Minutes Annual Council Meeting 27th May 2025
WELTON LE MARSH PARISH COUNCIL
MINUTES OF THE
ANNUAL COUNCIL MEETING
HELD 27TH MAY 2025
Present: Cllrs Williams (Chair) Holiday; Tong; Hardcastle & Crome
Cllr S. Eyre (ELDC)
Mrs J. Cooper (Clerk)
7 Members of the public
During the public session the matter of the oil tank at the Village Hall was raised, to be discussed at item 7 on the agenda.
Discussion on how to inform the parishioners about events in the Village Hall – believed these go on the village general Facebook page.
Question as to whether the Council and Village Hall Committee should look at grants for solar panels on the hall – to be a discussion at a later meeting.
Thanks recorded to ex Cllr Colin Davie who lost his seat at the last election. He worked hard for the parishes in the area.
Laurel hedge alongside footpath at rear of church overgrowing path – landowners responsibility.
Cllr Hardcastle spoke on behalf of the Parish Council at recent Planning Meeting in respect of Misty Meadows application, and thanked Cllr Eyre for his guidance on how the committee operated.
.1 ELECTION OF CHAIRMAN
It was proposed (Cllr Hardcastle ) , seconded (Cllr Crome) that Cllr Williams remain as Chairman for the forthcoming year. Cllr Williams accepted and there were no other nominations. It was therefore resolved that Cllr Williams be elected Chairman for the forthcoming civic year May – April inclusive.
He signed his Declaration of Acceptance of Office which was counter signed by the Clerk as Proper Officer to the Council.
2. ELECTION OF VICE CHAIRMAN
It was proposed (Cllr Tong), seconded (Cllr Crome) that Cllr Holiday remain as Vice Chairman. He accepted and there were no other nominations. It was therefore resolved that Cllr Holiday be elected Vice Chairman for the forthcoming civic year May – April inclusive.
3 APOLOGIES
Apologies and valid reasons for absence were received from Cllr J. Faulker Smith and Cllr S Faulkner Smith, and these were accepted.
4. DECLARATIONS OF INTEREST
Cllr Holiday declared a personal interest in agenda item 9 (allotments).
5. MINUTE SOF THE MEETING HELD 22ND APRIL 2025
It was resolved that the Chairman sign the minutes of the meeting held 22nd April as a correct record.
6 UPDATES
Clerk chasing Anglian Water re water leak, and has completed and sent off request for dog bin emptying Rea Lane – awaiting reply.
7 VILLAGE HALL OIL TANK
There was concern raised that the matter of the oil tank needed dealing with urgently, as Mrs Sheldon was unable to answer correctly the relevant question on the insurance renewal document, knowing that there was a fault with the tank. Query was made as to who’s responsibility it was – the lease stating that the Village Hall Committee were responsible for all fixtures and fittings, internal and external. After further discussion it was resolved;
a) that Mrs Sheldon obtain two quotes for a new tank and fitting in a new location, one with base one without base.
b) that the quotes be forwarded to the Clerk and the Chairman.
c) that the Clerk be granted powers under the Financial Regulations to authorise spending greater than the current £500 in order to expediate the replacement tank if necessary.
It was also resolved, as a temporary safety measure that the tank be drained and isolated.
Mrs Sheldon to inform the Insurance Company that the oil tank was to be replaced.
The matter of the outdated lease was raised, and it was resolved that Cllrs Tong & Holiday meet with representative of the Village Hall committee to discuss and amend the lease, which would then be checked for legality and agreed with local solicitors or LALC legal team.
8. LITTER PICK
It was agreed that litter pick be held on 13th July at 10am, to meet at the village hall.
9 ALLOTMENTS
The Clerk had not received response from the Charity Commission regarding the amendments to the wording “to benefit the poor of the village”. Until that response was received it was agreed to postpone further discussions.
Cllr Holiday confirmed that he had let two more plots and was in the process of clearing the unused plots.
10 FINANCE
a) Accounts for payment:
It was resolved that the following accounts be paid:
Clerks salary & PAYE (May) £175.11
b) AGAR audit forms
The Clerk briefly went through the forms and responses and it was resolved that the Chairman sign as follows:
i) Certificate of Exemption
ii) Governance Statement
iii) Accounting Statement
iv) Internal Auditors report was noted, there were no issues raised.
11 ADMINISTRATIVE POLICIES
It was resolved that the following policies be approved:
Model Standing Orders; Financial Regulations; Asset List; Code of Conduct; Data Protection; General Risk Assessment; Complaints Policy; Recording at Meetings Policy; Public Participation Policy; Planning Policy; Allotments tenancy; Allotment Inspection; Allotment Risk Assessment.
Staffing and Sexual Harrasment Policy to be approved at next meeting.
12 PLANNING
No comments were raised for the application Lilac Cottage sent to members 6th May.
Misty Meadows – application to vary conditions was approved
National Grid EGL 3 & 4 route noted, and EGL 5 noted. Consultation at the Corn Exchange, Alford on 31st May 2 – 7pm
13 ANY OTHER MATTERS
Clerk read out Road Closure for Mill Lane 23rd June for ducting works.
ELDC Grass Roots grants application – to be forwarded to Cllr Tong to complete with assistance from Village Hall committee members to cover works to Village Hall.
14 DATES OF NEXT MEETINGS (THREE MONTHS)
Set at 8th July; 26th August; 7th October.
15 DATE OF NEXT MEETING
Confirmed at 8th July.
There being no further business the meeting closed at 8.20pm