Sutton Bridge Parish Council

Minutes of the Parish Council meeting held on 26th July 2011 at St Matthews Church Sutton Bridge.

Cllr C Brandon-King in the Chair.

In Attendance: Cllrs M Booth, S Booth, G Croxford, D Dewsberry, J Grimwood, M Preston, J Rowe, V Hills. Cllr C Brewis was delayed at another meeting and arrived at 7.40 pm.

S England - Parish Clerk.

11 members of the public.

Police and Press; none present

The Chairman greeted all present, there followed a 15 minute public forum, during which the following matters were raised by 5 members of the public.

  • A parishioner asked if the Parish Council was able to do anything about

the increase in number of people drinking alcohol in the street. The Chairman commented that the matter would be discussed under section 19 of the agenda relating to byelaws.

  • A query was raised in relation to whether or not an extension to a building was being carried out under the agreed terms of the planning application. The Clerk advised that she would refer to the planning document.
  • A parishioner asked if any progress had been made with regards to extending car parking facilities at the East end of Bridge Road.
  • Notice was given of the Charity Event being held in the Memorial Park on August Bank Holiday weekend.
  • A query was raised in relation to litter picking within the Parish. The Chairman commented that the matter would be discussed under item 15 on the agenda.
  • The Council was asked if it was planning any events next year for the Diamond Jubilee or the Olympics. In response to this Cllr S Booth requested that the matter be included for discussion on the August agenda.

169.11 Apologies:

Apologies were received from Cllr T Rowe.

Council RESOLVED to accept his reason for absence.

170.11 Declarations of interest in accordance with 2000 LGA:

Cllr M Booth declared an interest in any item covering allotments, as his son is an allotment tenant. Cllr S Booth declared interests in any items covering allotments or the Community Centre as he is an allotment tenant and also a member of the Community Centre Fund Committee. Cllr G Croxford declared an interest in any item covering the Community Centre as he is Chairman of the CCFC.

171.11 Signing of the Minutes

Clerk’s notes from meeting held on 28th June 2011 were taken as read.

Two amendments to the minutes were requested; Firstly it was proposed to add the word ‘RESOLVED’ to the end of section 145.11, this was seconded and RESOLVED. Secondly, it was proposed to add ‘It was RESOLVED for the Clerk to write to Mr Chapman in order to ascertain what the opening times will be for the conveniences’. This was seconded and RESOLVED, the appropriate amendments were made and initialled by the Chairman. The minutes were approved and signed by the Chairman.

172.11 Police Matters

The police were not present at the meeting. The Chairman remarked that he had not been invited to any meetings of the Community Engagement Model Group (CEMG) and would therefore be withdrawing as Parish Council representative. It was queried whether confirmation had ever been received that the Council had a representative within the CEMG. Cllr J Rowe advised that if any Parish Cllr or member of the public would like to attend meetings of the CEMG they would be very welcome and that all meetings start with a 30 minute public forum during which any matter can be raised. Cllr J Rowe confirmed that she would advise the Council of the CEMG’s meeting dates.

It was proposed to formally advise the CEMG that the Parish Council no longer has an official representative within the Group. This was seconded and RESOLVED, Cllr J Rowe abstained from the vote.

Cllr Grimwood commented that police presence in the Parish had noticeably increased over the past few weeks and that this was possibly due to speeding traffic and trouble in the vicinity of public houses.

Cllr M Booth suggested that the Council should check that the CCTV system is working correctly and to its capacity. A request was made for the matter to be added to the August agenda. Cllr Hills referred to an accident that had happened recently in Bridge Road and queried if evidence from the cameras was actually used for convictions. It was proposed for the Clerk to write to the police to request feedback in relation to the CCTV system operating in the Parish, this was seconded and RESOLVED unanimously.

Cllr J Rowe confirmed that she currently attended CEMG meetings on behalf of the Parish and that she was happy to report back to Council on matters raised at the meetings. She went on to say that the Group’s last meeting was held on 29th June 2011, details of the issues raised are detailed in Cllr J Rowe’s report, see Appendix 1. It was confirmed that the Group’s next meeting is due to be held on 21st September at 10 am at Long Sutton Fire Station.

