2024 Meeting Minutes

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Minutes of the Parish Council meeting held 19:30hrs, Monday, 29 January 2024, at Pinchbeck Community Hub & Library

Present: Cllr James Avery (chair), Cllr Andy Chamberlain, Cllr Geoff Garner, Cllr Sam Jeffery, Cllr Terry Moore, Cllr Peter Ruysen, Cllr Ann Savage, Cllr John Smith, Cllr Phil Tweddell, Cllr Oliver Wood, Mr Robert Smith (clerk), District & County Cllr Sneath, five members of the public.

Absent: Cllr Lynne Andrew, Cllr Emma Beavis, Cllr Audrey Gregory, Cllr Dean Roizer, Cllr Ben Sear.

Unless otherwise stated actions are to be undertaken by the clerk.

24.001.Apologies for absence were received from Cllr Andrew, Cllr Beavis, Cllr Gregory, Cllr Roizer, Cllr Sear, & Dist. Cllr Slade.

24.002.Disclosable interests and requests for dispensation.

01.Cllr Jeffery declared an interest in agenda item 9, planning applications, having a beneficial interest in planning application H14-1106-23.

02.There were no other declarations of disclosable interest, nor requests for dispensation.

24.003.Members of the public made the following representations.

01.A resident suggested that the Parish Council ought to publicise the dates of its meetings more widely. The chairman responded that the dates were published both on the Parish Council’s website and on the noticeboard outside the library and at Northgate. He said that he would also put the dates of forthcoming meetings already agreed on Facebook.

02.A resident raised recent press reports about speeding in the Parish. The chairman had recently chased up outstanding issues with Lincolnshire County Council (LCC) Highways, including speeding and the proposed footpath on Market Way.

Councillors also made some additional comments:

i.The Parish Council had a Highways’ Strategy in place, it had three Speed Indicator Devices (SIDs) in place, and data was regularly submitted to the Police to assist with directing more effective enforcement. Unfortunately, there had been an insufficient number of volunteers to run Community Speed Watch (CSW).

ii.Enforcement was key to speed reduction but with reports of Lincolnshire Police being short of some 300 officers and other areas such as the A16 being considered a priority, resources were limited.

03.The amount of dog mess evident in the Parish was raised. The chairman stated that the Parish Council spent almost £1,000 p.a. on dog bags. It had no enforcement powers.

24.004.The Council resolved to approve the minutes of the 11 December 2023 Parish Council meeting.

24.005.Due to the heavy agenda, there was no report from the chairman.

24.006.Clerk’s report / matters arising not on the agenda.

i.Planning comments had been sent to SHDC (South Holland District Council), as resolved.

ii.Information on the Parish Council’s website had been updated.

iii.SHDC would be raising a flag at the Priory Road offices for autism awareness month in April.

iv.The scaled taps in the hub had been replaced, as resolved.

v.The understairs toilet & wash basin in the hub had been removed, as resolved.

vi.An additional quote for the installation of a sounder beacon in the Sam Newson Lounge to allow alarm activations to be better heard was still required.

vii.Work to complete PAT (Portable Appliance Testing) had yet to be awarded.

viii.The internal auditor had been appointed and had started a preliminary review.

ix.The Pension Scheme’s Employer’s Discretion Statement had been submitted to West Yorkshire Pension Scheme.

x.The new cleaner had started work on 4th January 2024.

24.007.Financial matters.

01.It was resolved to approve the December 2023 bank reconciliation and bank transactions (see appendix 1).

02.It was resolved to approve payments to 29 January 2024 (see appendix 2).

03.The Management Report to 31 December 2023 was noted.

04.It was resolved to approve the budget y/e 31 March 2025 (see appendix 3).

05.It was resolved to approve the Parish Precept for 2024/25 at £134,850, an increase of 19.3p/week per elector at Band D.

24.008.Correspondence.

01.It was resolved to write to County Councillor Sneath requesting LCC install a pedestrian crossing point on Dozen’s Bank.

