2021 minutes

Minutes of the Parish Council Meeting held by Zoom on Tues 2nd Feb 2021 at 6.30pm

Present 21-013 Cllr D Smith (Chair), Cllr C Ashton (Vice Chair), Cllr F Parish, Cllr M Kinning,

Cllr S Lansdowne, Cllr J Oldfield, Cllr C van Straubenzee, Cllr P Golding, Mrs H Sandon (parish clerk), SKDCllr D Bellamy

Apologies for Absence 21-014 Cllr A White, Cllr C Hodgkin, LCCllr B Adams

Chairman’s remarks 21-015

Cllr Smith outlined how she would like PC meetings to run during these ongoing Zoom times, stressing the importance of allowing councillors to raise their agenda item without interruption, with discussion and questions following after. She has added “additional items” to the agenda, this is to be used for brief discussion of any items that have occurred after the publication of the agenda. PC to then decide if the item is then put on following month’s agenda for further discussion. She also reminded cllrs to copy all fellow cllrs in on email correspondence so everyone is fully informed on matters.

Parish Council to consider acceptance of Councillor apologies during Covid 19 lockdown and ongoing Zoom meetings (advice from LALC) 21-016

The PC is permitted to accept apologies from Councillors not attending meetings in person or via Zoom, provided the reason for absence is a valid reason. Cllrs agreed that whilst meetings continue to be held by Zoom, they will accept apologies from Cllrs White and Hodgkin but will encourage attendance. 

Receive Declaration of Interests 21-017 none                                               

   Public Forum 21-018 none

   Reports from LCCllr Adams/ SKDCllr Bellamy 21-019

   SKDCllr Bellamy discussed the planning applications PL/0004/21 New Mills and S21/0093  Garden  Centre with the PC, see Planning Matters 21 -028

   Notes of the Parish Council meeting held on the 5th Jan 2021 21-018 21-020

The notes of the meeting were approved by the Council and were signed by the Chair in acceptance as minutes (to forward to clerk for records). 

Councillor Vacancy 21-021

The PC agreed to advertise the current vacancy to be filled by co option. The deadline for applications is 23rd Feb 2021, with applicants to be invited for short interview at the next PC

meeting. Clerk to put notice on village noticeboards and SW website, Cllr Kinning to forward to SW FB group.

Antisocial behaviour in the vicinity of the village hall 21-022

No further reports of antisocial behaviour received.  PC to continue to monitor situation and local Police to continue to do spot checks.

Litter picking equipment for village volunteers, Cllr Parish 21-023

SKDC had advised that it will not lend out equipment during Covid and after this time, only for PC organised litter pick events. Cllr White kindly donated 12 litter picks and vests to the PC. It was agreed to lend four of each to a local family keen to litter pick, with Cllr Parish retaining the rest of the equipment. To add to April agenda with a view to organising a community litter pick, once lockdown restrictions are lifted.

South Witham Facebook Group, Cllr Smith 21-024

PC agreed to put a link on the SW FB page to direct residents to the SWPC website and PC contact details, Cllr Smith to organise.

Thistleton Lane bridge ongoing flooding issues 21-025

Clerk had contacted LCC to chase up what is being done regarding this ongoing issue. LCC advised that following investigation, the bridge belongs to Highways England (under Historic Railway Estates) and therefore LCC will now be taking on this bridge and the associated drainage. A full survey of the drainage in and around the bridge is being undertaken to assess what needs doing to minimise the flooding. Clerk requested regular updates from LCC on progress and to put on PC March agenda.

Financial Matters  21-026

Monthly Accounts

South Witham Parish Council - Financial Statement  2nd February 2021

Review clerk pay

Clerk’s last pay increase was June 2018, NALC banding as at April 2020 for medium size parishes is £15.83 - £21.77 per hour, for guidance only as no NJC contract in place. PC agreed to increase the hourly rate to £19.70 per hr from March 2021 onwards with a yearly review to be implemented. Working hrs to remain at 40 hrs a month ie. 9.2 hrs per week currently.

Tree work invoice re. work undertaken by Bytham Trees at cemetery site and village hall 

PC in agreement to pay £500 plus vat ( £300 for works to SW cemetery boundary hedge , £200 to remove dead Willow at VH, rear of Tollemache Fields).  

Cemetery grant towards churchyard for Yr 2020, annual invoice received for £1275 (17 cuts at £75)  

Churchyard grass cutting costs in 2019 £450, 2018 £350. For 2020, the PC agreed to pay £800 towards the cost of £1275. Clerk to advise PCC and to also request an interim grass cutting claim from the PCC at the end of July, to assist with Precept budget setting for the following yr. 

VHMC grant towards village hall running costs during Covid19, costs total £1015 approx.

The VHMC had requested help from the PC with ongoing costs of the VH during lockdown. Costs – annual insurance £507.38, bar licence £180.00, music licence £185, reduced cleaning cost per month during closure £142.30 (normal rate £284.61). PC agreed to pay the VHMC £1500 to help meet these costs (using funds from the SKDC Covid grant awarded in 2020), to also waive the half yearly rent payment due in April, clerk to advise.

