2023 minutes

Minutes of the Parish Council Meeting held in the village hall on Tues 4th July 2023 at 6.30pm

Present 23-68 Cllr C Ashton (Chair), Cllr C Hodgkin, Cllr M Kinning, Cllr S Lansdowne, Cllr J Oldfield, Cllr F Parish, LCCllr C Vernon, Mrs H Sandon (parish clerk)

Apologies for Absence 23-69 Cllr P Golding, Cllr L Hughes, Cllr C van Straubenzee, Cllr A White, SKDCllr D Bellamy, SKDCllr B Green

Chairman’s remarks 23-70 Cllr Ashton expressed thanks to all those involved during the last month sorting out the emergency grass cutting. He also apologised for running over at last month’s meeting.

Receive Declaration of Interests 23-71 Cllr Oldfield declared an interest in agenda item, “Dogs on VH recreational field” and is to abstain from discussions on this matter.

Public Forum 23-72 none

Co-option to fill the councillor vacancy 23-73

The PC has received one application for the councillor position from a resident who has recently moved to the village and applied also to be put on the electoral register. Clerk had checked out the position with SKDC who advised that the resident will be eligible to join the PC after 1st August 2023, once the electoral register is updated. Therefore with no meeting held by SWPC during August, the PC agreed that the clerk should invite the resident to the next PC meeting on Tues 5th Sept as it would like to offer the resident the councillor position at this meeting.

Report from County/District Councillors 23-74

LCCllr Vernon advised of the Integrated Community Equipment Services (ICES), details for which may be found on the LCC website. This organisation helps people with maintaining independence at home and provides various mobility equipment. There is currently a LCC survey to access if residents are aware of this service, Cllr Vernon to forward the link. She is following up on various matters outstanding;  1) LCC providing possible signage for vehicles to remind them to turn left out of the North Witham Rd businesses. 2) Dates for the village walkabout with the LCC Highways Manager, Rowan Smith / councillors, 3) The Great Close flooding issue. She reminded councillors to complete SKDCllr Green’s survey in support of PCSO’s attending Parish meetings. Councillors asked her to look into the following issues, 1) Water leak outside no. 7 Templars Way, as work still not completed 2) Work on the Great Close houses following the fire, as scaffolding is still in place and no progress appears to have been made. Enquiry made to SWPC as to whether Padleys Chicken farm is still in operation, plus a complaint raised regarding the Angel Inn pavement still being cordoned off/ inaccessible to pedestrians, clerk to check these issues out for SWPC.    

To approve the minutes of the Parish Council meeting held on the 6th June 2023 23-75

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

Clerk’s and Councillors’ reports on; 23-76

Financial Matters, clerk

Monthly Accounts (see financial statement )

To approve VH rec grass cutting invoice from Bytham Trees, £1365 plus vat

Cllr Ashton proposed that this invoice for remedial grass cutting work on the VH rec is approved/ paid, seconded by Cllr Parish and with all councillors in favour this was agreed, clerk to arrange payment. 

South Witham Parish Council – Financial Statement   - July 2023

Additional items since the agenda was drawn up;

MSC Groundcare & Garden Services first invoice for VH rec grass cutting regular contract, £170. Also agreed by SWPC, MCS to finish the remedial grass cutting work required, on the right of the VH rec, near the River Witham, this requires the hire of additional equipment, cost for work £320.00.

SWPC has been awarded a grant from FCC Communities Foundation to replace all the exterior doors / fires doors at the VH, grant awarded £9685. SWPC had considered the three quotes and the preferred supplier for this work is SDG. Clerk had contacted the company and a revised quote of £10201.91 (net) was supplied, due to increases in costs since the original quote. FCC cannot increase the grant awarded and therefore Cllr Ashton proposed that the PC fund the shortfall of £516.91 (net), seconded by Cllr Parish and with all councillors in favour this was agreed. SWPC also agreed that the clerk as responsible finance office (RFO), is authorised to sign the funding agreement for the grant. Clerk to complete all the necessary information to progress the grant, Cllr Parish to assist. Clerk had already contacted the VHMC to find out VH bookings scheduled during July/ August and with this in mind, it is envisaged that the work will be scheduled for the end of August (3 days to complete the work). 3rd Party funding has been paid to FCC Environment in connection with the grant awarded by FCC Communities Foundation, £1041.14 paid (10.75% of grant amount awarded £9685).

Garden Angel, cemetery grass cutting including hedge, 4 cuts May/ June, £300.00.

