July 2022 Minutes
Present: Nicholas Watts, William Rodwell, Paul Barrett, Andy Croyle, Deborah Croyle, Louise McGuinness, and David Strudwick
Clerk/RFO: Angela Harrison
Cllrs Bryan Alcock and Nigel Pepper
In the Chair: Louise McGuinness
To receive and approve apologies for absence
It was resolved to approve the apologies received from David Branton, Barry Hopkins and Ric Chapman.
(Cllrs Elizabeth Sneath and Jim Astill also sent their apologies)
To receive Declarations of Interest, in accordance with the LGA 2000
Village Hall Committee aka CTC
Debs Croyle
Dave Strudwick
Nicholas Watts
Andy Croyle
Good Neighbour scheme
Debs Croyle
Barry Hopkins
Louise McGuinness
Paul Barrett
Andy Croyle
Gardening Club
Debs Croyle
Paul Barrett
Andy Croyle
DFWFAC – Wind Farm
Paul Barrett
Andy Croyle
Nicholas Watts
Debs Croyle
William Rodwell
Ric Chapman
Village News
Paul Barrett
Andy Croyle
All the above declarations are non-pecuniary
Paul Barrett declared a non-pecuniary interest in item 15 iv)
Andy Croyle declared a Pecuniary interest in item 15 iii)
To formerly adopt the Minutes of the previous Parish Council meeting
It was resolved to approve the Minutes of the Annual Parish Council meeting and for the Chairman to sign them.
Matters arising from the Minutes, (not covered on this Agenda)
Item 9b – Village News
PB has agreed to continue to be responsible for the distribution of the Village News and has taken on 2 new distributors.
AC has taken over the role of Editor
Item 12 – Siting of a standpipe on the triangle
A quote has been received from Anglian Water of C£2,700 +VAT for the primary connection.
Requested discretionary fund/waive charges for a community project, from AW.
There is 26meters of pipe to go in and AW would be responsible should there be any issues in the future.
Updates will follow in due course.
Item 5 – Committee Membership
DB was not present at the Annual meeting but has requested to join the Finance Committee and come off the Playing Fields & Bus Shelters Committee.
LM to replace DB as the Chairman of the Finance Committee and join the HR Committee.
D Croyle moved to accept these changes en bloc.
A Croyle seconded
It was resolved to approve these changes.
To receive the Clerk’s Report
The report was received, and the Clerk stated that the grit bin at the top of Campain’s Lane may be moved to a more suitable location. LCC officers will be visiting the site to investigate further.
Spalding Flower Parade 2023 – to discuss the invitation from Cllr Angela Newton for the Parish Council to enter a float.
DC suggested that the PC get behind this event and involve the whole community, including the primary school.
After a lengthy discussion, it was decided that the Chairman would attend the fundraiser event scheduled for Saturday the 27th of August in Pinchbeck, to find out more information, and that this item be included on the September agenda. Action: LM & Clerk
Community Committee – to receive updates on the Good Neighbour Scheme, Gardening Club, Triangle Project, and the Queen’s Platinum Jubilee Fete.
Good Neighbour Scheme
Regular monthly “cuppa & cake” events planned. To be held on Wednesdays between 1 and 3pm, free of charge.
An application has been submitted for funding.
2-3 regular users already but hoping to attract more to the scheme.
Gardening Club
Planters beginning to bloom.
Entered the ‘in Bloom’ competition for the first time this year and were judged on the 5th of July.
Awards Ceremony will be held on the 21st of September where the winners will be announced.
The woodland area of the triangle project is too dry now, so will wait until the Autumn.
Wildflower meadow will be left until late September, to reseed before cutting.
Queen’s Platinum Jubilee Village Fete
The event was a great success with hundreds of positive comments and feedback.
Spalding Guardian reported along with photos.
All members, the clerk and local Cllrs attended at some point during the day.
Participation of the local school children was a big positive.
Following a post fete meeting, it was agreed to hold a ‘summer fete’ each year, date for 2023 to be confirmed.
Village Hall
Met with a representative of Allison Homes who are currently the designated developers for the Home Farm site.
2 options were tabled; the first was that they would build the Hall, the second was that they would give us some land and money for us to build it ourselves.
The first option was given as the PC’s choice and await the outcome.
Playing Fields & Bus Shelters – to receive updates on the damaged dog bin on Haywain Drive, Dog Fouling Signs, and the Tongue End Playing Field rewilding project.
