Minutes - 20 February 2020

Minutes of Sedgebrook Parish Council Meeting
held at 8.00 pm on Thursday 20 February 2020 in Sedgebrook Social Club


Present: Chairman C Wood, Vice Chairman G Mahoney, Cllr J Denton, Cllr C Warby, Mrs J Bratton (Clerk) with District Councillor Hannah Westropp and 3 members of the public.

1         Chairman’s Remarks – the Chairman welcomed everyone to February’s meeting.

2         Apologies for absence and reasons given – apologies were received from County Councillor Mark Whittington.

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. The Vice Chairman declared an interest in item (9.3) Planning Application No: S19/0911 – amended plans for outline planning permission for residential development at Allington Road.

4         Notes of the last meeting held on 9 January 2020
The notes of the last meeting, held on 9 January 2020, were approved and signed by the Chairman as being a true record.

5         Clerk’s Report on Matters Outstanding not covered by the agenda – nothing to report.

6         Correspondence

6.1      SKDC had sent a copy of the monthly update report to the Electoral Register.
6.2      The Pensions Regulator had sent details of re-enrolment duties for the Parish Council.
6.3      A repeat Order Form had been completed and returned to The Playground Inspection Company.
6.4      From SKDC with details of planning application for a single storey front extension for 10 Church Lane.
6.5      From SKDC with Notification of Withdrawal of works on trees protected by tree preservation order on the removal of four branches of the chestnut tree at 4 Whattons Close.
6.6      From SKDC with amended information for the outline planning application for residential development on the land at Allington Road.
6.7      SKDC sent a copy of the republished 3 February 2020 Electoral Register.
6.8      Allington News send a copy of their February/March 2020 edition.
6.9      A letter had been sent to a parishioner thanking him for installing the new post at the Recreation Field.
6.10    SKDC Electoral Services informed the Parish Council that we are now able to co-opt the vacancy following the resignation of Cllr Shennan.
6.11     A request for a donation towards the Saxonwell Magazine – it was agreed to leave the request to the meeting nearest the 1st September when all donations are considered.
Clerk Action: to inform the applicant and bring up the application for consideration.
6.12 Lincolnshire Association of Local Councils sent details of their Annual Subscription of £140.61for year 1st April 2020 to 31 March 2021. It was resolved to pay the invoice late March.
Clerk Action: to arrange payment.

7        Public Forum - it was agreed to bring forward item 13 – Flooding.

7.1     Flooding – a member of the public had attended the November Parish Council Meeting where the village floods had been discussed at length and expressed his concerns of the recent flooding and requested action on behalf of those affected. He felt the drainage in the village was inadequate for the future precipitation with the village flooding four times in the last two months. (The drain in Allington Road is actually a ghost drain).

The A52, in particular, was flooded and the water travelled right down to the corner – the water did go into the garages of Chestnut Lodge. Cambria Cottage was very nearly flooded and the owners were outside their property around 4.30 am trying to stop the water from entering. The Brook never floods until the Fire Brigade pumps excess water into it from flooded houses. The Highways Authority is responsible to drain the highway. As a Parish Council the issue has been raised with Rowan Smith (Area Highways Manager for Lincolnshire County Council) via the County Councillor. Although Highways surveyed the village for one week, they went away to understand the results of the surveys and to organise a plan of action. At the moment their resources are low but, as soon as the budget is available, the plan will be actioned. The County Councillor has raised the issue with Highways. The villager would be welcomed to be co-opted onto the Parish Council but, unfortunately, he was unable to commit due to lack of time. There is nothing more the Parish Council can do but will raise the issue again with the County Councillor to inform him of the issues which have happened over the last few days. The more villagers who upload details and photographs to the Fix My Street website on an individual basis, the more likely something will get done. Part of the problem is the level of precipitation and the acres of fields where water is just draining onto the Highway. The Parish Council had sympathy with anyone who has experienced flooding of their property. The County Councillor was happy to meet with anyone who wanted to have a reasonable discussion on the flooding issues.
Chairman Action: to update the County Councillor on the recent flooding and to request him to meet up to discuss the flooding issues a Saturday.
Clerk Action: to circulate details of the meeting when it has been organised.
Clerk Action: To remind villagers via the village email to upload photographs and details to the Fix My Street.
Clerk Action: To add a link to Fix My Street onto the Parish Council website.
Residents at the meeting were informed they could apply for a grant from the County Council to install flood gates and they could consider installing a one-way valve on the sewers, covering all airbricks and some form of tanking.
Chairman Action: to obtain details and the Clerk will forward them on to the householder.

