Nov 2023 Draft Minutes
Draft Minutes of the Parish Council Meeting 7.00 Wednesday 15th November 2023
Council Members in attendance: Geoffrey Dorrity [Chair]; Zoe J North [Vice Chair and Acting Clerk] Teri England [Councillor]; Jenny Taylor [Councillor]; Andrew Watkins [Councillor]
Members of the parish in attendance: 14
Welcome
[Statement from the chair]
Open Forum
Residents were invited to raise issues during this 15-minute conversation period with the Parish Council. Please note that no decisions on issues raised during this period may not be made but we will endeavour to table them for addressing at a future meeting. [This did not form part of the formal Parish Council Meeting]
Regarding the travellers on Clensey Lane, an SKDC representative visited them for a welfare check. They are not violating any laws, plan to move soon, and are known to authorities. Regular visits are scheduled, and the family is cooperative, maintaining the area well. No action is currently required. A villager highlighted a safety concern about horses on the road, especially at night. This issue has been noted by other parishioners and councillors.
A resident requested the installation of 'Dog Litter Bins. SKDC doesn't provide them. To address this, a contract with a private contractor is needed. Due to the village size, budgetary constraints and the provision of two litter bins already, this was not deemed a pressing requirement.
A resident requested clarification regarding the remembrance poppies on the speed gates. The parish council funded the poppies, and this year the Chair had put them up. The gates were funded by the’ fighting fund’ distribution by 'Revolt' post their campaign. The Chair suggested a more substantial poppy should be acquired for the flagpole; this was supported by both residents and councillors.
Action: To purchase a poppy for the flagpole
UPDATE FROM LINCOLNSHIRE COUNTY COUNCIL
[Cllr Alex Maughan]
- Children Services Inspection:
Ofsted had inspected the county council children services, maintaining an outstanding rating. Specialized support for disadvantaged children continues, ensuring increased care and assistance.
- Devolution Progress:
- LCC are in advanced discussions with the government and three upper-tier councils for devolution in Greater Lincolnshire under a new regional mayoral system.
- Potential public consultation from December 1 for a combined mayoral authority of Greater Lincolnshire; Cllr A Maughan urges for public feedback.
- Doddington Lane and Clensey Lane Resurfacing:
- Resurfacing completed on the Littlegates stretch; the rest is more complex and requires additional funding. Highways are in agreement in principle for a rolling program; Cllr Maughan pushing for prompt action and is soon to meet relevant officers to promote our case. Concerns were raised by residents and Cllr Watkins about prioritization and spending; Cllr Maughan states repairs are addressed based on program criteria. The urgency of the situation was emphasized by parishioners and Cllrs regarding road safety, especially for cyclists and motorcycles in dark and winter conditions. Cllr Maughan emphasized the council's statutory duty, and urges people to report on 'Fix My Street,' with assurances to follow-up action within a 90-day turnaround.
- Road Safety and Future Actions:
- Cllr T England enquired about the classification of a 'safe road' given its role as a diversion route. Councillors requested a meeting with highways representatives; Cllr Maughan agreed to organize and facilitate this with the local highway manager. Cllr Maughan re-iterated continued reporting on 'Fix My Street,' writing to Cllr Davis with concerns, and is to arrange a cross- parish council meeting with Cllr Davis to address concerns.
UPDATE FROM SOUTH KESTEVEN DISTRICT COUNCIL
[Councillor Penny Milnes]
Unfortunately, Cllr Milnes could not be present due to attending 2 prior meetings with SKDC.
Opening of Formal Parish Council Meeting
The chair extended special thanks to the planting group for organising and facilitating the planting of the village green areas, with additional thanks to members of the community for organising and managing the flagpole on behalf of the Parish Council.
1.0 Apologies for Absence
SKDC Cllr Penny Milnes could not attend due to prior commitments.
2.0 Conflicts
None declared.
2.1 Disclosures of Interest
None declared.
3.0 Minutes of Last Meetings
Motion: To adopt the draft minutes as a true record of the previous extraordinary meeting of 16th October 2023. Proposed by Chairperson Seconded by Cllr Watkins, and Cllr Taylor.
4.0 Clerk’s report on any matters outstanding
None to report.
5.0 Finance
5.1 Finance Report
Since the previous meeting there has been the following spend
£58 for bulbs
£13.99 for replacement poppies on speed gates
£15.18 for a new slider for the flagpole to commemorate the Kings Birthday.
5.2 Budget for 23/24 (linked to item 6) –.
Commitments not yet expended
Future flagpole expenditure £39
Pips Memorial Oak Tree has been ordered - £50 contribution by the council and £50 donations have been made to cover the £100 cost
The remaining planting budget is £242
Contingency £2000 (£3000 in election year)
This means there is currently£2128.78 remaining in the current financial year to carry forward.
Motion: That the finance report be accepted. This was proposed by the Chair and seconded by Cllr England. Agreed by all councillors present.
6.0 Clerking arrangements update for information - £13.06 per hour, for 65 hours
if appointed this would be a cost of £336.30 for the remaining financial year. (For information: We have received two expressions of interest for the post of clerk one withdrawn due to not enough hours, one we are waiting to hear from. Closing date 19th November.)
The Annual salary for parish clerk £13.06x65= £848.90 plus admin costs £160 = £1008.90
This would leave a potential surplus of £1120 in future years assuming steady spend, but only £120 in election years.
