March 2023 Minutes
Ingoldmells Parish Council
Minutes of the Parish Council Meeting held at the Royal Arthur Centre on Monday 13th March 2023 commencing at 7.15pm. These are notes of the meeting until approved as a true record.
Present:
Cllrs S Chamberlain (Chair), K Brinkley, J Ellis, L Hemingway, M Holyer, R Stevens, A Stubbins, and G Clements
There were 7 members of the public in attendance.
Public Session
A resident expressed her opinion that the Warm & Cosy Friday Club was a great success and thanked all connected with it. She went on to give a glowing report regarding the teacher and pupil visits taking place on Fridays where they are integrating with the local residents.
With no further questions, it was resolved to move into full session.
1. Chairman’s Welcome
The Chairman welcomed all present, reminding attendees about relevant standing orders relating to behaviour, to turn off mobile phones and of appropriate escape routes in the event of a fire.
2. To appoint a minute taker
It was resolved to appoint Cllr Hemingway to take the minutes for the meeting.
3. Apologies
Apologies were received from Vice Chair Cllr J Sargent and Cllr A Vincent.
No apologies received from Cllr S Walmsley or from District and County Cllr Davie.
4. Declarations of Interest
Cllr G Clements declared an interest on matters pertaining to caravan sites. Cllrs K Brinkley, A Stubbins, and L Hemingway declared an interest on Item 14 as committee members of the Warm/Cosy Club.
5. To confirm the minutes of the Council meeting held on Monday 13th February 2022.
It was resolved unanimously to accept the February 2023 minutes as a true and accurate record.
6. To approve the list of accounts submitted for consideration.
It was discussed and resolved unanimously to accept the list of accounts submitted.
7. To approve payment of outstanding invoices.
It was resolved unanimously to pay outstanding invoices.
8. To discuss community matters which need referring to the District and County representatives for a response.
No written report received and Cllr Davie was absent.
9. To receive notification of any planning permissions, refusals, or amendments.
The council resolved unanimously to support the Application reference S/090/00280 Erection of a building to use as a fishing tackle shop and for storage.
The council objected unanimously to the Application reference N/155/02515/22; Erection of 6no. coastal monitoring masts to the maximum height of 16.5 metres, on the basis that no exact location was noted for the proposed mast.
The council noted the Full Planning Permission given to the following:
S/090/02526/22 Extensions and alterations to existing commercial building to form additional ground floor office and first floor kitchen and bar with rooftop terrace.
S/090/02512/22 Planning Permission - First floor extension to the existing garage to provide a managers flat.
10. To receive a report from the Chairman to the Council.
None.
11. To receive a report from the interim Clerk.
The interim Clerk issued a report to Councillors prior to the meeting; this was read aloud by the Chair during the meeting.
12. King Charles III coronation event:
a. To receive an update from the Working Group for this event.
Cllr Stevens noted that Cllr Vincent had costed cold drinks and that, in order to get a discount on food, orders would need to be placed in lots of 10. He noted that Union Jacks and bunting would be dressing up the hall. A TV will show the event if an aerial socket is available and Cllr Stevens will provide music for the event through a sound system.
b. To resolve funding based on quotes received
Costs will depend on the turn out- which will likely vary based on weather conditions- and the working group will need to ensure costs do not exceed £1000. The Council was agreeable to the information laid out by Cllr Stevens.
13. To consider allowing the use of the Royal Arthur Centre free of charge to two Coronation events being held on 6th and 8th May
It was resolved unanimously to allow this consideration.
14. To consider extending the use of the Royal Arthur Hall as a Warm Hub/Cosy Club beyond the winter months
It was resolved unanimously to allow this to continue for an additional four (4) months. Cllr Stubbins to report financial status of the Club to the interim Clerk.
15. To establish working group to support bringing the Swifts JFC lease matter closer to conclusion
The Working Group was resolved unanimously as Cllrs Chamberlain, Stevens, Stubbins and Sargent. Cllr Clements offered to step in for Cllr Sargent should he decline the role.
16. To consider insulation of the bowling green
This item invoked a lot of discussion and Cllr Brinkley presented quotes for various items. The bowling club members are paying rent for the bowling green and the Royal Arthur during the winter months as the clubhouse is too cold for activities to take place. The council resolved unanimously- among those councillors not declaring an interest- to do the following:
a) To refund the £150 the Club paid in hire charges for the Royal Arthur hall as this is equal to one quarter of the current annual rent for the bowling green.
b) The council are to charge a peppercorn of £1 annual rent for the bowling green and its amenities.
c) The Bowling Club will assume the responsibility to pay for their own repairs, floor coverings, décor, and the like.
17. To consider updating the office shutter to ensure disabled access
This was agreed by the council and the interim clerk will obtain three quotes for the council to consider for resolution.
18. To consider the costs for replacement of lights and toilet door locks in the Royal Arthur Centre
It was resolved unanimously to allow this consideration.
19. To discuss the office stair lift and maintenance thereof
It was agreed by the council that the stair life must be serviced at regular intervals to keep it in proper working order.
20. To request an update on the status of gov.uk emails for councillors and the clerk
Item deferred to April’s meeting.
21. To resolve to exclude the public and media to discuss confidential items relating to individuals and confidential financial matters in accordance with The Public Bodies (Admission to Meetings) Act 1960:
a) To discuss a personnel briefing for a potential clerk including potential home working provision, expectation of monthly/weekly hours, and salary scale as per the NJC 1 April 2022 pay scale.
Following the public’s departure, the council considered the terms of employment for a new clerk including potential hybrid working arrangements with councillors potentially volunteering to “staff” the office to quell concerns about resident access. The council resolved unanimously for the Chair to discuss terms with the interim clerk and resolved to create an HR committee following the May election.
With no further matters to discuss, the Chair of the Council closed the meeting at 9:15pm.