May 2024 minutes
The Annual Parish Council meeting was held on Monday 13th May 2024 at 7.00pm in the Jubilee Hall, High Street, Heighington.
Present:
Councillor Buckley-Jones
Councillor Catterson
Councillor Craig
Councillor Farrington
Councillor George
Councillor Rushby
Councillor Sockell
Councillor Sowerby
Councillor Trafford
Councillor Watkinson
Clerk – Elaine Atkin
RFO – Nikki Briscoe
NKDC Councillor Carola Goodwin (arrived 7:15pm)
NKDC & LCC Councillor Ian Carrington
Absent:
Councillor Catlow
NKDC Councillor Reece Harrington
There were no members of the public present.
001/M/24 To elect a Chair for the new council administrative year and for them to sign their Acceptance of Office as Chair
Cllr George proposed Cllr Sockell. This was seconded by Cllr Trafford and there being no other nominations, this was resolved. Cllr Sockell signed her Declaration of Acceptance of Office as Chair.
002/M/24 To elect Vice Chair(s) for the new council administrative year
Cllr Sockell proposed Cllr Trafford. This was seconded by Cllr Watkinson and there being no other nomination, this was resolved.
The chair declared the meeting closed to enable the public participation session.
Public participation
There were no public comments or questions.
The chair then re-opened the meeting (7:02pm) to continue with the agenda items.
003/M/24 To receive apologies and valid reasons for absence, these having been submitted to the Clerk prior to the meeting.
Apologies had been received from Cllr Catlow. Apologies were also received from NKDC Cllr Harrington and NKDC Cllr Goodwin sent apologies as she would be late.
004/M/24 To receive Declarations of Interest in accordance with the Localism Act 2011 and receive Requests for Dispensations
Cllr Trafford declared an interest in agenda item 28a (minute 028/M/24a), due to knowing the applicant.
005/M/24 To approve the draft notes of the Parish Council meeting held on Monday 8th April 2024 and for these to be signed as the agreed minutes
It was proposed by Cllr Catterson, seconded by Cllr Farrington and resolved to approve the Parish Council minutes, which were duly signed.
006/M/24 To review Terms of Reference for committees and working groups, including frequency of meetings
It was proposed by Cllr Sowerby, seconded by Cllr Farrington and resolved to accept the Terms of Reference for the Employment Committee and Emergency Plan Working Group. Both would meet on an ad-hoc basis.
007/M/24 To appoint membership of committees and working groups
The following membership was proposed by Cllr George, seconded by Cllr Trafford and resolved:
- Employment Committee: Cllrs George, Watkinson, Trafford, Rushby
- Emergency Plan working Group: Cllrs Sockell, Trafford, George, Buckley-Jones, Catterson
It was noted that Cllrs Trafford and Buckley-Jones had recently attended a Lincolnshire Groundwater Challenges Group with 3 other communities affected by recent flooding.
008/M/24 To review delegation arrangements to committees and officers
It was proposed by Cllr Farrington, seconded by Cllr George and resolved to approve the delegation arrangements as noted:
- Financial delegation arrangements as specified in Financial Regulations
- Procedural delegation arrangements as specified in Standing Orders
- Additional delegation to the clerk as specified in the Employment Committee Terms of Reference
- Specific delegation of discretionary powers to officers to vary Jubilee Hall hire charges (as per minute reference 103/M/22)
- Delegation of duties/decisions to committees as stated I the relevant Terms of Reference
- Other delegation as per officers’ job descriptions
009/M/24 To review arrangements (including legal agreements) with other local authorities, not-for-profit bodies and businesses
The only arrangement in place is for the parish council as consultee on planning applications and other planning matters (with North Kesteven District Council and Lincolnshire County Council). This was proposed by Cllr Catterson, seconded by Cllr Craig and resolved.
