2024 minutes

Draft Minutes of the Parish Council Meeting held in the village hall on Tues 2nd April 2024 at 6.30pm

Present 24-16 Cllr C Ashton (Chair), Cllr F Parish (Vice Chair), Cllr R Brabbin, Cllr L Hughes, Cllr M Kinning, Cllr J Oldfield, Cllr C van Straubenzee, Cllr A White, SKDCllr D Bellamy, SKDCllr B Green, Mrs H Sandon (parish clerk), SWVHMC Chairman, Mr S Mason

Apologies for Absence 24-17 Cllr P Golding, Cllr C Hodgkin, LCCllr CVernon

Chairman’s Remarks 24-18 none

   Public Forum 24-19 none

Declarations of Interest for items on the agenda 24-20 none         

Reports from County/District Councillors 24-21

SKDCllr Green reported that the Wild Witham play area swings were removed by SKDC for safety reasons. He is aware of money being spent upgrading play equipment in the Grantham area (Earlsfield) and will do his upmost to chase funding for the Wild Witham play area. Cllr Kinning raised concerns that there is now no play equipment in the village for primary aged children. The tree planting in this area had gone well on Sat 16th March with community involvement. Thanks expressed to councillors Parish, Brabbin and Oldfield for their help planting 130 saplings, further tree planting to take place later in the year. SKCllr Bellamy highlighted the SKDC draft Local Plan review consultation (deadline 25/4/24), Cllrs Parish, White and Brabbin agreed to review / submit SWPC’s comments on the plan. He also advised that progress was being made to repair the fire damaged Great Close house, with the roof being fixed currently.

 To approve the minutes of the Parish Council meeting held on the 6th February 2023 24-22

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; 24-23

Councillor Vacancy

With no by-election called, SWPC to fill the position by co-option. Clerk to arrange notices, with interviews to take place at the May PC meeting (7/5/24).

Financial Matters, clerk

Monthly Accounts

South Witham Parish Council – Financial Statement   - Apr 2024

2023/24 SWPC annual audit

PKF Littlejohn 2023/24 AGAR received (deadline for submission 1/7/24). Clerk to prepare information and ask Mr Andrew to perform the internal audit function, for sign off by SWPC at the PC meeting on the 4/6/24.

Review of the following Policies;

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

With all councillors in agreement, the above policies were renewed as at 2/4/24.

Review of Councillor Responsibilities

Changes made; Cllr Brabbin to fill position of lead councillor for the Village Upkeep group and to join the Playground Safety and Future Improvements group and also the Defibrillator group. To remove Cathy Hodgkin from Defibrillator group and ex. councillor Paul Lancaster from various groups. Clerk to publish/ circulate to cllrs.

Review of village Information and Location Board

No changes made to the information displayed.

Parish Council to review the allotment agreement and agree the rent charges for 2024/25, Cllr van Straubenzee

With all councillors in favour, the rent charges were kept at 2023/24 prices and the agreement adopted with a minor change to clause 10. fruit bushes / trees. Clerk had sent out the 2024/25 renewals email to tenants and Cllr van Straubenzee is currently dealing with filling any vacant plots resulting with villagers on the waiting list.

Parish Council to review the cemetery T & C’s and agree the scale of charges for 2024/25

With all councillors in favour, councillors agreed the cemetery T & C’s and kept the scale of charges as per 2023/24 prices.

Village Hall, Cllrs Ashton, Parish & van Straubenzee

VH lease renewal

PC to agree rent and terms of 1 yr lease

A meeting between SWPC and VHMC representatives had taken place to discuss the lease. Rent agreed of £1500 for the year, paid by two half yearly instalments and minor changes made to the lease terms.

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

The lease was signed by both parties and witnessed. Clerk to send a signed copy to VHMC and to invoice for the half yearly rent as due.

VH external electrics – to consider quotations received

Cllr Parish had sourced quotes for the external LED lights and associated electrical works;

Quotes - R & D Electrical £680 plus vat and additional labour charges / hire of cherry picker, Electrodell Installations £1714.17 plus vat and Electrical Installations (Lincs) Ltd, £1445 plus vat, to also include emergency light testing. All quotes vary slightly as to the work to be undertaken but having reviewed the quotes, all councillors were in agreement to contract Electrical Installations (Lincs) Ltd for the work. Cllr Parish to arrange work and was thanked by the PC for all her efforts on this.

PC to consider VHMC’s request to place a clothes bank at the VH

The PC agreed to this request.

Update on other matters

Under sink leak in the kitchen being sorted by the VHMC and they are also to replace the dishwasher and the oven soon. Cllr Parish advised that the flat roof is leaking and requires repair. Clerk to provide paperwork for previous work undertaken. Clerk awaiting PAT testing information from VHMC.

Play areas, Cllr Oldfield

SWPC owned rec play park - monthly inspection/maintenance Minor repairs and equipment painting to be undertaken when the weather improves.

SKDC Wild Witham Play Park update- see reports from County/District councillors 24-21 above.

Flood management 24-24

Great Close In the absence of LCCllr Vernon, no update on this matter, clerk to chase.

