January 2019

Minutes - Full Council - 8th January 2019

Minutes of the meeting of Bracebridge Heath Parish Council held on 8th January 2019 in Bracebridge Heath Village Hall at 19:00

Present: Cllrs J Kilcoyne (Chairman), P Burley, G Fletcher, Mrs P Humphrey, Mrs S Manders, J Moran, Mrs S Stamp, Mrs K Trought, Mrs A Walker, J Ward
No members of public were present 
Clerk to Council Mrs S Knowles was present

PUBLIC PARTICIPATION SESSION

Police Report – No report.

County Council – Apologies received from Cllr Miss Cawrey.

District Council –

  • Apologies were received from Cllr Miss Cawrey.
  • District Councillor Gallagher – nothing to report.
  • District Cllr Burley reported on North Kesteven District Council’s (NKDC) proposed budget to be in the region of £13m; NKDC budget incorporates investment in various projects including a new business park in Sleaford and funding to build an additional 100 council houses; Animal Welfare Act legislation; identification requirements to vote; new e-portal for distribution of the electoral register and the publication of new government paper about waste and waste disposal. 

Q: What measures are in place to ensure security of the new e-portal? When contacting NKDC Parish Clerks are given a username and password which are generic with the intention that passwords are changed when first logging in. The change password facility is not currently working and this could allow inappropriate access to registers for other councils in the district.
A: The e-portal is designed to ensure only those with the password can access the documents. The change password facility is not working but will be fixed. Additionally, when phoning NKDC for the login details no attempt is made to ascertain the identity of the requester before the details are provided.

Q: The road between Mill Lodge and entrance to Bracebridge Heath village has a lot of litter. Can a litter pick be organised please?
A: A litter pick can be arranged. Cllr Burley agreed to follow this up with NKDC officers. 

Questions / Points raised by residents / members of the public 

  • Cllr Mrs Manders thanked Mr Parr for creating and displaying the fairy doors in the woodland walk during December. This was appreciated and enjoyed by the Parish Council and many residents.
  • Cllr Gallagher reported that a meeting had taken place with the Chief Superintendent for Lincolnshire Police regarding the closure of Bracebridge Heath Police station. The neighbourhood policing teams would be relocated and concerns were raised about the future policing of the cliff villages.

PUBLIC COUNCIL SESSION
The Chairman gave a reminder about Council standing orders; specifically standing order 29, rules of debate, and standing order 2g, the use of mobile phones.

19001. TO CONSIDER ANY APOLOGIES FOR ABSENCE AND NOTE THE REASON WHERE APPROPRIATE 

  • It was proposed, seconded and Resolved: That apologies for absence be accepted from Cllr Donaldson. Unanimous
  • It was proposed, seconded and Resolved: That due to ill health a dispensation for absence for the remainder of the term be granted for Cllr Clements. Unanimous

19002. MEMBERS’ CODE OF CONDUCT – The Chairman gave a reminder of the need for members to submit to the Monitoring Officer at North Kesteven District Council any changes to the content of their Register of Member Interests forms and the importance of the Code of Conduct.

19003. TO RECEIVE MEMBERS’ DECLARATIONS OF DISCLOSABLE PECUNIARY, NON-DISCLOSABLE PECUNIARY OR NON-PECUNIARY INTERESTS IN RELATION TO ANY AGENDA ITEM – Nil

19004. TO CONFIRM THE MINUTES OF THE MEETING HELD ON 4th DECEMBER 2018- It was proposed, seconded and Resolved: That the minutes of the meeting held on 4th December 2018 be approved and signed as a true record by the Chairman 9 in favour 0 opposed 1 abstention

19005. ANY MATTERS ARISING NOT COVERED ELSEWHERE ON THE AGENDA (FOR INFORMATION ONLY) – Nil

19006. TO ELECT A VICE CHAIRMAN – Members agreed to not elect a Vice-Chairman at this time.

19007. TO CONSIDER PARISH COUNCIL VACANCIES – Members agreed to not fill council vacancies at this time.

19008. TO CONSIDER SAFETY SURFACING FOR THE SLIDE AT THE GRANTHAM ROAD PARK – It was proposed, seconded and Resolved: That safety grass matting would be supplied and fitted by EKM Ltd at a cost of £975.00 + VAT. Unanimous

