August 13 2024 - Minutes
MINUTES OF THE MEETING OF
LEADENHAM PARISH COUNCIL
Held on Tuesday 13 August 2024, 7.15 pm at Leadenham Village Hall.
PRESENT: Cllr M Nelstrop (Chair), Cllr S Hall, Cllr P Dowen, Cllr M Everett, Cllr K Willgoose.
Ruth Keillar (Clerk/RFO).
Also present DCllr Lucille Hagues (part meeting – from start)
0 member(s) of the public present.
Chair’s Opening Remarks.
Cllr M Nelstrop opened the meeting welcomed everyone to the meeting.
1. APOLOGIES FOR ABSENCE.
No apologies had been 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 at this point.
3. PUBLIC FORUM.
0 members of the public were present.
4. MINUTES
It was proposed by Cllr K Willgoose, seconded by Cllr S Hall and it was RESOLVED that Notes of the Meeting of the Parish Council held on 09 July 2024 be approved as a true record and signed as Minutes.
5. PLANNING APPLICATIONS AND ISSUES
a) Applications received:
i. Planning Application Reference: 24/0807/HOUS Proposal: Proposed first floor side extension and alterations Location: Tralin Cottage 30 High Street Leadenham.
Deadline 09/08/24, extension requested to 14/08/24.
No comments.
b) Decisions received: None to date.
c) Other Planning items:
Lincolnshire Minerals and Waste Local Plan: Preferred approach consultation. Survey starts Tuesday 30 July 2024 and finishes at 5pm on Tuesday 24 September 2024. Let's Talk Lincolnshire. Link on PC website. Circulated to all 02/08/24.
6. REPORTS OF REPRESENTATIVES
To receive reports from the following:
a) District Councillor (DCllr Lucille Hagues, Cllr M Overton). District news – click here.
DCllr Lucille Hagues had no further comments to add.
b) County Councillor (Cllr M Overton). Newsletters can be found here.
7. HIGHWAYS ISSUES
a) Buses and HGVs.
i. Cllr M Nelstrop gave a verbal report voicing great concern about the recent reporting of farm vehicles to LorryWatch by Cllr M Everett, who had done this in his capacity as a private individual and not in his capacity as a parish councillor. There had been confusion about this on the village Facebook group, with it being evident that members of the public believe that the reporting is due to PC action. It was noted that the issue had caused a lot of ill-feeling amongst the community in general and particularly amongst the farming community, who are a valued part of the parish.
ii. LCC Highways had been contacted for further clarification and had replied that they prefer local agricultural vehicles to use the local roads rather than the A17 bypass, for safety reasons and there should be no reason for them to use the A17 bypass. Vehicles of this nature are weight restriction exempt.
iii. Cllr M Everett did not accept that his actions had been responsible and stood by his opinion that farming vehicles should not travel via the High Steet.
iv. It was proposed by Cllr P Dowen seconded by Cllr K Willgoose and it was RESOLVED that the PC would make a statement to be posted onto the PC website and Facebook, to clarify the issue and to make it clear that the PC did not endorse the reporting of farm vehicles, fully supports the farming community and acknowledges the right of farming vehicles to use roads within the parish as before.
v. Request for additional signage submitted to LCC Highways, reply received 01/08/24 (circulated to all 08/08/24): there appears to be sufficient signs in place to direct traffic to Leadenham whilst also deterring HGV use but the message on these signs is becoming obscured by the encroachment of foliage. Cutting back has been arranged.
b) To receive any updates regarding the footpath adjacent to the railway bridge and to consider any action required. No updates available, any updates from LCC Highways will be reported.
8. PARISH CLERK.
a) NKDC has circulated information regarding Capital Project Grants. Circulated to all 10/07/24.
b) Play area:
i. Play area report:Rope walk deteriorating, benches pending replacements.
ii. The RoSPA inspection is due to take place in August, with the report to follow.
c) Following the resignation of Cllr P Linacre on 15 July 2024, NKDC was informed, a vacancy notice posted onto the PC website and on 06/08/24 NKDC confirmed that no election had been called and that co-option to the vacant seat may proceed.
d) Litter picking has been taken forward by the new Team Leader, who has updated the database list of volunteers and is obtaining the required GDPR permissions where still awaited.
e) Village Maintenance: Mark Jones T/As MJS Landscapes has completed a list of tasks as directed by Cllr M Everett.
Invoice received 13/08/24, £200 including list of works supervised by Cllr M Everett.
Bank details, re-requested, first requested 15/07/24.
No response to requests for an estimate for installing the benches.
Cllr M Everett has informed the Clerk that MJS does not have Insurance/Public Liability Insurance for installation works (e.g the benches) however Cllr M Everett is happy with the arrangements and any PLI for the gardening works which MJS has carried out to date.
f) Village Maintenance ongoing: Cllr M Everett has had an informal discussion with MJS and has proposed for approval a regular contract 2 hours per month at a cost of £80 per month. This equates to £960 per annum, not in the budget but could be funded from reserves.
g) LALC summer conference – clerk to give brief verbal report.