173.11Chairman’s Remarks:

The Chairman expressed thanks to Cllr Grimwood for chairing the June meeting, to the Clerk for her hard work and to those Cllrs who had provided their support in recent weeks. He went on to draw the Council’s attention to the procedure relating to minutes of meetings as contained in ‘Local Government Administration’ by Charles Arnold-Baker and recommended that all Cllrs read the Summer issue (No 140) of LALC news which contains an article by, Richard Enderby (former Chief Executive of LALC) dealing with best practice for recording votes in meetings and how to deal with requests for personal comments to be included in the minutes.

The Chairman went on to say that; as Vice-Chairman; he tried to ensure that proper procedures were followed for Council activities and that it is his intention to continue with that policy. He was pleased that five Cllrs had joined him for the ‘Code of Conduct’ training on 25th July and confirmed that others had provided apologies and reasons for non-attendance.

The Chairman ended by saying that he had received an email from another

Cllr; the content of which; would be discussed in closed session.

174.11 Clerk’s Report

The Clerk reported that;

  • All correspondence from the June meeting had been dealt with.
  • Confirmation had been received confirming that the Railway Lane subway was going to be cleaned, repainted and the surface re-treated with anti-graffiti coating. A sign would be put inside stating the methods to be utilised for cleaning the new surface.
  • SHDC Planning Department had advised that in order to save resources all planning consultations, decisions and general correspondence are to be sent by e-mail.

It was proposed for the Clerk to forward all planning documents to members of the Planning Working Party and for members to request hard copies as required. This was seconded and RESOLVED. It was further commented that; due to their size; it would probably be difficult to print out a copy of the design plan attached to each application.

  • Confirmation had been received that places have been booked for all newly elected Cllrs, the Chairman and Vice-Chairman for the Cllrs Training Evening in Gedney on Thursday 8th September at 7pm.
  • A reply had been received from Glen Chapman in relation to opening times for the Sutton Bridge public conveniences being re-sited into the new Community Centre stating that ‘it was his understanding that the opening times would be the same as they are at present’.

The Clerk confirmed that she would make a further enquiry in order to obtain a more specific answer to the original query.

  • A letter had been received from Simon Eldred, Planning Officer inviting the Council to comment on sites that it believes should be included for housing development in the South Lincolnshire Local Plan.

A discussion followed identifying the need for a serious response to the letter in view of the housing shortage. Comments were also made regarding the potential effect that further development could have on the infrastructure of the village for example services and schools. Cllr M Booth confirmed that SHDC would consider these issues.

The Clerk added, that a response was requested by 12th August 2011. In view

of this, a proposal was made for the Clerk to request an extension in order to

give the Planning Working Party time to investigate and consider a suitable

reply. This was seconded and RESOLVED. It was confirmed that the matter

would be included on the August agenda.

  • In relation to the re-location of the bus stop on the A17, Matthew Wilson, Transportation Project Officer at Lincs CC had confirmed that technical services would be carrying out the necessary design works; which when audited; would allow an order to be placed with a contractor to get the job completed.

The Clerk confirmed that she would enquire when the re-location was likely to happen.

7.40 pm Cllr Brewis entered the meeting. He apologised for his late arrival which; he explained; was unavoidable due to being delayed at another meeting.

  • Gemma Mitchell from the Environment Agency had sent an e-mail thanking all who had attended the second Flood Risk Workshop. She also referred to a number of actions that the Parish Council may like to support and asked that Council discuss the matter in order to decide how they would like to be involved.

It was RESOLVED for Cllrs to read the report that was distributed to Cllrs after the second workshop and for the matter to be discussed further at the August meeting.

  • Baytree Nurseries had offered to donate a large Christmas tree to the Parish. Consideration would need to be given to; a robust base, crowd type guard rails, installation of lighting. A request was also made for a sign to be attached to the railings acknowledging the Baytree donation.

It was suggested that the tree could possibly be sited at the entrance of the Memorial Park. The Clerk was asked to contact Richard Knocke, SHDC Parks Inspector in order to obtain technical advice on installing the tree.

