2023 minutes

Minutes of the Parish Council Meeting held in the village hall on Tues 6th  June 2023 at 6.30pm

Present 23-54 Cllr C Ashton (Chair), Cllr P Golding, Cllr L Hughes, Cllr M Kinning, Cllr F Parish, Cllr C van Straubenzee, Mrs H Sandon (parish clerk), SKDCllr D Bellamy, SKDCllr B Green, 5 residents

Apologies for Absence 23-55  Cllr S Lansdowne, Cllr J Oldfield (Vice Chair), Cllr A White, LCCllr C Vernon,

Chairman’s remarks 23-56 Cllr Ashton welcomed everyone to the meeting.

Receive Declaration of Interests 23-57 none

Public Forum 23-58

Several dog owners in attendance, one of which read out a report regarding the use of the VH rec by responsible dog owners and suggested changes to the VH signage so more appropriate, rather than “all dogs must be on leads”. Further discussions took place re. the dog fouling problem around the village generally and in Morkery Woods also. It was pointed out that Morkery Woods were owned / managed by the Forestry Commission, however the clerk agreed to report the issue to them. Residents were thanked for attending the meeting and sharing their views which would be considered later in the meeting by the PC.

Co-option to fill the councillor vacancy 23-59

With no applications received to fill the councillor vacancy, the clerk is to re advertise the position.

Report from County/District Councillors 23-60

Cllr Vernon was not present at the meeting but had sent a note to say that she will be arranging the village walkabout with LCC Highways Manager, Rowan Smith / councillors, to look at areas of the village that require attention, date tba. Councillors to advise clerk of any issues as soon as possible, to collate ready for the visit. Cllr Green advised that SKDC was the responsible authority for clearing A1 litter and should be served with a litter abatement order for any such clean up work required. Recent drain works and other improvements have been taking place on the A1 and along with several accidents, has resulted in meant multiple closures of this carriageway. Cllr Green is still trying to get PCSOs along to Parish meetings.

To approve the minutes of the Parish Council meeting held on the 9th May 2023 23-61

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; 23-62

Financial Matters, clerk

SWPC Accounting return 2022/23 ;

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.

i)  Approval of Annual Governance Statement 2022/23 With all councillors in agreement, Cliff Ashton (Chair) and Helen Sandon (RFO) signed off the Annual Government Statement 2022/23

ii) Approval of Accounting Statements 2022/23 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 2022/23 on the SWPC website / VH notice board and to submit the AGAR accounting return 2022 /23 to PKF Littlejohn LLP by 1st July 2023.

iii) To consider the quotes received for the VH recreational grass cutting  

Quotes had been sought by the clerk and councillors in order to take on a new contractor, as Streetwise had ceased with all grass cutting jobs in Lincolnshire. This had only come to light during May and thus the football club and Cllr Oldfield / his father in law did their best to get some of the VH rec cut, in readiness for the weekend football matches. Quotes for the initial major work to make good and then for the long term contract were sought. It was agreed that Anthony Hill do the initial cut at £300 approx. asap, however his machinery broke on day one. Cllr van Straubenzee and Cllr Parish then instructed Bytham Trees to do the remaining work, invoice to follow. The PC looked at the long term quotes and with all councillors in favour and none against, nor abstentions, it was agreed that MCS Groundcare & Garden Services take on the long term contract at £170 per cut, as this was the cheapest quote, clerk to arrange accordingly. First cut to take place week commencing 19th June 2023 ready for the Pride event on Sat 24th June 2023. Clerk to reimburse Cllr van Straubenzee £11.00 for two additional barrier keys cut, one set to go to MCS for ongoing use.   

iv) Monthly Accounts (see financial statement)

South Witham Parish Council – Financial Statement   - June 2023

Additional items since the agenda was drawn up;

£200 raffle proceeds received from the SW Community Group towards the Play Project improvements. CC Cleaning Mids Ltd invoice for bus shelter clean Feb / May 2023 £40.00. Deposit for the install of the VH CCTV paid £674.96.

v) SWPC Insurance for yr 2023/24 

Clerk had obtained the following quotes for SWPC’s annual insurance, renewal due on 1/6/23,

Zurich -  £2034.23 1 yr , 3 yr long term agreement (LTA) £1846.21, AJG Community Insurance Scheme, £2447.94 1yr, same price for a 3 yr LTA, BHIB Council Insurance £1235.44 1 yr, 3 yr LTA £1157.62. So as agreed / authorised by SWPC at the last meeting, clerk has taken out the 3 Yr LTA with BHIB Insurance as the cheapest option and a £700 saving on the next cheapest quote for the same cover.  

