August 23 2022 - Minutes
MINUTES OF THE PARISH COUNCIL MEETING OF
LEADENHAM PARISH COUNCIL
Held on Wednesday 23 August 2022, 7.35 pm at Leadenham Village Hall.
PRESENT: Cllr Melanie Nelstrop (Chair), Cllr G McLusky (Vice-Chair), Cllr N Johnson, Cllr S Locking, Cllr G Luff, Cllr T Sisson, Cllr K Willgoose.
Ruth Keillar (Clerk/RFO)
Also present: Play Area Working Group leader, Mr M Everett.
4 members of the public present.
CHAIRMAN’S OPENING REMARKS. Chair Cllr M Nelstrop welcomed everyone to the meeting.
1. APOLOGIES FOR ABSENCE.
Apologies had been received from Cllr G Luff, Cllr S Locking, Cllr N Johnson, reasons accepted.
2. DECLARATION OF INTERESTS
Cllr M Nelstrop declared an interest in agenda item 10 c).
3. MINUTES
It was proposed by Cllr G McLusky, seconded by Cllr K Willgoose and it was RESOLVED that Notes of the Parish Council Meeting held on 13 July 2022 be approved as a true record and signed as Minutes.
At the Chair’s discretion, item 13 was taken at this point.
4. PLANNING APPLICATIONS AND ISSUES
a) Applications received:
i. 22/1067/TCA Description of works: T1 - LARGE MATURE ELM TREE - REMOVE DEADWOOD AND CROWN REDUCTION BY 2 METRES IN CIRCUMFERENCE TO PREVIOUS PRUNING SIZE IN 2020 - RPA 9 METRES Location: Church Of England School, Main Road, Leadenham. Deadline for comments 12/08/22.
ii. 22/1140/TCA Description of works: T1 Horse Chestnut - fell; T2 Redwood - fell; T3 Fir - fell; T4 / T5 / T6 Apple - reduce height of crown by 2m Location: Greystones, 24 High Street, Leadenham. Deadline for comments 30/08/22. It was agreed that a comment be submitted with reference to the preference for replacement trees to be planted wherever possible, when a tree is removed.
b) Decisions received: None.
5. REPORTS OF REPRESENTATIVES
To receive reports from the following:
b) District Councillor (DCllr Lucille Hagues, Cllr M Overton). District news – click here.
c) County Councillor (Cllr M Overton). Newsletters can be found here.
d) Village Hall Committee. No updates to report.
6. HIGHWAYS ISSUES
a) Reports re Buses and HGVs – new reports from a member of the public are regularly received, with thanks. It was agreed to keep this item on the agenda.
b) Footpath adjacent to the railway bridge. No updates were available.
7. SPEEDWATCH SCHEME/SPEEDING ISSUES
a) Speed Indicator Device (SID – Cliff Cluster Scheme):
The device will be passed onto Harmston PC, via the Village Keeper.
b) SID for Leadenham:
Quotes had been received from two suppliers, ranging from around £2,500 - £4,000. The PC did not make any decision regarding this and may consider re-allocating the ringfenced monies.
8. DEFIBRILLATOR
a) It was noted that the PC is the owner of the defibrillator, as the original supplier has confirmed (Communityheartbeat.org).
b) It was proposed by Cllr T Sisson, seconded by Cllr K Willgoose and it was RESOLVED that a battery replacement be ordered, confirmed as £255 + £10 delivery +VAT and that quotes for a maintenance scheme be investigated and put into place, at a maximum cost of £200.
A cheque will be issued for the Defibrillator check volunteer to use for the order, which will be placed on behalf of the PC and a copy of the order/invoice will be requested.
9. PARISH CLERK
To consider the Parish Clerk’s Report:
a) Police have been asked to meet with Cllrs to view parking at school issue and discuss their advice re parent leaflet drop and bollards. No response received to date.
b) The Clerk attended the following training:
i. NKDC Code of Conduct Training, via Zoom, FOC, Tues, 19/07/22, 2pm
ii. LALC website training, via Zoom, FOC, Wed, 27/07/22, 1-3pm
iii. LALC AGM and CONFERENCE - BENTLEY HOTEL South Hykeham - Wed 12th Oct 22 - £10 plus VAT per delegate
c) Correspondence with LVH committee re wording and clarification of any change of leader to the WG.
d) Footpath – following agreement to report this at the last meeting, M Everett has provided information and photographs:
e) There is a Footpath – following agreement to report this at the last meeting, M Everett has provided information and photographs:
* There is tape or rope has been put across the footpath as it emerges from the playing field.
