2024 Parish Council Minutes of Meetings

Billingborough Parish Council Meeting

Minutes of the meeting of Billingborough Parish Council held on 12 March 2024 in the Sports Pavilion at the Recreation ground.

Present: Cllrs C Woodhead (Chairman), R Stafford, C Williamson, M Turner.

In Attendance: H Beaver (Clerk). 

There were 3 Members of the Public who were present for the public forum (6.30-6.45pm).

The 3 members of the public present were all resident on the Barleyfields estate and enquired if the Parish Council was aware of any planning permission applications that affected the industrial site on West Rd as they were of the opinion that it looked very much as if footings were being dug out adjacent to the old lorry wash building. They believed that the workmen were living in a caravan onsite, and said that works were commencing at 7am, even at the weekend. This was causing the problem of noise and light pollution, previously experienced on the site but resolved, to start again. They were also concerned as to where the rubbish that was being dug up was being stored or taken, as previously, the rubbish had been buried adjacent to the fence, vegetation was now growing up at the base of the fence and weakening the structure. Another problem that was re-occurring that had also been previously resolved, was that the smoking area was gradually expanding to be nearer the dwellings again. The residents also advised that the conifers that Western Power had previously cut when they had reported that they were interfering with the power cable, had grown and this was happening again. District Cllr Turner advised that he would make SKDC aware of the situation and C Cllr Hill, who had previously liaised with the businesses on site would also be informed. The residents were advised to contact Western Power again regarding the trees that need their height reducing.

All 3 members of the public left and the Chairman opened the meeting at 6.45pm

1.   Chairman’s opening Remarks.

178. The Chairman welcomed all to the meeting.

2.   Apologies for absence – none received.

3.   Receive any new declarations of interest – none received.

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. 

179. It was resolved that Cllr Turner could take part in any discussion relating to the Cricket Club, but would not be able to vote.

5.   Co-option – no applications received.

6.   Approve draft minutes of the meeting held 13 Feb 2024.

180. It was RESOLVED to accept the minutes as presented as a true record and the Chairman signed the minutes. 

7.   Receive any external reports, and ask for feedback from C Cllr Hill if present, re repairs to Folk’ham Rd, Elizabeth Dr, and The Pingle, and the dykes on Birthorpe Rd, and feedback from AW via Cllr Hill regarding the sewerage overflow during the wet weather. To request any update regarding the allotment fencing repair and leak on the allotment entrance drive. 

181. D Cllr Turner reported that SKDC had set its budget, which was a balanced budget apart from a late amendment, it had been agreed to use £60k reserves to facilitate a litter pick and clean, of the Grantham section of the A1. The budget includes a plan to build more council houses, a new waste disposal depot, and a commitment to support The Deepings Leisure Centre. He also advised that the Environment Agency had instructed that a clean should be carried out at the beck at the bottom of Whiteleather Square.

Cllr Williamson said he would feedback about a PCC seminar at the next meeting, Cllrs asked if Police could attend the Pop In club that takes place on a Wednesday in the village Hall when they are in the area.

8.   Receive any Community groups or Organisation reports.

182. Cllr Woodhead reported that the church had received funding to repair the clockface, and that the works should be completed by August 2024

9.   Clerk’s Report. 

183. The Clerk reported that as of the 29/02/2024 there was a total of £54,774.78 across both bank accounts. That the S106 monies of £5821 that were outstanding from planning application S14/3208   had now been received, that the new gate for the playpark was made and ready to be installed. The new defibrillator for the pavilion was due to be delivered the next day and fitted within 4 weeks. The leak at the cemetery was being investigated by LCC, and the repair needed on the fencing at the allotments had been chased. The 2 new showers for the pavilion had been purchased, as had the material required for the LCC volunteers for when they come to paint the gates at the Rec. Cllrs were reminded about the funding fair that was happening in Bourne on March 27, and the survey about the new Local Plan. 

10.   Finance Matters:

a)   To resolve to approve the accounts up to 29 Feb 2024. 

184. It was RESOLVED to accept the accounts as presented as a true record.

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

185. It was RESOLVED to pay all invoices on the schedule (see annexe C), except for any invoice for a flag for D Day.

c)  To consider quotes gained for the purchase of a D Day 80 flag if required. 

186. It was RESOLVED not to purchase a D Day 80 Flag

d) To update the position in terms of grant funding available, and if available, to consider quotes received for the replacement of pavilion doors. If unavailable, to consider the options and set a budget for fulfilling the required works to the two side doors, as recommended in the Fire RA.  – Deferred to next meeting.

e) To consider any quotes received for works required as advised in the recent tree survey report.

187. It was RESOLVED to accept the quote from Simpsons for £1300.00 for all essential works to be carried out except any works relating to power cables that could be done by Western Power. Cllrs also requested a quote for 2 further works at the Springwells. (Clerk to action).  

f)   To Consider quotes rec’d for printing the newsletter. 

