2023 Parish Council Resolved Minutes

Minutes of Sibsey Parish Council Annual Meeting held Wednesday 17th May 2023 at Sibsey Village Hall, Frithville Road, Sibsey commencing at 7.00pm

PRESENT:    Cllr I Watts presiding as Chairman 
                     Cllr G Limb        Cllr A Heath        Cllr J Adiotomre     (arrived at 7.36pm)        Cllr S Barker        Cllr J Ladds
                
                      ELDC Cllr N Jones (left at 8.21pm)
                      LCC/ELDC Cllr T Ashton (left at 8.21pm)        
                     Clerk – S Knowles

There were two members of the public present.

Before the meeting commenced the clerk informed that she had received all the Declaration of Office of Acceptance following the May 2023 Election and were witnessed as the Proper Officer.

1.    TO ELECT A CHAIRPERSON FOR THE ENSUING YEAR (2023/2024)
Following proposal from Cllr Ladds, it was thereby seconded by Cllr Limb and resolved that Cllr Watts should be Chairperson for the 2023/2024 ensuing year

2.    TO RECEIVE THE DECLARATION OF ACCEPTANCE OF OFFICE AS CHAIRPERSON OF SIBSEY PARISH COUNCIL 2023/2024
Cllr Watts signed the Declaration of Acceptance of Office as Chairperson of Sibsey Parish Council for 2023/2024 which was witnessed and signed by the Proper Officer, S Knowles.

3.    TO ELECT A VICE CHAIRPERSON FOR THE ENSUING YEAR (2023/2024)
Following proposal from Cllr Ladds, it was thereby seconded by Cllr Barker and resolved that Cllr Limb should be the Vice Chairperson for the 2023/2024 ensuing year.

Cllr Watts thanked Cllr Ladds for her term as Vice Chairperson during the previous years and represented the Parish Council well during this time.

4.    PUBLIC FORUM
It was resolved at 7.12pm to suspend the meeting for 15 minutes to allow members of the public to ask questions or make short statements to the Council

A representative from the Boston Six Scouts Group, Mr Anderson put forward the following presentation:
In over 50 years the Boston Six Scouts Group have not had a long-term base.  In the past this had not been considered but new leadership feels that this would be a good idea to have.

Covid proved to be a terminal time for the group with depleting members but they now have over 50 children across the group, currently meeting on a Monday evening at Northlands.

They are looking for a long-term facility either to buy or lease with an area where they can provide sporting and other outside activities.
Cllr Watts relayed that though Pymoor Lane may have been a suitable site it is currently under lease. He asked if they had considered Sibsey Village Hall.

Mr Anderson replied that they had but they were not keen in having them use the hall in fear that the floor would be damaged.  Though he had relayed to them that they would personally rectify this if this was to occur, they were still denied use of the hall.

Cllr Watts conveyed that this was a shame considering the Community Park was adjacent to Sibsey Village Hall for all their outdoor activities.  He suggested that try and liaise further with the Village Hall Committee first before ensuring other aspects.

Both District Councillors who were in attendance relayed that they had funding available if the group required any financial support.

Mr Anderson thanked everyone for their time and expressed that the group were available to help if required.

At 7.33pm it was resolved to go to agenda Item 9 – Outside Bodies Report

LCC/ELDC Cllr Ashton reported the following:
•    He relayed that he was glad to be able to continue to represent the Sibsey/Stickney Ward again as East Lindsey District Councillor.
•    Following the recent election there is no overall control though it is believed that majority will be as previous.
•    Communication from Matt Warman MP in relation to the Internal Drainage Board payments are made through the District Council portion of the Council Tax.  The Government have agreed a one-off payment to aid with the funds which will mean ELDC will receive just short of £1m.  
•    He conveyed that the Highways Team are looking to meeting Sibsey Parish Council to speak on issues relating to the parish.
•    He informed that he has recently taken over as Chair of the Flood and Water Management Scrutiny Committee

Cllr Watts relayed that parking near Chestnut Homes site is proving to be hazardous and that vehicles are parking in the Bus Stop when visiting the Show Houses on site.  Cllr Ashton said that he will get enforcement to review the area.

