MINUTES OF BARDNEY GROUP PARISH COUNCIL MEETING HELD ON THURSDAY 18 th FEBRUARY 2010 AT THE COMMITTEE ROOMS, BARDNEY VILLAGE HALL.

PRESENT Cllr S Marison (Chairman), Cllr M Bellwood, Cllr J Dove, Cllr A Dyer, Cllr C Howe, Cllr D Howe, Cllr W Lynn, Cllr M Rogers, Cllr S Runyard, Cllr D Smith, Cllr J Stott, Cllr J Wilkins, the Clerk Mrs T Pacey & 1 member of the public.

Meeting commenced at 7.00 pm.

19/10 - CHAIRMAN’S REMARKS Cllr Marison welcomed everyone to his first meeting as chairman since returning from holiday.

20/10 - APOLOGIES FOR ABSENCE Apologies noted from Cllrs Franklin & Westbury. Cllr Hallett also absent.

21/10- REPORTS FROM THE POLICE AND DISTRICT COUNCILLOR No police representatives were in attendance. Email received from the police relayed by the Chairman confirming that there are no incidents for the Bardney area in the last month that are of interest to the parish council. Also apologies were given for not being able to attend this meeting. District Councillor I Fleetwood also not in attendance.

TEMPORARY ADJOURNMENT FOR THE PUBLIC TO RAISE ISSUES

22/10 - OPEN SESSION Issues mentioned:- a) Smithson’s Yard down Abbey Road. Being cleared (it is thought) to be built on. However there is a church yard & burial ground on the premises does the owner etc know about this? Cllr Dyer confirms that all of this is in hand and archaeological works have to be carried out. b) Bus service. During the school holidays Bardney loose 1 bus, in addition there are extra people on other buses and today a bus was full and had to turn away people at bus stops. Can we please have all buses running during school holidays? Letter to be sent out to PC Coaches asking them not to cut buses or put on larger ones. Letter from Lincolnshire County Council (LCC) relayed by Chairman. The letter was in response to one sent from the parish council asking them to utilise an empty bus (that goes from Lincoln to Horncastle first thing in the morning then vice-versa in the evening) as a service bus. They state they have contacted the bus operator PC Coaches who would be willing to operate the two extra journeys but there is an additional cost associated with this that LCC will not be able to support financially. If, however the parish council wish to provide funding towards this they can obtain the necessary finance figures to be considered. It was agreed to obtain further information for the parish council to consider. c) LCC planning applications seem now to be sent by email with details available online (no hard copy) what about those not on email/internet? Could letter be sent? d) West Lindsey District Council (WLDC) may be able to supply extra litter bins could everyone look out for where they think they are needed and advise the clerk. e) St George’s Day 23rd April 2010. The flag will be put up in the morning by the handyman but a volunteer is needed to take down in the evening. Cllr Rogers kindly volunteered to do this.

OPEN SESSION CLOSED MEETING RE-OPENED 23/10 – TO RECEIVE DECLARATIONS OF INTEREST IN ACCORDANCE WITH 2000 LOCAL GOVERNMENT ACT – No declarations made.

8(2010) 24/10 – TO APPROVE THE NOTES OF THE PARISH COUNCIL MEETING ON 21 ST JANUARY 2010. The notes of the parish council meeting held on 21st January 2010 had already been circulated to Members. Minutes not agreed for the following reasons:- - Page 1 Item 04/10 (c) should be a capital C for Coach otherwise could think that discussion about a bus! - Page 2 Item 07/10 Road Gritting. It states West Lindsey District Council, this is incorrect it should read Lincolnshire County Council. - Page 5 Item 10/10 – Planning applications. Planning Comments. Should these be included in parish council minutes? If in writing is there not a potential for litigation? Clerk to look into what is the correct procedure for planning comments before the notes can be agreed as a true record

25/10 - CLERK’S REPORT Details already circulated to members, summary as follows:-

1) Minute Item 10/10 Planning Matters. In the minutes of the last council meeting the following was reported:- PLANNING INSPECTORATE CONSIDERED -FPS/Q2500/7/56 – WILDLIFE & COUNTRYSIDE ACT 1981 SECTION 53. Lincolnshire County Council. Amendment of Lindsey County Council (Rural District of Welton) Definitive Map and Statement – Evidential Events) (No. 2) Modification Order 2007 – Bardney. Order dated 22 October 2007 proposing to modify the Definitive Map and Statement for the area by adding a public footpath as shown in the Order plan and described in the Order Schedules. There were two objections outstanding when Lincolnshire County Council submitted the Order to the Secretary of State for Environment, Food & Rural Affairs for confirmation. Summary of Decision: The Order was not confirmed.

