April 13 2021 - Minutes
MINUTES OF THE PARISH COUNCIL MEETING OF
LEADENHAM PARISH COUNCIL
Held on Tuesday 13 April 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: DCllr Lucille Hagues (joined during meeting)
Two members of the public present.
Public Questions: No comments or questions had been received.
CHAIRMAN’S OPENING REMARKS
The Chair welcomed everyone to the meeting and asked the Clerk to make a statement on behalf of the PC:
The Members of Leadenham Parish Council join North Kesteven District Council and Lincolnshire County Council in expressing their sadness at the death of HRH The Duke of Edinburgh, Prince Philip.
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).
2. TO RECEIVE DECLARATIONS OF INTEREST ON ANY ITEM ON THE AGENDA
None.
3. PREVIOUS MEETING NOTES
Following amendments to spelling errors: It was proposed by Cllr T Sisson, seconded by Cllr K Willgoose and it was RESOLVED that the notes from the meeting held on 11 March 2021 be approved as a true record and signed as minutes.
At the Chair’s discretion it was agreed to consider agenda item 11 at this stage.
At the Chair’s discretion it was agreed to consider agenda item 5 at this stage.
4. PLANNING APPLICATIONS AND ISSUES
a) Applications received:
i. None
b) Decisions received:
i. 21/0096/FUL Glebe Farm Sleaford Road Brant Broughton – approved 24/03/21
c) Planning committee:
i. 21/0053/FUL North Hilltop Farmhouse The Heath Leadenham. Sub Planning Committee held 30/03/21. The application will be re-submitted following amendment.
5. REPORTS OF REPRESENTATIVES
To receive reports from the following:
a) Local Police – click here for information. Police Newsletter – click here.
i. Police Campaign information received (31/03/21). Circulated to all.
It was agreed that stickers be requested for circulation, possibly a deposit at Troops Garage.
It was agreed to reinstate the Speed Campaign for the next agenda.
Action: clerk
ii. Dog Thefts update. (31/03/21). Circulated to all. A link to the Police site for Dog Welfare / thefts is 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.
c) County Councillor (Cllr M Overton) not present. Cllr M Overton’s reports can be found here.
d) Appointment of Cllr as representative to the Village Hall Committee (LVHC) – It was agreed that the LVHC be invited to send a member to the PC meetings to report on any updates/issues when appropriate.
Action: clerk
6. HIGHWAYS ISSUES
a) To receive any updates regarding buses and HGVs and to consider any action required.
i. It was noted that Cllr M Overton had forwarded an email from Richard Fenwick (LCC County highways Manager) to confirm that the weight limit signs had been installed. Following reports from a member of the public regarding the continued issues, Cllr T Sisson offered to make a survey of what signs are where, to identify any problems.
ii. It was agreed to send a letter of thanks to the resident who is keeping the PC updated with issues regarding buses, traffic etc.
Action: clerk
b) To receive any updates regarding the footpath adjacent to the railway bridge and to consider any action required.
i. It was noted that no further updates had been received. It was agreed that the Clerk continue to email the relevant parties.
ii. It was noted that the gap in the hedge is still an issue, the land is owned by Leadenham Estate. It was agreed to contact the owner via the agents to highlight the dangers.
Action: clerk
7. CLERK’S REPORT FOR INFORMATION ONLY
a) Cereals - CEREALS 2021, Dates changed to Cereals to 30th June and 1st July. (email 15/02/21). Posted to website and circulated to all.
b) LALC advice re meetings ongoing updates. At present the power to hold remote meetings is due to end 6 May 2021. It was agreed that this be kept under review.
c) Notification has been forwarded to the Clerk regarding an event planned for the Village, Lincolnshire Folk Day, in Aug, which will make use of the Playing Field. (23/03/21) circulated to all. It was noted that the PF will be used for car parking only. It was suggested that car-parking marshals, with buckets for a collection, may be deployed.
d) LCC Highways will be carrying out works A607 Cliff Road rail bridge in Welbourn - Summer 2021 and have asked for any comments. Comment regarding harvest to be submitted. It was agreed to report the issue of the narrow path/unsafe drop on the bridge at the same time.
