September 2023 Minutes
SWINESHEAD PARISH COUNCIL
PARISH COUNCIL OFFICE
1-2 North End
Swineshead
PE20 3LR
CHAIRMAN: Councillor Carl Gibbard
CLERK: Mrs Victoria Clark
EMAIL: swinesheadpc@gmail.com
WEBSITE: www.swineshead.parish.lincolnshire.gov.uk
Minutes taken by the Clerk, Mrs Victoria Clark, at the meeting of Swineshead Parish Council, which was held on Tuesday 19 September 2023, in the Swineshead Parish Council Office, 1-2 North End, Swineshead, PE20 3LR
Present: Councillors, Carl Gibbard (Chairman), Sean Trafford (Vice Chairman), Roger Welberry, Mike Brookes, Roy Hilton, Ian Maclean, Chelcei Trafford, Will Chalmers, Philippa Parnell and the Clerk.
Also present, Boston Borough Councillor (BBC) Suzanne Welberry and one member of the public
Public forum:
The member of public clarified the reason for being there, Item 9 xi and expanded on the issue
County Councillor Mike Brookes explained highways rules but he would speak to the highways management regarding possible options
Boston Borough Council (BBC):
• Councillor S. Welberry wanted to check if the council had received an email regarding the foot lighting, the Clerk informed her that this is covered in item 8 iii. Councillor S. Welberry is speaking to BBC regarding this.
• The Chairman asked if the Archive day was successful, she confirmed it was and that the film presentation put together by Councillors Carl Gibbard and Roger Welberry was extremely well received.
• Swineshead Archive’s wi-fi is sorted and should be up & running on the 26 September.
• The launch of the Archive is scheduled for 23 March 2024
Lincolnshire County Council (LCC):
• Councillor Brookes updated the council on highways issues for Swineshead
• The feedback for the speed limit reduction request in Blackjack Road & Donington Road has been assessed but does not meet the criteria for the County Council limit policy so will unfortunately not progress any further.
• Councillor Brookes has asked for the yellow lines outside the school to be reassessed to make it work better as complaints have been received to say that they do not extend far enough.
• After successful resurfacing of a part of Boston Road, highways have identified a dip beyond the section that has been repaired, the dip will be repaired this month and the temporary traffic regulation order has been extended
• There is delaminating on some parts of the main roads through the village that were resurfaced last year, works will be scheduled to dress these surfaces during October.
The meeting opened at 19:15
1. Chairman’s remarks:
The Chairman welcomed everyone
2. Apologies for absence: To receive and accept apologies where valid reasons for absence have been given to the Clerk or Chairman prior to the meeting
Apologies with valid reasons were received from Councillors Lisa Baldwin and David Lemon, on proposal from Councillor Maclean, seconded by Councillor R. Welberry and with no objections, all resolved to accept the reasons given
3. To receive declarations of interest under the Localism Act 2011 – being any pecuniary or non-pecuniary interest in agenda items
Councillor Gibbard declared an interest in Gillrange Limited
4. To approve as a correct record, the notes of the meeting of the Council held on 18 July 2023 and to authorise the Chairman to sign the official minutes
On proposal from Councillor R. Welberry, seconded by Councillor S. Trafford and with no objections all resolved to accept the minutes of 18 July 2023 as a correct record of the meeting, and gave permission for the Chairman to sign them
5. To approve as a correct record, the notes of the extra ordinary meeting of the Council held on 16 August 2023 and to authorise the Chairman to sign the official minutes
On proposal from Councillor R. Welberry, seconded by Councillor Brookes and with no objections all resolved to accept the minutes of 16 August 2023 as a correct record of the meeting, and gave permission for the Chairman to sign them
6. Financial matters:
i. Bank Balances as of 31 August 2023
£69,839.25 to include 22,965.23 legacy for trees and £42.57 interest - Instant online
£23,496.93 Treasurers account
All members had received the August bank statement prior to the meeting
ii. To approve accounts for payment:
N. Morley: Purchase of skateboard ramp £100.00 PAID Approved July 8v
SMV Contract Services: Inv. 1661 £960.00 PAID Approved June 6ii
Swineshead Methodist Church: August inv. £150 PAID DD
Gillrange Limited: Community Hub & Council Office Rent August inv. 16910 £500 PAID DD
Odd Job Scott: Playground repairs inv. 278 Part payment £975 PAID approved June 6ii
Manor Farm: Soil spreading Coney Hill inv. 19/7 £300 PAID approved July 8iii
Friends of St. Mary’s: Archive & Community Hub Aug inv. 0067 £200 PAID Approved June 6ii
Lincolnshire County Council 9 Bollards for Coney Hill inv.2004363976 PAID approved June 6ii
NB Accounting Payroll Sept inv. 10501 £15
S Holland Garden Maintenance July inv. 58 £527 PAID approved August item 4
BT: August inv. MO16 K2 £52.98 PAID
EE: Mobile inv. August PAID DD
Swineshead Methodist Church: September inv. £150 PAID DD
Gillrange Limited: Community Hub & Council Office Rent September inv.16927 PAID DD
SMV Contract Services: Grass Cutting inv. 1681 PAID approved June 6ii
J W Reams: Soil Carting Coney Hill inv.326 £900 PAID approved July 8iii
Friends of St. Mary’s: Archive & Community Hub Sept inv. 0068 £200 PAID Approved June 6ii
BT: September inv. MO17 OP £52.98 PAID
S. Holland: August Inv.62 Garden maintenance and removing Graffiti £682
S. Holland: Graffiti Remover £108.99
Staff Costs: £1,732.12
RoSPA: inv.73888 Play equipment check £178.20
GLL: Library photo copying clicks inv. SI-249489 £1.62
D. Lemon: Perspex sheets for Library sign £37.00
Scribe: Accounts package renewal inv.4405 £414.72
Late in:
Information Commissioner's Office (ICO) DD £35.00
PKF Littlejohn, external audit £378.00
On proposal from Councillor Hilton, seconded by Councillor R. Welberry and with no
objections all resolved to approve the above payments
7. Town and Country Planning Act 1990. To consider and make observations on all planning
applications received and to note planning approvals, refusals, enforcement complaints and
appeal decisions advised by the district council. To include those received from the date of this
notice and the day on the meeting
i. B/23/0269: Proposed 1no. detached dwelling and annex with attached garage at Paddock adjacent, Bargate Cottage, Bar Bridge Lane, PE20 3PG
The council had no objections and supported all environmental and nature conservation initiatives
ii. B/23/0268: Erection of single storey, flat roof garage to side of dwelling following removal of pop-up garage at 3, Butlers Way, PE20 3ER
The council had no objections
8. Clerk’s outstanding matters and correspondence
i. Fix My Street: Sign for Boston Rd at North End: Update
Both signs are now up, Royal Mail have updated the addresses.
