2023 Parish Council Minutes of Meetings

MINUTES OF SILK WILLOUGHBY PARISH COUNCIL MEETING
Thursday 2nd February 2023 at 7.30pm in Silk Willoughby Village Hall

Councillors Present: Cllrs Roberts (Chair), Thackray, J. Wright and K. Wright.
In attendance: C. Cllr Hagues, D. Cllr Jackson and 7 members of public.

AGENDA

Chairman’s Welcome and Housekeeping Arrangements. 

23001.PUBLIC PARTICIPATION SESSION
To receive reports from outside bodies.
Report from C. Cllr Hagues. Cllr Haugh reported that Council Tax could possibly rise by up to 5%.
Report from D. Cllr Jackson. Cllr Jackson’s report attached.
Questions or Points raised by residents and members of the public. A member of public asked questions regarding an update on the traffic and the solar farm. The Chair advised that these items would be discussed later in the meeting.

COUNCIL SESSION
23002. Apologies for Absence: To receive and accept apologies where valid reasons for absence have been given to the Parish Clerk prior to the meeting.  It was resolved to accept apologies for absence from Cllr Bell and the clerk.

23003. Declarations of Interest: To receive Declarations of Pecuniary Interests of all parish councillors. There were no declarations of interest.

23004. To approve and accept as a true record the notes of the meeting of the Parish Council held on 24th November 2022 and to authorise the Chairman to sign the official minutes. It was resolved to accept that the notes of the meeting held on the 24th November 2022 to be a true record and for the Chairman to sign.

23005. To approve and accept as a true record the notes of the extraordinary meeting of the Parish Council held on 15th December 2022 and to authorise the Chairman to sign the official minutes. It was resolved to accept the notes of the meeting held on the 15th December 2022 to be a true record and for the Chairman to sign.

23006. To receive an update on the ongoing Traffic problems. The Chairman gave a rundown of the previous updates for the benefit of the public. The possible meeting with LCC and NKDC has been postponed until May, due to a lack of commitment from other parties. The PC will try to encourage more support for the meeting.
The Chair agreed to write to Rowan Smith at LCC requesting a meeting in May and will also invite MP Caroline Johnson to meet on site, in the village, to listen to the traffic noise. It is the utility trench that particularly needs addressing.
A member of public was very upset that nothing is being done at present. The Chair explained that the PC are doing everything they can and will continue to raise issues. 

23007. To receive the results of a 3rd Archer Survey and to reconsider joining the Community Speed Watch, due to the new evidence. It was resolved to join the Community Speed Watch as the normal speed sign is still not working and the 3rd Archer survey shows an increase in speeding.

23008. To receive an update on the Speed Sign. The Chair explained the situation and the PC are waiting for confirmation from LCC on whose responsibility the sign is. If necessary, repairs can be ordered from Westcotec.

23009. To receive an update on the Solar Farm and to consider
a) Placing the money into a Public Sector Deposit Fund (administered by CCLA) and who are to be the signatories. When the money is received it will initially go into the HSBC account but it was decided to defer placing the money into a Public Sector Deposit Fund and look at various options due to the PSDF being a stocks and shares account.
b) Accepting the grant application policy. It was resolved to accept the grant application policy for funding.
c) Holding a public meeting. It was resolved to hold a public meeting once the money has been received. A date is to be confirmed.

23010. To receive an update on the Jubilee Oak trees and consider where to plant them.  The placing of the oak trees is proving highly problematic and it was resolved to sell the trees at cost price, with the tree guards and stakes being stored for future use.

23011. To receive an update on the Memorial Bench and to confirm its siting. The bench has now arrived and is being stored at the Chair’s house waiting for erection and then this will be placed near the pond.

23012. To receive an update on the Village Pond and to reconsider the progress, due to new evidence. 
Anglian Water confirmed on the 28/12/22 that the pipe is not theirs.
LCC confirmed on the 28/1/23 that they are happy for the PC to place dye down the drains to see if any lead to the pipe entering the pond and if necessary to bung the pipe. It was resolved to buy various colours of dye and place them down the gullies, to see if any of the dyes come out in the pond. If this is the case then the PC will contact LCC.

23013. To consider the movement of the Post Box. The landlord of the Horseshoes had approached the PC to move the Post Box outside the Public House. It was resolved that the PC do not have the power to move the Post Box and that Post Office needs to be contacted to gain authorisation.

