Minutes - 13 July 2023
Minutes of Sedgebrook Parish Council’s Meeting
held in Sedgebrook Social Club at 8.00 pm on Thursday 13 July 2023
Present: The Chair C Wood, The Vice Chair G Mahoney, Cllr C Warby, Cllr J Denton, Mrs J Bratton (Clerk/Responsible Financial Officer), County Councillor Mark Whittington and District Councillors Pam Bosworth and Robert Leadenham. Two parishioners were also in attendance.
1 Chairman’s Remarks – the Chairman welcomed everyone to the meeting. As the meeting was held during “Clerk’s Week” the Chairman, on behalf of the Parish Council, presented the Clerk with a selection of gifts in appreciation for the work she does for the Parish Council.
2 Apologies for absence and reasons given – None received.
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 – none.
4 Notes of the last meeting held on 18 May 2023
The notes of the last meeting, held on 18 May 2023, were approved as being a true record, and signed by the Chairman.
5 Correspondence
5.1 Notification of Representations for Planning Application No S23/0727 for proposed front porch and external/internal alterations at Peryers, Village Street were submitted to SKDC Planning. There were no objections to the planning application. SKDC had granted planning permission, with conditions.
5.2 A letter to HSBC requesting the transfer of £3000 to the Parish Council Deposit Account for the ring-fenced funds for long-term expenditure planning.
5.3 An acknowledgement for the Certificate of Exemption and Contact Details from PK Littlejohn (External Auditors). This was followed by a notification of exempt status 2023 meaning no review will be performed.
5.4 A letter of thanks to the Community Cleaner for keeping the village tidy.
5.5 To and from National Highways regarding double bend sign which had been knocked down again and graffiti on the road signs at the A52 Sedgebrook cross-roads (Woolsthorpe Lane/Allington Lane).
5.6 Following a query from a parishioner, enquiring when SKDC will be returning to trim the trees at Whatton’s Close, the Grounds Maintenance Coordinator from SKDC visited the village to check. She reported there was no significant growth on the trees but they will be inspected in the winter and any essential work will be carried out following quotations. A parishioner attending the meeting was concerned that one of the trees may be cut down – she was informed that it was more likely to be trimmed if there was significant growth which was causing an issue.
5.7 A letter of congratulations was sent to the new Mayor of Grantham, County Councillor Mark Whittington.
5.8 Emails to and from National Highways regarding the cutting of the vegetation at the A52 junction with Allington Road which had not been cut back far enough to see any traffic coming when exiting Allington Road; the vegetation has still not been cut back enough. Clerk Action: to contact National Highways.
5.9 The June/July issue of the Allington News.
5.10 Application No: S22/2316 – proposed replacement of existing café with industrial unit for storage/distribution – Barrowby View, Bistro Café, Nottingham Road. SKDC had granted planning permission with conditions.
5.11 The Department of Health & Social Care had requested the Parish Council register their defibrillator for the emergency services. This has been completed.
5.12 LALC send details of their website maintenance service.
5.14 The Social Club Secretary had received a request from the Pilates Instructor to see if the Parish Council could have their meetings in the bar rather than the large hall. The Pilates group had agreed to start their meetings half an hour earlier so the PC put back this meeting to start at 8 pm instead of the usual 7 pm. He thanked the Parish Council for organising this. See item 19.
5.15 LCC sent details of a road closure for the Allington Junction Level Crossing on Allington Lane on the 9 and 10 August 2023. This had been passed on to Abbey Farm.
5.17 A report from the District Councillor Rob Leadenham concerning Speed Watch – new signs to be obtained which will be free of charge.
6 Public Forum
6.1 District Councillor Robert Leadenham was organising a bi-annual meeting of the Ward Parish Councils with the SKDC Chair to get-together in sharing ideas, discuss resolutions to the problems all Parish Councils face ie speeding, dog fouling. He was hoping to get all the speed watch groups in the Ward operating simultaneously for one speed watch session.
6.2 A parishioner brought up the issue with the Highways Maintenance team who attended regarding the A52 junction with School Lane. Two areas of work had been completed at the Church Lane and Abbey Lane junction; the team didn’t return. The holes they partly repaired are subsequently breaking up. The County Councillor said the council have an extra £8M for potholes but that it won’t go very far. £200M is required to get our roads back to a proper standard. The parishioner also queried why only potholes which had been marked out had been repaired when adjacent potholes could be filled at the same time. The County Councillor was trying to get a more flexible contract to do this. The more people that upload the issues onto Fix-My-Street the more likely they are going to be repaired. The County Councillor will look to see whereabouts the repairs are listed in the resurfacing programme. He will also arrange a visit to the village to meet the Chair to have a look at all the issues in the village.
7 Highways
7.1 General update – covered under Public Forum (item 6.2)
7.2 The state of the edge of the road and verge opposite the entrance to The Grange units on School Lane - concern had been raised by a parishioner about the disintegration of the road edges which has meant it is very tight for two cars to pass. The County Councillor will look at the issue when he has a look around the village with the Chairman.
8 Planning Applications
8.1 Application No: S22/2316 – proposed replacement of existing café with industrial unit for storage/distribution – Barrowby View, Bistro Café, Nottingham Road – the Chair was concerned with the planning application being passed – in particular the way in which the planning application had been handled. The County Councillor informed the meeting the Planning Department had been having real issues and they have lost a lot of staff with some going to NKDC who have been paying a premium for planners etc.
