2024 Parish Council Minutes of Meetings

DRAFT MINUTES OF SILK WILLOUGHBY PARISH COUNCIL MEETING

Thursday 28th March 2024 at 7.00pm in Silk Willoughby Village Hall

Councillors Present: Cllrs Bell, Roberts (Chair), Thackray, J. Wright and K. Wright

In attendance: C. Cllr Hagues, D. Cllr Jackson, R. Boden (Clerk) and 10 members of the public.

AGENDA

Chairman’s Welcome and Housekeeping Arrangements. 

24021. PUBLIC PARTICIPATION SESSION

To receive reports from outside bodies.

Report from C. Cllr Hagues. Cllr Hagues gave his report that the Police & Crime Commissioner elections are due on the 2nd May. The recent referendum supported a Mayor of Lincolnshire and further information will be available soon. LCC have reported that they are fixing 1,000 potholes a week and hope to have all Section 19 investigations completed by August and the appropriate works carried out by 2040. On Church Lane there have been a couple of properties that still are being affected by surface water and drainage problems. The BBC are due to film next week.

Report from D. Cllr Jackson. Cllr Jackson had sent his monthly report out but the main points were that planning has been approved for the Market Place in Sleaford. The Community Liasson Group for the reservoir is at the 2nd consultation stage. There has been a recent By Election in Heckington and it was won by the Conservative elector.

Questions or Points raised by residents and members of the public. A resident asked about the Solar Farm Grant and expressed his concern that not everyone knew about the grant, the amount awarded or how it was being spent. They felt that people were being kept in the dark. Cllr Roberts explained that the grant is placed on every Council agenda along with how the money is being spent and how the money is earning interest. It was suggested that a flyer could be delivered to every house within the village.

COUNCIL SESSION

24022. Apologies for Absence: To receive and accept apologies where valid reasons for absence have been given to the Parish Clerk prior to the meeting. All Councillors were present.

24023. Declarations of Interest: To receive Declarations of Pecuniary Interests of all parish councillors. No declarations were received.

24024. Approval of Minutes - To approve and accept as a true record the notes of the meeting of the Parish Council held on 25th January 2024 and to authorise the Chairman to sign the official minutes. It was resolved to approve as a true record the notes of the meeting held on the 25th January 2024 and for the Chair to sign the official minutes.

24025. Silk Willoughby Roads - To receive an update on the repairs to Silk Willoughby’s Roads. LCC carried out roadworks throughout the village between 17th-24th February ‘24. Cllr Roberts emailed Rowan Smith on the 28th Feb to thank him for his support There has been no negative comments received so hopefully the works have resolved any previous problems.

24026. Village Pond - To receive an update on the Village Pond. Works were completed between 12th-17th February ’24. LCC have confirmed by email that all road surface water will now come out on the North side of the pond and into the drain. LCC made last minute changes the week before to ensure the spring water would continue to go into the pond. Cllr Roberts emailed Rowan Smith on the 28th Feb to thank him for this.

The clerk has created a risk assessment for the pond and the Council needs to purchase a life saving device and warning signs. It was resolved to purchase both a life buoy with cabinet and warning signs noting deep water.

On the 28th February Willow Homes laid a concrete base for the Queen’s bench. The old bench will be repaired and returned as soon as possible. Cllr Roberts did confirm with all Cllrs that they were in agreement for Willow Homes to do the concrete work before it was done. All Cllrs agreed this on the 27th Feb. The Cllrs also agreed that the extra cost was acceptable.

Cllr Roberts met Cllr Wright, on the 28th February, at the pond to look at where the bench should be sited. All other Cllrs were asked and they agreed. Cllr Roberts and her husband have tidied around the pond for the last 4 weekends running and planted some flowers using some of the Pennell’s vouchers as previously agreed and minuted. Cllr Thackray has helped level the ground and the area has had grass seed gone down.

The old bench and sign will be restored and then place back.

24027. White Gates – To receive an update on the White Gates. Two out of the three sets were installed on the 28th February. The contractor confirmed that the third set would not fit but would if moved back to within the conservation area. Cllr Roberts phoned and emailed Matthew Bentley on the 28th and 29th February. He confirmed on the 1st March by email that they could be placed in the conservation area. They were installed on the 2nd March. Cllr Roberts emailed Rowan Smith on the 2nd March to advise that the 3rd set had been sited at the previous W3W site. She had had a reply that there was no problem.