010/M/24 To review representation on or work with external bodies and arrangements for reporting back
It was noted that Cllr Trafford is the council’s representative on the Pike & Eure George Walker Educational Foundation and that Jane Dunning and Dennis Chantler are the council-appointed representatives on the Garrett’s Charity. All these representations are part way through their allotted term. The Pike & Eure trustee was appointed in 2022 for a four-year period. The Garrett’s charity trustees were appointed in 2021 for a four-year term ending in March 2025.
011/M/24 To review the list of land and assets
A significant amount of work had been done on the asset register, as recommended in our internal audit. There has been a change to the total asset value due to the way that our buildings had previously been valued. As required, the asset value for financial year 2022-23 will be re-stated on the upcoming Annual Governance and Accountability Return (AGAR) for financial year 2023-24.
Thanks were passed to officers for the time and effort put into resolving this.
It was proposed by Cllr George, seconded by Cllr Trafford and resolved to accept the asset list.
NKDC Cllr Goodwin arrived (7:15pm).
012/M/24 To confirm arrangements for insurance cover in respect of all insurable risks
It was proposed by Cllr Watkinson, seconded by Cllr Sowerby and resolved that suitable arrangements for insurance cover are in place as far as known, and that it approved any adjustments to the insurance policy as required, dependent on the insurer’s response to our outstanding query following the building revaluations.
013/M/24 To review council/staff subscriptions to other bodies
It was proposed by Cllr George, seconded by Catterson and resolved to re-affirm council’s commitment to the following, which are factored into the budget:
- Membership of the Lincolnshire Association of Local Councils (LALC) with full access to its training programme
- Payment of the clerk’s membership of the Society of Local Council Clerks (SLCC)
- Support for other employees by encouraging and paying for professional membership as relevant
014/M/24 To review the following policies and procedures:
a. Standing Orders
b. Financial regulations
c. Complaints Procedure
d. Data Protection, Freedom of Information Publication Scheme, Information under the Freedom of Information Publication Scheme
e. Communications Policy
f. Employment policies and procedures
It was proposed by Cllr Rushby, seconded by Cllr Watkinson and resolved to:
- Approve the updated Standing Orders, Data Protection Policy, FOI Model Publication Scheme and Information Available Under the Publication Scheme
- Review the newly released NALC model Financial Regulations at June’s council meeting
- Revalidate the Complaints Procedure and Employment policies and procedures, updating the document control information
- Schedule review of the Communications Policy in the next six months
015/M/24 To receive reports from County and District Councillors (for information only).
LCC & NKDC Cllr Carrington gave the following update, which was noted:
- LCC Planning Committee recently approved plans for the Hykeham bypass (Lincoln ring-road completion), which is likely to benefit those villages currently used as a rat run by large vehicles. Work is likely to start end of 2024/early 2025 with a completion date in 2028.
- Following a walkaround with the chair and clerk, Cllr Carrington has now had his walkaround with the Highways portfolio holder and senior Highways officers. A number of action points came out of this visit. White lining at the Merrycock Lane / High Street junction has now been refreshed. Cllr Carrington has also pitched for resurfacing of that stretch of the High Street.
- The S.19 flooding enquiry is ongoing. There will be a site visit to Heighington later in June (date to be confirmed). Anglian Water are also arranging a group meeting with other parishes who were flooded.
016/M/24 To note the list of correspondence and meetings since the April council meeting.
This was noted.
Financial matters:
017/M/24 To approve the monthly accounts for March (2023-24 year-end), including List of Payments, List of Receipts, Net Position and Bank Reconciliation
The RFO confirmed that the bank reconciliation for March had been checked and signed off by Cllr George prior to the meeting. It was proposed by Cllr Sowerby, seconded by Cllr Rushby and resolved to approve the March 2024 accounts.
The RFO noted that reserves would be revisited at June’s meeting.
018/M/24 To approve the monthly accounts for April, including List of Payments, List of Receipts, Net Position and Bank Reconciliation
The RFO confirmed that the bank reconciliation for April had been checked and signed off by Cllr Trafford prior to the meeting. It was proposed by Cllr George, seconded by Cllr Farrington and resolved to approve the April 2024 accounts.
