Minutes 5th November 2018
Minutes 5th November 2018
Chair: Sandra Campbell-Wardman (SCW)
Present: Councillors: Johnson (PJ), Oates (JO), Wardle (SW); County Cllr Hugo Marfleet (HM)
Absent: Maplethorpe (BM)
Clerk: M Moss
Public Forum: No members of the public present.
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35. Chairman’s remarks – Chairman thanked PJ/JO and all the residents who helped with the litter pick, despite the weather 6 bags of litter were collected.
36. Apologies for absence and reasons given – BM absent to personal reasons – reason accepted.
37. Declaration of interests and requests for dispensations – None declared
38. To confirm and sign the minutes of the meeting held on 3rd September 2018 – Approved with no changes.
39. To receive reports from the Clerk and Councillors on matters outstanding – It was noted that all outstanding actions had either been completed or were included as agenda items for this meeting.
To receive reports from District and County Councillors, and Police (if available) – Apologies received from DA for business reasons. HM was welcomed to the meeting and noted the following comments: LCC are hoping to receive additional funding following acknowledgement from Government that fairer funding is needed, however there is no timescale for this yet; LCC has a 2 year budget set and have had to make some more hard decisions which include addressing a huge shortfall in Adult Social Care funding; NHS is at breaking point and obesity is causing serious issues for the area, so LCC are trying to drive an agenda whereby people take more responsibility for themselves and make healthier choices. JO noted that the Parish Council had received several responses to a recent questionnaire from residents who believed the villages are badly served by the County Council, pointing out the failures in clearing out drains, repairing roads, cutting verges and footpaths to name a few areas. HM acknowledged that there are issues with highways and that the structure of the current contract with them has significant flaws. He noted that Highways is currently served by the Highways Alliance which has a contract until 2020 repairing potholes etc. There is a new contract being developed which will go out to procurement / tender, which is currently being drafted and which will give more flexibility, for example if one pothole is reported and repaired and there is another one 20 yards away, it will be repaired at the same time, rather than at present a new job sheet has to be created in prior to repairing it. The way highways communicates back to the reporters and/or Parish Council's is being revamped so communication should be greatly improved. HM also acknowledged that the situation with grass cutting is complex and it has been altered as there were different approaches and structures for different Parishes. He noted that the overall emphasis is that if villages want nicely mowed verges, they will need to address this themselves or LCC will carry out a basic cut. PJ noted that the vegetation along the beck has not been cut for at least 2 years and that crayfish are eroding the banks. HM advised to the Parish Council to contact the chalk stream representatives to find out what can be done with it, HM was asked if he would contact the Witham Drainage Board on behalf of the PC to ascertain the stature of the beck and what the future holds in terms of maintenance, which he agreed to. HM stated that he would raise some of the other issues discussed with highways.
HM left the meeting
40. Parish Council Vacancy – To review applications and appoint new Councillor, if any received or agree next steps if no applications received – None received. It was agreed to continue to advertise the vacancy on the notice board and website.
41. To consider planning applications/Correspondence: No new applications received received
a Approval to remove or vary a condition: Land adjacent to Barn Court, Halls Hill To note - noted
b Full Planning Permission: Land at Watery Lane, erection of 2 houses with detached triple garages To note - noted
42. To receive an update from the working group regarding the commemoration plaque for to those with local connections who died in WW1 and agree any additional action – JO noted that the grant had been received from the District Council and also a donation from an anonymous resident. It was noted that the plaque had been finished; the surround had been made and was currently being stained; the remembrance service had been arranged for 1.30pm 11th Nov in Goulceby Church; Rev’d Cilla Smith had agreed to lead the service; flyers had been delivered to all houses in the Parish; Mayor and Mayoress of Horncastle would be attending; someone had been arranged to take photos of the plaque in situ; and the editor of Horncastle news had agreed to run an article on it. JO also noted that a resident had offered to play the last post. The Church had offered to provide refreshments, but as the PC has funds remaining for use in connection with the plaque, it was agreed that the PC would fund the refreshments. JO was thanked for all the effort she had put into researching the soldiers, organising the plaque and the event. PJ, SW and SCW were thanked for their help and support.
43. To receive an update on the progress made consulting residents views regarding the bridge and agree any additional action – It was noted that a newsletter had been distributed to every house in the Parish asking for views and comments on the bridge and the grass cutting (agenda item 11). There was no cut-off date for responses and to date nine responses had been received. There had been a mixed response regarding the bridge, with only two people stating that they would be happy to sign a petition. Several others noted that they were not happy with the bridge but were not galvanised to take action as they believed LCC would not spend any more money on it, or change it.
44. To receive an update on the progress made consulting residents regarding cutting the verges and to agree any additional action – It was noted that of the nine responses received to date, the overwhelming feeling was that residents are happy with the verges, that leaving them longer encourages wildlife. Also those who cut them currently noted they are happy to continue to do so.
It was agreed that the responses from both consultations would be reviewed again in January’s meeting to give residents longer to reply.
45. To consider joining the LCC Parish Agreement Highway Verge cutting scheme – It was noted that LCC were offering £104 to pass the responsibility of cutting the verges to the Parish Council. MM noted that the last contract had been negotiated for five years, in 2011 and was approx. £40 per verge cut, given that was seven years ago, the cost was likely to have increased since then. It was also noted that appointing a contractor, with the relevant liability insurance, to undertake this small scale cutting was unlikely to be financially viable for the Parish. It was also noted that LCC will still provide the 1m verge cut twice per year that they have provided for the last two years. It was resolved that the Parish Council will not enter into the additional verge cutting scheme with LCC.
46. To consider correspondence received since the last Council meeting:
Ref From Correspondence Action
a Anon resident Letter enclosing donation of £100 for the WW1 plaque To note – donation banked - noted
b Royal Mail Notice of mail scam and poster To note and place on notice board - noted
c Tesco Bags of Help – Community funding opportunities for the area – applications invited To note – noted
d LCC LCC are currently undertaking grit bin fill for Winter. After this they will be filled as and when required. If more grit is required it should be reported using the online tool To note - Noted
47. Financial matters:
a) To receive an updated bank reconciliation from RFO – noted. See appendix 1.
b) To consider and approve payments/income due: £250 re-imbursement for plaque to J Oates; salaries 1.1.19 £277.58; £100 income anonymous donation for the plaque; £200 grant from ELDC – all payments noted and approved. It was agreed to set up a standing order for the Clerks salary rather than continue to pay by cheque, and that JO would arrange this.
48. To agree items to be included in the next newsletter
• Overview of the notes
• Vacancy
• Update on the village poll on verges and bridge
• Article on the plaque and service
49. To agree date and agenda items for the next meeting
• Budget setting and precept
• Review of views received regarding the bridge and verges
Appendix 1 – Financial Report
3rd Sept 2018 3,442.81
Income Payments Total
Income
ELDC grant for plaque 200
Donation for the plaque 100.00
3,742.81
Expenditure
Salaries 277.58
Newsletter 75.00
J Oates - refund for WW1 plaque 250.00
Total 602.58
Closing balance 1st Nov 2018 3,140.23