May 14 2024 - Annual Meeting of the Parish Council Minutes
NOTES OF THE ANNUAL MEETING OF THE PARISH COUNCIL OF
LEADENHAM
Held on Tuesday 14 May 2024, 7.15 pm at Leadenham Village Hall.
PRESENT: Cllr M Nelstrop (Chair* see item 1), (Vice Chair – pending* see item 2), Cllr P Dowen, Cllr M Everett, Cllr P Linacre, Cllr K Willgoose.
Ruth Keillar (Clerk/RFO).
Also present C/DCllr Marianne Overton (part meeting).
0 member(s) of the public present.
1. ELECTION OF CHAIR AND RECEIVE DECLARATION OF ACCEPTANCE OF OFFICE.
It was proposed by Cllr K Willgoose seconded by Cllr P Linacre and it was RESOLVED that Cllr M Nelstrop be appointed Chair for 2024-25. The Acceptance of Office form was signed by Cllr M Nelstrop and countersigned by the Clerk.
2. ELECTION OF VICE CHAIR AND RECEIVE DECLARATION OF ACCEPTANCE OF OFFICE.
It was proposed by Cllr M Nelstrop seconded by Cllr K Willgoose and it was RESOLVED that the appointment of a Vice-chair be deferred to a future meeting, due to the absence of members.
3. COUNCILLOR RESPONSIBILITIES
It was agreed that the following areas of responsibility for Cllrs be appointed:
Highways – Cllr P Dowen / Cllr M Everett
Planning – Cllr P Dowen
Personnel/Staff – Cllr P Dowen / Cllr K Willgoose/ Cllr M Nelstrop
Play Area – Cllr M Everett
SWRA – Cllr M Everett
War memorial/Conservation – Cllr S Hall
Primary School – Cllr K Willgoose
Village Hall – Cllr M Nelstrop
It was noted that Cllr P Linacre has not area of responsibility at present.
4. APOLOGIES FOR ABSENCE.
Cllr S Hall was not present and no apologies had been received.
DCllr Lucille Hagues had advised that she would be unable attend.
5. 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 at this point.
6. PUBLIC FORUM.
0 members of the public were present.
7. MINUTES
It was proposed by Cllr K Willgoose, seconded by Cllr M Everett and it was RESOLVED that Notes of the Parish Council Meeting held on 09 April 2024 be approved as a true record and signed as Minutes.
8. PLANNING APPLICATIONS AND ISSUES
a) Applications received:
i. 24/0500/TCA Description of works: Sycamore - Fell. Tree is leaning into wall the has now collapsed into a public highway. Location: Leadenham House, Rectory Lane, Leadenham.
Comments by 16/05/2024. No comments.
b) Decisions received: None to date.
c) Other planning matters:
It was noted that NKDC had issued a Breach of Condition Notice ref BCN 001/24, regarding application Ref 19/1764/FUL, Leadenham all-weather polo club arena, The Heath, Leadenham LN5 0QF. Served to the applicant 25/04/24.
9. REPORTS OF REPRESENTATIVES
To receive reports from the following:
a) District Councillor (DCllr Lucille Hagues, Cllr M Overton). District news – click here.
b) County Councillor (Cllr M Overton). Newsletters can be found here.
C/DCllr Marianne Overton gave a verbal update to Solar action group, pylons and suggested that members of the PC may wish to join and support the action group. It was agreed that the PC would support the group and Cllr M Everett and Cllr P Dowen offered to be the contacts; the clerk will pass their details onto the action group organiser.
c) Cllr P Dowen reported here that there was an issue with a tree located opposite blacksmiths close entrance, which id owned by a local landowner. It was agreed that the clerk contact to agent to identify this issue.