23014. To consider the need for a list of the Noticeboard keys. For insurance purposes a list of keys is needed. Cllr Roberts, R. Boden (clerk) and the landlord of the Horseshoes are key holders. The Village Hall Committee are to be asked if they also hold a key. 

23015. To consider the adoption of the following policies
a) Grievance Policy. It was resolved to adopt the Grievance Policy.
b) Disciplinary Policy. It was resolved to adopt the Disciplinary Policy.

23016. Finances.
a) To receive the clerk’s report on payments between meetings

It was resolved to accept the payments between the meetings.
b) To review and consider approval of bank reconciliations. It was resolved to approve the bank reconciliations.
c) To consider and approve the Internal Auditor for 2022-23. It was resolved to approve LALC as the Internal Auditor for 2022-23.

23017. Annual Parish Meeting (APM) – To consider and approve 18th May 2023 for the Annual Parish Meeting. It was resolved to approve the 18th May 2023 for the Annual Parish Meeting.
Post note: Due to an update on the Solar Farm the Annual Parish Meeting has now been brought forward and called for the 2nd March 2023.

23018. Annual Parish Council Meeting (APCM) – To consider and approve 18th May 2023 for the Annual Parish Council Meeting. It was resolved to approve the 18th May 2023 for the Annual Parish Council Meeting.

23019. Naming of Streets – To consider potential names for the street naming of the new builds off School Lane. The PC have been approached by Loveden Homes to consider potential street names. The PC were happy with Mitchell Close, Conker Close, Hawthorn Close, The Old Stack Yard and Maple Close. Hazel Drive that had been suggested by the builders was not liked by the Cllrs.

23020. To consider items for inclusion on the agenda for next meeting. Items to go on the agenda for the next meeting are Kings Celebration Grant, VHC + PC donations/ activities, Gorse Lane Grass Cutting, replacing the Oak Trees for the Jubilee with some other trees/ shrubs.

23021. Date and Time of next meeting. To note the next meeting as 30th March 2023 at 7.30pm in the village hall. 

The meeting closed at 8.30pm

D. Cllr Richard Jackson's Report

District Councillors Report Silk Willoughby Jan 23

Elections Act 2022 – Voter (photo) identification– legislation laid
The Department for Levelling Up, Housing and Communities (DLUHC) has now laid legislation on voter registration and the requirement for voters to bring accepted photographic ID to vote. This will apply at the District and Parish Council elections on 4 May 2023.
For voters who do not have an acceptable form of photographic ID to vote in person at the polling station, they can apply for free voter ID. This is called a Voter Authority Certificate and will use personal identifiers, their full name, National Insurance number and date of birth.
There will be national and local awareness-raising campaigns about this change to the voting system. We will continue to share more information with you over the coming months.

Tree planting opportunities
Financing your community wood - Woodland Trust – this is a guide to funding community woodlands.
Free Trees for Schools and Communities - Woodland Trust – this is a link to the application for free trees for schools and communities.  The current round of funding closes on 11th January, for trees being released for planting in March.
England Woodland Creation Offer - GOV.UK (www.gov.uk) – this is a woodland creation scheme that may be of interest to local councils and local land owners, possibly with larger land holdings.
Trees for Landowners and Farmers - Woodland Trust – this is mostly of use to farm holdings, however it could still be useful to given the links that you might have with local councils.

Village halls funding
The government has announced that the Platinum Jubilee Village Hall Fund had opened for applications.
The fund is managed by the charity Action with Communities in Rural England (ACRE) and village halls in England can now apply for grants to improve and modernise their facilities.
Village halls interested in applying can request grants from £7,500 to £75,000, and up to a maximum of 20 per cent of eligible project costs. Capital grants will be allocated to support infrastructure improvements, the refurbishment of facilities, such as kitchens and toilets, and measures to improve energy efficiency.
Please note that to be eligible the village hall must serve a community with a population below 10,000 people and must be registered as a charity with community management.
The application window closed on 20 January 2023, but the fund will re-open for Stage 1 applications in mid-February 2023 with successful applicants being able to draw on the funding from April 2023.
More information, including how to apply for the fund, can be found linked below. Councillors are encouraged to share this information as appropriate.
Announcement: https://www.gov.uk/government/news/village-halls-to-see-major-revamp-as-platinum-jubilee-fund-opens
https://acre.org.uk/platinum-jubilee-village-halls-fund/

