March 14 2023 - Minutes
MINUTES OF THE PARISH COUNCIL MEETING OF
LEADENHAM PARISH COUNCIL
Held on Tuesday 14 March 2023, 7.15 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 K Willgoose.
Ruth Keillar (Clerk/RFO)
Also present: DCllr Lucille Hagues (part meeting only)
0 members of the public present.
CHAIRMAN’S OPENING REMARKS. Chair Cllr M Nelstrop welcomed everyone to the meeting.
1. APOLOGIES FOR ABSENCE.
None received.
2. DECLARATION OF INTERESTS
Members of the Parish Council are required to declare any personal or prejudicial interests they may have in any matter which is to be considered at this meeting.
None.
3. PUBLIC FORUM. No members of the public were present.
4. MINUTES
a) It was proposed by Cllr K Willgoose, seconded by Cllr M Nelstrop and it was RESOLVED that Notes of the Parish Council Meeting held on 14 February 2023 be approved as a true record and signed as Minutes.
5. PLANNING APPLICATIONS AND ISSUES
a) Applications received:
i. 22/1187/VARCON Hilltop Farm North The Heath Leadenham. This application had been received after publication of the agenda and with a very short response time available.
Cllr M Nelstrop declared an interest, however as the item was for consideration of attendance to the planning committee, rather that a response from the PC, the Clerk advised that Cllr M Nelstrop could remain in the meeting but would not contribute to the conversation.
The application will be considered at Planning Committee on 21st March 2023, 5pm.
If you would like to register to speak regarding a planning application on this agenda, please email democratic_services@n-kesteven.gov.uk by 12 noon on the Friday before the meeting. This is the only way you can speak at a planning meeting.
It was agreed that the clerk register the attendance of a Cllr and that the Cllr draft a comment to be spoken at the meeting, based on previously submitted comments submitted to NKDC on 12/10/2022. It was agreed to inform NKDC that the short time given for this issue compromised the time available to consider any action.
b) Decisions received:
i. Application Reference: 22/1673/VARCON – approved.
Proposal: Application to vary condition 17 (approved plans list) of planning permission
19/1084/FUL (erection of 7 no. dwellings, including relocation of pub car parking area,
conversion of pig sty building into bin store and formation of pedestrian access) to enable the
erection of a carport to Plot 7
Location: Land To The Rear Of The George Hotel Main Road Leadenham
6. 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). District news – click here.
c) County Councillor (Cllr M Overton). Newsletters can be found here.
d) Village Hall Committee. No new reports were available. The MotorhomeFun issue is considered in minute XXX below.
7. HIGHWAYS ISSUES
a) Reports re Buses and HGVs – No new updates were available. It was agreed to keep this item on the agenda.
b) Footpath adjacent to the railway bridge. No new updates were available. It was agreed to contact LCC Highways, Rowan Smith, again, to request that the footpath is cleared effectively and to re-iterate that widening/repair is the preferred option.
c) TPO – Proposed 30mph speed limit – A607, Leadenham. Circulated to all (07/03/23).
Comments by Tuesday 4 April 2023. It was noted that this is very welcome news.
8. PARISH CLERK
To consider the Parish Clerk’s Report:
a) Pete Mitchell has been offered the Play Area Inspector role, as agreed at the meeting of 14 02 2023, minute 20. (16/02/23). Pete has accepted and is booked onto a LALC training course on Wednesday 7 June 2023.
b) Village play area pic-nic tables works have been confirmed as commenced by PM however no work has been carried out due to the weather.
c) Elections update: Clerk attended a briefing on 22 February at North Hykeham, x7 election Packs collected. Notices for PC and DC Elections received and posted online 15/03/2023. Paper copies for the notice board provided for display.
d) PCSO Sarah Lingard is covering the Cliff Villages beat as a temporary measure. Changes in PCSO numbers is expected in due course (circulated to all 24/02/2023).
e) Leadenham Waste site litter picker has been deployed following installation of the netting. The site manager has booked him to do a follow up litter pick due to some waste spreading. Some waste was reported as fly-tipping. He has requested that anyone cutting the verge adjacent to the site, to please confirm when they plan to do so. Request passed to Glendale Countryside Ltd, Cllr M Nelstrop to inform relevant farmers.
f) LIVES have issued the quarterly report, pads due for replacement 28/09/2024.
g) Cllr T Sisson resigned from the PC on 24/02/23. The vacancy notice has been displayed.
h) Pensions Regulator – re-declaration completed 07/03/2023.
9. CORRESPONDENCE.
None to report.
10. FINANCIAL MATTERS
a) To approve the Statement of accounts and bank reconciliations.
Bank statements were not available prior to the meeting and were supplied by Cllr K Willgoose at the meeting to be recorded in minutes.
The RFO reported balances as at 04/03/2022:
i. HSBC deposit account balance as £23,364.88
ii. HSBC current account balance as £2,124.22
iii. Royal Fund £331.80.
Payments due, included in balances NIL
Payments due, excluded in balances £39.80
WPD wayleave payment for pole in parish field.