188. It was RESOLVED to accept the quote from Instantprint of between £70- £100 depending on timeframes required.

g)   To consider any budget required for any works required to the height barrier. 

None required.

11.   ADMIN MATTERS

a)   To agree the amendments as circulated to the Cricket Club agreement, and to resolve on any amendment to the Cemetery Caretaker’s contract. 

189. It was RESOLVED to accept the changes to the CC agreement wording as requested and that no changes were required by either party to the Cem’ C’taker’s contract.

b) To review and resolve on any amendments to all Council policies, any recommendations or updates circulated previously. 

190. It was RESOLVED that after review, no changes were required.

c). Adopting a listed building as a Community Asset

191. After discussion Cllr Turner who had led on this topic, asked for it to be deferred to allow for contemplation and time for any plan of action could be considered.

d) To consider any planning applications.

192. The appeal against planning application S23/0511, the proposed solar farm, was discussed and it was RESOLVED to submit the objection as previously submitted, stressing the concern over the possibility of increased surface water flooding on a site that is adjacent to a road that regularly closes due to flooding, the loss of grade 2 farmland, objection to the planned route to the site for works traffic, and an apparent lack of compensation to the local inhabitants.

12. VILLAGE MATTERS

a)    Hall Field tree planting and memorial plaque – update.

193. Agreement has finally been received from the Crown Estate Commissioners who have also offered to plant the trees, which should be completed by summer. 

Examples of a memorial plaque and prices are to be brought to the next meeting.

b)   To discuss the outcome of the Village Flood Plan meeting held on March 2nd, delegating any tasks if required and resolving on any budgetary requirements. 

194. It was generally thought that this was a good start to the planning process that could be built on, that it was important to obtain a date for another meeting, and that the plan should encompass a full emergency plan that incorporated the event of flooding and flood prevention.

c)   Cemetery – update and plan for the way forward. 

195. Cllrs decided that more research was required before any decisions could be made, Cllr Woodhead offered to bring more information to the next meeting.

d)   i. To discuss and resolve to adopt the Legionella Policy and Management Plan as presented. 

196. It was RESOLVED to accept the plan as presented.

ii.  To assess who is the best person to carry out the checks as detailed, what training they and any other individuals would require, and how many hours per week or month these checks will require.

197. It was RESOLVED that the Caretaker of the Recreation Grd was the best person to carry out the duties of the Appointed Person on the Legionella Management Plan, and also to record the Emergency Lighting test. It was RESOLVED to ask the Caretaker to undertake this work adding an additional hour each week to his recompense.

iii. To agree a budget for training and extra annual/monthly no of hours required for the works. 

198. A total budget of £689 was agreed to cover the extra work and training.

iv) To receive an update on outstanding works from both the Fire and Legionella RA’s, to schedule work and set any budgets required.

199. Regarding the Fire RA, the Clerk reported that all but two actions had been completed,  namely the fitting of two double pushbars on each side door, and an extra fire extinguisher, both were in hand and would be completed within the relevant timeframe. Regarding the Legionella RA, again although some works were still to be completed, they too were planned and due to be completed in the relevant timeframe.

e)   Defibrillator/Pavilion roof - update. 

200. The Clerk reported that the Defibrillator was due to be delivered the day after the meeting, she had arranged for it to be collected and the electrician was aware of the required timeframe. Weather permitting, work on the pavilion roof was due to start also on the day after the meeting.

f)   To consider and allocate tasks and budget for any works required following receipt of the annual recreation ground inspection. 

201. It was agreed that the only issue needing immediate action was providing replacement caps for the ends of equipment on the skate park. Cllr Woodhead volunteered to sort this. 

g)   Village Signs – update.

202. It was RESOLVED that as the weather was hindering the posts getting painted, the other 2 signs should be fitted as soon as possible and the posts painted after the signs were in place. A date to carry out the installation of the remaining two signs was agreed.

h)   To consider the request from LCC to recommend locations for EVCPs.

203. It was RESOLVED that the Clerk should reply to LCC suggesting that EVCP’s be installed in the West Rd car park.

i)   Potential new project at recreation ground – update. Deferred to the next meeting.

j)   To consider the development of the CSW scheme.

204. It was RESOLVED to advertise for additional volunteers, if this was unsuccessful, then the equipment should be sold back if possible.

There being no more business, the Chairman closed the meeting at 9.00pm

APPENDIX A: Payments from 1-29 Feb 2024

APPENDIX B: RECEIPTS RECEIVED  01-29 Feb 2024

APPENDIX C: Transactions for authorisation on 12 MARCH 2024

NEXT MEETING:  6PM ANNUAL PARISH MEETING; ANNUAL MEETING OF THE PARISH COUNCIL FOLLOWS, BOTH TUESDAY 14 MAY AT THE PAVILION, RECREATION GROUND.