September 12 2023 - Minutes
MINUTES OF THE PARISH COUNCIL OF
LEADENHAM PARISH COUNCIL
Held on Tuesday 12 September 2023, 7.15 pm at Leadenham Village Hall.
PRESENT: Cllr M Nelstrop (Chair) Cllr G Luff (Vice-Chair), Cllr Paul Dowen, Cllr M Everett, Cllr N Johnson, Cllr K Willgoose.
Ruth Keillar (Clerk/RFO)
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.
Cllr K Willgoose declared an interest in agenda item 5 a i and it was noted that this item had closed for comment therefore there was no conflict of interest regarding Cllr K Willgoose’s presence.
3. PUBLIC FORUM. No members of the public were present.
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 11 July 2023 be approved as a true record and signed as Minutes.
5. PLANNING APPLICATIONS AND ISSUES
a) Applications received:
i. Application Reference: 22/1305/LBC and 22/1304/HOUS.
Proposal: Erection of new detached double garage, formation of parking area to front, new vehicular access and erection of new gates Location: 51 High Street Leadenham Lincoln.
Deadline for comments 21 August 2023. No meeting held therefore no comments submitted.
ii. Application Reference: 22/1520/FUL – amended plans.
Proposal: Erection of five dwellings and garages Location: Barns At Field House Farm Sleaford Road Brant Broughton.
Deadline for comments 21 August 2023. No meeting held therefore no comments submitted.
iii. 23/1013/TCA Description of works: Yew x 2 - Trim 6-10 inches; Holly x1 - Reduce height by 1m; Fruit trees - Prune back to promote growth; Cherry tree - Formative pruning Location: Hillside House, 39 High Street, Leadenham.
Comments by 19/09/23. No comments.
iv. 23/1014/TPO Description of works: Horse Chestnut - Maximum of 2m crown reduction, remove epicormic growth from base. Location: Hillside House, 39 High Street, Leadenham.
Comments by 19/09/23. No comments.
b) Decisions received:
None.
c) Street Naming:
i. George House, 26a High Street, Leadenham, Lincoln, LN5 0PN. Addition of house name. (plan attached).
6. REPORTS OF REPRESENTATIVES
To receive reports from the following:
a) Local Police – click here for information. Police Newsletter – It was noted that police reports have now ceased.
b) District Councillor (DCllr Lucille Hagues, Cllr M Overton). District news – click here.
c) County Councillor (Cllr M Overton). Newsletters can be found here.
DCllr Lucille Hagues had nothing to add.
d) Village Hall Committee. No new reports were available.
7. POLICIES AND PROCEDURES
a) It was proposed by Cllr M Nelstrop, seconded by Cllr G Luff and it was RESOLVED to re-adopt the following policies and procedures:
i. Standing Orders
ii. Financial Regulations
iii. Code of Conduct
iv. Complaints.
v. Communications
vi. Model Publication Scheme
vii. Audio Recordings at Meetings
viii. Co-option for vacancies
ix. Bullying and Harassment
x. Equal Opportunities and Diversity
b) It was proposed by Cllr K Willgoose, seconded by Cllr P Dowen and it was RESOLVED that the following new policies be adopted:
i. Volunteers Policy and confirm required details are provided.
ii. Staffing Committee Terms of Reference
c) It was proposed by Cllr M Nelstrop, seconded by Cllr G Luff and it was RESOLVED to re-adopt the following GDPR policies:
i. Data Protection
ii. Data Map
iii. Records Retention
iv. Subject Access Request Procedure (SAR)
v. Data Breach
vi. Privacy Notices
vii. Security Compliance Checklist – reconfirm.
Cllr M Nelstrop signed the updated policy schedule sheet.