  • A letter had been received from Mrs Cooper at Highways in response to Council’s letter and report relating to the lack of kerbage in Bridge Road.

It stated that there is not an absolute requirement to maintain the kerb level however if there are specific locations that are in need of works, details can

be provided to their Customer Services Centre.

  • ‘Notice of Entry’ had been received from South Holland Internal Drainage Board stating that they require access to Council property in order to carry out mudding operations between November 2011 and March 2012. An amount of compensation to be deducted from the Council drainage rates when next due for payment. The area to be worked was highlighted on enclosed maps.

The Clerk requested for the Allotment Working Party to examine the maps in order to establish what effect the necessary work may have on the allotments.

Cllr M Booth declared his interest in items relating to allotments and the drainage board.

  • The Chairman of Spalding & Peterborough Transport Forum had confirmed that he would be able to make a presentation at Council’s meeting in September. He added that if this was no longer convenient the Council could send a representative to the Forum’s own meeting on September 29th.

The Council RESOLVED to invite him to its meeting on September 27th.

  • The Ebay purchase of a fire-proof cabinet had been successful and it was now in use at the Parish Office.
  • A notice had been received from Playsafety confirming that the Council’s play equipment was due for inspection in August at a cost of £63.00 + VAT per site. The Clerk had contacted the Council’s Insurers, Came & Co to see who they would recommend. They advised the Clerk to contact Digley Associates who work with Aviva. The cost for their report would be £45.00 per site + VAT and would cover risk assessment, life expectancy of equipment and an inventory including a costing for ‘like for like’ replacement.

The Council RESOLVED for the Clerk to arrange for Digley Associates to undertake the inspection.

  • LALC is holding its AGM and Conference on Saturday 15th October.

Cllr Brewis confirmed that he would be attending.

  • LALC has invited nominations for its County Committee membership.

Cllr Preston proposed for the Clerk to be put forward for nomination, this was seconded and RESOLVED.

  • Paul Cheffings from Scotts Miracle-Gro has confirmed that he would be happy to meet with the working party dealing with the extension of burial facilities on Monday 1st August or Friday 5th August.

Members of the working party confirmed that 10 am on 5th August would be the preferred date and time.

  • The RAF Memorial service will be held on Sunday 4th September at 3pm.

The Clerk asked for guidance on who needed to be invited.

  • A letter had been received from Douglas Marsh, Secretary of the Royal Air Forces Association to confirm that they would be holding the Battle of Britain Service this year at St Matthews Church on Sunday 11th September commencing at 10.30 am. He expressed a wish for the Chairman to attend and extended the invitation to all members of the Parish Council.
  • The Clerk confirmed that on Friday 11th November the British Legion will be holding an event and on Sunday 13th November all are invited to attend the church service; a wreath will be laid on behalf of the Parish Council.

175.11 To receive reports from County and District Councillors

County Cllr Brewis:

See attached (Appendix 2)

District Cllr Booth:

See attached (Appendix 3)

Cllr M Booth also requested for the Saturday Skip Service to be advertised on

Council website. The Clerk confirmed she would arrange for this to be done.

176.11 Financial Matters

  1. Accounts for payment

Payee / Detail / Chq. No. / Net / VAT / Total
BT / Tel calls / 301542 / 199.21 / 37.14 / 236.35
Woodco / Photocopier / 301543 / 11.24 / 2.25 / 13.49
Wingland Grasscutting / Litter Picking (Jly) / 301544 / 100.00 / 100.00
Wingland Grasscutting / Dist. Mowing (Jly) / " / 1425.28 / 1425.28
Wingland Grasscutting / Parish Mowing(Jly) / " / 1488.69 / 1488.69
N Portass / Picnic Area (Jn&Jly) / 301545 / 650.00 / 650.00
Mrs J Ripley / Clrk's Mentor exps / 301546 / 207.60 / 207.60
J Grimwood / Travel Exps / 301547 / 63.90 / 63.90
The Laptop Shop / Office Rent (July) / 301548 / 185.00 / 185.00
Mrs S England / Clerk's Salary / 301549 / 921.64 / 921.64
British Gas / Electricity / 301550 / 122.85 / 4.14 / 126.99
Mrs S England / Clerk's Exps / 301551 / 152.33 / 152.33
(incs. £140 for f/p cabinet) / 5571.27

The Clerk distributed a bank reconciliation to Cllrs – See Appendix 4 and confirmed that the payment to British Gas was an addition to those payments listed on the agenda.