The Parish Council requested the Clerk to send two letters (1) asking what this decision actually means and (2) to advise them that the owner has put up a sign stating ‘private land’. He has also obstructed an area with a fence and cultivated an area without being remarked. The letters were not sent as further communication has been received. Lincolnshire County Council have advised that a following further investigations after the above order was not confirmed, they have discovered a draft Definitive Map which shows the claimed route as a continuation of Bridleway 214. They have therefore decided to make a further Order for a bridleway. Notices of this Order will be displayed on parish notice boards from 10/2/2010 – 24/3/2010. 2) HIGHWAYS GRASS CUTTING. Details of the amenity grass cutting for Bardney now received from Trevor Hines @ Highways. Cllrs need to set up working party to go through and make recommendations as to whether the handyman should take over this. 3) SAND BAGS AND BINS. Bardney Village Hall & Playing Field Committee have confirmed that a bin for sand bags can be stored at the rear of the village hall next to the bottle and paper bins. Trust this is

9(2010) acceptable? Letter from Stainfield & Apley Village Hall relayed by Chairman – they also have no objection to the sand bins being stored there. Awaiting response from Southrey Village Hall Committee. Cllr Bellwood kindly advised he will be available to help the handyman move the bins to these locations if necessary.

The Clerk also reminded Cllrs that she is on holiday next week.

26/10 - CORRESPONDENCE The Chairman relayed the contents of a letter received from LCC regarding grit bin provision. They have advised that a large number of requests for new grit bins has been received following the recent bad weather. The county council provides & maintains grit bins at known trouble spots (where difficulties arise because of ice and snow) which include steep hills, severe bends & foot bridges that are located on heavily used parts of the un- treated highway network (anywhere where accidents may occur, or where there is a risk of significant delays). Each new request is assessed on its own merits and approval only given to those locations where there is an identifiable and heightened risk. On a voluntary self-help basis, parish or town councils undertake to spread grit when necessary & inform the county council when the grit bin needs refilling. A review of the winter maintenance programme is being undertaken & any amendments will be introduced from October 2010. Therefore no more grit bins will be approved for the remainder of the current winter maintenance season. Letter passed to Chairman from Cllr Bellwood from Louth Tractors re servicing of grass equipment gives the details & costs. It was pointed out that all correspondence should go to the parish office and we need to let them know this. Contents of letter discussed, it was suggested that perhaps the handyman could take the equipment to Louth to save the delivery & collection fee. Cllr Smith advised that he knows of someone who would collect & deliver the equipment for free. It was agreed that he could obtain the prices for comparison. It is noted that the hedge trimmer is not mentioned.

26/10.1 – General correspondence (already circulated) details as follows:-

LETTERS CE Electric – Preparing for Mother Nature information leaflets & posters. Posters displayed on notice boards. Supply of leaflets etc ordered for the office. Environment Agency – Insert for parish newsletter sent re preventing pollution from domestic oil tanks. They also asked if we would like to receive future inserts. Confirmed that Yes, we would be happy to receive future inserts. HMRC – Notice to file 2009-2010 tax returns must be done online by 19th May 2010. HQN Ltd – Rural housing – responding to the issues – elected member summary. LALC – List of Youth Worker Contacts at different organisations & list of websites for national organisations promoting participation Lincolnshire County Council (LCC) Area Response Team. The team is working in or area shortly and requires a list of work that could be carried out by them. List of outstanding works sent already to Highways (they advised they will send on everything that is suitable for the Area Response Team to them). LCC – Feedback from Really Useful Stuff Launch Events. West Lindsey District Council (WLDC) – Supply of copy of revised register of electors. Asked whether we wish to have a hard copy or by email. Hard copy ordered. WLDC – Advising that email delivery had been voted as the preferred option for delivery of Parish Matters newsletter. They were asking for up to date email addresses for all Cllrs. Email addresses provided, also pointed out that hard copies would also be required in the future for those members not on email. WLDC – Standards Committee - Granting Dispensations. Letter received advising that the criteria for granting dispensations changed earlier this year. Letter is to update us on how & when to apply for dispensation. Copy of letter given to each member for their information.

