2022 Parish Council Minutes of Meetings

Minutes from the meeting of Bardney Group Parish Council, which was held at Southrey Village Hall on Thursday 20th October 2022 at 7pm

Attendees                                                                   

Cllr Robin Darby – Chairman

Cllr Peter Waddington – Vice Chair

Cllr Frank Bates

Cllr Mary Corbould

Cllr John Papworth

Cllr Charles Shaw

Anna Lawson (Clerk/RFO)

Laura Allen (Admin Assistant)
 

Absences

Cllr Luke Cluett and Cllr Malcom Speed

Members of the Public

Five members of the public present.

     Public Forum commenced at 7.00pm

      The following questions were raised by members of the public:

1. A member of the public asked whether the council has ever considered having a transparency policy. The response given was that the Council has a policy and atmosphere of transparency, although not a formal document as such. Also, being as we are recognised by the Local Council Award Scheme this demonstrates our level of compliance with all set standards.
2. A member of the public asked why meetings were always held outside of Bardney Village. The response given was that the Group Council consists of Bardney, Stainfield, Apley and Southrey, therefore we try to spread around the different villages for the benefit of all parishioners.
3. A member of the public asked about a rumour that the bench in memory of two young girls was being moved from the Youth Club. The response given was that this was not a Council matter and was being discussed by the Village Hall Committee.
4. A member of the public asked if the bench in Southrey was the same as elsewhere.  The response given was that the bench was more basic and hardwearing with little to no maintenance cost and was bought as a batch.  

The public forum concluded at 7.05pm.

Meeting commenced at 7.06pm  

A statement from the Chairman

Councillors have been provided with hardcopies of the meeting packs this evening, with only the Agenda being issued in advance via email.

This is due to an ongoing investigation relating to a data breach following last month’s meeting, which has been reported to the Information Commissioners Office.

I, again, reiterate to all councillors that BGPC data is bound by GDPR until it goes into the public domain and request that this is adhered to.

             I will not make any further comments on this matter.

69-2022/23  To inspect the Insignia and 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.

                      Apologies were received and accepted for Cllr Malcom Speed.

70-2022/23   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.

71-2022/23   To receive and consider any dispensation requests on agenda items and decide whether they are to be granted.

                      None.

72-2022/23   To approve as a correct record the notes of the meeting held on 29th September 2022 and to authorise the Chairman to sign the official minutes.

        PROPOSED Cllr Darby SECONDED Cllr Waddington and unanimously RESOLVED to approve the minutes.

7.10pm                 Two additional members of the public joined the meeting.

73-2022/23   To receive the report from the Chairman

The Chair had no reports to make, however he wished to send the Council’s regards to Cllr Speed who has   been unable to attend recently due to being unwell.

74-2022/23  To receive update on actions arisen at the 29th September 2022 meeting and report from the Clerk to the Council.

Clerks Report:

Since the draft budget was submitted, WLDC have announced that the cost of a contested election will be between £3000 and £8000, of £500 for an uncontested election.  Therefore we need to consider these facts in relation to the budget.

It has been noticed that several of the headstones in the Churchyard are leaning at an extreme angle.  Therefore John has been instructed laying down the headstones over the next few weeks.

             Progress is being made in relation to creating a working group for St Oswald’s Feast Day 2023.

             BGPC has received CiL funds from WLDC of £3861.  This came out of the blue and equates to 10 properties.

The Admin Assistant has been trying to register the Propeller however we need to produce providence.  As such contact has been made with BBMF and East Kirkby Airfield asking for advice.

             A speed indicator has been installed in Southrey to monitor speeds of people leaving the car park.

A meeting took place today in relation to considering the viability of creating a Warm Space once a week for those within our community who need it.  The meeting included many different groups, both religious and non-religious and it was extremely positive.  There will be another meeting next Thursday, to finalise details.

The Portfolio holder for the Cemetery has received the figures from Bardney Cemetery Improvement Group and will provide an update to council at the November meeting

75-2022/23  Financial matters:

1. To approve the bank reconciliation statement for September 2022

Bardney Group Parish Council

Bank Reconciliation for September 2022 as at 30.09.22

Balance as at 01.09.22                                                                                       £67515.25 (restated)       

Income                                     

Handyman                                                                270.00
Miscellaneous                                                      2472.00
Cemetery                                                                 629.00
 
 

Total income                                                                                                         £3371.00              

Expenditure

Admin                                                                   592.83
Salaries                                                                  4305.47
Handyman                                                               421.54
Village                                                                    2106.00
Allotment                                                                  66.00
Grasscutting                                                          2697.02
Community Land                                                   132.00

Total expenditure                                                                                                 £10320.86

Balance as at 30.09.22                                                                                      £60565.39

PROPOSED Cllr Darby SECONDED Cllr Corbould and unanimously RESOLVED to approve the bank reconciliation statement for September 2022.

