November 2024 Minutes
Crowland Parish Council
Minutes of Extra Ordinary Full Parish Council Meeting
Monday 24 June 2024 at 7pm in Crowland Community Hub, Hall Street, Crowland
Present: Cllrs. Bryan Alcock, David Kempton, Cathi Elphee, Reg Boot, Jon Boor, Peter Davis, Graham Searle, Darren Warner
Also in attendance: Tracey Kingston (RFO & minute taker)
Absent: Cllrs. Jay Levesley, Katie Pepper, Rodney Sadd & Annette Williams
In the Chair: Cllr. Bryan Alcock thanked everyone for attending.
39) Apologies for Absence of the meeting was advised and apologies with valid reasons for absence had been received from Cllrs. Jay Levesley, Katie Pepper, Rodney Sadd & Annette Williams. It was proposed, seconded and Resolved: those apologies be noted with valid reasons for absence accepted from Cllrs. Jay Levesley, Katie Pepper, Rodney Sadd & Annette Williams
40) Declaration of Interests - as per the LGA 2000 – None
41) To receive, consider and approve cash book, income and expenditure 2023-24 statements and asset register for publication.
Reports were tabled and RFO confirmed these were the same reports that Councillors reviewed and agreed at year end, prior to the internal audit
Proposed by Cllr JB and seconded by Cllr PD All agreed
42) To receive the Annual Internal Audit Report and approve publication.
A report was distributed prior to the meeting. The findings were discussed and it was confirmed that the Clerk and the RFO have been working on the points raised and some have already been completed. The clerk also has a detailed schedule of policies to be reviewed and presented to Full Council over the coming months. A documented response to the audit findings has been produced.
Proposed by Cllr PD and seconded by Cllr CE All agreed
43) To receive, consider and approve the Annual Governance Statement 2023-24 and for the Chair and Clerk to sign.
The Annual Governance statement was discussed in detail with Councillors reviewing each statement and reaching agreement for the response. The risk statement was discussed in more detail and it was confirmed that the finance committee had documented the finance risks in November 23 and had been maintaining that risk register since. Councillors were satisfied that items are being dealt with promptly and whilst it was finely balanced, were happy to mark this statement yes. The report will be updated and then signed by Chair and Clerk (TK, BA, TC)
Proposed by Cllr JB and seconded by Cllr RB All agreed
44) To receive, consider and approve the bank reconciliation, variance analysis and the Annual Accounting Statement 2023-24 and for the Chair and RFO to sign
A report was distributed prior to the meeting. The RFO went through the restated items from the prior year explaining how these had arisen and confirmed how the entries tied back to the reports provided earlier in the meeting. The RFO then discussed the variances report and the entries that have resulted in a variance of 21.58%. The report will be updated to reflect the drainage ccosts were Council and the Kubota was the Corvus. (Action TK)
Proposed by Cllr JB and seconded by Cllr MA All agreed
45) To approve the dates of electors rights to be exercised Monday 1 July – Friday 10 August 2024
A draft of the notice to electors had been presented prior to the meeting and the dates of the exercise agreed. The RFO confirmed she would be handling any requests from electors to view the information
Proposed by Cllr PD and seconded by Cllr BA All agreed
46) To approve the publication of documents on the parish council’s website to meet obligations specified in the Council’s Publication Scheme, transparency Code and Accounts and Audit Regulations 2015.
The RFO advised which documents are required to be published on the website to ensure transparency rules were adhered to. It was also agreed that the Councils response to the internal audit would be published on the website. The AGAR and public notice will also be displayed on the two council noticeboards in the town.
