Minutes - 10 January 2019

Minutes of Sedgebrook Parish Council Meeting
held at 8.00 pm on Thursday 10 January 2019 in Sedgebrook Social Club  
 
Present: Chairman G Preece, Vice Chairman C Wood, Cllr J Denton, Cllr C Warby, Cllr G Mahoney, Cllr H Drew-Bradley and Mrs J Bratton (Clerk) together with District Councillor Pamela Bosworth and 4 members of the public.
 
1   Chairman’s Remarks – the Chairman was unable to be present at the start of the meeting so Vice Chairman took the chair. In welcoming everyone to the first meeting of 2019, he gave thanks to the Wade family for organising the Christmas tree for the parish.

2   Apologies for absence and reasons given – District Cllr Hannah Westropp and County Councillor Mark Whittington gave their apologies.

3   To receive declarations of interest on any item on the Agenda under The Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012 of the Localism Act 2011. No declarations received.

4   Notes of the last meeting held on 15 November 2018

The notes of the last meeting, held on 15 November 2018, were approved and signed by the Vice Chairman as being a true record.

5   Clerk’s Report on Matters Outstanding not covered by the agenda

5.1 LALC – it was unanimously agreed to renew the Lincolnshire Association of Local Councils Annual Training Scheme - £75 to be paid in April 2019.
5.2 LALC had requested nominations to attend Buckingham Palace Garden Party.
Clerk Action: to request further clarification from LALC.

6   Correspondence

6.1 The SKDC Ward Member Grant application had been completed and sent to District Councillor P Bosworth.
6.2 SKDC sent the annual revised 2019 Electoral Register.
6.3 Allington News issue received for December 18/January 19.
6.4 Information on free summer holiday clubs.
6.5 From Environment SK a new company offering grounds maintenance services (set up by SKDC).
6.6 The Chairman circulated a letter to parishioners regarding the proposed increase in the parish precept.
6.7 Lincolnshire County Council sent details of temporary closure of Allington Lane Level Crossing on the 11 February 2019 for essential maintenance purposes.
6.8 SKDC sent the monthly update report for the Register of Electors.
6.9 LALC sent details of their Annual Training Scheme for YE 2020.

7    Public Forum – Land Off School Lane – Dog Agility Training

7.1 The four parishioners thanked the Parish Council for attending the Democracy Management Committee Meeting on the 11 December and giving representations regarding the planning application for the change of use of land off School Lane to a Dog Training Facility. At this point, Chairman    Preece joined the meetingand the Vice Chairman continued to chair the meeting. If the conditions had been allowed to go through the Planning Committee, the 14 hours per week originally allowed would have been increased to 54 hours a week as the officer thought it was easier to enforce. Following 12 months, the applicant will have to re-apply to thePlanning Committee so the onus is on the applicant to fulfil the Planning Committee’s conditions. The Parish Council has noticed that the field is much tidier now.  Concern was raised about parking in the field and all the dog training equipment is not put away. The parishioner could raise this matter with the Planning Authoritydirect. The Vice Chairman was hopeful there would not be any problems and that the facility could carry on in the future. 
7.2  Container – in response to a question regarding the position of the container, the Chairman stated the container itself is not a permanent structure and it could bemoved. The Parishioner was recommended to speak direct to the parties concerned.
7.3  Roadway – it was noted that a roadway was not a condition of the Planning Committee – under Highways Act, Section 184, it is a requirement to put in a proper vehicular access – Lincolnshire County Council would have to enforce the roadway and to gain entry without the proper access would be in beach of Highways Act 184.
The Vice Chairman stated that it is most unusual for a planning application to be reviewed in 12 months’ time and the meeting had been extremely chaotic.

8     Flooding – (Vice Chairman 8.1, 8.3 & 8.4)(8.2 Cllr G Mahoney)

8.1  Items to report/update – nothing to report.
8.2  Update on drains on Allington Road – Cllr Mahoney reported that the drain had still not been repaired.
8.3  Community Emergency Planning – Chairman Preece had looked through all the documentation and it was agreed not to proceed to complete it as we were unable to answer many questions - in an emergency the villagers all pull together.
8.4   Emergency Text Alert System – The Chairman and Vice Chairman both signed letters of authorisation for LCC to use their information to enable the community to be notified when
the county’s emergency centre is activated.
Clerk Action: to send details to Lincolnshire Council’s Emergency Planning & Business Continuity Officer.

9     Highways (Vice Chairman 9.1 /Cllr G Mahoney 9.2.)

9.1  Update – the Vice Chairman reported that, although a lot of the potholes had been filled in, there was a large pothole close to The Barns.
Vice Chairman Action: to report the pothole.
9.2  Lincolnshire Community Speed Watch – update on purchase of equipment - £250 had been received from SKDC’s Community Grant from District Councillor P Bosworth together with a plaque.
Clerk Action: to upload a copy of the plaque to the website.
Thanks were extended to the District Councillor and the grant would go towards the speed gun and several other items required. Cllr Mahoney had obtained two teams of volunteers and training needed to be organised.
Clerk Action: to find out how much money was left over from the £150 Welby Arms Quiz donation after the bin stickers had been purchased.

10   Planning (Vice Chairman)

10.1 Planning Application No: S18/1460 – Change of Use to dog agility training facility – Land Off School Lane, Sedgebrook – see item 7i - 7iii.

