2022 minutes

Minutes of the Parish Council Meeting held in the village hall on Tues 7th June 2022 at 6.30pm

Present 22-070 Cllr C Ashton (Chair), Cllr J Oldfield (Vice Chair), Cllr C Hodgkin, Cllr L Hughes Cllr S Lansdowne, Cllr F Parish, Cllr C van Straubenzee, Mrs H Sandon (parish clerk), SKDCllr D Bellamy, SKDCllr B Green.

Apologies for Absence Cllr P Golding, Cllr M Kinning, Cllr A White, LCCllr C Vernon

Chairman’s Remarks 22-071 Cllr Ashton read out his report to councillors present on meeting conduct /council decisions. He then advised that going forward he has asked the clerk to record for each motion, proposer, seconder and the count for, against and any abstentions. Clerk to circulate Chairman’s report to all councillors.

Receive Declaration of Interests 22-072 none

Public Forum 22-073 none

Report from County/District Councillors 22-074

SKDCllr Green reported that SKDC Customer Service Centre, Grantham has re-opened on an appointment basis, Mon to Frid, 9am-1pm. Letters are to be sent to residents who do not pay their council tax (bands A-D) by direct debit, to advise that they need to apply online for the £150 energy rebate. The vast majority of those who pay the tax by direct debit have now received this payment. SKDC remains the leading Lincolnshire district council housing Ukrainian refugees by sheer weight of numbers.

SKDCllr Bellamy advised that SKDC is to hold an emergency meeting to discuss the NHS Service in Grantham and the possibility of the creation of a Minor Injuries Unit operating into the late evening.

Thistleton Lane bridge flooding was raised again following further issues/complaints to SWPC as maintenance work has still not been undertaken by LCC to stop the flooding. Cllr Parish to forward recent flooding photos to the clerk to send over to LCC. It was also noted that Great Close still has recurring flooding issues and this has also not been resolved.    

Notes of the Parish Council meeting held on the 3rd May 2022 22-075

The notes of meeting were approved by the Council and signed by the vice chair in acceptance of minutes.

Co option of a Parish Councillor to fill the current vacancy 22-076

The clerk advised that no petition for a by-election was received by SKDC and therefore the Parish Council may now fill the vacancy by co-option. Notices to advertise the vacancy to be displayed on the SWPC website, SW village FB page (clerk to send to Cllr Kinning for this purpose) and the VH noticeboard. Applications to be sent to the clerk by Frid 1st July, with candidates to be available to attend a short interview at the next PC meeting on Tues 5th July 2022 at 6.30pm .

Clerk’s and Councillors’ reports on; 22-077

Financial Matters, clerk

SWPC Accounting return 2021/22;

Mr Andrew has completed/ signed off the internal audit for SWPC. Once again he would like a nominal £30 to be added to the Memorial Reserve in lieu of any payment. This has been noted by the clerk, who will also thank Mr Andrew for his efforts on behalf of SWPC.

• Approval of Annual Governance Statement 2021/22 With all councillors in agreement, Cllr Ashton (Chair) and Helen Sandon (RFO) signed off the Annual Government Statement 2021/22
• Approval of Accounting Statements 2021/22 Clerk as responsible finance officer had signed off the accounts prior to presenting to SWPC for approval ( as per instructions) . With all councillors in agreement, Cllr Ashton signed off the Accounting Statements

Clerk to display the notice of public rights and publication of unaudited annual governance and accountability return 2021/22 on the SWPC website / VH notice board and to submit the AGAR accounting return 2021 /22 to PKF Littlejohn LLP by 1 July 2022.

Monthly accounts (see financial statement below)

South Witham Parish Council – Financial Statement   - Jun 2022

Other income – SKDC ½ yr cleaning grant £694.98 (noted future SKDC payments will not be linked to the national living wage.

Other invoices – Tracy Stafford, 5 cuts at the cemetery site, £75.00 (Mar – May22), Alarmline, VH annual alarm service £55 plus vat.  PC Finance Committee to meet in August, clerk to arrange meeting.

