June 2021 Minutes
MINUTES FOR THE MEETING OF SWINESHEAD PARISH COUNCIL
Monday 14th June 2021
Present: Cllr Roy Hilton, Cllr George Cornah, Cllr Keith Osborne, Cllr Carl Gibbard, Cllr Chelcei Trafford, Cllr Sean Trafford, Cllr Philippa Parnell, Cllr Mike Brookes, Cllr Roger Welberry.
Temporary Clerk, Natalie Grant
Also present: Ian McClean, Jean Powell
21/025 To sign the Declaration of Acceptance of Office by Ian McClean and Jean Powell
The declarations of Ian Maclean and Jean Powell were signed in front of the Council and countersigned by the clerk. Cllr CG welcomed Cllrs IM and JP to the Parish Council.
ACTION: CLERK to forward relevant documentation to Boston Borough Council as soon as possible.
19:31 Jean and Ian joined the meeting as Councillors
21/026 Chairman’s remarks
Cllr CG welcomed the two new Councillors.
21/027 To receive apologies for absence and reasons given
No apologies received.
21/028 To receive any declarations of interest in accordance with the Localism Act 2011
Cllr CT declared an interest in all planning matters due to her involvement in the Boston Borough Council Planning Committee.
Cllr ST declared an interest in planning matter B/21/0258 due to a personal connection to the applicant.
21/029 Police report
PCSO Neil Williams sent his apologies for the meeting and forwarded the following list of crimes committed in the parish since our last meeting.
22/05/21 Assault, Cragg Close – under investigation
28/05/21 Theft of pedal cycle, Cowley Close – under investigation
03/06/21 Theft from motor vehicle, Viking Close – under investigation
10/06/21 Theft from motor vehicle, Hall Drive – under investigation
Councillors made no comment.
21/030 Draft minutes of the meeting held on 24/05/21 to be confirmed and signed as minutes
Cllr MB suggested an amendment to 20/174. Cllr MB suggested that this should read “the gate is with M Hall and is ready to be collected, it was agreed that Cllr RW was to arrange pick-up with Cllr ST”. Cllr RH proposed that the notes circulated from 24/05/2021 should be approved as minutes with the above amendment. This was seconded by Cllr CT and it was resolved that the notes were accepted as a true reflection of the meeting and signed by Cllr CG.
ACTION: CLERK to post minutes on noticeboard, website and Facebook.
21/031 Financial matters: Update on financial matters, accounts for payment, budget figures and finance report
The clerk reported that the following accounts for payment had been reviewed and approved by Cllrs CG and CT prior to the meeting:
24/05/2021 s.137 Dontation to LIVES £ 50.00
24/05/2021 s.137 Donation to LLSR £ 10.00
31/05/2021 Wages and Associated Costs £ 235.62
31/05/2021 Natalie Grant, Administration Costs £ 1,015.00
31/05/2021 Steve Holland, Gardener £ 480.00
01/06/2021 Gilrange, Office Rent £ 400.00
01/06/2021 BHIB Insurance £ 688.70
14/06/2021 Natalie Grant, Expenses £ 32.33
Cllr CG confirmed that invoices were present for all payment requests and proposed that the payments should be approved, this was seconded by Cllr ST and resolved.
The clerk apologised for the lack of budget figures and finance report and said she would ensure that these would be prepared for the next meeting.
ACTION: CLERK to make payments as soon as possible and prepare budget update and finance report in time for next meeting.
21/032 Planning: B/21/0258: Porters, 38 Hillcrest, Tarry Hill, Swineshead, Boston, PE20 3JL
Cllr KO reported that he had reviewed the plans for Plan B/021/0258. The planning is for a single, detached garage. He reported that it is very straightforward with no intrusion on any neighbours and there are no obvious grounds for objection. Councillors agreed that there were no objections.
Cllr PP proposed that the Clerk should forward planning comments to Boston Borough Council. This was seconded by Cllr RW and resolved.
ACTION: Clerk to forward comments to Boston Borough Council.
