2021 minutes

Minutes of the Parish Council Meeting held by Zoom on Tues 4th May 2021 at 6.42pm

Present 21-074 Cllr D Smith (Chair), Cllr C Ashton (Vice Chair), Cllr F Parish, Cllr M Kinning,

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

Apologies for Absence 21-075 Cllr A White, Cllr C Hodgkin

Chairman’s remarks 21-076

Cllr Smith stayed in the Chair position long enough to deal with the election of the Chair and Vice Chair, before tendering her resignation and handing over the reins to the new Chairman. Cllr Smith was thanked for her efforts serving the Parish Council as Chairman for the last two years and wished well by all with her move away from South Witham village.

Election of Chairman and Vice Chairman 21-077 Election of Chairman - Cllr Ashton was proposed by Cllr van Straubenzee as Chair, seconded by Cllr Parish, with all in favour Cllr Ashton was voted in as Chairman. Cllr Ashton to sign the declaration of acceptance of office, clerk to arrange. Cllr Ashton then took over the running of the meeting.

Election of Vice Chairman - Cllr Oldfield expressed an interest in the Vice Chair role, with all in favour Cllr Oldfield was voted in as Vice Chairman.

Receive Declaration of Interests 21-078 none                                               

Public Forum 21-079 none

Reports from LCCllr Adams/ SKDCllr Bellamy 21-080 During the current month, the PC had asked Cllrs Bellamy/ Adams to help investigate/ identify who is responsible for a potentially dangerous wall to the side of the Public footpath - Troughton Walk to Unwin Green, to ensure it is safe and not a H & S risk to passers-by. Surface dressing of several roads through the village was also raised, as this had taken place this month on many roads without addressing the underlying pot holes first. Photos to be sent to LCCllr Adams to show the poor state of this work.

Notes of the Parish Council meeting held on the 6th April 21-081

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

Vacancy on the Parish Council following the resignation by Cllr Smith 21-082

Clerk to display the petition for by-election notices on village notice boards and the SWPC website following the resignation of Cllr Smith. To also inform SKDC Electoral Services of the resignation / vacancy.

Clerk’s and Councillors’ reports on; 21 -083

Financial Matters , clerk

Monthly accounts

South Witham Parish Council - Financial Statement  4th May 2021

Clerk had also renewed the Information Commissioners Office (ICO) GDPR/ Data Protection cover, annual fee paid £40.00, to reclaim on her next expenses.

PC agreed for the clerk to cancel the Zoom subscription with immediate effect, as face to face PC meetings resume at the Village Hall from June onwards. 

EOY 2020- 21 accounting return update

As discussed in the APM, the clerk had completed the Accounting return for 2020/21 and the accounts are currently with Gordon to perform the Internal Audit function. PC to sign off accounting return at 1st June 2021 PC meeting and submit/ display all by the end of June 2021.

Allotments update, Cllr van Straubenzee 

All allotments are now rented out and paid up for the season 2021/22. Allotment holders have been informed / reminded not to use the black bin on site, as this is for the cemetery use.  This bin has been used by someone and is currently extremely heavy and impossible for Claire to move on her own, so Cllr Oldfield to assist moving it kerbside for emptying next week, if the person responsible for filling it doesn’t do this. Allotment holders have also been reminded to only use the green bin for light vegetation and to take waste home wherever possible. Cllr Oldfield advised that several youngsters had been helping allotment holders recently on site and this was a good thing to see and encourage.

Cemetery gate/ soakaway update , Cllr van Straubenzee  A replacement wooden gate (£365) and a soakaway( £700) had been installed on site this month, all work previously agreed by SWPC, ( cost £70 cheaper than original quote, total cost for work, £1065 plus vat). Hopefully this will alleviate most of the flooding issues on site.

Village Hall, Cllrs van Straubenzee/ Parish Other VH matters  

Ongoing Issues currently being addressed - missing piece of guttering to rear of VH to be fixed by Matt of MK Works. Tim Smith to quote for two leaks in the loft space. Yoga will be starting back up in the VH as soon as permitted and other VH bookings are in the VHMC’s diary for the coming months.

Play area monthly inspection/maintenance, Cllr Oldfield Cllr Oldfield advised he will do the repairs to wetpour very soon, booking a couple of days off work for this cutting out/repair work, (non school holiday time, so repairs undisturbed). His friend will also be spray painting the skatepark equipment and swings, for a minimal cost to the PC, ie. materials only, as he lives in the village and he wishes to contribute his time. Cllr Ashton asked Cllr Oldfield if he would be able to put in a concrete base under the bin by the toddler area which keeps being disturbed by moles. Cllrs Oldfield / Ashton to sort.

