May 16 2023 - Annual Meeting of the Parish Council - Minutes
MINUTES OF THE ANNUAL MEETING OF THE PARISH COUNCIL OF
LEADENHAM PARISH COUNCIL
Held on Tuesday 16 May 2023, 7.28 pm at Leadenham Village Hall (following the Annual Parish Meeting).
PRESENT: Cllr Melanie Nelstrop (Chair* see minute 1), Cllr G Luff (Vice-Chair* see minute 2), Cllr M Everett, Cllr N Johnson, Cllr K Willgoose.
Ruth Keillar (Clerk/RFO)
Also present:
1 member of the public present.
Prior to the meeting commencing, all elected Cllrs had signed their Acceptance of Office forms, which were witnessed and signed by the Clerk.
CHAIRMAN’S OPENING REMARKS. Chair Cllr M Nelstrop welcomed everyone to the meeting.
1. ELECTION OF CHAIR AND RECEIVE DECLARATION OF ACCEPTANCE OF OFFICE.
It was proposed by Cllr G Luff, seconded by Cllr K Willgoose and it was RESOLVED that Cllr M Nelstrop be appointed as Chair to the Parish Council. Cllr M Nelstrop and the Clerk signed the Acceptance of Office on 16 May 2023.
2. ELECTION OF VICE CHAIR AND RECEIVE DECLARATION OF ACCEPTANCE OF OFFICE.
It was proposed by Cllr N Johnson, seconded by Cllr K Willgoose and it was RESOLVED that Cllr G Luff be appointed as Vice-Chair to the Parish Council. Cllr G Luff and the clerk signed the Acceptance of Office on 16 May 2023.
3. APOLOGIES FOR ABSENCE.
DCllr Lucille Hagues had submitted apologies.
4. 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.
5. PUBLIC FORUM. The member of the public present had no questions at this time.
6. MINUTES
a) It was proposed by Cllr N Johnson, seconded by Cllr K Willgoose and it was RESOLVED that Notes of the Parish Council Meeting held on 11 April 2023 be approved as a true record and signed as Minutes.
7. PLANNING APPLICATIONS AND ISSUES
a) Applications received:
i. 22/1520/FUL Proposal: Erection of five dwellings and garages Location: Barns At Field House Farm Sleaford Road Brant Broughton. Notification of amended plans.
Comments by 25 May 2023.
No comments.
b) Decisions received:
i. 23/0241/HOUS – approved 10/05/2023.
Proposal: Erection of single storey rear extension, 6 Queensway Leadenham.
8. 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 new reports were available.
9. PARISH COUNCILLOR RESPONSIBILITIES AND TRAINING
a) Areas of responsibility for Cllrs. It was agreed to take this to the next agenda.
b) Training for Cllrs and to review the ATS membership. It was agreed that the PC sign up to the ATS and that a cheque for the ATS fee be added to payments for approval on 16/05/2023 (£100+VAT). It was agreed that Cllr M Everett and a member of the public, who has applied to be co-opted, be registered for Cllr Training, 6 June, Welbourn VH, 18:00 – 21:00. It was noted that the Clerk will request authorisation from LALC for the prospective new Cllr to attend pre-co-option.
10. HIGHWAYS ISSUES
a) Reports re Buses and HGVs – Cllr M Everett reported that the issue is ongoing and had recent images of potentially dangerous activity. It was proposed by Cllr G Luff, seconded by Cllr N Johnson and it was RESOLVED that Cllr M Everett be given authority to investigate this issue on behalf of the PC, to prepare correspondence for the Clerk to circulate to relevant bodies on behalf of the PC and to present reports and suggestions for the PC to consider.
b) Footpath adjacent to the railway bridge. Cllr M Nelstrop reported that a member of the public, who relies on a wheelchair and support dog, had experienced great difficulty on this path and felt in grave danger of injury. It was noted that the member of the public could contact the clerk for details of the relevant department to contact and that the clerk would also pass on the concerns to LCC Highways.
11. PARISH CLERK
To consider the Parish Clerk’s Report:
a) LCC Highways – email sent to express thanks for the cleaning of the footpath over the bridge.
b) Village play area picnic tables works. Update requested 12/04/23. Cllr M Everett reported that he had implemented some repairs himself, in the absence of any work by the handyperson. It was agreed that, if time allowed, and item could be added to the 3 Villages magazine and that a Facebook post could be added to the Leadenham village page; Cllr M Everett offered to draft this and send to the clerk for ‘social media’ compliance prior to posting.
c) Play area inspection requirement update sent to the Handyperson (PM). and training cancelled.
d) Speed reduction A607, 40 reduced to 30mph. Public Notice received and published. Deadline for public comments is 15 June 2023.
e) A member of the public has expressed an interest in applying for one of the vacant seats and will be submitting their details. Co-option could take place at the June meeting.
f) LALC summer Conference is taking place on Wednesday 19th July at the Bentley Hotel, South Hykeham. It was agreed that the clerk would attend. Costs are estimated to be £25 plus £7.20 approx. travel costs. Costs can be shared with Fenton and Torksey Lock PC.
g) Ms J Booth had been contacted by letter (15/04/23) regarding the Fountain maintenance, following a suggestion that she was not planning to continue this service, for which a donation of £100 per year is granted to her. Ms Booth confirmed that she is very happy to continue with the current arrangement (email 20/04/23).
h) Cllrs were reminded that RoMI forms must be submitted back to the clerk 28 days from 16/05/23 (to be emailed with supporting notes) and that expenses forms must be submitted to NKDC by 01/06/23. The clerk agreed to forward these foe Cllr M Everett and Cllr N Johnson.
i) Local Plan adoption statement ref 13 April agreement. received and added to website.
