2022 Parish Council Minutes of Meetings

BILLINGBOROUGH PARISH COUNCIL

APPROVED Minutes of the general meeting of Billingborough Parish Council held on 8 Nov 2022 in the Sports Pavilion at the Recreation ground.

Present: Cllrs C Woodhead (Chairman), J Surtees, M Turner, R Stafford, R Rayside.

In Attendance: H Beaver (Clerk), M McMahon, (left at 19.07), PCSO J Posnett, (left at 19.04), 1 member of the public.

The Chairman opened the public forum at 18.30. The member present introduced himself as Mr. C. Clerk and stated that his reason for attending was to advise the Council that he intended to submit nomination papers to stand as an Independent candidate in the upcoming local election which has been brought about by the resignation of ex District Councillor J Hansen. Councillor M. Turner also advised that he intended to do the same, but as a Liberal Democrat.

There being no other questions the Chairman closed the public forum at 18.32 and opened the meeting.

1.   Chairman’s opening Remarks

153. The Chairman advised that as the agenda was quite long and the budget was the main focus, if all topics were not adequately discussed then another meeting may be called, possibly in December.

2.   Apologies for absence.

154. Apologies had been received from Cllrs Cope, Labinjo and Richardson, it was RESOLVED to accept all reasons given.

3.   Presentation by Maise McMahon from the Safer Together Team.

155. AS PCSO Posnett was present and his time limited, he updated the Council prior to Ms. McMahon, stating that he was pleased that another PCSO was joining the team. Also, that in consideration of the police priorities as submitted by the Parish Council, extra speed trapping had been undertaken. Regarding antisocial behaviour, very few reports had been received. He asked that all incidents should be reported via 101, unless an emergency, it was commented that this was a barrier as most people found it difficult to use. PCSO Posnett advised that recent improvements had been made to the system and as it is the only way to report a nonurgent crime, it is important to persevere.

156. Maisie from the Safer Together team encouraged The Council to complete the Police Priority request forms every quarter, which The Council has done, as this was working well. She also stressed the importance of completing the Police and Crime Annual Survey, this is currently being advertised and she encouraged all Councillors and Parishioners to complete the survey. Lincs Strong Voices is a campaign to engage young people (ages 11-21), and Maisie is trying to recruit volunteers to the scheme currently, if sufficient numbers were interested from this area, eg around 10 people, then workshops/meetings could take place in the village. 

4.   Receive any new declarations of interest.

157. Cllr Turner declared an interest in item 11c xi, as Chairman of the cricket club, therefore he would not be able to vote on that item.

5.   Possible Co-option. (Decision on applicant/s – All)

a)   Acceptance of Office and Disclosure of pecuniary interests (if applicable)

No applications received so not required.

6.   Approve draft minutes of the meeting held 26 Sept 2022 (All)

158. As it was RESOLVED to accept the minutes as a true record, the Chairman signed the minutes.

7.   Receive any external reports. (County and District Cllrs, Police, etc)

Police report already complete, no others present.

8.   Receive any Community groups or Organisation reports – as required. (BAGS- Cllr Cope, Toller Trust- Cllr Stafford, Village Hall – Cllr Turner, YOS – Cllr Labinjo, School – Cllr Rayside, Church – Cllr Woodhead.

159. Cllr Stafford reported on behalf of the Toller Trust that a new Clerk had been engaged and a date set for a meeting in November.

160. Cllr Woodhead reported on behalf of the PCC that it had been decided to explore the possibility of St Andrews Billingborough amalgamating with Folkingham and becoming a Festival Church.

9.   To discuss any points arising from the presentation received from M McMahon, in conjunction with any results from the crime survey circulated. a) To resolve on the next quarters policing priorities to be submitted. B) Any suggested actions requiring budget provision, this provision to be resolved as part of item 11c.   

161. It was RESOLVED to continue with the same priorities as before. (Clerk to submit) No budgetary items were identified.