The remaining CIL amount had been used towards the purchase of the gates (£2516.51). The remaining amount £1995.97 and the £1269.60 for the cement work had been purchased from the general account. The clerk had made sure they were covered under the insurance policy and they had been added to the Asset Register.

The general feedback from the residents had been positive.

24028. Winter Plan – To receive an update of the Winter Plan. A leaflet with various numbers had been given to all residents and the general feedback is that it was very useful. Empty sandbags had been delivered in Jan and they are being stored at Cllr Roberts. LCC had delivered sand, more bags and 4 signs to be used if the village sustains flooding on the 29th February and all this is at the village hall. A risk assessment for the filling of the sandbags needs to be completed and then an event be arranged to fill the bags ready for Autumn.

Long term storage of the filled sandbags and signs will be at the VH so that they are accessible. Cllr Roberts spoke to the Chair of the VH about short term storage on the 26th January and then again on the 19th March regarding long term. LCC don’t provide sand bins and it needs to be decided if it is better to purchase a sand bin or shed.

24029. Car Park – To consider the building of a car park to use in conjunction with the Village Hall. Cllr Roberts emailed Mark Jones on the 3th December and arranged a site visit for the 29th January. All Cllrs met onsite on the 29th January where they learnt that the old proposal was no longer on the table but an alternative suggestion was made. Cllr Roberts has copies of the new plan of which the Cllrs thought would be a good idea. It was agreed to arrange a meeting on site with Mark Jones and the Cllrs. A number of residents were not happy at having a carpark across from their houses. It was resolved to bring the item back to the next meeting.

24030. Staffing Committee – To accept the Terms of Reference for the formation of a Staffing Committee. It was resolved to accept the Terms of Reference for the formation of a Staffing Committee but to defer the choosing of the Committee members as this would need to be redone at the Annual Parish Council Meeting in May.

24031. Policies – To review and accept the following policies:

a) Co-option Policy (new). It was resolved to accept the new Co-option Policy.

b) Training Policy (new). It was resolved to accept the new Training Policy as part of the Dignity at Work Policy that was agreed at the September meeting (Civility + Respect Pledge). Certificate printed off and to be placed on the website.

c) Freedom of Information (review). It was resolved to review and accept the Freedom of Information Policy.

d) Publication Scheme (review). It was resolved to review and accept the Publication Scheme.

24032. Risk Assessments - To review and accept the following risk assessments.

a) Weir Pond Risk Assessment. It was resolved to accept the Weir Pond risk assessment.

b) Public event risk assessment for Weir Pond. It was resolved to accept the Public event risk assessment. 

c) Litter Picking Risk Assessment + Litter Pickers Guidance sheet. It was resolved to accept the Litter Picking risk assessment + Litter pickers guidance sheet.

A first aid kit has been purchased by the clerk on the 19th March and Cllr Roberts has this. The clerk holds the accident book.

Risk assessments need doing for the cleaning of the white gates, filling the sandbags and hedgerow tidying.

24033. Conservation/ Heritage – To consider conservation work on the Village Pump. Cllr Roberts has confirmed that the pump belongs to the village. It was felt that the Council should contact Matthew Bentley at NKDC and apply for a grant for the conservation of the Village pump. Advice and guidance will be taken from Matthew Bentley. The clerk will give information sheets to all Cllrs showing the premises that fall into the heritage list.

24034. Saving Accounts – To consider the reinvestment of the 6-month account due to finish on the 10/4/24. It was resolved to reinvest the £70,000 and interest back into a 6-month account when it finishes on the 10th April.

1yr ends on 10 October. £70,000 at 4.9%

6-month end on 10th April £70,000 at 4.86%

3 month ends 10th June  £50,577.16 at 4.61%

24035. Grant Applications – To receive an update on current grant applications. There is nothing further to report as parts are still being waited for. 

24036. Grass Cutting – To review the grass cutting map for the new seasonal cutting year. Cllr Roberts met with the contractor on the 6th March to review the areas and discuss the cutting of extra areas and frequency of cuts. The cost will be £115 per cut.

As part of the LCC grass cutting scheme the PC will receive £691.85 for the year.

