Minutes 11th March 2019

Minutes 11th March 2019
Chair: Sandra Campbell-Wardman (SCW)
Present: Councillors: Johnson (PJ), Oates (JO), Maplethorpe (BM); 
Absent: Cllr Wardle (SW)
Clerk: M Moss (MM)
Public Forum:  2 members of the public present.  One member of the public noted that the agenda included an item relating to concerns he had raised about HGV’s and other traffic damaging the roads and verges through the villages. PJ noted that the PC had received a formal response from LCC last year stating that they would not implement traffic restrictions unless they had been advised by the Road Safety Partnership that there was a safety issue.  He also noted correspondence received by the Clerk from LCC regarding Traffic Regulation Orders (TRO), stating that requests must be dealt with via the PC and then referred to the District Councillor.
 
 
 
66. Chairman’s remarks – The Chairman noted that she did not intend to stand for another term as a Parish Councillor and wished to thank the Clerk, Vice-Chairman and all the other Councillors for their help and support over the last 4 years.  
 
67. Apologies for absence and reasons given – SW for personal reasons – Reason accepted.  DC Andrews had passed on his apologies for business reasons.
 
68. Declaration of interests and requests for dispensations - To receive declarations of interest in accordance with the Localism Act 2011 and to consider granting dispensation(s), as per written requests received by the proper officer, to councillors under section 22 of the Act – None.
 
69. To confirm and sign the minutes of the meeting held on 7th January 2019 – Minutes unanimously approved with no changes.
 
70. To receive reports from the Clerk and Councillors on matters outstanding – It was noted that all actions had either been completed or had been added as agenda items for discussion or decision.
 
71. To receive reports from District and County Councillors, and Police (if available) - None
 
72. To consider planning applications/Correspondence: None Received - Noted
 
73. To receive an update on the chalk stream project event on 12th May and agree how to progress – JO noted that Will Bartle, Chalkstream Officer, had confirmed that the Chalkstream event had been organised for Sunday 12th May.  Will Bartle had advised that he would: print the leaflets; provide the trays and nets on the day to enable examination of what is caught; advise how the information obtained would be used; and that he would try to get some volunteers, outside of the villages, interested in attending. It was noted that this event is not a Parish Council initiative, but a ‘Chalk Streams Project’.  
 
74. To receive an update regarding Main Rd drainage issues and agree what, if any, further action is required – It was noted that PJ had reported the issue to County Councillor Marfleet who had received a report from Andy Ratcliffe (AR), Highways Officer.  AR noted that the site had been visited and there had been no standing water at the time, but that a ‘jetter’ had been requested to clear the blockage, once this had been done LCC would assess the need for drainage improvement.  He also noted that the road levels may need adjusting. It was noted that the ‘jetter’ had been on 4th February, and that the issue seems to have been resolved in the short term, but that the road levels and the size of the drainage pipes may need adjusting to resolve the issue in the longer term.  
 
75. To review the issues raised by a concerned resident and agree appropriate action
a) Lack of maintenance associated with all gullies within the parish – It was noted that LCC had responded to the PC to advise that the gullies had been cleared recently, having not been cleared since 2017/2018, and that clearing the gullies was now on an annual schedule.  It was noted that there is still an issue with a gulley on Halls Hill and it was agreed that the Clerk would write to Highways Officer/ Hugo Marfleet to advise that it has been missed and needs jetting as an initial fix.
 
b) Explore options to address the continual verge damage caused by oversized, and other vehicles passing through the village – It was noted that the PC had asked for a weight restriction through the village in 2018, and had been advised that there needed to be a safety issue to secure a TRO. A recent response from LCC regarding TRO’s advised that any new request must be submitted via the County Councillor and that priority would be given to requests relating to school issues, schemes linked to developments, where there will be a positive impact on business or where they are requested by the Lincolnshire Road Safety Partnership. It was agreed that the Clerk would submit a new request for a TRO, weight restriction, via the County Councillor.  It was also noted that the verge damage was not caused solely by HGV’s passing through the village, but also by deliveries, vehicles passing on narrow lanes and general village traffic.  It was agreed to include an article in the newsletter regarding the issues with the verges and ask for villagers to all be pro-active to help protect the verges. 
c) Lack of suitable road drainage to Main Street, adjacent to the bridge, and Shop Lane, at the junction with Hall's Hill – Discussed in 10a.
 
76. To receive information relating to the timetable for local elections – MM advised that: the local elections were taking place on 2nd May 2019; the current PC’s would retire on 7th May 2019 when the new Council would be appointed; a period of purdah had started and was effective until after the election; the nomination packs are now available online and need to be hand delivered to ELDC by 4pm 3rd April.  
 
77. To consider correspondence received since the last Council meeting:
Ref From Correspondence Action
a Resident Request for a dog waste bin at Top Road by the Viking Way, and concern that the notice board has been locked To note and agree what, if any, action
It was noted that the PC had requested a dog waste bin via ELDC 2-3 years ago and had been advised that they would not install another bin, and that all bins could be used for dog waste now.  The PC had also requested that the current bin be moved and the request had been declined.  It was also noted that the notice board in question is not locked and does not have a key - the door may just be stiff. It was agreed that the Clerk would write to the resident to this effect.
b Resident Email raising several issues relating to damaged verges in the village; suggestions for LCC and ELDC to reduce standing water on the village roads and improve how the villages are serviced by them. To note, agree any action and a response to the resident
It was noted that the Clerk had written to Andy Ratcliffe, Highways Officer, to request a response to the issues raised by the resident, and received a response.  It was agreed that the Clerk would respond to the resident outlining Andy Ratcliffe’s response, and include a summary of the key points in the newsletter.  It was also agreed that several of the Parish Councillors would remove the rubble from the verge outside the residents house, which had been left when the bridge works were completed last year.
C LCC highways Email notifying Parish Councils to report highways issues via the online system or via customer services, not directly to an officer To note - noted
D LCC democratic services Email advising Parish Councils how to submit TRO requests.  In future they must be submitted via the County Councillor following consultation with the Parish Councillor To note - noted
E LCC Temporary traffic restrictions – surface dressing works, Asterby and Goulceby – Dates to be confirmed To note - noted
  
78. Financial matters:
a) To receive an updated bank reconciliation from RFO – See appendix 1.
b) To consider and approve payments due before next meeting including: Salaries - £277.58 (by standing order 1.4.19, LALC membership £83.46) – All payments approved. The Clerk also noted that she had applied for a VAT refund for the period 1.5.17 to 31.1.19 and that a refund of £207.57 had been received.
 
79. To agree items to be included in the next newsletter
- Chalk stream event – JO
- Verges – PJ
- Summary of notes – MM
- Summary of highways response re verges/drainage etc - MM
 
80. To agree date and agenda items for the next meeting – Tuesday 7th May, 7.30pm
 
Meeting closed 9.00pm
 
Appendix 1: Financial Report
1st Jan 2019 3,140.23
  Income Payments Total
Income  
HMRC VAT refund 207.57  
  3,347.80
Expenditure  
Salaries 2.1.19 277.58  
Total 277.58  
Closing balance 11th March 2019 3,070.22
 
Cheques not yet presented
Lincolnshire fieldpath subs 5.00
Payments before next meeting
Salaries 1.4.19 (SO) 277.58
LALC subs 83.46
Income Before next meeting
0.00