May 2023 Minutes Annual Meeting of the Parish Council
SWINESHEAD PARISH COUNCIL
PARISH OFFICE
1-2 North End
Swineshead
PE20 3LR
EMAIL: swinesheadpc@gmail.com
WEBSITE: www.swineshead.parish.lincolnshire.gov.uk
CHAIRMAN: Councillor Carl Gibbard
CLERK: Mrs Victoria Clark
Minutes taken by the Clerk, Mrs Victoria Clark, at the Annual meeting of Swineshead Parish Council, held on Tuesday 16 May 2023, in the Swineshead Parish Council Office, 1-2 North End, Swineshead, PE20 3LR.
Present: Councillors, Carl Gibbard, Sean Trafford, Mike Brookes, Philippa Parnell, Ian Maclean, David Lemon and the Clerk to the council
Also present, 3 members of the public who were later co-opted onto the council, Chelcei Trafford, Lisa Baldwin and Will Chalmers
The meeting opened at 19:34
1. To elect a Chairman for the ensuring year 2023/24
On proposal from Councillor S Trafford, seconded by Councillor Parnell and with no objections all resolved to elect Councillor Carl Gibbard as Chairman for a further year.
Councillor Gibbard accepted
2. Signing of the Declaration of Acceptance of Office by the Chairman, to be witnessed by the
Proper Officer
Councillor Gibbard signed the acceptance of office as Chairman and the Clerk as Proper Officer
counter signed as witness to the signature
3. To elect a Vice-Chairman for the ensuring year 2023/24 and receive the Declaration of
Acceptance of Office from the Vice Chairman, to be witnessed by the Proper Officer
On proposal from Councillor Gibbard, seconded by Councillor Maclean and with no objections
all resolved to elect Councillor Sean Trafford as Vice Chairman for the coming year.
Councillor Trafford accepted, signed the acceptance of office as Vice Chairman and the Clerk
as Proper Officer counter signed as witness to the signature
4. To receive declaration of acceptance of office & declaration of interests from all members, witnessed by the proper officer
All members signed an acceptance of office and the Clerk as proper officer counter signed as witness to the signature
5. Chairman’s remarks:
Councillor Gibbard thanked his fellow members for appointing him as Chairman for a further term
Chairman’s speech: Appendix A
6. To resolve to temporarily close the meeting: for the public forum and outside bodies
As there were no public or outside bodies wanting to speak there was no reason to close the meeting
7. Public forum: A maximum of 15 minutes when members of the public may ask questions or make short statements to the Council.
No statements
8. Outside bodies: A maximum further 10 minutes will be set aside for the meeting to receive reports of the Police, elected members of Lincolnshire County Council and Boston Borough Council
Boston Borough Councillors for the Swineshead Ward, Stuart Evans and Suzanne Welberry had given their apologies to the Clerk
9. To resolve to open the meeting:
Meeting was not closed
10. Co-option: Members and interested parties (previously contacted the council), to ask questions and members to resolve decision.
On proposal from Councillor Parnell, seconded by Councillor Sean Trafford and with no objections all resolved to co-opt Chelcei Trafford, Lisa Baldwin and Will Chalmers, who all accepted.
11. Chairman to invite the co-opted member/s to join the members of the council at the table and
to sign the of acceptance of office and declaration of interests, witnessed by the Proper officer
The co-opted members joined the other members and the Clerk as Proper Officer witnessed and counter signed as each of the co-opted members signed the acceptance of office as a member of Swineshead Parish Council
12. 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 given to the Clerk from Councillors Roger Welberry and Roy Hilton, on proposal from Councillor Brookes, seconded by Councillor C Trafford and with no objections, all resolved to accept the reasons given
13. 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 Gilrange Limited
14. To approve as a correct record, the notes of the meeting of the Council held on 18 April 2023 and to authorise the Chairman to sign the official minutes
on proposal from Councillor Maclean, seconded by Councillor Brookes and with no objections all resolved to accept the minutes of 18 April 2023 as a correct record of the meeting, and gave permission for the Chairman to sign them
15. To approve as a correct record, the notes of the extraordinary meeting of the Council held on 25 April 2023 and to authorise the Chairman to sign the official minutes
on proposal from Councillor Brookes, seconded by Councillor S Trafford and with no objections all resolved to accept the minutes of 25 April 2023 as a correct record of the meeting, and gave permission for the Chairman to sign them
16. Financial matters:
i. Bank Balances as of 30 April 2023
£46,743.29 with £29.56 interest – Instant online
£49,072.29 including receipt of £16,653.45 precept - Treasurers account
ii. To approve accounts for payment
V. Clark: April Staff Costs £1057.90 (Adjusted to £1012.94)
S. Holland: April Maintenance inv.46 £403.00
B.T: May £53.60 (Paid)
SMV Contract Services: April grass cutting and paths inv.1599 £1068.00
N.B Accountancy: April payroll Inv.10464 £15
E.E direct debit increased to £23.88 per month
Pension direct debit set to the end of the month
Lincoln by Design: Coronation mugs £1057.50
BHIB: Insurance £731.56
On proposal from Councillor Lemon, seconded by Councillor C Trafford and with no
objections all resolved to approve the above payments
iii. Receipts:
Boston Borough Council: Precept received 6 April £16.653.45
National Grid: Wayleave chq deposited 20 April £3.32
Library: Cash deposited 28 April £29.72
iv. Finance Committee and signatories: To discuss and resolve
On proposal from Councillor Maclean, seconded by Councillor Chalmers and with no objections all resolved that the following members are on the Finance Committee and that Councillor Gibbard will be added as a bank signatory
Councillors, Gibbard, S Trafford, Hilton, Maclean, Lemon
17. 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/23/0147 Proposed extension, change of use to sales and workshop for agricultural machinery, erection of 2.4m high steel palisade fence, steel Armco security crash barriers (c.800mm tall) & pair of 2.4m high steel palisade gates at The Blue Shed, Station Road, PE20 3PS
No objection overall however it was agreed to support the Environmental Health Agency regarding the site needing close board fencing.
