March 2022
Minutes of the Meeting of Gosberton Parish Council
held on Monday 7th March 2022
Present: Councillors: J Clark (Chair), J Bennett, D Benjamin,
N Oakman, T Smith, S Thorley, S Wray, P Waudby
Also in Attendance: FNewton (Secretary to the trustees of Gosberton Relief-in-Need charity) taking the Minutes.
Open Forum: No one in attendance.
1. Apologies for absence and reasons given: Cllr K Sanders-Baker, District Councillor S Walsh (reason accepted).
2. Declaration of Interest and dispensation request for relevant items: None received.
3. To approve and sign the minutes of the Extra Ordinary Meeting held on 24th Febru-ary 2022: The minutes were approved and signed as correct.
4. Clerk Resignation: The letter of resignation from the Clerk, the acknowledgement from the Chair and response from the Clerk were all read out to the councillors. LALC have been contacted for advice regarding the resignation, the amount of holi-day pay owed, and notice period the Clerk has given. The Voluntary Assistant Clerk was discussed at this point also, as LALC were under the impression that he was con-tracted, and not an unpaid assistant to the Clerk. There were recommendations made by LALC which were discussed. It was concluded that the Council should wait for further advice from LALC before approving the clerk’s final payment, her resigna-tion is accepted and the position advertised.
• Updating the auditing system. The internal auditor currently only looks at the finances, not the minutes and procedures. LALC offer an internal Auditing service which is subscribed to by the Council but not currently used, and it was thought this would be a better way forward. It was suggested that before the new Clerk is appointed, a computer accounting program could be looked into and the possibility of a separate Financial Officer. This is to be discussed further at the next meeting.
• Guidance from LALC has been obtained on the system that should be used for contractor quotations. Three quotes should be sourced after giving the contractor specifications, the contractor should then be asked to send the quote in a sealed envelope and all are opened at the meeting.
• Parish IT equipment should not be taken outside of the UK due to potential security issues.
• The Council employee grievance procedure is to be updated.
• To reduce the amount of petty cash used, a fuel card will be sourced to pay for petrol for the lawn mower.
The Council mobile phone has had all of the emails removed from it. A new email address may need to be created? The laptop is being looked at by one of the Councillors.
5. Chairman’s remarks and clerk’s report: Since the council documents have been returned by the Clerk, some mistakes/inconsistencies have been found. Also due to no official handover there is concern about actions not being completed. The following points were discussed.
• Chair to contact landowners regarding Black Sluice IDB watercourse cleansing 2022.
• ROC School Bus – NHS Suicide Prevention Funding. Information forwarded on to the Public Hall committee (as a possible venue) via Councillor Wray.
• A Queen’s Platinum Jubilee bench has been ordered.
• Email received from resident who attended public forum thanking council for listening to his objections to planning application H08-1183-21.
• Plot B16 allotment rent has not been paid. Land Agent is to be contacted for advice with view to a possible Notice to Quit being given served to the tenant.
6. Gosberton & Gosberton Risegate Playground Improvements: The Contract for Gosberton playing field improvements has been given to Online Playgrounds. The work will be completed by the Jubilee weekend. The Rocking horse is still in situ as the ground is too wet to remove it.
A new committee of interested people has been set up in the Risegate. They are hoping to raise funds for new playground equipment and generally tidy up the area. Grants totalling £5,000 have already been received from our three District Councillors, out of their community budgets, towards the first item of a cantilever basket swing. Three quotes have been obtained and were opened by the chairman and circulated. Wicksteed Leisure’s quote was dismissed as too expensive. The two other quotes were discussed in great detail. It was decided to give the contract to Yates Playgrounds as their swing was constructed completely out of metal and it was felt would be more durable. It was also the cheapest quote. This was proposed by Councillor Bennett and seconded by Councillor Benjamin. All were in agreement. The Marjorum Trust are to be asked to contribute towards new goal nets.
7. Jubilee Celebrations: The Marquee is booked and will be available to use from Thursday 2nd June to Sunday 5th June inclusive.
• Thursday 2nd - offered to both Primary Schools and GCAT.
• Friday 3rd - Parish Council Dance in the evening.
• Saturday 4th - offered to Gosberton Risegate Playing Field Committee.
• Sunday 5th – offered to the local churches and chapels for a service, luncheon and afternoon entertainment. A further meeting has been arranged on 6th April to discuss their plans.
The band ‘Halo’ has been booked for the Friday night dance, at a cost of £350. The Hog Roast has also been provisionally booked.
