Minutes of the Parish Council Meeting s2

PCM 13th July 2015 WADDINGTON PARISH COUNCIL

MINUTES OF THE PARISH COUNCIL MEETING HELD ON 13THJULY 2015 IN THE YOUTH CLUB

Present: Councillors: Mrs Barnshaw, Barnshaw, Gallagher, Cosker, Mrs Garner (chairman), Mrs Hopkins, Mrs Mason, Williams

Clerk: Mrs Rogerson,

OFFICIAL BUSINESS OF THE COUNCIL Action 1. 2. 1. Apologies for absence. (Reasons to be given to the Clerk in advance of the meeting) 3. Apologies were received from Cllr’s Cooke, Mrs Cooke, Edwards and Basnet. 4. 5. 2. Declarations of interest for any agenda item. None.

6. 3. Signing of the minutes. To accept the Clerk’s notes from the meeting held on 8th June and 17th June 2015. It was proposed by Cllr Mrs Hopkins and seconded by Cllr Barnshaw that the minutes of 8th and 17th June 2015 were a true record of the meeting and they were agreed to be signed. All agreed. Carried.

7. 4. Matters arising from the last meeting. Only for discussion. 8. 9. 5. To receive an interest from residents to be co-opted onto the Council. 10. Statements were received and read from Emma Belli and Peter Kenyon. 11. It was proposed by Cllr Gallagher and seconded by Cllr Barnshaw that Emma Belli be co-opted to the Council. All agreed. 12. It was proposed by Cllr Mrs Hopkins and seconded by Cllr Mrs Barnshaw that Peter Kenyon be co-opted on to the Council. All agreed. 13. Cllr Mrs Belli joined the Parish Council meeting. Andrea 14. 6. To review the following orders: a.i. Standing Orders Cllr Barnshaw queried Item 1 part o which refers to part y which is not on the Standing Orders. Cllr Mrs Hopkins also queried that the frequency of meetings was not on the Standing Orders or venue details. She would like to propose changing the venues so that meetings are held in the West Ward as well. Standing Orders are to be updated with missing information and revisited at the next meeting. Change of meeting venue is to be discussed at the next meeting. Cllr Hopkins proposed that it be added that all Parish Council buildings are revalued every five years for insurance purposes. All agreed. a.ii. Financial regulations 1 Chairman: Date: PCM 13th July 2015 It was agreed that Section 18 is changed so that the internal auditor is changed every three years. a.iii. Risk Assessment All points were read out and agreed except Section 4. More information was requested regarding individual Councillor insurance requirements and liability. To be discussed and agreed next meeting.

a.iv. Freedom of Information Act Cllr Gallagher proposed and Cllr Barnshaw seconded that a labour fee of £20 an Andrea hour be added to the policy, 8 Agreed 1 against.

7. To discuss the NKDC Champions Awards. Cllrs Williams and Mrs Garner advised that they have made personal nominations. Cllr Mrs Hopkins proposed and seconded by Cllr Gallagher that Ged Hallam is the Parish Council nomination due to his work in the village. All agreed and the form is to be completed and sent off.

8. Code of Conduct. Cllr Mrs Garner asked Councillors to be aware of Section 3B of the Code of Conduct and Section 6B as discussed in 17th June’s Parish Council meeting. Cllr Gallagher reminded Councillors that if a gift exceeds the value of £50 it is to be registered with the Monitoring Officer at NKDC and they can see the Clerk who will send in a declaration. Andrea

9. Grass Cutting. Cllr Mrs Barnshaw informed Councillors that she has received more complaints about the grass cutting in the area and the Viking Way. She has spoken to Highways regarding the Viking Way and they confirmed that it is cut twice a year. Cllr Cosker asked if as it is a public right of way do the properties backing on to the Viking Way have an obligation to keep their hedges trimmed back to keep the route accessible? Cllr Gallagher confirmed they do and a letter should be written to the property owners regarding the hedges. Cllr Mrs Barnshaw also advised that she has spoken to the grass cutters who advised that the reason the grass cutting is not the best it could be is because the Parish Council chose to go for the cheaper rotary option. A better cut would be with a cylinder and strimmer. Cllr Mrs Hopkins proposed and Cllr Mrs Barnshaw seconded that quotes for next year’s cutting are done before November in case it affects the precept. All agreed. Cllr Cosker proposed and Cllr Barnshaw seconded that the Parish Council write to Highways and residents whose hedges border the Viking Way about keeping it accessible. Cllr Mrs Hopkins declared an interest in this as the resident is a neighbour. 8 agreed, 1 abstain.