Clerk’s and Councillors’ reports on; 21 -027

Play area monthly inspection/maintenance,

Cllr Oldfield Repairs to be made as soon as weather permits.

Allotments, Cllr van Straubenzee

Review of allotment agreement Only alteration, to change the tenancy date to start the allotment year on the 1st April. 

Cemetery / Allotment drainage issues   

PC agreed to the quotation received from Bytham Trees regarding the car parking flooding issue, £750 plus vat to install a soakaway at this site, 12ft x 12ft, all works as per quotation and  to take place as soon as possible, once water has dried up. Gate work on site as previously agreed by PC at a cost of £385 plus vat, to take place concurrently with the above.

Village Hall, Cllr van Straubenzee

Update on electrical works Mr Medcalf to undertake VH electrical work in the coming week, as agreed by the PC previously.

Update on clearance of brash Quote received from Bytham Trees to clear brash, ie. clearing brambles, 6 to 8 dead Elm trees, raking up deadwood, levelling the soil heaps and removal of all debris, £300 plus vat. As Cllr White had previously offered to do this work free of charge, the quote was dismissed. Clerk to contact Cllr White regarding this work.

Review of Councillor Responsibilities list to include Defibrillator Group  21 -028

To add in Defibrillator Group, lead Cllr Parish, other members Cllrs van Straubenzee, Kinning, Lansdowne and Hodgkin.

Planning Matters 21 -029

New planning applications received by SKDC for Parish Council comment

S20/1993 , 14 Church Street, listed building consent for repainting front door  – no objections from SWPC

PL/0004/21 New Mills, Borth Witham Rd  - Development for change of use of building from storage and distribution ( use class B8) to waste plastics/ polymer/PVC/Rubber recycling facility ( Sui Generis use) -  The PC objects to this application for the following reasons - there is not enough detail on the application regarding traffic movements to and from the site and number of HGVs per day, the route to be taken to reach the site, this will increase HGVs through the village which has 7.5 tonne weight restriction, the process involved in making the product, will there be heat, smells, air pollution and noise affecting local residents? The application states material to come from a Melton business only but future expansion of this site would lead to further traffic issues. Will the operating hours remain as per the application, Mon- Frid 0800 – 2000 only and if so will the vehicle movements be restricted to these hours? The Parish Council is to request that this application comes before the Planning Committee. Clerk to send objection to LCC & forward to Cllrs Bellamy and Adams.

New planning applications received by SKDC for Parish Council comment after publication of the agenda

S21/0093 Land north of allotments, North Witham Rd, alterations to existing access, erection of close boarded fencing and erection of shed and polytunnel -  the Parish Council supports this development in principle and agrees with the alterations as per the planning application submitted

SKDC planning permissions granted/refused

S20/2038, land at Hillview Rd, land in Conservation area section 211 notice,  Crown lift/raise 8 silver birch and 1 hawthorn approx. 5.3m from ground and remove 1 Horse Chestnut – work allowed by SKDC, 11.1.21

Correspondence 21 -030

Closure of the Witham Word magazine – the PC was sorry to learn from the WW Editor that this magazine had closed. Cllr Parish advised that the SW Volunteers Group would help to share any useful information that it feels the villagers should be made aware of. Tree issue by old Chapel House, Mill Lane - clerk had written to resident to deal, Cllr Golding to check if work undertaken. LCC Supporting our Communities through lockdown, LALC News plus weekly enews / course info/ survey, Lincolnshire Police Safer Together Team contact letter, LCC Town & Parish Update, Lincs Covid19 online webinar 21/1/21, LCC Emergency Planning (LRF) Storm Christoph info, LCC Transport help to Covid19 Vaccination Centres, hubs & surgeries- to SW FB page, website, VH notice board. Community links YMCA Jan21 bulletin, Lives info, SKDC Planning Policy Consultation - draft design guidelines for Rutland and South Kesteven, draft supplementary planning document – Public Consultation 29th Jan to 12th Mar 2021, Arts Council England, Live and Local -community arts & subsidised outdoor performances, LCC PC Community newsletter, Discover SK update, South Witham quarry email re.safety of walkers on private haul road circ. to cllrs (clerk to forward to Cllr Bellamy),  Clerk had contacted the Lottery Community Fund to request a further change to the grant terms, in light of Covid lockdown. An extension until the 4th June 2021 sought, to accommodate clubs running during May half term, still awaiting a decision. C & C Direct.

Additional Items 21-031

Cllr Oldfield advised that £215 had been raised from the living calendar project, Cllr Oldfield to transfer the funds to the PC bank account, to be added to the Play Project reserve held. Cllr Parish issued a vote of thanks to Cllr Golding as he had single handedly taken charge of the moveable speed sign, charging it and moving it around over the last year. Other cllrs to share this task in future months.

Date of next meeting 21 -032

Tuesday 2nd March 2021, meeting closed at 8.45pm