2024 Parish Council Minutes of Meetings

Billingborough Parish Council

Minutes of the annual meeting of Billingborough Parish Council held on 9 January 2024 in the Sports Pavilion at the Recreation ground.

Present: Cllrs C Woodhead (Chairman), R Stafford, C Williamson, M Turner (from 6.42pm)

In Attendance: H Beaver (Clerk). K MacDonald, applicant at item 5. Martin Hill 6.40 – 7.25pm)

As no members of the public present, the Chairman opened the meeting at 6.30pm

1.   Chairman’s opening Remarks

117. The Chairman welcomed everyone to the meeting and reminded all that the meeting was being recorded.

2.   Apologies for absence.

118. It was resolved to accept the apologies as received from Cllr Surtees.

3.   Receive any new declarations of interest.

119. Cllr Williamson advised of a change and submitted a revised DPI to the Clerk. He advised of an interest in item 11h.

4.   To consider any requests from Members for a dispensation on any items on the agenda. To agree, or not, by resolution to any dispensations, including voting rights. 

120. It was RESOLVED that Cllr Williamson could take part in any discussion at point 11h, but should not vote, it was also RESOLVED that Cllr Turner should leave the room for agenda item 10f iv.

5.   Co-option.

121. The applicant answered Councillors questions, before leaving the room whilst the Cllrs discussed her application. It was RESOLVED to accept the application and Mrs Macdonald was invited to join the meeting after signing the Acceptance of Office form.

6.   Approve draft minutes of the meeting held 14 Nov 2023.

122. It was RESOLVED to accept the minutes as circulated as a true record. The Chairman signed the minutes.

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

123. C Cllr Hill reported that this area had been one of the worst affected with flooding by the two recent storms. He advised that Parish Councils and village communities, should be familiar with their emergency plan if they have one, and do everything possible to help mitigate any future damage during flooding events. He advised that Black Sluice should be contacted to dig out the Ousemere Lode near the school and along towards the rear of Vine St as there is quite a lot of slippage where walls have been built. 130 houses in Lincs were flooded on Jan 2. He advised of the availability of sand bags and sand, and of the levels of compensation available, if any flood water breached houses. He advised that the consultation regarding the proposal of the Greater Lincs Devolution, which in essence meant the County would get £50 million investment, and would then have a Mayor, had started. The consultation closes on Jan 19. He asked that a list of any jobs that needed doing around the village that could be completed by LCC volunteers, be submitted for consideration,  (Clerk to email). Cllrs asked about the time frame of the promised resurfacing of Folkingham Rd out of the village, and Cllr Hill said this would be started in spring 2024. When questioned he confirmed that it was “a complete scheme to resurface the whole thing”, but that it was likely that no repairs would be done in the meantime. He was advised that Elisabeth Drive and The Pingle required attention, Cllr Hill said he would report this. Cllrs also asked C Cllr Hill to feedback that they considered that the advertising of the Devolution Campaign was very poor. Cllrs asked who was responsible for clearing the dykes on Birthorpe Rd, Cllr Hill advised that it was the land owners and LCC would contact them if this had been a problem. C Cllr Hill was asked to talk to Anglian Water about the sewerage overflow that had occurred in the village.

8.   Receive any Community groups or Organisation reports – Non received.  

9.   Clerk’s Report. 

124. The Clerk advised Cllrs that monies in both current and reserve account amounted to £62,789.74. She asked for any comments that Cllrs would like to feed back about a new bus stop location that was proposed for outside the Fortescue Arms. This would be for Call Connect buses and consist of a pole, flag and notice. Cllrs were in favour of this proposal. She advised that SKDC suggests that although the first purple lidded bin collection is not until Feb 5, residents should start segregating now to alleviate the silver bin being “illegal” at its next collection after Feb 5th. Councillors were also informed of water coming up from the ground, near the allotment gates that was reported on Christmas Eve. The Clerk had contacted AW, who had attended and found that it was not connected to any of their pipework. It was suspected that this was a spring from below ground surface.

10.   Finance Matters:

a)   To resolve to approve the accounts up to 31 Dec 2023. 

125.Iy was RESOLVED to approve the accounts as circulated.

b)   To resolve to agree to the payment of invoices on the previously circulated list of transactions for approval. 

126. It was RESOLVED to approve payments on the list as circulated and listed on annexe C

c)   To consider the proposal, and resolve on the outcome, of having the hedge of the cemetery field cut in this financial year. 

127. It was RESOLVED that quotes for this work should be brought to the next meeting.

d)   To consider the quote received for the 3 yearly tree inspection. 

128. It was RESOLVED to accept the quote from C Clay, NKDC at a cost of £2.75 per tree, approx total £222.75 + VAT. Clerk to ask about photographing each tree.

e)   To consider the purchase of replacement banners for the dog fouling campaign.

129. It was RESOLVED not to purchase more banners for the same campaign.

f)   To complete discussions regarding the budget for 2024-25, including, but not necessarily limited to, the following points: 

i)   To complete discussions and resolve on the outcome regarding a Village Caretaker role. 

