March 2022 Minutes
TIMBERLAND AND THORPE TILNEY
PARISH COUNCIL MEETING
Monday 28th March 2022 7pm
Timberland Village Hall
Minutes
Parishioners in attendance - None
Those present at the meeting:
Parish Councillors Stirling, Audis, Kornat, Sharplin, Lenton and Slater. District Cllr. Kendrick. Clerk was present remotely.
1. Apologies for Absence
District Councillor Ogden and Cllr. Sharman
2. Declarations of Interest
None
3. Minutes of Previous Meeting 24th January 2022
Agreed: All Correct
Proposed: Cllr. Sharplin Seconded: Cllr. Audis
All agreed
4. District and County Councillor Remarks
Cllr. Kendrick reported on the Bike Ability Scheme that will continue across the district.
He supports the planting of the Tree for the Jubilee.
Cllr. Kendrick again encouraged parishioners to use Fixmystreet to report any concerns.
An update on the work of the Road Safety Partnership was given including the new speed monitoring equipment.
Community Speed Watch continues in some areas recording data and speeding motorists are sent letters via the Police. Anyone caught speeding three times, after having received letters, will be visited by the Police.
5. Planning
5.1 All planning available on Planning online.
No objections from the Parish council.
5.2 Anglian Water
Agreed: Clerk to write again requesting a response to earlier emails inviting a meeting to discuss concerns about the infrastructure capability to sustain the additional housing stock.
Clerk to check on earlier emails about the new address on Main Street.
Action: Ongoing
6. Highways
The Highways Officer has been on a Parish site visit and acknowledges the poor condition of some roads, especially Fen Road. It will be a priority as soon as it is possible.
Work has commenced with markings for some potholes that are of concern.
It was also noted that potholes on Church Lane have marked out for repair.
Some new signs have been ordered for Fen Road.
Agreed: Cllr. Kendrick to speak to the Highways Officer.
7. Parish Items
7.1 Community Market
Cllr. Kornat reported that this is still going well. It is well supported by the stall holders and parishioners.
7.2 Timberland Green
Cllr. Audis reported that it is still too wet to play football, but the football nets have been put up in readiness for better weather.
The mower has been serviced but the battery needs to be replaced.
The problems with moles have been solved for now.
The shelter will be assessed and consideration to be given to replacing this, maybe with future CIL funding.
Agreed: Cllr. Audis to purchase a battery for the mower.
Proposed: Cllr. Sharplin Seconded: Cllr. Lenton
All agreed
7.3 Grounds Maintenance
Agreement has been reached for the Parish Council to continue to cut the grass on the land on the Bayfield corner. All payment has been received and permission given to start mowing the grass.
7.4 Family Fun Day
Ongoing planning for this event to be held on the 16th of July 2022 on the Timberland Green.
Some promises of donations of cash and gifts have been received. Dyson have donated a vacuum cleaner.
7.5 Notice Boards
These have been completed.
Agreed: Keys to be held by the Clerk and one other for the Parish Council.
Cllr, Stirling to give a key to the Clerk.
Village Hall to hold their own keys.
7.6 Timberland Village Hall
7.6.1 Now the renovation of the hall is complete discussion has taken place about how much to value the rebuild cost on a like for like basis.
Agreed: Clerk to speak to broker to take advice on this costing as it will affect the insurance but will obviously need to cover replacement. Various amounts have been mentioned by builders ranging from £150000-200,000.
Agreed: Clerk to talk to broker and the figure to be included in the Asset list and the Asset Assessment for the Audit paperwork.
Clerk to check the maximum height for the storeroom with Kevin and pass this on to Cllr. Slater who may be able to access an unused cabinet elsewhere.
If not, the Clerk will look online for a second hand one as they are very often for sale.
Cllr Kornat and the clerk to review the contents of the existing cabinet and agree a way forward as to whether to bin, archive or store.
Clerk to check out the requirements of storage and the required storage period necessary.
7.7 Footpaths
It was confirmed that the request for a new footpath parallel to the B1189 would be unlikely to be successful due to resources.
The footpath near the site of the mast parallel to Station Road has still not been made accessible.
The hedge near Bayfield corner needs cutting
Agreed: Clerk to write to Field Estates re: the footpath near Bayfield
Clerk to write again to Baxter re: unmarked pathway again.
7.8 Jubilee Celebrations
The Celebration to include:
Cream Tea in the Village Hall - Treasure Hunt at the Church - DJ at the Penny Farthing - Flower Show at the Chapel, these events to be mostly on the Saturday.
It is hoped to purchase at least one tree which will be planted in celebration, but the location has yet to be agreed.
Agreed: Parish Council to contribute to the cost of a tree and/or plaque. The cost implication for a tree is £39.95.
