Minutes 2024/25

MINUTES OF THE MEETING OF GRIMOLDBY AND MANBY PARISH COUNCIL 

HELD AT GRIMOLDBY VILLAGE HALL  

ON WEDNESDAY 16TH OCTOBER 2024 

Present Councillor A. Bunting (AB) (in the chair) 

Councillors: M. Bruce (MB), R. Hampton (RH), N. Hind (NH), M. Starsmore (MS), T. Vamplew (TV) 

Councillors not present: Mrs. E. Billings (EB), C. Fairburn (CF), Mrs. L. Knowles (LK), T. Knowles,  

The Clerk, Mrs. L.M. Phillips was also present.   

67. Election of Chairman 
    In the absence of both the Chairman and the Vice Chairman it was proposed, seconded and RESOLVED that Cllr. AB should act as Chairman for the evening. 
     

68. Apologies for Absence 
    Apologies for absence were received from Cllrs. Mrs. EB, CF, LK, TK and NH who would be late. 
     

69. Chairman’s Remarks 
    Cllr. Bunting read out the remarks supplied by the Chairman of the Council: 
     
    Nothing significant had happened since he last reported.  In regard to Beech Grove: The owner of it and of Teddar Hall were still working together to put forward a large application for the whole site such as a care home and up market housing but still needed to get over the heritage hurdle which was that the heritage people wanted certain parts of Beech Grove to be retained.  The removal of the heritage hurdle was felt to be key and a gentleman was now onboard who was trying to convince the heritage people that they were wrong. In regard to plans for a Bio Digester on Manby Airfield: After speaking with the man in Ireland recently who was leading the project it would appear that they were still treading water, still trying to sort out all the red tape and get all the agreements in place.  Cllr. TK was of the opinion that they might never have intended to carry the project through to fruition and that they might try to sell the land on when all was sorted.  If they were going to carry it forward, they would have been more active in the area in the last year.  And finally, with regard to lorries passing through village:  Cllr. TK was worried that Wingas might be the reason for the increase in the number of lorries passing through the village and he was especially worried that if they decided they wanted to pursue having a gas field again that would have quite an impact on Grimoldby.  However, having spoken to Wingas they had assured him that there was no way that they were contemplating going back to the gasfield scenario. 
     

70. Declarations of Interest / Dispensations 
    No declarations of interest nor requests for dispensations were made. 
     

71. Council Minutes 
    It was RESOLVED to approve as a correct record the Minutes of the Council Meeting held on 18th September 2024. 
     

72. Clerk’s Remarks 
    The Clerk tabled her report, as follows:  Following last month’s meeting: 1) she had emailed Cllr. McNally and he was going to liaise with LCC re. cleaning or replacing the village sign.  2) she had emailed Anglian Water regarding the water supply at the Pavilion, they were looking into the issue.  3) she had emailed the Valuation Office Agency regarding the rateable value of the Pavilion and Football Field, she was still waiting to hear back from them.  4) LCC had contacted her to confirm that they would be undertaking some maintenance work on the bus shelter on Tinkle Street, near the school to remove the ivy that was covering it.  5) The Agreement relating to the Pavilion between the Council and Manby FC has been amended as agreed and signed by both parties for the 24/25 season.  6) Three quotes had been sought for repair/replacement of the Jet Provost village sign.  One company has already declined to quote.  The other two replied to confirm that they would come back to her, but so far, they had not.  7) The three new bins had now been installed around Grimoldby and Manby.  8) With regard to speeding lorries travelling through the village, she had emailed Serjeant Palmer at Louth Police, no reply as yet.  She had emailed ELDC re. S106 monies.  No reply as yet.  She had emailed the Lincolnshire Road Safety Partnership – they sent the results of their last survey which she had forwarded to all Councillors.  She had emailed LCC (Cllr. McNally) to ask him to request a review of speed limits, crossings, movement of the pavement further away from the road.  No reply as yet.  8) A new Council laptop, back up facilities, security and software licences had been obtained.  9) She had emailed the holder of plots 7 and 8 as previously discussed, no reply as yet.  10) She would be bringing a draft reserves policy and draft investment policy to Council for consideration at the next meeting.  11) LALC had informed her of new legislation about Employer’s New Duty to Prevent Sexual Harassment, as follows:  From October 2024 new legislation (s40A Equality Act 2010) places greater responsibilities and legal requirements on all Employers, to take proactive steps to prevent Sexual Harassment at work.  Managers would need to take steps to demonstrate that they were preventing the problem.  This doesn’t simply mean having an up-to-date Policy and Procedure, but actively taking steps to reduce the risk of harassment.  However, the starting point needs to be for Managers to ensure that the Organisation’s procedures are fit for purpose.  Current guidance on the ACAS Website (https://www.acas.org.uk/sexual-harassment/steps-for-employers-to-prevent-sexual-harassment) sets out the following requirements for the Organisation’s Anti-Harassment policies and procedure to follow: A) The policy should provide a range of options for reporting sexual harassment, depending on who the person who has been subject to harassment feels comfortable with. B) The policy should provide a range of informal options for dealing with sexual harassment. C) The policy should contain a formal complaints procedure for the Employee to use if they wish.  D) The formal procedure should allow Union representation. E) The procedure should be clear about when disciplinary action might be needed.  F) Only one investigation needs to be conducted into both the Employee’s complaint and any subsequent Disciplinary action. G) The policy should contain details of help and support available to the person who made the complaint.  H) Someone who's been sexually harassed will be given paid time off to get help with any resulting physical or mental health problems.   
     