10. War memorial and surrounding area. Cllr Mrs Hopkins informed the Parish Council the tree stump needs removing from the memorial area before the new plinth goes in. The roots have gone under the bricks and the area will need resurfacing. The Clerk gave details from a tree surgeon who has been to look at the stump and they advised that it does need removing with as much of the root as possible as it will rot and cause the area to sink. Quote given for work is: Bar Lane Stump grinding, pull up block pavers to get to as many roots as possible 2 Chairman: Date: PCM 13th July 2015 with a stump grinder. Take out roots and level ground but not to re set pavers £220.00 plus VAT. Cllr Mrs Hopkins proposed and Cllr Barnshaw seconded to go ahead with the quote and ask if the work can be done by the second week in August when the builder is scheduled to start work on the surrounding for the memorial plinth. All agreed.

11. Zoo Ceramics. Cllr Mrs Hopkins asked that the Parish Council pay Zoo Ceramics half the amount for the memorial plinth and the rest on completion. Cllr Barnshaw put forward that at least the donated mount of £1,500 be paid now. After discussion it was proposed by Cllr Mrs Hopkins and seconded by Cllr Barnshaw that a payment of £2,000 is made now and the remainder on completion.

12. Foss Dyke Band. Cllr Mrs Garner informed the Parish Council that she has done a lot of investigation in to the situation with the Foss Dyke Band. The lease ceased in February 2015 and they are there until August 2015 while they find new premises. She has looked at all the correspondence to Solicitors and the band and it appears that Mrs Oates sent a letter to the solicitors regarding a new lease with amendments but this was not received by the solicitors or followed up by the Foss Dyke band which is why a new lease was not agreed or signed when the 25 year lease expired. Cllr Garner read a letter that was sent to the Foss Dyke band suggesting a meeting Andrea between the band and Council. It was suggested the response was discussed ‘In Camera’. Cllr Mrs Barnshaw proposed to move this to the end of the meeting and discuss ‘in camera’, seconded by Cllr Mrs Hopkins. All agreed.

13. Sidney Hall Field – update on gate and discuss the official opening event. Cllr Mrs Hopkins advised of an issue on opening the car park gate at weekends. She has been an opened it late morning on some days as it was still closed. Cllr Mrs Garner advised that she opens it on some occasions.

Cllr Barnshaw suggested that as Trevor Donohue volunteered to close the gate daily that the Parish Council could show its appreciation with an honorary annual payment to him. Cllr Barnshaw proposed and Cllr Williams seconded a payment of £200 to be made at Christmas to Trevor. He is to be written to advising that there will be a payment but the amount is not to be disclosed. All agreed.

The Clerk Mrs Rogerson updated the Parish Council on work done on the opening event and people who have been contacted. A budget was needed and Cllr Gallagher suggested that as the fireworks are not going ahead this year the money set aside for that be used. Cllr Mrs Garner proposed and Cllr Mrs Hopkins seconded that up to £1,500 be spent on the opening event. All agreed. A working group of Councillors to help on the event was decided as: Cllr Mrs Garner, Cllr Mrs Barnshaw, Cllr Mrs Belli (from beginning Sept), Cllr Williams (from beginning Sept), Cllr Mrs Hopkins (from beginning August) Cllr Williams suggested that flyers were posted about the village and through doors advertising the event. Cllr Mrs Hopkins suggested a full page advert in the Heathcliff View depending on cost. Cllr Mrs Belli will make up posters for the event. 3 Chairman: Date: PCM 13th July 2015

14. Playing Field Trust, update and discuss burial ground storeroom Cllr Barnshaw informed the Parish Council that the Playing Field Trust have recently met and have agreed the rents for the upcoming season. There are some increases, but they have been kept to a minimum. The Cricket Club have asked for use of the storage room at the Burial Ground to store their equipment in as it is more secure. He has looked at it and the handymen’s garage and believes that there is room to move anything in the burial ground storage into the garage. Cllr Barnshaw has suggested that if the Cricket Club do have use of the storage room it is done with an increase in the rent. Cllr Barnshaw proposed that the Parish Council rent the burial ground storage room to the cricket club. Seconded by Cllr Mrs Hopkins. All agreed.