Street cleaner / clerk annual pay review

With all Councillors in favour and none against, nor abstentions, it was agreed that both the street cleaner and the clerk are awarded a £1 an hour pay rise.

Village Hall, Cllrs Parish & van Straubenzee

CCTV cameras update

Clerk had arranged for Sensetec to install the CCTV system on Mon 19th June 2023 at 8.30am, Cllr van Straubenzee and Parish to be available to meet. Deposit £674.96 (35%) paid by clerk.

Other Cllr Parish has booked the VH alarm service for Frid 16th June 2023. Also the VH security light to be fixed by R & D Electrical contractors.

Play areas, Cllr Oldfield

Monthly inspection/maintenance Cllr Oldfield to undertake skate park repairs and to cover up graffiti.

Dogs on VH recreational field The PC to consider the public forum discussion /presentation by dog owners. Clerk to circulate their report to all councillors. Cllr Bellamy to seek further SKDC information and item to go on July PC agenda to give councillors time to consider this matter fully.

Resident email re. trees on VH recreational field imposing on garden (Wellfield Close) 

Cllr van Straubenzee had met with Mr Johnson ( Bytham Trees) to assess the trees ( Ash & Willow) and he had recommended their removal. This along with other tree work on the VH rec , crown raising of newer trees planted several years ago by SWPC , cutting the hawthorn bush back encroaching on the public pathway and tidying the perimeter of the field/ removal of any tree debris, cost of work £600 plus vat. With all councillors in favour and none against, nor abstentions, this was agreed by SWPC. Cllr van Straubenzee to arrange the work.

Planning Matters 23-63

New planning applications received by SKDC for Parish Council comment

S23/0804 Coverley Barn,Church St – works to trees in a Conservation Area , no objections from SWPC

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

agenda none

SKDC planning permissions granted/refused

S23/0815, 4 Water Lane – T1 beech tree lower branches removed, work allowed by SKDC

Councillors to consider whether to take over the ownership/ maintenance of the SKDC Wild Witham Play Area 23-64

Financial information received from SKDC detailing the grass cutting costs for the SKDC managed Wild Witham Play Area for last year, £2830. This does not include any maintenance costs or Rospa inspections which would be incurred by SWPC if it took on this play area.  Cllr Ashton proposed that the offer for SWPC to take over the ownership/ maintenance of this play area is rejected outright as SWPC cannot afford this, seconded by Cllr Parish, and with all in favour and no abstentions, clerk to advise SKDC accordingly. Residents to be reminded to refer any issues with this play area to SKDC as owners of the site as there appears to be some confusion with this. Cllrs Hughes and Kinning to arrange an initial informal meeting with residents to discuss the village play areas and get ideas , with a view to holding an open forum meeting in the future.   

Councillors to consider setting up a dedicated SWPC Facebook page  23-64 Item deferred until the next PC meeting.

Correspondence 23-65

LALC Enews, Lincs Police Stamford newsletter May 2023, Lincs Police Superintendent Coats letter re twice yearly meetings Police senior officers / Parish Council  and Q & A sessions, LALC Shining Star Awards, Litter Abatement orders ( SKDCllr Green). Breedon Quarry reply re. weed maintenance /litter on Public footpath rear of quarry. Better housing, better health – free home energy advise, LCC Town & Parish Council newsletter May 2023 

Additional Items 23- 66 Complaint received re. overgrown hedge on the corner of High St/ Water Lane and obstruction to motorists’ visibility, clerk to request it is cut back.

Date of next PC meeting 23-67

Tuesday 4th July at 6.30pm in the small hall of the VH.

The meeting closed at 8.15pm