Minutes of SPC Meeting held 11 January 2024
Minutes of Sedgebrook Parish Council’s Meeting
held in Sedgebrook Social Club at 7.00 pm on Thursday 11 January 2024
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 11 members of the public.
1 Chairman’s Remarks – the Chairman welcomed everyone to the meeting and it noted that the last week or so had been disastrous for the village. A minute’s silence was held as a mark of respect of the death of the Right Honourable James Ogilvy.
2 Apologies for absence and reasons given – Cllr Warby was a little late in attending the meeting and District Councillor Pam Bosworth had also given her 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 9 November 2023
The notes of the last meeting, held on 9 November 2023, were approved as being a true record, and signed by the Chairman.
5 Correspondence
5.1 Planning Application No S23/1529 – The Bungalow, Allington Road – SKDC confirmed that the attached garage was single.
5.2 National Highways sent notification of essential maintenance works to the A52 Southbound and Northbound from Saxondale Roundabout to New Lane Road from the 8 January 2024 to the 4 February 2024.
5.3 Reply from The Play Inspection Company regarding the Vice Chair’s Certificate of Attendance with a recommendation a refresher course is taken every three years.
5.4 To the Community Cleaner with details of hourly rate increase.
5.5 Letter of thanks to Burgess Builders for organising the additional sand during the flooding on the 20 October.
5.6 Letter to a parishioner replying to the request to plant three trees when one has been felled stating the Parish Council have no available funding to maintaining any additional trees in the village.
5.7 Email thanking the staff and owners of Abbey Farm for their hard work in pumping out over 150,000 litres of water from the village on the 20 October.
5.8 Thanks to the Manager of Huws Grey for refunding the cost of the additional sand required during the flooding on the 20 October.
5.9 The Chair had written regarding the A52 issues to Dr Caroline Johnson MP. In response, she sent a copy of a reply from the Executive Director of Operations at National Highways. The Chief Constable of Lincolnshire Police had also sent a letter to the Chair via Dr Caroline Johnson MP.
5.10 The PC had requested the County Councillor to request a Lead Local Flood Authority representative to complete a thorough investigation into how the whole drainage system works and changes/repairs required.
5.11 Lincolnshire County Council sent details of the proposed Prohibition of Motor Vehicles Order regarding the Viking Way – comments were requested.
5.12 Thanks were sent to the parishioner who had completed all the researching and collating of historical information/photographs for the lectern on The Green.
5.13 District Councillor Rob Leadenham sent a summary of the Greater Devolution Deal for Lincolnshire.
5.14 Confirmation of payment received from the Information Commissioner’s Office
5.15 SKDC had granted planning permission for single storey rear and front extensions and two storey side extension at 3 Bowmans Way – Planning Application No: S23/1479.
5.16 Lincolnshire County Council sent consultation documentation on the Greater Lincolnshire devolution proposal.
5.17 SKDC sent a copy of the revised Electoral Register for December 2023.
5.18 The December 2023/January 2024 issue of the Allington News had been received.
5.19 SKDC had sent a letter regarding flood prevention together with information in emergencies.
5.20 SKDC had forwarded a Remittance Advice for the Community Cleaner Grant.
5.21 An email had been received regarding a rotten wooden fence guardrail which is on Bowman’s Way close to the brook. The parishioners had reported the matter to FixMyStreet.
5.22 Cllr Sue Marvin had emailed suggesting the setting up of a dual flood committee and requested a meeting to set up a meeting.
5.23 Lincolnshire County Council statutory consultation documents regarding proposed Prohibition of Driving on Sewstern Lane and The Drift.
5.24 HSBC sent information on business overdrafts.
5.25 SKDC sent initial information regarding Storm Henk financial support and requested information we wished to share from our parish.
5.26 LALC’s Internal Auditor had emailed regarding the midyear internal audit.
5.27 District Councillor Rob Leadenham had sent an email regarding selling alcohol at fund-raising events. Clerk Action: to forward email to the Chair and Secretary of the Social Club together with the Church.