11   Training on the use of the Defibrillator – update on event – training was being arranged for up to 12 people on either the 20th or 27th February.
 Chairman Action: to continue co-ordinating the event.

12   BT Phone Kiosk – update on electricity power supply to the kiosk regarding installation of defibrillator – the Chairman is still waiting for a reply from BT for their list of recommended companies to connect the extra power required to run the defibrillator.
 Chairman Action: to keep chasing BT for a reply.

13   Recreation Field (Cllr Mahoney item 13.1 & 13.5) & Footpaths (The Chairman item 13.3, 13.4 & 13.5) (Cllr Warby 13.2)

13.1 Update – Chairman Preece gave further thanks to the Wades for putting up and removing the Christmas Tree.
13.2 Community Cleaner’s Contract/Risk Assessment – it was resolved to change the contract to include areas with a pavement on the roadside. It was noted that the Community Cleaner had purchased a wagon to help with transporting the bags of rubbish collected.
Clerk Action: to alter the Job Description and send to Cllr Warby.
13.3 Quotations for inspection of the Tree on the Green and inspection of the over-hanging branch adjacent to the play area – It was noted the tree with the branches overhanging the play area, belongs to The Manor and they are arranging for the tree to be trimmed. Quotations have been received   regarding the flowering chestnut tree on The Green. The tree suffers from double bark and sooner or later it will need to be replaced. The Chairman had received conflicting opinions on the possible longevity of the tree. The tree is iconic to the village and ideas were requested from the Parish Councillors to discuss at the next meeting. To remove the tree could cost in the region of £1500 – the Parish Council need to make contingency plans. The Parish Council could source a grant towards it to save using the precept. The correct position of the tree needs consideration as there are both BT and power lines to avoid. There is also a block of concrete which supports the Christmas Tree. The tree could be cut down to ground level and the position swapped with the bench. Once the Parish Councillors have discussed ideas it is planned to organise a survey so that the parishioners can let the Parish Council know their preferred option.
Clerk Action: to put the Tree on the Green for discussion on the next meeting’s agenda.
13.4 Pathway to the play area off Church Lane – very slippery/muddy – the pathway has been very slippery/muddy because of leaves – it has now hardened off. Vehicular and pedestrians have the right of way but it is not Parish Council land as it belongs to The Manor. Cllr Mahoney reported that the pole at the entrance to the play area has now been locked. The Chairman said that the pole does belong to The Parish Council and there are two keyholders in the village.
13.5i Play Equipment Inspection Report - the Parish Council were very concerned that the Inspection Report highlighted items which did not meet British Standards with the fact that the play equipment had only just been installed. Concern raised that KOMPAN and The Play Inspection Company could be adhering to different standards and clarification was awaited from The Play Inspection Company. Cllr Mahoney had contacted KOMPAN and requested they liaise with The Play Inspection Company direct. Cllr Mahoney had found out that both companies are working to the same standards. On checking the equipment herself, some plugs may have been missed off which could cause finger trapments. She was concerned about the “basket” as there was no idea what was causing the problem.
13.5ii Future play equipment inspection to repeat in 12 months or rolling repeat inspections?
Until the issue with the play equipment inspection is resolved, the Parish Council cannot commit to any future inspections with The Play Equipment Company.

14 Finance (The Clerk)

14.1 Verification of bank statement/bank reconciliation – the bank statement and reconciliation was verified by Cllr Denton to the 5th November 2018.
14.2 Agree Budget and Precept for the year ending 31 March 2020 – following an explanatory letter which had been circulated around the parishioners, the Parish Council only received one communication from a parishioner who was against the raising of the precept. The Chairman had received four comments from people, all of whom were positive and appreciated the letter and full explanation. The Vice Chairman stated that the Parish Council has been under-funded for some time. Cllr Drew-Bradley enquired from the District Councillor if the local authority will be requesting the Parish Council to take on any additional duties – the District Councillor reported there were no additional duties and the Vice Chairman stated there is no legal duty for the Parish Council to take on any further duties unless it is government legislation. It was unanimously resolved to increase the precept by 24.20% to £11464 for Year End 31 March 2020.
Clerk Action: The Clerk to process the precept application.
14.3 Payments – Community Cleaner – it was resolved to pay the Community cleaner up to the 31 December 2018.
14.4 Payment – Parish Clerk - it was resolved to pay the Clerk up to 31 December 2018.
14.5 Payment – Play Inspection Company – Annual Inspection on the 17 December 2018 – it was resolved not to pay £78 for the inspection until The Play Inspection Company contact the Parish Council concerning the points raised following the inspection in December 2018.
14.6 Payment – it was resolved to pay Viking Station £92.09 for paper and ink cartridges.
14.7 Payment – it was resolved to pay LALC £8.50 for Councillor training.
14.8 Payment – it was resolved to pay HMRC for PAYE for quarter ending 31 December 2018.
14.9 Payment – it was resolved to pay LALC £75 (in April 2019) being the annual subscription to their Annual Training Scheme.
14.10 Payment – it was resolved to refund the Chairman £28.60 who purchased the thank you gifts for painting/repairing the BT phone kiosk.

15   Items to be discussed at the next meeting: No items to add to the agenda.

16   Date of next meeting:

                           Thursday 21 February 2019


The Vice Chairman closed the meeting at 9.10 pm.