Archive

Benniworth Parish Council Meeting

THURSDAY 17TH MAY 2018 - HELD AT SKIRBECK FARM

1. Attended by: Councillor Christine Raynor, Councillor Gill Stewart, Councillor Fay Moon, Councillor Sue Olivant, Councillor Paul Willoughby, Councillor Christine Portas, Councillor Pat Walker (Guest ELDC Councillor Richard Fry) (Councillor Keith Olivant did not attend the meeting) 

2. Minutes of Parish Meeting held on  25th January 2018 were agreed and signed off by Cllr Moon (Chairperson)

3. No apologies as all Councillors attended the meeting

4. Parish Clerk updated the Councillors on GDPR and provided a copy of the following documents:

• DATA PROTECTION POLICY
• RECORD RETENTION POLICY
• SUBJECT ACCESS REQUEST PROCEDURE
• DATA BREACH POLICY
• MODEL PUBLICATION SCHEME

All the above documents will now be filed for the purpose of internal auditing, but available to Councillors at any time.

Councillors requested a copy of the DPO format for data protection, as some had difficulty in downloading this document.

Cllr Sue Olivant requested a copy of GDPR Records Retention Policy

Parish Clerk to send out within 5 working days.

All Councillors were provided with a GDPR Compliance Checklist, several were returned prior to end of the meeting, but outstanding ones should be returned to Parish Clerk by 25th May 2018 as this is out CUT-OFF date for GDPR compliance.

5. The Parish Clerk requested all Councillors to complete a new Declaration of Acceptance of Office. This action was completed immediately by all Councillors and witnessed by the Parish Clerk.

These documents to be loaded onto our website by Cllr Fay Moon prior to next PC meeting.

The Parish Clerk also requested all Councillors to update their DPI, however it appears they were updated sometime last year and sent to ELDC, but no record was kept by the Parish Council.

Parish Clerk to obtain copies from ELDC for parish records

6. Parish Clerk put forward a generic Risk Assessment for Benniworth Village, and the Councillors agreed to adopt it. However individual Risk Assessments will be required  for one-off events.

A Risk Assessment Officer is still required and Cllr Moon said she would take this on board, and do her best to find someone who could assist the Parish Council in this task with little or no cost involved.

7. Cllr Sue Olivant agreed to take on the responsibility of Financial Officer.

8. Internal Auditor – It is possible that MOP (with the support of her Father) may take on this responsibility for the Parish Council. MOP has taken an interest in the Parish Council and the way in which it works for some time.

Parish Clerk to discuss with MOP and her Father

9. The Parish Clerk provided the Councillors with a copy of three complaint handling letters as per request of ELDC. The Councillors were all in agreement that the letters were suitable and fit for purpose.

10. An update on the Lloyds Bank Account situation was given by the Parish Clerk during the Annual Parish Meeting. However it was agreed by all Councillors, we should have as many co-signees as possible on the new account.

Parish Clerk to now go ahead with the opening of a new bank account

11. Those Councillors who were able to attend the first Annual Open Parish Meeting, agreed it was a success with a good turnout of around 50 people. The subjects brought-up by the general public were:

• Highspeed Broadband
• Dog waste/Dog waste bins/Dog waste signage
• Pot holes
• Village Garage Sale
• Defibrillator
• Possibility of bringing back a bus service                                                                                          

All comments were noted and minutes taken during the meeting. The minutes were sent out to Councillors and later posted on Parish Notice Board and in the Bus Shelter. However it was the Defibrillator that caused most discontent during the meeting. Several residents said they were not aware we had a defibrillator available in the village, though the Parish Council did put information through every resident’s door. The biggest problem seemed to be that no one had the access code for the defibrillator and very few people actually knew what to retrieve the code.

It was agreed the Parish Clerk would look into the matter and provide the necessary information within a 14 day period.

The Parish Clerk has now taken the necessary action and provided instructions for obtaining the code. These actions will be displayed on the Parish Notice Board, Bus Shelter and in the Telephone Box where Defibrillator is housed. Cllr Willoughby will also put information on the Benniworth Facebook  page.

Cllr Sue Olivant  also suggested the Parish Council put the information through all resident’s doors as an A5 flyer. Parish Clerk to deal with this.

12. Village Signage – Highways made Parish Clerk aware the Panton Road sign was not a legal road sign, as on Highways map it reads Meadow Lane, plus it has not been authorised by ELDC. Highways/ELDC will not provide Benniworth with any road signage or speed restrictions, as according to Highways, the village does not ‘qualify’ for them. However Cllr Olivant said we must clarify the road name as there has been some confusion in the past.

Cllr Moon agreed to contact Paul Smith at ELDC Building Controls, in regard to this matter and will report back

The Councillors also thought we should look at signage to be displayed around the village in regard to removal of Dog Waste not picked up by owners, plus the need for an additional dog bin.

Parish Clerk to contact ELDC in regard to this matter and report back at next meeting (Cllr Paul Willoughby is going to replace wood pole and dog waste bin at Spring Bottom within next 7 days)

13. Highspeed Broadband – We were informed at Annual Parish Meeting by ELDC Lincoln Open that we may get it by end of August (but we may not). A member of the general public suggested we talk to Quick Line, as they can provide Highspeed Broadband via WiFi. Cllr Gill Stewart suggested Quick Line may be able to place an aerial on top of Church, as would be highest place in the village.  Cllr Stewart to talk to Church Committee with regard to this possibility.

14. Cllr Chris Raynor brought to the attention of the Council that there was a need for a Contract of Employment for the Parish Clerk, even though no salary was involved. A Working Party will research a suitable employment contract and confirm it at an Extraordinary Meeting of the Parish Council

15. Cllr Richard Fry from ELDC asked if he could have a couple of minutes to tell the Parish Council about Additional Funding he had available. He left some information and a form for us to complete. This matter will be discussed at the next Parish Council Meeting.

16. Date of next Parish Council Meeting – Thursday 5th July 7.30 pm at Skirbeck Farm.

*MOP = Member of the Public

DRAFT MINUTES PREPARED BY PARISH CLERK

                                                                                                                                                    Cllr Fay Moon