02.LCC consultation on its Budget & Council Tax Proposal was noted.

03.LCC Highways had responded to the Parish Council’s comments about proposed waiting restrictions on Brunel Road stating that they would arrange for parking issues in the whole of the Enterprise Way to be investigated. Clerk to follow up for the April 2024 meeting.

04.West Yorkshire Pension Fund engagement proposals were noted.

05.It was resolved for the Open Spaces & Assets Committee to consider plans for celebrations of the 80th Anniversary of D Day.

06.Correspondence regarding land encroachment on Leaveslake Drove Playing Field was to be considered later in the meeting under closed session.

07.A poster from the Office of the Police and Crime Commissioner’s providing guidance on Waste Crime was to be posted on the website and noticeboards.

08.It was resolved to reject a request by Tonic Health for the free use of a room for a fortnightly/monthly Community Connector drop-in session. It was resolved for the Community Hub & Library Committee to review the hub’s room pricing.  

24.009.Planning applications.

01.H14-0061-24: Land off Blue Gowt Lane. Condition compliance regarding details of surface water disposal, footway, landscaping & tree planting & external materials. It was resolved to make no comment.

02.H14-0065-24: The Anglia Business Centre, Mill Green Road. S73A Continuation. It was resolved to make no comment.

03.H14-0054-24: Shetland Cottage Mill Green Road, PE11 3PY. Extensions to Existing Dwelling. It was resolved to support the application because it was in keeping with the street scene.

04.H14-0050-24: Grange Farm House, Northgate, PE11 3SE. It was resolved to support the application because it was in keeping with the street scene.

05.H14-0045-24: Rear of Egmond, Glenside South, West Pinchbeck, PE11 3NP. Change of use from agricultural land to paddock. It was resolved to support the application because it was in keeping with current land use.

06.H14-0049-24: Glen Farrow Limited, Glendum Close, Pinchbeck PE11 3DQ. Extension to existing unit for manufacturing facilities and new storage outbuilding. It was resolved to support the application because it supported employment in an employment designated area.

07.H14-0042-24: Land off Crossgate Lane, Pinchbeck. Erection of 9 detached bungalow. Section 73 Modification. It was resolved to make no comment.

08.H14-0020-24: The Yews Farm, Land off Spalding Road, Pinchbeck, PE11 3UE. Condition Compliance. It was resolved to make no comment.

09.H14-0015-24: 29 Viscount Close, Pinchbeck, PE11 3PS. Single storey rear extension. It was resolved to support the application because it was in keeping with the street scene.

10.H14-0016-24: Orchard House, Blue Gowt Drove, Pinchbeck, PE11 3PX. Extension & Alterations S73A Continuation. It was resolved to make no comment.

11.H14-0002-24: Ark Hub, Platts Close, Pinchbeck, PE11 3FY. Extension of Car Park. It was resolved to support because it was an appropriate development in an industrial location.

12.H14-1135-23: Land off Bervor Close, Wardentree Lane, Pinchbeck, PE11 3FZ. Erection of 3 light industrial units with associated parking. It was resolved to support the application because it helped employment in an industrial location.

13.H14-1128-23: Eight Horse Barn, Money Bridge Lane, Pinchbeck, PE11 3SB. Condition Compliance. It was resolved to make no comment.

14.H14-1106-23: The Grange, Northgate, Pinchbeck, PE11 3SE. Condition Compliance regarding details of replacement doors etc. Having declared a pecuniary interest, Cllr Jeffery abstained from the vote. It was resolved to support the application because it was in keeping with the street scene.

24.010.The Council noted South Holland Planning decisions, as published on the SHDC website, and circulated with the agenda.

24.011.Parish Council’s traffic strategy.

01.As mentioned under representations from members of the public, the chairman was awaiting a response from LCC Highways on several outstanding matters, including the footpath on Market Way.

24.012.Having been circulated with the agenda and taken as read by Council members, it was resolved to adopt the following Parish Council documents & policies:

01.Standing Orders

02.Financial Regulations.

03.Risk Register.