10. HIGHWAYS ISSUES
a) Buses and HGVs. Cllr M Everett reported that the representatives were still awaiting a meeting with SWRA; this had been arranged and cancelled by SWRA due to workload with the note that they would be in touch once a new date was found.
b) It was noted that the Clerk has written to the Chief Constable of Police to request action regarding HGVs, weight limits etc, as agreed at the meeting on 09/04/24, minute 7a) vi, with reference to a letter received by Cllr M Everett from the previous Chief Constable on 28/10/2021. No response to date.
c) It was noted that the Clerk has requested that LCC Highways send a Solicitors letter to Glenrowan Homes, regarding HGVs driving within the parish.
i. The Clerk reported that in order to do this LCC Highways required a list of all correspondence sent by Cllr M Everett to the contractor and details of any routing arrangements stipulated in the planning application approval and that compiling this file would probably incur extra staff hours.
ii. It was agreed that the Clerk ask NKDC about any routing requirements.
iii. It was noted that any costs for the issue of a solicitors letter had not been confirmed. It was agreed that the costs be confirmed for the next meeting and then the compilation of the correspondence list could be considered.
d) It was noted that the Clerk had sent a request to LCC regarding the lack of feedback from the 100+ reports which Cllr M Everett had made to the LorryWatch reporting system. No response to date. It was agreed that the Clerk would pursue this and report at the next meeting.
e) To receive any updates regarding the footpath adjacent to the railway bridge and to consider any action required. There was no update available excepting that as previously reported, LCC Highways have confirmed that this is on the list of works for consideration and that it will be discussed during the Highways Walk, item f) below.
f) To note that the LCC Highways Village Walk has been arranged for June 10 at 2pm.
11. TREES ON PC LAND
No updates were available.
Cllr P Linacre reported under this agenda item that the grass-cutting in the playing field was not to a good standard. It was agreed that toe Clerk contact the contractor to ask if shorter or more frequent cuts could be made to improve the field.
It was reported that moles are causing mole-hills on the field.
12. PARISH CLERK
a) Engagement survey deadline extended to 17/05/2024. Circulated to all 25/04/2024.
b) Play Area reports received for May; all apparatus had been classed as either good or adequate up to end March, emergency repair required on 21/04/24. Cllr P Linacre and Cllr M Everett attended to this. Additional materials to be considered, as per agenda.
Paint repair pending on Ropewalk, slide and springboard.
c) ONS survey completed – mandatory requirement. (26/04/24).
d) Temporary traffic restriction: Leadenham/Fulbeck Heath, posted to website and circulated to all 26/04/24.
e) Right of Way Mowing schedule received and circulated to all. 26/04/24.
f) Vacancy notice received and posted, following the resignation of Cllr N Johnson on 13/05/24.
g) LALC conference Wednesday 24th July at Belton Woods Hotel, Belton, Grantham, Lincolnshire, NG32 2LN, cost £25 tbc.
13. CORREESPONDENCE
a) 15/04/24 – email from a resident requesting information regarding the conservation area; the NKDC map, which is on the PC website, was forwarded by return.
b) 16/04/24 – email from a resident enquiring about grass cutting. The contractor has been contacted to ensure that the new season cutting is scheduled and this has been confirmed.
14. FINANCIAL MATTERS
a) To approve the Statement of accounts and bank reconciliation at 10/05/2024.
i. Statement of Accounts – Lloyds, at 10/05/2024:
Lloyds Treasurer’s Account (****9760) £1,073.67
Lloyds BB Inst (savings) Account (****7762) £39,650.03
Sub-total £40,723.70
Equals Account (****9509) £307.72
Total £41,031.42
Royal Fund £331.80
Incl Interest accrued: (April/May) £67.74
Income included in balances: n/a
Income excluded in balances: n/a
Transfers:
12/04/24 Lloyds Treasurer’s Account (****9760) to
Lloyds BB Inst (savings) Account (****7762) £14,000.00
ii. To ratify payments made between 10/04/24 – 10/05/2024:
n.b. To receive receipt for item 7. (received)
iii. To consider any payments at 14/05/2024:
A Smith, Internal Audit fee £43.75
Balance of accounts at 10/05/2024:
It was proposed by Cllr M Nelstrop seconded by Cllr K Willgoose and it was RESOLVED that the statement of accounts and payments be approved.