Moor Lane as above but for these two roads and other areas of the village, LCC correspondence received that LCC flood investigators are to visit the area and engage with residents who have reported flooding. Clerk has requested that SWPC is informed of the visit and Cllr Babbin has agreed to attend. No further information as yet.

High St/ Church Lane junction Cllr Parish advised that Anglian water had fixed two leaks, one at the bottom of the High St and one outside Manor Farm. A further leak (1000 litres a day) at a property on Hillview Rd had also been repaired and drains jetted / cleared of blockages. It is hoped that this will alleviate the problems at this location. Any further issues to be reported to Anglian Water.

SKDC sand bag offer to Parishes - SWPC to consider the scheme

Cllr Oldfield proposed, Cllr van Straubenzee seconded and with all in favour, SWPC agreed to sign up for the SKDC free offer to Parishes of a ton of sand and 100 sandbags. Sand to be stored in the allotment / cemetery car park on Moor Lane for access by residents as required. Clerk to arrange with SKDC and information to be shared with the village once in situ.

SKDC Community Resilience Plans letter of 19.3.24 Information circulated to councillors on flood defence solutions/emergency planning.

Great Close housing situation 24-25 see reports from County/District councillors 24-21 above.

South Witham Combined Charities, Cllrs Ashton/ Parish 24-26

Cllrs Ashton and Parish met with Mr Watson (SWCC treasurer) to discuss this. The treasurer cannot access the bank account and it is unclear if this village fund is still open. Further investigations to take place, Cllr van Straubenzee to check the Charities Register and to also discuss with the PCC. Cllr White to make local enquiries regarding the Moor Lane field connected to the fund.

Community Engagement Road Safety – feedback from Team’s meeting, Cllr Parish 24-27

A useful meeting held online on 20/2/25, discussing Lincs Road Safety Partnership and camera technology and other initiatives used to collect offences.

Annual litter pick, Cllr Parish 24-28 PC agreed a date of Sunday 19 May for this event. Cllr Parish to arrange posters/ SW FB post to advertise this.

Planning Matters 24-29

New planning applications received by SKDC for Parish Council comment

S23/2316, Abacus coaches, Great North Rd, Retrospective planning application for demolition of storage warehouse & ancillary office buildings & use of site for open storage (use class B8) -clerk to object to class B8- heavy industry, access to the site being a short access road, proximity to vehicles slowing to get off A1 for South Witham village and dangerous A1 crossovers taken by vehicles to access the site.

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

SKDC planning permissions granted/refused

S24/0012, 14, Church St, Listed building consent sought to,1) rebuild garden wall that is suffering from loss of mortar and cracking stones. Also to widen the steps to give a wider access to the lawn, top the wall with stone slabs rather than pantiles. 2) create an additional wall along the front in line with the height of the existing wall, new wall to be topped with stone slabs to match existing wall. Level the soil, which will reduce the height of the soil against the house and then level the grass- approved by SKDC

Correspondence 24-30

LALC Enews, SKDC draft Local Plan review (pre consultation) and further letter re. online engagement events – Weds 20 Mar / Thurs 11 Apr 2024. SKDC draft Local Plan review consultation (deadline 25/4/24). SKDC Community Engagement Team/ Local Community Voluntary Service holding a joint Funding Fair at Bourne Corn Exchange 27/3/24, 10-2pm, or 2-3pm. Office of the Police & Crime Commissioners fraud & scam prevention packs for Lincolnshire residents. SKDC letter – it has suspended the rejection of contaminated recycling bins for now ie, silver bins not collected due to incorrect waste. Further consultation / education of residents to take place to adjust to the scheme. Council waste crews to revisit properties Frid 23 Feb onwards to collect silver bins that were rejected – information circulated to SW residents via SW FB.SKDC Right thing, right bin further letter. LCC temporary traffic restrictions, 19/2/24 – 23/2/24 Morkery Lane, reason - emergency masonry repairs and tree trimming. LCC electric vehicle charger locations- suggested sites.Safer Teams Together now incorporated as part of Lincs Police Team. Tackling hardship for older people (65yrs +) Citizens advice home visits, poster – clerk to put up in village / Cllr Kinning to SW FB. Callconnect Easter bus service timetable. SKDC Hackeney Carriage & Private Licensing Policy Consultation (deadline 16/4/24), Police & Crime Commissioners Election notice of election - 2/5/24, SKDC Neighbourhoods PSP Orders, Safer teams Together ( PC priorities for next Police meeting), SKDC Local Plan review- village services survey ( deadline 25/4/24), Cllr Parish / clerk to complete.

Additional Items 24-31

Clerk asked to write to several Tollemache Fields residents re. the hedge/vegetation bordering Water Lane to remind them they are responsible for maintenance/ pruning of this hedge.

Date of next monthly PC meeting 24-32 Tues 7 May 2024 at 6.30pm in the small hall of the VH

PC to agree date for Annual Parish Meeting 24-33 Tues 23 April at 6.30pm in the large hall of the VH,

clerk to book VH and advertise meeting on noticeboards, Cllr Kinning – to SW FB page

The meeting closed at 8.35pm