June 13 2023 - Minutes
MINUTES OF THE PARISH COUNCIL OF
LEADENHAM PARISH COUNCIL
Held on Tuesday 13 June 2023, 7.15 pm at Leadenham Village Hall.
PRESENT: Cllr Melanie Nelstrop (Chair), Cllr G Luff (Vice-Chair), Cllr Paul Dowen (see minute*), , Cllr M Everett, Cllr K Willgoose.
Ruth Keillar (Clerk/RFO)
Also present: C/DCllr Marianne Overton (part meeting only).
1 member of the public present.
CHAIRMAN’S OPENING REMARKS. Chair Cllr M Nelstrop welcomed everyone to the meeting.
1. APOLOGIES FOR ABSENCE.
Cllr N Johnson had submitted apologies, no reason given.
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. The member of the public present had no questions at this time.
4. MINUTES
It was proposed by Cllr M Everett, seconded by Cllr K Willgoose and it was RESOLVED that Notes of the Parish Council Meeting held on 16 May 2023 be approved as a true record and signed as Minutes.
5. CO-OPTION FOR VACANCIES
An application from Mr Paul Dowen had been received for one of the two vacant seats on the Parish Council.
It was proposed by Cllr M Nelstrop, seconded by Cllr G Luff and it was RESOLVED that Mr Dowen be co-opted. Mr Dowen signed the Acceptance of Office form, which was witnessed and signed by the Clerk and took his place in the meeting as Cllr P Dowen. The Clerk will supply all other documents, which must be returned within 28 days. Cllr P Dowen has been requested to set up an email address for PC business.
6. PLANNING APPLICATIONS AND ISSUES
a) Applications received:
i. 23/0643/TCA Description of works: Thuja confier - Crown lifting and reduction Location: 4 Back Lane, Leadenham, Lincoln, Lincolnshire, LN5 0PW.
Comments by 23 June 2023.
No comments.
b) Decisions received:
None.
c) Street Naming:
i. Royal Meadow, Leadenham. The Head of Planning Services, under his delegated powers, decided to adopt the following road name: Royal Meadow.
Official notices to be posted on site, informing any person aggrieved by this decision that they may appeal to the local Magistrates Court within 21 days, i.e.14/06/23.
7. 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.
C/DCllr Marianne Overton reported information relating to the Local Plan, recently updated and adopted 13/04/23, regarding plans for more solar panels. Further funding for road resurfacing is also planned.
d) Village Hall Committee. No new reports were available.
8. PARISH COUNCILLOR RESPONSIBILITIES AND TRAINING
a) The following areas of responsibility for Cllrs were agreed:
a) Play Area – Cllr M Everett. (Agreed at 16/05/23)
b) Bus/HGV Issues - Cllr M Everett. (agreed at 16/05/23)
c) Litter – Cllr M Everett (ongoing from existing arrangement)
d) Bowls Club Service Level Agreement (SLA) – Cllr G Luff (agreed at 16/05/23).
e) Village Hall – Cllr M Nelstrop
f) LAW – Cllr G Luff
g) Highways Issues – Cllr P Dowen.
h) SWRA – Cllr G Luff.
i) Primary School – Cllr K Willgoose.
j) Planning – Cllr P Dowen.
k) Personnel – Cllr M Everett, Cllr G Luff and Cllr P Dowen.
*C/DCllr Marianne Overton suggested that the SWRA rep could encourage a 6th from ‘young Cllr’ project, It was agreed that this would come under Cllr G Luff’s remit.
b) To consider any training which Cllrs may wish to undertake. (training bulletin circulated to all 03/06/2023). Cllr M Everett and Cllr P Dowen wish to attend the Planning session, 25 September, 18:00 – 21:00. This was agreed. Cllr M Everett had previously indicated that he would like to attend the LALC Summer Conference on 19 July; this was retrospectively agreed.
9. SOCIAL MEDIA
It was proposed by Cllr G Luff, seconded by Cllr P Dowen and it was RESOLVED that a social Media presence be adopted as follows:
a) Set up a Leadenham PC profile on Facebook
b) Access to this – Clerk and Cllr M Everett.
c) Posts to be made to the Leadenham Village Group limited to Agendas and Minutes.
d) No other content approved unless by agreement by PC.
e) The draft Social Media Policy circulated will be amended to cover the agreed activity and presented for adoption at the next meeting.
