Minutes - 13 April 2023
Minutes of Sedgebrook Parish Council’s Meeting
held in Sedgebrook Social Club at 8.00 pm on Thursday 13 April 2023
Present: The Chair C Wood, The Vice Chair G Mahoney, Cllr J Denton and Mrs J Bratton (Clerk/Responsible Financial Officer).
1 Chairman’s Remarks – the Chairman welcomed everyone to the meeting.
2 Apologies for absence and reasons given – apologies were received from Cllr Christine Warby and District Councillor Pam Bosworth.
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 Chair declared an interest in item 8.2, planning application No: S23/0412, The Bungalow, Allington Road.
4 Notes of the last meeting held on 9 February 2023
The notes of the last meeting, held on 9 February 2023, were approved as being a true record, and signed by the Chairman.
5 Correspondence
5.1 The County Council had forwarded information on the South Kesteven Prosperity Fund for which Parish Councils, Town Councils, Community Groups etc can apply for funding on Building improvements, Green Space and Outdoor Improvements, Culture and Arts Initiatives and Heritage Initiatives.
5.2 An email had been circulated via the Village Email concerning the A52 and general highway matters and informing the parishioners of National Highways response to our correspondence regarding the safety on the A52 in the vicinity of Sedgebrook. A letter of thanks had been received from a parishioner for the Parish Council’s continued efforts regarding roads and other issues.
5.3 LALC had sent an agenda for an Extra General Meeting to be held on the 16 March 2023 via Zoom.
5.4 SKDC sent monthly updates report of alterations, additions and deletions for the Electoral Register.
5.5 SKDC notification of planning application – No: S22/2316 – proposed replacement of existing café with industrial unit for storage/distribution – Barrowby View, Bistro Café, Nottingham Road.
5.6 SKDC notification of planning application – No: S23/0412 – erection of single storey extensions to side and rear of dwelling, erection of front porch and erection of detached double garage – The Bungalow, Allington Road.
5.7 Notices of Election for the election in the district of South Kesteven of Parish and Town Councillors and election of SKDC Councils were received and displayed.
5.8 SKDC had sent a Remittance Advice for the Precept for 2023/2024.
5.9 The Returning Officer for SKDC had sent a Statement of Persons Nominated followed by a Notice of Uncontested Election – Cllrs Wood, Denton, Mahoney and Warby were duly elected Parish Councillors for the Sedgebrook Parish.
5.10 The Clerk had completed the Re-Declaration to The Pensions Regulator to meet Sedgebrook Parish Council’s duties as an employer regarding re-enrolment.
5.11 The Social Club had sent a quotation from R W Selby Electrical Contractor for work required on the defibrillator following a PAT test.
5.12 Time Assured Ltd had serviced the Memorial Church Clock – an invoice for £168 had been received together with their Annual Service Clockmakers Examination Report.
5.13 Allington News April/May 2023 edition had been received.
6 Public Forum – None.
7 Highways
7.1 General update – more potholes are appearing. The streetlight which is not working on the corner of Village Street and the A52 will be reported to SKDC by the Vice Chair. The streetlight on Abbey Lane is now working. The Chair had written a letter to the parishioners, via the Village Email, regarding the reply received from National Highways concerning the safety issues on the A52 – see Correspondence (item 5.2).
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 had met with Phil Jordan of SKDC and had stated that more information was required on the type of unit proposed on the site – there was nothing to enable any conditions to be placed on parking and hours of operation. Phil Jordan will undertake further investigations with the officer who is currently dealing with the application. An email had been received from the County and District Councillors who are going to put it to committee - the officer will be questioned at that tine. A Freedom of Information request had been made and a reply awaited.
8.2 Application No: S23/0412 – erection of single storey extensions to side and rear of dwelling, erection of front porch and erection of detached double garage – The Bungalow, Allington Road. The Parish Council had sent notifications to the Planning Department – there were no objections for the extensions. The Parish Council did object to the proposals to erect a double garage in front of the existing building line - this had been previously discussed with another planning application in 2016 which had been refused by the Planning Department.
9 The Green
9.1 Village Green – project on the phone kiosk, tree replacement and flagpole – update – the new hornbeam tree was now in leaf and looking very healthy. We have had a lot of rainfall which will have helped the tree get established. The Vice Chair will look at the care leaflet regarding watering. If necessary, we could ask the local farmers to use their water bowser to water the tree.
9.2 Lectern – update – the Vice Chair reported that payment for the lectern had been made but the artwork would not be completed until June. It was agreed to wait – Fitzpatrick Woolmer will keep the lectern until the artwork is provided.
9.3 Planters on the green – Cllr Denton had purchased plants and 3 bags of peat for £46.00. A very helpful parishioner had organised an additional 3 bags of compost to fill the planters.
Clerk Action: to write letters of thanks to the parishioner and the supplier of the compost.