21/033 Correspondence
Councillors considered the following list of correspondence received since the last meeting:
Various Rural Services Network
Various CPRE
Various LALC News
Various BBC News Releases
26/05/2021 LCC RE New Bus Timetables
07/06/2021 Member of Public Facebook Message RE Parking on Pavements
09/06/2021 BBC RE URGENT Repairs needed to Streetlamp #3
09/06/2021 Member of Public RE Speed Restrictions of Browns Drove
11/06/2021 Member of Public RE Co-option Process
14/06/2021 ROSPA RE Play Area Safety Inspection
Clerk reported the following issues had been dealt with as procedural: the new bus timetables had been posted on Facebook; the matter of parking on pavements had been forwarded to the police; BBC had been instructed to go ahead with the streetlamp repairs as this was a matter of urgency; the query regarding the co-option process had been responded to; ROSPA inspection email forwarded to Cllr PP.
Regarding correspondence relating to speed restrictions on Browns Drove. Councillors discussed this matter and agreed that as there has been considerable changes to the amount of traffic on Browns Drove, that the current speed restrictions should be re-evaluated. This matter will be forwarded to the July meeting for further discussion.
ACTIONS: Clerk to respond to member of public RE Browns Drove to say that it will be discussed at July meeting. July agenda item.
21/034 Councillors’ reports
Cllr CT: Voiced concerns about the state of the path through the children’s play area. It’s very bumpy and full of holes. Cllr RW agreed to speak to the gardener to see if there is a temporary fix while Cllrs PP and CT to look into quotes for a more permanent fix and perhaps a grant to cover the costs.
Cllr ST: The matter of parking on the pavements in the village has been reported to the police. Regarding the blue/green algae present at Mackey’s Pit, there is now an aerator in place to keep oxygen levels up so that the fish don’t need to be removed. Environment Agency paid first £50 towards to the costs, however the ongoing costs need to be met. Cllr ST agreed to find out more about the running costs and report back to the next meeting.
Cllr RH: Reported that the footpath between Station Road and Swineshead Bridge is almost impassable and in desperate need of cutting. Cllr RH agreed to report this on Fix my Street. Also, Cllr RH asked Cllr GC to ask at BBC if the new road sweeper could make an appearance in Swineshead. Cllr GC agreed that he would forward the request.
Cllr PP: Reported that “suckers” hanging over the church wall were causing reduced visibility to drivers and forcing pedestrians onto the road. Cllr RW agreed to speak to the handyman and ask him to cut these back as a matter of urgency. Cllr PP also suggested that an automatic schedule should be set up with regards to the annual play area safety inspection. Councillors agreed this needed to be considered as an agenda item in July. Cllr PP suggested that the bin emptying schedule needs to be increased during the summer holidays and asked Cllr GC to address this with BBC.
Cllr GC: Welcomed two new councillors. Informed Councillors that Parish Council meetings clashed with Borough meetings and as such he proposes to alternate between the two.
RW: Asked whether the council would go forward with the Garden Competition this year. Councillors agreed that this should go ahead in the usual format and suggested it should be discussed/planned at the next meeting. Cllr MB agreed to try and find documentation from previous years to help with the process.
KO: Reported that Ashcroft Homes had still not cleared the dyke of building materials and waste. He suggested that the clerk should write a letter and request that this needs to be done as soon as possible. Also, Cllr KO asked for his disappointment in the way they’ve left the flower bed at the entrance to the estate to be noted and asked that both matters are addressed in a letter to Ashwood Homes. Cllr MB suggested that a copy of the letter should also be copied to Black Sluice regarding the mess in the dyke.
MB: Updated councillors that the plans to close Coney Hill and regenerate the area were still being planned and discussed and he would keep the Council informed regarding any progression.
CG: Nothing to report.
ACTIONS: VARIOUS, see individual reports.
21/035 Clerk’s report
Matters Arising:
21/005 Minutes from April Meeting posted on noticeboard and Facebook. I believe Website is still outstanding.
21/006 Finance Committee meeting not arranged (Agenda so far: recommendations from Internal Audit, Asset Register, Terms of Reference for Finance Committee,
21/007 Payments made as per schedule, Direct Debits and Standing Orders checked, AGAR paperwork sent to External Auditors.
21/007 Planning comments forwarded to Boston Borough Council
21/008 Correspondence dealt with as per instructions: feedback to Football Club and Church Warden
21/010 Standing Orders HAVE NOT been uploaded to the website. Financial Regulations were to be agreed at this meeting but missed off June agenda. Forwarded to next meeting.
21/012 Complaints Procedure and Vexations Policy added to list of outstanding jobs for Clerk.
