Minutes of Meeting held on 9 November 2023
Minutes of Sedgebrook Parish Council’s Meeting held in Sedgebrook Social Club at 7.00 pm on Thursday 9 November 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, District Councillor Robert Leadenham and three members of the public.
1 Chairman’s Remarks – the Chairman noted that various things were happening nationally, internationally and locally with the weather.
2 Apologies for absence and reasons given – District Councillor Pam Bosworth and three members of the public had given 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 – none.
4 Notes of the last meeting held on 14 September 2023
The notes of the last meeting, held on 14 September 2023, were approved as being a true record, and signed by the Chairman.
5 Correspondence
5.1 LIVES sent details of their charity requesting a donation towards £1000 per year per voluntary responder.
5.2 The Sedgebrook Community Speed Watch Co-ordinator had sent a Newsletter with detailed information its purpose and aims of the group together with results and effectiveness of continuing to contribute to the reduction of motoring accidents on Lincolnshire’s roads.
5.3 The Clerk had written to the Countryside Officer regarding the damaged inspection cover on the footpath from School Lane towards Allington Road/Village Street.
5.4 The Clerk had updated Greg Payne, the Safety Engineering Team Leader from National Highways, regarding the safety issues brought up at the last meeting by the parishioners. Greg Payne was happy to arrange attending a future meeting with County Councillor Mark Whittington and representatives from the other impacted parishes. Wider feedback from local communities would be welcomed. This was forwarded to the County Councillor.
5.5 A report was sent to Allington News.
5.6 SKDC sent notification of Planning Application No: S23/1529 – proposed single storey extension to front, side and rear of existing dwelling – The Bungalow, Allington Road. Further information had been requested from SKDC and still awaiting their response.
5.7 The Clerk had written to the parishioner who had brought up the issue of dog fouling – following Cllr Denton’s conversation with the parishioner, the situation has since improved.
5.8 An update had been sent to parishioners who were unable to attend the meeting and wanted to bring up some points regarding the accidents along the A52.
5.9 SKDC had sent details of a review of polling district and places.
5.10 Our cheque for £78.99 payable to SKDC for the Uncontested Election Recharge of Expenses had got lost in the system. On receiving an Outstanding Reminder a duplication cheque had been issued. Confirmation of receipt of the payment has now been received.
5.11 P E Hempstead & Sons had offered £120 for the crossbar of the football goalpost which had fallen off during the previous grass cutting. As we are in the process of buying a new goalpost we felt it unnecessary but accepted their kind gesture to purchase something else for the village.
5.12 The October/November issue of Allington News had been received – the next deadline is the 17 November.
5.13 Notification from the Information Commissioner’s Office that the renewal of the Data Protection Fee of £35 is due to be collected by direct debit.
5.14 A parishioner had sent an update following her letter to Dr Caroline Johnson MP regarding the safety issues on the A52. A reply had been sent requesting points which the parishioners wished to raise so that a joint letter can be sent via the Parish Council.
5.15 Emails to and from the County Councillor/Rowan Smith of LCC relating to the flooding on Friday 20 October.
5.16 SKDC had sent guidance on South Kesteven Council Street naming and numbering.
5.17 Concern raised by the Social Club Secretary regarding the defibrillator which has been beeping. All routine checks had been completed and an electrician was going to check the equipment.
5.18 An offer of help with local emergencies was received from a parishioner.
5.19 The County Councillor sent details of the Councillor Volunteer Schemes 2024 – only one scheme from the division can be nominated.
5.20 DC Rob Leadenham had sent details of SKDC’s Council in the Community Event to be held on the 8 December 2023 at the Memorial hall in Barrowby.
5.21 LALC had sent details of the Local Government Services Pay Agreement 2023.
6 Public Forum
6.1 A parishioner brought up the issue of hessian sandbags which rot. The Chair explained that the first delivery of sandbags had rotted. Because the second delivery of sandbags had been used a second time this was why they had rotted. We have received one ton of sand from the County Council which needs to be increased to 4 tons. The increase would cost the parish council an additional £500 to £600. A parishioner is looking to put together a Flood Plan and, with the experience gained by the Vice Chair and her husband, the plan will be in place ready for any future flooding. The railway bridge on Allington Road had been flooded – volunteers had closed the road but still people ignored the road closure – when the drivers found they couldn’t get through they had to turn back.