Cllr Watts also conveyed that it is believed that workers from Staples Vegetables Ltd are using Amos Way (especially near the play area) inappropriately.

Cllr Ashton did ask if the current planning application associated with Chestnut Homes wanted to be called before the committee.  The councillors agreed that they would prefer this and that it the various issues were addressed that the current plans are not fitting for the area.  Queries were raised as to why a new development is being built with no consideration to EV points.  Cllr Ashton answered that this was actually a Building Control matter not anything directly related to Planning.

It was relayed that resident workers at Staples Vegetables Ltd who are not allowed to have vehicles on site are actually parking them down Old Main Road and leaving them there and then either cycling or walking to and from the site, which is causing a problem to actual residents to park.

At 8.21pm it was resolved to go back to original agenda order

5.    APOLOGIES FOR ABSENCE AND REASONS GIVEN
All councillors were in attendance.

6.    TO RECEIVE ANY DECLARATIONS OF INTEREST IN ACCORDANCE WITH THE REQUIREMENTS OF THE LOCALISM ACT 2011, AND TO CONSIDER ANY APPLICATIONS FOR DISPENSATIONS IN RELATION TO DISCLOSABLE PECUNIARY INTERESTS
Cllrs Watts declared an interest in Item 12b on the agenda.

7.    NOMINATIONS FOR POSITIONS ON COMMITTEES AND WORKING FORUMS
With a few changes made due to the new electoral and financial year positions on committees and working forums remained.

8.    NOTES OF THE PARISH COUNCIL MEETING HELD ON TUESDAY 4th APRIL 2023 TO BE APPROVED AS THE MINUTES
It was proposed by Cllr Limb, seconded by Cllr Barker, with Cllr Ladds abstaining it was thereby resolved to accept these notes as a true and accurate record and thereby signed by the Chairman.

9.    OUTSIDE BODIES REPORT
ELDC and LCC Councillors reported earlier in the meeting.

No information could be obtained from the Police.uk prior to this meeting relating to any incidents.

Cllr Heath relayed that the PCSOs are being withdrawn from the area with only the Sergeant remaining.

It was relayed that the zigzag markings outside the Primary School need replenishing.

10.    CLERK’S REPORT
•    A training session with volunteers for the Community Speed Watch with the Lincolnshire Safety Partnership Officer took place last month.  Everyone seemed keen for this to go ahead.  All that needs to be done is to have the sights assessed by the relevant Highways Officer to see these are deemed safe and appropriate for the volunteers to go ahead.  Following approval, this should be able to go ahead as soon as convenient for the volunteers.
•    The Sibsey Annual Parish meeting is scheduled for Wednesday 24th May 2023 commencing at 7pm at Sibsey Village Hall

11.    ANNUAL GOVERNANCE AND ACCOUNTABILITY RETURN (AGAR) 2022/2023
a.    To receive the report of the internal auditor and RFO’s response
A report from the Internal Auditor was received and circulated to the councillors.  Recommendations were made to add Earmarked funds to a Savings Account offering interest at a reasonable rate. The clerk was hereby asked to look into suitable Savings Accounts.

b)    To approve the Annual Governance Statement (Section 1 of the Annual Governance and Accountability Return (AGAR)) for financial year 2022/2023 and authorise the signing by the Chairperson and Parish Clerk
Copy of Section 1 was circulated to the councillors.  On evaluation it was proposed by Cllr Limb, seconded by Cllr Barker and resolved to authorise the signing of this section.

c)    To approve the Accounting Statements (Section 2 of the AGAR) and authorise the signing by the Chairperson and Responsible Financial Officer
Copy of Section 2 was circulated to the councillors.  On evaluation it was proposed by Cllr Limb, seconded by Cllr Barker and resolved to authorise the signing of this section.

12.    FINANCIAL MATTERS
a.    Financial Report
Since the last meeting £53,821.81 has been credited to the Treasury Account (£36,100 for 1st payment of Precept, £20.77 for reimbursement of Printer Ink and contribution to  training course from clerk’s other Parish Councils, £110 relating to Burial Ground Fees and £17,591.04 for VAT rebate).  Additionally, £1597.92 has been paid out in respect to the clerk’s salary.

b.    To approve payments

It was proposed by Cllr Limb, seconded by Cllr Ladds and resolved that these payments should be made.

c.    Grant application from Sibsey Bowls Club
A grant application from Sibsey Bowls Club has been received in association with a request to aid with replacing the club’s roof based on the £3610 quote they received.  After deliberation it was agreed to allocate a grant for half the amount, they had been quoted but to ask them to look into additional quotes as only one was given with the application.

