May 2025 EOM Minutes
Fulbeck Parish Council
Minutes for Extraordinary Parish Council Meeting held on 29 May 2025 at 7.45 PM
Location: Village Hall, Lincoln Road, Fulbeck, NG32 3JW
MINUTES
Welcome and open the meeting.
- The Chair welcomed all and opened the meeting.
- The meeting was opened at 8.36pm following the overrunning Annual Parish Meeting.
25/26/042 Receive and approve any apologies for absence.
- None.
25/26/043 Receive disclosures of interests from Councillors on matters at this meeting.
- There were no interests declared.
25/26/044 Suspend Standing Orders for this item to allow for Public Comment.
- Standing Orders were suspended.
- A volunteer litter picker put there view forward and volunteered on the basis of providing bags and pickers.
- A query was raised about those in the community who do not use Facebook and how they keep in contact with what is going on.
- Some people are put off from attending the meetings due to the adversarial tone.
- Standing Orders were reinstated.
GENERAL
25/26/045
To receive a report on Social Media usage for the Parish Council with associated recommendations.
- The Chair presented the report as previously circulated.
- There is a Fulbeck Facebook site which a Parish Council page could post on it.
- X, Snapchat, TikTok are not seen as beneficial for the Parish Council. Neither is LinkedIn as it is more business based.
- WhatsApp groups are seen as an effective method of rapid communication.
- The recommendation was for a Facebook page and WhatsApp group for the Parish Council. The Clerk will need to set up both or to be set up as the administrator.
- It was suggested to review after six months, assessing as to the success of the new communication paths.
- The actions for this item are to be confirmed at the next meeting.
25/26/046 Review and agree the current asset list.
- There follows a number of missing items that will need to be added: Village Hall (insured via the VH&PF Committee); Playing Field (insured via the VH&PF H386Committee); Children’s Play Equipment (insured via the VH&PF Committee); Buildings on the land (pavilion, fuel store, and garage); War memorial land; land off Lime Tree Close
- Action: Clerk to do a search on it (from internal auditor report)
- Action: Cllrs to provide Clerk with any further assets two weeks before the next meeting.
25/26/047 Review and agree the current insurance cover and policy renewal.
- Quotes were received from Clear Councils (renewal) at £514.71, and Zurich at £327.00; an estimate was provided by Gallagher of at least £720.
- It was RESOLVED unanimously to move the insurance to Zurich.
25/26/048 Approve the Freedom of Information Policy. - It was RESOLVED unanimously to approve the circulated policy.
25/26/049 Review the Litter Picking contract in relation to grant provided and the recent contract termination.
- Thanks were voiced to the previous Litter Picking service.
- It was agreed to accept the termination of the contract.
- There has been an amount of voluntary litter-picking occurring. This would be helped by provision of the appropriate kit.
- A risk assessment would be required which each volunteer would need to sign-off against, together with the correct level of PPE, and training provided by the Council. Action: Cllr Rosie Siddans to investigate, identify PPE and provide training. Action: Clerk to source relevant PPE identified by Cllr Rosie Siddans up to a limit of £250 from General Reserve.
- SKDC recommended that the lone volunteers do not go beyond the village signs.
- It was identified that there is an amount of littering caused by vehicles travelling to the local waste site. It was suggested that benefit could be achieved through a contact with the recycling site about roadside waste lost from lorries – LCC were expected to have done a spot-check on the contractor.
- Action: Clerk to write to Mountain Waste for them to do a litter pick of verges on a regular basis.
25/26/050 Discuss and agree actions relating to response and distribution to correspondence.
- The Communication Policy will need to be reviewed in association with this correspondence topic. - Inbound correspondence will be addressed between Chair and Clerk.
25/26/051 Discuss and confirm process for setting agenda.
- Action: Councillors should attempt to provide requests for items prior to ten days before a meeting.
- For any proposed agenda items, it will need to indicated whether it is ‘report only’ or providing the wording of the proposed decision.
25/26/052 Discuss and confirm process for agreeing, recording, and resolving actions.
- There is a requirement for a focus on resolving actions in a timely manner. It is hoped that best endeavours will provide minutes within seven days of the meeting.
- Councillors will endeavour to feedback challenges to recorded decisions within a further seven days, copying all Councillors.
25/26/053 Discuss and confirm the relationship between the Parish Council and the Village Hall & Playing Field Committee.
- Annual Parish Meeting highlighted some relevant information regarding the relationship between the two organisations.
- Action: The Clerk will request copy of deeds through Cllr Peter Hughes.
- Action: It was requested that this item come back to the next meeting.
Close meeting.
- The meeting was closed at 10.05pm.
LEGEND
Cllr - Councillor
PPE - Personal Protective Equipment
SKDC - South Kesteven District Council
VH&PF - Village Hall and Playing Fields