May 2023

Minutes - Full Council - 16 May 2023

Minutes of a meeting of Bracebridge Heath Parish Council held at the Pavilion on 16th May 2023 at 7:15pm

Annual Meeting of the Parish Council

Present:   C Broad, C Callan, S Manders, V Marden, C Barr and K Trought

In attendance: Clerk to Council, Mrs S Knowles and Deputy Clerk to Council, Mrs R Fraser

North Kesteven District Councillor P Burley was in attendance

No members of the public were present.

 

The chairman welcomed everyone to the meeting.

 

PUBLIC PARTICIPATION SESSION

Report from North Kesteven District Councillor Burley – A verbal report was given including information on the passing away of Barbara Wells, the adoption of the Central Lincolnshire Local Plan, waste collection, micro business funding, new Solar Energy Park proposed within NKDC and the next district meeting which will be held on 23rd May 23.

 

COUNCIL SESSION  

Code of conduct reminders

Nolan Principles

Members were reminded of the Nolan Principles which underpin the Council’s Code of Conduct - Selflessness, integrity, objectivity, accountability, openness, honesty & leadership.

Register of interests

The Chairman reminded members that they should submit to the Monitoring Officer at North Kesteven District Council any changes to the content of their Register of Member Interest forms. Interests should be declared in accordance with the Code of Conduct.

 

 

23054. TO ELECT A CHAIRMAN OF THE COUNCIL - It was RESOLVED: That Cllr C Callan be elected as chairman for civic year 2023-2024.

 

23055. TO ELECT A VICE-CHAIRMAN OF THE COUNCIL –  It was RESOLVED: That Cllr C Barr be elected as vice-chairman for civic year 2023-2024.

 

23056. TO DECIDE WHEN ANY DECLARATIONS OF ACCEPTANCE OF OFFICE WHICH HAVE NOT BEEN RECEIVED AS PROVIDED BY LAW SHALL BE RECEIVED        - It was RESOLVED: That all declarations of acceptance of office will be received before 6th June 23.

 

23057. TO RECEIVE APOLOGIES AND ACCEPT VALID REASONS FOR ABSENCE – It was RESOLVED: That apologies for absence be accepted from Cllr Stone.

 

23058. DECLARATIONS OF INTEREST

a. TO RECEIVE MEMBERS’ DECLARATIONS OF INTEREST IN ACCORDANCE WITH THE ADOPTED CODE OF CONDUCT – Cllr Manders declared an interest in matters relating to St John’s Evangelist Church.

 

b. TO RECEIVE AND CONSIDER MEMBERS’ REQUESTS FOR DISPENSATIONS IN ACCORDANCE WITH THE ADOPTED CODE OF CONDUCT AND STANDING ORDERS – Nil

 

23059. TO CONFIRM THE MINUTES OF THE PREVIOUS MEETING – 4th April 2023 - It was RESOLVED: That the minutes of the meeting held on 4th April 2023 be approved and signed as a true record by the chairman.

 

23060. TO FILL ANY VACANCIES LEFT UNFILLED AT THE ELECTION BY REASON OF INSUFFICIENT NOMINATIONS – It was RESOLVED: That the Council actively seeks to co-opt to the six vacancies and provides an opportunity to co-opt at each monthly meeting.

 

23061. DELEGATION ARRANGEMENTS AND COMMITTEES

a. TO REVIEW DELEGATION ARRANGEMENTS TO COMMITTEES, SUB-COMMITTEES, STAFF AND OTHER LOCAL AUTHORITIES – It was RESOLVED: That the council accepts the delegation arrangements made through the existing schemes of delegation, reviewed in April 2023.

b. TO APPOINT ANY NEW COMMITTEES IN ACCORDANCE WITH STANDING ORDER 4 – No new committees were appointed.

c. TO REVIEW AND ADOPT TERMS OF REFERENCE FOR EXISTING COMMITTEES – It was RESOLVED:  To alter the quorum for the Personnel Committee to three in line with Standing Orders; and a minimum of four members to be appointed to the committee.

d. TO REVIEW MEMBERSHIP OF EXISTING COMMITTEES – It was RESOLVED: To appoint 4 members to the Personnel committee, Cllrs Manders, Marden, Broad and Trought.  

e. TO APPOINT A CHAIRMAN AND VICE CHAIRMAN OF STANDING COMMITTEES -  It was RESOLVED: That Cllr Manders be appointed as chairman of the Personnel Committee.

It was RESOLVED: That Cllr C Broad be appointed as vice-chairman of the Personnel Committee.