24037. Correspondence - To receive a list of correspondence received and to discuss where needed.

• Resident has reported the road condition on Gorse Lane on ‘fix my street’ and work is scheduled. Cllr Roberts has contacted Mark Jones to find out when the Solar Farm company are going to make good the rest of the road.

• Contact from Flood Resilience Programme. They are going to be sending consultants to review the problem areas. Cllr Roberts emailed on the 10th March asking for dates and times. Received confirmation on the 13th March that they will contact the PC when they are out this way.

• The VH Chairman has confirmed that the village hall committee would like the Pennells vouchers that the PC have offered them for the D-Day celebrations, 50 x £5 = £250.

• Photograph of the King has been ordered as the PC could order them FOC.

• Cllr Roberts emailed NKDC on the 12th March and now has new signs for Dog Fouling

• Cllr Roberts has been in contact with both Aswarby Estates and the tenant of the field whose hedge is overgrowing the path on School Lane. A meeting is arranged for the last weekend in April but times need TBC.

• The work on creating the car park at the garden centre is about to start and will hopefully finish by Christmas.

• After reporting the footpath on fix my street the path along School Lane has now been cut back to full width. 

 24038.Training – To receive an update of training attended.

• Cllr Roberts has attended a meeting via Teams with the Road Safety Team on the 20th February. A summary sheet was given to all Cllrs.

• The clerk has completed a First Aid at Work Course – funded by an external group.

24039. Planning Applications. For information only.

a) 23/1497/FUL Southview, London Road Silk Willoughby Sleaford. Decision: Application approved.

24040. Finances. 

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

It was resolved to accept the clerk’s report on payments between meetings.

b) To approve payments as listed below

It was resolved to approve the payments listed above. 

c) To consider and approve the bank reconciliation. It was resolved to approve the bank reconciliation.

24041. LALC / SLCC

a) To consider and approve the renewal of the Annual Subscription 24-25 at £155.42. It was resolved to approve the renewal of the Annual Subscription 24-25 at £155.42.

b) To consider and approve joining the Annual Training Scheme at £110 + VAT. It was resolved to approve joining the Annual Training Scheme at £110 + VAT.

c)To consider and approve renewal fees for SLCC at £74.00. It was resolved to approve the renewal fees for SLCC at £74.00

24042.To consider items for inclusion on the agenda for next meeting. Items for the next agenda to include the roundels for the main road, discussion of the solar farm money for the use in the community and the condition of the road surface on Church Lane.

24043. Community Issues – To consider ways the Council can help with the community issues. Cllr Roberts has recently been contacted by several concerned residents regarding a number of dog attacks.

• On 7/3/24 a resident’s dog was attacked by an aggressive dog that continues to get out of its grounds along with the other family dog. The resident’s goats also keep escaping and as cloven-hoofed animals this should not be allowed.

• The residents have now been contacted by the Rural Section of Lincolnshire Police and if any resident sees loose animals they must report them to the police directly.

• There was a further report to Cllr Roberts of another dog that was being walked off lead, on private ground, and it had entered a private garden and become aggressive to the property owner.

• There has been several reports of trespassers on private land around the village. Cllr Roberts has spoken to Aswarby and Ropsley Estates and they are happy to work with the Parish Council and for the Council to purchase signs. A poster will be placed on the noticeboard and on facebook.

Cllr Roberts had supported a resident in visiting the VH Chair last week as the resident is concerned over the running of the village hall. The VH are struggling on a minimum number of trustees.

24044. To note the Annual Parish Meeting on 30th May 2024 in the village hall.

24045. To note the Annual Parish Council Meeting on 30th May 2024 in the village hall. 

CLOSED SESSION

Items of confidential nature to be debated in the absence of the press and public, under the Public Bodies (Admission to the Meetings) Act 1960 (due to the confidential nature of the business).

24046.To receive an update regarding the role of the Council as custodial trustees of the Village Hall. The Council received an update regarding the role of the Council as custodial trustees of the Village Hall. See Appendix A.

24047. Clerk’s Appraisal – To consider and approve the Clerk’s appraisal held on the 28th March 2024. The clerk had had her appraisal on the 28th March with Cllr Roberts. She is to stay on Pay scale 17 with the same contracted hours of 15hrs a month. See Appendix B.

The meeting closed at 8.30pm