9. CORRESPONDENCE
a) Contact made regarding Facebook post suggesting that the PC needs to make a speedy application for FCC funding for the play area as the Landfill site may close, which caused distress to members of the workforce who feared losing their jobs. Confirmation was sought from FCC and it has been confirmed that there are no plans to close the site; this information was passed onto the Landfill site manager for the peace of mind of the workforce (23/07/24).
b) Contact made regarding a Facebook post (07/08/24) regarding local farmers receiving letters from ‘the council’ and possible legal action due to farm vehicles being driven through the village. Cllr M Everett advised that this is due to the Lorry Watch reports submitted, which he had previously estimated as in the 100’s over several hours per day, made in his capacity as a private individual and not at the request or knowledge of the PC.
LCC Highways had been contacted for written clarification, see 7 a ii.
10. FINANCIAL MATTERS
a) To approve the Statement of accounts and bank reconciliation at 10/08/2024.
i. Statement of Accounts at 10/08/2024:
Lloyds Treasurer’s Account (****9760) £230.23
Lloyds BB Inst (savings) Account (****7762) £35,721.31
Sub-total £35.951.54
Equals Account (****9509) £218.75
Total £36,170.29
Royal Fund £331.80
Incl Interest accrued: (July/August) £76.27
Income included in balances: n/a
Income excluded in balances: n/a
Transfers:
08/08/24 Lloyds BB Inst (savings) Account (****7762)
To Lloyds Treasurer’s Account (****9760) £800
ii. To ratify payments made between 10/07/24 – 10/08/2024:
| REF NUMBER | ITEM DESC | EXPENSE ACCOUNT | TOTAL ITEM | REF NOTES |
| 19 | STUART CLEGG | PAYROLL | 25.20 | Q1 |
| 20 | STUART CLEGG | PAYROLL | 25.20 | Q2 PF |
| 21 | R KEILLAR | CLERK SALARY | 343.20 | |
| 22A | R KEILLAR | CLERK OFFICE | 26.00 | |
| 22B | R KEILLAR | CLERK EXPENSES | 15.67 | |
| 22C | R KEILLAR | TRAINING | 7.25 | LALC SUMMER CONF SHARED COST |
| 23 | GLASDON UK LTD | VILLAGE MAINTENANCE | 510.55 | X2 BINS CIL FUND |
| 24 | PKF LITTLEJOHN LLP | AUDIT | 252.00 | EX AUDIT |
| 25 | GLENDALE COUNTRYSIDE LTD | GRASS | 645.18 | X2 PLAYING FIELD |
Balance of accounts at 10/08/2024:
| TOTAL SPENT | BUDGET | BALANCE REMAINING AGAINST BUDGET |
| 5,584.37 | 18,585.00 | 13,000.63 |
It was proposed by Cllr M Nelstrop seconded by Cllr S Hall and it was RESOLVED that the statement of accounts and payments be approved.
INCOME/GRANTS for note only:
CIL
| CIL £ | CIL USED £ | BALANCE £ | ||
| CIL#1 April 2019 | 1,523.25 | 54.99 | 1,468.26 | UP TO MAY 2024 |
| 1,395.86 | 72.4 | |||
| 72.4 | 0 | |||
| CIL#2 12/05/2021 | 1,904.14 | 1,904.14 | UP TO MAY 2026 | |
| 547.6 | 1,356.54 | |||
| 425.46 | 931.08 | |||
| CIL#3 25/01/2022 | 2,503.82 | 2,503.82 | UP TO MAY 2027 | |
| CIL#4 18/10/2023 | 2,192.50 | 2,192.50 | UP TO MAY 2028 | |
| CIL#5 10/04/2024 | UP TO MAY 2029 | |||
| TOTAL RECEIVED | 8,123.71 | |||
| BALANCE AVAILABLE | 5,627.40 | |||
| SPENDING | ||||
| 15/02/2023 | PARISH FIELD PLAQUE | 54.99 | ||
| 27/07/2023 | PLAY AREA | 1,395.86 | ||
| 16/11/2023 | DEFIB CABINET | 620 | ||
| 26/07/2024 | BINS X 2 | 425.46 | ||
| TOTAL SPENT | 2,496.31 |
Ringfenced for election costs £3,000
S137 £10.81 per elector. x310 = £3,351.10 (updated to 2024-25 rate.
b) AGAR 2023-24
PKF Littlejohn LPP issued the External auditor’s Report on 31/07/24. Circulated to all and posted online with the Notice of Conclusion of Audit.
Invoice for costs £210+VAT against budget of £300.
11. MEMORIALS
a) Old Memorials – Cllr S Hall reported that he had met with the custodian and that plans were underway to re-site the memorials, as previously agreed at 09/04/24, minute 13a. It was noted that ground works would be required to clear the area around the selected site and members of the farming community had kindly offered to assist with this, including the provision of equipment/vehicles and this offer was gratefully accepted.
b) War Memorial – Cllr S Hall gave a verbal update and had received a quote which was circulated, £4,431 with some additional conditions.
