May 2022 Minutes Annual Parish Council Meeting
SUDBROOKE PARISH COUNCIL
MINUTES OF THE ANNUAL MEETING OF SUDBROOKE PARISH COUNCIL HELD ON THURSDAY 5 MAY 2022 IN THE BRAMHAM LOUNGE, SUDBROOKE VILLAGE HALL
Present: Councillors Mrs Tracey Bowman (Chair), Andy Cottam, Simon Crampton, Mrs Sandra Clayton, Paul Fido, Dave Scott
District Councillor Bob Waller
Mrs Christine Myers (Clerk), Mrs Bridget Solly (Treasurer)
Two residents
12 – 22/23 PARISHIONERS ITEMS
• A report had been received from a resident re parking on the footpath by contractors working on a property on Scothern Lane. A polite request had been made by the Parish Council to the owner who had apologised and stated that the contractors had now been asked to park within the boundary of the property.
• A suggestion had been made by a resident that a grass strip on the north side of St Edward’s Drive be a continuation of the existing footpath and constructed whilst works were taking place within the village. This had been conveyed to LCC Highways who had stated that the works are target costed and agreed well in advance of work starting on site and the suggestion could not be accommodated at this time.
• A resident had suggested removal of access to the public footpath entrance into the last part of West Drive prior to the farm roads as a safety aspect due to the increase in farm machinery in that area. Councillor Mrs Tracey Bowman agreed to meet the resident to ascertain further information.
• Notification had been received from a resident in Woolley Road that he had reported to LCC Highways that a tree had been planted on the footway.
• Contractor Arborez requested access to the village hall playing field to work on a tree at the rear of a property on West Drive and to remove logs which he had left there earlier in the year. Members agreed to this request.
13 – 22/23 ELECTION OF CHAIRMAN AND SIGNATURE OF DECLARATION OF ACCEPTANCE OF OFFICE
That Councillor Peter Heath be elected Chairman for the year 2022/23 proposed by Councillor Mrs Tracey Bowman, seconded by Councillor Simon Crampton and unanimously Resolved.
The Declaration of Acceptance of Office would be signed at the next meeting of the Parish Council.
14 – 22/23 ELECTION OF VICE CHAIRMAN AND SIGNATURE OF DECLARATION OF ACCEPTANCE OF OFFICE
That Councillor Mrs Tracey Bowman be elected Vice Chairman proposed by Councillor Simon Crampton, seconded by Councillor Dave Scott and unanimously Resolved.
The Declaration of Acceptance of Office was duly signed.
15 – 22/23 APOLOGIES AND REASONS GIVEN
Councillors Peter Heath, Bhikhu Mistry. County Councillors Mrs Sue Rawlins.
That reasons given be accepted unanimously Resolved.
16 – 22/23 TO RECEIVE DECLARATIONS OF INTEREST ON ANY ITEM ON THE AGENDA
None declared.
17 – 22/23 NOTES OF THE MEETING HELD ON 7 APRIL 2022 TO BE APPROVED AS MINUTES
That the Minutes be approved unanimously Resolved.
18 – 22/23 COUNTY COUNCILLOR AND DISTRICT COUNCILLOR REPORTS
CC Sue Rawlins had sent a report to LCC Highways Officers in that she stated that she had requested that ‘regarding the closure of Sudbrooke Road, Sudbrooke to Nettleham during the drainage works at Scothern to September 2022, the Parish Council and some residents have asked if it would be possible to at least mitigate the closure at some times to ensure that residents can journey more easily during the period to facilities in Nettleham. They suggest consideration of a one way system for the entire period or for the period covering the school holidays’
DC Bob Waller drew attention to the recently commenced collection of the purple lidded bins containing paper and card. The service had received mixed comments but statistics proved it was working well.
DC Waller also stated that 150 Ukraine’s were now living with 70 residents in West Lindsey.
19 – 22/23 TO APPOINT MEMBERS WITH RESPONSIBILITY FOR THE 2022/23 PERIOD FOR THE FOLLOWING
Representative on Village Hall Committee – Councillor Mrs Tracey Bowman
Trees and Environment – Councillor Paul Fido
Village Play areas/equipment – Councillor Mrs Tracey Bowman
Village Furniture – Councillor Bhikhu Mistry
Sudbrooke News Distribution – Councillor Andy Cottam
Highways/Footpaths – Councillor Simon Crampton
CCTV at Village Hall – Councillor Bhikhu Mistry
Defibrillator weekly inspections – Councillor Peter Heath
Planning – District Councillor Bob Waller offered to advise the Parish Council on Planning matters
Grass cutting – The Clerk was given delegated responsibility for grass cutting with authority to instruct additional minor work where required.
HR/Staffing – Councillors Mrs Tracey Bowman and Andy Cottam
New Cemetery Working Group – Councillors Peter Heath, Mrs Tracey Bowman, Andy Cottam (Revd Canon Penny Green to also be a member).