Proposed by Cllr BA and seconded by Cllr PD All agreed
“Closed Session”
To resolve to move into closed session in accordance with the Public Bodies (Admission to Meetings) Act 1960 due to the confidential nature of the business to be discussed in relation to the following: -
MINUTES OF THE MEETING OF SUDBROOKE PARISH COUNCIL HELD AT 7.30PM ON THURSDAY 7 NOVEMBER 2024 IN THE VILLAGE HALL, SUDBROOKE
PRESENT: Councillors Peter Heath (Chairman), Mrs Tracey Bowman (Vice Chair),
Mrs Sandra Clayton, Simon Crampton, Paul Fido, Bhikhu Mistry, Mrs Cathryn Nicoll,
Mrs Christine Myers (Clerk), Mrs Bridget Solly (Treasurer)
105 – 24/25 PARISHIONERS ITEMS
It was noted that a resident had kindly cleaned signage on Church Lane and that Western Power had cut the tops of the hedge on Church Lane.
106 – 24/25 TO RECEIVE APOLOGIES AND REASONS GIVEN
Councillor Mrs Pauline Loven, County Councillor Mrs Sue Rawlins.
107 – 24/25 TO RECEIVE DECLARATIONS OF INTEREST ON ANY ITEMS ON THE AGENDA
None declared.
108 – 24/25 DRAFT MINUTES OF THE MEETING HELD ON 3 OCTOBER 2024 TO BE APPROVED AND SIGNED AS MINUTES
That these be approved and signed as Minutes unanimously Resolved.
109 – 24/25 COUNTY AND DISTRICT COUNCILLORS REPORTS
CC Sue Rawlins had sent a report stating that she now had a dedicated Highways Officer to work with at LCC.
She stated that she was pursuing with that Officer a possible reduction in the speed limit on the A158 and the drainage around the Millennium Stone.
110 – 24/25 REPORTS ON MATTERS OUTSTANDING
A Section 106 Agreement, Church Lane - Nothing further to report. Resolved that a letter be sent to the Chief Executive of WLDC asking that he pursue this matter.
B Resurfacing of footway on Wragby Road – nothing further to report from County Councillor.
C Resurfacing of footway on Scothern Lane – nothing further to report from County Councillor.
D Millennium stone lighting/drainage of the area around the Stone – See CC Report above.
Initialled…………………….Chairman
Date…………………….
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E Church Lane near to Two Corners – nothing further to report from County Councillor.
F Northfield Park Gardening Group – report of meeting held on 6 November 2024 - Arborez had cut down the shrubs as quoted and would be removing the roots during the next few days.
The Group would go ahead with further clearance of the area as weather permitted.
A grant of £500.00 had been received from the Zero Carbon parishes fund. The funds currently held by the Parish Council for the Group totalled £730.00.
G Community engagement – East Mercia Rivers Trust – report of presentation – 21 people had attended the presentation on 6 November 2024 which had proved very interesting with many carrying out ‘dipping’. It was reported that the Sudbrooke beck was in good condition.
H Christmas Tree lights switch on 24 November 2024
i Arrangements to date – TENS licence obtained by Councillor Peter Heath, raffle prizes purchased/donated, Bates Sound would provide additional Christmas music. As there was no November Sudbrooke News printed, the Clerk would print a flyer about the event and the Sudbrooke News Distributors be asked to deliver it.
ii To review Risk Assessment – The Risk Assessment from 2023 was reviewed without amendment and adopted for this event.
111 – 24/25 DRAIN TO REAR OF FOX COVERT
Item deferred until next meeting.
112 – 24/25 TENNIS NET – TO REVIEW RESPONSES AS TO THE REQUIREMENT OF A NEW TENNIS NET
Following request for a replacement tennis net and an article in Sudbrooke News seeking residents’ opinions, only one response had been received. In this respect members Resolved not to purchase a new net.
Two suggestions for use of the multi-purpose sports area had been made, one being for the use of a dog training area. It was felt that the area could be used for such on condition that it did not interfere with anyone else who may be wanting to use the area at that time.
A further suggestion was a request for a basketball hoop. This had been considered previously but grant funding had not been successful. Members felt that if some fund raising by the requester could be made this could be further considered and another grant application made towards the cost.