A parishioner had said that excess water comes from the top of the A52 and down Village Street; which was discussed at a meeting with National Highways. The parishioner believes the drainage system to be fundamentally flawed as the whole drainage system needs to be looked at how it works. Ditches are very shallow and have not been maintained (these are the responsibility of the landowner, but it is up to LCC to enforce). The enforcement team is not big enough to deal with this. The District Councillor said that the issues need to be reported to FixMyStreet. Water was gushing out of the drains and water came through the floor on one property in the village.
The Parish Council to look at the following:
- We need to speak to the parishioner about putting together the plan so we understand the issues when they arise.
- Resources – sand and bags, PPE and signage – we have requested extra funding from The Community Fund – District Councillor said this was not available for this purpose and the precept can be increased.
- The Parish Council have written to the County Councillor - he will chase up Highways and request they have a look at the issues – this will already be in their system.
- Implications of implementing a Section 19 on a flooded property – the report will be publicised which will affect insurance so owners don’t claim as there would be a high increase in premiums so the property may become uninsurable.
- The Chair requested a representative from the Lead Local Flood Authority to visit Sedgebrook to look at the flooding issues. County Councillor Action: Mark Whittington will put in a request.
6.2 Hedges – a parishioner was concerned about an item concerning hedges which had been brought up by another parishioner at the previous meeting without any previous discussion. The Chair confirmed that the Parish Council would deal with overhanging hedges when they arise.
6.3 The Viking Way is being ruined by 4x4 vehicles. It is a byway which is open to any motorised vehicle, car or motorbike. It is now under consultation to change it to a restricted byway (for cyclists, walkers, horses) - those a legitimate interest eg farmers and vets would have access. This would need enforcing.
6.4 The District Councillor gave details of SKDC’s Your Council in the Community Event on 8 December at Barrowby Memorial Hall which gives parishioners in the Belvoir Ward the opportunity to ask any questions to Council Officers. Clerk Action: to put the poster up on the notice board.
6.5 The District Council offered training for the Speed Watch Team through Lincolnshire’s Road Safety Partnership.
7 Highways
7.1 General update – there have been a few potholes repaired but not to a high standard.
7.2 Update on meeting with National Highways being organised by the County Councillor with Barrowby, Bottesford, Sedgebrook and Allington regarding incidents on the A52 – County Councillor Mark Whittington had a 40-minute meeting with Gareth Davies MP (who will replace Dr Caroline Johnson MP when the boundaries have been changed). He has also spoken with Alice Kerr who is the MP for Bottesford and has been in touch with Greg Payne the Safety Engineering Team Leader of National Highways. County Councillor Action: to speak with the Clerk from Allington PC to find out why it is not on their next meeting’s agenda. If Allington PC are not interested he will still go ahead with Barrowby, Bottesford and Sedgebrook PCs. The matter is in progress with the two MPs who are on side.
7.3 Safety issues on the A52 – parishioner’s correspondence regarding a joint letter regarding safety concerns – a parishioner had sent a list of four items to be brought up. Clerk Action: to forward all her emails to the County Councillor. Sedgebrook PC had also sent a letter to Dr Caroline Johnson MP who will be taking the matter up with National Highways and the Police.
7.4 Flooding under the Railway Bridge on the 13 October 2023, 20 October 2023 and the 2 November 2023 – this was discussed under Public Forum Item 6.1.
7.5 Flooding from Foston Beck, Sedgebrook to the A1 on the 20 October 2023 – the Vice Chair and her husband had met up with David Reeder from National Highways who would be reporting his findings back to his superiors. He was asked to send a report on his findings to the Parish Council as soon as possible and to confirm whether a gully under Village Street exists or not. Clerk/Chair Action: to write to the County Councillor separately on the issue regarding a representative from the LLFA.
7.6 Supply of sand and sandbags – a replacement ton of sand had been received which was organised by Rowan Smith of Highways. In response for a request for funding of PPE, further sand and sandbags, the District Councillor will be speaking with Graham Watts of SKDC. The DC was attending emergency training next week. The Vice Chair and Councillor Jane Denton informed the meeting of the difficulties faced when dealing with the flooding situation. Having used the list of recommended emergency telephone numbers they had not received any help. Abbey Farm and their staff were marvellous, and many villagers helped. A builder had obtained 3 tons of sand from Huws Gray at no charge to the Parish Council. Clerk Action: to thank the parishioner who organised the sand, the Wade family and staff together with Huws Gray.