23062. TO REVIEW OR CONFIRM ARRANGEMENTS FOR REVIEW OF:

a. STANDING ORDERS AND FINANCIAL REGULATIONS;

b. COMPLAINTS POLICY;

c. POLICIES, PROCEDURES AND PRACTICES RELATING TO FREEDOM OF INFORMATION AND DATA PROTECTION LEGISLATION;

d. POLICY FOR DEALING WITH THE PRESS AND MEDIA;

e. EMPLOYMENT POLICIES AND PROCEDURES;

f. THE COUNCIL’S MEETING CALENDAR;

g. INVENTORY OF LAND AND OTHER ASSETS;

h. INSURANCE;

i. SUBSCRIPTIONS TO OTHER BODIES;

j. EXPENDITURE INCURRED UNDER S137 OF THE LOCAL GOVERNMENT ACT 1972;

k. ARRANGEMENTS FOR WORKING WITH OTHER LOCAL AUTHORITIES NOT-FOR-PROFIT BODIES AND BUSINESSES;

It was RESOLVED: That the review arrangements for items 23062a-k be accepted as shown in the written report.

 

l. SOCIAL MEDIA ADMINISTRATORS –

It was RESOLVED: That Cllr C Barr and K Trought be appointed as administrators of the Facebook Group.

It was RESOLVED: That Mrs S Knowles and Mrs R Fraser be appointed as administrators of the Council Facebook Page.

It was RESOLVED: That Mrs S Knowles and Mrs R Fraser and a named library volunteer be appointed as administrators of the Community Hub and Library Facebook Page.

 

m. COUNCIL REPRESENTATION OR APPOINTMENTS TO OUTSIDE ORGANISATIONS –

It was RESOLVED: That Cllr Manders be appointed as representative for Bracebridge Heath Allotment Association.

It was RESOLVED: That Cllr C Callan would be nominated for election to the LALC Management Committee.

Appointments to any other organisation would be made if requested.

 

23063. FINANCES

a. TO RECEIVE THE CLERK’S REPORT ON PAYMENTS BETWEEN MEETINGS

Payments made between meetings –

Direct Debits and payment made using delegated authority - Presented at report 23063a

All reports can be downloaded from – https://bracebridge-heath.parish.lincolnshire.gov.uk/downloads/download/41/meeting-reports-may-2023?downloadID=41

 

b. TO REVIEW AND CONSIDER PAYMENT OF ACCOUNTS - It was RESOLVED: That payment of accounts as presented at report 23063b Payment of accounts be accepted.

Reports can be downloaded from https://bracebridge-heath.parish.lincolnshire.gov.uk/downloads/download/41/meeting-reports-may-2023?downloadID=41

 

c. TO REVIEW AND CONSIDER APPROVAL OF BANK RECONCILIATIONS – It was RESOLVED: That bank reconciliation 366, 367 and 368 be accepted and signed by Cllr Barr. Bank balances reported as £262,177.16

 

d. TO REVIEW BUDGET, INCOME AND EXPENDITURE – The budget, income and expenditure was reviewed. No concerns were raised.

 

e. TO REVIEW AND ACCEPT REGULAR DIRECT DEBITS – It was RESOLVED: That the regular direct debits be accepted.

 

f. TO REVIEW THE COUNCIL’S BANK MANDATE AND SIGNATORIES –

It was RESOLVED:  That

  • the council’s mandate remains the same; any two signatories to sign
  • the council continue with four signatories Cllrs Broad, Callan, Manders and Trought
  • former councillors are removed from the council’s bank account: J Kilcoyne, A Smith, F Adeyemi, J Moran, J Blackmore and A Walker.

 

23064. TO RECEIVE THE CLERKS REPORT ON CORRESPONDENCE RECEIVED AND CONSIDER ANY RECOMMENDATIONS – Items noted: LALC training, Bowls Club, speed indicator device, access to recreation ground and Church Youth Club.

It was RESOLVED: That the council supports and ratifies the action taken by officers in relation to the Bowls Club

19:52 - Council session was suspended to seek information from District Councillor Burley

19:56 – Council session resumed

It was RESOLVED: That the Clerk be authorised to hold discussions with the Vistry Group in relation to pedestrian access from the eastern side of the Recreation Ground for residents of the newly constructed ‘Bracebridge Manor’.

 

a. TO CONSIDER CORRESPONDENCE RELATING TO THE BOUNDARY AT THE ST JOHN’S HOSPITAL CEMETERY AND ANY ACTIONS REQUIRED- Following consideration of all correspondence it was RESOLVED: That the hawthorn hedge on the northern boundary of the cemetery (abutting Worcester Close) be removed; the village caretaker to ensure that wildlife is not disturbed during nesting season. The council agreed to look at alternative sites for hedging.

It was RESOLVED: That officers seek details of ownership for the strip of land to the northern side of the cemetery.  

 

23065. TO RECEIVE AND ACCEPT A REPORT ON DECISIONS MADE USING DELEGATED AUTHORITY –

  • Barclaycard statement outlining payments made using the corporate credit card.
  • Payments made using delegated authority as reported at 23063.