Action: clerk
e) Following official announcement of the death of HRH The Duke of Edinburgh, Prince Philip, notification was posted to the PC website with links to Lincolnshire’s Lord Lieutenants website and the official Royal Book of condolence.
f) LCC has reported that there is a bug in the PC website system which is taking longer to resolve than expected.
g) LALC has circulated information regarding Zoom subscriptions from 22 April. It was agreed to express an interest in this, should the legislation allow Zoom to continue for PCs after 7 May.
h) Draft Contract of employment for the Clerk/RFO to be reviewed and confirmed. This is based on the LALC template, with 6 month probationary period with a review at the end of that time.
i) Cllr T Sisson reported that he has been in contact with LALC regarding FOI requests and confirmed that the WG currently consists of Cllr T Sisson and Cllr M Nelstrop.
8. CORRESPONDENCE
a) Email received from a resident regarding bus safety and crash stats (29/03/21). Circulated to all.
b) Emails received regarding requests for information and other queries not related to PC business have been received as follows: (13/03/21, 20/03/21 and 01/04/21).
The Clerk has been in contact with LALC’s FOI/DGPR advisor, and he is willing to assist if required.
c) Email received from a resident enquiring about the decision to remove the social Media Policy from the list of Policies to be adopted. (09/04/21). Circulated to all. Reply sent to confirm that although it is not essential to adopt such a policy, it is good practice for a PC where any Members have an online SM presence.
d) Email received from a resident requesting copy of the Complaints Policy and previous draft.
e) Village Hall Management Group report received (06/04/21). Items highlighted:
* Progress with Charitable Incorporated Organisation - Draft Constitution now prepared and sent to Paul Colcombe at Wright Vigar who are helping with the registration process. (Item 6)
* To ask the Parish Council to order the installation of Wi-fi in the building as a capital outlay. (Item 4).
* It was agreed that confirmation be given to the LVHC.
Action: clerk
f) Email request received from LAW, via Cllr G McLusky, regarding invoicing ref LAW over the last two years and to investigate the arrangements for contributions: LAW contributes 19.3% of the annual cost the Bowls Club percentage is 3.4%.
It was noted that the PC owns the land and therefore requests a contribution from the LAW and Bowls Club.
Action: clerk
9. FINANCIAL MATTERS
a) To approve the Statement of accounts and bank reconciliations for to 04/03/2021
The RFO reported balances:
i. HSBC deposit account balance as £10,369.40
ii. HSBC current account balance as £1,353.30
Total £11,722.27
Uncleared cheques: n/a
Payments received, excluded in balances: n/a
Payments received, included in balances: n/a
b) It was proposed by Cllr G McLusky, seconded by Cllr G Luff and it was RESOLVED to ratify payments made between meetings and pre-approved for payment 11 March 2021:
CHQ 101434. LALC subscription for 2021-22 £147.30
CHQ 101435. Clerk salary from 21/12/20-31/03/21. £623.72
CHQ 101436. Clerk Office costs/exp 21/12/20-31/03/21 £137.50
CHQ 101437. HMRC/PAYE £155.80
It is noted that this invoice was received after the meeting on 11 March and relates to the final invoice for the financial year and was pre-approved for payment as a legal requirement.
CHQ 101436. Glendale countryside Ltd Inv 02834 £65.87
It is noted that this invoice was received after the meeting on 11 March and relates to the final invoice for the financial year and was pre-approved for payment as a contractual arrangement.
Direct Debit. ICO annual fee from 03/02/21 – 02/02/22. £35
c) It was proposed by Cllr G McLusky, seconded by Cllr K Willgoose and it was RESOLVED that the following payments be made at/after 13 April 2021 and that any contractual/legal payments may be made between meetings and reported at the next meeting.
i. Clerk’s Salary for April, £234.17 gross
ii. Clerk’s Office costs/exp for April £41.67
d) Bank Mandate – It was proposed by Cllr M Nelstrop, seconded by Cllr K Willgoose and it was RESOLVED that the PC have a new bank account, with online banking, with Lloyds Bank.
Action: clerk
d) To receive any updates regarding the Internal Audit. It was reported that the Internal Auditor is meeting with the clerk/RFO on Wednesday 14/04/21 and that the aim is to have the documents ready for sign-off at the next meeting.
e) To receive any updates regarding the AGAR. Received on 25/03/21. AGAR 2, deadline for submission 30/06/21. The situation regarding remote/physical meetings should be considered.
Income and Grants for note only.