Dog Fouling Signs
It has been noticed that new signs have gone up on some lampposts.
Shrubs and trees around the bus shelter in Hop Pole need cutting back.
Action: Clerk to contact Sneath’s and give DS’s number
It was agreed that the following items be moved to the Finance Committee: -
Littleworth Playing Field Fence
Littleworth Bus Shelter
Waste Bin on Haywain Drive
Fly Tipping – to receive any updates since the last meeting
Cllr Pepper was invited to give an update.
Boston Borough Council’s scheme is self-funding, and it looks as though SHDC will be adopting the same system.
Cllr Alcock added that it had been raised at the last SHDC meeting, where the current numbers of fly-tipping versus convictions was embarrassing.
Littleworth Station Reopening and Signal Box – to receive updates.
The Chairman requested that this item be changed to South Lincs Connected for future agendas and gave the following updates.
Meetings held on 6th and 8th of July with LCC and Network Rail. There will be an update in September.
Midlands site visits will take place on the 27th and 28th July. Representative from LCC has promised to squeeze Littleworth in on their itinerary.
Bus Service
301/302 Stamford to Spalding, will include Springfields from August 2022.
South Lincs Connected
Bus stops at Deeping St James have been costed at £17,000 for independent bus stops.
Advised to set aside S106 monies for these, as there is no funding available from LCC.
Peak hourly service required for DSN, as per the results of the Parish Plan Questionnaire.
Cycle paths and footpaths are under investigation.
Next meeting due in September. Date to be confirmed.
Carrington Drive turning circle – to receive an update.
DS stated that he had received an update this afternoon via Cllr Pepper.
This matter has now been passed to SHDC’s legal department and map shots of what it will look like have been received.
Village News – to receive recommendations from the Finance Committee
The Chairman requested that this be discussed under recommendations from the Finance Committee and details to be discussed “in Committee”.
Planning Matters to be considered
There were none
Members’ new email addresses – update
The Clerk explained that all members, except for 2, were using their designated PC email addresses.
These have been setup to make it easier should a freedom of information request come in, as the Clerk has access to all the email accounts. Parish and personal emails need to be kept separate, otherwise personal devices may have to be handed over. Action: Clerk to resend login details to WR and NW.
To receive and approve recommendations from the Finance Committee
To receive finance reports from the RFO
All reports received and explanations given by the RFO.
To approve outstanding Payments (separate sheet)
NW moved that the payments be approved
PB seconded
It was resolved to approve all outstanding payments.
To consider covering cost of repairs to the DSN Book Box
It was resolved to reimburse AC for the materials purchased to repair the Book Box.
To consider request from DSN Church for a donation towards the upkeep of the cemetery
The Clerk advised members that a Parish Council may not legally donate money to the Church but can pay for/towards the upkeep of an open burial ground. (The only other exception is the repair of a Church clock mechanism which is seen as a ‘Community Asset’).
A full discussion was had and it was resolved that the Clerk should obtain quotes from Sneath’s and Albany Garden Services for maintaining the churchyard, at the same frequency as the playing fields.
Action: Clerk
Agenda items to be included on the agenda for the next meeting
Churchyard Grass Cutting
Spalding Flower Parade
South Lincs Connected
Littleworth Signal Box
Finance Committee
Carrington Drive Turning Point
“In Committee”
The Public & Press to be excluded from the meeting in accordance with the provision of Section 1 (2) of the Public Bodies (admission to meetings Act 1960). The items to be discussed being of a confidential nature.
To approve recommendations from the Finance Committee regarding:
Item 3 – Bus Shelter Cleaning
It was resolved that the Clerk contact the current operative to request detailed invoices, (if self-employed), or to offer a contract of employment.
Action: Clerk
Item 4 – Cost of the Queen’s Platinum Jubilee Fete and Future Funding
It was resolved that the full cost of the Fete be covered by the PC and that a sum of £700 be budgeted for future events, with any shortfall being met by the CTC.
Action: RFO/Finance Committee
Item 5 – Village News Advertising
It was resolved that the Clerk should take over the role of invoicing advertisers and register the PC for VAT.
Action: Clerk
Item 6 – Tongue End Community Funding
It was resolved to accept and approve the recommendation of the Finance Committee and that AC would work with RC to assist the setup.