Taking account of inflation at 10% then salary and admin would increase by approx. £100 per year and therefore surplus would decrease by £100 so leaving no surplus in election years and a depleting surplus without increase to the precept.
It has been calculated that the precept would need to increase by 10% in future year on year to maintain the surplus with a steady spend. This will be kept under review.
Motion:The Chair proposed there should be an increase of 10% annually in the precept by 10% and reviewed annually. This was seconded and agreed by Cllrs Taylor, Watkins and England.
7.0 Consideration of planning application S23/1974 Park Cottage Fenton Road Stubton Lincolnshire NG23 5DB
Thanks were extended to the applicants for addressing concerns voiced by the Parish Council during the last meeting including: a reduction in dwelling height, complete removal of the carport garage, and the widening of the driveway. Further enhancements in the form of landscaping and screening will be incorporated into the design to mitigate any impact on neighbouring properties. It is noteworthy that during the construction phase, all construction materials and goods will be stored on adjacent land to minimize disruption to existing highways.
All concerns articulated by the Parish Council have been satisfactorily addressed. Consequently, the Parish Council expresses its contentment with the proposed changes to the site and holds no additional comments at this juncture.
8.0 Upkeep of public planting areas
Gratitude was extended to all the volunteers for their dedicated efforts in maintaining the planted areas. There has been a proposal put forward that the dahlias be mulched, with the optimistic anticipation of their return next year. The geraniums have been brought indoors for winter protection, and crocuses, accompanied by violas, have been planted in the square beds. The proposal was supported by all present. The Chair reported that the proposal to establish a herb bed in the 'horse trough' is actively in progress.
9.00 Update on residents’ priorities
9a) Speeding Survey results and next steps
In adherence to our commitment to community welfare and safety, a comprehensive survey on speeding on the busiest roads within the village was conducted, with the results compiled in a handout for residents' reference. The surveys began on 26th September and remained active for seven days.
The gathered data unequivocally indicates instances of speeding within the village. Despite a daily average of 475 vehicles traversing the road, it was noted that an average of 50% of these vehicles were observed exceeding speed limits. While the circumstances warrant concern, the current data suggests that the installation of speed cameras is not justifiable under national threshold measures.
To address the ongoing concern of speeding, the evidence gathered will be submitted in a bid to the community fund. The proposed mobile speed sign, has estimated costings ranging between £2440.43 + VAT and £4101.13, inclusive of VAT.
Cllr Maughan emphasized the efficacy of battery-powered signage for enhanced mobility around the village, advocating for relocation on a six-week basis to maximize effectiveness. Additionally, there is a consensus to remove the temporary 30 mph signs within the village, as agreed upon by both the Chair and Cllr England.
Motion: With the upcoming community fund application deadline on 28th November 2023, the Chair proposed the submission of an application for funding related to speed reduction signs; seconded by Cllr Taylor.
9b) Further progress the design and installation of a village sign and link this with coronation commemoration:
The Chair has considered the costings for the implementation of signage, particularly focusing on an A1-sized map. Preliminary estimations indicate that the expense for this signage would be approximately £2,000. However, the Vice Chair North's comprehensive investigation into larger post mounted signage options reveals a cost range spanning from £2,000 to £4,000, exclusive of VAT.
In furtherance of enhancing the village landscape and promoting a healthy lifestyle, the Chair has proposed the incorporation of a map-style sign. This initiative aims to raise awareness of various public paths and aligns with an overarching theme of the Prosperity Fund to improve healthy lifestyles. The application for such funding is scheduled to open in April.
The envisaged placement for this proposed signage is near the bench on the village green. This strategic placement not only maximizes visibility but also serves to integrate the proposed signage seamlessly into the community landscape. By also commemorating the coronation of the King this will also link well with the bus shelter erected to commemorate the coronation of the late Queen.
Motion A: To continue with this project / Motion B: To discontinue this project.
It was agreed by all present to continue with this project. A submission will be made to the Prosperity Fund in due course
9c) Improvement of the current footpath from Fenton Road to Claypole update for information.
The update from the LCC countryside officer is that he has put forward 15 projects (including ours) for funding and is currently awaiting the outcome of these bids.
10 Correspondence.
The Chair has brought attention to flooding concerns on Doddington Lane. Cllr Maughan has addressed the issue of open ditch flooding, noting that it falls under the responsibility of the adjacent landowners. On the other hand, the drainage beneath the road is under the jurisdiction of highways. The matter has been reported and is subject for examination soon.
Cllr Milnes has provided planning advice for small projects, exemplified by a recent submission involving the replacement of a conservatory with a brick-built structure. This change aligns with the 4-metre rule and pertains to existing structures. Additionally, she advises that non-contentious applications can be decided through email correspondence between councillors rather than formal extraordinary meetings.
The Local Association of Local Councils (LALC) has been contacted regarding the website service, and we have three hours remaining on our support contract.
The Chair has responded to the Police and Crime Commissioner's review, focusing on concerns related to speeding, parking, and countryside crimes such as theft and hare coursing.
In a meeting with the leader of the South District Council, the Chair highlighted positive aspects of the community's proactive involvement. Identified challenges include potential threats from wind farms, and highlighted the need for housing for refugees, the provision of sites for travellers, and issues around shelter for the homeless should be considered within the housing strategy.
11. Date and time of next meeting
Please note change to: Thursday 18th of January 2024 at 7.00 in the Village Hall.