2023 Parish Council Resolved Minutes

Minutes of Sibsey Parish Council Meeting held Tuesday 5th September 2023 at Northlands Village Hall, Northlands, Sibsey commencing at 7.00pm

PRESENT:    Cllr I Watts presiding as Chairman 
Cllr A Heath                Cllr S Barker                        Cllr J Ladds                Cllr J Adiotomre 
                
Clerk – S Knowles

PUBLIC FORUM
There were three members of the public present of which the following questions or short statements were made during the time allocated.
•    A resident showed concern relating to a building drainage channel that has been filled in and footings going in near to her property. 
Cllr Watts relayed that it is illegal to fill in a water course without consent from the Drainage Boards and Local Authority and would be part of the details associated to planning application approval 

1.    TO CONSIDER ANY APPLICATION FOR CO-OPTION TO VACANCIES OF PARISH COUNCILLORS
One application had been received from a Mr Bill Carney.  A discussion with the gentleman had taken place before this evening’s meeting to converse and evaluate the request to be a Parish Councillor.

After deliberation, a vote was held and it was unanimously to co-opt Mr Carney onto Sibsey Parish Council.  Of which the Declaration of Office was signed and witnessed by the Proper Officer.

2.    APOLOGIES FOR ABSENCE AND REASONS GIVEN
Cllr Limb had forwarded his apologies for absence of which the Parish Councillors were aware of the reason for not attending of which it was resolved to accept this explanation.

3.    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 Ladds and Watts declared a non-pecuniary interest to Item 7b on the agenda.

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

5.    OUTSIDE BODIES REPORT
ELDC Cllr Jones has sent his apologies though no report or information had been forwarded to be read during the meeting.

LCC/ELDC Cllr Ashton had another meeting to attend prior to this meeting and was hoping to attend later in the evening.
No information has been published of any incidents on the Police.uk in the Sibsey Parish since June 2023.

6.    CLERK’S REPORT
•    Notification had been received that there will be temporary restrictions imposed at High Ferry Lane Level Crossing between 10pm on the 5th September 2023 to 6am on the 6th September 2023 for Annual Level Crossing maintenance
•    A reminder that the Lancaster Memorial Trust Annual Service of Remembrance is on Sunday 24th September 2023 commencing at 2pm at the Memorial at Northlands
•    In association with the storage of all electrical documents, in speaking with a councillor from one of my additional councils who use to work in IT, he had helped the clerk set up the OneDrive account which is part of the Microsoft Office package and documents and being backed up to this and can be also accessed by myself on other devices if required to when not at the main laptop. However, the updating of the recovery records has come rather intense and hours have been racking up. Therefore, requested that in moving forward instead of claiming 25 hours a week for the remainder of the financial year to claim 37.5 hours (therefore full time) so that she can continue with everything as usual and be able to extra work that she would like to do associated with the Parish Council.
After deliberation it was agreed that the clerk’s hours would increase for the remainder of the financial year.

7.    FINANCIAL MATTERS
a.    Financial Report
Since the last meeting £2011.61 has been credited to the Treasury Account (£101.61 for reimbursement of Printer Ink from clerk’s other Parish Councils, £500 rent for Pymoor Lane and £1410 relating to Burial Ground Fees).  Additionally, £3195.84 has been paid out in respect to the clerk’s salary (July and August 2023) and £79.99 for the Annual Microsoft package.

b.    To approve payments

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

c.    Grant application from Northlands Village Hall
The grant application that was deferred from the last Parish Council Meeting from Northlands Village Hall requesting information to back up the application for due diligence.  Some information was still required therefore after deliberation it was deemed to allocate £2000 with consideration of the balance being awarded on presentation of the remaining documentation required.

The clerk advised that it would be advisable to have an additional savings account so that FSA rules of funding protection was honoured.  The Parish Council agreed that this would be logical and asked the clerk to find out suitable accounts available.

8.    PARISH MATTERS
a.    Pymoor Lane
Work on the building still needs to be done and waiting on quotes so this can commence.

It was also relayed that several matters with the tenant needs to be addressed.

b.    Burial Ground
i)     Burial Ground Rules and Regulations
The clerk had previously circulated amended rules and regulations to the Parish Councillors.  Each rule was assessed and amened or agreed so that the clerk could compose a final draft for approval at the next meeting.

The fees associated with the Burial Ground have not been increased since January 2020 and the clerk asked is this something that the Parish Council would like to consider changing.  After deliberation it was proposed by Cllr Watts, seconded by Cllr Heath and resolved to increase the fees by 5% and rounded to the nearest £5.

 ii)    Wheelie Bin and Memorial Bench
The Wheelie Bin was discussed and it was decided that a 770 litre one was more suitable to be situated in the Burial Ground, therefore asked the clerk to arrange this.