This will now be taken of the agenda
ii. Boston Borough Council: Dog Fouling signs in Alley off Market Place
Signs are now up and the situation is better
For the moment this will be taken off the agenda
iii. Street lighting: Question to Boston Borough, percentage of LED replacements
The Clerk emailed the council, case ref: 9529-3829-3104-7025 on the 1 September, a reply was sent on 6 September that they would contact the council within 10 working days, to date no response has been received
9. Councillor’s Reports and actions:
i. Community Hub, Library and Village Archive: To review Terms of Reference policy, cost of
A1 copying report and receive any news or updates
• All members had reviewed the T of R policy and agreed that The Friends of St. Mary’s Church should be included in the committee members and that the number of members should not be increased. Councillor Maclean as the Chairman of the committee would inform those that needed to know and the Clerk would update the T of R ready to send out with the agenda for the next Community Hub & Library meeting.
• All members had received a report detailing quotes for 2 laminated A1 signs for the outside A Frame at the library, the Clerk advised using www.cheapestprintonline.co.uk at a cost of £34 including VAT & delivery.
On proposal from Councillor Maclean, seconded by Councillor S. Trafford and with no objections all resolved to approve both the above points
ii. Finance committee: To consider members and review Financial Regulations and Terms of Reference policy
• It was agreed that the committee numbers would stay at 5 members of the council and that Councillor Lemon would be asked to join the committee with Councillors, Gibbard, S. Trafford, Hilton and Maclean
• The Clerk advised that as the Financial Regulations had been changed a few times that it was time to start with a fresh draft and that she would go through it before the next Finance committee meeting along with the R of T policy
On proposal from Councillor Gibbard, seconded by Councillor Hilton and with no
objections all resolved to approve both the above points
iii. Old speed indicator device: To discuss and resolve options for the unit
The council has two new speed indicator devices that are solar powered and a budget for two more, leaving no requirement for the older rechargeable device that could be passed on to another Parish Council in the area.
On proposal from Councillor Hilton, seconded by Councillor Brookes and with no
objections all resolved to pass on this device, free of charge.
Councillor Brookes will speak to Wigtoft and Bicker Parish Councils
iv. Grassroots Application Grants Form: Update
Councillor S. Trafford has completed a large amount of the form and researched the estimated cost only of a skate park, this could be approximately £90,000 - £110,000
v. Meeting with Matt Warman MP
The meeting went well and Mr Warman stated that he would be contacting Serco, the management company for the Supreme Inn where the immigrants are being housed.
Mr Warman’s office is keeping in touch with the Clerk on the progress of contacting Serco and has asked that Serco contact the Parish Council, to date no correspondence has been received from Serco by either party
vi. Wheeled sports Facilities: To discuss & set up a working party
It was agreed that Councillors, S. Trafford, Chalmers and Gibbard will be the working party to research the costs and viability of having a skate park.
vii. Playground annual safety check by RoSPA: To discuss results & forming an action plan
It was agreed that Councillor Parnell will inform the Clerk of priority works and/or repairs to be undertaken and the Clerk will gain quotes
viii. Safeguarding policy: To discuss & adopt
All members had received a Safeguarding Policy prior to the meeting
On proposal from Councillor R. Welberry, seconded by Councillor Maclean and with no
objections all resolved to adopt this policy and that the ideal members with the skill set to take this forward would be Councillor Lemon leading and with Councillor Baldwin and the Clerk in a support role
ix. Health & safety Policy: To discuss & adopt
All members had received a Health and Safety Policy prior to the meeting
On proposal from Councillor R Maclean, seconded by Councillor R. Welberry and with no
objections all resolved to adopt this policy and that the ideal members with the skill set to take this forward would be Councillor Balwin leading and with Councillor Lemon and the Clerk in a support role
x. Prosperity Fund Briefing sessions: To discuss
The Clerk had passed details of these sessions to all members
xi. Vehicles exceeding speed in 30mph zone North End: To discuss
This had been spoken about during the public forum and would also be on the next agenda
10. Date for the next meeting/s:
Tuesday 17 October, 21 November & 19 December
The meeting closed at 20:06
CHAIRMAN: …………………………………………… DATE: Tuesday, 17 October 2023