10(2010) MAGAZINES/NEWSLETTERS/JOURNALS/PAPERS Association of Burial Authorities (ABA) – Autumn 2009 Allotment & Leisure Gardener – Issue 3 2009 Butterfly Conservation Newsletter – December 2009 Festive Lighting – Festive News December 2009 LALC News – December 2009 LCC – Inside Lincolnshire December 2009 – January 2010 LCR – Winter 2009 Parish Matters – December 2009 Rural Links – Autumn/Winter 2009

LEAFLETS/BOOKLETS/POSTERS LALC – Leaflet notifying us of their change of address wef 6/1/2010 to Dunholme Old School, 8 Market Rasen Road, Dunholme, Lincoln. LN2 3QR. Tele no’s 01673 863417/866596. Lincolnshire Limewoods – Bardney & Fiskerton Cycling Routes. WLDC – Credit Crunch – We can help leaflet January/February 2010

GOODS/SERVICES/BUSINESSES Cromwell – Christmas Savers leaflet (tools etc) Green Grass Contracting Services Signs of the Times – Signs & Letter box sales Reconciled Bookkeeping Services University of Northampton - Course details for Certificate in Waste Management Viking Direct – Stationery Cupboard sales leaflet

OTHER WLDC – Agenda for Extra Ordinary Meeting on Monday 14th December 2009 (All Councillors notified 9/12/09).

WLDC – Agenda for Standards Committee Meeting Monday 21st December 2009 (All Councillors notified).

27/10 - FINANCIAL MATTERS

27/10.1 - List of payments already circulated details as follows:

Bank Transfers 16/12/09. Balance in Treasurer (Current Account) £14,434.61. £10,000 transferred from Business Money Manager Account (High Interest) to Treasurer Account to cover future payments. Balances before transfer - Treasurer Account £14,434.61; Business Money Manager Account £31,057.56 Balances after transfer - Treasurer Account £24,434.61; Business Money Manager Account £21,057.56

Direct Debits 21/12/2009 – British Gas Business £61.44 (Electricity charge for old office).* * This is going to be queried as issue over faulty meter not yet resolved.

Cheques 100143 – Innes England £667.11 (Rent on old office 1/1 – 31/3/10) 100144 – Cash £25 (Petty Cash top up) 100145 – Screwfix Direct £9.58 (Hi vis jacket for Handyman PPE) 100146 – Doddington Farm Shop & Café £114 (Christmas tree) 100147 – Staples £31.19 (Invoice VGP68300 – Stationery) 100148 – E.ON £1.90 (Unmetered electricity – war memorial)

11(2010) 100149 – Mr M Bellwood £21.66 (Reimbursement for cables/extension lead/socket/plug purchased for Christmas tree) 100150 – Mr M Rogers £12 (Mileage expenses attending LALC, AGM 7/11/2009)

BACS Payments Mr E Barraclough £695.98 (Net pay/expenses for January 2010) to be paid 29/1/2010. HMRC £77.94 (Mr E Barraclough’s NI/PAYE contributions) to be paid 1/2/2010. HMRC £37.63 (Employer’s NI contributions for Mr E Barraclough) to be paid 1/2/2010.

Mrs T M Pacey £935.36 (Net pay & expenses for January 2010) to be paid 29/1/2010. HMRC £226.18 (Mrs T M Pacey’s NI/PAYE contributions), to be paid 1/2/2010. HMRC £81.66 (Employer’s NI contributions for Mrs T M Pacey), to be paid 1/2/2010.

