October 08 2024 - Minutes
MINUTES OF THE MEETING OF
LEADENHAM PARISH COUNCIL
Held on Tuesday 08 October 2024, 7.15 pm at Leadenham Village Hall.
PRESENT: Cllr M Nelstrop (Chair), Cllr P Dowen, Cllr M Everett.
Ruth Keillar (Clerk/RFO).
Also present LVH Chair Ms J Olney and Committee member Mr T Willbond (part meeting – from start – 20:23)
0 member(s) of the public present.
Chair’s Opening Remarks.
Cllr M Nelstrop opened the meeting welcomed everyone.
1. APOLOGIES FOR ABSENCE.
Apologies had been received from Cllr S Hall and Cllr K Willgoose, reasons accepted, also DCllr Lucille Hagues.
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.
Declarations of interest were received from Cllr M Nelstrop – agenda item 7 a.i. Cllr P Dowen asked for advice regarding a declaration of interest relating to item 7 a I and it was confirmed that no declaration was required.
3. ELECTION OF VICE CHAIR AND RECEIVE DECLARATION OF ACCEPTANCE OF OFFICE. This item was deferred at the discretion of the Chair.
4. PUBLIC FORUM.
0 members of the public were present.
5. MINUTES
It was proposed by Cllr P Dowen, seconded by Cllr M Nelstrop and it was RESOLVED that Notes of the Meeting of the Parish Council held on 13 August 2024 be approved as a true record and signed as Minutes.
6. VILLAGE HALL. LVH Chair and member were invited to report on the following issues, for consideration:
a) Storage space designated for the PC. e.g. litter bin awaiting installation, gardening/maintenance tools.
It was agreed that:
i. the storage room within the VH was not suitable, due to space and access.
ii. One of the garages within the VH site might be suitable and Cllr M Nelstrop will make enquiries in liaison with the LAW (tennis club), who currently use this garage.
b) Carpark refurbishment.
i. The possibility of a donation of £10,000 from VLH2000, offered on 24/07/24, has now been rescinded due to maintenance costs.
ii. The quotes already received are acknowledged as out of date and It was agreed that 3 new quotes be sought.
iii. It was agreed that grant funding should be investigated as the costs could be beyond the PC resources.
c) Lease - Operational arrangements and security of tenure for LVH200.
i. Mr T Willbond gave a verbal report, outlining the history of the previous charitable status (Unincorporated Charitable Status), which had lapsed and the instigation of a new charitable status (Charitable Incorporated Organisation) that the LVH had instigated, which was finalised in 2021.
ii. It was proposed by Cllr M Nelstrop seconded by Cllr P Dowen and it was RESOLVED that the rminutes should record that the setting up of this ICO had been done without any official consultation or the agreement of the PC. Nothing had been on the PC agenda or minuted relating to this ICO at the time of its establishment. It was agreed by all that this was likely to have been due to a cross-over of personnel with interests in both bodies and that no official procedure had been followed to ensure that the process was handled in the correct and transparent manner. It was agreed that this was unfortunate but that the priority now was to ensure that a mutually beneficial and binding arrangement be made. It was noted that LVH2000 operating procedures, financial planning and ability to deliver are currently impacted due to the lack of supporting agreements and clearly defined operational responsibilities, which should have been made at the time of establishing the ICO.
iii. Three options were proposed as ways to resolve the matter:
1. Transfer of ownership of LVH and land within a defined boundary to LVH2000.
2. The PC to lease the LVH and land within a defined boundary to LVH2000.
3. The PC to contract LVH to manage and run the LVH2000.
iv. It was agreed and endorsed by LVH2000 that further investigation and discussion was needed within the PC and that all relevant discussions would be via the PC agenda and minuted for transparency.
v. It was agreed that a Working Group from both the PC and LVH2000 could be created and tasked with investigating the project, with all decisions being brought to PC for consideration and resolution prior to any action being taken.
vi. It was noted that the deeds to the village hall were handed to the Clerk for storage, as the rightful property of the PC. These had been discovered in archive storage at the village hall by LVH2000.
