April 11 2023 - Minutes
MINUTES OF THE PARISH COUNCIL MEETING OF
LEADENHAM PARISH COUNCIL
Held on Tuesday 11 April 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 (19:26), 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 G McLusky and it was RESOLVED that Notes of the Parish Council Meeting held on 14 March 2023 be approved as a true record and signed as Minutes.
5. PLANNING APPLICATIONS AND ISSUES
a) Applications received:
i. 23/0241/HOUS Proposal: Erection of single storey rear extension Location: 6 Queensway Leadenham.
Comments by 08/04/2023, extended to 12/04/23.
No comment.
b) Decisions received:
None.
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.
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. Email sent to LCC Highways, Rowan Smith, to request footpath over the bridge is cleared and ideally replaced to be wider/safer (15/03/23). Clearing works confirmed as Easter weekend (07/04/23). It was noted that the path had been cleared right up to the wall.
8. PARISH CLERK
To consider the Parish Clerk’s Report:
a) Elections update: PC nomination papers delivered to NKDC 27/03/23, approved. Statement received 05/04/23 and posted online. Ward nominations also received and posted online.
b) Notification that the number of PCSOs covering the NK district has been reduced from 12 to 2; these 2 will cover Sleaford only.
c) Glenrowan Homes have advised that they will commence works in ‘King’s Meadow’ week commencing 11 April 2023.
9. CORRESPONDENCE.
a) Email from a member of the public regarding missing drain cover – Lemon Wong Lane. (circulated to all 04/04/23). LCC Highways and Anglian Water had been contacted by the member of the public and no solution had been reached to the ownership. Cllr G Luff suggested that the man-hole might be the responsibility of the Environment Agency (EA). It was agreed that the Clerk relay this to the member of the public and to report the issue to EA.
10. FINANCIAL MATTERS
a) To approve the Statement of accounts and bank reconciliations.
Bank statements were not available prior to the meeting and had not been received by Cllr K Willgoose. The balances cannot be updated and will be reported at the next meeting.
The RFO reported balances as at 11/04/2022:
i. HSBC deposit account balance as £N/A
ii. HSBC current account balance as £N/A
iii. Royal Fund £331.80.
Payments due, included in balances N/A
Payments due, excluded in balances N/A
Bank charges: Maintaining the account £8.00, plus £1 per cheque.
b) To ratify payments made between 15/03/2023 – 10/04/23:
Balance of expenditure against budget 2022-2023 – final at year end:
c) To consider any payments due at 11/04/2023:
Balance of expenditure against budget to date for 2023-2024:
Precept received £12,328.00
PC contribution £2,628.00
d) AGAR 2023 – papers received. Deadline for submissions Monday 3 July, no extensions granted after 31/06/2023.
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 £3,000
S137 £9.93 per elector. x310 = £3,078.30
It was proposed by Cllr G McLusky, seconded by Cllr N Johnson and it was RESOLVED that the statement of accounts, payments made and to be made be accepted and approved.
11. PARISH FIELD/TREE PROJECT
a) It was noted that the plaque has been received and will be installed in due course.
b) The volunteer group has been asked to suggest any items which could be considered for purchase in due course using CIL funds; the suggestion is a picnic bench, at a cost of around £150-£200 for a x6 seater. Hampshire 6 Seater Picnic Table - Traditional Pub Picnic Bench | Benchmark Picnic Tables. Pressure treated and guaranteed for 15 years against rot and fungal attack. This will be added to a future agenda for consideration.
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). Update requested 07/04/23 and no response to date. Cllr G McLusky reported that he has seen P Mitchell (PM) and that PM would contact the clerk. No other information had been verbalised.
c) Martyn Everett had kindly offered to resume the play area inspections, at no cost to the Parish Council or the taxpayers of Leadenham. As a duty to consider the best financial options, the PC agreed to accept his offer and to postpone the deployment of P Mitchell until the situation changes. The training course booked for 07/06/23 will be cancelled.
d) There was no update available regarding the application for a grant, FCC application 5093.
13. LITTER PICKING.
a) Litter picking is ongoing.
14. VILLAGE HALL/LAW/BOWLS CLUB
a) Cllr M Nelstrop reported that former Cllr T Sisson had indicated that he will continue to move this forward with the VH committee.
b) It was noted by the Clerk that T Sisson may head a working group to report back to the PC for any decisions and that any Service Level Agreement should be between the PC and the Bowls Club, not the VH committee and the Bowls Club, however it is believed that the VH committee have their own arrangements for payment of water etc. It was noted that any conflict of interest should be considered.
c) It was noted by the Clerk that the PC may wish to consider the current arrangement with the VH due to the PC funding all VH insurance, Premises Licence and Small Society Licence costs (approx. £2,000 annually), and that no financial contribution is currently made by the VH to the PC.
d) Cllr M Nelstrop reported that the VH committee Chair believes that the PC should be responsible for funding these costs, as the VH offers an amenity to the community.
e) It was noted that conflicts of interest should be considered when reviewing any agreements, and that the PC members have a responsibility to consider the issue as a corporate body, on behalf of the community, irrespective of any directive from the VH committee or any individual view.
f) It was agreed that the Clerk contact T Sisson to officially note this arrangement.
15. PARKING NEAR THE PRIMARY SCHOOL.
a) It was noted that the PCSO had attended the school at home-time during the previous week and that her presence had had a positive effect on helping prevent dangerous and nuisance parking.
b) It was noted that a sturdier alternative to the posts may be more of a deterrent and that this might be considered at a later date. The Clerk will investigate the possibility and costs of placing flower troughs in this area, noting that if that was carried out, volunteers would be required to keep the troughs tidy. Other options could be considered.
16. MEMORIALS
No updates were available. Cllr M Nelstrop reported that former Cllr T Sisson had indicated that he would still look into this project on behalf of the PC. The clerk will contact him to officially note this arrangement.
17. MOTORHOME STOPOVER PLANNING EXEMPTION.
To receive any updates and to consider adopting the scheme and any arrangements required.
The Clerk has submitted the following to the VH committee, and a response will be reported when received:
* 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.
a) Bank Mandate – following the reduction of signatories from 3 to 2 at May 16 2023, a new signatory will be required.
b) Suggestions and information regarding a more robust form of anti-parking at the primary school.
c) Fountain maintenance – it was reported that J Booth, what was formerly maintaining the Fountain, may not be continuing and the Clerk will contact her to establish the situation.
d) It was proposed by Cllr G Luff seconded Cllr M Nelstrop by and unanimously agreed that a vote of thanks be recorded for the long service and pro-active works carried out by outgoing Cllrs Graham McLusky and Steve Locking.
19. DATE OF NEXT MEETING.
a) To note that the Annual Parish Meeting (APM) will take place immediately prior to the Annual Meeting of the Parish Council, starting at 7pm.
b) To note that the next PC meeting is the Annual Meeting of the Parish Council will follow on from the APM.
There being no further business the Chair ended the meeting at 20:20
Chair............................M. NELSTROP........................Date............................16/05/2023