The Broken Memorial Bench had previously been discussed to be replaced and it was deemed that a recyclable one would be more appropriate in this location.  The clerk circulated suitable ideas.  After deliberation it was proposed by Cllr Heath, seconded by Cllr Ladds and resolved to purchase the Elwood one.

c.    Village Maintenance
i)    Grass cutting and other ground maintenance
It was deemed advisable to have a meeting with the contractor onsite to discuss ongoing issues.  The clerk was asked to arrange this.

ii)    Litter Bins
This matter was ongoing following that both the contractor and ELDC have to communicate to organise this.  The clerk was asked to chase this matter.

iii)    Noticeboards
This matter was deferred to the next meeting.

 iv)    Maintenance areas and ownership update for ELDC and LCC assets
 This matter was deferred to the next meeting.

d.    Play Areas
i)    RoSPA report 
The recent inspection report had been circulated to the Parish Councillors.  Issues raised in this was discussed and it was deemed that these needed to be rectified as soon as possible.  Therefore, the clerk was asked to contact the relevant companies and arrange meeting to get quotes for the work to be carried out.

ii)    Amos Way Play Area Equipment issues including surfacing
There was concern associated with the carousel as there was a large hole adjacent to it.  As a temporary measure Cllr Watts purchased some pea gravel to fill this area and met with Mr Portess to arrange a quote to get this matter permanently rectified.

Additionally, to this Cllr Watts noticed that there were voids also under the swing.  It was deemed for safety reasons to remove the swings in this area until this matter could be resolved.

The siting of the bench in Amos Way play area was discussed in which Cllrs Watts and Heath said that they would look into this.

iii)    Community Park Play Equipment and sides
The sides of the shelter still need to be cleaned before being replaced.  The question was asked if this were something the Councillors would like to do of which it was deemed that it would be best to leave these off.

e.    Community Park Dogs on Leads Signs
It is a condition that Dogs must be on leads when in this location. It was deemed that new signage should be displayed and therefore asked the clerk to arrange this.

At 9.29pm it was resolved to extend the meeting by an additional 15 minutes

f.    Adoption of land in Amos Way from ELDC to Parish Council
This agenda item was deferred to the next meeting.

g.    Land for Play Area at Northlands
A due diligence check was required relating to permissions and processes.  The clerk was asked to contact LCC/ELDC Cllr Ashton for information and advice.

h.    Christmas 2023 Light switch on event
The entertainment needed to be arranged as soon as possible of which this was agreed to do, though due to the several agenda items still needs to be discussed this agenda item was deferred to the next meeting.

i.    Clock winding volunteer plus LOLER Regulations
Mr Ladds and Cllr Watts currently wind the clock in St Margaret’s Church.  They have been approached by a resident who wishes to volunteer to aid with this, however, to accept his offer all regulations associated with this would need to be followed.  

j.    Correspondence received
The following correspondence has been received:
•    LALC e-news - 7th July, 21st July, 4th August, 18th August and 1st September 2023 
•    ELDC News Release – Tourism brings economic benefit to East Lindsey 
•    ELDC News Release – Grant for social isolation 
•    ELDC News Release – Help lead S&E Lincolnshire Cultural Development 
•    LCC Town & Parish July and August 2023 Newsletters 
•    ELDC News Release – Dinosaurs taking over East Lindsey 
•    Outer Dowsing Offshore Wind Grid Connection update 
•    ELDC Town & Parish August  2023 Newsletter 
•    Outer Dowsing Community Group Minutes 
•    ELDC August 2023 e-messenger 
•    LCC Highways Newsletter 

9.    PLANNING
a.    Discuss all planning applications currently being reviewed for consultation
The following planning applications have been received since the last meeting and was reviewed by the Planning Forum:
•    S/152/01468/23 – Extension to existing dwelling to provide additional living accommodation and erection of an outbuilding – The Cottage Workshop, Willows Lane, Sibsey
    There was concern that the mature trees were being felled with no replacement and therefore was no in keeping with the area.

b.    Boundary Hedge removal at Chestnut Home development
Several councillors have received notification and complaints that the historical boundary hedge of the Chestnut Home development was being cut down even though there is a condition in the planning permission which stipulates “the retention of all hedges except for those required to make way for the new accesses;”

c.    Discuss other planning matters
Consultation has been received in relation to the latest street naming of Phase 2 of Millers Walk. 
The names suggested are not in which the Parish Council would prefer and are dissatisfied that the development company did not actually relay with the Parish Council before submitting suggestions to East Lindsey District Council.  Therefore, as these are no set-in stone the Parish Council do not support the street naming proposals and would prefer that the actual recommendations be adhered to.

At 9.41pm it was resolved to extend the meeting by an additional 10 minutes

d.    Report on any information received associated with Planning 
Planning permission has been approved for the following:
•    S/152/01028/23 – Extension to existing dwelling – Kisdon, Northlands, Sibsey, PE22 0UA
•    S/152/01537/23 – Erection of 3 no. outbuildings (works already completed) – Rhoades Mille, Main Road, Sibsey

10.    HIGHWAYS    
a.    To discuss issues following meeting with Highways Officer
The meeting with the Highways Officer was deemed positive.  Several issues were discussed and assessed onsite, with some matter already being rectified.

b.    Speed limits on A16
To date trying to get Lincolnshire County Council to evaluate the speed limits on the A16 has not been very successful.  Therefore, so that more information could be known about accidents etc in this area the clerk was asked to obtain under Freedom of Information road traffic incidents over the past ten years.

c.    Community Speed Watch
All aspects associated with the Community Speed Watch were in place and now waiting for the volunteers to commence.

11.    ANY OTHER MATTERS FOR DISCUSSION BY LEAVE OF CHAIRMAN
Outer Dowsing have decided that the Skegness area is no longer one of the areas being considered.

11.    DATE OF THE NEXT PARISH COUNCIL MEETING
The next Sibsey Parish Council meeting as previously scheduled will be on Tuesday 3rd October 2023 at Northlands Village Hall, Northlands, Sibsey commencing at 7pm.

There being no further business the meeting finished at 9. 59pm.