The members also had concerns regarding entry and exit of vehicles as the volume of vehicles is unknown.
ii. B/23/0138 Erection of log cabin at Crest House, Coles Lane, PE20 3NS
No Objections or comments
iii. B/23/0155 Outline planning permission for the construction of one dwelling at Land Adj to Evans Farm, Baythorpe, PE20 3EZ
No objections or comments
18. Clerks outstanding matters and correspondence
i. Sign for Boston Rd at North End: Update
This has been reported to the Borough and will be followed up, the Clerk to make the new Borough Councillors, Evans and Welberry aware
ii. Dog Fouling in Alley off Market Place
This has been reported on FixMyStreet and will be followed up, the Clerk to make the new Borough Councillors, Evans and Welberry aware
iii. Gift left in a will for Swineshead Parish Council and the purchase of trees: A resolution needed
On proposal from Councillor Gibbard, seconded by Councillor S Trafford and with no objections all resolved to accept the gift
iv. Southeast Lincolnshire Council’s Partnership: Tree Planting and community orchard scheme, to discuss and resolve
On proposal from Councillor Maclean, seconded by Councillor Brookes and with no objections all resolved to inform the Environmental Officer that the council is interested in this
19. Councillor’s Reports:
i. To discuss/resolve costs & purchase & erection of radar speed indicator devices
Councillor Brookes has been in contact with The Road Safety Partnership. The council need permission, this may be delayed until a new officer is engaged.
To hold the price a deposit will be offered
ii. Community Hub and Library Meeting 9 May, updates and resolution
An agreement was signed to increase the monthly rent from £25 to £150 to the methodist Church to house the library.
The Clerk to increase the monthly direct debit
iii. Coronation picnic and mugs
These have been distributed to schools
iv. Twinning with La Milesse: Update
Councillor Brookes went to the meeting, the committee want to wind up the Twinning and will be going to the Twinning Federation to find out the correct protocol.
It was suggested that memorabilia could be handed to the Parish Council who would be responsible for it. The twinning charter was signed by the Parish Council and the Mayor of La Milesse and could hopefully be kept alive along with the civic link in case someone wanted to resurrect the exchange visits in the future.
A letter to be written from the Parish Council regarding the responsibility
v. Wildflower verges
It was agreed that this would not only look good but would be good for bees. The council to consider where it would be appropriate, a test could be done at Coneyhill layby.
A working group of Councillors Parnell, Brookes, Welberry and Baldwin set up.
This to be on the next agenda
vi. Bench on the corner of King John Road/South Street Junction
A member of the public suggested a bench would be helpful, this was discussed and the conclusion was that this would need Highways permission, could encourage anti-social behaviour and would need to be sited near a private garden wall.
20. Date for the next meeting/s: To discuss
It was agreed that meetings would continue to be held on the third Tuesday of the month at 7pm in the council office. The next to be held on Tuesday 20 June.
The meeting was closed
APPENDIX A
Chairman's Remarks
Thank you for appointing me as Chairman for a further term.
We have come a long way over the past few years. When I first joined the council, we were not in a good place. Homeless, without a permanent Clerk and with an uncertain future.
I am glad to say that this is no longer the case. We have these offices until we are able to identify a better location and we have Victoria Clark, a professional Parish Clerk and Responsible Officer.
In the coming months we will continue to carry out the work of a Parish Council to the best of our collective abilities. In addition to this I would also like to add two projects.
The first, participation in the Local Council Award Scheme the second an expansion of our Community Hub activity.
We'll talk more about the Local Council Award Scheme in the coming months. Suffice to say this is a form of quality assurance, ensuring that we, as councillors, are working to a national professional standard and providing the best for our community.
Community Hub activity is important to the community, especially in these troubled and taxing times. As a council we should be exploring more ways to offer assistance to the Parish. Watch this space.
Finally, a thank you for the members of the Christmas Festival Committee for making arrangements to mark the coronation of King Charles Ill. Sean and Chelcei Trafford ably assisted by a merry band of volunteers.
CHAIRMAN: ……………………………………………. DATE: Tuesday, 20 June 2023