10. CIL – Community Infrastructure Levy.
a) To consider projects or ideas for the funds, including the previously suggested picnic bench for the Parish Field. Current balance:
Cllr M Nelstrop suggested re-visiting the purchase of a SID (Speed indicator Device) for the parish. This was previously considered last at the meeting of 23/08/22, minute 7 b, when costs were circulated. The PC declined to commit and agreed to consider re-allocating the ringfenced money (£2,500) to an alternative project.
It was agreed that updated costs and options be obtained.
b) No decision was taken regarding appointing a Cllr to be responsible for CIL spending.
11. HIGHWAYS ISSUES
a) Buses: Cllr M Everett who had previously been appointed by the PC to prepare correspondence on this issue, gave an update.
i. The issue has been on the agenda largely for the past 5 years.
ii. Cllr M Everett has a large amount of material and images of dangerous and potentially life-threatening traffic activity.
iii. A further step, if considered, to push for action on this, could be a Judicial Review, at an approximate cost of £154.
iv. Liaison with the SWRA school has been problematic however there is now a new contact there, Sarah Williams (SW), who is very willing to meet with Cllr(s) to discuss relevant issues.
v. It was agreed that a meeting be arranged by the clerk, for Cllr G Luff and SW to meet. The bus issue could be factored into the discussion at a point thought appropriate.
HGVs: It was agreed that a letter be drafted by Cllr M Everett for the Clerk to send to:
Tarmac, Glenrowan Homes CEO, requesting that the correct routes are followed into and out of the village.
b) Footpath adjacent to the railway bridge. The member of the public alluded to by Cllr M Nelstrop at the previous meeting, had yet to contact the Clerk for the relevant LCC Highways contacts.
12. GRASS-CUTTING CONTRACTOR
To note that the Parish Field was not cut appropriately, and the contractor was asked to rectify this 06/06/23) and had done so. It was suggested that a further cut be requested.
13. PARISH CLERK
To consider the Parish Clerk’s Report:
a) War Memorials Trust (WMT) has contacted the PC (01/06/23) to advise that a member of the public has reported to them that the War memorial within the grounds of St Swithun’s church requires works. The information suggests that the inscriptions on the memorial may be difficult to read and that conservation and repair works may be required. From September 2015 – December 2016, this was an agenda item, intermittently; it seems that a meeting was held between a Cllr and a representative of the WMT some time in 2016, however there is no clear record of what was discussed/required, no costs/quotes are recorded, and no research undertaken at that time.
Ownership of the memorial – no information available however the memorial is on the PC insurance schedule, therefore it is presumed that it is owned by the PC.
Grants may be available, however costs/quotes must be obtained before proceeding, including an analysis of the impact on the PC bank account, and any impact on the precept/tax payer.
It was agreed that this topic be postponed to a later date, as the PC currently has other more urgent business items to complete.
b) Insurance – the Clerk requests that a Cllr with relevant experience assists with understanding the insurance policy. There was no-one able to assist and it was agreed that the policy be re-circulated to all for any comment.
14. CORRESPONDENCE.
a) Email from a member of the public queried if the PC is responsible for the grass-cutting at the church (09/06/23). A reply was sent clarifying that the PC is not responsible but makes a generous donation to the person responsible. (09/06/23).
15. 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 retrospectively reported balances as at /2023:
i. HSBC deposit account balance as £35,466.19
ii. HSBC current account balance as £1,050.68
iii. Royal Fund £331.80.