CIL April 2019 £1,523.25 for use up to May 2024
S137 £8.12 x 327 £2,655.24
10. INSURANCE
Insurance Policy is due for renewal on 1 June 2021. A pre-renewal document has been received and circulated to all and will be completed and returned, with the aim of having the renewal policy available for approval at the next meeting.
Action: clerk
11. PARISH FIELD (considered following item 3)
The Chair invited two members of the public to present their draft plans for a possible environmentally friendly project for the Parish Field (PF).
a) It was reported that a group formed as part of the Plant for the Planet initiative would like to suggest a scheme for the PF, which would be long term, environmentally beneficial to the community, be a positive step towards climate change and create a pleasant area for the enjoyment of all. This would involve landscaping, providing plants, planting and maintaining/aftercare of the PF and could include additional areas leading to the PF, including the pathway, hedgerow and copse in the area past the Play Area.
b) Details of the possible scheme were provided via a sketch and each section was described; this included a footpath, trees (dense), trees (sparse) rough grass, pic-nic area, wildflower area and orchard. A range of fruit trees could be accessible for picking as a Community Orchard.
c) It was suggested that the School could be involved.
d) It was reported that there would be no, or minimal costs for the PC as most of the products and works, including aftercare, would be provided by volunteers.
e) The timescale for planting is ideally end of Autumn.
f) Issues to consider further include:
i. Insurance.
ii. Access, possibly via the reinstatement of a previous access point to the area.
iii. Clarification of all boundaries involved.
iv. Legal definition and future-proofing the area and all aspects of use including access.
v. Inspection of existing trees in the area adjacent to the site, along the top bank and any required tree works.
vi. Consideration of the inclusion of two plaques currently in storage (Airfields Memorial Trust and Pottergate plaque).
g) It was agreed in principle that the PF Project should be progressed and that an informal Working Group formed. This WG would be made up of any members of the PC and any members of the Plant for the Planet group. All suggestions would be reported back at a full PC meeting and any agreements/resolutions would be made by Full Council. A schedule for the project should be created by the WG.
h) It was agreed that the current arrangement for the PF to be grazed by a local resident be continued at this stage. The annual fee of £30 is due to be invoiced in April 2021.
Action: clerk
12. GENERAL INTERNAL POLICIES
It was proposed by Cllr M Nelstrop, seconded by Cllr G McLusky and it was RESOLVED that the following policies be adopted:
i. Audio Recordings at Meetings.
ii. Bullying and Harassment.
iii. Communications.
iv. Complaints.
v. Co-option for vacancies.
vi. Equal Opportunities and Diversity.
vii. Model Publication Scheme.
viii. Code of Conduct – LGA version.
To note the following Policies are in place and should be reviewed in due course:
ix. Financial Regulations – last updated 2004
x. Standing Orders – last updated 2004
13. PLAY AREA
a) Monthly report for March received. Baby Swing seats to be repaired by the village Keeper. As discussed at the meeting of 11/03/21, the shackles on the junior swings will be replaced in due course.
b) It was noted that the Grass-cutting contractor has been asked to avoid cutting too close to the equipment as to cause damage.
14. LITTER PICKING.
a) It was reported that several volunteers had come forward. It was agreed that GDPR permissions will be sought to hold a list and share the information amongst the group. The co-ordinator will liaise with the group on behalf of the PC.
Action: clerk
b) It was agreed that the start date will be weekend 1 May, to coincide with refuse collections on Tuesday 4 May 2021.
c) It was noted that that equipment is held in the VH, which will be a meeting point (covid rules apply).
15. AGENDA ITEMS FOR NEXT MEETING.
a) Speeding - Signs and Speed Gun.
16. DATE OF NEXT MEETING DATE
a) The next Full Meeting of Leadenham Parish Council will be the Annual Meeting of the Parish Council (AMPC) and will take place on Tuesday 4 May 2021, 7.30 pm, via Zoom.
b) The Annual Parish Meeting (APM) will take place on Tuesday 29 June 2021, at 6:30pm, at the Village Hall (Government advice to be followed). It was agreed that the following be invited to attend as guest speakers:
A representative from the Police
Members of the Plant for the Planet Group.
District Councillors
Action: clerk
There being no further business the Chairman closed the meeting at 9:30 pm
Chair.................M Nelstrop.
Date..................4 May 2021