Fitness Grant update, Cllr Parish

The next fitness activities being organised by Finding Fitness, funded by the PC lottery grant, are to take place Tues 1st June to Frid 4th June 21, to be held at the South Witham Academy for ages up to 16 yrs old, with activities tailored to ages of those attending. It is hoped some teenagers will attend this time, Cllr Ashton to speak with those locally to him and Cllr Parish to speak with the school. Cllr Kinning to bump SW facebook ad again. Cllr Parish suggested that for future fitness activities, maybe some are once again held at the VH to potentially attract the teenagers who may not wish to attend a primary school environment.

Planning Matters 21-084

New planning applications received by SKDC for Parish Council comment after publication of the agenda  none

SKDC planning permissions granted/refused

S21/0530 29 Hillview Rd - Trees in CA Section 211 notice, 1 x sycamore & 1 x Holly tree, reduce size –

work allowed by SKDC.

Dangerous wall on footpath - Troughton Walk to Unwin Green 21-085 dealt above, see reports from LCCllr Adams/ SKDCllr Bellamy 21-080.

Emergency arrangements for the village, Cllr Parish 21-086

Cllrs Ashton and Parish agreed to look at this on behalf of the PC, should an emergency matter arise in the village, with particular emphasis on effective, swift communication with residents. To put on next month’s agenda.

Village clean up 21-087

PC agreed to set a date of Sunday 27th June for a village clean up, time tbc. Clerk to book out equipment with SKDC and posters to be organised to advertise the event.

Cllr Parish also asked Cllrs if any of them would like a couple of litter pickers/ tabards to help do their bit in the village in the meantime, as a small stock of equipment is held by her on behalf of the PC, anyone else interested is also welcome. Cllr Lansdowne mentioned excessive litter on the North Witham Rd this week following SKDC bin emptying, possibly as a result of strong winds overnight. She will go and litter pick this area this week to tidy all up.

Correspondence 21-088

National Association of Civic Affairs- notice re death of HRH Prince Philip death, LALC info re.calling of meetings during a period of national mourning, LALC Enews 13/4,20/4, 27/4/21& 4/5/21. Valuation Office Agency – rateable value assessment of Cemetery site- clerk to complete/return. Notice of polls – County Council & Police & Crime Commissioner elections, LALC meeting update re. resuming face to face council meetings and ensuring they are Covid safe , LCC PC Community newsletter.

Additional items 21-089

Clerk advised that following the PC review of grit bins in the village, she had put a request in to LCC for five new grit bins. These had been assessed and two scored high enough to be agreed, one for the junction of Templars Way/ Great Close and one for Thistleton Lane by the bridge ( note location of Station Avenue /Thistleton Lane originally submitted was not acceptable. These bins will be installed very soon and added to the list managed by LCC. Cllrs were reminded that grit bins are not routinely filled by LCC on its rounds as they have over 2000 to deal with in the County, so need reporting if grit is running low. LCC requires a telephone call / or the simple website contact form completed advising them of this. Note they will only fill grit bins that are up to half full. Any resident is allowed to do this by telephoning 01522 782070 or using the contact form www.lincolnshire.gov.uk/faults-maintenance/request-grit-bin-refill.Cllrs Lansdowne, Oldfield & Steele to further check the current grit bin levels so LCC can be advised of any needing a refill. Clerk to forward LCC grit bin scoring sheet to Cllrs for info, this is visible on the LCC website. Cllr Parish had been approached by a resident to ask if it is possible to plant wildflowers on the Broadgate Rd grassy area towards the A1. Cllr Parish in liaison with LCC Highways re. this request, as it will have to give permission. Thought required how planted, to ensure the areas are not cut on the LCC verge cuts.  She will also contact the Wildlife Trust, who manage areas of wild flowers on this grass land, although this will be in a separate area, plus contact to be made with Stamford Council who have a successful project in place already. Cllr Lansdowne offered her assistance with this. Flytipping on Mill Lane, some on carriageway, some on Buckminster land to be reported by the clerk, Cllr Kinning to send over details. Cllr Parish has the masonry paint to paint the village troughs, Cllrs Steele and Kinning to assist and areas concerned to be strimmed prior.

Date of next meeting 21-090 Tuesday 1st June 2021 at 6.30pm in the larger hall of the VH, note face to face meetings have to resume as Government have not extended the legislation to allow for the continuation of Zoom Council meetings. Also note the PC is to go with the earlier time for physical meetings, starting at 6.30pm as held by Zoom during lockdown. Clerk to advise VHMC and ensure the VH larger hall is kept free for monthly PC meetings.

Meeting closed at 7.50pm