Further bulbs will be required for planting in the autumn. As the Deposit Account is now earning interest this could be used for buying the plants/bulbs/compost in the future.
Councillor Action: Cllr Denton to re-start the watering rota for the planters.
9.4 Bus Timetable – Vectare were taking over the bus routes through Sedgebrook from Centrebus from Monday 17 April.
Clerk Action: to email Vectare to request that the timetables at the bus stop are updated.
10 Recreation Field
10.1 Playground Inspection – no report had been received to date.
Clerk Action: to request a copy from the Play Inspection Company.
10.1 Security Post – the Vice Chair had sourced a second-hand security post and it had been unanimously agreed to purchase it for £30. The old post will have to be removed before the new post can be installed. It was agreed to wait until Councillor Warby is back before this is organised.
11 Annual Parish Meeting on the 11 May 2023 – update The Clerk had received a few replies to the invitations. It was agreed not to provide refreshments this time due to budgetary pressures but ask the Social Club if they would like to take the opportunity of opening the bar.
Clerk Action: to write to the Chairman of the Social Club; organise a notice for the notice board; advertise the event through the Village Email and the website.
Councillor/s Action: to mention the event on WhatsApp and Facebook.
12 SKDC Prosperity Fund
12.1 The Vice Chair suggested applying for funding for two goal posts for the Recreation Field. Funding could also be applied for some shelving, or a leaflet stand for the telephone box.
Chair Action: to send a copy of the application form to the Vice Chair.
12.2 A parishioner had mentioned to the Vice Chair how muddy the pathway is to the Recreation Field was and had enquired if something could be done to improve the pathway. There is not a lot the Parish Council can do as there is a preservation order on the trees; any work would destroy their roots. The access belongs to the Manor and this together with the trees, which are on both sides of the access and benefit from preservation orders which protect the roots as well. means there is little that the Parish Council can physically do to improve the surface. The Parish will however investigate the deeds to the playing field to clarify legal matters with respect to the access arrangements.
Clerk Action: to bring a copy of the Deeds to the Recreation Field at the next meeting.
12.3 Cllr Denton mentioned a parishioner had details of medical equipment funding which could be used for a defibrillator and she would send the information to the Clerk.
13 To review the following:-
13.1 Publication Scheme – for agreement and adoption
The Vice Chair had not read the document and it was agreed to defer the decision until the next meeting.
Clerk Action: to add the item to the next meeting’s agenda.
13.2 Financial Regulations – to review items to be completed (to be adopted at the Annual Parish Council meeting) – following Cllr Denton’s scrutiny of the Financial Regulations, the Clerk had organised regular payment lists for signature for salaries, PAYE and the grass-cutting to alleviate any duplication of payments. The Review of Bank Mandates to be discussed in item 14. The Parish Councillors agreed with the additional requirements and the Financial Regulations to be adopted at the Annual Parish Council Meeting.
Clerk Action: to add this to the agenda of the next meeting.
13.3 Co-option Policy – for agreement and adoption – the Parish Councillors unanimously agreed to the policy and the policy was adopted.
Clerk Action: to update, circulate and upload a copy to the website.
14 Review of Bank Mandates – The Chair, Cllrs Warby and Denton, and The Clerk are all signatories to the Parish Council’s Bank Account. It was unanimously agreed there was currently no need to update the mandates as everything is currently in order.
15 Finance (The Clerk)
15.1 Details of income and outgoings since the last meeting as per the bank statements from the 5 February:-
15.2 Verification of Bank Statements/Bank Reconciliations - the Vice Chair verified the documentation up to the 31 March 2023.
15.3 Year-end accounts as at the 31 March 2023 as circulated – the Clerk had circulated the quarterly report to the 31 March together with the Aggregated Receipts and Payments for the year end 31 March 2023 with the budget comparison. A short discussion was held on the further monies required for finalising the lectern which the Parish Council will fund.
15.4 Payments List for Authorisation - following circulation of copy invoices and authorisation list, all the payments were authorised by the Parish Councillors.
15.5 Asset Register – the revised Asset Register was agreed by the Parish Councillors – the lectern had not been added to the list, although a deposit had been made, the lectern will not be installed until June 2023.
Clerk Action: To update and circulate the Register and upload to the website.
16 Items for the next meeting?
16.1 Standing Orders – to be adopted at the Annual Parish Council Meeting
16.2 Annual Appointment of Safeguarding Officer (Child and Vulnerable Adult Welfare and Safeguarding Policy and Procedures)
16.3 Parish Council Insurance – the policy is due for renewal on the 1st June 2023. The 3-year contract expires on the 1 June 2024.
Clerk Action: to obtain renewal terms prior to the Annual Parish Council Meeting.
17 Date of the next meeting: 11 May 2023 – Annual Parish Meeting
18 May 2023 – Annual Parish Council Meeting
The Chairman closed the meeting at 9.50 pm.