Clerk's Notes - SPC Meeting 14 March 2024
Present: The Chair C Wood, The Vice Chair G Mahoney, Cllr C Warby, Cllr J Denton, Mrs J Bratton (Clerk/Responsible Financial Officer), and District Councillor Pamela Bosworth.
1 Chairman’s Remarks – the Chairman was standing down at the end of this meeting and he thanked his fellow Councillors and the Clerk for all that we had achieved during his five years as Chair. We have dealt with Covid, work had been completed in the play area, on The Green and we’ve had the flooding issues.
2 Apologies for absence and reasons given – Cllr Warby, County Councillor Mark Whittington and District Councillor Robert Leadenham.
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 11 January 2024
The notes of the last meeting, held on 11 January 2024, were approved as being a true record, and signed by the Chairman.
5 Correspondence
5.1 Planning Application No S23/1515 – change of use of land and log cabin for use by White House Farm Day Nursery. SKDC were informed that the Parish Council did not object to the amended application.
5.2 The Inspection Report from the Play Inspection Company had been received.
5.3 The Parish Precept application for 2024-25 had been sent to SKDC.
5.4 National Highways sent details of safety improvement works on the A52 southbound and northbound from Saxondale Roundabout to New Lane due to start on the 29 January 2024.
5.5 SKDC had sent Monthly Update reports for the Electoral Register.
5.6 A letter regarding online payments had been sent to the Community Cleaner.
5.7 The Clerk had received details of her yearly subscription to the Society of Local Council Clerks which is due on the 1 April 2024. See Finance Section No 16.5.
5.8 SKDC Planning had sent information on changes to the Government’s Planning Guarantee to automatically refund an application fee in certain circumstances.
5.9 Correspondence regarding request for cleaning of streets following flooding on FixMyStreet.
5.10 LALC had sent invoice for the Annual Training Scheme 24/25 to be paid on the 1 April 2024.
5.11 Planning application No S24/00966 – two storey extension at 1 School Lane, Sedgebrook. The Parish Council had no reason to object to the application.
5.12 The December 2023/January 2024 edition of Allington News had been sent – the deadline for the next issue is the 15 March.
5.13 Any comments regarding the Belvoir Solar Farm Appeal Consultation were requested by the 1 April 2024.
5.14 Planning Application No: S23/2234 – Garage and workshop extension to existing garages at Brook House, School Lane – SKDC were informed that the Parish Council did not object to the application.
5.15 P E Hempstead & Sons had quoted for cutting of grass and strimming the Graveyard which the Clerk had obtained on behalf of the church.
5.16 Details of Easter Callconnect bus service times.
6 Public Forum
6.1 District Cllr Pam Bosworth reported that District Councillor Robert Leadenham was very busy in the Belvoir area. There have been two caravan site applications – one being at Woolsthorpe and a Public Meeting was being held this evening which DC Robert Leadenham was attending.See further information under item 8.1.
7 Highways
7.1 General update – see below
7.2 Update on the meeting with National Highways being organised by the County Councillor with Barrowby, Bottesford, Sedgebrook and Allington PC representatives, by invitation only, regarding incidents on the A52 – the meeting is being held at Barrowby Memorial Hall at 1 pm on Friday 22 March.
7.3 Further Flooding on the 2 January 2024 – this had been covered in detail at the last PC Meeting.
7.4 Supply of sand and sandbags – there is a fresh supply of sand and sandbags which is being stored at Abbey Farm.
7.5 Sedgebrook Community Emergency Flood Plan – following discussion it was agreed to put any additional emergency numbers on the parish council website. In an emergency people come together and the WhatsApp Group worked well in the recent flooding emergencies. Clerk Action: to add further emergency contact details to the website.
7.6 Request to visit Sedgebrook by the LLFA Lead Local Flood Authority to look at the flooding issues - Rowan Smith had requested the Flood team to contact some of the other risk management authorities to meet with the County Councillor and Chair/Councillor – Rowan will contact the County Councillor with some potential dates.
LCC will be sending some Section 19 consultants to the village regarding the recent flooding. Clerk Action: to enquire when the investigators will be visiting Sedgebrook and to inform the residents involved.
7.7 The Vice Chair reported that neither Gary Butler nor Dave Reeder (from National Highways) had organised their team to look at the culvert on the A52 as was promised – if they have been already, we haven’t been notified.
8 Planning Applications
8.i Planning Application No: S24/0270 – Change of land to form Camping and Caravan Site comprising 140 touring and motorhome pitches – concern was raised at the size of the proposed Caravan Site and the effect it will have on the local road network. The present car park at The Dirty Duck will be reduced and concern was raised there will be nowhere to park apart from the narrow road leading to The Dirty Duck. A public meeting was being held at Woolsthorpe this evening.
9 Footpaths – Cllr Denton reported on the amount of dog waste which is being left on the Abbey Lane footpath leading to Church Lane. The footpath from School Lane to Village Street was currently very muddy.
10 The Green
10.1 Village Green – this has now been completed and there are buds appearing on the Hornbeam tree. A photograph will be taken of everyone involved and will be put in The Grantham Journal.