12. CORRESPONDENCE.
a) Email from a resident querying the grass-cutting at the start of Back Lane/rear of 39 High Street (12/04/23). The contractor has confirmed that this patch was cut in error by a new gang and that there is no additional cost to the PC for this (12/04/23 and 17/04/23) and this was relayed to the correspondent. A further email was received from the correspondent to report that this grass had been cut again (06/05/23), and asking if the PC would cut all the verges etc, currently being cut by private residents. A reply was sent to reiterate that no PC funds had been used for this (repeated) error and that the PC could consider further action regarding this issue, dependant on general public consensus and the increased costs for the parish taxpayers (11/05/23). The correspondent has confirmed by return that they will not be emailing about this again and has accepted the situation.
b) Email received from James Prentice, Community Connector (Lincoln South), Bridge Church (12/05/23) requesting the opportunity to meet with PC members and/or others in the area with a view to helping with various things in Leadenham and the surrounding area. It was agreed that a reply be sent to say that the PC was not able to comment to meet unless detailed information about the activity was forthcoming.
13. 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 04/05/2022:
i. HSBC deposit account balance as £35,423.17
ii. HSBC current account balance as £1,928.77
iii. Royal Fund £331.80.
It was noted that £12,000 had been transferred from the current account to the deposit account on 18/04/2023 by Cllr K Willgoose.
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 12/04/23 – 15/05/2023:
c) To consider any payments due at 16/05/2023:
Balance of expenditure against budget to date:
d) AGAR 2023
i. Documents have been received.
ii. Internal Auditor, Mr T Holleran, is reviewing the financial files.
iii. AGAR papers will be reviewed and signed off at the June meeting, for submission by end June 23.
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.
CIL October 2022 £2,503.82 for use up to May 2027.
Total currently remaining £5,876.22
Ringfenced for SID £2,500.00
Ringfenced for election costs £3,000
S137 £9.93 per elector. x310 = £3,078.30
e) To consider adding additional person(s) to the bank mandate. It was agreed that Cllr G Luff and Cllr N Johnson be added to the bank mandate. Cllr K Willgoose, who is the administrator of the PC bank account, agreed to obtain the relevant forms for completion and submission.
f) Insurance.
The current insurance expires on 05/06/23 and is part of a fixed LTA from June 2021.
BHIB, current cost £373.58 (2021-22 and 2022-23.
Current supplier quote £409.42 (increase of £35.84)
It was proposed by Cllr M Nelstrop, seconded by Cllr G Luff and it was RESOLVED that the statement of accounts, payments made/to be made, bank mandate changes and insurance premium be accepted and approved.
14. PARISH FIELD/TREE PROJECT
a) Cllr G Luff reported that a group had helped to remove cut hay from the field and that it was hoped to create a wild flower meadow, once the land was dry and excess grass cut back.
15. PLAY AREA.
a) Monthly reports received.
b) To receive any updates regarding the picnic benches. This had been discussed at minute 11 b).
c) There was no update available regarding the application for a grant, FCC application 5093.
16. LITTER PICKING.
a) Litter picking is ongoing. Cllr M Everett liaises with NKDC regarding bulky items/fly-tipping.
17. VILLAGE HALL/LAW/BOWLS CLUB
The Clerk reported that she had received a telephone call from the Chair of the Bowls Club. It appeared that there was some confusion over a meeting held where he had thought he was meeting the PC Chair and Clerk and that some agreement had been made regarding financial arrangements.
Clearly no agreement has been made by the PC and any payment amount is still tbc.
T Sisson has been asked to confirm he is willing to carry this project as a community working group and had confirmed that he would, referring to LALC precedent and meetings between LVH and the Bowls Club.
It was agreed that whilst T.Sisson’s offer was welcome, the PC must remain in control of its own property and assets and be key to any financial or other agreements. It was agreed that Cllr G Luff be given authority to investigate and report back to the PC regarding an appropriate Service Level Agreement. The Clerk will forward all relevant information regarding the last SLA attempt (2015) and comparison SLAs from other PCs.
18. PARKING NEAR THE PRIMARY SCHOOL.
As agreed, the clerk contacted LCC Highways to assess costs/procedures:
Paperwork has been received and information regarding the process for installing bollards or planters etc circulated.
It was noted that there would be not cost incurred by Highways for this.
The Clerk had circulated example bollards. It was agreed that alternative structures be investigated (e.g. shorter square block style).
19. MEMORIALS
As agreed, T.Sisson had been asked if he was to progress this project on behalf of the PC. And he has confirmed that he will do so, reporting back to the PC.
20. MOTORHOME STOPOVER PLANNING EXEMPTION.
Following a suggested list of requirements and operational preferences, (detailed in the previous minutes) the LVH committee considered the detail at their meeting of 18th April and it was decided not go ahead with the Motorhome plan, as the administration required far outweighs the small remuneration it would generate.
21. AGENDA ITEMS FOR NEXT MEETING.
a) Consideration of PC spending of CIL funds.
b) Areas of Responsibility for Cllrs.
22. DATE OF NEXT MEETING.
a) To note that the next PC meeting is 13 June 2023, 7.15pm, Leadenham Village Hall.
There being no further business the Chair ended the meeting at 21:06
Signed.....................N.NELSTROP....(Chair)...........................Date...............................13/06/2023.............