2021 Parish Council Minutes

21st July 2021 Minutes

South Kyme Parish Council

Minutes for Ordinary Parish Council Meeting held on 21 July 2021 at 6.30 PM

MINUTES

	Present: Cllrs Alexander, Head M, Head J; Clerk (D Daly); Public (14) – no online attendees.
21/22/058	Election of Chairman. - (The Clerk managed this item as there was no existing Chairman); It was RESOLVED that Cllr Head M take on the position of Chairman, p. Cllr Head J, s. Cllr Alexander, Unanimous. Chairman Cllr Head M then presided over the rest of the meeting.
21/22/059	Election of Vice Chairman. - It was RESOLVED that Cllr Alexander take on the position of Vice Chairman, p. Cllr Head J, s. Cllr Head M, Unanimous.
21/22/060	To close the meeting to allow Public comment. - The Chairman closed the meeting to allow public comment for up to 15 minutes.
	Public Session: - A member of the public made comments regarding approval of minutes on the agenda, reporting on responses to points raised by the public, no correspondence had been publicised on the Council website, there was no agenda item on the proposed kayak platform, there were no reports as agenda items, there were no finance items on the agenda, the village FaceBook site is being updated, and a sensitive letter had not been read out by the Clerk. – A member of the public asked why the meeting was not a hybrid meeting; The Chairman explained that there was a lack of technology currently available in the Village Hall. A report was read out on behalf of an ex-Councillor that they did not agree with items 21/22/064 through 21/22/069 being approved. A member of the public asked whether a letter had been written in response to allegations of funds mismanagement by the festival committee. A member of the public raised concerns about village relationships and asking the Parish Council to move on in a positive manner; further additional comments were made by other residents. The public forum was closed by Chairman at 6.45pm.
21/22/061	To re-open meeting and receive and agree apologies for absence. - The main meeting was re-opened by the Chairman and there were no apologies for absence.
21/22/062	To receive disclosures of pecuniary and non-pecuniary interests, pursuant to section 31 of the Localism Act 2011, and applications for dispensation from Councillors on matters considered at this meeting. - None.
21/22/063	To determine which items on the agenda, if any, require the exclusion if public and press under the Public Bodies (Admissions to Meetings) Act 1960 1 (2) and resolve to exclude public and press for these items. - The Clerk requested that due to the sensitive nature of item 21/22/078 that this item be taken into Closed session.
	MEETINGS
21/22/064	To approve the Minutes of the meeting held on 24th June 2021. - It was RESOLVED to approve these minutes as circulated, p. Cllr Head M, s. Cllr Alexander, Unanimous.
21/22/065	To approve the Minutes of the Parish Council meeting held on 23rd July 2020. - It was RESOLVED to approve these minutes as circulated, p. Cllr Head M, s. Cllr Head J, Unanimous.
21/22/066	To approve the Minutes of the Parish Council meeting held on 24th August 2020. - It was RESOLVED to approve these minutes as circulated, p. Cllr Head M, s. Cllr Head J, Unanimous.

21/22/067	To approve the Minutes of the Parish Council meeting held on 11th September 2020. - It was RESOLVED to approve these minutes as circulated, p. Cllr Head M, s. Cllr Head J, Unanimous.
21/22/068	To approve the Minutes of the Parish Council meeting held on 17th September 2020. - It was RESOLVED to approve these minutes as circulated, p. Cllr Head M, s. Cllr Head J, Unanimous.
21/22/069	To approve the Minutes of the Parish Council meeting held on 19th November 2020. - It was RESOLVED to approve these minutes as circulated, p. Cllr Head M, s. Cllr Head J, Unanimous.
	POLICY AND PROCESS
21/22/070	To discuss and agree letters of thanks to resigned Councillors for service to South Kyme. - It was RESOLVED for the Clerk to write a letter to each recently resigned councillors thanking them for their service to the village, p. Cllr Head M, s. Cllr Alexander, Unanimous.
21/22/071	To discuss and agree delegated powers for the Clerk. - It was RESOLVED for the RFO activities and position to revert back to the Clerk at end of the probationary period, to include necessary changes to terms & conditions and remuneration arrangements; and to carry out general activities and enquiries under standard delegated powers, p. Cllr Head M, s. Cllr Head J, Unanimous.
21/22/072	To discuss and agree Freedom of Information Policy as circulated. - It was RESOLVED to adopt this policy as circulated, p. Cllr Head M, s. Cllr Alexander, Unanimous.
21/22/073	To discuss and agree Anti-Fraud Policy as circulated. - It was RESOLVED to adopt this policy as circulated in order to ensure a more robust financial process, p. Cllr Head M, s. Cllr Head J, Unanimous.
21/22/074	To discuss and agree Donations Policy as circulated. - It was RESOLVED to adopt this policy as circulated in order to formalise grants to local groups, p. Cllr Head M, s. Cllr Alexander, Unanimous.
21/22/075	To discuss and agree the Constitution for the relationship with the Slea Navigation Trust and the Environment Agency. - It was RESOLVED to adopt this policy as circulated in order to support the resurrection of this important group and formalise the relationship with the Parish Council, p. Cllr Head M, s. Cllr Alexander, Unanimous.
21/22/076	To discuss and agree any arrangements and technical elements for the format of meetings. - It was RESOLVED to develop a working paper for susequent discussion and action, covering the live stream (audio / video); to make available on the Parish Council website in a similar manner to other principle authorities; to discuss with the Village Hall committee how broadband can be supplied to the Village Hall (being beneficial to other groups eg webinar events, national events, etc); in principle to look at the technology required to support this method of access; to encourage a closer working realtionship between the Village Hall and the Parish Council; with a preference to continue with hybrid style meetings in order to be more inclusive for resident attendance; and to be presented to the next convenient meeting, p. Cllr Head M, s Cllr Alexander, Unanimous.
21/22/077	Clerk's Correspondence. - Other than the circulated information in support of agenda items covered on the current meeting and that of the meeting next week, there were no other significant elements of correspondence.
21/22/078	To note actions regarding Freedom of Information matters. - The Clerk updated the Parish Councillors on the recent FOI requests and their responses. They are all now closed.
	Meeting Close - 19:44