2023 minutes

Minutes of the Parish Council Meeting held in the village hall on Tues 7th Mar 2023 at 6.30pm

Present 23-14 Cllr C Ashton (Chair), Cllr J Oldfield (Vice Chair), Cllr L Hughes, Cllr M Kinning, Cllr S Lansdowne, Cllr F Parish, Cllr A White, Mrs H Sandon (parish clerk), LCCllr C Vernon, SKDCllr B Green SKDCllr D Bellamy

Apologies 23-15 Cllr P Golding, Cllr C van Straubenzee

Chairman’s Remarks 23-16 Cllr Ashton along with Cllrs Parish and van Straubenzee and one VHMC rep visited Sewstern village on the 20th Feb 2023 to meet with four of its VHMC. This proved a beneficial visit to share ideas on how its hall is set up and run (under charity status) and the associations SW VHMC can join which may prove beneficial to them, should they not already be members. Cllr Ashton has since thanked Sewstern VHMC for its hospitality. He also intends to visit other village halls in the area over the coming months.   

Receive Declaration of Interests 23-17 none

Public Forum 23-18 none

Report from County/District Councillors 23-19

Cllr Vernon reiterated the cost of living links on the LCC website to help those in need financially. Council tax to rise by 4.99%, includes a 2% rise for adult care. Voter i.d mentioned again for residents voting in person (does not apply for postal votes). Notices re. acceptable forms of Voter i.d have now been issued by SKDC, clerk to circulate and display on village noticeboards/ SW FB. A1 night time closures currently taking place for essential maintenance works. Cllr Vernon to report missing Launds Green street sign to LCC. Cllr Green is still trying to establish PCSO visits to parish council meetings of one visit a year minimum to each parish, although noted that PCSOs numbers in Lincolnshire are reducing from 91 to 50 over the coming year. Cllr Bellamy highlighted the SK Prosperity fund of £1 million for parish projects (info has been circulated by the clerk previously).

Notes of the Parish Council meeting held on the 7th Feb 2023 23-20

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

Clerk’s and Councillors’ reports on; 23-21

Village Hall , Cllrs Ashton / van Straubenzee/ Parish

VH 1 year lease agreement

PC to agree clauses 4.6 & 5.2 added back into the agreement and the amended wording, as per lease agreement circulated prior to the meeting to PC and VHMC.

With all councillors in agreement with the above proposal and no abstentions, this motion was carried.

Lease to be signed off by SWPC/ VHMC representatives and witnessed. Lease signed and witnessed.

CCTV cameras, Cllr Oldfield PC to consider external CCTV again for the village hall following recent anti-social behaviour. Cllr Parish agreed to obtain 3 quotes to circulate to councillors ready to consider at the next PC meeting.

Other The clerk with help from Cllr Parish, is currently applying for a Communities Foundation grant of £9685 from the Landfill Communities Fund for new exterior VH doors, prior to the current grant round deadline of 8th March 2023. The PC would need to fund 10.75% as 3rd party funding to access the grant, therefore agreed to pay £1041.14. With all councillors in agreement and no abstentions, this was carried and the clerk will update the application accordingly, prior to submission. It was also reaffirmed that the signatories on the SWPC bank account mandate stand as per last update in 2012, another term of the grant needing authorisation for the clerk /Cllr Parish to make the submission. The VHMC and various community groups had helped with supplying letters and information demonstrating the need for replacement doors.  Cllr Oldfield advised that he has painted the existing VH entrance doors and posts to preserve them in the meantime.

Financial Matters, clerk

Monthly accounts (see financial statement below)

South Witham Parish Council – Financial Statement   - Mar 2023

Additional financial matters; Zurich has confirmed it is to settle the claim for the bus shelter damaged pane £70 ( £170 net cost less £100 excess).

Clerk advised that the SW VJ/ VE group has closed its bank account and the funds of £1290 have been transferred to the SWPC Play Project account.  

Community Litter pick – Sun 16th April 2023 and loan/purchase of equipment

Clerk had contacted LCC re. loaning litter pick equipment (30 sets) as SKDC no longer provide this service. She was referred to Grantham Library for this, however they only hold 15 litter pick sets and cannot book these out until a week before the date nor guarantee they will be available. Proposal therefore made to purchase 30 sets of litter picks / tabards for South Witham village at a cost of £150 approx. With all councillors in favour and no abstentions, this was carried, clerk to purchase. Event to be advertised nearer the date.

Parish Council to review the allotment agreement and agree the rent charges for 2023/24

All Councillors in favour of keeping the rents as per 2022/23 rates, with no increase. Agreement terms 8 & 9 to be amalgamated as similar, clerk and Cllr van Straubenzee to sort. Clerk to send out renewal information to all allotment holders this month, prior to new allotment year commencing on the 1st April 2023. Any plots being vacated to be offered to those on the waiting list in the first instance.

Review of the following Policies ;

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

All councillors in agreement to keep the terms the same for the four policies above. Clerk to update records and diarise for March 24.  

Play areas, Cllr Oldfield

Monthly inspection/maintenance Cllr Oldfield reported that he will be jet washing/ painting the skatepark equipment once the weather improves, so will be calling on fellow councillor help for this. Noted that there appears to be an increase in litter on the VH rec.

Planning Matters

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

SKDC planning permissions granted/refused none

Parish Council noticeboard on the Witham Plaice shop exterior wall, Great Close area, Cllr Kinning 23-22 This has been agreed by the shop owner. PC asked the clerk to look into costs for a weatherproof noticeboard, to report back with cost information at the next PC meeting.

The Big Lunch Coronation – Sunday 7th May 2023, Cllr Lansdowne 23-23

This was discussed with the VHMC rep present. There will be a picnic and televising of the coronation at the village hall on Sat 6th May and a car boot will take place on Sunday 7th on the recreation ground. The PC also agreed to a car boot request on the VH rec for Sat 24th June 23, as long as no football is taking place, VHMC to check.

        Correspondence 23-24

LALC Enews, LCC Town & PC newsletter Feb23, Lincs Police briefing Jan23, Lincs Police Stamford Town & Rural newletter Feb23, SKDC interest in becoming a District Cllr briefing 22/2/23, South Kesteven Prosperity Fund grant info. LCC Town & PC update Feb23 & info to advertise clerk vacancies on its website , Clerks & Councils Direct. SKDC briefing to PCs & Town Councils re LGA model code of conduct/ new declaration of interests form, LALC extraordinary general meeting – Thurs 16th March 2023, LALC Civility & respect newsletter March 23.

         Additional Items 23-25 Request made by a local company to mount a direction sign on the North  Witham Rd bus shelter to its business, this was declined by SWPC. Clerk still awaiting a full response from SKDC to her email of the 12th January 2023, requesting various cost/ management information regarding the SKDC managed Wild Witham Play Park. Discussion on this item deferred until such information received.

         Date of next PC meeting 23-26

         Tuesday 4th April for the Annual Parish Meeting (APM) at 6pm, followed by the April PC meeting at  6.30pm in the large hall. Clerk to sort APM notice in due course to advertise on SW FB & village noticeboard.

          The meeting closed at 7.50pm