2025 Minutes

February 2025 Minutes

Billingborough Parish Council  Meeting
Minutes of the meeting of Billingborough Parish Council held on 11 Feb 2025 in the Sports Pavilion at the Recreation ground.
Present: Cllrs C Woodhead (Chairman), C Williamson, H Middlebrook, J Tweddle, M Turner, J Green,
  In Attendance: H Beaver (Clerk). C. Cllr M Hill (until  7.25pm) and 3 members of the public, two had come to observe the meeting, two left at 8pm. One had submitted an application to be co-opted at the meeting.
The Chairman opened the public forum at 6.30pm, the members of the public had no questions, so the Chairman opened the Council meeting at 6.31pm.
1. Chairman’s opening Remarks
184. The Chairman welcomed everyone and reminded all that the meeting is to be recorded.
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 – none received.
5. Co-option – moved to the last item on the agenda by Chairman.
6. Approve draft minutes of the meeting held 14 Jan 2025.
185. It was agreed that the minutes as circulated represented a true account of the meeting held on 14 Jan 2025, the Chairman signed the minutes.
7. To discuss issues arising from the recent flooding, to receive a report or any updates from any attendee from the newly formed flood committee, residents, County or District Councillor, etc and to resolve on any action required. To consider any outstanding hire costs for the village hall after the recent meetings held in relation to section 137 contributions.
186. Cllr Turner explained that a flood committee had been formed, consisting of four members. The aim of this group is to try and establish the cause of the recent flooding and also to liaise with other villages/groups in the area and all the relevant agencies, to try and form a cohesive plan for prevention in the future. C Cllr Hill added that another Section 19 report was being undertaken with results due in May 2025. The recent works undertaken by Anglian Water to repair a collapsed drain was briefly discussed, it was felt that these works should be considered in the Section 19 report. It was explained that plans had been made to have cameras through all the drains and the need for riparian rights to be acted upon was stressed, especially in regards to any Council owned land. Cllr Turner was asked in his capacity as District Cllr to ascertain if SKDC, having ascertained previously that the District owned drains in the car park on West Rd had collapsed in places, had plans to instigate repair works. C Cllr Hill advised that if the Parish Council were not involved with the flood team it was sometimes difficult for the different authorities to communicate effectively.
187. It was RESOLVED that the Parish Council should fund the Village Hall being open to offer refuge to those affected by the flooding on Jan 6, and a budget of £128 was set for this using the Council’s Powers under Section 137.
8. Receive any external reports. 
188. C Cllr Hill reported on behalf of LCC that they were still looking for a traffic warden for Victoria St and also that he needed to know if the Parish Council had any objections regarding the application made by Linc Fire Service to extend the no waiting area on the High St opposite the fire station, this would be voted on at item 12c on the agenda. Regarding item 12b on the agenda; the proposed changes to the Early Entry Licence for the Aveland Field, C Cllr Hill clarified that the responsibility for repairing the fence would remain with the Couty Council until the land was sold when it would be transferred to the new owners. The Parish Council was assured that a new agreement would be issued reflecting this.
189. D. Cllr Turner reported that the Mayoral and County elections will go ahead on May 1 2025 and that District Councils have been given 6 weeks to collate a plan to re-organise themselves in to new unitary authorities. These proposals would be decided on sometime in the Autumn of this year, which is causing concern. When queried when the new relief road in Grantham would be opened and what was the reason for delay, C Cllr Hill replied that the contractors were at fault and were liable for a penalty clause as the mistake was theirs. Regarding the previous point about re-organisation, he added that a decision about Unitary Councils in Lincolnshire had to be made by March 21 2025. Parish Councils have the option to take on more responsibility. If adopted, the current District Councils would operate until 2027, and then be replaced by the new Unitary status and areas.
9. Receive any Community groups, Organisations or training reports – as required.  
190. Cllr Tweddle reported that she had received the Legionella training, which was very thorough and was now preparing to commence the testing in earnest.
10. Clerk’s Report. 
191. The Clerk reported that the balance of both accounts as of 31/12/2025 was £52,050.05. Also, that the grit had been delivered from LCC, as had 150 sandbags from SKDC, these had been stored in the container at WWL site. Four skips had been requested and delivered by SKDC to Folkingham Rd, for use by those who had been flooded. Thanks to the Chairman, the pavilion heaters were now working after a replacement meter had been fitted, the CCTV has been repaired, and one of the external lights of the pavilion is being fixed, thanks again to Chris and Dave. The natural spring at the cemetery has recently re-occurred. Notification has been received re recycling business waste, which for the Parish will start in 2027.
11. Finance Matters:
a) To resolve to approve the accounts up to 31 Jan 2025. 
192. It was RESOLVED to approve the accounts as presented.
b) To resolve to agree to the payment of invoices on the list of transactions for approval.
193. It was RESOLVED to authorise the payments as presented - see appendix C
c) To consider provision in the budget for emergency situations.
d) 194. As the budget for the next financial year had already been agreed, and a general emergency fund was not usually recommended, this proposal was not taken forward.
e) To consider the quote received from Blossom Bookkeeping for payroll services for 25-26 for £200.
195. It was RESOLVED to accept the quote of £200 from Blossom Bookkeeping and the invoice was authorised.
f) To discuss and resolve to approve if considered necessary, memorial training for Cllr Tweddle at a cost of £155.00, or to agree to outsource this inspection on a 5 yearly basis, and to consider quotes gained.
196. It was RESOLVED that Cllr Tweddle should carry out the ICCM training at a cost of £155.00 and carry out the inspection, Cllr Green offered to help with this if required. Clerk to arrange training.
g) To discuss and ascertain if after further investigation, the pavilion heaters can be repaired, to agree a budget if any repair works are required, or to establish if a replacement system is needed and to continue to seek grant funding.
197. Although it looked as if the heaters had been repaired, it was agreed that Cllr Middlebrook should still look for any grants available for a replacement system.
h) To discuss and resolve on the course of action, following damage being caused to the patio and the path at the pavilion, and the quote received to replace the patio, and to set any budget required.
198. It was RESOLVED to ask the hedge cutting company to pay for the materials needed to replace the complete patio.
i) To discuss and resolve on the outcome regarding the priority of previous proposals to replace doors and replace existing furniture at the pavilion, to establish exact requirements, set budgets and allocate tasks.
199. After discussion it was agreed that the replacement of the front door was a priority, and as monies for all of the above would have to come from the pavilion repair budget, it was RESOLVED that half of the total repair budget (£1500), so £750, would be allocated for replacing the front door, on the proviso that grant monies for the remaining cost of the door could be sought, and to use the remainder of the maintenance budget for general maintenance of which approx’ £500 of was already allocated for the 5yrly electrical inspection. Replacement of the two side doors would be considered when setting the 26-27 budget. Regarding tables and chairs, this would also be considered in the next financial year, and could be purchased second hand. It was suggested that the Cricket Club might be able to make a donation towards the costs if approached at the time.
j) To establish if sponsorship can or has been sought for the planters and to plan for spring planting, setting a budget if required.
200. Cllr Tweddle was happy to continue sponsoring the planter on Folkingham road. Cllr Green offered to find further sponsors at £60 per planter.
k) To agree wording for the commemorative plaque following the planting of the saplings at the Hall Field, and to consider the quote for supply and installation from Aztec Signs for £235.00 + Vat.
201.It was RESOLVED to accept the suggested wording as circulated but to ask for a template/picture of the wording on the size of plaque before costs were agreed.
l) To discuss and budget for any works required in consideration of riparian rights to maintain any watercourses that run adjacent to Council owned land.
202. The Council had already liaised with its tenant, It was agreed that the Council should also talk to the adjacent land owner with regards to the cemetery.
m) To clarify the decision regarding the newsletter, made at the last meeting, and depending on the outcome, allocate tasks and budget spends.
203. It was RESOLVED to carry on with the printed copy of the newsletter only.
 