19009. TO CONSIDER TREE INSPECTIONS – It was proposed, seconded and Resolved: That the Clerk to Council be given authority to arrange all tree inspections with NKDC as appropriate. Unanimous

19010. TO CONSIDER A PARISH AGREEMENT FOR GRASS VERGE CUTTING – 

  • It was proposed, seconded and Resolved: That Council would enter into the Parish Agreement 2019-2020 with Lincolnshire County Council for the cutting of the grass verges in the agreed locations. Unanimous 
  • It was proposed, seconded and Resolved: That the Clerk obtains quotations for cutting grass verges at a frequency of 7 times per annum. Unanimous

19011. TO CONSIDER PLAYING FIELDS, ALLOTMENTS AND OPEN SPACES COMMITTEE BUDGET REQUIREMENTS FOR 2019-2020 – It was proposed, seconded and Resolved: That the Playing Fields, Allotments and Open Spaces committee budget for 2019-2020 be set at £29,559.00 Unanimous

19012. TO REVIEW THE 2019-2020 BUDGET AND CONFIRM THE PRECEPT REQUIREMENTS – It was proposed, seconded and Resolved: That the 2019-2020 budget be set at £151,326.00, and the precept request to NKDC would total £136,210.23. 9 in favour 1 opposed 0 abstentions

19013. TO CONSIDER COUNCIL COMMITTEE STRUCTURE – It was agreed that the item would be discussed again at the next meeting of Council.

19014. TO CONSIDER PARISH COUNCIL STANDING AND SUB-COMMITTEES 

a. TO RECEIVE AND WHERE NECESSARY, ADOPT THE RESOLUTIONS FROM WITHIN THE MINUTES OF THE FOLLOWING COMMITTEE AND SUBCOMMITTEE MEETINGS –

  • Planning, Lighting & Roads committee – 17th December 2018 A verbal report was given. Members accepted the report.
  • Playing Fields, Allotments and Open Spaces committee – 17th December 2018 No report. The meeting was inquorate.
  • Finance & General Purposes committee – 17th December 2018 A verbal report was given. Members accepted the report.
  • Neighbourhood Plan sub-committee – 20th December 2018 A verbal report was given. Members accepted the report.

b. TO REVIEW MEMBERSHIP OF COUNCIL STANDING AND SUB-COMMITTEES – It was proposed, seconded and Resolved: That Cllr Mrs Walker be appointed to the Finance and General Purposes committee. Unanimous

c. TO RECEIVE AN UPDATE ON THE COMMITTEE MEETINGS SCHEDULED DURING DECEMBER
i. Planning, Lighting & Roads committee – 21st January 2019
ii. Woodland and Cemetery Development sub-committee – 21st January 2019
iii. Finance & General Purposes committee – 21st January 2019
iv. Neighbourhood Plan sub-committee – 24th January 2019

Planning applications validated – Discussed at Planning Lighting and Roads committee on 17th December 2018
Erection of a single storey rear extension 21 Bentley Drive Bracebridge Heath Lincoln Lincolnshire LN4 2QW 
Ref. No: 18/1593/HOUS | Received: Wed 21 Nov 2018 | Validated: Tue 11 Dec 2018 | Status: Registered

Planning applications validated during December/January – for discussion at the Planning, Lighting and Roads committee on 21st January 2019
Demolition of dwelling and outbuildings 64 Ridge View Road Bracebridge Heath Lincoln Lincolnshire LN4 2LJ 
Ref. No: 18/1700/PNDEM | Received: Mon 17 Dec 2018 | Validated: Mon 17 Dec 2018 | Status: Registered