019/M/24 To note overtime worked in March and paid in April
This was noted.
020/M/24 To review expenditure incurred under s.137 of the Local Government Act 1972
The RFO confirmed the only S.137 expenditure was on the poppy wreath. This was proposed by Cllr Farrington, seconded by Cllr George and resolved.
021/M/24 To approve the list of variable direct debits for 2024-25
This was proposed by Cllr Catterson, seconded by Cllr Craig and resolved.
022/M/24 To approve the use of BACS payments
All of our payments are made by BACS. We do not use cash or cheque (unless cheque is the only way of making payment). This was proposed by Cllr Watkinson, seconded by Cllr Sockell and resolved.
023/M/24 To approve the use of internet bank transfers
This is only used for transferring funds between our bank accounts and within the limits specified in Financial Regulations. Such transfers are subject to the usual councillor authorisation process. This was proposed by Cllr Sockell, seconded by Cllr Watkinson and resolved.
024/M/24 To review the Risk Register
The Risk Register is reviewed on a quarterly basis and the latest update was reviewed. Cllr George queried the wording of item 14a. in the document and it was agreed to amend this at the next review. It was proposed by Cllr Sowerby, seconded by Cllr Buckley-Jones and resolved to approve the document.
025/M/24 To confirm that Heighington Parish Council meets all requirements for the Local Council Award Scheme (LCAS) at Foundation level and that this information is published, where applicable
The chair commented on the work put in to prepare this application. Cllr Carrington noted that from a county and district council perspective, he was delighted to see the parish council going for this award.
It was proposed by Cllr Watkinson, seconded by Cllr Sowerby and resolved that council meets all the requirements for the Local Council Award Scheme at Foundation level.
Planning Matters and Tree Works:
026/M/24 To consider tree works applications received from NKDC (including those considered between meetings)
None received.
027/M/24 To note tree decision notices from NKDC
None received.
028/M/24 To note the planning applications received from NKDC for consideration (including those considered between meetings).
a. 24//0422/PNND. Application under Class Q of the Town and Country Planning (General Permitted Development) Order for prior approval for change of use from agricultural barns to 5no. dwellings (C3). Holly Tree Farm, Fen Road, Washingborough.
It was confirmed that this application is not subject to the usual consultation process.
b. 24/0472/HOUS. Demolition of existing conservatory and construction of new orangery style extension to the rear. 11 Troon Close, Washingborough, LN4 1TH.
There were no comments.
c. 24/0293/HOUS – Removal of existing conservatory and erection of single storey front extension. (Revised description and plans). Little Grange, Potterhanworth Road, Heighington.
A response to the amended application was considered offline between meetings and the following comment was submitted:
“We have no objections to these amended plans, however, we are concerned about the potential blocking of Back Lane during construction (in planning permission is granted).
At that location it is a one-way system and very narrow. Any vehicles parked outside the property boundary wall would in effect totally block off Back Lane and this would prevent some residents from being able to access their properties”.
d. 23/0636/OUT. (Amended Plans/Additional Information). Outline planning application to include details of access, layout and scale for the erection of 4no. terraced industrial/commercial units (use classes E(g)(i), E(g)(ii) and E(g)(iii)). Land adjacent to True Window Care and JNE Trading, Potterhanworth Road, Heighington.
Council had previously objected to the original application. It was proposed by Cllr George, seconded by Cllr Farrington and resolved to submit the following comments:
“The original application proposed SuDS but the amended application seems to have taken a retrograde step.