    In addition, specific guidance notes have been developed by the Equality and Human Rights Commission for all Employers. In terms of how they apply, the following need to be taken into consideration: A) Employers will need to review existing procedures, including defining what constitutes harassment, steps to take should the problem arise, protection the Organisation will provide to those reporting it, and sanctions against offenders. As a result, a Policy and Procedure that is specific to the needs of the Organisation should be drafted.  B) Staff should be consulted on the draft policy and procedure, to get their suggested adjustments, as well as commitment to the document. If the Organisation has a collective bargaining arrangement with one or more Union, they too should be consulted as part of the process of updating procedures.  C) The procedure should be issued to Directors and staff and displayed in public areas.  D) All staff should either attend a briefing session regarding how the new/updated policy and procedure works, or be required to read the document and sign it to confirm that they understand and will comply with it.  E) This will need to be repeated on an annual basis to ensure that the training doesn’t become outdated. Provision of annual training would enable an Organisation to demonstrate that it has taken reasonable steps to prevent the problem. This can provide the Organisation with a valuable defence if it has to defend a claim of Sexual Harassment at the Employment Tribunal.  F) The Policy and Procedure should include a simple and user-friendly reporting process if problems occur, as well as set out what action will be taken against offenders. For example, Employees who are found to have committed acts of Sexual Harassment would be accused of Gross Misconduct.  
     
    It was important to ensure that procedures, and the way that they were implemented, was appropriate to the size of the organisation and its resources. There was no point in developing elaborate procedures that were simply unworkable. There were no particular criteria or minimum standards for Organisations when implementing their anti-harassment procedures. They must be practical and, most importantly, workable for the size of the organisation.  
     
    From October 2024, Employers could face a surcharge of 25% on top of any compensation awarded to an Employee who successfully makes a claim of Sexual Harassment at an Employment Tribunal, if Managers could not demonstrate how they have complied with the new rules.  
     
    However, Employers that have taken all ‘reasonable steps’ to implement workable procedures would have a defence against claims at the Tribunal for Sexual Harassment, under s109 of the Equality Act 2010.  
     
    Steps the Council were strongly recommended to take:  

1. Managers to review and customize the Anti-Harassment Policy and Procedure to the needs of the organization.  

2. Consult with staff, and where necessary unions, on the contents of the procedure.  

3. Conduct training / information events for all engaged with the organization in whatever context.  

4. If, for genuine reasons, some people could not attend such an event, ask them to read and sign a copy to confirm that they understand and would comply.  

5. Get a training record signed to say that they had had this information and understand how it works.  

6. Review the policy and procedure on an annual basis to ensure that it is relevant.  

7. Repeat this training / information session on an annual basis to ensure that it is up to date.  

8. Ensure that you have information to third parties, such as the public, suppliers, contractors, etc. are aware of this policy and procedure.  

 
For information, the Clerk confirmed that she was drafting a policy, based on a template LALC had supplied.  The policy would be brought before the Council imminently for ratification, after which the policy would be issued to councillors individually etc.  She had already attended a briefing session held by LALC and was looking into other available training options on the subject.  She was hopeful that there would be a webinar that all Councillors could view which would cover the need for the Council to have annual training on the issue. 
 