It can easily be unhooked and replaced.
* Although not immediately obvious, there is a hand-written notice at the far end of the rope saying “The rope gate is not electrified. Please close behind you. Thank you”.
* The Clerk drafted a clearer notice to be laminated and sited.
* The village Keeper cut back vegetation along the path.
* The primary school has been contacted requesting that the hawthorne trees, which are located within their grounds and currently causing a blockage on the footpath, are cut back. (19/07/2022) and have confirmed that this has now been done.
f) Bus service routes will be affected by the A607 Fulbeck Bridge works – details posted onto the PC website and circulated to all. (19/07/2022).
g) Play area RoSPA check booked for August. (ref email 17/07/2022).
h) BHIB insurance has provided a one-year free subscription to XMAP for Parish Online is a digital mapping software package that lets you view hundreds of details maps of your local council, and the tools to create your own maps, store your council assets.
i) LPC email received re Variation Request (12/08/22).
j) Notification that Anglian Water is developing proposals for two new reservoirs. One is proposed to be in the Fens and will see Anglian working together with Cambridge Water. The other will be located in Lincolnshire. (17/08/22).
k) NKDC invitation to Councillor Mrs Hagues' Civic Service of Dedication on Sunday 25th September 2022. RSVP by 30/08/22.
l) WPD contacted to ask for the fencing around the stays, in the parish field, to be installed as promised 22/11/2021.
Website analytics for July 2022:
Users = 473 (+23.2%). Page Views = 2040 (+23%). Unique Page Views = 1,562 (+15.6%). Average Time on Page = 00:00:20 (-27.2%).
10. CORRESPONDENCE.
a) Correspondence sent to NKDC Planning, with the PC copied in, from a resident querying the street-naming at Post Office Yard and Main Road. Response/explanation from NKDC to correspondent with PC copied in.
b) The correspondent who had contacted the PC prior to the last meeting, regarding an area of land, has been in contact again to ask for further clarification. The land, which under the terms of the Leadenham Enclosure Act, is an area of slightly over 52 Acres was granted in Exchange of the Church and the Poor's land. The correspondent would like to know if this was originally owned by the PC and is still used or has been sold? Further, is it known who may own or have owned this land? The correspondent is seeking to establish if the land is still available, as it should be for the benefit of local people.
c) Leadenham Polo Club submitted a copy of a report sent to NKDC Planning department, requesting that ‘condition 12 removed’. No information has been issued to the PC from NKDC and the Clerk will contact NKDC Planning to ask for an update.
11. FINANCIAL MATTERS
a) To approve the Statement of accounts and bank reconciliations as at 04/07/2022.
The RFO reported balances as at 04/07/2022:
i. HSBC deposit account balance as £25,779.15
ii. HSBC current account balance as £4,322.98
iii. Royal Fund £331.80.
Bank charges: Maintaining the account £8.00, plus £1 per cheque.
b) To ratify payments made between 13/07/22 – 23/08/22:
Item 18 – To note that Clerks additional hours, January – June 2022 20hrs 8 mins (20.13 decimalised) X £13.75 p.h = £267.79. This was approved by the Chair/Vice-Chair and paid in the July payroll.
c) To consider any payments due at 23/08/2022:
28* See minute 8.
Balance of expenditure against budget to date:
INCOME/GRANTS for note only
CIL April 2021 £1,904.14 for use up to May 2026. report required by 31/12/21
CIL April 2019 £1,523.25 for use up to May 2024
Ringfenced for SID £2,500.00
S137 £8.12 x 327 £2,655.24
d) AGAR
i. AGAR 2021-2022. To note that the External Auditors have closed the audit with no further actions required. (23/07/22)
ii. Future External Audits – to note that the process for selection of the next EA is to commence shortly. PCs will be informed in due course.
12. PARISH FIELD/TREE PROJECT
A interim report had been received from the project organiser.