Bank charges: Maintaining the account £8.00, plus £1 per cheque.
b) To ratify payments made between meetings:
c) To consider any payments due at 14/03/2022:
Balance of expenditure against budget to date, including payments approved at 14/02/23:
TOTAL SPENT
BUDGET
INCOME/GRANTS for note only
CIL April 2019 £1,523.25 for use up to May 2024.
Spending: £54.99 (ex VAT) - plaque for parish field project
Balance remaining £1,468.26
£1,499.01 is currently ring-fenced to use as a third-party contribution for the FCC grant application 5093.
CIL April 2021 £1,904.14 for use up to May 2026.
£30.75 balance of ringfenced expenditure
Balance remaining £1,873.39
CIL October 2022 £2,503.82 for use up to May 2027.
Ringfenced for SID £2,500.00
Ringfenced for election costs £1,500
S137 2023-24 is £9.93 per elector. x310 = £3,078.30
LCC Grass-cutting grant for 2023/24 confirmed as £457.31. This is an increase of £37.12 from £420.19 granted in 2022/23.
VAT reclaim submitted: 01/12/21 – 31/12/22, £443.83.
It was noted and approved that the current payroll provider, TJ Bookkeeping and Accounts Ltd, is ceasing PC works at the end of March 2023. They have suggested an alternative, Stuart Clegg Payroll, Sleaford, and will process the smooth handover for April 2023 onwards. The cost will increase by £1 per payrun, to £7 per month, the budget will increase by £12, £72, increases to £84.
It was proposed by Cllr M Nelstrop, seconded by Cllr G McLusky and it was RESOLVED that the statement of accounts, payments made and to be made be accepted and approved.
11. PARISH FIELD/TREE PROJECT
It was noted that the plaque has been received and will be installed in due course.
12. PLAY AREA.
a) Monthly reports received.
b) To receive any updates regarding the picnic benches. Pete Mitchell has reported that the works will be done when the weather permits and updates will follow (msg 28/02/23).
c) There was no update available regarding the application for a grant, FCC application 5093.
13. LITTER PICKING.
a) Litter picking is ongoing.
b) ME has reported details of litter with the address of a person in North Hykeham, NKDC have advices their prosecutions officer.
c) ME has requested that the PC considers the purchase of x4 ring holders at an estimated cost of £36.00. It was agreed that a budget of £40 be made available to cover this purchase.
14. VILLAGE HALL/LAW/BOWLS CLUB
a) There were no updates available.
15. PARKING NEAR THE PRIMARY SCHOOL.
a) It was noted that additional poles purchased by Cllr M Nelstrop had been deployed. Cllr G McLusky reported that some vehicles were still parking in the vicinity, including illegal parking on the zig-zag lines. It was agreed to forward the photographic evidence to the Police.
16. MEMORIALS
No updates were available. Following the resignation of Cllr T Sisson, alternative arrangements for progressing this issue will be required in due course.
17. MOTORHOME STOPOVER PLANNING EXEMPTION.
a) To receive any updates regarding insurance
The VH insurance provider (paid by the PC) has advised that there are certain criteria to be considered, although the current policy would automatically provide Public Liability for any land that is owned by, or the responsibility of Leadenham Village Hall 2000 so will provide cover for any injuries to anyone or damage to their property due to an issue or defect with the land and when Leadenham Village Hall 2000 can be proven legally liable.
MotorhomeFun has advised that they have no interest or responsibility for any activity. Full correspondence circulated to all Cllrs).
b) To consider adopting the scheme and any arrangements required.
It was agreed that clarity of the following be requested from the VH committee, for further consideration of the proposal:
* Risk assessment carried out by the VH
* Costs/deposit/cancellations and refund terms for cancellations/paid to whom/contribution to PC.
* Booking conditions – to terms and conditions covering the following:
o Disposal of rubbish
o Use of barbeques and outdoor heating etc.
o Noise, and timings of music etc.
o Animals / (e.g. Full responsibility of the dog lies with the hirer, and this includes damage, causing a nuisance, clearing up after the dog and any third-party liability situations).
o Length of stay
o Max number of occupants
o Lead guest age restrictions ? (e.g. min 21yers of age). identification may be requested.
o Restrictions on groups/types (e.g. no parties)
o Check in / departure times
* Insurance – VH Insurance (which the PC currently pays in full) covers for Public Liability, but asks that the users have their own insurance – see the replies from Our insurers and Motorhomefun below (MHFun are not interested in any conditions and are basically a booking set up). The booker should have their own insurance and this may be required at time of booking.
* Management arrangements – who is overseeing the bookings and ensuring conditions are met.
* Out of hours contact in case of emergency.
* Contingency if the ‘manager’ leaves the VH committee – possible 2/3 people should be involved?
18. AGENDA ITEMS FOR NEXT MEETING.
Item 17 above.
19. DATE OF NEXT MEETING. To note that the next meeting of the Parish Council as Tuesday 11 April 2023.
There being no further business the Chair ended the meeting at 20:38
Chair................................M.NELSTROP......................... Date.........................11 April 2023......................