20 – 22/23 REPORTS ON MATTERS OUTSTANDING
A Burial space/new cemetery – Report received from Trees Officer, WLDC that the whole area of land on corner of Church Lane, and offered to the PC for a cemetery, is covered by a TPO.
Members Resolved that a second request be made to Barber Farms to reconsider selling an acre of land on the opposite corner of Church Lane/Scothern Lane.
B Speed indicators in village – Nothing further to report. Councillor Dave Scott to chase.
C i. Proposed closure of Nettleham Lane by LCC – reply to complaint – Reply received 8.4.2022 that complaint passed to the Monitoring Officer. No further correspondence received.
Resolved that a further reminder be sent to the Customer Relations Team, LCC and Chief Executive, LCC.
i. To consider making a request to LCC to make Church Lane and Sudbrooke Lane or part of it, one way from Sudbrooke to Nettleham. If not for the entire period of the work, for the period covering the school holidays, proposed by Councillor Simon Crampton - This item had already been referred to LCC by CC Sue Rawlins as mentioned in her report.
D Five a Side Charity event on Stuart Curtis field – 9.4.2022 – A report had been received from Mrs Emma Chapman stating that the event had been a success and had raised £3,347.50 for St. Barnabas Hospice.
E To consider quotations received for levelling of footpath between Elm Drive and the woods – quotes received in the sum of £350.00 and £550.00. Following discussion it was agreed that due to the dry weather it was not possible to obtain a good result from carrying out the work at present. The item was deferred until the Autumn 2022.
F Multi-purpose Sports Area – To consider organising a Working Group to sweep the area – Agreed that a group of members/Clerk sweep the area on an evening to be arranged.
G Report of unlawful activity on Village Hall Playing Field update – No contact/follow-up had been received from the Nettleham Police Team, Market Rasen Police Team and a report to 101, therefore the Clerk was instructed to report this to the Police and Crime Commissioner.
21 – 22/23 TO CONSIDER REQUEST FOR THE VILLAGE HALL AND ERECT PICKET FENCE
Members considered this requested and unanimously Resolved that there be no objections to this request.
22 – 22/23 TO CONSIDER SCHEME FOR MAIN DRIVE, CONDITION 13 OF PLANNING PERMISSION 133284 ALLOWED ON APPEAL 21 JUNE 2018
District Councillor Bob Waller had stated that a developer cannot change a planning condition. Therefore a meeting had been arranged with the Head of Planning Services at WLDC and LCC Highways Footpaths Officer to discuss ongoing Condition 13.
23 – 22/23 TO CONSIDER REQUEST BY MRS EMMA CHAPMAN TO ORGANISE, IN CONJUNCTION WITH THE PARISH COUNCIL, THE VILLAGE SPORTS EVENT ON 10 SEPTEMBER 2022
This request was welcomed and that the Parish Council support the event unanimously Resolved.
24 – 22/23 TO CONSIDER WHETHER TO SUBSCRIBE TO A GOV.UK DOMAIN FOR COUNCILLORS EMAIL ADDRESSES
This had come via a suggestion from LALC but was stressed that this was not mandatory. The cost would be £80 set up and an annual charge of £40.00.
A vote was taken - For – 1 Against 5.
25 – 22/23 STUART CURTIS FIELD – REPORT OF REQUEST FOR HIRING AND TO AGREE ON FEE/GRASS CUTTING
A request for the hiring of the field on Tuesday and Wednesday evenings had been received from Nettleham FC. This was welcomed by members in order to see the field used for the purpose it was originally intended.
Nettleham FC had asked if they could cut the grass in between scheduled PC cuts and it had been confirmed by the PC insurers that this would be in order provided that the person carrying out the cutting had his own Public Liability insurance.
The hiring cost of the field was agreed at £250.00 from May to end September 2022.
26 – 22/23 FINANCE
A Accounts to be approved for payment:-
Mrs C. Myers - Clerks expenses - £25.84
Parish Magazine Printing – Printing Sudbrooke News May 2022 - £265.79
e.on – Electricity at Stone monthly payment - £17.00
Sudbrooke Village Hall Committee – Hire of Hall for PC Meeting - £17.00
Glendale Countryside Ltd – Grasscutting – Net £1013.87, VAT £202.78, Gross £1,216.65
LALC – Annual Training Scheme Membership – Net £135.00, VAT £27.00, Gross £162.00
BHIB – Annual Insurance Renewal - £732.57
LALC – Annual Website Maintenance Fee – Net £150.00, VAT £30.00, Gross £180.00
AKO Groundworks – Fencing Multi-Purpose Sports Area – Net £1,572.15, VAT £314.43, Gross £1,886.58
Salaries total - £902.68 - will be paid via BACS on 31st May 2022
Bank Account position
Current Account - £5,087.23
Instant Access Account – £54,842.22
14 Day Account - £4,434.48
Fox Covert Account - £2,159.74
Northfield Park Account – £19,178.69
Sportsfield Account - £3,924.46
Total in Accounts as of 5th May 2022 - £89,626.82
B Parish Council’s de-registration of VAT – The Treasurer explained that deregistration had been carried out due to the Parish Council’s taxable income for VAT being below the threshold. This would be beneficial to advertisers in Sudbrooke News with no VAT now being added to invoices.