Charitable and community organisations within North Kesteven are encouraged to apply for grants to move forward projects that promote health and wellbeing within the District.
Grants of up to £5,000 are available to charitable, voluntary and community organisations, church groups, community interest companies, non-statutory agencies etc, that are based in the District and either already delivering crucial services, or those able to clearly demonstrate where there is a gap and have a workable solution to address and support the emotional wellbeing of local residents.
The North Kesteven District Council Health, Wellbeing and Resilience Fund is being administered by the Lincolnshire Community Foundation. Bids will be considered from existing and new organisations and can be to extend ongoing services or create new initiatives.
To access the North Kesteven District Council Health, Wellbeing and Resilience Fund speak with Lincolnshire Community Foundation grants officer Helen Carter at the Foundation on 01529 305825 or see www.lincolnshirecf.co.uk  
In order to build a further fund to support organisations delivering frontline services to those in greatest need across Lincolnshire, the Community Foundation is operating an appeal called Thrive, based on people giving together in times of crisis, which seeks to build up an appeal fund of £1m.
See www.lincolnshirecf.co.uk for information on all available grants.

New energy payments for low-income households
Households with low incomes will receive £900 in the spring, which will be paid directly to bank accounts in three payments, the Department for Work and Pensions has announced.
There will also be a separate £150 payment for people with disabilities and £300 for pensioners to supplement their Winter Fuel Payments.
More details available HERE.

HAY Lincolnshire website
The new HAY Lincolnshire website launched on Monday and it lists activities and support that help boost wellbeing and mental health that are available across Lincolnshire. 
Please do share the site link with anyone you feel would find it useful www.haylincolnshire.co.uk 

District and local council (Parish and Town) candidate, agent and clerk briefings
A series of briefings for the upcoming elections are being offered for any potential candidates, agents and clerks. These briefing dates can be shared with others. The information is on the website and also being shared with local council clerks.
District council candidate/agent briefings
The Returning Officer is running two briefings sessions for candidates and election agents - one physical and an online event via MS Teams.
Thursday 9 March, 6:30pm: Civic Suite, NKDC Offices, Sleaford, NG34 7EF
Tuesday 14 March, 6:30pm: Online via MS Teams
Parish/town council
To support those standing for parish/town council elections or any clerk who is interested in learning more, the following briefings will take place:
Wednesday 22 February, 6:30pm: North Hykeham Town Council offices, North Hykeham, LN6 8UZ
Thursday 23 February, 6:30pm: Online via MS Teams
Monday 27 February, 6:30pm: North Kesteven District Council Offices, Sleaford, NG34 7EF
For either type of briefing, please book attendance in advance following the instructions below:
You can register your attendance now by emailing nk-corporateandcivicsupportteam@n-kesteven.gov.uk
In the subject line please include: Election Briefing and Date 
Within the body of the email, please state how many people are expected to attend and provide contact details for each – name, telephone number and email.
Alternatively you can telephone 01529 308208 or 308209
Don’t forget that there are some District Ward boundary changes taking effect at the May Elections and you can refer to the table for details HERE.

Lincolnshire Domestic Abuse Partnership updates
The Lincolnshire Domestic Abuse Partnership is pleased to announce the launch of their refreshed domestic abuse website: www.domesticabuselincolnshire.com
The website is aimed at adults, children and young people who are either being abused or are using abusive behaviour, to offer words of support and advice and signpost them to services locally and nationally.
They asked for feedback from survivors in refuges across Lincolnshire which helped ensure the right information is available to those who experience abuse.

Volunteers are also sought by Lincolnshire Police to join VAWG Voices.
If you are interested in applying, or would like to find out more, please email: Patrick.coates@lincs.police.uk

Review changes – changes to wards
Just a reminder that the District Council was subject to a review by the Local Government Boundary Commission for England (LGBCE) which comes into effect at next year’s elections.
The overall number of district councillors will remain at 43 but the number of District wards is reduced to 24.  This will result in changes to 18 current District ward boundaries and therefore your parish may now fall within a different District ward. There are some consequential changes to North Hykeham and Sleaford parish wards. A list of the new District Wards with effect from 4 May 2023 can be found below. For further details visit North Kesteven | LGBCE Site

New District wards and parishes in alphabetical order from 4 May 2023.