September 2020 Minutes
Approved Minutes of the Billingborough Parish Council Meeting held via Zoom on Tuesday 1st September 2020
Present: Cllrs C. Woodhead (Chairman), R. Stafford (items 1 -16bi), D. Cope, V Vince (from item 5), J. Surtees (from item 4)
In Attendance: Mrs H. Beaver (Clerk & RFO), C. Cllr M Hill (item 6 only), D Cllr J Hansen (SKDC)
There were no members of the public present, so the Chairman opened the Meeting at 6.30pm.
1. Chairman's Opening Remarks
364. The Chairman welcomed everyone to the virtual meeting. She also thanked everyone for their continuing hard work and efforts during the continuing pandemic.
2. Apologies for absence
365. The Clerk reported that no apologies for absence had been received.
3. Receive any new Declarations of Interest
366. There were no new declarations of interest notified
4. Cllr vacancies and any possible Co-options
367. There was one candidate for co-option. The applicant's details had been circulated to all Cllrs prior to the meeting. It was Resolved by a show of hands to co-opt Jon Surtees.
368. Cllr Surtees, having previously been provided with an Acceptance of Office form, signed the form in front of the attendees. Clerk to sign the form once returned to her by Cllr Surtees.
5. To Approve the Minutes of the Meeting held on the 7th July 2020.
369. It was Resolved by a show of hands to accept the Draft Minutes of the Meetings of Tuesday 1st July; the Chairman signed the file copy.
6. To receive any external reports.
370. D Cllr Hansen had submitted a report, which the Clerk is to circulate to all Cllrs after the meeting, but which she read out at the meeting. He also added that the talk of a Unitary Authority could put the District Council at risk, he had no firm information at present but, would pass any information on to the Parish Council, once received.
371. C. Cllr M Hill reported that LCC were in the process of getting plans drawn up for the Aveland Site and would present them to the Parish Council for comments as soon as the plans were complete.
7. To receive any community groups and organisation reports.
372. No reports had been received.
8. Planning Applications.
373.S20/1051, which had been previously circulated, Cllrs to enquire as to the views of the neighbouring residents before deciding on a reply.
9. To ratify pre circulated list of all resolutions agreed via email since previous meeting.
374. It was Resolved by a show of hands to accept the previously circulated list as a true record.
10. Clerk's report
375. Clerk to write to Community Cleaner regarding the availability of a Hi Viz vest.
11. Finance
a) To resolve to agree previously circulated BACS payments made since previous meeting
376. It was Resolved by a show of hands to accept the previously circulated list as a true account of payments made.
b) To Resolve to accept the previously circulated accounts to the end of August 2020
377. It was Resolved by a show of hands to accept the pre circulated accounts.
12. Correspondence File - to review comments on process and procedure.
378. After discussion, it was generally thought that this was a useful exercise and it was decided to continue with the process.
13. To Resolve to accept the proposed social media channel
379. After discussion it was decided that Cllrs would research different sites to discuss at the next meeting, but also that it should be used as an additional channel and not to replace the newsletter.
14. To resolve to agree to the outsourcing of the transfer of the website
380. It was Resolved by a show of hands to accept the quote as circulated, of £250 for the transfer of the website.
15. To receive any proposals for consideration for next year's budget
381. A proposal to fence off the play park area was given and quotes are to be sourced for discussion at the next meeting.
16. Village
a) Springwells
i) update to works on island
382. Cllrs to try and source contractors for next meeting.
ii) To resolve to agree design and price of VE Day bench
383. Although designs and prices had been circulated, another design of interest had been proposed and this is to be investigated for a decision at the next meeting.
iii)To agree allocation of works to complete planting winter bulbs in planters.
384. Cllr Vince volunteered to plant up all the planters, with a £200 maximum budget.
iv) To discuss quote for redecoration of Springwells
385. A quote had not yet been received from the contractor who had been contacted. Cllr Stafford asked for the specifications of the job to be forwarded to him so that he could obtain an additional quote.
v) Update regarding outstanding work to the tree on the island.
386. As per the Clerk's Report, work has been rescheduled to 18/09/2020.
b) Recreation Ground
i) Wicksteed Report - To allocate tasks and time frame of works.
387. It was decided to plan refurbishment of the wetpour next spring. Regarding repairs to the fence, Clerk to contact letting agents of adjacent property again, with the hope that the landlord will work in conjunction with the council.
ii) Update on painting of play equipment and further slabbing works at benches and gate
388. The painting works have been scheduled, a price has been sought for the slabbing works but has not been itemised, Chairman to contact contractor again for itemised price.
c) Pavilion/Cricket Club
i)To resolve to appeal against the rateable value.
389.It was Resolved by a show of hands to appeal against the current rateable value of the pavilion. Clerk and Chair to action.
ii) To discuss and agree works to the bowling green hedge.
390.lt was Resolved, by a show of hands to have the hedge at the old bowling green cut to a height of 8 foot, in line with the top of the metal gate. The side adjacent to the car park being slightly lower to accommodate the CCTV. Clerk to advise the Cricket club.
iii) Update on works regarding the AW Inspection Report.
391.The Chairman reported that the works were due to have been completed on the weekend of the 28th August, however no notification had been received from the cricket club regarding its completion.
c) Cemetery
i) To discuss refurbishments plans
392. Cllr Vince declared an interest and refrained from taking part in discussions. It was decided to defer this to the next meeting.
ii) To resolve to accept amendments to the Cemetery regulations.
393. It was Resolved, by a show of hands, to accept, the amended Cemetery regulations with the following additions and amendments; that at 3.14, a maximum of 6 urns can be included in a burial plot where there is no body buried and the word flush, at 5.15 is deleted.
iii) Update on maintenance team vacancy.
394. It was reported that one application had been received so far.
iv) To resolve to agree revised Cemetery/Village maintenance team contract
395. It was Resolved by a show of hands to accept the amendments to the Maintenance Team contract.
17 Closed session - Bonus payment.
396. The Chairman read the required statement and the Council unanimously Resolved To move into closed session in accordance with the public bodies (admission to Meetings) Act 1960 due to the confidential nature of the matter being discussed. D Cllr Hansen was thanked for attending and left the meeting.
397. It was Resolved by a show of hands that the bonus payment should be paid. Clerk to action.
There being no more business the Chairman closed the meeting at 20.49pm.
Next Parish Council Meeting: Tuesday 3rd November 2020 commencing at 6.30 pm At The Sports Pavilion, Recreation Ground OR via Zoom dependant on Government Guidelines.