Initialled……………………….Chairman
Date……………………..
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113 – 24/25 VOLUNTEER GROUP – TO REVIEW RESPONSES IF RECEIVED, FOR A VOLUNTEER GROUP
Following an article in Sudbrooke News there had been no responses received.
114 – 24/25 GROUNDS MAINTENANCE 2025
A To consider grassing over the Wildflower area on the Jubilee Garden – That this be grassed over proposed by Councillor Paul Fido, seconded by Councillor Peter Heath and Resolved.
That the resident who had carved the ‘Wildflower Garden’ sign be offered it unanimously Resolved.
B To consider the removal of rough hedging/shrubs at entrance to Northfield Park to enable the area to be grassed – It was reported that this area was full of elder, wild roses and brambles, and keeping cut to one metre in height and from overgrowing the walkway had become a burden on the Council’s limited resources.
Two quotations had been received for its removal in the sums £580.00 and £350.00. That the quotation for £350.00 be accepted unanimously Resolved.
C Following inspection, to agree to removal of three trees on playing field, one leaning heavily, two dying – Two trees on the Village Hall playing field were requiring removing due to being dead or dying. The third, a cherry tree, which was leaning had been assessed and Arborists advice given that it required reducing in height. Cost for these works - £300.00.
That this work be carried out unanimously Resolved.
D Following inspection to agree to removal of large shrub on West Drive – This item not discussed.
E To agree Grass cutting Schedule for 2025 season – This had been compiled by Councillor Paul Fido and the Clerk and if approved by Council would be used for obtaining quotations for the next years grass cutting. The Schedule was approved unanimously.
115 - 24/25 BALANCING PONDS – TO CONSIDER SCOPE OF WORKS REQUIRED AND RESPONSIBILITY – PROPOSED BY COUNCILLOR SIMON CRAMPTON
The Council was advised that the Management Company for the Parklands had recently changed and during the recent months no maintenance had taken place to the ponds, they now becoming very silted, overgrown with weed and litter. The Clerk was asked to contact Witham Third Drainage Board to ascertain their responsibility for the ponds.
Initialled……………………….Chairman
Date……………………..
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116 – 24/25 PLAY EQUIPMENT
To consider quotation for maintenance - Quotation received from EKM Ltd for the following:
Village Hall site resetting of fence posts - £95.00; Repair the split in the safety surface under junior swing - £40.00;
Northfield Park - replacement of lower platforms (one second hand) in the sum of £680.00.
That the above quotation be accepted unanimously Resolved.
117 – 24/25 TO AGREE MEETING DATES FOR 2025
Dates agreed as follows:-
2025 - 9 January; 6 February; 6 March; 10 April; 8 May; 5 June; 3 July;
August no meeting; 4 September; 2 October; 6 November; 4 December
The Annual Parish Meeting will be held on Tuesday 6th May 2025
118 – 24/25 FINANCE
A To consider the amount to budget for 2025/26 – WLDC had asked for an estimate of the Budget prior to the full setting of the parish Precept. That a sum of £38,000 be budgeted unanimously Resolved.
B Sudbrooke News - to consider quotation from alternative Printer – a price had been received for the printing of the Sudbrooke News in its current format in the sum of £375.00. This would be a saving on the current cost. That this printer be given the opportunity to print Sudbrooke News for the December edition unanimously Resolved.
C To receive the revised NALC salary scales for Clerk and Treasurer and confirm implementation from 1.4.2024 – That these scales be implemented proposed by Councillor Mrs Cathryn Nicoll, seconded by Councillor Mrs Tracey Bowman and Resolved.
