2021 Parish Council Minutes of Meetings

Draft minutes from the meeting of the Parish Council on Thursday 16th September 2021 held at Bardney Methodist Hall, Church Lane, Bardney, Lincoln

Councillors Present:       In Attendance: 

Cllr C Shaw                               Anna Lawson as 
Cllr Waddington                        Clerk and RFO                               
Cllr R Darby-Vice Chairman 
Cllr J Papworth
Cllr F Bates
Cllr M Speed 
Cllr Corbould

 Public session of the meeting commenced at 7.00pm

 No members of the public attended.

No requests had been received by the Clerk for permission to record, video or take photos of the Council meeting, therefore the only recording which would take place was the one undertaken by the Parish Council themselves.

48-2021/22  Apologies for Absence i.a.w Local Govt Act 1972, Sch 12, para 40. To receive and accept apologies where valid reasons for absence have been given to the Clerk prior to the meeting.

Received from Cllr Cluett

49-2021/22  To receive declarations of interest under the Localism Act 2011 – being any pecuniary interest in agenda items not previously recorded on Member’s Register of Interests.

None received

50-2021/22  To receive and consider any dispensation requests on agenda items and decide whether they are to be granted.

None received

51-2021/22  To approve as a correct record the notes of the meeting held on 22nd July 2021 and to authorise the Chairman to sign the official minutes.

PROPOSED Cllr Darby SECONDED Cllr Speed and voted UNANIMOUSLY in favour

52-2021/22  To receive the report from the Vice Chair and elect a Chairman
Cllr Darby announced that Cllr Rob Webb and Cllr Meera Chauhan had tendered their resignations. The Clerk was asked to send a letter of acknowledgement and thanks to Cllr Chauhan.   Councillors voted unanimously to issue a letter of thanks to Cllr Rob Webb in recognition of his years of service to the council and residents as Chairman on BGPC.

Cllr Robin Darby was nominated for the position of Chairman

PROPOSED Cllr Corbould SECONDED Cllr Shaw and voted UNANIMOUSLY
Therefore Cllr Darby was elected as the Chairman.  The Acceptance of Office paper was signed.

53-2021/22  To elect a Vice Chair

Cllr’s Shaw and Waddington were nominated for the position of Vice Chair.  Cllr Shaw thanked the council for the nomination however as he is already Chair of the Personnel and Review Committee he declined.

Therefore Cllr Waddington was the sole nomination for Vice Chair.

PROPOSED Cllr Speed SECONDED Cllr Shaw and voted three in favour with four abstentions.  Therefore Cllr Waddington was elected as Vice Chair.

The Acceptance of Office paper was signed.

54-2021/22  To receive update on actions arisen at the 22nd July 2021 meeting and report from the Clerk to the Council.

Wish to start with a huge thank you to Cllr’s Corbould and Papworth, who along with Elaine Darby, have given up their time to help with moving the Parish Office.

As stated the work schedule for BGPC is quite high at the moment and the current list of projects include;

Recruit new member of staff
Build the new office
Organise Remembrance Day with St Lawrence Church
Organise planting of 420 new trees between 1st - 12th November
Prepare for Planning Committee hearing for the application relating to Land Off Saxon Way scheduled for next month
Deal with the petitions in relation to the Double Yelllow lines on Silver Street, Traffic Regulation Order on Queen’s Street and speed limit in Stainfield.
Organise with the levelling of the plots in the Cemetery
Research Neighbourhood Plan draft as previously discussed
Instruct Tree Survey
Arrange tree work based on outcome of the Tree survey
Bench orders, delivery and installation.
Sort out the bonfire heap/area
Reduce email size on the server
Promote availability of St Oswald’s park and create hire packages
Report on possibility of extending water on the allotments
Report on options for new allotment entrance
Organise next St Oswald’s Day
Organise planting and arrival of LCC grant trees and Platinum Jubilee trees

These are in addition to day to day tasks.

As discussed with the Portfolio holder for the Cemetery, work in the Cemetery will have to be put on hold until after the move has been completed.

Have received correspondence from a resident who had a vehicle damage their car on Silver Street.  Lincolnshire Road Safety Partnership had advised them BGPC should be doing more to address problems in our area.  LRSP have been contacted and following a frank discussion;
i)  The Police carried out checks in the village yesterday
ii)  Speed monitoring will take place on the Causeway

St Oswald’s Park has now been formally registered as a place with WLDC and Royal Mail.

A request was made to consider involving the other villages in relation to the Platinum Jubilee Trees.

A reminder was made for the Handyman to wear Hi Viz and correct PPE.
It was questioned as to whether the grasscutting contractors should wear Hi Viz.

