Minutes - Full Council- 05 September 2023
Minutes of a meeting of Bracebridge Heath Parish Council held at the pavilion on 5th September 2023
Present: Councillors C Barr, C Broad, C Callan, S Manders, J Moran, V Marden. R Stone and K Trought
In attendance: Clerk to Council, Mrs S Knowles and Deputy Clerk to Council, Mrs R Fraser
One member of the public was in attendance.
The chairman welcomed everyone to the meeting.
PUBLIC PARTICIPATION SESSION
Reports from Lincolnshire County Council – Apologies were received from Cllr Cawrey
Reports from North Kesteven District Council - Apologies were received from Cllr Cawrey. Cllr Burley was not in attendance.
No questions from the public.
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.
23119. TO RECEIVE APOLOGIES AND ACCEPT VALID REASONS FOR ABSENCE – Nil
23120. DECLARATIONS OF INTEREST
a. TO RECEIVE MEMBERS’ DECLARATIONS OF INTEREST IN ACCORDANCE WITH THE ADOPTED CODE OF CONDUCT – Cllr Callan declared a non-pecuniary interest in matters relating to the Lincolnshire Association of Local Councils.
b. TO RECEIVE AND CONSIDER MEMBERS’ REQUESTS FOR DISPENSATIONS IN ACCORDANCE WITH THE ADOPTED CODE OF CONDUCT AND STANDING ORDERS – Nil
23121. TO CONFIRM THE MINUTES OF THE PREVIOUS MEETING – 1st AUGUST 2023 - It was RESOLVED: That the minutes of the meeting held on 1st August 2023 be approved and signed as a true record by the chairman.
23122. FINANCE AND GOVERNANCE
a. TO RECEIVE THE CLERK’S REPORT ON PAYMENTS BETWEEN MEETINGS –
Payments made between meetings, direct debits and payments made using delegated authority - Presented at report 23122a
All reports can be downloaded from – https://bracebridge-heath.parish.lincolnshire.gov.uk/downloads/download/45/meeting-reports-september-2023?downloadID=45
The report on payments between meetings was accepted.
b. TO REVIEW AND CONSIDER PAYMENT OF ACCOUNTS - It was RESOLVED: That payment of accounts as presented at report 23122b be accepted and signed.
Reports can be downloaded from – https://bracebridge-heath.parish.lincolnshire.gov.uk/downloads/download/45/meeting-reports-september-2023?downloadID=45
It was RESOLVED: That Council approve the transfer of £80,000 to the Council’s easy access savings account as per minute 22168e (December 2022).
c. TO REVIEW AND CONSIDER APPROVAL OF BANK RECONCILIATIONS - It was RESOLVED: That bank reconciliation 373 and 374 be accepted and signed by Cllr Marden and bank reconciliation 375 and 376 be accepted and signed by Cllr Barr.
d. TO REVIEW BUDGET, INCOME AND EXPENDITURE - The budget, income and expenditure was reviewed. No concerns were raised.
e. TO ACCEPT A QUOTE FOR INSURANCE FOR THE VILLAGE HALL BUILDING - It was RESOLVED: That the quote from BHIB Ltd be accepted, providing cover for up to 6 months while the building is unoccupied.
f. TO ACCEPT THE REPORT AND CONFIRM COMPLIANCE WITH THE LOCAL GOVERNMENT TRANSPARENCY CODE 2015 - It was RESOLVED: That Council accept the report and note compliance with the Local Government Transparency Code 2015.
g. TO CONSIDER THE REPORT OF THE EXTERNAL AUDITOR AND NOTE ANY ACTIONS REQUIRED - It was RESOLVED: That Council accept the report and note that no action is required.
h. TO APPOINT AN INTERNAL AUDITOR FOR 2023-2024 – As Cllr Callan had declared an interest in this item, the chairmanship was passed to Cllr Barr for the item.
It was RESOLVED: That Council appoint LALC internal audit service for the financial year 2023-2024.
The chairmanship returned to Cllr Callan for the remainder of the meeting.
23123. TO RECEIVE THE CLERKS REPORT ON CORRESPONDENCE RECEIVED AND CONSIDER ANY RECOMMENDATIONS – Items noted: A607 consultation on speed limit reduction, bus stops and shelters, RAF Waddington, telephone mast, streetlighting issues at the St John’s Village (still under ownership of MABEC) and Lincolnshire Road Safety Partnership.
- Members considered the request to add a vision panel to bus shelters. It was agreed that as the existing shelters were constructed of brick and any changes may require structural alterations, that this was not viable. It was agreed that any new shelters or replacements made in time would include vision panels.
- Members considered correspondence regarding an access request to the recreation ground.
It was RESOLVED: That Council permits access through the pedestrian gate at the eastern side of the recreation ground from the Linden Homes estate. Permission to open the existing gate was subject to a pathway being provided through the vegetation and a fence placed to prevent access to the outside perimeter of the recreation ground.
23124. TO RECEIVE AND ACCEPT A REPORT ON DECISIONS MADE USING DELEGATED AUTHORITY – The following report was accepted:
- Payments made as reported at item 4a.
- Repair of the play equipment (identified as high and moderate risk)
- Reponses to planning applications:
23/0815/TPO - 30 Salisbury Drive - The Parish Council supports any assessment made by the NKDC tree officer.
23/0793/HOUS –20 Medland Drive - Bracebridge Heath Parish Council has no comments or objections.
23/0687/LBC – Bracebridge Heath Parish Council has no comments or objections.
(Both retrospective applications in respect of installation of a electric vehicle charger)
- Responses to consultations:
Bracebridge Heath Parish Council supports the proposed reduction in speed limit, to 30mph.