73. Finance 
    It was proposed, seconded and RESOLVED that the Council should receive, note and duly authorise: 

1. The Financial Report for October, showing a closing balance on 6th September 2024 of £80,001.88 which agreed to the closing balance on the bank statement issued on 13th September 2024.  

2. Cheques for payment, listed on the Cheque Schedule 101624 totalling £3,755.08.  

3. That a meeting of the Finance Committee be convened on Wednesday 6/11/24 from 6pm at the Pavilion. 
    

74. Planning 

1. Applications received by the Local Planning Authority 
   No planning applications had been received for consideration. 

2. Planning Decisions 
   The Council noted that the following planning decisions had been received from ELDC.: 

1. N/113/01458/23 – Halifax House, Manby Park – ELDC has granted full planning permission. 

2. N/067/01208/24 – Land off Middlesykes Lane – ELDC has granted full planning permission. 

3. Temporary Traffic Restrictions 
   There were no temporary traffic restrictions to note.   
    

75. Annual Governance and Accountability Return (AGAR) 
    It was proposed, seconded and RESOLVED that the Council should: 

1. Note that the Council's External Auditor had completed its limited assurance review of Grimoldby and Manby Parish Council for the year ended 31st March 2024. (All documents circulated by email 20/09/24 and posted on Noticeboards 27/09/24). 

2. Note that the Notice of Conclusion of Audit was posted on the website and noticeboards on 27/09/24 to meet legislative deadlines. 

3. Receive Section 3 - External Auditor Report and Certificate 2023/24 and note that the Council had received an unqualified audit, the external auditor having found no issues on which to make comment. 
    

76. Internal Auditor 
    It was proposed, seconded and RESOLVED to approve the continued use of its previous internal auditor in 2024/25. 
     

77. Membership of SLCC 
    It was proposed, seconded and RESOLVED to approve renewal of the Clerk’s membership with the Society of Local Council Clerks. 
     

78. Allotments 
    The Council considered requests made by the holder of plot 3.  It was proposed, seconded and RESOLVED to approve: 

1. A polytunnel D2.5d x W2 x H2, to be sited at the rear of the plot. 

2. Retention of a plastic storage box, at the rear of the plot 

3. Siting of a water storage container at the front of the plot 

Cllr. NH arrived at 7.43pm. 
 

79. Closed Session Item 
    At 7.44pm it was proposed, seconded and RESOLVED that the Council should move into closed session in accordance with the Public Bodies (Admission to Meetings) Act 1960 due to the business to be discussed in the following item, information being of a confidential and sensitive nature in relation to the following:  

1. Hedge Cutting – It was proposed, seconded and RESOLVED to accept the quote from MG Ubique Ltd. 

2. Pavilion Rear Window Protectors – The Council noted that three quotes had been sought but that in the interim the football club had offered to fund the protectors as they were hopeful that they could obtain grant funding.  It was agreed that the football club should progress the metal window protectors.   

3. Appraisal – The Council received a confidential report regarding the Clerk’s appraisal.  It was agreed that the Clerk should look into the cost of different storage solutions to keep the Council’s records safe and bring back her findings. 

4. Annual Salary Review – The Council noted that the National Pay Agreement for 2024/25 was being negotiated by the Unions and projections showed that the salary budget would be overspent.  It was proposed, seconded and RESOLVED: 

1. that when the pay agreement for 2024/25 was finalised it should be applied as soon as possible from 1st April 2024; and 

2. that the salaries budgets should be topped up, as required from General Reserve. 

With regard to the Clerk’s salary going forward.  It was proposed, seconded and RESOLVED to approve a recommendation from the Chairman that it be raised by 2 scale points on 1st April 2025 and that budgets be set to allow for this when discussed next month.  At 8.04pm it was then proposed, seconded and RESOLVED to move back into open session. 
 

80. Any Other Business 

1. Cllr. MS had received a leaflet regarding proposals to ‘dump’ nuclear waste offshore at Theddlethorpe.  It was agreed that Cllrs. MS and MB should attend an open event together at the Dunes Theatre and that they would report back.   

2. Cllr. NH wondered if the new style of pylons, as used at Hinkley C had been considered for the Grimsby to Walpole route. 
    

81. Next Meeting 
    The Council noted that the date of the next scheduled meeting was Wednesday 20th November 2024.  

The meeting closed at 8.22pm 
 

Signed____________________ (Chairman)         Dated_________________________