13. PLAY AREA.
a) Monthly reports received.
b) It was noted that Mr M Everett is now the Working Group (WG) Leader.
c) WG Meetings held listed as follows:
i. 14.06.22. Initial meeting of WG.
ii. 08.07.22. Meeting at VH. (Sam Parkes joined the WG).
iii. 19.07.22. Meeting at VH.
iv. 26.07.22. Meeting at VH
v. 19/07/22 Meeting at VH
vi. 23/08/22 Meeting at VH, prior to the PC meeting.
d) It was noted that it is the intention to apply for grant funding, as minuted at 24/05/22 minute 3giii. Preliminary research and contact with potential funders has taken place, via the WG leader and it was agreed that an application to FCC Communities Foundation (FCC) be taken forward.
e) It was noted that the next deadline for FCC applications is 7 September 2022.
f) The WG leader circulated hard copy information including:
i. a comprehensive report into the project covering: Background, Consultation, Supporting Evidence, Proposed Project, Sustainability, Value for Money, Impact. (attached)
ii. a spreadsheet of the four tenders received from suppliers A, B, C and D. This detailed equipment, costs, safety measures, fencing/gating, removal of old apparatus and landscaping, delivery and installation (attached). It was noted that the tenders are ‘like-for-like’ in terms of the apparatus type requirements.
iii. a ‘score-sheet’ relating to the suppliers who have tendered and also 3 others. Scores were based on: location, professionalism/response times/pro-activity, price and price promise.
g) It was noted that a 3rd party donation is required, which will be in the region of £9,000 - £10,000. This issue has not been clarified as yet.
h) It was noted that a suggestion that a loan be issued to the PC, to cover 3rd party contribution was not admissible; This would not be a contribution, it would be a loan if it was to be repaid. Any loan of more than £5/elector (£1560) would require borrowing approval which would need to be sought from DLUHC regardless of the source of the loan.
i) It was noted that primary and secondary contacts for the grant application will be required; A single signatory authorised to sign on behalf of the applicant organisation will be required.
j) It was proposed by Cllr G McLusky, seconded by Cllr M Nelstrop and it was RESOLVED that the tender of at £89,824.55, from supplier ‘C’ be accepted and that an application to FCC for the required funding be made, however this is dependent on all other criteria for the project to be clarified and agreed, including total costs, 3rd party contributor, other funding sources, donations and general fund-raising and a contribution from the PC (see point l. below).
k) It was noted that PC contribution may include CIL funds (currently £3,427.39) and the PC could consider re-allocating the £2,500, currently ringfenced for use towards a SID.
l) It was noted that the 07/09/22 deadline for FCC applications is not attainable at this stage and that the next deadline is early December 2022.
14. LITTER PICKING.
a) Litter picking is ongoing.
b) To note that NKDC Litter Picking Grant information received. Application to be made by 03/10/22.
c) Items reimbursement for Litter Picking leader at Minute 14c) above, approved as standard.
15. VILLAGE HALL/LAW/BOWLS CLUB
a) LAW – an invoice for the costs of use of the PC property be issued, 2021-2022 has been issued.
b) Bowls club (BC).
Following the resolution made on 13/07/22, minute 14 b) , no update had been received regarding the existence/conditions of any current lease, therefore no further action has been taken, including the issuing of any invoice for 2 contribution and no draft SLA produced.
16. PARKING NEAR THE PRIMARY SCHOOL.
a) There are no updates following the proposed deployment of a barrier and any updates from the Police.
b) LCC Highways has completed the additional safety markings adjacent to the school (17/08/22). It was noted that these had not been extended far enough and It was agreed that a further extension be requested when the markings are due for the next refurbishment.
17. MEMORIALS
It was agreed that this be kept on the agenda and addressed at a future meeting.
18. POLICIES
a) It was proposed by Cllr M Nelstrop, seconded by Cllr T Sisson and it was RESOLVED that the following policies be re re-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
b) It was proposed by Cllr T Sisson, seconded by Cllr G McLusky and it was RESOLVED that the following policy be adopted:
viii. Standing Orders. To consider amendment to Public Questions (SO point 3e)
c) It was agreed that the following policy be deferred to the next meeting to allow for further consideration:
ix. Financial Regulations
19. AGENDA ITEMS FOR NEXT MEETING.
Nothing to add at this stage. It was noted that the vegetation running between the school and fountain, also at Nun’s corner, requires cutting and that this is the responsibility of a land-owner. The Clerk will report any updates at the next meeting.
20. DATE OF NEXT MEETING.
It was noted that the next meeting will be 11 October 2022.
There being no further business the Chair ended the meeting at 20:51
Chair..........................M NELSTROP...................................Date.......................11 OCTOBER 2022.................