Cllr Dewsberry confirmed that all purchase invoices had been examined prior to the meeting.

Payments were proposed as set before Council, seconded and RESOLVED.

Cllr Dewsberry proposed for the Clerk to arrange a transfer of £7000.00 from the Business Reserve Account to the Commercial Account in order to cover the cheques issued, this was seconded and RESOLVED.

It was further proposed for the Clerk to write to Mr John Preston to thank him for his assistance with the accounts and allotments in his time as Cllr. This was seconded and RESOLVED.

  1. Money In:

As per Bank Reconciliation - Allotment rents £28.00

  1. Update on new bank account:

The Chairman confirmed that the account opening procedure was well underway. The next stage was for signatories to present the approved documentation at Llloyds TSB for identification purposes. The Clerk was asked to enclose a note with supplier cheque payments requesting that they present the cheque for payment as soon as possible.

177.11 Correspondence

To note general correspondence:

(i) / Email, SHDC - Details of Craft Activities
Details on Parish website
(ii) / Email, SHDC - Details of Community Safety Coffee Mornings
Details were available on Parish website
(iii) / Email, SHDC - Details of South Holland Food Festival
Details are available on Parish website
(iv) / Email, Lincs Rural Housing Association - Details of Roadshow
(v) / Letter, Santander - Confirmation of updated signature mandate
(vi) / Letter, Lincs Highways - Thanks for taking part in Flood risk Assessment
(vii) / Letter, SBCCF Committee - Re Memorial Park security
See Agenda item 20
(viii) / Letter, Lincs Highways Technical Services - Railway Lane subway
See Clerk's Report
(ix) / Letter, SHDC Planning dept - Electronic Consultation on Planning
See Clerk's Report
(x) / Email, SHDC Planning Dept - Correspondence via email
Clerk's Report
(xi) / Email, LALC - Booking confirmation for training
Clerk's Report
(xii) / Email, Glen Chapman - Public Conveniences
Clerk's Report
(xiii) / Letter, SHDC - S E Lincs Strategic Housing land availability
Clerk's Report
(xiv) / Email, Lincs Transport Project Officer - Moving bus stop A17
Clerk's Report
(xv) / Email, SHDC - Details of Heritage Challenge Fund
Details available from Parish Office, relates to listed buildings
(xvi) / Letter, SHDC - Details of Code of Conduct training for Cllrs
(xvii) / Invitation, FDC - Chairman's Reception
(xviii) / Email, Env Agency - Local Emergency Planning Group
Clerk's Report
(xix) / Email, SHDC - Summer Fun brochure now available online
(xx) / Email, SHDC - Details of Sport Relief Grant
(xxi) / Email, SHDC Economic Development - Christmas tree donation
Clerk's Report
(xxii) / Invitation, Mayor of Wisbech - Organ Recital
(xxiii) / Notice, SH Internal Drainage Board - Notice of access for 'Mudding Operations'
Clerk's Report

178.11 Planning Matters:

Commercial:

New: N/A

Granted: N/A

Refused: N/A

Other:

New: N/A

Granted:

As per addendum:

H18-0383-11, Proposed two-storey extension – Fenacre Farm, 92 Peterspoint Road, Sutton Bridge – Mr C Batterbee, Fenacre Farm, 92 Peterspoint Rd, Sutton Bridge

H18-0405-11, Proposed conservatory – Curlew Lodge, Guys Head Rd, Sutton Bridge – Mr R Smith, Curlew Lodge, Sutton Bridge.

H18-0996-09, Erection of pair of 2 bed semi-detached houses, rear of Bridge Hotel, Bridge Rd, Sutton Bridge – Ms A P Cox, Beechwood Lodge, Barton Rd, Wisbech, Cambs.