7.2      Sandbags – the previous supply of sand and canvas sandbags had rotted. In an emergency the County Council will supply them. It is recommended that the sand is stored and somebody checks on it at regular intervals.
Chairman Action: to look into the supply of sand.

7.3      Emergency Plan - The Vice Chairman and Cllr Denton had attended a Emergency Planning Meeting and the organising of an Emergency Plan will be discussed at the Annual Parish Meeting where volunteers will be asked to form a Committee.
Clerk Action: to email Steve Harris (the Emergency Planning & Business Continuity Officer of Lincolnshire County Council) to invite him to the Annual Parish Meeting to give a short talk on Emergency Planning.

8        Highways (The Vice Chairman) – update – nothing further to report.

9        Planning (Chairman)

9.1     Planning Application No: S19/1713 – change of use to dog agility training facility – Full Planning Permission – School Lane, Sedgebrook – Planning Committee Meeting was held on 8 January 2020 – the decision went through subject to the original conditions.

9.2     Planning Application No: S20/0035 – 10 Church Lane – Single storey front extension – no objections had been sent to SKDC.

9.3     Planning Application No: S19/0911 – Amended Plans for outline planning permission for residential development at land at Allington Road – no objections were sent to SKDC and it was noted the Parish Council had raised the issue of the flood management of the site.

10      Recreation Field (Vice Chairman items 10.1, 10.2, 10.3) Cllr Warby (item 10.4)

10.1   Recreation Field Play Area – to discuss any grants available for providing a fence to separate the play area – The Vice Chairman had tried unsuccessfully to obtain details of the SKDC grants but the Parish Council would be able to re-apply for a grant for the fencing from FCC Communities. Further quotations will be required, and it was agreed to obtain quotations for a total of 114 meters of fencing, 3 ft high. £6000 will be ring-fenced from both Year End 2020 and Year End 2021 precepts.
Vice Chairman Action: to organise the quotations.

10.2   Split/torn matting adjacent to the Spica – The Vice Chairman had met up with professional groundsmen who were quite willing to do the groundwork and lay the matting.
It was resolved to purchase the mat from Playsmart which will include 5 ties and 20 pegs for £18.00 + vat and the delivery charge would be £35.00.
Clerk Action: to order the matting and to request the grass contractors to strim the area with the eco matting rather than using the mower to avoid any further damage to the mats.

10.3    Annual Inspection of play equipment – any items requiring attention?
The weather has not been fit for an inspection of the play equipment - the Parish Councillors will complete it as soon as practicable.

10.4    Security Post – update on installation – the post had now been installed and three keys were available for distribution.

11       Tenders for Grass-Cutting for Season 2020 commencing 1 March 2020 (Clerk) – on considering the three quotations the Parish Council resolved to give the three-year contract to P E Hempstead & Sons.
Clerk Action: to write to the contractor and to request that a strimmer is used around the equipment.

12       Parish Council Website – proposed upgrading to be mobile friendly and to comply with the latest accessibility requirements (Clerk) – the present support by Lincolnshire County Council for the Parish Council Website will end on the 31 March. The Clerk will be attending the training for the replacement website on Monday 23 March at North Kesteven District Council Offices at Sleaford.