This was noted by members.
C Internal Audit – Report by Treasurer prior to completion of AGAR forms at June meeting of the Council – The Treasurer stated that the Internal Auditor would be auditing the accounts in the next few days prior to the completion of the AGAR at the next PC meeting.
D To consider renewal of the Parish Council insurance for 2022/23 – An offer of a three year term for insurance had been offered by the current insurers, BHIB, which would result in a substantial saving of an annual policy.
That the Parish Council enter into a three year term for insurance unanimously agreed.
E Groundwork UK - The Treasurer pointed out that back in May 2018 the Parish Council received a grant of £7,067.00 from Groundwork UK for the Neighbourhood plan work. The period of the grant came to an end on the 31 March of this year. £6,178.25 of the grant had been spent and therefore the difference of £888.75 was required to be paid back to Groundwork UK.
Members asked the Treasurer to enquire if it was possible to retain this amount for future work on the Neighbourhood Plan and printing of additional copies.
27 – 22/23 PARKLANDS DEVELOPMENT
i Report of meeting held between Chairman, Vice Chairman and Project Manager
Phases - The development has now 39 occupied houses with only 2 left to sell in phase 1. Phase 2 will start shortly (this is the area immediately astride West Drive). The old show house is up for sale and the new one nearing completion. The management office will move there as well as the marketing suite. It is likely that the show home will remain as such for the foreseeable future.
Main Drive access - A resident in the existing houses has been pushing for the bollards to be installed as per the original planning permission. The developers are adamant that it cannot be done because of LCC highways restrictions blocking rights of way. They have applied for a change to planning item 13 to create a visual restriction and narrowing of the roadway.
Woodlands - The woodlands are almost completed and they are still looking to find a company to maintain the woods. The charge to Parklands residents is to be £125 per year. We raised the point that there may be friction between the groups from the village. New purchasers are being made aware of the charges and the fact that it covers other amenities in the Parklands. (Originally there was supposed to be an outside gym). They are installing benches and picnic tables around the ponds.
The Project Manager had stated that the newly laid paths are still being rolled to improve them. He was asked if they could use the roller on the Northfield Park rutted area (to the rear of the shop).
The Pub - This is ongoing. The land is for sale.
Bear in the Woods - The children of Ellison Boulters have vote for the bear to be called "Boulter the Bear".
Ii To consider a request from The Parklands Development Project Manager for endorsement for the Parklands project to be nominated for an award – Resolved that it be preferred that the Parish Council write its own statement if a request is made in the future.
28 – 22/23 CLERKS REPORT
The Clerk stated that she would like to attend the Society of Local Council Clerks next meeting at Mablethorpe on 29.6.2022 and requested payment of travel expenses. That this request be granted unanimously Resolved.
29 – 22/23 CHAIRMANS REPORT - Nothing to report.
30 – 22/23 CORRESPONDENCE RECEIVED SINCE LAST MEETING AS LISTED BELOW
30.3.2022 – Notice of temporary road restrictions – St Edwards Drive – 16.5.2022 – 29.7.2022
31.3.2022 – LCC Parish News
31.3.2022 - Acknowledgement from Customer Relations Team, LCC, that complaint re no reply to Parish Councils response to proposed closure of Sudbrooke Lane being forwarded to Monitoring Officer, LCC
4.4.2022 – WYPF Matters
*5.4.2022 – LCC County Views survey
5.4.2022 – LALC E News
6.4.2022 – Request from LALC for information for newsletter
6.4.2022 – LALC – Information re Shining Stars awards
7.4.2022 – Notification from Monitoring Officer that complaint re no reply to Parish Councils response to proposed closure of Sudbrooke Lane being forwarded to Democratic Services, LCC
*7.4.2022 – County Views article
7.4.2022 – News from the ICO
8.4.2022 – Reply from Customer Relations, LCC that Monitoring Officer dealing with PC complaint but that LCC Highways take on board comments regarding communication basis.
11.4.2022 – Notification from resident that potholes on Sudbrooke Lane had been reported again, requesting that the works be undertaken during any road closures.
19.4.2022 – Acknowledgement from LCC of second report of raised drain cover on Nettleham Lane.
19.4.2022 – Notification from Parish Printing of 15% price increase
19.4.2022 - LALC Weekly E News
*21.4.2022 – Cherry Willingham Children’s Centre Activities
The increase in printing of Sudbrooke News was noted. However due to the good quality of the print, efficiency of the company and the price still being competitive unanimously Resolved that the Parish Council continue to use Parish Printing.
31 – 22/23 DATE OF NEXT MEETING - Thursday 7th July 2022 – Bramham Lounge of the Village Hall.