8. HIGHWAYS ISSUES
a) Cllr M Everett gave a verbal update.
i. LCC has set up a ‘Lorry-watch’ initiative; this is a useful resource in deterring improper/illegal lorry activity.
ii. Cllr M Everett’s correspondence (est 63 forms, 21 phonecalls, 23 emails) has resulted in positive progress in deterring the previous lorry/HGV activity, with all businesses being helpful with the exception of Glenrowan Homes.
iii. There had been a 75% reduction in HGV movement, and there were now approx. 4-5 vehicles per day.
iv. Cllr G Luff had not been able to draft the letter as agreed at meeting 11/07/2023 minute 8 a) vii, due to work commitments.
v. With regard to the school buses, no response had been received from the new contact at SWRA and it was agreed that a renewed effort be made to arrange a meeting between SWRA and Cllr G Luff.
b) Footpath adjacent to the railway bridge. The member of the public alluded to by Cllr M Nelstrop at the May meeting had yet to contact the Clerk for the relevant LCC Highways contacts.
c) LCC Highways Questionnaire, circulated to all 22/07/2023. It was agreed that Cllr M Everett and Cllr P Dowen complete and submit this on behalf of the PC.
9. PARISH CLERK
To consider the Parish Clerk’s Report:
a) SID – currently with Welbourn and awaiting notification of hand-over date.
b) LALC training bulletin circulated to all 07/08/2023.
c) Solar Farm Briefing follow up meeting arranged by C/DCllr Marianne Overton, 12/09/2023. A report of the meeting will be issued in due course. It was noted that the Cllrs who attended the first meeting could not attend, due to a conflict of dates.
d) Speed Indicator Device, following the agreement at 13/06/23, minute 10 a), to re-investigate the purchase of a SID, no updates available.
e) LALC/SLCC joint clerk’s Networking event is 22/11/2023. The Clerk would like to attend.
f) Cllr P Dowen raised concerns regarding overgrown trees/vegetation. The PC does not have the power or duty to request or enforce any action however in the capacity of a member of the community, anyone may wish to approach the property owners, if it is a private household. NKDC Tree Officer guidance is: Only Lincolnshire County Council’s highways department have the power to enforce highway (including public footpath) clearance. Ther can be contacted on 01522 782070 or report it using the ‘Fix My Street’ form on their website.
Cllr M Nelstrop reported that she has reported this via the LCC Footpaths and Bridleways website.
It was suggested that an item could be placed in the three villages and a Hamlet magazine, requesting that home occupants prevent hedges etc from obstructing footpaths.
g) A member of the public has volunteered to help with Play Area maintenance. It was agreed to accept this offer and request that the volunteer completes a Volunteer Policy contact form.
h) Cllr M Everett has cleared overgrowth of ivy from the bus shelter on Main Road near the junction with North Road. Cllr M Everett and Cllr P Dowen suggest that the remainder of overgrowth requires professional works, as the timbers have started to rot.
It was agreed that a contractor be asked to quote for the works.
10. CORRESPONDENCE.
C/DCllr Marianne Overton forwarded information regarding complaints about the Lost Village Music Festival, held Friday to Sunday of the Bank Holiday weekend (circulated to all 31/08/2023). Comments were required for a meeting scheduled for 12/09/2023. No comments had been submitted however some Cllrs referred to the noise being more apparent than in previous years.
11. 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 04/09/2023:
i. HSBC deposit account balance as £28,594.99
ii. HSBC current account balance as £4,011.02
Total £32,606.01
iii. Royal Fund £331.80.
Payments received, included in balances £n/a
Payments due, excluded in balances £n/a
Transfer, 18/07/23 from deposit to current £5,000
Bank charges: Maintaining the account £8.00, plus £1 per cheque.
a. To ratify payments made between 12/07/2023 – 11/09/2023:
To note that item 24 was a re-issue, following the decrease in the third party requirement donated to FCC. The cheque previously issued, item 20, £1,499.01, cheque 101668 was destroyed by FCC.
b. To consider any payments due at 12/09/2023:
It was noted that items 35 – 37 could not be paid due to no new cheque book having arrived to Cllr K Willgoose.
Balance of expenditure against budget to date, excluding items 35-37:
TOTAL SPENT
It was proposed by Cllr M Nelstrop, seconded by Cllr M Everett and it was RESOLVED that the statement of accounts and payments be approved.
b) To receive any updates regarding a new application for online banking Lloyds Bank.
