Agendas and Minutes 2024

Public Forum

3 members of the public attended.

No questions/issue were raised

Councillors referred to the vacancy for a Councillor. It was confirmed that co-option is permitted following confirmation that no one has called for an election. Following advertising the vacancy, it was confirmed one application has been received. Councillors discussed the application and it was proposed, seconded and RESOLVED by majority to co-opt David Kelly to the Parish Council. ACTION CLERK

Meeting commenced at 7.07pm

Present

Mark Newton (MN) Chairman, Geoff Fearn (GF) Vice-Chairman, Jane Bell (JB), Mick Walker (MW), Daryl Walton (DW), Paul Wood (PW), Ross Warman (RW), Mick Brooks (MB), Carole Lee (CL), John Leventhall (JL), Alex Maughan (County Cllr) and Jane Evans, Parish Clerk

24/018

Apologies for Absence

None – all present

24/019

Declarations of Interest.

To receive Disclosable Pecuniary Interests in accordance with the Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012.

None declared.

24/020

Minutes & Matters Arising from Previous Meeting 8th January 2024

Matters Arising

24/003 - It was confirmed Upper Witham Drainage Board have been contacted a few times but have not returned requests for call backs. It was agreed to keep this matter on the agenda. ACTION CLERK

24/012 Sandbags – no response has yet been received from Scouts so it was agreed to contact LB Rotary to enquire if there would be interest in helping with a working party. ACTION JB

It was RESOLVED that the minutes be signed as a true record.

24/021

County Council Report

It was confirmed the CC budget is out for public consultation and a summary of the £650m revenue budget was provided.

Cllrs were advised that following a meeting with LCC engineers, it was concluded the new Flood Alleviation Scheme will not have been a contributory factor in flooding from Storm Babet and Storm Henk. All properties impacted will be investigated. The Clerk advised that following an enquiry, an Anglian Water engineer has confirmed the storm pumps were working at capacity during the storms. New sensors have been installed to monitor and provide new data to Anglian Water.

Cllrs were informed that £15m funding for an A1 safety programme was allocated and subsequently withdrawn. Further questions are to be raised at CC level.

24/022

District Council Report

PW referred to the recent decision that the Local Planning Authority has declined to determine planning application S23/1616 relating to the unauthorised traveller site on Valley Lane. There

 is no right of appeal but there is the option to challenge the decision via the courts. SKDC will wait 4-6weeks to establish if further action is to be taken.

A summary of the most recent Council meeting was provided, including the SKDC decision not to support devolution.

24/023

Planning

Applications – none

Planning Approvals – see agenda, no comment required.

Planning Refusals – none

Planning Appeals/Withdrawals – none

Other planning issues – S22/0630. It was confirmed the land owner has contacted MN with a view to establishing the current view of the PC relating to the application that was refused. The application was reviewed, Cllrs satisfied with previous comments submitted, and it was RESOLVED that if the applicant appeals, no further comment will be made.

24/024

Section 106 monies – to provide update and discuss proposal for replacement of some play equipment.

It was confirmed that the funding from the FA Grant, if successful, could include the installation of the car park with 70% being covered by the grant. Given the proposed works, it was RESOLVED to postpone the car park project. It was further RESOLVED to request that the entire S106 monies from S21/0655 £26,434.25 are requested to support the installation of new play equipment.

Councillors were referred to a report from the PFMC, including details of three quotes and a recommendation further to a decision by the PFMC. Councillors RESOLVED to approve option 2, awarding the contract to Playdale with the total cost of £28,934.96 being covered by the S106 monies and the shortfall from PFMC funds.

The request is to be submitted to SKDC. ACTION CLERK.

A Cllr referred to the poor condition of the road/path to the north of Park View and it was agreed to check with the Planning Dept to establish if the developer fulfilled the conditions. ACTION CLERK

24/025

Village Hall Ownership Structure – to discuss current position

Cllrs were advised that the solicitor acting for the Diocese has confirmed he is still of the opinion the trust is ecclesiastical and as such there appears to be no way forward. Final options were considered, all of which had huge cost implications. It was RESOLVED to ask the solicitor acting for the PC to present her invoice. JL is to liaise with Jim Gould from the VHMC to consider whether all options have now been exhausted. ACTION JL

24/026

Gateway Project – to discuss revised quote from Jacs.