It was agreed to seek 2 further like-for-like quotes. It was agreed that further action or any application for grant funding will be considered in due course.
It was noted that information from other Clerks, which had been shared with Cllr S Hall indicated that the grant-route could be quite time consuming and convoluted depending on the grant provider.
12. PLAY AREA - SEATING
a) Quote received by Cllr P Linacre has been checked with the supplier and confirmed as: £1,810 +VAT for x2 picnic benches, to include the fastdek base.
b) Installation quote has been requested from Mark Jones T/As MJS Landscapes, Doncaster, however no quote has been submitted and following an email from Cllr M Everett it seems that MJS does not have the adequate Public Liability Insurance in place to carry out this work.
c) The supplier does not provide installation therefore an alternative is required.
d) It was agreed that the clerk seek other contractors/handypersons via the LALC Clerks’ forum and contacting other PCs.
13. PLAY AREA EQUPIMENT.
a) Any grant application to FCC will pre-require:
i. Three like for like quotes
ii. Completion of a relevant survey across as wide a range of users and parishioners as possible; must not rely on private group social media alone.
It was noted that the Clerk could ask the previous application leader for advice regarding the previous survey format and content, should any application be considered in due course.
iii. Confirmed in writing pledge by a third party to the third party funding, which remains at 10.75% of the grant application.
b) It was noted that the PC may wish to contribute to the cost with a front-ended donation, using CIL (£5,627.40 excluding any spending on benches) or using S137 (£3,351.10 2024-25).
LALC has been consulted regarding reserves and had confirmed that under LGA2000 S19 - Power to provide a wide range of recreational facilities, the PC could use reserve money towards a play area project.
c) If a grant application is to be made, the PC should consider who would be responsible for making the application and for carrying out all the preparation and background work required.
d) It was proposed by Cllr M Nelstrop seconded by Cllr K Willgoose and it was RESOLVED that the first step is to obtain 3 like-for-like quotes, and that further action or any application for grant funding will be considered in due course.
20:03 – the meeting was suspended at this point.
20:05 – the meeting reconvened at this point.
14. VILLAGE HALL CARPARK (See separate report produced by LVH committee).
a) It was noted that the LVH is offering to allocate £10,000 and asks the PC to fund the remainder, suggesting a grant application.
b) If a grant application was to be made to FCC, for example) the following would need to be in place as a pre-requirement:
i. Three like for like quotes.
ii. Completion of a relevant survey across as wide a range of users and parishioners as possible; must not rely on private group social media alone.
iii. Confirmed in writing pledge by a third party to the third party funding, which remains at 10.75% of the grant application.
iv. It may be that the £10,000 which the LVH has allocated could represent part of the third party contribution.
v. As the PC is still the owner of the VH site, any decisions including those taken by the LVH committee must be transparent for PC business and officially considered/resolved at full council.
vi. At present, as far as I have been able to establish, the LVH has the authority to apply for grants and loans; in any case it must have PC approval to do so.
vii. If a grant application is to be made, the PC should consider who would be responsible for making the application and for carrying out all the preparation and background work required.
c) It was proposed by Cllr M Nelstrop seconded by Cllr P Dowen and it was RESOLVED that the first step is to obtain 3 like-for-like quotes, using the LVH preferred quote as a benchmark, and that further action or any application for grant funding will be considered in due course.
15. VILLAGE HALL INSURANCE.
a) Historically paid by PC with no donation received back.
Premiums: 2023-24 £1,717.47, next premium due .
b) Discussing the options with the current PC Insurance provider, it is now clear that the insurance can only be taken out by the building owner, unless a lease agreement is in place. Therefore the LVH could not purchase it’s own insurance as things stand.
c) Discussing with LALC and another PC clerk, the arrangements for a lease would need to be undertalken by a specialist legal body, such as Wrigleys Solicitors – Solicitors in Leeds, Sheffield and Newcastle with National Clients - Wrigleys Solicitors LLP. Welbourn PC has spent around £1.5k on the preliminary part of a similar scenario to LPC.
d) It was agreed that the funding of the LVH insurance be left as is at this time, paid by the PC.
e) It was agreed that the ideal course of action would be to clarify the work required to arrange an official lease. It was noted that this may be costly, that this would be a one-off cost and that the LVH could be asked to contribute to the costs, as the lease or similar would benefit both parties. It was agreed that the Clerk investigate further.
16. AGENDA ITEMS FOR NEXT MEETING. To consider any items for inclusion in the next agenda.
Cllr M Everett requested an item be added to the next agenda relating to arrangements for storage of one of the new bins, which had not been installed as yet, plus other equipment currently at his property. It was agreed that in the interim, the Clerk would liaise with LVH Chair to enquire about using the storage room at the LVH.
17. DATE OF NEXT MEETING.
To note that the next meeting of the Parish Council is Tuesday 8 October 2024
There being no further business the Chair ended the meeting at 20:25
Signed (Chair)...................M.NELSTROP..........................................Date......................08/10/2024....................