55-2021/22  Financial matters:

1. To approve the bank reconciliation statement for July and August 2021

July

Balance as at 01.07.21                                                                                  £103,306.47
Income

Handyman                                                 319.13

Cemetery                                                 2160.00                 

Total income                                                                           £2479.13

Expenditure

Admin                                                  10,850.89

Salaries                                                 4176.13

Handyman                                              502.04

Grasscutting                                         1348.51

Cemetery                                                  64.29

Community Land                                    120.00

Events                                                   2610.00

Village                                                         5.09

Total expenditure                                                                     £19,676.95

Balance as at 31.07.21                                                                                   £86,108.65     

August

Balance as at 01.08.21                                                                                  £86,108.65
Income                                       

Allotments                                               32.60                      

Total income                                                                           £32.60

Expenditure

Admin                                                       404.90

Salaries                                                 4111.05

Handyman                                              616.20

Grasscutting                                         2697.02

Events                                                       15.60

Allotment                                                    37.79

Total expenditure                                                                     £7882.56                               

Balance as at 31.08.21                                                                                   £78,258.69

PROPOSED Cllr Darby SECONDED Cllr Speed and voted UNANIMOUSLY in favour

2. To ratify payments of accounts, salaries, BACS payments & payments already made

PROPOSED Cllr Darby SECONDED Cllr Speed and voted UNANIMOUSLY in favour

3. To receive response from the External Auditor

The Clerk explained the procedures in relation to the Internal and External Auditor.  The Clerk explained that the External Audit had been returned with no comments or recommendations from the External Auditor.  This is for the fifth consecutive year.  Agreed to amend signatories and add Cllr's Shaw and Papworth.

56-2021/22  Planning matters.  To note any approved applications received and to consider any planning applications and decide any comments that the Council wishes to make.

143705 Telegraph Pole on Lowthorpe Southrey.  As no details were available on the WLDC Planning Portal, no further information was presented.

143491 Application to create a 1.5 storey dwelling, 34 Station Rd, Bardney.  No comments.

143469 Land adjacent to 27 Silver Street Bardney.  Conditions relating to drainage.  Declaration of Interest received from Cllr Shaw.  No comments.

143468 Land adjacent to 29 Silver Street.  Conditions relating to drainage.  No comments

143077 Hazardous material at Rase Warehouse.  The HSE have asked for an extension of time to investigate the impact of the proposal.  It was agreed to comments on the proposal asking for BGPC to be included in any Emergency Planning in relation to this.  Clerk to ask for a copy of the current Emergency Plan for the area.

The Chairman also updated councillors in relation to the progress of 141702.
57-2021/22  Community events on the Village Green.  To grant permission to use the Village Green for

1. Remembrance Day
2. Carols on the Green
   
   PROPOSED Cllr Darby SECONDED Cllr Speed and accepted UNANIMOUSLY
   
   58-2021/22  To approve purchase of Poppy Wreaths for Remembrance Day and allocate tasks.
   
   Proposed to continue with the same wreaths as previously purchased.
   
   Large wreaths, Bardney, Stainfield, Southrey and IX Squadron.  To be presented as follows;  Bardney & IX Squadron, Cllr Darby
                      Southrey, Cllr Shaw
                      Stainfield, Cllr Corbould
                

PROPOSED Cllr Darby SECONDED Cllr Corbould and voted UNANIMOUSLY in favour

59-2021/22  To provide update on Traffic Regulation Order for Queens Street (Cllr Papworth)

Cllr Papworth reported that LCC Highways had responded that the road was not long enough for the restriction to be enforced.

60-2021/22  To consider proposal to have formal meeting with the Police (Cllr Papworth)

PROPOSED Cllr Papworth SECONDED Cllr Darby and voted UNANIMOUSLY in favour

61-2021/22  Update on St Oswald’s Feast Day.
 

The St Oswald’s Feast Day event was held on The Community Land and was structured as a free event for both the public and local businesses. In order to stage the event certain assets and infrastructure were required to ensure public safety and basic amenities, these were drivers for some of the baseline costs. Namely, First Aid assistance was required as it was a public event. Toilets were seen as essential due to the length of the event, and the remoteness of the venue. ALS Group were approached in order to create a skeletal structure for the event and provide attractions that would entice footfall.  As ALS Group had operated throughout COVID-19 restrictions, they provided the necessary expertise and advice to the council such that even if the lock-down had still been in place the event could still have proceeded.

There was a long lead time for the event and were certain key gateways established to determine decision go/no-go points. These points condensed down to ‘was the weather on the day favourable enough to proceed’ at one week out. Understandably some businesses were reluctant to commit to the event early due to the uncertainty of COVID-19, and the numbers that may attend.  This situation did improve. The Clerk and clerical assistant worked hard during the lead-in ensuring that the assets would be in place, and the necessary documentation had been cleared.