5.28 SKDC had sent details of a Funding Workshop to be held on the 18 January. Clerk Action: to re-circulate.
6 Public Forum
6.1 A parishioner had uploaded a photograph of potholes at the crossroads on Church Lane/Village Street to FixMyStreet website. He received a reply stating the potholes had been fixed but they had not been repaired.
Parishioner Action: to send copy FixMyStreet emails to the Clerk who will then forward to the County Councillor.
6.2 Another parishioner had an issue with drains which she had reported via FixMyStreet. She also received a reply to say the matter had been fixed when it had not. Parishioner Action: the Parishioner to send copies of the FixMyStreet emails to the Clerk who would then forward to County Councillor Mark Whittington.
6.2 The Defibrillator has not been fixed as it is still beeping, but it is working; Dr Kikki had checked it over. It is now permanently wired and there is a new fuse board in the Social Club. Two parishioners will be looking at the electricity supply to the unit. Clerk Action: to add the item to the next meeting’s agenda.
6.3 A parishioner reported that half of the church flood lights were not working. The Parish Council were not aware that they were responsible for the flood lights and they were not on their Asset Register. Parishioner Action: the parishioner will find out who the lights belonged to.
6.4 Several parishioners raised matters in relation to the flooding within the village on the 2 January 2024. Concerns were raised that this was the second incident of serious flooding (the other being on the 20 October 2023). Two properties on both occasions had suffered from internal flooding. There was a long discussion involving parishioners regarding likely causes, and possible mitigation measures to prevent future events.
Potentially the major contributory factor to the flooding is surface water runoff from the west of the village from both adjacent land and the A52. Given the high levels of rainfall during much of 2023, the ground was already saturated which meant that rain was unable to be absorbed by the ground hence causing excessive surface water runoff. This runoff then entered both water courses such as the Brook and the piped drainage system. Whilst the Brook was at capacity the piped drainage system was unable to discharge into it and backed up causing flooding of Village Street between the bridge and Allington Road junction. Water entered two adjacent properties causing internal damage. In addition Village Street also flooded to the east of the bridge towards the village green although no properties along this affect suffered flooding. Flood water was eventually pumped off the road by the Fire and Rescue Service. From enquiries they were pumping at a rate of 1,800lts per minute. It took approximately one hour before their pumping lowered levels of water on the road which is about 108,000lts or just about 4 full size road tankers worth of water.
In addition to the above flooding the railway bridge on Allington Road had also become impassable due to flooding of the road.
Both County Councillor Whittington and District Councillor Leadenham provided information regarding responses from their relevant authorities during and post the event and recorded a number of questions to which they would seek answers to. These included: -
1.Disposal of contaminated sand and sandbags – both Councillors
2.Responsibility for the two ditches alongside Village Street from its junction with the A52 – County Councillor.
3.Investigatory work into the flooding and potential remedial measures – County Councillor.
4.The potential of a Community Flood Signage Scheme (CFSS) similar to Nottinghamshire – County Councillor.
5.Potential funding for both individuals and the community for flood resilience measures – both Councillors.
The PC would be raising various matters with the Lead Local Flood Authority (LLFA) at Lincolnshire County Council via the County Councillor. The LLFA is a statutory function of the County Council and its role is to co-ordinate on drainage matters with all authorities (Anglian Water, Environment Agency, Internal Drainage Board and Highway Authorities) with a responsibility for drainage. These would include again requesting an investigation into the drainage of the village and its surrounding land and how this might be improved by the maintenance of existing drainage systems and by the provision of any new infrastructure.
Following the flooding in October, the Vice Chair of the PC had met with National Highways representatives regarding the drainage of the A52. A response was still awaited from National Highways and the Vice Chair was chasing this up.
In response to questions from parishioners regarding the provision of portable and temporary flood defence measures the District Councillor highlighted that SKDC will be distributing any available funding (either from Central Government or from the DC itself) and this would be available to businesses and individual property owners. He suggested that anyone interesting in applying should do so as soon as possible. Parishioners who were applying for funding were requested to keep the Parish Council informed via the Clerk.
Allington PC had approached the Parish Council regarding co-operation on flooding matters which was something that would be discussed with them in the near future.