Review of Councillor Responsibilities / SWPC policies

To review councillor responsibilities Cllr Oldfield advised that he wishes to remain as a councillor but no longer wishes to hold the Vice Chair position, nor be on any of the PC committees he currently serves on.Clerk to add the Vice Chair position to the Sept PC agenda to fill this position.

All councillor responsibilities and specific naming of the various councillor groups to be reviewed at the Sept meeting also. Clerk to circulate information to councillors prior to the meeting, so they may consider the groups they wish to serve on.

To review SWPC’s statement to ensure the council delivers value for money policy

Proposed by Cllr Ashton, seconded by Cllr Oldfield and with all in favour the policy was agreed as it stands with no changes made, clerk to update the policy review date and publish on SWPC’s website.  

SWPC to adopt SKDC updated councillor code of conduct, (as revised by SKDC 25.11.21)

Proposed by Cllr Ashton, seconded by Cllr Oldfield and with all in favour the SKDC code of conduct as adopted by SKDC on 25/11/21, was adopted by SWPC. Clerk to update records accordingly and publish on SWPC’s website.  Clerk had also recently circulated the “Good Councillor Guide” to councillors, following the recent PC elections.

Village Hall, Cllrs Parish & van Straubenzee

Update on CCTV installation

Cllr Parish advised that CCTV has now been installed at the village hall. It is a straightforward system to access should this be necessary and she is willing to show fellow councillors how the system works, dates tba for this purpose. Cllr Parish will be contacting Sensetec Solutions who installed the system to clarify a few matters and chase the outstanding CCTV signage. Clerk has added the CCTV system to the PC’s insurance policy, advised Stamford Police that the VH is now covered by CCTV and also provided details to SKDC who are collating information on Parish owned CCTV in the County.

Update on alarm system service

The alarm was recently serviced by Alarmline and Cllr Parish was shown how to disable the alarm for when the VH replacement door work takes place.They will then need to attend for half a day’s work to reinstall once the new doors are fitted.

Security lights Cllr Parish chasing R & D Electrical contractors to fix the exterior VH light.

Water ingress in corridor Cllr Parish has asked Tim Smith to quote for the repair work to sort the water leak at the end of the VH corridor.

Play areas, Cllr Oldfield

Monthly inspection/maintenance Cllr Oldfield advised that the skate park ramps need repainting and the right end panel needs replating or replacing. The tic tac toe in the small children’s play park currently wobbles and needs attention and some of the flooring to this play area needs attention also. He hopes to attend to these issues prior to the Rospa inspection in August and it is a case of patching up whilst funds are raised to replace the play equipment in the future. Receipts for any  materials purchased to be submitted to the clerk for reimbursement.

Dogs on VH recreational field The PC considered this matter with additional information supplied by SKDC. The PC then agreed that the various signage displayed, stating that dogs should be on leads on the VH rec should remain as it stands. Clerk asked to order further signage for the far side of the VH rec, as it appears to be missing.

Planning Matters 23-77

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

SKDC planning permissions granted/refused

S23/0804 Coverley Barn,Church St – works to trees in a Conservation Area , work allowed by SKDC.

Councillors to consider setting up a dedicated SWPC Facebook page 23-78

Item deferred until the next PC meeting.

Correspondence 23-79

LALC Enews / Summer conference 19/7/23 ( Cllr Hughes to attend)  / portal for councillors/ Management Committee nominee statements & AGM on 29/6/23, SKDC Local Development Scheme 2023-26, Leisure SK defibrillator/ first aid training- save a life sessions, SKDC CCTV, Melton BC call for sites (employment land only), SKDCllr Green’s email to SWPC re. SKDC owned Wild Witham Play Area, SKDC Community Awards 2023, LCC Town & PC newsletter June 23, SKDC letter re. registering defibrillators on “The Circuit”, clerk advised that the two village defibrillators are on this system already and information is regularly reviewed/ updated as required.

Email received 3.7.23 and circ. to councillors, from the Diocesan Surveyor and Property Director regarding the current review being undertaken by the Diocese of Lincoln of its surface water drainage strategy for its land located north of Mill Lane/ High St. More information to be sought and item to be added to the next agenda for consideration.

Additional Items 23- 80 LCC Town & PC litter pick kits free for Parishes, clerk to apply for these kits.

Date of next PC meeting 23-81

No PC meeting is held in August, the next meeting is Tuesday 5th September at 6.30pm in the small hall of the VH.

The meeting closed at 8.55pm