10.   Clerk’s Report. 

162. The Clerk reported that as at 31/10/2022 the balance of both accounts was £61005.78, and informed Councillors of payments made and receipts collected between 01/09 and 31/10/22. See appendix A & B attached. Also, that Anglian Water had attended and investigated regarding the flooding in the West Road car park. This now has to be referred back to LCC. That the winter plants for planters and the cemetery had been purchased and were in the process of being planted up. As both the Future of Policing survey, and notification of SKDC updating the Local Plan, had been circulated, the Clerk queried if a Council response was required. Both items to be re sent for Councillors to action.

Councillor Turner left the meeting and returned after 2.5 mins.

Regarding the cemetery, the Clerk reported that it was highly likely that the area would remain in a SPZ1 area and therefore any extension to the cemetery would need to have a T2 risk assessment completed and may attract permitting from the EA. This would not apply if only cremated remains were to be allowed in the extension. The Clerk also reported that she had thanked a Scout from the village who along with members of his family had borrowed the Councils’ litter picking equipment and picked 3 large bags of litter from the exit of the village along Folkingham Road. This would count as volunteering hours towards one of his Scout badges.

11.   Finance Matters:

a)   To Resolve to approve the accounts up to 31 Oct 2022. (RFO; Decision – All)

163. It was RESOLVED to approve the accounts as circulated.

b)   To agree to resolve to the payment of invoices on the previously circulated list of transactions for approval. (RFO; Decision – All)

164.It was RESOLVED to approve all transactions as per Appendix C attached.

c)   To discuss next year’s budget, Precept and ideas received from Parishioners, and to resolve on the following items:

i)   To discuss and resolve on any changes to the cemetery fees for the next financial year. (Chairman: Decision – All)

165. It was RESOLVED to increase all cemetery fees by 10% from April 1 2023

ii)   To discuss and resolve on any changes to land rental rates for the next financial year. (Chairman; Decision – All)

165. It was RESOLVED to increase the rental of the field to the rear of the cemetery by £10 to £120 per annum. Cllr Stafford to seek advice regarding the land on Billingborough Fen and feed back to the next meeting. As the land off Folkingham Rd had only recently been re-assessed and rented, this would remain the same.

iii)   To discuss and resolve on any change to the contractors’ hourly rate for F/Y 23-24. Chairman; Decision – All)

166. It was RESOLVED to maintain a rate of 4% above the new NLW calculated on an anticipated new NLW of £10.32 per hour. It was also RESOLVED that the Clerk’s hourly rate would increase as per the NALC national pay award directive that has now been settled for the F/Y 22-23 back dated to 1/4/22. 

iv)    To discuss and agree quotes received for both village grass and hedge cutting, and the cutting of the cemetery grass. (Chairman; Decision – All)

167. It was RESOLVED to accept the quote for grasscutting of all areas of the village, except for the cemetery, and all the hedgecutting for the F/Y 23-24 for a total of £3953.72 and to accept the quote from Indigo 19 for cutting the cemetery grass at a price of £105 per cut with the number of cuts not to exceed 18, and £25 for applying weed and feed.

v)   To discuss and resolve on the amount to be invoiced for the grass cutting on Blasson Way. (Chairman – Decision – All)

168. It was RESOLVED to increase the charge to the landowners for organising the cutting of the grass on Blasson Way to £300 per annum.

vi)   To discuss and resolve which subscriptions are to be included in next year’s budget. To include ICCM, ICO, CPRE, LALC, ATS LALC, SLCC, PoL, Scribe. (Chairman; Decision – All).

169. It was RESOLVED to continue with all current subscriptions. 

vii)   To discuss and agree any additions to next year’s waste collection requirements. (Chairman; Decision – All).

170. It was RESOLVED that no increases to capacity were required at present but that this should continue to be monitored, particularly at the recreation ground.

viii)   To agree the budgeted amount for the May election. (Chairman; Decision – All).

171. It was RESOLVED to make an allowance in the budget for the possible election next year of £1000.

ix)   To discuss the provision of Gov.UK email addresses and set required budget provision, if agreed. (Chairman; Decision – All) 

172. It was RESOLVED to add a provision of £500 to the budget to accommodate this should it become a mandatory requirement.

x)   To discuss and resolve as to providing provision within the budget for the continuation of payment for the Community Cleaner, in the event that the grant funding is ended. (Chairman; Decision – All)

173. It was RESOLVED to allow the sum of £2500 in the budget to allow for this.

xi)   To discuss and resolve to any change to the Cricket Club donation. (Chairman; Decision – All).

