2022 minutes

Minutes of the Parish Council Meeting held in the village hall on Tues 1st Mar 2022 at 6.30pm

Present 22-029 Cllr C Ashton (Chair), Cllr J Oldfield (Vice Chair), Cllr P Golding, Cllr C Hodgkin, Cllr M Kinning, , Cllr F Parish, Cllr C van Straubenzee, Cllr A White, Mrs H Sandon (parish clerk), SKDCllr D Bellamy, SKDCllr B Green 

Apologies for Absence 22-030 Cllr S Lansdowne, LCCllr C Vernon

Chairman’s Remarks 22-031

Cllr Ashton thanked SKDCllr Bellamy for witnessing the signing of the VHMC lease agreement at start of the meeting. He reminded cllrs to read the minutes and take stock of decisions reached, as there have been a couple of incidents of late, whereby matters have been raised again once decisions have been reached by Council vote. He then welcomed newly elected SKDCllr Green to the meeting. LCCllr Vernon has been elected to the position of LCCllr but was unable to make the meeting and had sent her apologies.

Receive Declaration of Interests 22-032 none

Public Forum 22-033 none

Report from SKDCllr Bellamy 22-034

  Cllr Bellamy advised that the Anglian Water pipe improvement works are ahead of schedule by approximately three weeks. He spoke of the Government levelling up agenda which has a future aim of devolution, ie. the creation of a Greater Lincolnshire Council to achieve economies of scale   and cost savings across the County. With the current cost of living crisis, residents in band A-D properties will automatically receive a £150 cashback lump sum. Discretionary funding of £144million is also available to assist the vulnerable and individuals on low income that do not pay council   tax or that pay council tax for properties in bands E-H. There will also be a further £200 available to domestic electricity customers to assist with fuel bills. Mallard Pass has lodged planning permission with the Secretary of State for a 3.5 square mile solar farm in Essendine, with SKDC as a   consultee.  SKDCllr Green introduced himself and is looking forward to working with SWPC over the coming 14 months until elections. He spoke of the Boundary Commission review taking place currently, which is proposing to incorporate Isaac Newton Ward in a new Parliamentary   constituency covering Rutland and Stamford, but without Grantham, to help equalise number of voters per seat. This is because presently Grantham and Stamford have too many.A secondary consultation is running until the 4th April and residents are encouraged to make their views known on   this proposal via link: https://www.bcereviews.org.uk.

Cllr Parish raised Thistleton Lane bridge again, ie. the silt under the bridge blocking the drains which needs removing. SWPC awaiting LCC works to prevent recurring flooding, (advised pre yr end Mar22). Cllr Parish to send photos of silt to the clerk, to forward with email chain re. proposed works to LCCllr Vernon to request her assistance with this matter. Cllr White raised the Church Lane area, as a safety issue with missing barriers to watercourse. Again on LCC’s future works list (date of works unknown). Cllr Parish to send photos to the clerk to request assistance from LCCllr Vernon. 

Notes of the Parish Council meeting held on 1st Feb 2022 22-035

Clerk to adjust the following minute item extract under, Clerk’s and Councillors reports on ; 22-022 Finances Matters, clerk  - To discuss SWPCC churchyard upkeep – 2nd half of 2021, 8 cuts @ £75.00 per cut, total of claim £600.00 , to read as follows; “PC agreed to payment, clerk to process”.

The notes of meeting were then approved by the Council and signed by the Chair in acceptance of minutes.

Clerk’s and Councillors’ reports on; 22-036

Financial Matters, clerk

Monthly accounts (see financial statement below)

South Witham Parish Council - Financial Statement   - Mar 2022

Review of the following Policies ;

• Data Protection policy , Data Breach Policy, Records Retention Policy, Subject Access Request Procedure

Cllrs all in agreement to keep the terms the same for the four policies above. Clerk to update records and diarise for March 23

Review of Councillors’ Responsibilities list

Cemetery and Allotment group- clerk to remove Debbie Smith.

Playground Safety and future improvements - Cllr Ashton to ask Cllr Steele if willing to join this group

Village Hall

• VH lease agreement (1 yr) to be signed off by SWPC/ VHMC representatives, Cllr Ashton

Lease signed by SWPC Chairman, VHMC Treasurer and SKDCllr Bellamy as witness, at the start of the meeting. Clerk to forward signed document to VHMC for its records.  