Planning decisions received – December 2018
Erection of a single storey side extension. 1 Medland Drive Bracebridge Heath Lincoln LN4 2FS
Ref. No: 18/1519/HOUS | Received: Mon 05 Nov 2018 | Validated: Wed 07 Nov 2018 | Status: Approved

Erection of a double garage to the side and a rear extension to existing garage and improvements and alterations to the external appearance of the property. Widening of the existing drive way. 1 Lancia Crescent Bracebridge Heath Lincoln Lincolnshire LN4 2QL
Ref. No: 18/1456/HOUS | Received: Fri 19 Oct 2018 | Validated: Wed 24 Oct 2018 | Status: Approved

Erection of single storey side extension. 1 Ridge View Road Bracebridge Heath Lincoln Lincolnshire LN4 2LH 
Ref. No: 18/1423/HOUS | Received: Mon 15 Oct 2018 | Validated: Tue 30 Oct 2018 | Status: Approved

Removal of hedge and erection of replacement fence. 6 Main Avenue Bracebridge Heath Lincoln Lincolnshire LN4 2PE 
Ref. No: 18/1347/HOUS | Received: Thu 27 Sep 2018 | Validated: Fri 26 Oct 2018 | Status: Approved

19015. TO RECEIVE REPORTS FROM COUNCIL REPRESENTATIVES TO OUTSIDE ORGANISATIONS: -
i. Bracebridge Heath Allotment Holders Association – Cllr Ward –No meeting. Annual General Meeting to be held on 26th January 2019.
ii. Bracebridge Heath Bowls Club – Cllr Mrs Walker – No meeting.
iii. Bracebridge Heath Community Library – Cllr Mrs Humphrey – Nil
iv. Bracebridge Heath Cricket Club – - Cllr Mrs Stamp – Nil
v. Bracebridge Heath Neighbourhood Watch – Nil
vi. Village Hall Management Committee – Cllr Fletcher – No meeting.
vii. Cliff Cluster of Parish Councils Leadenham to Bracebridge Heath– Cllrs Mrs Manders, Mrs Trought & Clerk to Council – No meeting.
viii. Lincolnshire Association of Local Councils County Committee – Cllr Kilcoyne – A verbal report was given.

19016. TO CONSIDER FINANCIAL MATTERS –
i. TO RECEIVE THE CLERK’S REPORT ON PAYMENTS MADE BETWEEN MEETINGS – The Clerk reported that the following payments were made between meetings:

Approved at Finance & General Purposes Committee – 17th December 2018

  • 18/12/2018 Cheque St John the Evangelist Church £200.00 Parish Council grant
  • 18/12/2018 Cheque Friendship Club £250.00 Parish Council grant
  • 18/12/2018 Cheque Bracebridge Heath Pre-school £250.00 Parish Council grant
  • 18/12/2018 Cheque St John’s Primary Academy £500.00 Parish Council grant
  • 18/12/2018 Cheque 21st Lincoln Scout Group £270.00 Parish Council grant
  • 18/12/2018 Cheque Bracebridge Heath Women’s Institute £150.00 Parish Council grant
  • 18/12/2018 BACS Shell UK Ltd £2.40 Handyman fuel
  • 18/12/2018 BACS Versatile Industries Company £96.00 Cherry picker hire
  • 18/12/2018 BACS Viking Direct £7.59 Water boiler pavilion
  • 18/12/2018 BACS Westgate Electrical Systems Ltd £174.57 PAT Testing
  • 18/12/2018 BACS Employee reimbursement £65.00 Reimbursement
  • 28/12/2018 BACS E-ON £790.20 Streetlighting maintenance
  • 28/12/2018 BACS ESPO £22.45 Cleaning supplies
  • 28/12/2018 BACS HMRC £557.61 Tax & NI
  • 28/12/2018 BACS Lincolnshire Pension Fund £782.33 Pension contributions
  • 28/12/2018 BACS Salaries and reimbursements £3064.11 Salary and reimbursements

Direct Debit Payments – December 2018

  • 15/12/2018 DDR E-ON £717.56 Streetlighting
  • 30/12/2018 DDR SSE- Electric £135.47 Electricity - Library
  • 30/12/2018 DDR Vodafone £67.67 Staff mobile phones
  • 30/12/2018 DDR Elliot Group £63.36 Container hire

ii. TO CONSIDER PAYMENT OF ACCOUNTS – The Clerk to Council presented the accounts for payment.