All Agreed
Action: Ongoing
8 Clerk’s Update
8.1 Finance
8.1.1 Payments
The following payments were agreed by BACS or cheques since the last meeting
Cheques
100741 14.02.22 Glasdon Bin £185.95
100742 LALC Membership and Training 287.85
100743 L Picker Salary 62.88
100744 F. Sayers Family Fun Day 110.00
100745 28.03.22 Enviro Loo Family Fun Day 48.00
100746 L Picker Salary 64.16
100747 HMRC Tax 254.32
100748 TV Hall Rent 33.00
BACS
Clerk Salary 444.54
Cartridge 33.11
Stamps 36.24
Admin 48.00
Microsoft Soft x 5 56.40
T Audis Fuel 26.96
I Stirling Notice Boards 37.71
Imageville Signs 26.00
Proposed: Cllr. Stirling Seconded: Cllr. Sharplin
ALL AGREED
8.1.2 Bank Balances and Statements 28.03.22
Community Account £5104.23
Business 1963.83
8.1.3 Debit Card Update
Forms completed and Cllr. Lenton to call Barclays and go through security to enable him to become a signatory.
Agreed: Two further additional signatures required. Cllrs Audis and Stirling to sign asap.
8.1.5 Audit 2022-2023
Agreed: The audit to be completed by the local auditor before the 3rd of April.
Clerk to hand all documentation to the chair. Governance Statement to be signed at the May meeting along the required Exemption Certificate. The Public Rights to view the accounts will publicised in accordance with legal requirements.
With Cllr. Stirling intending to resign in May the newly elected Chair will sign the governance statement once agreed by the full council.
The Exemption Certificate will then be signed and sent to the external auditors.
Acceptance of Office forms will also be signed by the newly elected chair and vice chair.
Clerk to prepare file in advance and hand to Cllr. Stirling to take to the meeting.
8.1.6 Community Infrastructure Levy Balance (CIL)
Spend to date:
Defib Box Painting £400.00
Village Hall donation 295.00
Notice Boards 616.59
Bin 185.93
Cement 9.98
Balance Remaining: £87.50
8.1.7 Clerk Resignation
The Clerk confirmed with the Council that a resignation will be submitted in the summer and a timeline will be agreed. The new Clerk’s first meeting will be November 2022.
8.1.8 The Clerk had sought quotes for Wi-Fi which ranged from £14.95 to £24.00.
Agreed: Clerk to ask the Village Hall whether this was a priority for them and if so whether they would be able to pay for it in part or in full.
8.2 Correspondence
8.2.1 Litter in the Village
A general discussion took place about content on social media complaining about litter in the village and the role of the litter picker.
Agreed: The Council strongly disagrees with these comments and wishes to make it clear that they are happy with the work undertaken by the employed litter picker. The Clerk and Cllr. Sharman have had reassuring discussions with the employee who is aware of the council’s position.
It should be noted that the parish area in the remit of the litter picker is within the 30mph signs although the litter picker very often covers an area beyond these signs.
For health and safety reasons a little picker should not litter pick if there is not a footpath. A litter picker should not litter pick in the dykes or any area which would be dangerous.
8.2.2 Register of Electors
Agreed: Clerk to print a copy of this and hand it to the Chair as some Councillors have had difficulties logging on and accessing the latest copy.
8.2.3 A parishioner has emailed the Clerk concerned about some localised vandalism on his land. The Clerk has responded to the Parishioner after consulting with the full council.
Agreed: Clerk to forward the email sent to the Parishioner.
8.2.4 Correspondence has been received from a local group asking for a contribution to funds. There is not any spare money available this year, but it may be considered for next year.
Agreed: The Council to consider having a donation column to consider applications for the year 2023-2024 if it is not possible during the 2022-2023 financial year. To be agended for the meeting in May.
8.3 Clerk’s Annual Leave
The extended leave of two months is covered by leave not taken in 2021-2022 and leave entitlement accrued by November 2022.
The Clerk will however manage emails whenever possible throughout the leave period to facilitate the smooth running of any Council Business requiring action during this period.
8.4 Finance Group
Agreed: The group are Cllrs. Lenton, Slater, and Audis who will meet to discuss a 5-year financial plan and make proposals to the Council on the 16th of June 2022.
8.5 Insurance 1st June 2022 – 31st May 2023
The renewal for the insurance is due in April/May to be renewed on the 1st June.
Agreed: The Clerk to discuss other options for the policy with a broker working with Councils to ensure best value. Once the renewal quote has arrived the Council may decide to renew with the same company. A decision to be made at the May meeting.
9. Agenda Items for the Next Meeting
Finance Group Insurance 1st June 2022 - 31st May 2023 Donations
Meeting Closed: 21.22pm
10. Date of Next Meeting
Parish Council Annual General Meeting
Monday 16th May 2022
Timberland Village Hall
7.00pm