PAYE/NI contributions for the tax year 2009-2010 have to be paid no later than the 22nd of the month following the pay month.

It was proposed by Cllr D Howe & seconded by Cllr Bellwood that all payments are agreed. RESOLVED that all the above payments are approved and can be paid if not already been done so.

27/10.2 – January 2010 Budget sheet & bank reconciliation circulated. No questions.

27/10.3 – Appointment of Internal auditor for the 2009-2010 accounts. It was proposed by Cllr Bellwood & seconded by Cllr Marison that Mr D Hornsby be appointed if he wishes to do this. RESOLVED that the parish council will ask Mr D Hornsby to carry out the internal audit for the 2009-2010 financial year. 27/10.4 – Date for the review of the effectiveness of the internal audit system to be undertaken & set up working party for same. It was proposed by Cllr D Howe & seconded by Cllr Rogers that the review is carried out at the end of March by the same people as last year. RESOLVED that a review of the effectiveness of the internal audit system be undertaken by the end of March 2010 by the same people as last year.

28/10 – PLANNING MATTERS A list of planning matters received & actioned since the last meeting was circulated. Details as follows:-

PARISH COUNCIL CONSIDERED - Nothing to report.

WEST LINDSEY DISTRICT COUNCIL CONSIDERED.

125210 – 10 Laing Close, Bardney. Application to erect rear single storey extension to bungalow to form 3rd bedroom and lounge. Also relocation of detached garage. Planning Permission granted – 11th January 2010

Re proposed Gypsy & Traveller site within 2.5km of Bardney (Consultation request). It was suggested that a public meeting should be held (add to comments sheet for return to the district council). Also further comments to be added re the selection criteria. They have stated that they will not place sites near industrial or hazardous facilities – Bardney has several! (Rase, Omex, Tyre factory on Station Road, British Sugar). It has also been rumoured that there is to be a development on the airfield which is to be a car recycling site. No planning application received, however this is in East Lindsey District Council’s (ELDC) area. In view of closeness to our parish, it is felt that the parish council should have received notification. Letter to be sent to ELDC asking for full details in order for us to pass information to any concerned parishioner.

12(2010) New digestion unit Nocton Fen been notified to us (for info) from Lincs County Council. Not in our parish area but they feel as close to our boundary, the parish council should be given the opportunity to comment should they wish. Need to ensure that the unit is maintained properly or the smell will be dreadful (add to comments). Need to find out more details of exactly what this plant is going to be doing to consider fully.

29/10 – PARISH PLAN. Cllrs Wilkins, C Howe & D Smith kindly volunteered to do a review of the parish plan and will get the ball rolling the first week of March. Can involve other organisations in the parish. RESOLVED that Cllrs C Howe, Smith & Wilkins will be the working party set up to review the parish plan in conjunction with other parish organisations if necessary.