Action: AC & RC
Item 7 – CiLCA Qualification Costs
It was resolved to accept and approve the recommendations of the Finance Committee. The PC would cover the costs involved, with the caveat that should the Clerk leave within 2 years of obtaining the qualification, the costs would be payable back to the PC.
Action: Clerk to submit invoices for payment.
Item 8 – Budgeting & Expenditure on Scribe
It was resolved that the Clerk would work with the Finance Committee to produce additional reports through Scribe.
Action: Clerk & Finance Committee
Item 9 - Fees for use of PC Land
It was resolved to accept and approve the recommendation of the Finance Committee. There would be no formal arrangement/agreement, but a donation of £40 upfront made to the PC, to be reviewed on an annual basis.
Action: Clerk & Finance Committee
Item 10 – Measures to detect fraud
To protect both the PC and the Clerk, it was resolved to accept and approve the recommendation of the Finance Committee. All members will be invited to sit with the Clerk/RFO to observe a Bank Reconciliation, starting with members of the Finance Committee.
AC will be the first member and a date has been set for the 8th of September, prior to the next meeting.
Action: Clerk & AC
Item 11 – Banking for ring-fenced funds
It was resolved to accept and approve the recommendation of the Finance Committee. The Clerk to seek advice from LALC and advise accordingly.
Action: Clerk
Item 12 - Clerk’s Remuneration
The Clerk and NW left the meeting at 9:30pm
CLERK’S REPORT
Annual Playground Inspections
As agreed at the Annual PC meeting, inspections of all play areas have been arranged with RoSPA for August/September, (when they are in this area)
The Chairman will be accompanying the inspector on the day.
Councillor Vacancy
The Notice period in which a request for an election can be made, has expired. The Parish Council is now advertising for applicants to Co-opt.
The cut-off for applications is Friday 26th August
Interviews will take place between the 5th and the 23rd of September
Decision will be announced at the meeting on 26th September
AGAR 2021/22
Documents have been sent to the external auditor, PKF Littlejohn.
Notice of Public Rights and unaudited AGAR have been published on the PC’s website
Exercise of public rights was from Monday 13th June to Friday 22nd July
27.07.22 Received email from PKF to state that they are now reviewing our return.
ACTIONS AGREED AT PREVIOUS MEETING(S)
Repairs to damaged bin on Haywain Drive
Action: D Branton
25.07.22 meeting - Moved to the Finance Committee
Littleworth Recreation Ground - Holes in the ground, especially around the goal areas
Action: N Watts
Standpipe on Triangle
Title deeds and register acquired.
Email sent to the gentleman who raised the request.
Currently awaiting contact from Anglian Water.
25.07.22 meeting update: quote received from AW of C£2,700 + VAT and have requested discretionary fund/waiver for a community project. Awaiting response.
Action: Gardening Club
Grit Bin – Campain’s Lane
Action: Clerk
Replacement bin requested
25.07.22 meeting update: LCC carrying out an inspection of the site
Damaged sign – Campain’s Lane
Action: Clerk
Reported to LCC
Nettles around grit bin – Bank’s Drove
Action: N Watts
Spalding Flower Parade
25.07.22 More details required
Chairman to attend fundraising event scheduled for 27.08.22
Action: Chairman & Clerk
Overgrown shrubs and trees around the bus shelter at Hop Pole
25.307.22 meeting: Contact Sneath’s and give David Strudwick’s contact details for reference
Action: Clerk
Maintenance of the Churchyard
25.07.22 meeting: Request quotes from Sneath’s and Albany, to maintain the churchyard at the same level and frequency as the playing fields.
Action: Clerk
Bus Shelter Cleaning
Contact operative to request invoices moving forward / offer contract of employment.
Action: Clerk
Village News Advertising
Register the PC for VAT
Liaise with Sue Titcombe prior to raising invoices for advertising
Action: Clerk
Fees for use of PC Land
01.08.22 Bank details passed to hirer
Measures to detect fraud
Date confirmed as 08.09.22 for A Croyle to observe bank reconciliation.
Provisional date for the following bank reconciliation will be 10.11.22
Action: Members
Banking for Ring-fenced funds
Action: Clerk
01.08.22 Email sent to LALC and Scribe for advice
CiLCA (Certificate in Local Council Administration)
I have now completed the pre-training through LALC
The course will start as soon as I register through SLCC where my work for each learning outcome will be uploaded.
I will then have 1 year in which to complete the course
Documents uploaded must be no more than 6 months old