A special paragraph for Mr Tony Castle. Tony managed the Face Book page for the event, and also acted as promoter, and entertainment coordinator. His assistance in accessing the local music scene, securing the entertainers for the day, and promoting the event with daily and weekly releases proved invaluable. Also, thanks to the Scout Group for managing the on-site parking.  Kevin Martin, Dave Martin, Paul Garton and colleagues also require thanks for their assistance with the bands. Finally a special thank you needs to go to Simon Lee for stepping forward and offering his assistance.

Costs

NB; cost of signage still to be considered invoice is for £400, but believe that this is incorrect. Currently we are waiting for invoice to be ratified. This maybe a one off cost as the signs can be re-used for future events.

*ALS Group breakdown included; 6 Portable Toilets.  30KVa Portable Generator (including fuel).  Sound equipment; speakers and microphones for the stage. Not included in these costings; Laser Tag, Bouncy Castle’s, food/drink vouchers for the stage performers.

** Water was provided for the performers, scout group and councillors.

Also, what is not included in these costs was the trailer that was used as the stage. The trailer was supplied and delivered by Branston Potatoes Ltd free of charge.

Main points;

• Successful event – positive feedback from the stall holders on the day. Due to everyone being busy on the day a headcount for footfall was difficult.
• Parking worked well resulting in no highways obstructions.
• The Ground held well under the footfall and the vehicles.
• Able to get large vehicles onsite. The access by the cemetery is considered only suitable for light vehicles due to the turning circle of the access. The other gate is suitable for the larger vehicles.
• Proven that facilities are suitable for other events. Although the field is not a uniform shape it can be sub-divided easily.

Points for future;

•  Regardless of the lead-in time, and the hard work that went into the planning, prepping the site is still takes time.
• Despite the hard work and enthusiasm of everyone on the day more volunteers will be required if the event grows.
• If the event is to become an annual one, and still be free to stall holders and the public other events must be staged and proven to be profitable.
• We need to cultivate our own supply chain and providers to be able to offer bespoke packages to perspective clients. This would include portable toilets, power generators, and refuse disposal.

62-2021/22  To declare that the Lincolnshire Fryer refused to accept money for food supplied to Councillors at St Oswald’s Feast.

To formally record that the Lincolnshire Fryer would not accept any payment for food purchased by councillors at the St Oswald’s Day event.

63-2021/22  To consider quotes for decorative benches

It was agreed to discuss options with the manufacturer of the other benches on the Village Green and to contact both IX Squadron and the Polish War Memorial veterans in relation to funding commemorative benches.

64-2021/22  To consider quotes for tree surgeon

It was agreed to use Company A

PROPOSED Cllr Darby SECONDED Cllr Corbould and voted UNANIMOUSLY in favour

65-2021/22  To receive update with office.  LCC have issued notice on the lease for the office.

1. To consider quotes for a generator

Company D                                              16KVa and fuel                                      £6770.00

Company E                                               8.5Kw                                                        £599.99

Agreed to purchase from Company E

PROPOSED Cllr Darby SECONDED Cllr Bates and voted UNANIMOUSLY in favour

2.  To consider quotes for a septic tank

* do not have access to a forklift to unload

Agreed to use Company B
PROPOSED Cllr Waddington SECONDED Cllr Darby and voted UNANIMOUSLY in favour

Vote was taken to Suspend Standing Orders due to going over time

PROPOSED Cllr Shaw SECONDED Cllr Speed and voted UNANIMOUSLY in favour

66-2021/22  To consider purchase of bulbs for raised beds.
Agreed to £50 maximum spend and to replace the planters on the Village Green.

PROPOSED Cllr Darby SECONDED Cllr Bates and voted UNANIMOUSLY in favour

67-2021/22  To consider request from allotment holder to rewild plot.

Agreed and to allow the individual gate access
PROPOSED Cllr Darby SECONDED Cllr Corbould and voted UNANIMOUSLY in favour

68-2021/22  To receive update on petition relating to proposal to paint double yellow lines on Silver Street.

Declaration of Interest made by Cllr’s Shaw and Darby.  Agreed for Clerk to investigate best way to present the petitions to LCC.

69-2021/22  Establishment – to resolve to go into closed session in accordance with Public Bodies (Admissions to Meetings) Act 1960 to discuss the following matters;

PROPOSED Cllr Darby SECONDED Cllr Bates and voted UNANIMOUSLY in favour

70-2021/22  To consider report from the Chairman of the Personnel and Review Committee in relation to staffing matters        

71-2021/22 Confirm date of next parish council meeting - as Thursday 21st October 2021

Ended 10.05pm