21/013 Insurance renewed in a three year deal with BHIB as agreed.
21/014 Scheme of Delegation added to list of outstanding jobs for Clerk.
21/017 Clerk HAS NOT contacted Christmas Celebrations Committee and Community Hub Committee regarding arrangements to feedback back to the Annual Parish Meeting in future Years.
21/018 Clerk HAS NOT arranged subscription to SLCC.
21/019 Procedure for dealing with Freedom of Information requests and Data Protection Policy added to list of outstanding jobs for Clerk.
21/020 Press/Media Policy added to list of outstanding jobs for Clerk.
21/021 Dates of future meetings put in Noticeboard and on Facebook but NOT on website.
21/022 Payments to LIVES and LLSR put on Payment Schedule for June.
21/023 Co-opted Councillors invited to June meeting and sent the agenda. Unsuccessful candidates informed via email/letter.
21/024 Clerk’s contract NOT signed. To be discussed further at meeting.
21/036 To confirm locations for new bins in the village
Clerk reported that she had chased this with BBC and had been told that we were “next on the list”.
ACTION: Clerk to chase again before next meeting. July agenda item.
21/037 To discuss the agreement with the Methodist Chapel with regards to the Community Hub
No movement has been made since the last meeting. Cllr KO and Cllr CG agreed to begin discussions with the Methodist Chapel and report back to the next meeting.
ACTION: Cllr KO and CG to arrange meeting with Methodist Chapel. July agenda item.
21/038 To discuss the possibility of ordering new art to further enhance the war memorial at a cost of £350 (inc VAT) (ST)
Councillors discussed the artwork originally proposed by Cllr RH and agreed that although this was a great idea, it would not be feasible due to maintenance. Cllr CG agreed to look into other options and report back to next meeting.
ACTION: Cllr CG to research alternatives. July agenda item.
21/039 To discuss possible new locations for the Parish Office
Cllr KO voiced his concerns about the current arrangements at Northend, specifically the cost of the rent, and recommended that other solutions needed to be considered as a matter of urgency. Clerk reported that the suggestion that the office at the Church could be used had been rejected by the Church Committee, and there were limited options in the village.
Cllr CG reminded Councillors that we had already touched on the idea of having a more permanent, purpose-built office / meeting facility built, perhaps as an extension to the library. He suggested that a working group should be formed to explore this further. Cllrs CG, IM and ST agreed to form a working group to respond to this matter.
ACTION:Cllrs CG, IM and ST to research the idea of a permanent, purpose-built office and report back to July meeting. July agenda item.
21/040 To discuss defibrillators
Clerk reported that she was still awaiting a quotation for the installation of the new defibrillator cabinet and re-location of the existing one to the Church Hall. She also commented that she was currently looking into signage to enhance the prominence of the defibrillator sites.
The Clerk asked the Councillors to start considering a system for logging and maintaining the defibrillators once the relocation work as been completed. This will be discussed at the July meeting.
ACTION: Clerk to chase quote and obtain a formal quotation for appropriate signage. July agenda item.
21/041 Outstanding list of Policies/Procedures brought forward from AGM
The clerk reported that the following list of policies and procedures are still outstanding and were currently in hand.
Urgent: Scheme of Delegation, Website Maintenance, Updated Asset Register, Financial Regulations.
Not urgent: Complaints Procedure, Vexatious Members of the Public Policy, Terms of Reference for Finance Committee, Freedom of Information Procedure, Press/Media Policy.
ACTION: Clerk to continue with updating policies
MB proposed that the council move into closed session to discuss agenda item #18. Cllr KO seconded the proposal and it was resolved. No press or public were in attendance, council moved into closed session at 20.53.
21/042 To accept resignation from the Clerk and discuss replacement
Cllr CG informed Councillors that the new clerk had tendered her resignation. Councillor CG proposed that the resignation should be accepted, this was seconded by Cllr ST and resolved.
Cllr CG proposed that for the time-being the temporary Clerk, Natalie Grant, should remain in position while the administration and finances are caught up fully, and the council should put off advertising the position until September at the earliest. This was seconded by Cllr MB and resolved.
ACTION: Clerk to write to Clerk to accept her resignation with immediate affect and arrange for final payments to be made to her.
Cllr CG thanked councillors for their attendance and closed the meeting at 21:01