No response has been received from the grant provider regarding the use of JACs for the provision of the gates. As such it was resolved to defer discussion until the March meeting. ACTION CLERK

24/027

Grass Cutting Contract 2024/25 – to discuss tenders.

Councillors were referred to the summary of the tenders circulated prior to the meeting. It was confirmed 4 invitations had been sent out, two quotes received and two contractors declining to quote due to not having the capacity to fulfil the contract. It was agreed that correct procedures have been followed and the two quotes received being sufficient for consideration for the PC contract. It was RESOLVED to award the contract to Parks and Pitches. ACTION CLERK

24/028

Maintenance Plans for Memorial Gardens and Village Hall Gardens – to discuss frequency and budget

Councillors were referred to suggestions, circulated prior tot the meeting, to approve regular maintenance of the Village Hall Gardens and the Memorial Gardens. It was RESOLVED to request Tony Mills undertakes maintenance works at the Memorial Gardens three times per year, with a budget of £200 per visit. It was agreed no further quotes were required, Tony having done work before on behalf of the PC, to a high standard and reasonable cost.

Kristian, Womble Gardening is to be asked if the previous quote for ongoing maintenance is still valid. This was approved by Cllrs so it was agreed there is no the need to get alternative quotes. If the quote is still valid, it was RESOLVED  to schedule some work for March and this can be paid from this years budget and then general maintenance again in June and October. ACTION CLERK

24/029

Tree Management – to discuss policy implementation and surveys

It was suggested and agreed to look into the adoption of a suitable Tree Policy and look into risk assessment of trees. ACTION CLERK/CL

It was suggested and agreed to liaise with the PFMC regarding exploring a Forestry Commission Grant to assist with tree surveys. ACTION JB

24/030

Risk Assessments – to approve review.

Councillors were referred to risk assessments circulated prior to the meeting and the assessment review was formally approved.

24/031

Chairman’s and Clerk’s Report

Chairman’s Report

No report

Clerks Report

Councillors were referred to the attached report.

Item 4 – AM confirmed he has not yet spoken to Rowan Smith regarding the trees at Manor Drive but he is aware the legal position is being considered and he intends to push for LCC to take some responsibility.

No further issues raised/comment

24/032

Finance

Councillors were referred to the attached schedule of invoices for payment totalling £1919.60

RESOLVED – to pay the invoices. ACTION Clerk to arrange payment.

Monthly financial reports were provided – no questions raised.

Community Cleaner hours worked and payment – approved.

Councillors referred to the quote for work to paint Witham Meadow gate (£50) and purchase of the recommended treatment (£42.99) – RESOLVED to proceed with both. ACTION CLERK

24/033

Reports

Playing Fields Management Committee – it was confirmed the Summer Solstice Run is to be hosted in the village again and there is a large screen now available at the Pavilion (for consideration for hosting watching sporting events)

Village Hall Management Committee – it was confirmed the VHMC made a small financial loss of £875 for the year. Details of fundraising event were provided.

School Liaison – no report

Emergency Planning Group - no report

Road Safety – no report

Police Report – MB confirmed he is unable to attend the June meeting with the Police Commissioner but recommended that someone from the PC attends. The invitation is to be circulated again. ACTION CLERK

Footpaths & Streetlights – no report

Witham Meadow – no report

24/034

Correspondence

Councillors referred to attached list of correspondence received during the last month.

Item 3 – Cllrs discussed the emails circulated regarding need for a voluntary transport scheme and it was agreed a volunteer group is the correct way of establishing this and not a Parish Council. It was agreed no further action is to be taken.

24/035

Items for next agenda and Parish News Report.

Next agenda – Village gateway, Village Hall transfer of title

Parish News – availability of projector, screen and old computer gifted by the Local History Society. Volunteers needed for the Community Speedwatch

24/036

Date of next meeting – 4th March 2024

Meeting Closed 8.53pm

Signed Mark Newton  Designation Chairman    

Date 4th March 2024