June 2023 minutes
The Parish Council meeting was held on Monday 12th June 2023 at 7.00pm in the Jubilee Hall, High Street, Heighington.
Present:
Councillor Farrington
Councillor George
Councillor Rushby (Vice Chair)
Councillor Sockell (Chair)
Councillor Sowerby
Councillor Trafford
Councillor Watkinson
Clerk – Elaine Atkin
Responsible Finance Officer - Nikki Briscoe
NKDC Councillor Reece Harrington
Absent:
Councillor Buckley-Jones
Councillor Hemlin
NKDC Councillor Carola Goodwin
NKDC & LCC Councillor Ian Carrington
There were 2 members of the public present.
Public participation
One member of public was interested in joining the council and had come to find out more.
035/M/23 To receive apologies for absence, these having been submitted to the Clerk prior to the meeting
Apologies for absence had been received from Councillors Buckley-Jones and Hemlin.
Apologies had also been received from NKDC Councillor Goodwin and NKDC/LCC Councillor Ian Carrington.
036/M/23 To receive Declarations of Interest in accordance with the Localism Act 2011 and receive Requests for Dispensations
The Clerk declared a pecuniary interest in agenda item 28 (minute 062/M/23).
037/M/23 To approve the draft notes of the Parish Council meeting held on Monday 15th May 2023 for these to be signed as the agreed minutes
It was proposed by Cllr Rushby, seconded by Cllr Farrington and resolved to approve the Parish Council minutes.
038/M/23 To consider applications for co-option to the council (two vacancies)
An application had been received from Stephen Catlow, who was present at the meeting, and he was invited by the chair to say a little bit about himself and why he wanted to join the council.
It was proposed by Cllr Watkinson, seconded by Cllr Rushby and resolved to co-opt Stephen onto the council. His Declaration of Acceptance of Office was duly signed, and Stephen joined the meeting.
039/M/23 To receive reports from County and District Councillors (for information only)
Cllr Harrington gave an update:
• The first meeting of NKDC has been held and appointments to committees made
• Solar panels have been installed on NKDC offices in Sleaford
• On local matters, Sainsburys are still committed to opening a store in Washingborough (contrary to social media rumours regarding the Co-op)
• Princess Anne visited Washingborough primary school today
040/M/23 To review the council’s Social Media Policy
It was proposed by Cllr George, seconded by Cllr Sowerby and resolved to approve the revised Social Media Policy.
041/M/23 To note the list of correspondence and meetings since the May council meeting
This was noted.
Financial matters:
042/M/23 To approve the monthly accounts for May, including List of Payments, List of receipts, Net Position and Bank Reconciliation
The RFO confirmed that the May bank reconciliation had been approved offline by Cllr Buckley-Jones.
The bank balances as shared with council for May 2023 were: Unity Trust current account - £79,984.87, Co-op current account - £30,015.24, PSDF (Public Sector Deposit Fund account) - £48,000.
It was proposed by Cllr George, seconded by Cllr Rushby and resolved to approve the monthly accounts for May.
043/M/23 To approve a new monthly direct debit for Canva graphic design software
It was proposed by Cllr George, seconded by Cllr Farrington and resolved to go with an annual direct debit (which worked out cheaper than monthly), and for budget line 40 (Subscriptions and Licences) to be increased by £100 from reserves to cover this.
044/M/23 To note overtime worked in April, and paid in May
The overtime report was noted.
045/M/23 To note the Annual Internal Audit Report for 2022-23 and agree any remedial actions
The Annual Internal Audit Report for 2022-23 was noted. Remedial action regarding updates to the asset register had already previously been agreed by council (minute 014/M/23).
046/M/23 To approve the Annual Governance Statement for the 2022-23 Annual Governance and Accountability Return and for the clerk and chairman to sign
The RFO read out each of the governance assertions and councillors gave their response.
It was then proposed by Cllr Sockell, seconded by Cllr George and resolved to approve the Annual Governance Statement and this was duly signed by the chair and clerk.
047/M/23 To approve the Accounting Statement for the 2022-23 Annual Governance and Accountability Return (already approved by the RFO) and for the chairman to sign
This was proposed by Cllr Farrington, seconded by Cllr Sowerby and resolved, and it was duly signed by the chair.