30/10 – REPORTS FROM COUNCILLORS AND ITEMS FOR THE NEXT AGENDA - Cllr Rogers & Smith report that they have now finished walking the parish paths. Cllr Rogers has given the clerk details of all the obstructions etc to be passed to LCC; - Cllr Runyard has nothing to report; - Cllr Wilkins advises that the footpaths down Carron Close have not weathered well over the winter period. Highways are looking at the parish footpaths this year. - Cllr D Howe confirms that a road sweeper was in Bardney this week! Re youth club for 9-13 year olds why are they only running this for 6 weeks? It was also mentioned that not all 9-13 year olds are being invited; apparently they are running it from Year 5 & 6 upwards. Cllr C Howe advised her daughter (who is 9 but not in Y5 or 6) wanted to know why she could not go? Other kids have stated that why do they have to wait until they are nearly 10 to go? Letter to be sent to the youth club asking (a) why only running for 6 weeks – what are they going to do after this and (b) the parish council were under the impression that all children aged 9-13 could go regardless of what school or class they presently go to. - Cllr Stott responding to Minute Item 17/10. Hedge cutting was carried out in Apley but whoever cut the hedge left large off cuts. We needed to know who is responsible in order to write to them regarding the off cuts left. Cllr Stott advises that the Woodland Trust are responsible. Letter to be sent to them. - Cllr Dove advises that the footpaths on Silver Street are very difficult to manage with a pushchair. Also where they have marked out to put in a crossing – do we have a date yet? – No. - Cllr Smith reports that one drain in Southrey is blocked and now other drains are blocking. One kerb drain – the spikes are broken and hedgehogs have fallen in. Need to arrange for Trevor Hines from Highways to do on site visit. Also have need to contact Forestry Commission for update as no response since they met with Cllrs Marison & Franklin last year. - Cllr Lynn – comments as per Cllr Smith. - Cllr C Howe has been asked why we are slow updating the website in particular the minutes go on too slow! Dog fouling – on the even side of Wragby Road from no 60- 91 – 30 piles of dog excrement were counted! Need to add article to newsletter and also could look at putting up posters/signs or do a leaflet drop. Agenda item for next meeting. Also note that the PFA shed on the school site has been vandalised, a quarter of the door was missing! Cllr Dove asked whether the parish council could look at getting a special constable for the parish. Also need to write to police advising that no police presence seen lately. - Cllr Bellwood responding to Minute Item 17/10 – Bus Shelter. He visited the site regularly to check for safety etc. It was an oversight that the studs were left there – he informed the clerk & the vice-chairman that the shelter was being moved but was not aware of the studs at that point. If he had known there was a problem he would have sorted it out straight away. Site was secure, the 2 bricks had holes in the middle & were tied together & to the roof so could not have come off. In respect of the area next to the bus shelter it was proposed that block paving be put there, however highways have stated that they want the area tarmacing. Therefore the parish council can leave as it is or tarmac the area. The architect will contact Highways again to see if they will reconsider first. Also Agenda item – add

13(2010) litter bin, notice board, bench in this area & a couple of flower tubs for each side of the shelter. He also advises that thieving of metal is taking off again, could anti- tamper screws be fitted to the Lychgate signs (handyman has already done this). Also reports that the church yard looks very nice.

31/10 - DATE OF NEXT MEETING Parish Council meeting to be held on Thursday 18th March 2010 at the Committee Rooms, Bardney Village Hall commencing 7pm. Cllr Rogers gives his apologies already for this meeting.

Cllr Dove left the meeting approx 8.30 pm

32/10 – RESOLUTION TO EXCLUDE MEMBERS OF THE PUBLIC & PRESS RESOLVED that pursuant to Section 1(2) of the Public Bodies (Admission to Meetings) Act 1960 it is resolved that, because of the confidential nature of the business to be transacted, the public and press are hereby excluded from the following items:-

33/10 - Clerk’s Hours and 34/10 - Clerk’s Appraisal

All members of the public left the meeting.

33/10 – CLERK’S HOURS It was proposed by Cllr Smith & seconded by Cllr D Howe that the clerk’s hours are permanently increased to 32 per week including meetings (on a flexi hour basis). The clerk will work Monday – Thursday 9.30 am until 6.00 pm but will adjust working hours on a Thursday due to parish council meetings (i.e. she may finish early on the Thursday of a meeting, or take the extra hours the next week and only work half a day etc. The parish office will not be open to the public on a Thursday. It was further proposed by Cllr D Howe & seconded by Cllr Dyer that these hours are effective from the week commencing 1st March 2010.

RESOLVED that with effect from the week commencing 1st March 2010 the clerk’s hours are permanently increased to 32 per week worked on a flexi time basis over Monday – Thursday (n.b. core working times would be Monday – Wednesday 9.30 am – 6pm to cover the office opening hours, but all other hours would be worked flexibly). The parish office will not be open on a Thursday.

34/10 – CLERK’S APPRAISAL. Discussion over when this should take place and who should carry it out. It was agreed that the Chairman should carry out any appraisals annually, for this year he confirmed that he would be prepared to do this in March following the clerk’s return from holiday. RESOLVED that the clerk’s appraisals will be carried out by the Chairman annually at a mutually convenient date.

There being no further business the meeting was duly closed at approx 8.45 pm.

14(2010)