13       Flooding – update – see Public Forum (item 7.1).

14       Neighbourhood Plan

14.1    To discuss results of interest from villagers regarding proposed Neighbourhood Plan – the item to be placed on the agenda of the next meeting again.
Chairman/Clerk Action: to organise a message to go out to the community and to see what response is received.

15       Phone Kiosk (Cllr C Warby

15.1    Update on Light bulb/fitting replacement – as there was no way to isolate the electricity supply to the phone kiosk the present fitting could not be replaced with a new fitting. Cllr Warby will organise a representative from Western Power Supply who will look over the electricity supply for a nominal fee. The Parish Council currently do not pay anything for the electricity supply to the kiosk and the nominal fee will be an annual one.

15.2     Update – discuss future use of the phone kiosk – Cllr Warby had been to Orston to look at their phone kiosk which had all the glass panels taken out. She had spoken to a villager about putting flowers into the box and it was suggested that if a top corner of the Perspex/glass could be taken out, gardening pockets could be hung up and trailing plants could be planted. It was also suggested a trellis could be put up on the plain side of the kiosk and sweet peas could be grown up it. Cllr Warby had volunteers to water the plants. A supply of sandbags could be put inside and requests for plants could be made to parishioners via the Village Email. The Chairman wished to donate the sum of £100 in memory of his Father.

16       Memorial for Sedgebrook – to discuss alternative war memorial – Cllr Denton had researched memorials and quite a few parishes had used their local Men’s Sheds to make a bench. G D Steel of Belfast make memorial benches which cost from £600 to £900.
Vice Chairman Action: to find out the contact information for Grantham Men’s Sheds.

17       Annual Parish Meeting – update – the Clerk had sent invitations out to local organisations. Several organisations have replied, and it was noted that Dr Caroline Johnson MP will be attending.
Councillors Action: to decide what they would like the MP to talk about at the Annual Parish Meeting.

17.1    Refreshments – it was agreed to supply finger buffet items as last year as there was a large amount of cheese left over.

18       Finance (The Clerk)

18.1     Verification of bank statement/bank reconciliation – Cllr Denton verified the bank statement and bank reconciliation figures.

18.2    Standing Orders – to review and adopt – following the review, the Parish Councillors unanimously resolved to adopt the Standing Orders.
Clerk Action: to send out the updated Standing Orders to the Parish Councillors.

18.3     Risk Assessment – to review and adopt – following the review, it was unanimously resolved to adopt the Risk Assessment.
Clerk Action: to circulate the updated Risk Assessment to the Parish Councillors.

18.4     Financial Regulations – to review and adopt – after reviewing, the Parish Councillors resolved to adopt the Financial Regulations.

18.5     Asset Register – to review – as there were no further changes, it was resolved to keep the present Asset Register.

18.6      Accountancy Package for smaller Parish Councils – to discuss – following the proposal to use Scribe an accountancy package especially for smaller Parish Councils, it was resolved not to go ahead as calculating the accounts using the current Excel spreadsheet was currently fit for purpose.

18.7      Payments – Community Cleaner – it was resolved to pay the Community Cleaner up to the 31 March 20.
18.8      Payment – Parish Clerk - it was resolved to pay the Clerk up to 31 January 2020.
18.9      Payment – X2 Connect Ltd – payment for light bulbs and starter for K6 Phone Kiosk – it had been resolved to pay £14.40 although this had not resolved the matter – see item (15.1)
18.10    Payment – refund to Parish Councillor for the purchase of the security post for the Recreation Field – it was resolved to refund Cllr Warby £19.99.

19        Items to be discussed at the next meeting: No items were added.

20        To resolve whether to exclude the public and press for consideration of the following confidential staffing matter – all members of the public had left the meeting.

20.1     Clerk’s Contract of Employment to be discussed – details to be minuted separately.

21        Date of next meeting:              Thursday 26 March 2020

The Chairman closed the meeting at 9.25 pm.