed Watch program when it was possible for groups to be out undertaking watches. Cllr Lonie expressed the Parish Council’s thanks to PSCO Wass for his continued support and good relationship with the community.
County Councillor Report – Cllr Marfleet had submitted the following report. From a county position, all is well, great to be re-elected and thank you. We are putting more resources into highways to address some more of the back road issues. We are looking to stop the booking system for the recycling centres but there will be a booking system for taking a trailer in to prevent abuse from commercial businesses. Most area are beginning to get back to normal but there will be a change in the way people work with the ability to incorporate working from home for a percentage of the working week going forward. Supporting Lincolnshire's litter heroes - A new 'litter picking kit' hire - scheme is set to be launched across Lincolnshire to help support communities to keep their areas clean. From the middle of July, over 500 free kits will be available for hire via libraries and a number of community hubs across the county. Kits contain high-vis jackets, litter grabbers, bags, advice and risk assessments. Libraries and community hubs include Boston, Bourne, Cherry Willingham, Gainsborough, Grantham, Horncastle, Lincoln, Long Sutton, Louth, Mablethorpe, Market Rasen, Sleaford, Spalding, Skegness, Stamford and Woodhall Spa. To reserve a kit, simply phone 01522 552222.
Any issues please let me know and have a good summer.
District Councillor Report – Cllr Andrews. It has been a difficult year for us all and due to illness, I have not been able to attend as many Tetford Parish Councils meetings as I would have liked. This year has seen the forming of the Strategic Alliance with Boston Council, this has brought benefits to us all by saving on staff costs, by sharing manpower. The Horncastle hub on Mareham Road is now progressing, which will benefit both the town and businesses, and help support the local community. East Lindsey District Council gave out grants to support them at this difficult time. On Wednesday evening at our full council meeting, we will be looking at how to add more strength to the Strategic Partnership Alliance in the future.
Questions & Comments:
The following question was raised by an attending resident:
Could WFI be considered for the village hall? It was agreed this would be something Hamilton Hall committee would be considering going forward.
The Chairman thanked his fellow councillors and residents for their support and closed the meeting.
The meeting closed at 9.15 pm
Signed ……………………………………………………………………………. Chairman
Signed …………………………………………………………………………….. Clerk