• To discuss VHMC request for additional keys PC agreed to VHMC request for two extra security keys, clerk to organise.
• Update on other VH matters , Cllrs Parish / van Straubenzee  Cllr Parish reported a leak on one of the windows ( beading), Cllrs Parish/ Ashton to source local repair. Cllr van Straubenzee advised that R & D Electrical will undertake the fixed electrics 5 yr check on the 11/3/22.Report to go to clerk / VHMC, SWPC to pay invoice. Cllr Hughes advised that the VH roof repairs will be done in the next couple of weeks. VH fire door quotes for replacement to be sought, Cllr Ashton to assist. Zurich insurance letter received re. valuation check on VH buildings cover, insured at £341k currently. Clerk to look into, Cllr Hughes to assist.   

Queen’s Platinum Jubilee, Cllr Ashton

• General update Cllr Ashton asked the clerk to forward the Department for Levelling Up, Housing & Communties letter of 6.1.22 to the VHMC for its reference. He passed on to VHMC rep present, details of three people who had expressed an interest in helping with QPJ celebrations. 400 QPJ medals have been ordered by Cllr van Straubenzee, to arrive in May. Cllr Ashton had contacted all schools in the area to assess numbers re. SW pupils under the age of 18, as returned slips had been very poor. Count currently 118 primary/ 74 secondary. Envisaged the Chairman will present the medals at the various schools, with excess medals sold off locally, possibly at the VH QPJ fete. 
• QPJ tree- see Jan 22 minutes (decision taken on tree type / location) 

         After further research by Cllr van Straubenzee and subsequent information/photos she had circulated to Cllrs, the PC agreed to rescind the decision to purchase two 6ft Maple trees to plant inside the allotment /cemetery area, either side of the gate. Cllrs agreed that a tree should be  planted at the heart of the village, not out of sight. The PC therefore took a further vote and all cllrs agreed that a tree should be planted on the small island by Church St/ Water Lane, thus removing the old crab apple tree at this location. The PC agreed that Cllr van    Straubenzee takes further professional advice on the type of tree which could be planted here, ie. not to spread too wide. To then inform the clerk so that she may contact SKDC and gain permission for the replacement tree.

         Play area monthly inspection/maintenance, Cllr Oldfield Cllr Oldfield advised a local quote is       being obtained to coat the skatepark equipment to add protection. All other items in order.

         Planning Matters 22-037

         New planning applications received by SKDC for Parish Council comment none

        New planning applications received by SKDC for Parish Council comment after publication of the agenda S22/0412, 5 High Street, works to trees in a Conservation Area, cllrs to contact clerk with any comments in the next week.

       SKDC planning permissions granted/refused

       S21/2372, Coverley House, Church St, replace 5 windows at the front of the house with wooden Georgian sash windows -– permission granted by SKDC

      S21/2373, Listed Building consent for the above property– permission granted by SKDC

      S21/2507, Church Street, erection of single storey rear extension- certified lawful use of development by SKDC

     S22/0044, 5 Launds Green, erection of single storey extension – permission granted by SKDC

     S22/0030, 35 High Street, resubmission of S21/1817, changes comprise of new windows, fascias, soffits, guttering  – permission granted by SKDC

Village Litter Pick, Cllr Parish 22-038 Date set as Sun 22nd May 22, Cllr Parish to lead with Cllr Golding to collect/ return equipment from SKDC.

Bonfire Update 22-039 Cllr Kinning Cllr Kinning is organising a bonfire event for Sat 5th Nov 22 with assistance from Cllr Golding. Plenty of volunteers have already agreed to assist with the event to ensure all H & S requirements are met with set up / running of the event. The VHMC will provide food /drink. Cllr White offered to help clear up debris after the event. SWPC to provide financial support for fireworks, Cllr Kinning to report back with costings at a future meeting for PC consideration. 

Correspondence 22-040

LALC Enews weekly, SKDC Notice of Poll for the Election of a District Councillor for the Isaac Newton Ward. LCC Notice of Poll for the Election of a County Councillor for the Colsterworth Rural Division. Walking in England- Lincolnshire walks information, LCC Queen’s Platinum Jubillee newsletter, Anglian Water letter re. update on pipeworks to village. Streetwise letter re. company back under SKDC ownership. Highways England  - A1 northbound works to carriageway 28th Feb 22 -31st May22. LCC Town & PC update Feb22.

Complaint received re. debris outside Market Court property, clerk to write to resident to request removal.

Additional items 22-041 none

Date of next meeting 22-042 Tuesday 5th April 2022 at 6.30pm in the VH.

Meeting closed at 8.15pm