7.7i Sedgebrook Community Emergency Flood Plan – to discuss – to liaise with the parishioner to organise a Flood Plan. Vice Chair & Councillor Action: The Vice Chair and Councillor Denton to locate their sample emergency plans.
7.7ii LCC Community Emergency Plan – to discuss – as above 7.7i.
8 Planning Applications.
8.1 Planning Application No: S23/1529 - see under Correspondence item No 5.6.
9 Footpaths
9.1 Damaged Inspection Cover on Footpath PF11 – School Lane to Allington Road/Village Street – Councillor Warby informed the meeting the cover still has not been replaced.
10 The Green
10.1 Village Green – update on the lectern – the lectern has been put together and Neil McBride will discuss the best position with the Vice Chair shortly.
10.2 Planters – update – Councillor Denton has the bulbs which were dug up from The Green but it is too late to set them – they will be planted next year. Councillor Denton has over-wintered plants and she will dig them up to put in the planters. Councillor Action: Cllr Denton to plant up the planters.
10.3 Trees – a parishioner requested three trees be planted when one tree has been felled – following discussion, concern was raised about the maintenance any additional trees and, as we do not have the funding available, we would not be planting additional trees. Clerk Action: to write to the parishioner.
10.4 The Hornbeam Tree – update on advice from Majestic Trees – the Vice Chair had been informed the tree looks like it is growing satisfactorily so all the watering had been successful.
11 Recreation Field
11.1 Adult Exercise Equipment for the Playing Field - no progress had been made. Clerk Action: to add the item to the next agenda
11.2 A parishioner had raised the matter of dog bags which had been thrown all over the Recreation Field. She had suggested a sign stating there is a litter bin on The Green at the entry to the field. It was noted that a lot of people travel to the village to use the field.
12 SKDC Prosperity Fund – update – the Vice Chair informed the meeting that because of an over-estimation, we have in fact received £4350.34 which will enable us to buy two benches, a picnic table, football posts (with nets) and a leaflet holder. Vice Chair Action: to order the items.
13 Finance (The Clerk)
13.1 Details of income and outgoings since the last meeting as per the bank statements from the 5 September:-
13.2 Verification of Bank Statements/Bank Reconciliations - the Vice Chair verified the bank statements, accounts and bank reconcliations.
13.3 Half-yearly Budget Discussion – the Clerk had circulated the Aggregate Receipts & Payments from the 1 April 2023 to 30 September 2023. There were a few amendments to be made including the increase in salary of the Clerk and Community Cleaner. To add the cost of the installation of the security post. It was noted the bank interest received from HSBC was 88% up on the £15 which had been budgeted for. Clerk Action: to review the budget figures and circulate.
13.4 Year End 31 March 2025 Budget/Precept Application – to discuss – the Clerk had circulated the proposed budget figures. It was agreed to increase the budget for the Clerk and Community Cleaner’s pay from 6% to 8%. We will have to factor in the inspection of the trees in the parish as it is 2 years since the last inspection. The budget for the hire of the hall can be decreased as we have reduced the number of meetings. The precept for YE 31 March 2023 was a 3% increase and the Parish Council were looking at the figures for the same increase for YE 31 March 2024. Clerk Action: to check the records to see if the Vice Chair needs a refresher course on Playground Training and to look up costs and add to the budget.
13.5 Payments List for Authorisation:-
13.6 Community Cleaner – National Living Wage - increase in hourly rate from the 1st November 2023 – it was unanimously agreed the Community Cleaner’s rate per hour be increased in line with the National Living Wage. Clerk Action: to write to the Community Cleaner.
13.7 To resolve whether to exclude the public and press for consideration of the following confidential staffing matter – no members of the public were in attendance.
13.8 Clerk’s salary to be discussed – details to be minuted separately. Clerk Action: to produce the confidential minutes.
14 Items for the next meeting? None.
15 The dates of next year’s meetings were agreed:
11 January 2024
14 March 2024
9 May 2024
16 May 2024
11 July 2024
5 September 2024
14 November 2024
Clerk Action: to confirm the bookings with the Social Club Secretary and upload to the website.
16 Date of the next meeting: 11 January 2024