 

23066. PLANNING

a. TO CONSIDER PLANNING APPLICATIONS RECEIVED SINCE THE LAST MEETING OF THE COUNCIL –  

23 0396 HOUS 56 Jensen Road

It was RESOLVED:  That Bracebridge Heath Parish Council has no comments or objections.

 

23 0416 HOUS 29 Vauxhall Road

It was RESOLVED: That Bracebridge Heath Parish Council takes a neutral position. Council requests a condition that all building materials and welfare facilities are stored on site to ensure access to the Viking Way and the turning area for Vauxhall Road is not obstructed. Parish Council has concerns that a precedent may be set which gives support for other applications for raising the roof height on properties in this area. It is requested that planning officers assess this and all other similar applications on an individual basis to preserve the character of the area. Whilst this property is uniquely located at the end of the cul-de-sac and a small increase to the roof height will not look unduly out of place, this would not be the same for other similar proposals.   

23 0449 HOUS 15 Kennedy Road

It was RESOLVED:  That Bracebridge Heath Parish Council has no comments or objections.

23 0518 HOUS 80 Grantham Road

It was RESOLVED: That Bracebridge Heath Parish Council objects to the planning application. The proposals will result in an overall reduction in parking provision for the property and on completion, the capacity of the property will have increased to 5 bedrooms. Parish Council requests that officers assess the adequacy of parking for the size of the property particularly with reference to Policy 3 of the Bracebridge Heath Neighbourhood Plan which states that ‘proposals likely to result in excessive unplanned on-street parking will not be supported.’ This area already suffers regular on-street parking in relation to the nearby nursery which causes congestion on the A607, Grantham Road. Additional on-street parking (and parking within the highway boundaries such as the grass verges) should be minimised by ensuring sufficient parking within the curtilage of the property. Parish Council also requests that sufficient turning space be provided within the curtilage of the property to avoid the need to reverse onto the A607.

Should officers be minded to approve the application, the council requests a condition that the property cannot be used as a separate dwelling without seeking specific permission to do so.

 

b. TO RECEIVE A REPORT ON PLANNING DECISIONS – a written report was received.

 

23067. TO CONSIDER THE REPORT OF THE INTERNAL AUDITOR FOR THE FINANCIAL YEAR ENDED 31ST MARCH 2023 - It was RESOLVED: That the internal audit report be accepted. The council notes that no actions are required.  

 

23068. TO CONSIDER PARISH COUNCIL ACCOUNTS FOR THE FINANCIAL YEAR ENDED 31ST MARCH 2023 – It was RESOLVED: That the balance sheet and income and expenditure reports for year ended 31st March 2023 be accepted.

 

23069. TO CONSIDER APPROVAL OF THE 2022/2023 ANNUAL RETURN – SECTION 1 - ANNUAL GOVERNANCE STATEMENT – It was RESOLVED: That the Annual Governance Statement of the Annual Return for the financial year ended 31st March 2023 be accepted, approved and signed by the chairman.

 

23070. TO CONSIDER APPROVAL OF THE 2022/2023 ANNUAL RETURN – SECTION 2 - ACCOUNTING STATEMENTS – It was RESOLVED: That the Annual Accounting Statements of the Annual Return for the financial year ended 31st March 2023 be accepted, approved and signed by the chairman.

It was RESOLVED: That the recommended dates for public rights inspection - 5th June to 14th July inclusive be accepted.

Thanks were given to the Clerk to Council for her continued hard work and receipt of a positive internal audit report.

 

23071. BRACEBRIDGE HEATH VILLAGE HALL

a.  TO RECEIVE AN UPDATE ON PROGRESS OF THE PROJECT – verbal and written report given.

b. TO CONFIRM THE DATE AND TIME FOR OPENING SEALED TENDERS AND TO NOMINATE TWO COUNCILLORS TO BE PRESENT – It was RESOLVED: That closing date for tenders is 12pm on 2nd June 2023. The date for opening tenders is 1pm Monday 5th June. Cllr V Marden an K Trought to be present.  

 

23072. TO NOTE RECEIPT OF THE CO-OPERATIVE COMMUNITY CHAMPION FUNDING AND CONSIDER EXPENDITURE RELATING TO LITTER MANAGEMENT – It was RESOLVED: That additional equipment be purchased for the Wombles using the Co-Operative Community Champion Funding up the value of £300.

 

23073.  TO CONSIDER ARRANGEMENTS FOR REMEMBRANCE SUNDAY 2023 – a verbal and written report was given.  It was noted that Rev Bell had expressed a willingness to return to a traditional church service followed by a parade to the war memorial. Officers noted that councillor support would be needed to ensure that safe traffic management was in place for the event. Further details would be brought to the council for consideration as needed.

 

23074. TO CONSIDER ITEMS FOR INCLUSION ON THE AGENDA FOR THE NEXT MEETING – Bowling Green and co-option.

There being no further business, the meeting closed at 20:40.

 

 

Signed___________________________Chairman                                                                                                                                6th June 2023