15. Britain in Bloom – report on what was done and discuss the upkeep Cllr Mrs Garner reported on Britain in Bloom. The working group had regular meetings and completed all the tasks in time for the judging. They had £500 including donations which was spent on planters and plants around the village. A plaque is being produced with name of donators on which Cllr Williams advised should be up by the end of August and Cllr Mrs Garner will write to Byland Countryside Services and Browns Autobreakers thanking them for their interest in helping. The inspection went well on Friday, however a year round portfolio is required and photos showing year round work. The results presentation will be on the 16th September. Cllr Garner gave thanks to everyone who has been involved. Cllr Mrs Barnshaw passed on a comment she has been told that residents are very pleased that Millers Road was remembered and had a planter put there and the residents there will do the upkeep of them. She also informed that it has been mentioned that the planters next to the memorial would be better hung up on the railings. She has spoken to people at the church who do not think it will be a problem but it will be taken to their meeting on Wednesday to discuss and someone will come to coffee morning on Thursday and let her know what the outcome was.

Cllr Mrs Garner gave thanks to the Residents Association for all their work clearing the war memorial area.

Cllr Mrs Belli requested to join the Britain in Bloom working party.

16. Report from the Project Assistant A report from the project assistant was given to the Council. A proposal for solar panels to be installed at the Village Hall was given. This is to be an agenda item at the next meeting.

17. Clerk’s Report and Correspondence Jo Rogerson has given in her resignation as Admin Assistant with her last day being Friday 28th August. Andrea Smith will be on holiday on the 23rd and 24th July, and 17th August to 1st September inclusive. Jo Rogerson will be on holiday 10th to 14th August inclusive. With Jo leaving on 28th August the office may have to close on 1st September if no replacement or cover is found.

A letter has been received from LCC regarding “proposed extinguishment of 4 Chairman: Date: PCM 13th July 2015 Waddington Restricted byway 10, Part Public Footpath 3 and part Bracebridge Heath Public Footpath 2 and creation of public bridleway and public footpath. The letter was circulated to Councillor and no comments made.

18. Finance.

(a) Monthly finance report – to receive and accept the monthly finance report. It was proposed by Cllr Gallagher and seconded by Cllr Mrs Garner that the finance report be accepted. All agreed. Carried.

(b) Signing of cheques / BACS Payments. To resolve to sign cheques / authorise BACS payments listed by the RFO and certify invoices. It was proposed by Cllr Gallagher and seconded by Cllr Mrs Garner that the cheques and invoices could be signed. All agreed. Carried.

19. Urgent matters for attention – Items which the Chairman is of the opinion should be discussed as a matter of urgency but no resolution can be made. None

20. ‘In Camera’ item. It was proposed by Cllr Gallagher and seconded by Cllr Mrs Hopkins that “In view of the special/confidential nature of the business about to be transacted it is advisable in the public interest that the press and public be temporarily excluded and they are instructed to withdraw.” All agreed. Carried.

After discussion it was agreed that Cllr Mrs Garner is to contact the Solicitor to see if correspondence has been sent to the Foss Dyke band. If it has, the meeting will go ahead on Wednesday with our representatives being Cllr Mrs Garner, Cllr Barnshaw and Cllr Cosker. If it has not been sent and received by the Foss Dyke band the meeting will be postponed.

21. Date of the next meeting. The next Parish Council Meeting will be on Monday 14th September 2015.

Meeting closed at 10.10pm.

5 Chairman: Date: PCM 13th July 2015 Open Forum

District Councillors Cllrs Pennell, Burghley and Cawrey sent apologies.

Cllr Gallagher advised that the Executive Board are looking at the future regarding Devolution.

S106 payments from planning are a District Council function not a Lincoln County Council one.

He has given copies of letters regarding planning permission on the site at Grantham Road Playing Fields to the office. Planning permission is not needed.

County Councillor Cllr Mrs Talbot informed that she had been on local television news regarding the Prime Minister’s visit to RAF Waddington about the drones. She also said it was a delight to entertain the Barnshaw’s at the Civil Service at the Cathedral.

She has had a query regarding Belvoir Close regarding flooding outside a property. She has spoken to Highways and this is a resource problem. Alan Brown will be in contact with Lance Pennell and the resident directly.

Cllr Talbot apologised for the breakdown of the temporary lights on 8th July.

Regarding repairs to the footpaths later this year on Bar Lane and Mere Road, there are no plans to do the footpaths. The signals will be replaced and the junction resurfaced at the same time. They have looked at resurfacing the layby outside the shops on Bar Lane, however it is full depth concrete which would all need to be dug out and replaced and there is not the money to do that.

Apologies were given for not attending the Ridges and Furrows event on Friday.

Cllr Talbot advised that she has a meeting with officers on the 20th July regarding Highways issues. If anyone has an issue please let her know before the meeting. After this she wants to arrange a meeting with Highways and the Parish Councillors if a date can be decided.