12. Admin:
a) To carry out the annual review of both the Cemetery Caretaker’s contract and the BAGS agreement, and to resolve on any amendments or additions.
204. As no parties had any amendments, the Clerk was asked to issue the next year’s contracts for signing.
b) To discuss and resolve on the proposed amendments to the Aveland Early Entry Licence – discussed and minuted at agenda item 8. 188.
c) To discuss the proposal to extend the “No Waiting at any time” area on the High St and to resolve on any response.
205. It was RESOLVED that the Council would not oppose the application as submitted.
d) To note the outcome of the intermediate internal audit.
206. The intermediate report had been circulated to all Councillors, there were no further comments.
e) To consider an inspection of all Council assets to be concluded by 31/3/25
207.  It was RESOLVED that a spreadsheet should be circulated to all Councillors with areas to assess delegated.
f) To resolve to authorise Cllr Woodhead to collect documents from the solicitors and deliver to the Clerk for storing.
208. It was RESOLVED that Cllr Woodhead should collect the documents at her earliest convenience, a letter of authorisation was signed.
13. To receive an update from Cllr Middlebrook on the bio-diversity project and grant application at the Recreation Ground.
209. As funds had now been received in the Council’s account, and there was a stipulation that works were to be completed by March 25 2025, Cllr Middlebrook was keen to start the works required, but as this was weather dependent, she had queried this with SKDC, who were understanding of this as long as plans were in place.
14. To receive any update on the project at the recreation ground and to resolve on the next course of action.
210.Cllr Williamson had spoken to another Company who didn’t think there was enough space for a full sized 5 a-side pitch, it was generally thought that this would not be a concern and to go ahead with the quote.
15. To resolve on a date to meet at the cemetery to discuss the proposed works.
211. It was RESOLVED to meet at the cemetery at 8.30am on Saturday 22 Feb.
16. To receive any update from Cllr Turner regarding the Fortescue Arms Committee.
212. Cllr Turner reported that the application to list the Fortescue Arms as an Asset of Community Value was submitted in Dec 2024. The kitchens are now fully open. The next meeting is on Wed 26th March.
Agenda item 5 Co-option was moved to the end of the agenda:
213. One application had been received and there were 3 vacancies, Mr Sharpe’s application had been circulated to all, the Cllrs asked a few questions of the applicant, as there were more vacancies than applicants, and Cllrs were more than happy with the discussion, it was RESOLVED to co-opt Mr Sharpe on to the Parish Council and he signed the Acceptance of Office form which was witnessed by the Clerk.
 