9 The Green
9.1 Lectern – update on the Map for the Information board – the Vice Chair circulated a copy of the artwork for the lectern. Vice Chair Action: to inform the designer of the minor alterations before it is sent to Fitzpatrick Woolmer for printing on the lectern. Neil McBride will then instal the lectern once the position has been agreed.
9.2 Planters on the green – a parishioner said how good the planters are looking on The Green. Cllr Denton was thanked for her work involved in the planting and for keeping them watered.
9.3 The hornbeam tree – the Vice Chair noticed that a few leaves were beginning to fade. She had contacted Alan Williams from Majestic Trees and had been informed the tree shouldn’t be watered down the funnel (it is only to be watered this way when the temperatures are over 25o C). The tree requires twenty litres of water given four times a week. Vice Chair Action: to organise a rota via the WhatsApp Plant Group.
The Vice Chair was thanked for all her work in co-ordinating the work involved with the lectern and the tree.
10 Recreation Field
10.1 Security Post – this is now in position. There are two keys – the Vice Chair and Cllr Warby will be the keyholders. P E Hempstead & Sons will still be able to gain access to the field without the post being unlocked.
10.2 Benches – it was believed that a parishioner had repainted the benches. Cllr Denton & Clerk Action: to check to see if they have been painted. If so, the Clerk to write to the parishioner.
11 CPR Course – Update – Dr K Steele will be organising a CPR course for the parish. She will also be looking after the defibrillator - she has now found the key to the defibrillator box.
12 SKDC Prosperity Fund – update regarding discussion on items and quotations – the Vice Chair is obtaining three quotations for goal posts (nets included) – the Parish Councillors need to decide on either steel or aluminium sockets. Quotations for picnic benches/tables together with a leaflet holder for the phone box. Neil McBride will be approached for an installation quotation. Vice Chair Action: to email details of the quotations to the Parish Councillors for a decision so that the funding application can be made.
A parishioner asked if consideration had been given to putting up net curtain wire to peg the children’s pictures. The phone box was currently looking bare. Cllr Warby Action: to organise some artwork before the children breakup for the summer.
13 Lincolnshire County Council Town and Parish Council Litter Picking Kits – eight litter picking kits had been ordered.
14 Lincolnshire County Council’s Community Emergency Groups – information required for an interactive community facing map on LCC’s website – Clerk Action: to diary the request for 6 months.
15 To review the following:-
15.1 Child and Vulnerable Adult Welfare and Safeguarding Policy and Procedures - for review and adoption – the Parish Councillors unanimously accepted the review of the policy and this was adopted.
Clerk Action: to update the policy on the website.
15.2 Communications Policy – for review and adoption – the Parish Councillors unanimously accepted the review of the policy and this was adopted.
Clerk Action: to update the policy on the website.
15.3 Social Media Policy – for review and adoption - the Parish Councillors unanimously accepted the review of the policy and this was adopted.
Clerk Action: to update the policy on the website.
15.4 Abusive, Persistent or Vexatious Complaints Policy – for review and adoption - the Parish Councillors unanimously accepted the review of the policy and this was adopted.
Clerk Action: to update the policy on the website.
15.5 Dignity at Work Policy – for review and adoption – the review of the policy was unanimously accepted and adopted. Clerk Action: to upload the policy to the website.
15.6 Grievance Policy – for review and adoption – the policy was adopted following a unanimously accepted policy. Clerk Action: to upload the policy to the website.
15.7 Complaints Procedure & Handling Method – for review and adoption – the procedure and method was unanimously accepted and adopted. Clerk Action: to upload the policy to the website.
15.8 Grant Awarding Policy and Procedure – for review and adoption – the policy was unanimously accepted and adopted. Clerk Action: to upload the policy to the website.
15.9 Training and Development Policy – for agreement and adoption - the Parish Councillors unanimously agreed to the policy and the policy was adopted. Clerk Action: to update and upload to the website
16 Finance (The Clerk)
16.1 Details of income and outgoings since the last meeting as per the bank statements from the 5 May:-
16.2 Verification of Bank Statements/Bank Reconciliations – the Vice Chair verified the bank statements, accounts and bank reconciliations.
16.3 Quarterly accounts and budget discussion – copies of the quarterly accounts had been circulated to the Parish Councillors – the first quarter was looking good as we had received the vat refund. We had not budgeted enough for the cost of the memorial clock servicing, but we are not in a long-term agreement. The budget will be reviewed again and adjusted closer to the year end.
16.4 HSBC Bank Account – consider moving to online banking? Clerk Action: to add to the next meeting’s agenda.
16.5 Payments List for Authorisation – following circulation of the copy invoices and payments list, the following payments were authorised:-
17 Footpaths – Cllr Warby reported a broken manhole cover on the track from School Lane to Allington Road. Cllr Warby & Clerk Action: Cllr Warby to send the details to the Clerk who will report the matter to Andy Savage, the Senior Countryside Officer.
18 Items for the next meeting? None.
19 Date of the next meeting: - following discussion it was agreed to request a change the booking dates of our two meetings to the end of the year to a Wednesday to accommodate the Pilates Class.
13 September 2023 (to be confirmed)