D Ratification of accounts paid/for payment/bank balances
Monies received:
Groundwork UK – Neighbourhood Plan Grant - £3,330.00
Lincolnshire County Council – receipt of grant for gardening group - £500.00
Accounts paid:
Todds – paper and folders – net £28.75, VAT £5.75, Gross £34.50
Visual Print and Design Ltd – printing Sudbrooke News - £395.00
Doddington Hall – Christmas Tree – Net £320.83, VAT £64.17, Gross £385.00
Initialled………………………….Chairman
Date…………………….
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Accounts for payment:
E. ON – Electricity at Millennium stone - £25.00
Tesco Mobile – PC Mobile Phone - £8.09
Mrs C Myers – Expenses – £50.80
Mrs B Solly – Expenses –including Purchase of anti-virus software for PC laptop - £117.19
Greetwell Parish Council – Purchase of accident book - £3.81
Glendale Countryside Ltd – October cut – Net £490.00, VAT £98.00, Gross £588.00
LAB Planning Services Ltd – preparation of a modification schedule and start of consultation statement re. Neighbourhood Plan - £1,350.00
Mrs C Myers – Cups for Christmas Tree Event – Net £16.85, VAT £3.37, Gross £20.22
Mrs C Myers – Items purchased for Christmas Tree Event - £91.40
Mrs C Myers – purchase of refreshments for Neighbourhood Planning Consultation evening £7.05
Mrs C Myers – Purchase of Santa hat and beard - £9.98
Cllr P Heath – purchase of mulled wine - £117.15
Cllr P Heath – purchase of TENS Licence for Christmas Tree Event - £23.00
That the above payments either paid or to be paid be approved proposed by Councillor Mrs Tracey Bowman, seconded by Councillor Simon Crampton and Resolved.
Bank Balances Thursday 7 November 2024:
Current Account – £5,428.37
Instant Deposit Account (earmarked reserved) – £49,765.58
Fox Covert Account – £2,223.08
Northfield Park Account – £18,480.30
Sportsfield Account – £4,039.55
Total in bank accounts - £79,936.88
119 – 24/25 PLANNING
A Neighbourhood Plan Review:-
i Update on current Consultation – Several comments had been received and would be collated to formulate amendments at the end of the consultation on 17 November 2024.
B To receive confirmation on further grant funding of the Review from Groundwork UK – A further grant of £3,300 had been received to fund the Review.
Initialled…………………………….Chairman
Date………………………….
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120 – 24/25 CORRESPONDENCE RECEIVED SINCE LAST MEETING
*Sent to Residents List
4.10.2024 – News from the ICO
*4.10.2024 – West Lindsey Business Brief
*14.10.2024 - WL News
*18.10.2024 – County Catch up
18.10.2024 - LALC Fortnightly News
22.10.2024 - LALC Training bulletin
*23.10.2024 - Upcoming events in West Lindsey
28.10.2024 – Agenda for upcoming WLDC Council meeting 4.11.2024
*29.10.2024 – LCC Town and Parish newsletter
30.10.2024 – Notice of agenda item for WLDC Planning Committee 6.11.2024
121 – 24/25 CLERKS REPORT
The Clerk reported as follows: -
• That she had renewed the mobile phone contract with Tesco for a further year at £8.09 per month.
• LCC had arranged the uplifting of the grit bin on the corner of Holme Drive.
• There would be a Police Teams meeting on 14 January 2025 – Councillor Paul Fido had agreed to attend.
• That the Parochial Church Council were arranging for signage at the new church car park on Sudbrooke Place as previously requested by a resident.
• She requested the funding of attendance at the Clerks Networking Day at Welbourne on 26 November 2024. That the Clerk attend unanimously Resolved.
122 – 24/25 CHAIRMANS REPORT
The Chairman stated that he was pleased that there had been a good response to the community engagement with the Rivers Trust regarding the beck.
123 – 24/25 DATE OF NEXT MEETING
5 December 2024, 7.30pm, Bramham Lounge, Village Hall
Signed…………………………..…………….Chairman
Date………………………
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47) Support to the Asset Working Party.
A agreement was made about professional support that the AWP will require for future projects.