INCOME/GRANTS for note only:
CIL
Ringfenced for election costs £3,000
S137 £9.93 per elector. x310 = £3,078.30
b) AGAR 2023-2024.
It was proposed by Cllr M Nelstrop seconded by Cllr K Willgoose and it was RESOLVED that the following documents be approved and signed as required:
i. Annual Internal Auditors Report.
ii. Governance Statement. Chair and Clerk to formally approve and sign, noting the minute reference 14 b) ii.
iii. Accounting Statement. Signed and dated by the RFO prior to presenting for approval. Chair to formally approve and sign, noting the minute reference 14 b) iii.
iv. Bank reconciliation as at 31/03/2024.
v. Notice of Public Rights will be posted onto the website for at least 30 working days.
vi. Explanation of Variances.
vii. To note that the above documents will be submitted to the External Auditor and will be posted onto the PC website, including:
a. List of all expenditure of £100 and over
b. Asset list as at 31/03/2024
15. MEMORIALS
a) Old Memorials – to note any updates to the plan agreed at the meeting of 09/04/24, minute 13a. No updates were available.
b) War Memorial, to receive any updates regarding the War Memorial, NKDC funding and to agree any action. Cllr S Hall was not present therefore no updates were available.
16. PLAY AREA
a) It was noted that the May inspection found two issues of equipment previously reported as ‘adequate’ had deteriorated to requiring urgent repair: the steel rope, part of the climbing board attached to the slide, had worn through the covering and exposed the steel core, the climbing board, subject to previous repair work, had deteriorated further.
b) It was noted that Cllr P Linacre has submitted an estimate of costs, for the repairs, including concrete slabs to place under the picnic benches, to prevent further rotting, totalling £126.18, including home delivery, and to consider the purchase of these and payment arrangements.
i. Cllr P Linacre reported that since then he has deemed the picnic benches to be beyond economic repair and that replacement benches might be a better option. It was agreed that Cllr P Linacre source quotes for benches and installation. Financial Regulations require three quotes as good practice.
ii. It was proposed by Cllr M Nelstrop seconded by Cllr P Dowen and it was RESOLVED that the clerk order Red and white stripe non-adhesive barrier tape and Oypla steel barrier fencing pins, up to a maximum of £25, so that works can be taped off.
iii. Cllr P Linacre asked if the Pc could consider arranging for the overhead electric cables, which cross part of the playing field, be re-routed underground. It was reported that the playing field belongs to the land-owner from whom the field is rented, costs for such a job would be considerable.
c) To receive any updates regarding an Opening Event and agree any action required. Cllr M Everett confirmed that no plans have been made to date.
17. AGENDA ITEMS FOR NEXT MEETING. To consider any items for inclusion in the next agenda.
18. DATE OF NEXT MEETING.
To note that the next meeting is the Annual Meeting of the Parish Council, Tuesday 11 June 2024.
19. 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.
Legal matters x 2.
a) VILLAGE HALL/LAW/BOWLS CLUB SLA
It was agreed that a meeting be set up between Cllr M Nelstrop and the Chair of the Leadenham Village Hall to discuss the legal arrangements of the Charitable Trust.
b) GEORGE HOTEL.
i. Asset of Community Value – George Hotel:
It was agreed that the PC would not pursue any action regarding this.
ii. Conservation Issue – George Hotel:
Cllr M Everett reported his approach to NKDC regarding the condition of the building.
It was agreed that the PC contact NKDC to inform them that members of the community had expressed concerns indirectly about the condition of the building to members of the PC, although not directly to the Clerk.
There being no further business the Vice-Chair ended the meeting at 21:07
Signed (Chair).............M.NELSTROP.........................Date.........11/06/2024