7. PLANNING APPLICATIONS AND ISSUES
a) Applications received:
i. Application Reference: 22/1187/VARCON Proposal: Application to remove condition 12 (operate as a training facility only) and vary conditions 2 (area hours) 3 (illumination) and 15 (approved plans) of planning permission 19/1764/FUL - Creation of an all-weather facility comprising of a polo arena, conversion of farm buildings into stables, new fencing, landscaping, lighting scheme, new car parking area. Regularisation of the installation of arena netting and fence height and to enable the use of the arena and lighting until 9pm (weekdays). Location: Hilltop Farm North The Heath Leadenham.
Comments by 10 October 2024.
It was agreed that an objection and comment be submitted to NKDC, to be drafted by Cllr P Dowen, Cllr with responsibility for planning.
b) Decisions received:
Application Reference: 24/0718/VARCON Proposal: Application to vary condition 2 (materials) and 14 (approved plans) of planning permission 21/1550/FUL -Erection of 6 no. poultry houses for broiler chicken production (300,000 bird capacity), and associated infrastructure including feed rooms/bins, water and gas tanks, generator, plant room, amenity building, drainage attenuation pond and access alterations - to allow 380kw of solar to be mounted on the roofs of buildings 4,5 and 6. Location: Leadenham Poultry Unit Sleaford Road Leadenham.
Approved 15/08/2024.
ii. Application Reference: 24/0463/FUL Proposal: Change of use from timber workshop and timber store to B2 General Industrial and/or E(g) Light Industrial use. Location: Marshalls Mill Sleaford Road Brant Broughton.
Approved 04/09/2024.
iii. Application Reference: 24/0807/HOUS Proposal: Proposed first floor side extension and alterations Location: Tralin Cottage 30 High Street Leadenham. Approved 04/10/24.
c) Other Planning items:
i. Addition of a house name to number, Beatrice Cottage, 15 High Street, Leadenham, Lincoln, Lincolnshire, LN5 0PP.
8. 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.
9. PARISH CLERK
To consider the Parish Clerk’s Report.
a) Litter
i. NKDC litter report due, clerk to complete and submit to NKDC by 11/11/2024, regarding the annual grant. The funding available will be either 80% of the actual costs incurred or 21p per head of population (whichever is the lesser amount).
ii. Refuse bags purchased for the Litter picking group leader x 4 packs to save on postage costs. £23 +VAT via Equals account.
b) Play area:
i. Play area reports received for September and October:
Rope walk deteriorating, benches pending replacement.
Slide panelling deteriorating.
RoSPA works not carried out.
c) Highways report – no relevant updates.
i. Welbourn PC has emailed regarding buses through their village and asks if the PC has any comments. Circulated to all 30/09/2024. No comments however Cllr M Nelstrop offered to speak to the Chair of Welbourn PC.
d) Defibrillator. LIVES will replace the pads this month, at a cost of £57.99+VAT, as noted at the meeting of 11 June 2024 mins 9 o) Pads due to expire 28/09/24. The PC may wish to replace these using CIL funds.
e) Rights of Way request for assistance to identify unregistered land, forwarded to the Chair, who had liaised with the correspondent.
f) LALC Clerk pay awards pending and expected in November, this is for the financial year 2024-25, so will be backdated to 01/04/24.
g) SWRA Chief Financial Officer has contacted the PC, Welbourn PC, LCC and MP, requesting discussion and consideration of concerns about traffic management outside the school on the A607. An interim reply has been sent outlining the numerous previous attempts to hold a meeting and asking the school to suggest some meeting dates. Circulated to all 30/09/24.
h) LALC training bulletin circulated to all 30/09/24.
10. CORRESPONDENCE
To consider correspondence. None to report.