130. It was RESOLVED not to employ a village caretaker.

ii)   To consider the quote received from Complete Weed Control for weed treatments in the village.

131. It was RESOLVED to accept the quote from Complete Weed Control Services for weed treatments to be applied in the jitties, around the tennis courts and at the entrance to the allotments for the sum of £430.00 + VAT. It was also agreed that this should continue at a frequency of 3 times per year.

iii)   Update regarding proposal of providing funds for a firework display. 

132. The Clerk read out a reply received after she had contacted the applicant asking for more information, from this Cllrs assumed that the applicant did not want to take this project any further.

iv)   To discuss any reply from the Cricket Club regarding any change to the Cricket Club donation. 

133. Both proposals were discussed and it was RESOLVED to accept the offer of a donation of an additional £200 per year, not fixed for any period.

v)   To discuss any reply regarding any change to the donation received from Horbling Parish Council. 

134. The Clerk reported that there had been no reply from her enquiry sent on Nov 15. Cllrs asked that the Clerk request for it to be added to the agenda of the next meeting of Horbling Parish Council on Jan 17.

vi)   To discuss and make allowance in the budget if required for the provision of further sand and sandbags. 

135. The Clerk advised that further sand and sandbags had been requested from LCC, therefore, no further provision was made.

vii)   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 – not required.

viii)   To discuss and resolve on which Cllr proposed projects to include in the budget for 2024-25, and to decide on which projects to put forward for consultation with the Parish. 

136. It was agreed that the viability of the two projects already agreed, the sports court and the cemetery, should continue to be investigated before presenting either concept to the Parish.

Councillor Stafford left the meeting at 8.07pm and returned at 8.10pm

ix)   To set the precept for 24-25 

137.It was RESOLVED to set the precept at £17,750 an increase of 10.9 %

x)   To Resolve to accept the budget for 24-25 as discussed.

138. It was RESOLVED to accept the circulated budget, with an income of circa £40k, and expenditure of circa £84k.

11.   Village Matters:

a)   Update on tree planting (and plaque for Queen) in Hall Field. 

139. The Chairman advised that The Crown Estate were still awaiting permission from the tenant to be able to plant further trees in the field. As soon as this has been successfully sought the planting can go ahead and the Council will purchase a commemorative plaque.

b)   Update regarding Legionella and Fire Risk Inspections in pavilion. 

140. Both Risk Assessments had been completed but the report for the legionella one had not yet been received. Councillors were advised of the recommendations and it was RESOLVED to purchase a further 13a rated fire extinguisher at the time of the next fire inspection in September, at a cost of £78.99 and to purchase notices as advised. CC to be advised of any changes, (Clerk to action). It was also RESOLVED to get quotes at the next meeting to renew the two remaining fire doors.

c)   Consider request for two more horses to be kept in cemetery field. 

141. It was RESOLVED that two more small ponies would be acceptable but the limit would be three at any one time. (Clerk to advise).

d)   To further consider quotes and work on pavilion roof and to update on completed works already agreed. 

142. A new external door had been fitted to the pavilion, the new fire exit push bar door that had been quoted for was not yet fitted and no date had been given despite the quote having been accepted. It was RESOLVED that rather than change the porch roof to a flat roof, it should be taken down and that quotes for this work to be sought for the next meeting.

e)   New Village signs – update.

143. Councillors were advised that the signs were almost complete and delivery was expected soon.

f)   Defibrillator update. 

144.The Clerk reported that this had been applied for through the BHF, although the application had been acknowledged, no delivery date had been received.

g)   To discuss data taken from speed camera on Horbling Rd. 

145. As Cllr Surtees was not present, this topic was deferred to the next meeting. It was RESOLVED to ask Cllr Surtees if he could provide information as of the end of January, so that the information was more up to date. (Clerk to request).

h)   To discuss, and resolve on the outcome, the request received from the VH committee to apply for the Fortescue Arms to be made a building of community interest. 

146. As no information had been received from SKDC, this was deferred to the March meeting.

i)   To discuss and resolve on any action required regarding repairs to Folkingham Rd.   – Discussed at agenda item no 7, 123.

j)   To discuss and resolve on any action required regarding the beck on Whiteleather Square and the water gathering at the entrance to the allotments, and the implementation of a flood plan.

147. It was RESOLVED that a meeting should be held that would be the Annual Parish Meeting that had the topic of forming a village flood plan at the agenda. The date for the meeting was set for March 9 at 11am. Cllr Williamson volunteered to put together an example flood plan to be discussed at the next meeting.

The meeting was closed at 8.55pm

NEXT MEETING: TUESDAY 13 FEB AT THE PAVILION, RECREATION GROUND.

APPENDIX A: Payments from 1/11/2023 – 31/12/2023

APPENDIX B: RECEIPTS FROM 1/11/23 – 31/12/23

APPENDIX C: Transactions requiring authorisation on 09 Jan2024