Payments received, included in balances £n/a
Payments due, excluded in balances £n/a
Bank charges: Maintaining the account £8.00, plus £1 per cheque.
a. To ratify payments made between 16/05/2023 – 08/06/2023:
b. To consider any payments due at 13/06/2023:
Balance of expenditure against budget:
It was proposed by Cllr M Nelstrop, seconded by Cllr M Everett and it was RESOLVED that the statement of accounts, payments made/to be made accepted and approved.
b) AGAR 2022-2023
i. To approve the Exemption Certificate. RFO and Chair to formally sign and date, noting minute reference 15 b) i.
ii. To note the Annual Internal Auditors Report
iii. To approve and sign the Governance Statement. Chair and Clerk to formally approve and sign, noting the minute reference 15 b) iii.
iv. To approve and sign the Accounting Statement. Signed and dated by the RFO prior to presenting for approval. Chair to formally approve and sign, noting the minute reference 15 b) iv.
v. To note that the Notice of Public Rights will be posted onto the website for at least 30 working days.
vi. To note that the above documents and the following will be posted onto the PC website:
a. Bank reconciliation
b. Explanation of Variances
c. List of all expenditure of £100 and over
d. Asset list to 31/03/202
It was proposed by Cllr G Luff, seconded by Cllr P Dowen and it was RESOLVED that the AGAR documents be accepted and signed accordingly.
c) To receive any updates from Cllr K Willgoose regarding the adding Cllr G Luff and Cllr N Johnson to the bank mandate. It was noted that the forms had not been available.
d) Cllr M Everett queried the payment system regarding the lack of online banking facility. It was reported that this had been instigated on two previous occasions (April 2021 and March 2022), however the applications had not proceeded to completion. It was agreed that this may be re-considered at a future meeting.
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
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 remaining to date: £5,876.23
£1,499.01 is currently ring-fenced to use as a third-party contribution for the FCC grant application 5093.
Ringfenced for SID £2,500.00
Ringfenced for election costs £3,000
S137 £9.93 per elector. x310 = £3,078.30
16. PARISH FIELD/TREE PROJECT
a) No updates available.
17. PLAY AREA.
a) Monthly reports received.
b) Cllr M Everett has made good, and damp proofed the legs of the four benches. Hopefully this work will be good for 12 months. It was noted that further damage may have occurred and It was agreed that replacements may be considered in due course.
c) ROSPA inspection, due in August. Annual Inspection £75, to inspect up to five play items, there is an additional fee of £3.50 per item over five.
d) It was agreed that an offer from a member of the public, to remove the redundant swings frames and make good the ground, to present no H&S issue, be accepted.
e) There was no update available regarding the application for a grant, FCC application 5093.
18. LITTER PICKING.
a) Litter picking is ongoing. Cllr M Everett reported that on the pick of 10/06/23, rubbish was fond to have blown from the Polo Club entrance onto the main road, images supplied.
b) It was agreed that the Clerk write to the Polo club, requesting that the rubbish is cleared and a better waste management system is put in place to prevent a recurrence.
19. VILLAGE HALL/LAW/BOWLS CLUB
Nothing to report. Cllr G Luff will give an update at the next meeting..
20. PARKING NEAR THE PRIMARY SCHOOL.
At the last meeting it had been agreed that the clerk research block bollards to prevent unsafe parking and traffic. Following discussion it was agreed to postponed this topic to a later date, as the PC currently has other more urgent business items to complete.
21. MEMORIALS
No updates were available.
22. AGENDA ITEMS FOR NEXT MEETING.
No topics at this time.
At 21:15, at the Chair’s discretion, it was agreed to continue the meeting for a further 15 minutes to complete PC business.
23. DATE OF NEXT MEETING.
a) To note that the next meeting of the Parish Council is Tuesday 11 July 2023.
b) To note that there will be no meeting in August unless it is required for urgent business.
24. TO RESOLVE WHETHER TO EXCLUDE THE PUBLIC AND PRESS FOR CONSIDERATION OF THE FOLLOWING CONFIDENTIAL MATTERS.
Should this resolution be passed, members of the public and press will be required to leave the meeting at this stage.
It was proposed by Cllr M Nelstrop, seconded by Cllr P Dowen and it was RESOLVED to exclude the public and press for consideration of the following confidential matters.
a) Village Keeper.
Further to role being informally advertised, no applicants has come forward. A contact from the ‘Clerks Forum’ was being followed up but with no expression of interest as yet.
Further updates to follow.
b) Clerk salary review.
It was proposed by Cllr M Nelstrop, seconded by Cllr M Everett and it was RESOLVED that the Clerk’s salary rate be increased to SCP 24.
There being no further business the Chair ended the meeting at 21:33
Signed..............................G. LUFF (ACTING CHAIR).......................................Date..............................11/07/2023........................