March 11 2021 Minutes
MINUTES OF THE PARISH COUNCIL MEETING OF
LEADENHAM PARISH COUNCIL
Held on Thursday 11 March 2021, 7.30 pm via Zoom.
PRESENT: Cllr Melanie Nelstrop (Chair), Cllr G McLusky (Vice-Chair)
Cllr Gary Luff, Cllr Tim Sisson and Cllr Karin Willgoose.
Ruth Keillar (Clerk/RFO)
Also present: Cllr M Overton and DCllr Lucille Hagues (joined during meeting)
One member of the public present.
Public Questions: No comments or questions had been received.
CHAIRMAN’S OPENING REMARKS
It was confirmed by the Vice-Chair that audio recording of the meeting would take place to aid note-taking.
1. TO RECEIVE APOLOGIES AND REASON FOR ABSENCE
Cllr Steve Locking had submitted apologies to the clerk (accepted). DCllr Lucille Hagues and Cllr M Overton had advised that they will be arriving during the meeting.
2. TO RECEIVE DECLARATIONS OF INTEREST ON ANY ITEM ON THE AGENDA
Cllr M Nelstrop declared an interest it agenda item 4a) i.(planning application 21/0053/FUL).
3. PREVIOUS MEETING NOTES
a) It was proposed by Cllr T Sisson, seconded by Cllr K Willgoose and it was RESOLVED that the notes from the meeting held on 9 February 2021 be approved as a true record and signed as minutes.
4. PLANNING APPLICATIONS AND ISSUES
a) Applications received:
i. 21/0053/FUL North Hilltop Farmhouse The Heath Leadenham – amendment for info only. Amendments consist of amended location plan to indicate route to highway. It was reported by DCllr Lucille Hagues that this application had been called in. No comment was required.
b) Decisions received:
i. 20/1756/HOUS 3 The Blacksmiths Gardens Leadenham - approved
5. REPORTS OF REPRESENTATIVES
To receive reports from the following:
a) Local Police – click here for information. Police Newsletter – click here.
b) District Councillor (DCllr Lucille Hagues, Cllr M Overton). DCllr Lucille Hagues gave a verbal report and had submitted a written report found here.
Cllr M Overton gave a verbal report. Cllr M Overton’s reports can be found here.
i. Litter issues around the county was highlighted. It was agreed that the Leadenham Litter Picking Group be re-convened, It was noted that the NKDC litter picking grant (£91.14, received in 2019, balance to be checked) could be used for the purchase of bags and pickers if required. Action: clerk.
ii. Pot-holes issue was highlighted. It was agreed that details of where to report potholes be submitted to the 3 Villages and a Hamlet Magazine. Action: clerk.
c) County Councillor (Cllr M Overton).
d) Appointment of Cllr as representative to the Village Hall Committee – It was agreed that this be deferred to a future meeting.
6. HIGHWAYS ISSUES
a) To receive any updates regarding buses and HGVs and to consider any action required.
i. It was noted that the issue with buses had not improved as expected and that there was some confusion over the agreement following the implementation of a one-way system, where only those buses carrying children may use the route along the High Street. Cllr M Overton agreed to re-visit the issue with those authorities involved.
b) To receive any updates regarding the footpath adjacent to the railway bridge and to consider any action required.
i. It was noted that as agreed at the meeting of 9 February, the Clerk had written to Cllr R Davies – LCC, John Wise - LCC Highways, Staying alive – LCC, cschighways – LCC (reference number 4158441). (18/02/21).
7. CLERK’S REPORT FOR INFORMATION ONLY
a) Cereals - CEREALS 2021, Updated info received (15/02/21). Posted to website and circulated to all.
b) LALC/ACRE update regarding the re-opening of Village Halls (03/03/21). Forwarded to the VH committee and circulated to all for info.
c) Anglian Water newsletter regarding works planned in the area in Spring next year. Details circulated and posted onto the website.
d) LALC training schedule update circulated to all (04/03/21).
e) LCC Comunications Office has updated their procedure relating to issues national import.
f) Tree Planting Initiative information received. It was agreed that this would be further investigated and added to the next agenda.
8. CORRESPONDENCE
a) Email received (22/02/21) enquiring about permission to conduct metal detection on the land behind the Village Hall). The land is owned by Local landowner and his agent has confirmed that metal detection activity is not allowed on any Leadenham estate land owned by the landowner.
b) Emails received regarding further FOI requests and other queries not related to PC business have been received as follows: (10/02/21, 12/02/21 x 2, 18/02/21, 23/02/21). A full report has been sent to the correspondent with answers to relevant questions. (26/02/21). It is noted that no information had been supplied where the correspondent has requested private information relating to individuals, as so to do would be a breach of GDPR.
c) Email reply/telephone call to the ICO, regarding a FOI case IC-56233-V5S3, has been submitted to the ICO agent (05/02/21, 18/02/21 and 23/02/21).
d) Further email from the above correspondent received (24/02/21, 27/02/21, 01/03/21 x3, 02/03/21 x 2, 03/03/21). Holding reply acknowledging receipt has been sent in reply. The nature of certain correspondence included in the above makes serious allegations against the PC.
e) It was agreed that the PC enlist the advice from LALC’s FOI/GDPR advisor.