Mandate pack received and to be completed at close of meeting.
c) To receive any updates regarding the application for an Equals Card account. This is approved and awaiting funds, which will be made via the new Lloyds account by BACS.
d) Insurance for the Village Hall is due for renewal on 14/11/2023. This will be the third part of the 3 year long term agreement with the current insurer. An updated quote has been requested, to cover the enhanced Play Area values. An approach has been made to the PC Insurer, to ask that a combined quote be sought at June 2024, when the PC Insurance is due for renewal.
e) Precept Planning - the 2024-25 Precept requirement information will be available in November/December. Any projects or expenditure planned or anticipated should be supplied for the Clerk/RFO to factor this into the Precept request.
f) LCC Grass-cutting PO for 2023/24 received and Invoice sent 09/09/2023, £457.31
g) Cllr M Everett raised the issue of the Royal Fund, which had been deferred from the last meeting. The Clerk reported that she was planning to take this to the Precept planning meeting for consideration of a signed statement.
INCOME/GRANTS for note only:
CIL
Ringfenced for SID £2,500.00
Ringfenced for election costs £3,000. To note that the £77.63 costs of the May 2023 election be added back to the ringfenced funds at the next Precept/Budget review.
S137 £9.93 per elector. x310 = £3,078.30
It was noted that AGAR 2022-23 – The external auditor, PJF Littlejohn, has signed off the AGAR (23/07/2023). No further action is required.
To note that the next AGAR may require a submission of all documents, due to increased turnover (Play Area) and the cost of the AGAR will be approx. £200-300.
12. PLAY AREA.
a) To receive any updates regarding the application for a grant, FCC application 5093/Grant CF2330.
i. It was noted that everything is in place regarding the application and works start has been approved.
b) To receive any updates regarding the works.
ii. It was noted that the works were due to commence w/c 18/09/2023. Cllr M Everett is to oversee the works and had met with the contractor onsite to prepare for the process.
iii. It was noted that the contractor was aware of the ‘wild flower area’ adjacent to the planned location of the skip and would avoid any damage if possible.
c) To note receipt of the ROSPA report, 17/08/2023, to consider any action required and to retrospectively approve the removal of the Spring Horse, due to Health and Safety issues identified in the report.
i. It was noted that the Rocking Spring /horse had received a ‘medium’ risk assessment and had been removed from use immediately as a duty of care. Cllr M Everett reported that the contractor for the new play equipment had been asked to remove it as part of their works, FOC.
d) To consider any further action required.
i. Cllr M Everett reported that replacement of additional items might be considered as a next step. It was noted that if a further application is made to FCC, then third party funding is best sought from a third party, not the PC, however the PC may wish to use CIL funds to front-end any project costs. It was noted that the FCC funding process is time consuming and that the current bid had taken over a year to complete.
ii. Publicity is still required to be circulated as far as possible and it was agreed to post an item in the three villages and a hamlet magazine and to arrange an ‘opening day’.
13. LITTER PICKING.
a) NKDC Litter Picking report and application for funding has been received (05/09/2023), deadline to submit is 06/11/2023. It was agreed that the Clerk creates/submits this on behalf of the PC prior to the deadline.
14. LITTER BIN ON SLEAFORD ROAD, BLACKSMITHS GARDENS.
Cllr P Dowen reported that he had made attempts to source a lid to fit the existing bin with no success. He advised that the bin seemed serviceable as was and that no repair/replacement was needed. It was agreed that this item be removed from the agenda going forward.
15. VILLAGE HALL/LAW/BOWLS CLUB
Nothing to report. Cllr G Luff will give an update at the next meeting.
16. MEMORIALS
No updates were available.
17. AGENDA ITEMS FOR NEXT MEETING.
No items requested at this time.
18. DATE OF NEXT MEETING.
a) To note that the next meeting of the Parish Council is Tuesday 10 October 2023.
There being no further business the Acting Chair ended the meeting at 20:38
Signed (Chair)…………M.NELSTROP………………………………..Date……………10/10/2023………………..