  • 09/01/2019 BACS EON £28.16 Streetlight repairs
  • 09/01/2019 BACS Lindum Fire Services Ltd £300.48 Annual fire inspections / call out to faulty alarm
  • 09/01/2019 Cheque Bracebridge Heath Neighbourhood Watch £200.00 Parish Council grant
  • 09/01/2019 BACS North Kesteven District Council £3587.81 Election costs – Nov 18
  • 09/01/2019 BACS Shell UK Ltd £22.87 Handyman – fuel
  • 09/01/2019 BACS TCH Property Maintenance £265.00 Pavilion door repairs

It was proposed, seconded and Resolved: That Council approve the payment of the accounts Unanimous

Council session was suspended at 20.32 and resumed at 20:36.

iii. REVIEW AND CONSIDER APPROVAL OF BANK RECONCILIATIONS – It was proposed, seconded and Resolved: That reconciliation of bank statements numbered 264, 265, 266 be approved and signed by Cllrs Mrs Trought, Mrs Humphrey and Fletcher respectively. Unanimous

iv. TO REVIEW BUDGET, INCOME AND EXPENDITURE TO 31st DECEMBER 2018 - No concerns raised.

19017. TO RECEIVE THE CLERK’S REPORT ON CORRESPONDENCE RECEIVED - The following items of correspondence and publications received since the previous meeting were presented to the Parish Council for information and noted:

  • Active Places 
  • Carnegie Newsletter 
  • Community Lincs 
  • Community Hub newsletter 
  • Complaint National Literacy Trust
  • Dog waste bin 
  • EON Energy 
  • Freedom of Information request 
  • LALC News 
  • LALC training 
  • Local government finance settlement 
  • Lincolnshire Funding Portal
  • Lincoln Transport Strategy
  • Living Wage Foundation
  • NALC newsletters
  • NKDC Private Sector Housing Enforcement Policy
  • NKDC winter resilience
  • NKDC Animal Welfare Regulations
  • NKDC Sustain NK Newsletter
  • Public Sector Executive
  • Road Closures
  • Rural Services Network

It was proposed, seconded and Resolved: That Council subscribe to the LALC annual training scheme for 2019-2020 at a cost of £130. Unanimous

It was proposed, seconded and Resolved: That the press and the public be excluded from the meeting for the consideration of this part of the meeting on the grounds that they involve the likely disclosure of exempt information, as defined in the relevant paragraphs of Part 1 of Schedule 12A of the Act Unanimous

Members of public were excluded from Council Session at 20:47

  • It was proposed, seconded and Resolved: That the engagement letter from Langley’s Solicitors be signed by the Clerk to Council. Unanimous
  • It was agreed that the Clerk to Council respond to the Freedom of Information request as agreed in Council session. It was proposed, seconded and Resolved: That the Clerk to Council respond to the complaint as agreed in Council session.

Open Council session resumed at 21:19.

19018. TO REVIEW AND CONSIDER COUNCILLOR AND EMPLOYEE CPD
a. To consider training and development needs and opportunities – Cllr Mrs Manders requested to attend the Financial Management training on 20th March 2019 and the Data Protection and Freedom of Information training on 27th February 2019. It was requested that the Assistant Clerk to Council attend the play area inspection training on 6th June 2019.
b. To receive reports on training and development attended or completed – Nil

19019. TO CONSIDER ITEMS FOR INCLUSION ON THE AGENDA FOR THE NEXT MEETING – Committee structure.

There being no further business the meeting closed at 21:21
Signed___________________________Chairman 5th February 2019