174. It was RESOLVED not to make any changes to the donation asked from the Cricket Club.

xii)   To note and discuss any donation received from Horbling Parish Council. (Chairman; Decision – All).

174. As Horbling Parish Council had already been contacted regarding an increase to the donation they make towards the maintenance costs of the recreation ground, which had not increased for at least 15 years, Members were advised that the reply received stated that due to the uncertainty of the future of their main asset, the Plough Inn, this could not currently be increased. Councillors asked if this could be re-addressed, with the view to a further donation being considered as soon as the future of their asset is more secure. (Clerk to action).

xiii)   To discuss and resolve whether to adopt any projects submitted by parishioners. To include Re-positioning of the benches around the old bowling green area, repair/replacement to footpaths in the village, access to the multi play area inside the court area through winter and the provision of a community skip. (Chairman; Decision – All).

xiv)   175. After discussion it was RESOLVED not to reposition the benches, from the old bowling green area as they are still in use. Although the Council agreed that many of the pavements were in disrepair, the Parish would not be able to afford to do adequate repairs, but would report this to Highways at LCC. It was RESOLVED to stand by the decision to close the tennis courts over winter. The Council also RESOLVED not to provide a skip or to purchase a Ukranian flag, which had also been suggested. 

xv)   To consider items from this year’s budget that have not yet been completed and to assess whether an allowance to complete these projects will be required in the budget for the next financial year. To Include: Legal fees for the transfer of the Aveland Field, Development of the Aveland Field, Development of the Cemetery, development of the Platinum Jubilee Field, and Christmas trees/decorations. 

176. As the transfer of the Aveland Field has still not yet happened, it was suggested that LCC are contacted to try and establish a timeframe for this. It was RESOLVED that the grant money received for the cemetery should continue to be earmarked for cemetery development. As a reply had been received from the Crown Estates regarding the terms that would be required for the Council to lease the Hall Field, Councillors concluded that, as the terms were favourable the village should be consulted as to if it wanted to take this further, and what development, if any, should occur. It was RESOLVED to remove the allocation for Xmas decorations from the budget.

xvi)   To discuss and resolve on which Cllr proposed projects to include in the budget for 2023-24. Discussions to include, developing youth opportunities, alterations to the skate park, alterations to the tennis courts, the use of the pavilion, installing village signs, providing EVC points, and any other suggestions raised. (Chairman; Decision – All)

177. It was RESOLVED that although the Council was keen to explore development for youth opportunities, this could be done through grant funding, so no budgetary allocation was required. Likewise, regarding the provision of an EVC area, it was RESOLVED that although it was thought that this item should be further developed, this could also be grant funded and therefore no budgetary allowance was needed. It was RESOLVED to set aside £5000 for exploration of other projects before consulting with the community about taking any of these projects forward. The provision of bus stops was discussed, but as this is something being reviewed by LCC presently, no conclusion was drawn. The issue of village signs was deferred. It was RESOLVED to have weedkiller applied to all the jitties in the village at a cost of £295 + Vat for each treatment, and to have this applied four times a year. It was also RESOLVED to purchase a new bench that would be positioned on the North side of the recreation ground in commemoration of the King’s coronation. A budget of £1500 was set for this purpose.

12.   Village Matters:

a)   To agree alternative quotes received for the repair to the noticeboard. (Chairman; Decision – All)

178. It was RESOLVED to continue with the repair of the noticeboard but with polycarbonate at a price of £48 + VAT.

b)   Any update to the Parks and Green Spaces application for the Recreation Ground. (Chairman; Decision – All)

No Update.

c)   To discuss and resolve on any response from the PC, if required, regarding the proposed solar farm on Washdyke Farm. (Chairman; Decision – All).

Due to time constraints this item was deferred.

The meeting was closed at 21.30.

NEXT MEETING: TUESDAY 29 NOV AT THE PAVILION, RECREATION GROUND.

APPENDIX A: Payments made on behalf of BPC 30/08/22-31/10/22

APPENDIX B: RECEIPTS RECEIVED  1/09/2022-31/10/22

APPENDIX C: Transactions requiring authorisation on 8 Nov 2022