2025 minutes

25/55

Apologies for absence

Apologies for absence were received and accepted from Cllr A White and Cllr J Oldfield.

25/56

Election of Vice Chair

It was proposed that Cllr Brabbin and Cllr van Straubenzee take on the role as vice chair jointly.  All in agreement.

25/57

Declarations of Interest

None.

25/58

Reports from County/District Councillors

County Councillor

Thanks were given for the support given.  Reform has significant authority; things are now moving but not much on the agenda.

Information packs about preventing crime, fraud and scams etc were distributed and will be available at the forthcoming coffee morning on Weds 4th June.  A discussion took place on an organised drop in safety awareness event hosted by SWPC with police, adult social care, speed watch, call connect, fire department being invited.  It is expected to be held in September with all local villages being invited.

Lorries going onto Church Lane is still an issue, photos to be provided to Cllr Vernon to follow up and ask what LCC propose to do about the issue.  In the meantime, it was agreed that a letter is to be drafted by the clerk and Cllr Brabbin and sent to local businesses making them aware of the issue.

A resident has been in contact about a lack of a handrail and concerns with falling into the dyke on Church Lane.  It was confirmed that when the posts were removed the handrail was never replaced.  Cllr Vernon agreed to raise the issue and state this is a walking area for residents.

District Councillor

A cabinet meeting has taken place re the local plan.  It had to go to consultation as increasing sites for housing development have been allocated but there is nothing extra for South Witham.

25/59

To approve the minutes of the Parish Council meeting held on 30th April 2025

Minutes of the meeting held on 30th April 2025 were approved as a true and accurate record and signed as such by the chair.

25/60

Financial Matters

a)

Payment approval

b)

Monthly Accounts

25/61

Operational matters

a)

Councillor Vacancies and ‘chat to a councillor”

The councillor vacancy advert was approved for advertising with a closing date of 23rd June.  A chat to a councillor has been arranged for the coffee morning held on 18th June.

A 14-day election period is required for the most recent vacancy.

b)

To agree a litter pick date

Arranged for 29th June.  Cllr Brabbin to arrange the purchase of hoops. New posters to be displayed.

It was highlighted that when verges are being cut it is shredding the litter which is making litter picking much more difficult.

c)

Councillor contact details

All councillors were asked to update their contact details if changed.

d)

Vehicle Thefts in South Witham

There have been at least two vehicle thefts recently.  The advice is to keep all doors locked at all times, and if anything is witnessed do not approach, and if you hear intruders in your home stay upstairs and keep keys out of sight.

e)

Defib pads replacement

Both defibrillators are functional, but one will require new pads shortly.  All were in agreement to purchase new pads in July.

f)

Outstanding agenda items for action

• Responsibilities list to be brought to the next meeting for updating along with terms of reference for the personnel committee.
• PAT testing has been completed.
• Emergency lighting – Cllr Parish will request an update from Cllr Oldfield.
• Cllr Parish will arrange the alarm service.
• Cllr A White had agreed to pay and organise for tarmac to be laid in the village hall driveway.
• 30 MPH sign coming into the village (Mill Lane) is not able to be seen due to overgrown hedge.
• A committee meeting was to be arranged for the playpark and a new basketball net to be ordered, an update is required by Cllr Oldfield.

g)

New padlock for allotments

A new padlock has been purchased.

25/62

Village Hall Matters

a)

To agree and sign the village hall lease

All gave approval for the village hall lease which can now be signed by all parties.  It was confirmed that the lease signing does not need to be witnessed by the whole parish council.  Cllr Parish will arrange for the lease to be signed.

b)

To receive an update on smart meters for gas and electricity

Cllr van Straubenzee has agreed to see how the smart meters can be accessed.

c)

To consider installing Hive Heating Hub

Deferred. 

d)

New padlock for field

Cllr van Straubenzee has a new padlock but needs to meet with the grass contractor to pass on a key, the padlock will then be installed.  A set of keys are to also go to the village hall committee.

25/63

Play Areas update

No update.

25/64

Policies

a)

To approve the Financial Regulations

The financial regulations were proposed by Cllr Parish, seconded by Cllr van Straubenzee, all in approval.

b)

Standing Orders

The standing orders were proposed by Cllr Parish, seconded by Cllr Ashton, all in approval.

Cllr Parish asked for all councillors to familiarise themselves with rules of debate, and if a councillor is requesting to speak, they raise their hand.

25/65

Annual Governance and Accountability Return

The internal audit is still being completed and will be forwarded on as soon as it is available.

a)

To approve the Annual Governance Statement for year ending 31st March 2025

All were in approval.

b)

To approve the Financial Statement for the year ending 31st March 2025

All were in approval.

c)

To approve the dates of elector’s rights to be exercised

Dates agreed as 1st July – 11th August.

• It has been highlighted that parking on Wellfield Close is an issue with some residents parking on the pavement. It was agreed a letter be distributed to all residents of Wellfield Close reminding them about parking with consideration for residents and visitors. Cllr Parish and the clerk to arrange.
• There are still parking issues in Thistleton Lane, which will be discussed further at the next meeting.
• Cllr Kinning will arrange for the playpark to be measured.
• Cllr H White will chase to see when the next quarry meeting is being arranged.
• Cllr H White and Cllr Brabbin will be attending the local govt. reorganisation meeting.

The meeting was declared closed at 8.20pm.