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

(See attached sheet)

Cllr Papworth raised a question about salaries and hours creeping up and who gave permission to extend the office hours.

The Chair responded that the office hours were made more accessible and has always been flexible, but not necessarily the hours worked by staff. Also that salaries can change according to national pay scales. Further detailed discussion of Staffing Matters was suggested to take place in closed session in November.

PROPOSED Cllr Shaw SECONDED Cllr Darby and unanimously RESOLVED to ratify the payments for September 2022.

76-2022/23  Planning matters.  To note any approved applications received and to consider any planning applications and decide any comments that the Council wishes to make. 

                          APPLICATION REFERENCE NO:  145626
                          PROPOSAL:        Planning application to create new access with dropped kerb        
                          LOCATION:        21 Wragby Road Bardney Lincoln LN3 5XR
                          APPLICATION TYPE:       Householder Application
                          APPLICATION CATEGORY:            Householder Development

No responses or comments to make.

77-2022/23 To consider quotes for tree work

It was discussed that public liability for £10million was the standard rate, therefore only one option was possible. It was agreed to choose Company C Lincolnshire Tree Services Limited.

Cllr Papworth asked if Councillors get to know who the companies are. It was clarified that carrying out blind quote enables decisions to be made without prejudice.

It was also asked how quotes were obtained. The response given was that a number of different sources are used.

78-2022/23  To consider adoption of the Dignity at Work Policy

     After discussion, it was agreed to adopt the policy in principle and for the councillors to review the information and ratify at the next meeting.

        PROPOSED Cllr Shaw SECONDED Cllr Darby and unanimously RESOLVED to ratify at the next meeting.

79-2022/23  To consider adoption of the Civility and Respect Pledge

       It was considered whether to adopt this pledge, however it was agreed that more information would be needed before making a decision, therefore it would be re-added as a future              agenda item.

      PROPOSED Cllr Papworth SECONDED Cllr Darby and unanimously RESOLVED to consider at a later date.

80-2022/23  To ratify the dates for St Oswald Feast Day 2023

       At present St Oswald’s Feast Day event is scheduled to take place across across the weekend of the 5th and 6th August 2023.

       PROPOSED Cllr Corbould SECONDED Cllr Waddington and unanimously RESOLVED to ratify these dates.

81-2022/23  To consider the Draft Budget

8pm              The Chair suspended the meeting to answer a question from a member of the public.

A member of the public asked why Southrey have nothing provided in terms of facilities and children’s groups.

The response given was that provisions have been made and that the village has had grants in the past which might not be observable, such as the village hall kitchen refurbishment, trees, planters and benches.

The Chair clarified that our Grants Policy is on our website and that although we do not go out to groups, they are encouraged to come to us for funding.

8.05pm              The meeting resumed.

82-2022/23        To consider future proposals 

1. Plinths on the Cemetery

It was agreed to delay making a decision until next year as no tender responses had been received.

2. Address the dip on the Village Green

A number of options were discussed, with the most practical being for the Council to undertake a temporary repair.

3. Replacing the Lawn Mower

It was agreed that a new mower would need to be considered at some point, however Cllr Papworth personally requested permission to obtain some figures from local supplies and for us to consider obtaining a road legal one in future.

4. The Football Pitches

It was agreed that the proposal to spray, drill, seed and roll the land to create the pitches would not affect the budget and with support of the FA this will benefit the community at a reasonable cost.

5. The Bike Park

The proposal for the Bike Park was withdrawn due to high cost estimates.

6. The additional gates to the Allotments

Cllr Bates enquired about funding for the allotment holders to install gates. Cllr Bates provided the Council with figures that the most expensive provision would be £278.36 and that the VAT could be claimed back.

PROPOSED Cllr Shaw SECONDED Cllr Papworth and unanimously RESOLVED to get the work done to install the gates within remit of costings provided by Cllr Bates.

8.43pm                 A member of the public asked when the 15 minute adjournment takes place.

The response given was that the first 5 minutes at the beginning of the meeting was the allotted time for members of the pubic to address the council and raise their concerns.

8.45pm                 Five members of the public left the meeting.

   83-2022/23  Establishment – to resolve to go into closed session in accordance with Public Bodies    (Admissions to Meetings) Act 1960 to discuss the following matters;

   84-2022/23  To ratify instruction to Solicitor

   85-2022/23  To confirm date of next meeting Thursday 17th November 2022 - Venue TBC

Meeting closed at 9.06pm

* Please see the Council’s policy on the audio recording of meetings for more information. Items at meetings are taken in order of inclusion, subject to the Chairman’s (with the Council’s) discretion to bring items forward or back in order to orderly manage the meeting and not unnecessarily exceed the recommended time for meetings.