The contract for Toilet Hire has been given to Bates Environmental as they were the cheapest of the three quotes but are also the most local.
Councillor Wray offered to look into First Aid cover and Security of the marquee for the weekend.
The process of gaining a Lottery Grant towards the costs of the weekend had been started by the Clerk and it was decided to look into this further.
Insurance cover is to be confirmed.
LALC advice is to be sought regarding the legalities of the Parish Council being allowed to sell tickets.
8. Gosberton Flower & Craft Festival: A request has been received to make a donation. Further discussion required.
9. Highway and Verge Grass Cutting: It was agreed to accept the quotation received from SHDC. Councillor Oakman to contact SHDC to confirm.
10. Windmill Lane Allotments: We have not been able to clarify if planning permission is required from SHDC to change the 1 acre allotment into smaller garden allotments. Councillor Thorley is to look into this further.
Councillor Oakman to look into the council becoming a member of the Allotment Association, and will look after this project until a new Clerk is appointed.
11. Gubboles Drove: The wastelands tenancy was terminated last year but could not be re-let at the time because of the poor state of the land. This is to be inspected again with the view to a possible new tenancy.
12. Community Speed watch Update: Three people are trained for the Clough site, which has been approved by LRSP. Three people in the Risegate have completed their training and are awaiting approval of the Risegate site.
Kate Sanders-Baker has shown an interest and asked to be involved with this. This was welcomed by the councillors. It was noted that she has not attended any meetings since being co-opted on to the council six months ago and has not yet signed her declaration of office. Under the Local Government Act 1972 this results in automatic disqualification. SHDC Democratic Services are to be informed and advice sought. LALC guidance has also been sought.
13. Matters for urgent discussion: LALC suggested that a small Staffing sub-committee be set up to deal with future staffing issues.
An email has been received from a resident on Siltside regarding dog walkers parking on the grass verge. Resident advised to contact the Black Sluice IDB
14. Planning Matters
H08-0152-22 - April Rise, Boston Road, Gosberton - boundary wall - no issues.
H08-0193-22 - 38 Siltside, Gosberton Risegate - replacement dwelling - no issues.
Determinations from SHDC
H08-0744-21 - 25a High Street Gosberton -APPROVED
H08-1224-21 - 1 Quadring Road, Gosberton - APPROVED
H08-1318-21 - 61a High Street, Gosberton - APPROVED
H08-1286-21 - Gosberton Medical Centre - APPROVED
H08-1314-21 - 6 Godfrey Avenue, Gosberton - APPROVED
15. Finance Report and Payments:
DATE PAYEE NET V.A.T.
(£) TOTAL
PAID (£) PAYMENT METHOD
28.01.22 Payroll 15.00 - 15.00 SO
31.01.22 Payroll inc tax rebate 1523.74 - 1523.74 BACS
04.02.22 Paul Godfrey – hedge cutting 140.00 - 140.00 BACS
04.02.22 Belfast Metal Design 1005.00 - 1005.00 BACS
07.02.22 Payroll 900.00 - 900.00 BACS
07.02.22 Wicksteed 120.00 24.00 144.00 BACS
10.02.22 LALC Membership 543.07 - 543.07 BACS
Payments approved.
16. Councillor Reports from other Committees where there is Council Representation:
GCAT - holding a meeting to discuss Jubilee - date to be confirmed.
Unknow Donors – Councillor Thorley has tried to contact the clerk to the charity, by telephone, text and email, regarding the necessity to hold a meeting as a matter of urgency, but as so far been unsuccessful in receiving a reply. It was agreed that a letter should be sent to the chairs of both Donington and Quadring Parish Councils and hopefully they will assist in arranging a meeting.
A third representative from Gosberton Parish Council is required to be an administrative trustee. Councillor Thorley proposed Councillor Waudby. This was seconded by Councillor Bennett.
17. Access over land at Gubboles Drove:
Our position remains the same. There is nothing further to discuss at this present time.
18. Agenda Items for next meeting:
• A bench for Gosberton Risegate War Memorial.
• The Queen’s Platinum Jubilee weekend.
• Garden Allotment Update.
• Recruiting a new Clerk.
• Finances and Auditing.
19. Date and venue of next meeting:
Extra Ordinary meeting to be held on Monday 28th March at 7.30pm at the Public Hall.
Next meeting to be held on Monday 25th April at 7.30pm at the Marjorum Hall, Gosberton Risegate.
Meeting closed at 10pm.
Chairman ……………………………………………….