The site is located on an aquifer, and the groundwater levels are high. The village of Heighington has problems with groundwater flooding and is currently taking part in a multi-agency study of groundwater flooding affecting Lincolnshire villages. In view of this, the measures identified to deal with surface water from the site need to be looked at in more detail. Could more be done to reduce risks of increasing problems already experienced in the catchment of Heighington? The watercourse to the south of the site is already affected by high groundwater levels. It is proposed that the surface water from the site is to go into the coarse graded aggregate under the roadways, and a lining will prevent ingress into the groundwater. The outfall for the surface water will then be to the highway drain at the rate of 5 litres per second.
Our concerns are:
a. What happens to the water after it enters the highway drain, and could it cause more groundwater problems in the village?
b. Have highways been consulted on the drainage proposal? Given the existing problems in the village of Heighington the issues arising from surface water disposal need to be looked at very thoroughly”.
029/M/24 To note planning decision notices from NKDC
a. 24/0201/HOUS. Erection of rear extension with porch. 19 Gail Grove, Heighington. Application approved.
The decision was noted.
030/M/24 To consider a request by dog walkers for a bench at Potterhanworth Road
It was proposed by Cllr Watkinson, seconded by Cllr Rushby and resolved to purchase a bench for Potterhanworth Road, as long as both football and cricket clubs are consulted regarding its siting. The RFO confirmed that Community Infrastructure Levy (CIL) funds could be used.
031/M/24 To consider a community herb garden at the Jubilee Hall and purchase of more bulbs for the planters
It was proposed by Cllr Watkinson, seconded by Cllr Rushby and resolved to investigate a community herb garden at the Jubilee Hall and purchase of more bulbs for the existing planters at Jubilee Hall and Station Road. It was suggested to approach the local woodworking group to see if they would be able to make the herb planter, and to approach the local gardening club to see if they may have any herbs. The RFO will seek confirmation whether CIL funs could be used.
032/M/24 To note the quarterly litter-picker report for January – March 2024
The quarterly litter pick report was noted – 7.5 bags of rubbish collected in the three months. Thanks were passed to our volunteer litter picker.
It was also noted that the community litter pick which had to be cancelled in April due to the bad weather, has now been rescheduled to 9 June, 10:00 – 12:00 with refreshments afterwards at the Jubilee Hall.
033/M/24 To review the Jubilee Hall and Potterhanworth Road pavilion Fire Risk Assessment reports and agree action required
It was proposed by Cllr Rushby, seconded by Cllr George and resolved to action the recommendations as per the reports.
034/M/24 To receive the latest update regarding Chafer bugs (and moles) on council land (standing agenda item)
Cllr Trafford confirmed that there was no evidence of chafer bug damage and evidence of only one mole hill at Potterhanworth Road.
LCC & NKDC Cllr Carrington and NKDC Cllr Goodwin left the meeting (8:05pm).
035/M/24 CLOSED SESSION. To resolve to move into closed session in accordance with the Public Bodies (Admission to Meetings) Act 1960 for the following 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 Watkinson and resolved to move into closed session.
036/M/24 To review and agree quotes for remedial Fire Risk Assessment works
Quotes had been obtained from one company for installation of fire alarms at Jubilee Hall and Station Road. Due to the potential value, it was proposed by Cllr Farrington, seconded by Cllr George and resolved to try to obtain further quotes for consideration, and to bring the item back to June’s council meeting, but that we shouldn’t wait any longer than that before actioning this requirement.
Quotes will be obtained for the other recommended items from the reports, with a view to considering these at June’s council meeting.
037/M/24 To ratify recommendations from Employment Committee following staff appraisals
Cllr George fed back on recommendations from the Employment Committee held prior to this meeting, following consideration of staff appraisals. It was proposed by Cllr Watkinson, seconded by Cllr Catterson and resolved to approve discretionary increments as recommended and for these to be backdated to 1 April 2024.
038/M/24 To ratify recommendations from Employment Committee on a staffing matter
Cllr George fed back on recommendations from the Employment Committee held prior to this meeting. It was proposed by Cllr Watkinson, seconded by Cllr Farrington and resolved to review various job descriptions.
The meeting closed at 8:27 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.