Everyone should have received the revised speed limits update. Councillors advised they had not had this and the Clerk is to look into it and chase it up.

Cllr Mrs Hopkins recalled that at a previous meeting Alan Brown had said he would remove the stump at the War memorial. Cllr Talbot suggested that if he has not been asked earlier if he is able to take up the stump it will not be before the second week in August when the builders are due.

Police PCSO Hanson informed that during the period 8th June to 13th July 2015 there have been 4 crimes. 1 Burglary (other than dwelling) 24th June Belvoir Close 1 Attempted Dwelling Burglary 28th June Grantham Road 2 Theft from Motor Vehicle 17th June and 23rd June High Dyke

They have two speed guns to use in their cars and if there are any locations that Councillors would like them to set up at for a short period of time please email PC Hanson. Cllr Gallagher requested that the 30mph section of Somerton Gate Lane is covered.

6 Chairman: Date: PCM 13th July 2015 Cllr Mrs Hopkins informed PC Hanson that there has been a report of smoking of illegal substances at the Sidney Hall car park. He asked if the number plate details can be taken if it happens again and he will look into it.

RAF Flt LT Jamie Bennett reported that the swimming pool is open for use but only for people that have previously had access to it due to the increased security, new members cannot be admitted. This is going to be reviewed. Cllr Mrs Garner asked if the runway was completed. He advised no and they are waiting for updates from the contractors and he will email them to the office once they are received.

Residents

Mrs Therese Smith of 194 Grantham Road expressed their disappointment that Kev Pridgen is no longer on the Council and asked who will be taking over from his regarding the Grantham Road development. Cllr Cosker advised that it will be him. Cllr Gallagher advised it will possibly be going to the Eastgate planning meeting on the 28th July and he suggests that a Parish Councillor registers to speak for 3 minutes.

7 Chairman: Date: PCM 13th July 2015 Finance Report for June 2015

Current Account

Balance as at 01 June 2015 £2,507.66

Transferred from Deposit Account £5,000.00

Add Customer Payments Burial Ground £1,280.00 NKDC £1,099.00 Village Hall £3,651.25 Redwood Drive £1,165.50 Youth Club £384.00 refund from southern electric £3,133.99 LCC £1,455.88 Interest received £4.99 Deposits £200.00 £12,374.61 £19,882.27

Less Expenditure NKDC £614.00 PAYE for June 15 £638.99 Wages for June 15 £5,510.67 returned deposit £66.00 Hillman Brown £2,328.28 Continental Landscapes £1,637.86 Playing Field Trust £2,000.00 National Lottery £1,488.00 Other expenses £3,841.98 £18,125.78 Balance as at 1 July 2015 £1,756.49

Deposit Account

Balance as at 01 June 2015 £40,341.35 transferred to current account £5,000.00 £35,341.35 Add interest received £26.23 Balance as at 1 July 2015 £35,367.58

8 Chairman: Date: PCM 13th July 2015

WADDINGTON PARISH COUNCIL MEETING - 13 July 2015

Accounts for Payment Description Amount

Mr Richardson Window Cleaning £115.00 Environment Friendly Coating Paint for around the village £65.90 EON Street Lighting Electricity £2,621.00 Zoo Ceramics payment towards the memorial tile £1,156.50 MB Electrical install defibrillator £391.20 Anglian Water Water bill for Village Hall £308.73 Anglian Water Water bill for Youth Club £97.09 Lincoln Security Keys cut £45.00 ESPO Litter picker, tissues, broom etc £123.90 ESPO Dog Bin £74.40 ESPO Hi Viz, gloves, trousers, litter picker. £44.85 ESPO Shelves £54.00 ESPO Jacket £22.80 ESPO Shoes £22.80 ESPO brooms £3.24 ESPO HI Vis Jacket £28.80 Sue Garner britain in bloom expenditure £382.06 UK Safety Management PAT Testing £229.43 Staples Ink Cartridges £53.03 Continental Landscapes Grass Cutting £1,701.80 Holleran Accountancy Internal audit £600.00 Mrs Lees returned deposit £24.50 Mrs Verma returned deposit £3.25 Mrs J Cooke returned deposit £50.00 Jenny Rees returned deposit £50.00 D McMahon returned deposit £50.00

Total £8,319.28

Accounts Paid Since Last Meeting

Hillman Brown Completion of Insulation in Youth Club £2,015.32

Total £2,015.32

9 Chairman: Date: