Annual Parish Meeting Minutes - May 2024
MINUTES OF THE GRIMOLDBY AND MANBY ANNUAL PARISH MEETING
HELD IN THE VILLAGE HALL, GRIMOLDBY
ON WEDNESDAY 15th MAY 2024
Present Councillor T. Knowles (in the chair)
Parish Councillors Mrs. E. Billings (EB), T. Vamplew (TV), N. Hind (NH), Mrs. L. Knowles (LK), C. Fairburn (CF) and The Parish Clerk, Mrs. L.M. Phillips were present.
- Welcome by the Chairman
The Chairman welcomed those present to the meeting.
- Minutes of the Grimoldby Annual Parish Meeting 2023
It was RESOLVED that the notes of the Grimoldby Annual Parish Meeting which took place on 17th May 2023 should be signed by the Chairman as a correct record of that meeting.
- Annual Report by the Chairman of the Parish Council
The Chairman of the Parish Council, Cllr. TK informed those present that hard copies of his report were available to view. He ensured that everyone had one which read as follows:
Introduction by the Chairman
It is an honour for me, as Chairman to once again give the Council’s Annual Report.
Council and Committees
Grimoldby and Manby Parish Council has now completed year 1 of a 4-year term. Since the elections last year it has co-opted 3 Councillors and has seen one of those leave. The Council is currently comprised of: Councillors Bernard Adams, Emma Billings, Michael Bruce, Ant Bunting, Chris Fairburn, Noel Hind, Terry Knowles, Linda Knowles, Mike Starsmore and Terry Vamplew. When full, the Council comprises 14 Councillors. Currently there are 4 vacancies.
The Council takes overall responsibility for all decisions but can choose to delegate authority to a Committee or to a Council Officer, it can never delegate authority to a Councillor.
To be more effective, the Council has a Finance Committee which meets to go through the draft budget and make recommendations to full Council and a Planning Working Group which makes comments on planning applications when ELDC deadlines do not sync with Council meetings. These comments are then ratified by Council at the next opportunity. The purpose of these is to spread the workload and review issues in more detail. Additionally, the Council also appoints Young People’s Advocates, a Village Hall Representative and a Green Champion.
The Council met on 10 occasions in 2023/24 having to cancel its meeting in December due to the unavailability of Councillors and officers to ensure a quorum. The Council does not hold a meeting in August. Additionally, the Finance Committee met on 1 occasion in 2023/24.
In 2023/24 the Council was consulted on controversial proposals by National Grid to install pylons from Grimsby to Walpole, one possible route coming very close to the villages. The Council responded to the consultation by arranging for a leaflet to be hand delivered through every door in the villages, alerting residents to the proposals and imploring them to make individual objections via the correct route. The Council also submitted a robust objection and supported many of Grimoldby and Manby’s surrounding neighbours in their quest to overturn the proposals.
Planning
The Parish Council is a planning consultee and has no power to approve or refuse applications, it simply gives an opinion. The Planning Authority that determines Planning Applications is East Lindsey District Council.
Grimoldby and Manby Planning Working Group receives all applications by email and members email their comments back to the Clerk and the working group Chairman who collate them. If ELDC’s deadline for comments is before the next meeting of the Council and cannot be extended the comments are submitted to ELDC and those comments are ratified by the Council at the next opportunity. If the next Council meeting is before the deadline for comments the comments are considered by the Council, resolved upon and submitted.
This year the Council considered 15 planning applications as opposed to 26 in 2022/23 and in each case the Council decided to support, object or comment. Objections were supported by the relevant planning reasons. In some cases, the Committee’s opinion was conditional. Full details of both our decisions and ELDC’s corresponding decisions are contained on ELDC’s website or can be found in the minutes of this Council.
The Council also receive notification of road closures/traffic restrictions, proposed works to trees and appeal decisions etc. In 2023/24 the Council received 5 notifications of road closures/traffic restrictions, commented on 1 proposed public path diversion, 4 proposed works to trees and 2 appeals.
One of the planning applications it was consulted on was for the possible installation of a Biodigester in the village. When the formal application was received the Council called a public meeting to gather the views of its constituents. This was well attended and the notes taken at this meeting can be read on the homepage of the Council’s website. Following the public meeting the Council’s Planning Working Group met to compile a response and ultimately the Council objected vehemently putting forward the many concerns it had heard along with conditions. When the application was heard by the County Council Committee, the Chairman of the Council attended the meeting to speak on behalf of the residents. Unfortunately, the application was approved by Lincolnshire County Council but it is pending agreement of conditions.