13.    PARISH MATTERS
a.    Pymoor Lane
There was a recent meeting with the builder on site to evaluate the work that is required to be done.  Quotes for work will be submitted in due course but did recommend that a Fire Safety Officer also check out the premises to see if any additional work may be needed to be included in the quote.

Cllr Limb informed that the monies they hold will be available to use towards the cost of work required.

The clerk informed that the tenant still had not paid the Annual rent. The councillors therefore asked that a 14-day notice of payment be sent to the tenant.

At 9.22pm it was resolved to extend the meeting by an additional 15 minute

b.    Burial Ground
It was relayed that deer had been entering the Burial Ground from the opening of the adjacent property since the boundary had been removed.  The clerk was asked to arrange in having some Heras Fencing in place for health and safety reasons.

c.    Bus Shelters
ii.    Bus Shelter Benches – quote 
The contractor who supplied and fitted the benches in three of the Bus Shelters quoted that he would do the work at the cost of the previous work of £370.  It was thereby proposed by Cllr Limb, seconded by Cllr Barker and resolved for the work to be carried out.

d.    Village Maintenance
The company who quoted to refurbish the litter bins replied to the query raised in the work to be carried out.  The original quote did not include the costing for gold lettering and stated that this would be an additional £160 to do.  The other query relating to doing the work in small batches to avoid too many bins missing at one time was replied with that this did not seem feasible to do in small batches and would ensure that the work is done so that no collections from the site would be missed.

After discussion it was proposed by Cllr Limb, seconded by Cllr Barker and resolved to accept the additional costing for lettering and to have the bins done in the quantity they stated.

e.    Play Areas
There were no matters for discussion, other than from Cllr Ladds to Cllr Watts relating to new fixings for roof of one of the play equipment in Amos Way.

f.    Land for Play Area at Northlands
Related information was circulated to the Parish Councillors from the solicitors relating to the land at Northlands.

At 9.42pm it was resolved to extend the meeting for an additional 10 minutes

g.    Party in the Park
Due to lack of time to arrange this event this year it was postponed for consideration another time.

h.    Correspondence received
The following correspondence has been received:
•    LALC e-new 17th April, 1st May and 15th May 2023 
•    Spilsby Neighbourhood Policing Team May 2023 newsletter 
•    Wolds Policing Quarterly Newsletter – May 2023 

14.    PLANNING
a.    Discuss all planning applications currently being reviewed for consultation
One planning application had been received and was reviewed by the Planning Forum for an extension to existing dwelling to provide additional living accommodation and erection of wall and gates – Green Acres, Frithville Road, Sibsey – There were no objections to this application.

b.    Discuss other planning matters
There were no other planning matters to discuss.

c.    Report on any information received associated with Planning 
Planning permission has been granted for the extension and alterations to existing dwelling to provide additional living accommodation, and erection of fencing – Avon Cottage, Main Road, Sibsey

15.    HIGHWAYS    
It was reported that there is a large amount of vehicles parking on both sides of Frithville Road, including on the corner and due to this, heavy-duty vehicles and tractors are struggling to turn into and from this road proving hazardous to everyone. 

Therefore, the councillors felt that this area should assessed for the double yellow lines be replenished and look to being extended up to and pass the junction of Chapel Lane, as residents are losing visibility in getting safely out of this junction also.

16.    ANY OTHER MATTERS FOR DISCUSSION BY LEAVE OF CHAIRMAN
Cllr Heath thanked the Parish Council for displaying notices for raising funds for the Community Library they raised £80.

17.    DATE OF THE NEXT PARISH COUNCIL MEETING
The date of the next Parish Council meeting as previously scheduled will be held on Tuesday 6th June 2022 at Northlands Village Hall

There being no further business the meeting finished at 9.53pm.