2023 minutes

Minutes of the Parish Council Meeting held in the village hall on Tues 5th Sept 2023 at 6.30pm

Present 23-82 Cllr M Kinning, Cllr L Hughes, Cllr P Lancaster, Cllr F Parish, Cllr C van Straubenzee, Cllr A White, LCCllr C Vernon, SKDCllr D Bellamy, SKDCllr B Green, Mrs H Sandon (parish clerk), 1 resident

Apologies for Absence 23-83 Cllr C Ashton (Chair), Cllr P Golding, Cllr C Hodgkin, Cllr J Oldfield

Election of Vice Chair 23-84 Cllr van Straubenzee proposed Cllr Parish as Vice Chair, Cllr White seconded this and with all Councillors in favour and no abstentions, Cllr Parish was voted Vice Chair and proceeded to Chair the meeting.

Chairman’s remarks 23-85 Cllr Parish asked all present to observe a minute’s silence in memory of Cllr Lansdowne who sadly died last month.

Co-option to fill the councillor vacancy 23-86 Paul Lancaster was welcomed as a councillor and signed the declaration of office to accept the position. Clerk to notify SKDC and submit paperwork.

Further vacancy arising on the Parish Council 23-87 Clerk to notify SKDC of the further vacancy arising from the loss of Cllr Lansdowne and to advertise the vacancy.

Public Forum 23-88 A resident discussed his objections to the South Witham quarry planning application PL/0056/23 to extend operating hours so that lorries may leave the site at 6am, not 7am as per current permissions. He also expressed dismay at LCC’s lack of investigation into current breaches of the planning conditions reported to them, on quarry operating hours, lorries leaving the site, noise and dust. SWPC thanked him for his input which will be considered in SWPC’s response to this planning application. Request made of LCCllr Vernon to discuss the breaches with the Enforcement Officer on behalf of SWPC.

Declarations of Interest for items on the agenda 23-89 Cllr White declared an interest in agenda item; Additional Items 23-96, request made by Curtis Communications who are representing Distinctive Developments, to come and discuss with SWPC plans for 9 self-build homes on a site north of Moor Lane.

Report from County/District Councillors 23-90

SKDCllr Green advised of the Council Tax relief scheme for veterans, deadline 13/10/23. SKDC is to introduce battery collections from households as part of its refuse collection service. Bags will be provided to householders for this purpose. Littering on the A1 is still an issue, SKDC is the responsible authority to deal with this. Free tree packs for communities are still available from the Woodland Trust. Cllr Green’s resident survey he had personally undertaken on the future of the Wild Witham Play area was discussed. The PC was disappointed that this had been done at all when it had rejected SKDC’s offer to take this play area on. Cllr Green expressed this had been done with good intention and apologised to the PC if it felt otherwise.  LCCllr Vernon advised of the LCC Highways Streetworks’ Charter to be introduced to get the various authorities to communicate and work together, so that roads are closed for minimal time / disruption for works required. Cllr Kinning raised the poor workmanship of recent pothole repairs on Templars Way, Cllr Vernon to look into this. LCC Bikeability Scheme is looking for volunteers to help run. Cllr Vernon to chase up  / assist with, the village walkabout with Rowan Smith, HGV signage for the North Witham Rd business area and flooding problems on Great Close and Troughton Walk.   

To approve the minutes of the Parish Council meeting held on the 4th July 2023 23-91

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

Clerk’s and Councillors’ reports on; 23-92

Financial Matters, clerk

Monthly Accounts (see financial statement)

Additional items since the agenda was drawn up; Security Gates & Doors - 30% deposit paid for VH doors, £2394.30 plus vat, MSC Groundcare & Garden Services - 3 cuts of VH rec Aug 23 x £170.00, £510.00, Playsafety Ltd  - VH rec play equipment annual Rospa inspection, £157.00 plus vat, Garden Angel - cemetery grass cutting 4 cuts x £75 July/Aug, £300.00 

PFK Completion of the limited assurance review for the yr ended 31st March 2023

This has been completed and no issues were found. Clerk to display the completion of audit notice / financial information on the SWPC website / VH notice board.    

Review of Councillor Responsibilities Cllr Hughes agreed to take on the role of Data Protection Officer, Cllr Lancaster expressed an interest in the Playground Safety and future improvements group. He also has some ideas to help boost Play project funds. All other groups discussed briefly but agreed that this should be on the next agenda to finalise positions when more councillors may be present.