048/M/23 To note the dates for the period of exercise of public rights, as set by the RFO
The RFO confirmed the dates for the period of exercise of public rights as 14th June to 25th July (inclusive). This was noted.
049/M/23 To note the 2022-23 year-end reserves position
The RFO confirmed that we currently have £25,000 in unallocated reserves, however the reserves allocated to the Station Road redevelopment project would need to be revisited. The reserves position was noted. Council is due to start work on a 4-year plan and this, once agreed, will determine how reserves are (re)allocated.
050/M/23 To note receipt of Community Infrastructure Levy (CIL) contributions of £2274.29 for 2022-23 and to consider suggestions for its use
The CIL contribution was noted. Possible suggestions for its use included: Benches for Station Road recreation ground; acoustic improvements for the Jubilee Hall, improving Almond Avenue play equipment; replacing the damaged safety surfaces at the play areas; new speed sign. The clerk was asked to cost up these options, for consideration at a future council meeting.
051/M/23 To consider introducing a separate Jubilee Hall hire rate for non-parishioners
Following discussion of options, it was proposed by Cllr Sockell, seconded by Cllr George and resolved to introduce a new tier of private hire charge of £100 deposit and £20 per hour for non-residents (people living outside the parish boundary), with delegated discretion to officers for those living in close proximity to the boundary.
Planning Matters and Tree Works:
052/M/23 To consider tree works applications received from NKDC
None received.
053/M/23 To note tree decision notices from NKDC
None received.
054/M/23 To consider planning application received from NKDC
None received.
055/M/23 To note planning decision notices from NKDC
None received.
056/M/23 To consider re-locating one of the current litter bins
The clerk was asked to get prices for a new bin, rather than re-locating one of the current bins, with a decision to be considered at the next meeting.
057/M/23 To receive an update on the Repair Hub
It was reported that whilst there is a lot of interest from people wanting to get involved in setting up a repair hub, none have put themselves forward to set up a committee/steering group to run it. Unfortunately, without this, the project will have to be put on hold for now but can be revisited at some point in the future.
058/M/23 To receive an update on the Zero Carbon Parishes project
We will shortly be ordering a water butt for Jubilee Hall and three ‘Sheffield style’ cycle racks for Station Road recreation ground and three for Potterhanworth Road sports ground. We are also ordering bulbs for Station Road (to plant alongside the 200 trees already arranged) and are looking to source a suitable size Christmas tree which can be permanently planted at Station Road. Millfield Primary Academy, Brownies and other groups have been asked to help us plant the trees and bulbs in the autumn. We will put out appropriate communication around this.
059/M/23 To receive the latest update regarding Chafer Bugs on council land (standing agenda item)
Information was shared about a new insecticide, Acelepryn, which has now been licenced (albeit with restrictions to its use). At the moment the surfaces are looking good, however this could all change in September/October with the next cycle of bugs and the situation will be monitored. Council have already agreed the use of Nematodes on the bowls green. Councillors were also reminded of our agreed Environmental Policy.
NKDC Cllr Harrington and the member of public left the meeting (8:05pm).
060/M/23 CLOSED SESSION. To resolve to move into closed session in accordance with the Public Bodies (Admission to Meetings) Act 1960 for the following staffing items on the grounds that publicity would be prejudicial to the public interest by reason of the confidential nature of the business to be transacted.
It was proposed by Cllr Sowerby, seconded by Cllr Trafford and resolved to move into closed session.
061/M/23 To consider a recommendation regarding a specific overtime requirement, and agree how this could be funded
Cllr Watkinson proposed, Cllr Trafford seconded, and it was resolved to authorise the specified overtime, based on a calculated amount.
Cllr Watkinson proposed, Cllr Rushby seconded, and it was resolved to increase the staffing budget accordingly to cover this, from reserves.
The clerk left the meeting (8:12pm).
062/M/23 To consider a recommendation following the clerk’s appraisal
Cllr Sockell proposed, Cllr George seconded, and it was resolved to approve the recommendation, with the RFO to increase the staffing budget line according, from reserves.
The meeting closed at 8:28 pm.
Please be advised that these are notes of the meeting taken by the Clerk and cannot in any way be regarded as the official minutes of Council proceedings until they are approved and signed at the next meeting.
Agenda item 7 - Correspondence and meetings held since the May 2023 meeting