04.Data Protection Policy.

05.Public Contact Privacy Policy.

06.Publication Scheme

07.Code of Conduct.

08.Finance Committee’s Terms of Reference.

09.Open Spaces & Assets Committee’s Terms of Reference.

10.Cemetery Committee’s Terms of Reference.

11.Cemetery fees, regulations, & procedures.

24.013.Next Parish Council meeting: 7.30pm Tuesday, 05 March 2024.

24.014.It was resolved to move into closed session on the grounds of confidentiality in accordance with the Public Bodies (Admission to Meetings) Act 1960 s.1(2).

19:49hrs Cllr Sneath and five members of the public left the meeting.

24.015.Following a careful consideration of tenders received, it was resolved to appoint T N Sneath as the Grounds Maintenance Contractor for 2024-2026.

24.016.It was resolved for the clerk to obtain a comparative quote for Highways verge and industrial area grass cutting. The decision on the appointment of these works was delegated to the clerk and chairman.

24.017.Regarding the construction of the Blue Gowt Lane Cemetery the clerk reported.

01.The JCT contract had been signed for a contracted price of £206,921.02 with a 5% fluctuation provision.

02.An initial payment of £16,074.00 had been made to secure materials at budgeted prices.

03.An F10 project notification to the Health & Safety Executive had been submitted.

04.Revised drawings and planning application had been submitted to SHDC with the relevant application fee.

05.Building materials for the amenity building had been chosen:

i.Smooth black slate roof tiles.

ii.Chelsea smoked bricks.

iii.Anthracite smooth metal plain flat door, black guttering, and drainpipes.

06.The contractor’s updated payment schedule was awaited.

24.018.It was resolved to approve works from Alan Day, Murrow, for car park surfacing on Six House Bank @ £3,970, utilising 125mm x 150 mm kerbs and a provision for additional 3.5 tonnes of gravel @ £295.                    

24.019.To consider quotes for other works.

01.It was resolved to approve works for the removal of the damaged Cedar Tree in Cherry Holt Lane Cemetery up to a cost of £2,800. Choice of the contractor was delegated to the clerk, with the final decision based on earliest date of completion.

02.It was resolved to instruct Maples Solicitors LLP to register with HM Land Registry any Parish Council unregistered land @ budgeted cost of £5,000.

03.It was resolved to approve playground equipment repairs @ 521.97.

24.020.To consider the Parish Council’s playing field leases.

01.It was resolved to instruct Maples Solicitors LLP on matters relating to the lease of The Glebe Field.

02.It was resolved to instruct Maples Solicitors LLP to proceed with Longstaff & Co LLP in drawing up a lease for Leaveslake Drove in line with previously agreed Heads of Agreement.

03.It was resolved for an appropriate letter to be sent to resident about an encroachment of Parish Council ownership boundaries at Leaveslake Drove Playing Field.

04.It was resolved for an appropriate letter to be sent to a landowner on Starlode Drove to remove any unauthorised structures on Parish Council land. 

05.It was resolved to agree and approve the signing of Maples Solicitors LLP Terms and Conditions.

24.021. After careful consideration, it was unanimously resolved to reject an application from Clemwell Events for a Summer Party on the Glebe Field. The Parish Council felt that the event did not sufficiently benefit local organisations or causes. Councillors also believed that it could have a negative impact on participation and attendance at the long-established Pinchbeck Carnival. The Parish Council contributed to the Spalding Flower Parade in 2023, helping Pinchbeck schoolchildren participate. 

24.022.It was resolved for Cllr Smith to take the lead in forming appropriate administrative arrangements and policies for the ‘All Kinds of Everything’ charitable fund held by the Parish Council.

24.023.To consider staffing & administration matters.

01.It was resolved to approve training for the clerk & councillors within the budgeted spend of £500.

02.The chairman encouraged councillors to review the training events published in LALC e-news and put in any requests to the clerk.

03.Other staffing matters were resolved on appropriately.

The chairman closed the meeting at 21.41hrs.