Village Hall, Cllrs Parish & van Straubenzee

Update on VH doors project

A change to the company contracted for the new VH doors project was made due to cost implications, all advised to SWPC by the clerk over the summer. Security Gates & Doors of Bourne are to undertake the work at a cost of £7981 plus vat. Clerk submitted all the necessary paperwork required by the grant provider, FCC Communities Foundation and was issued with the Funding Agreement. With all in place, the 30% deposit has been paid to secure the work, £2394.30 plus vat. Refund of £183.18 due re. overpaid third party funding, as price of work is cheaper. Door colour agreed by SWPC/ VHMC (7011 Iron Grey) and work expected to take place at the end of Sept/ early Oct, tba. Cllrs Parish and Lancaster to remove alarm sensors prior to work.

Other

Cllr Parish advised that she is still awaiting a quote from Tim Smith for the water leak repair work and has Sensetec coming out this week to install the VH CCTV signage. Weeds around the VH front door to be dealt with.

Coronation tree & plaque, Cllr van Straubenzee

Cllr van Straubenzee reported that she is unsure whether the tree will survive, as it lacked water during the hotter, drier summer months. She also brought along the commemorative metal plaque which has rusted up and is no longer legible. Clerk to take this up with the RBLI who supplied this plaque.

Cemetery T & C’s review, Cllr van Straubenzee

Agreed that Cllr van Straubenzee / clerk discuss and make the required changes to the T & C’s as outlined at the meeting.

Play areas, Cllr Oldfield

Monthly inspection/maintenance

Annual Rospa Inspection report received and circulated to councillors on the 4/9/23.As so close to the PC meeting, councillors agreed to look at this ready for discussion at the next meeting.

Diocese of Lincoln surface water drainage request across SWPC owned VH recreational land

With all councillors in agreement and no abstentions, this request is to be refused by SWPC, clerk to inform of this decision.

LCC Highways road network survey and drainage information request (deadline 15/10/23)

Item deferred until the next PC meeting

Planning Matters 23-93

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

agenda

CATEGORY A, LCC REFERENCE: PL/0056/23 / SKDC REF S23/1472, DEVELOPMENT: To vary condition 5 of the planning permission S19/063, (REF S17/0563) to allow tipper trucks (HGVS) parked overnight on the site to leave South Witham quarry between the hours of 06:00 and 07:00, Location South Witham Quarry, Mill Lane, South Witham

All councillors in agreement to object to this planning application. Clerk to request a further extension to the deadline to the 8th Sept so that Cllr Parish and the clerk may finalise/ submit SWPC’s objection.

S23/1442, Land Adjacent To Morkery Lane, Castle Bytham, remove an existing timber framed building with an established principle of use and associated operation development (Class E) and replace with a more sustainable timber framed modular building and assign a Class E Change of Use no objections

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

SKDC planning permissions granted/refused

S23/1270, 2 Hillview Rd, Trees in a Conservation Area, T1/T2 reduce Rowan / Hawthorn, work allowed by SKDC.

Councillors to consider setting up a dedicated SWPC Facebook page 23-94

Item deferred until the next PC meeting.

Correspondence 23-95

LALC Enews, C & C Direct, SKDC Climate Acton Strategy Consultation, Anglian Water correspondence re. unfit water supply in various Lincs villages, affected supply -  14th July -17th July 23, plus subsequent SMS provider issue to advise Public all sorted / water fit to drink. Resident letter re. the state of various roads discussed. Further resident letter re.weeds obstructing the High Street pavement, dealt with by Cllr Parish who had cut these back. LCCllr R Davies survey of Lincs road network and drainage records, deadline 15th Oct 2023, SKDC Community in Bloom Awards 2023, SKDC Open Space, Sports & Recreation Study Consultation (deadline 1/9/23) - completed by Cllrs Parish, Kinning & van Straubenzee. SKDC Public Spaces public orders survey (deadline 6/9/23) to village noticeboards/ SW FB. LCC Lincs buses timetable and bank holiday information. LCC Service of dedication 10/9/23. LCC traffic orders, closure of roads for carriageway patching, 04/09/2023 - 08/09/2023 Mill Lane and Moor Lane,   25/9/23 – 29/9/23 Church Lane. LCC Town & PC newsletter Aug, LCC Call Connect £2.00 flat fee for bus fares, SKDC proposed council tax support scheme 2024/25, survey deadline for comments 13/10/23. SKDC Community Strategy Consultation, deadline 20/9/23. Anglian Water £3.5 million investment upgrading WRC water recycling centre.

Additional Items 23- 96

Request made by Curtis Communications who are representing Distinctive Developments, to come and discuss with SWPC plans for 9 self-build homes on a site north of Moor Lane. Clerk asked to invite them along to the next PC meeting.

Cllr Kinning requested SWPC support for the Firework event she and her husband are once again holding on Sat 4th Nov, proceeds to go to the Play Project Funds. The PC agreed to this request.

Date of next PC meeting 23-97

October meeting date tba, potentially Tues 10th Oct 2023 at 6.30pm in the small hall of the VH.

The meeting closed at 8.22pm