Finance Committee
The Finance Committee comprises 4 Councillors including the Chairman and Vice Chairman. This Committee has responsibility for examining and monitoring the Council’s expenditure and for considering the setting of the precept each year. In 2023/24 the Committee met to consider budget proposals for recommendation to Council and it resolved to propose that a precept of £20,282.94 be levied in 2024/25 which equated to a 10% decrease on 2023/24 and an annual cost to a band d ratepayer of £31.25. (However, the Committee noted that these calculations were based on 2023/24 tax base figures and should decrease further when up to date tax base figures were released by ELDC).
Councillor’s Allowances
Under the provisions of the Local Authorities (Members Allowances) (England) Regulations 2003, Council can resolve to pay its members an allowance. How much is decided by specialist independent review panel. However, Grimoldby and Manby Parish Councillors choose not to receive an allowance and, therefore, allowance rates for 2023/24 remained at £0.
Members
Members in 2023/24 were: Councillors Bernard Adams, Mrs. Emma Billings, Michael Bruce, Ant Bunting, Chris Fairburn, Noel Hind, Mrs. Linda Knowles, Terry Knowles, Mike Starsmore, Mrs. Nicola Turney (resigned) and Terry Vamplew.
Grants
In 2023/24 the Council set aside £600 to award in grants, £200 at a time, to successful applicants. Only one application was received and it awarded Grimoldby Cricket Club £200.
General Report
The Council is in a sound financial position and has set aside money for future projects and to offset future risks, in specified earmarked reserves. It undertook an in depth review of its earmarked reserves this year and resolved to make some changes. The Council maintains a General Reserve which it can use in case of emergency or for unbudgeted items of expenditure. In 2023/24 the Council resolved to make a precept request for 2024/25 of £20,282.94 which using new tax base figures, supplied by ELDC, equates to an 11% decrease on 2023/24 and an annual cost to a band d ratepayer of £30.87.
Internal Audit reviewed the Council’s Internal Controls for 2022/23 and no concerns were raised. The Council’s Internal Audit for 2023/24 will shortly take place. In June 2023 the Council approved its Annual Governance and Accountability Return for 2022/23 and this was submitted to the external auditor for review. In September the External Auditors comments were received and the Council noted these at its October meeting resolving to undertake a review of its earmarked reserves at budget setting time and amend/approve, as appropriate.
As required, in year, the Council has reviewed its Governance Documents: Financial Regulations, Standing Orders, Risk Management Schedule and its Asset Register.
The Council will receive draft accounts for 2023/24 this evening for review (15/5/24). Following signing of the Annual Governance and Accountability Return the Financial records of the Council will be open to public inspection for a period of 30 working days. The accounts will be subject to external audit in July 2024 and the Council will formally publish the audited accounts no later than 30th September 2024. The Annual Return will show the actual position and this and other financial information will be posted on the website once approved by Council.
Street Furniture
The Council experienced some problems with Village Maintenance in 2023/24 as the contractors work, whom it had awarded the work to, fell below standards. No payments were made to that contractor for maintenance work and in the latter part of the year, another contractor was engaged to attempt to bring some areas into line., while the Council reviewed its Village Maintenance Schedule of Works and agreed to advertise the position for contractors/self employed persons where the amount that the whole year’s work was worth would be averaged out and an equal payment per month would be made.
Tennis Courts and Play Park
The Council formally took ownership of these facilities in 2022/23 rather than just leasing them. They not only allow for the playing of tennis but also football. The Council’s Recreation Representative inspects the two areas on a regular basis and makes notes. They also empty the bins and keep the area generally tidy. Again because of the difficulties experienced with the original maintenance contractor the Council struggled to keep these areas to its required standards and it did note some anti social behaviour took place on the tennis courts. However, following reorganisation of maintenance contractor the areas are now much better and the Council is to obtain quotes to have the hedge between the tennis courts and Carlton Road cut to a height of 5ft so that the area is more visible to the public and less likely to attract unwanted behaviour.
In 2023/24 the Council replaced the ramp on the playpark equipment and had all of the equipment revitalised with a fresh coat of special paint, following recommendations made in the Annual Inspection report, carried out by Wicksteed. It also erected disclaimer signage at both sites.
Amenity Grass Verges and Parish Paths
For the past few years the Council has undertaken the cutting of amenity grass verges. The Council has about 6,302m2 to look after.