f) Email received from a correspondent requesting information about meetings. (25/02/21). Reply sent on 01/03/21).
g) It was noted that the Clerk will continue to record hours/costs relating to matters of FOI requests/related questions.
h) Email received regarding Planning Approval 18/1045/OUT - Land off Main Road, Leadenham, purchased by Glenrowan Homes Limited. (08/03/21).The developer reports that it is their intention to engage with the Parish Council prior to submitting the application once plans are available. They advise that a small section of hedging has been removed to allow access to the site.
i) Potholes. Email received from a member of the public (08/03/21) asking for the PC policy for the reporting of potholes. It is suggested that this is highlighted as a specific link on the PC website. Residents may report potholes directly to LCC via telephone or the FixMyStreet website, to the Clerk who will pass this on to LCC via FixMyStreet. It is suggested that the Clerk submit details of this to the 3 Villages Magazine, as agreed at 5 ii above.
9. FINANCIAL MATTERS
a) To approve the Statement of accounts and bank reconciliations for February 2021
The RFO has yet to have access to the PC bank account.
Cllr K Willgoose reported that bank statements for February and March had been received by her and the Clerk asked that these be made available for her records.
No balances were available at the meeting.
i. HSBC deposit account balance as £tbc
Interest received £tbc
ii. HSBC current account balance as £tbc
Uncleared cheques:
tbc
Payments received, included in balances:
WPD payment for poles in field £41.17
b) Payments for approval:
CHQ 101434. LALC invoice 11021 (subs for membership 2021-22) £147.30
CHQ 101435. Clerk’s Salary for 21/12/20 – 31/03/21 was pre-approved and details will be reported at the next meeting. (gross £779.52)
CHQ 101436. Clerk’s Office/Expenses for 21/12/20 – 31/03/21 was pre-approved and details will be reported at the next meeting. £137.50
c) It was agreed that the PC appoint Mr T Holleran.to carry out the Internal Audit at a cost of £50. (budget £75 for IA).
d) Bank Mandate – the Clerk/RFO has yet to be added to the Bank Mandate. Online banking has yet to be agreed.
10. PARISH FIELD
a) It was reported that the field was unlikely to attract a high enough financial yield to justify the costs in obtaining a valuation and seeking to sell.
b) It was agreed that the field could be considered in conjunction with item 7 f) above, as a natural space for the community.
c) It was agreed that this be added to the next agenda as a Project for consideration and that the school might be invited to become involved.
11. GENERAL INTERNAL POLICIES
a) The clerk had prepared and circulated the following policies for consideration:
i. Audio Recordings at Meetings
ii. Bullying and Harassment
iii. Communications
iv. Complaints – this had been reviewed and amended by Cllr T Sisson.
v. Co-option for vacancies
vi. Equal Opportunities and Diversity
vii. Model Publication Scheme
viii. Policy for the disposal of land - It was noted that the Policy for the disposal of land was no longer required, as the Parish Field was unlikely to be sold. It was agreed the remove this policy from the list.
To discuss:
ix. Social Media - It was noted that a social Media Policy was not required as the PC has no social media presence. It was agreed the remove this policy from the list.
x. Code of Conduct - It was suggested by Cllr M Overton and agreed by Cllrs that the LGA CoC might be an appropriate Code to adopt as an interim until the NALC code is ready (expected later this year). It was agreed that this would be considered to the next meeting.
xi. Financial Regulations
xii. Standing Orders - It was noted that xi and xii had not been updated since 2004 and should be updated.
b) It was noted that there is a lot of information to take in and that more time should be allowed to consider the Policies, and which might be adopted at some stage.
c) The clerk advised that although it is felt that the Policies represent a lot to take in and a lot of regulations for a small PC, it is strongly advised that the PC considers adopting and updating Internal Policies to comply with general good practice. It was noted that once adopted, the policies should be re-adopted annually and in most cases, there will be a minimum amount to work required, however legal guidelines and LALC best practice recommendations do require that policies are seen as living documents and a safeguard for the PC and the community.
12. PLAY AREA
a) Monthly report for March received. It was reported that there is some damage to the wooden frame, which is due to strimmer works, also included in the RoPSA report. (Baby swing seat and shackles as reported at the meeting of 09/02/21. Shackles, as pre RoPSA report of August 2020).
Action: clerk.– inform grass-cutters to avoid damage to the equipment.
b) Cllr G McLusky reported that on inspection the baby swing seats could be made safe on a temporary basis and that the shackles look reasonable at this stage.
c) It was agreed to defer this item to the next meeting.
13. AGENDA ITEMS FOR NEXT MEETING.
Cllr T Sisson reported the Village Hall is planning to go ahead with Wi-Fi for the VH. He reported that Chattertons Solicitors had not been particularly helpful regarding the Village Hall regarding the Deeds, specifically due to restricted opening due to covid.
Regarding Insurance, the Clerk confirmed that a copy had been received and forwarded to the VH committee on 11 March 2021.
14. DATE OF NEXT MEETING DATE
The next meeting of Leadenham Parish Council will take place on Tuesday 13 April 2021, 7.30 pm.
There being no further business the Chairman closed the meeting at 8:45 pm
Signed…………..M. NELSTROP. DATE………….13 APRIL 2021