Queen’s Platinum Jubilee, Cllr Ashton

Cllr Ashton, with the clerk’s help had prepared the commemorative coins for the various schools, playgroups and village children. He as Chair, will visit the various schools to present the coins to the children. Some coins were sold at the QPJ fete and once all orders have been fulfilled, any surplus will be sold off to villagers. Cllr Ashton to collate all information / monies before handing to clerk for banking. Cllr van Straubenzee suggested a silver birch tree to mark the Queen’s Platinum Jubilee, planting location - the triangle opposite South Witham Academy, all cllrs in agreement with the choice of tree. Clerk awaiting SKDC’s approval re. planting at this location. 

Village Hall update, Cllrs Parish/ van Straubenzee

Cllr Parish advised that Richard Medcalf is to fix the cooker controls and he has also suggested that the VH security light is changed to a dusk/ dawn automatic light, quote to follow. Flat roof repairs and the annual alarm service went ahead this month. Cllr Ashton to chase up window seal repairs with Paul Dalby. 

Allotments update, Cllr van Straubenzee/ Oldfield  

Proposed fencing – Councillors to vote on works outlined/ circulated by Cllr Oldfield, cost £500 approx. 

Councillors voted on the proposed works to erect fencing at the allotment site at a cost of £500, proposed by Cllr Parish, seconded by Cllr Hodgkin, for 7, against 0, abstentions 0, with all in favour the decision was unanimous for Cllr Oldfield to go ahead with works as discussed.

The mis-use of the percussion tap

The addition of a second tap within the middle allotments

The two agenda items above were discussed and the PC agreed not to consider any further the addition of a second tap due to cost / practicality of laying pipes on the site.

When to contact those that have done nothing to their allotments Cllr van Straubenzee to undertake her quarterly allotment checks to inform clerk, so she may contact allotment holders who need to take action. Clerk still in talks with SKDC re. paying the annual fee for the PC green bin at the site, as SKDC’s payment system is currently not allowing this.

Play area inspection / maintenance, Cllr Oldfield

Cllr Oldfield reported that there is graffiti on the skatepark equipment which will need attention and he will tend to minor repair works to ramp sides. He advised that his tin can project has raised £21 so far, to transfer funds to SWPC’s bank account for future VH rec play area improvements.

Clerk had reported to SKDC, the glass found at SKDC Wild Witham play park, Great Close. Residents to also be encouraged to report any issues found direct to SKDC to deal.

Annual Litter Pick, Cllr Parish

Cllr Parish thanked those who had helped with the community litter pick on Sunday 22nd May. This is the last litter pick event SKDC will support and therefore SWPC will consider buying its own equipment for future events, clerk to add to next agenda for discussion.

Village Self Help, Cllr Parish 22-078 Cllr Parish discussed seeking out local volunteers to help keep the village looking at its best. Envisaged along with litter picking, various tasks undertaken such as tackling weeds and tending to “grot spots”. PC to consider further at future pc meeting.

Defibrillator Information, Cllr Parish 22-079 Clerk asked to forward information to Cllr Kinning so she may remind residents of defibrillator locations on SW FB.

Planning Matters 22-080

New planning applications received by SKDC for Parish Council comment after publication of the agenda S22/1040, 27 Wimberley Way, 2 storey rear extension and internal alterations – no objections from SWPC.

SKDC planning permissions granted/refused none

Correspondence 22-081 LALC Enews weekly, Stamford Police update, Notification of essential maintenance A1 South Witham to Wothorpe Southbound carriageway (July – Oct22), Anne Robson helpline, freephone 0808 801 0688,  LALC networking day, Ukraine Appeal resident letter, YMCA May update. Neighbourhood Policing priority letter, Anne Robson helpline information. Resident letter re. various highway/ public right of way issues- clerk to deal.

Additional items 22-082 none

Date of next PC meeting 22-083 Tuesday 5th July 2022 at 6.30pm.

Meeting closed at 8.23pm