The Council also instructs a local firm to clear and maintain the pathways in Grimoldby and Manby for public use, as required. This involves litter picking, strimming and mowing of paths. As above, there were some issues with this but the areas were brought into line.
Safety
The Council recognises that a safe environment makes for a happy environment and therefore, it maintains a good relationship with the local police. It also owns and maintains a defibrillator which the Village Hall kindly allow us to site on the outside wall of their premises (electricity paid for by the Council) and it owns a reactive speed sign which has been kindly taken down, charged and put up again, moving around the two villages, by a volunteer to deter speeding. However, this task has now been added to the Village Maintenance Schedule and will be undertaken by contractors in 2024/25. In 2022/23 the Council received complaints about mud on the footpath opposite the Post Office and adjacent to the layby. It contacted LCC who will look at the areas this week along with other areas of concern. It also contacted the East Lindsey Pride Team who are a group run by ELDC to tidy up grot spots. They were happy to visit Manby and in April they cleared the mud from the path. Hopefully, LCC will agree to review the situation formally with a view to finding a solution going forward.
Bins
In 2023/24 the Council undertook a review of the bins in the villages and it was agreed that some prevalent areas had no allocation. Therefore, the Council looked into whether it could rectify that situation and following consultation with both ELDC and LCC permission have been granted and the Council is to install 3 new bins in the following areas: 1) Corner of Manby Middlegate and Tinkle Street, 2) Corner of Manby Middlegate and Gibson Way/Manby Fields, 3) Next to the cut through from Manby Middlegate to Gauntlet Road/Bulldog Crescent. Just after the above was agreed, the Council was approached by a member of the public who was concerned about the amount of dog poo on Carlton Road between the tennis courts and the roads junction with Manby Middlegate. Although, Carlton Road already has 6 bins the Council will look into the problem and consider what it can do. It has already contact ELDC who employ a dog warden and asked if there are any measures they could take to help alleviate the problem.
Tedder Park
Following the relocation of ELDC on 23rd January 2023 and the sale of their buildings and car park to a private buyer the Council has kept a close eye on the situation. The Chairman has been in regular contact with the new owner and owners of other buildings on the site. It is anticipated that the site will be put to a use which will not adversely affect the community.
Allotments, Pavilion and Football Field
The Council took ownership of the Manby Fields allotments in 2019/20, a sports field and a pavilion for use by the community. The football field and Pavilion are predominantly used by Manby FC who have agreed terms for a licence to use the site and who currently pay £250 rent per year. This year, they will also cut the football field to ensure that it is kept to the standard required and they will invoice the Council, as required. A local Thai Chi group rents a room regularly within the Pavilion for use and the Parish Council now also meet here each month. All of the allotments are currently rented out and following a review in April tenants have been asked to seek permission for anything on their plots which is not specifically allowed within the tenancy agreements. If you are interested in renting an allotment please contact the Clerk who can place you on a waiting list.
Conclusion
The Council continues its work to ensure improvements are made throughout Grimoldby and Manby for the benefit of its residents.
Going forward it intends to consider ways in which it can help to combat anti-social behaviour, solve litter problems, assist in solving the untidy verge problem and it will represent the views of residents as required and on controversial issues, ensuring that residents are given a chance to voice their opinions in a public arena. It will continue to work closely with the District Council and with the County Council on any issues which might affect the villages striving for outcomes that residents want.
Please do not hesitate to contact your Councillors as follows:
List of Councillors and Contact Details as at 15th May 2024:
Mr. Bernard Adams - 07988353112 - manbycllr3@outlook.com
Mrs.Emma Billings - 01507 327445 - manbycllr1@outlook.com
Mr. Michael Bruce - 07772591282 - grimoldbycllr7@outlook.com
Mr. Ant Bunting - 07515354119 - grimoldbycllr6@outlook.com
Mr. Chris Fairburn - 07816953167 - grimoldbycllr2@outlook.com
Mr. Noel Hind - 07723018170 - grimoldbycllr3@outlook.com
Mr. Terence Knowles - 01507 601739 - grimoldbycllr1@outlook.com
Mr. Mike Starsmore - 01507 327428 - grimoldbycllr4@outlook.com
Mr. Terence Vamplew - 01507 327235 - grimoldbycllr5@outlook.com
Mrs. Linda Knowles - 01507 601739 - manbycllr2@outlook.com
- Public Forum
No members of the public spoke in the public forum.
The meeting closed at 7.29pm
Signed______________________ (Chairman) Dated_________________________