It was highlighted by both Councillors that the legal responsibility for flood protection of individual properties legally was with the owners although all authorities including the Parish Council would be as supportive as possible. However the Chair highlighted that the PC had limited resources and the various associated legal powers and responsibilities lay with the higher tier authorities of the District and County Councils.
Parishioners, whose properties were flooded, thanked all the parishioners who helped in so many ways including with sand and sandbags, clearing of their properties and directing traffic. Particular thanks were given to Abbey Farm for all their help and provision of equipment including storage of sand and bags. There will be a ‘Thank you’ get together at the Social Club for all involved.
7 Highways
7.1 General update – covered in the Public Forum.
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 – A parishioner is representing the Parish Council and the County Councillor is waiting for dates of the meeting.
7.3 Further Flooding on the 2 January 2024 – to discuss – see Public Forum item 6.4i.
7.4 Supply of sand and sandbags – Jewsons had delivered four tonnes of sand and bags to Abbey Farm on Monday 8 January. Concern was raised about the hessian bags but, as the plastic bags disintegrate like supermarket bags, hessian bags are better
7.5i Sedgebrook Community Emergency Flood Plan – to discuss further – we will make contact with the parishioner to liaise regarding a Flood Plan.
7.5ii LCC Community Emergency Plan – to discuss – as above, 7.5i.
7.6 Request to visit Sedgebrook by a Lead Local Flood Association Representative to look at the flooding issues from October 2023 - update – the CC had made a request and will make further contact once notified.
8 Planning Applications
8.i Planning Application No: S23/1479 – Bowman’s Way - see under Correspondence item No 5.15 – planning permission had been granted.
9 Footpaths – nothing to report.
10 The Green
10.1 Village Green – update on the lectern – everything is sorted and all that needs to be done is a photograph taken of everyone involved which can be done in the Spring.
10.2 Bus stop for the village at The Green – to discuss – following correspondence, until we understand what the bus company wants to do, we are unable to agree. Clerk Action: to request some proposals.
11 Recreation Field
11.1 Adult Exercise Equipment for the Playing Field – no further progress as the parishioner had left the meeting – Clerk Action: to add the item to the agenda for the next meeting.
11.2 The goal posts will be put up within two weeks. We haven’t heard when the three benches and the picnic table will be delivered. PC Action: to decide whereabouts in the Recreation Field the benches and picnic tables will be placed.
11.3 Regarding the length of the grass in the Recreation Field, we may need to request P E Hempstead & Sons to make an earlier cut.
12 SKDC Prosperity Fund – update – see items 11.2. Leaflet holder – we were considering how the holder should be fixed in the kiosk and we are waiting to hear from SKDC regarding advertising.
13 Defibrillator – update – see item 6.2.
14 Finance (The Clerk)
14.1 Details of income and outgoings since the last meeting as per the bank statements from the 5 October:-
14.2 Verification of Bank Statements/Bank Reconciliations - the Vice Chair verified the bank statements, accounts and bank reconciliations.
14.3 Half-yearly Audit of the Parish Council’s accounts. LALC had assigned an Internal Auditor to the Parish Council and the midyear audit should be completed shortly.
14.4 Year End 31 March 2025 Budget/Precept Application – to discuss and finalise –the Clerk had adjusted the proposed budget figures and these had been circulated. The Vice Chair didn’t need a refresher course on Playground Training this year so we didn’t need to add this to the budget figures. It was agreed to go ahead with a 3% increase in the precept for the next financial year as 2% would not be enough to cover our expenses. Clerk Action: to apply for the precept to SKDC.
14.5 Payments List for Authorisation:-
All the payments were signed and authorised.
14.6 Application for Online Banking – update – the Clerk and Cllr Denton were completing the documentation for online banking – one document needed to be re-submitted.
15 Items for the next meeting?
15.1 Annual Parish Meeting – it was agreed to ask Cllr Richard Davies to talk about Highways and Flooding at our Annual Parish Meeting in May. It was agreed that we will provide very light snacks during the evening. Clerk Action: to send out invitations.
16 Date of the next meeting: 14 March 2024