There being no other business, the Chairman closed the meeting at 08.35pm
 
NEXT MEETING: TUESDAY 11 MARCH AT THE PAVILION, RECREATION GROUND.
 
 
 
            APPENDIX A: Payments from 1/1 to  31/1/25
DATE PAYEE AMOUNT
08/01/25 H BEAVER 949.52
08/01/25 KE DAVEY BROWN 75.00
08/01/25 H BEAVER 25.00      
10/01/25 ICO   DD 35.00
15/01/25 PALYDALE PLAY LTD   1277.92
15/01/25 SLCC ENTERPRISES              72.00
15/01/25 SLCC ENTERPRISES 36.00
17/01/25 SMARTEST ENERGY DD 27.00
21/01/25 SKDC DD 58.00
21/01/25 HMRC 116.16
27/01/25 COMMUNITY CLEANER 416.04
27/01/25 REC CARETAKER 1140.00
27/01/25 CEM CARETAKER 192.00
27/01/25 SPRING WELLS CARETAKER 192.00
27/01/25 PRO STORM LTD 177.60
27/01/25 PRO STORM LTD 69.60
29/01/25 EE  DD 10.34
30/01/25 STARBOARD SYSTEMS LTD 414.72
31/01/25 H BEAVER 949.52
31/01/25 H BEAVER 25.00
31/01/25 UNITY BANK 6.00
 
 
 
APPENDIX B: RECEIPTS RECEIVED  1/1-31/1/25
DATE FROM AMOUNT
NIL NIL    00.00
 
APPENDIX C: Transactions for authorisation on 11 Feb 2025
 

DATE

PAYEE

AMOUNT

08/01/25

H BEAVER

949.52

08/01/25

KE DAVEY BROWN

75.00

08/01/25

H BEAVER

25.00     

10/01/25

ICO   DD

35.00

15/01/25

PALYDALE PLAY LTD

  1277.92

15/01/25

SLCC ENTERPRISES

             72.00

15/01/25

SLCC ENTERPRISES

36.00

17/01/25

SMARTEST ENERGY DD

27.00

21/01/25

SKDC DD

58.00

21/01/25

HMRC

116.16

27/01/25

COMMUNITY CLEANER

416.04

27/01/25

REC CARETAKER

1140.00

27/01/25

CEM CARETAKER

192.00

27/01/25

SPRING WELLS CARETAKER

192.00

27/01/25

PRO STORM LTD

177.60

27/01/25

PRO STORM LTD

69.60

29/01/25

EE  DD

10.34

30/01/25

STARBOARD SYSTEMS LTD

414.72

31/01/25

H BEAVER

949.52

31/01/25

H BEAVER

25.00

31/01/25

UNITY BANK

6.00
 
 
SIGNED: Cllr J Tweddle
 
SIGNED: Cllr C Williamson