11. FINANCIAL MATTERS
a) To approve the Statement of accounts and bank reconciliation at 08/10/2024.
i. Statement of Accounts at 0810/2024:
Lloyds Treasurer’s Account (****9760) £3.13
Lloyds BB Inst (savings) Account (****7762) £34,351.40
Sub-total £34.354.53
Equals Account (****9509) £129.91
Total £34,484.44
Royal Fund £331.80
Incl Interest accrued: (September) £30.09
Income included in balances: n/a
Income excluded in balances: n/a
Transfers:
19/08/24 Lloyds BB Inst (savings) Account (****7762)
To Lloyds Treasurer’s Account (****9760) £400.00
09/09/24 Lloyds BB Inst (savings) Account (****7762)
To Lloyds Treasurer’s Account (****9760) £100.00
30/09/24 Lloyds BB Inst (savings) Account (****7762)
To Lloyds Treasurer’s Account (****9760) £900.00
ii. To ratify payments made between 14/08/2024 - 08/10/24:
| REF NUMBER | ITEM DESC | EXPENSE ACCOUNT | TOTAL ITEM | REF NOTES |
| 26 | MJS LANDSCAPES/MARK JONES | VILLAGE MAINTENANCE | 200.00 | SEE LIST ON INVOICE |
| 27 | R KEILLAR | CLERK SALARY | 343.20 | AUG |
| 28A | R KEILLAR | CLERK OFFICE | 26.00 | |
| 28B | R KEILLAR | CLERK EXPENSES | 15.67 | AUG |
| 29 | PLAYSAFETY LIMITED | ROSPA | 93.60 | PLAY AREA INSPECTION |
| 30 | GLENDALE COUNTRYSIDE LTD | GRASS | 563.76 | X2 PLAYING FIELD |
| 31 | R KEILLAR | CLERK SALARY | 343.20 | SEPT |
| 32A | R KEILLAR | CLERK OFFICE | 26.00 | |
| 32B | R KEILLAR | CLERK EXPENSES | 15.67 | SEPT |
| 33 | UHH ESSENTIALS LTD | LITTER | 28.84 | REFUSE BAGS |
| 34 | CURRYS | IT | 60.00 | CLOUD RENEWAL 03/10/24-03/10/25 |
Balance of accounts at 08/10/2024:
|
TOTAL SPENT |
BUDGET |
BALANCE REMAINING AGAINST BUDGET |
|
7,174.91 |
18,585.00 |
11,410.09 |
iii. To consider payment of budgeted donations:
CAB Midlincs £50.00
Fountain Maintenance to Ms J Booth. £100.00
PCC to church grounds maintenance to Mrs H Reeve £525.00
RBL wreath donation to Mrs H Reeve £30.00
iv. To note payment due to LIVES for replacement defibrillator pads, £57.99+VAT, to be taken from CIL funds (11/06/24 minute 9.o.)
It was proposed by Cllr M Nelstrop seconded by Cllr P Dowen 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 | 72.40 | |||
| 72.40 | 0.00 | |||
| CIL#2 12/05/2021 | 1,904.14 | 1,904.14 | UP TO MAY 2026 | |
| 547.60 | 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 | 620.00 | ||
| 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) It was noted that Cllr M Nelstrop and Cllr K Willgoose carried out a mid-year audit of the financial accounts during September 2024 and note receive any comments.
Cllr M Nelstrop reported that one error regarding a date recorded incorrectly had been found and highlighted.
12. GENERAL POLICIES AND GDPR POLICIES
It was proposed by Cllr M Nelstrop seconded by Cllr P Dowen and it was RESOLVED that the following General policies and procedures and GDPR Policies be re-adopted:
a) General 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
xi. Volunteers Policy and confirm required details are provided
xii. Staffing Committee Terms of Reference
a) GDPR policies and procedures:
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.
13. MEMORIALS
a) Old Memorials, This item was deferred until the next meeting.
b) War Memorial, This item was deferred until the next meeting.
14. PLAY AREA - SEATING
This item was deferred until the next meeting.
15. PLAY AREA REFURBISHMENT
This item was deferred until the next meeting.
16. AGENDA ITEMS FOR NEXT MEETING. To consider any items for inclusion in the next agenda.
17. DATE OF NEXT MEETING.
To note that the next meeting of the Parish Council is Tuesday 12 November 2024.
There being no further business the Chair ended the meeting at 20:42
Signed (Chair)....................M.NELSTROP........................Date....................12/11/2024