23125. PLANNING
a. TO CONSIDER PLANNING APPLICATIONS RECEIVED SINCE THE LAST MEETING OF THE COUNCIL –
Appeal 22/1777/FUL - Land to the rear of 6 Main Avenue – It was RESOLVED: That Council would make no further comment.
b. TO RECEIVE A REPORT ON PLANNING DECISIONS - a written report was received.
23126. TO RECEIVE AN UPDATE ON ARRANGEMENTS FOR REMEMBRANCE SUNDAY – a verbal report was given. It was noted that the clerk and Cllr R Stone would attend training in order to safely and legally close the road for the event. Three volunteers had come forward to assist.
23127. TO RECEIVE AN UPDATED ASBESTOS MANAGEMENT REPORT FOR BUS SHELTERS AND CONSIDER ANY ACTIONS – The report was accepted. It was noted that no action was required, council to continue to monitor.
23128. TO RECEIVE THE ANNUAL PLAY PARK INSPECTION REPORT AND CONSIDER ANY ACTIONS – Written reports were provided. The Deputy Clerk was to work with the Caretaker to ensure any required actions were completed.
It was noted that two actions considered a high and moderate risk had been dealt with immediately on receipt of the report and had already been rectified. This included replacement of a timber on the net climber and welding of the rocket nose, both items at the Grantham Road Park
23129. TO GIVE NOTICE TO LINCOLNSHIRE COUNTY COUNCIL FOR TERMINATION OF THE LEASE FOR THE BRACEBRIDGE HEATH COMMUNITY HUB AND LIBRARY SITE - Cllr Callan declared a non-pecuniary interest in matters relating to the library, which did not prevent participation in the item.
It was RESOLVED: That Council give notice to Lincolnshire County Council for termination of the lease for the Bracebridge Heath Community Hub and Library.
23130. LOAN
a. TO NOMINATE TWO COUNCILLORS TO SIGN THE LOAN AGREEMENT FROM NORTH KESTEVEN DISTRICT COUNCIL AS PER MINUTE
23115 (AUGUST 2023) – It was RESOLVED: That Council accepts the loan agreement and nominates Councillors Callan and Barr to sign the agreement, witnessed by the Clerk.
b. TO AUTHORISE THE CLERK TO DRAW DOWN THE FULL AMOUNT OF LOAN ON COMPLETION OF DOCUMENTATION - It was RESOLVED: That the clerk is authorised to draw down the full loan (£500,000) as soon as the loan agreement is completed and signed by both parties.
c. TO CONFIRM ARRANGEMENTS TO TRANSFER AND HOLD THE LOAN AMOUNT IN THE COUNCIL’S EASY ACCESS SAVINGS ACCOUNT - It was RESOLVED: That the clerk is authorised to transfer the full loan amount to the Council’s easy access savings account, transferring funds back to the council’s current account on receipt of relevant invoices or as otherwise required. All transfers to be authorised either by full council or using delegated authority (up to £10,000 per transfer) as per Financial Regulations. In both circumstances, the transfer shall be authorised by two signatories.
23131. BRACEBRIDGE HEATH VILLAGE HALL
a. TO RECEIVE AN UPDATE ON THE PROGRESS OF THE PROJECT – a verbal report was given. Cllr Moran to consider options for an opening event. An update would be provided to the community.
b. TO NOTE AND ACCEPT DECISIONS MADE USING DELEGATED AUTHORITY - It was RESOLVED: That Council accepts the decisions made by delegated authority.
c. TO ACCEPT A CONTRACT VARIATION IN RELATION TO WINDOWS AND EXTERNAL DOORS - It was RESOLVED: That Council proceeds with Option 2 and installs a new frame and glazing giving full height windows in the main hall. The total contract variation of £7067 for glazing in the village hall was accepted.
d. TO ACCEPT A QUOTE FROM FG LIBRARIES AND LEARNING FOR ADDITIONAL FURNITURE REQUIRED FOR THE LIBRARY SPACE – The heating layout was still awaited from the principle contractor which would alter the requirements for furniture. It was therefore agreed that the item be deferred to a future meeting.
e. TO ACCEPT A QUOTE FOR DATA CABLING AND DATA INSTALLATIONS FROM DATALAN AND GLL – It was RESOLVED: that the Council suspends Financial Regulation 11.1h, that 3 quotations will be obtained, in order to award a contract due to the specialty nature of the quote.
It was RESOLVED: That Council accept the DATALAN and GLL quote for data cabling installation to relocate the library to the new site.
23132. TO CONSIDER THE FUTURE OF THE BOWLS FACILITY AND CONTINUATION OF AGREEMENT WITH THE BRACEBRIDGE HEATH BOWLS CLUB - It was RESOLVED: That in accordance with the Bracebridge Heath Bowls Club Constitution (2006) Section 19.1, six months’ written notice is given to terminate the Bracebridge Heath Bowls Club.
Members noted that a public consultation about future uses for the site be carried out in due course.
23133. TO CONSIDER CO-OPTION TO COUNCIL VACANCIES -
20:19 - Council session was suspended to hear from Mr Scott
20:20 – Council session resumed
It was RESOLVED: That Mr Gordon Scott be co-opted onto Bracebridge Heath Parish Council.
23134. TO CONSIDER ITEMS FOR INCLUSION ON THE AGENDA FOR THE NEXT MEETING – Speed enforcement, the Village Hall and any other items to be emailed to the Clerk.
There being no further business, the meeting closed at 20:23
Signed___________________________Chairman 3rd October 2023