10.2 Bus stop for the village at The Green – Cllr Denton had spoken to some parishioners who were all in favour of a bus stop. It was unanimously agreed to have a bus stop flag complete with a timetable. Clerk Action: to contact Deon Fischer of LCC to arrange a meeting at The Green to determine the best position for the pole.
10.3 D-Day Celebration Arrangements for 6 June 2024 – it was agreed to check the Government guidelines for the celebration. Cllr Action: Cllr Denton to investigate.
11 Recreation Field
11.1 Adult Exercise Equipment for the Playing Field – no progress has been made.
11.2 Matters relating to the Playing Field Access – an issue had occurred whereby The Manor required access to the Recreation Field and there was no keyholder available to unlock the security post. There are two keys – the Vice Chair will keep one and Cllr Warby will give her key to The Manor; a further key can be cut if required. A discussion ensued regarding the entrance to the recreation field. Clerk Action: to write to the owner of Sedgebrook Manor.
11.3 Goal Posts – to put the nets up permanently? Following discussion, it was agreed that, due to the potential risk to health and safety, the Parish Council would not be putting up the nets.
12 SKDC Prosperity Fund – update – the benches and picnic tables are still with Ecoplastic. Delivery will not be arranged until the ground is drier. The leaflet holder has now been put up in the phone kiosk. We will have to wait regarding any advertising until SKDC have completed their promoting. The Chairman thanked District Councillor Pam Bosworth for the Prosperity Fund which is very much appreciated by the parishioners. He also thanked Cllr Pam Bosworth and Cllr Hannah Westropp for their past donations which have helped in providing facilities which are well used.
13 Defibrillator – update – this has been checked over and is working correctly. The beeping was caused by the door mechanism which appears to have stopped. Clerk Action: to contact Dr Kiki Steel to send a message via the Village WhatsApp Group to say the defibrillator is working alright.
14 Staffing Committee – terms of reference for all committees (Staffing Committee is essential) – following discussion it was agreed that, as we are such a small Parish Council, we will not have a Staffing Committee. Any issues the Clerk may have with a member of the Council can be raised with an alternative Councillor to resolve the matter.
15 To review the following:-
15.1 Child Protection Policy the review of the policy had been completed and the Parish Councillors unanimously agreed with the review and the policy was adopted.Clerk Action: to update the policy on the website..
15.2 Equality and Diversity Policy – it was unanimously agreed with the review of the policy which was adopted. Clerk Action: to update the policy on the website.
15.3 General Privacy Notice – following a review, the Parish Councillors unanimously agreed with the review and the policy was adopted. Clerk Action: to update the policy on the website.
15.4 Media Policy – the policy had been reviewed which was agreed and adopted unanimously by the Parish Councillors. Clerk Action: to update the policy on the website.
15.5 Records Retention Policy – the policy had been reviewed and adopted unanimously by the Parish Councillors. Clerk Action: to update the policy on the website.
15.6 Code of Conduct – the Code of Conduct had been reviewed and adopted unanimously by the Parish Councillors. Clerk Action: to update the policy on the website.
15.7 Risk Assessment 2024 (to be adopted at the Annual Parish Council Meeting on the 16 May 2024) – the policy had been reviewed.
15.8 Standing Orders (to be adopted at the Annual Parish Council Meeting on the 16 May 2024) – the policy had been reviewed.
16 Finance (The Clerk)
16.1 Details of income and outgoings since the last meeting as per the bank statements from the 5 December 2023:-
16.2 Verification of Bank Statements/Bank Reconciliations – the Vice Chair completed the verification and signed the documentation.
16.3 Quarter End accounts as at the 31 December 2023 and revision of Budget figures – the Clerk had revised the budget – the tax payable to HMRC for PAYE and the office expenses were increased. A small budget of £40 for the Annual Parish Meeting refreshments had been added. It was noted that we should have a balance to carry forward of £3861at the year end if the Clerk’s pay and the Society of Local Council Clerk’s contribution are taken into account.
16.4 Half-yearly Audit of the Parish Council’s accounts – Chris Pilkington will be completing the Internal Audit and will be contacting the Clerk shortly.
16.5 Subscription to the Society of Local Council Clerks – Clerk’s renewal due 1 April 2024 – it was unanimously agreed to pay the Clerk's subscription to the organisation of £112. Clerk/Councillor Action: to arrange payment.
16.6 Payments List for Authorisation
All the payments were signed and authorised.
16.7 Online Banking – Cllr Denton and the Clerk were happy with the online banking system.
17 Annual Parish Meeting – update on arrangements – the Clerk had received a few replies to the invitations. Clerk Action: to email the County Councillor to see if Cllr Richard Davies will be able to attend. Cllr Denton would organise some light finger food and fruit juice.
18 Election of New Chair – the Chairman was standing down with immediate effect. Cllr Denton proposed Cllr Gill Mahoney as the new Chair which was seconded by Cllr Clive Wood.
19 Items for the next meeting:
19.i Parish Council Insurance – the Clerk to obtain three quotations for the next meeting.
20 Dates of the next meetings:-
9 May 2024 – Annual Parish Meeting
16 May 2024 – Annual Parish Council Meeting