May 2023 Minutes
MINUTES OF COLEBY PARISH COUNCIL MEETING held at The Village Hall on Tuesday 9th May 2023 7.30pm
19.13 Public Forum: No matters raised.
19.14 Declarations of Interest: Councillor Vivian and Councillor Long declared an interest in Item 4 h) Coleby Village Hall Grasscutting as members of the Village Hall Committee
19.15 Present and Apologies: Councillor Alan Vivian (Vice Chairman), Councillor Barry Earnshaw (Chairman), Councillor Andrew Long, Councillor Georgia Sargent, Councillor Robert Hall, Sue Makinson-Sanders Clerk.
19.16. Approval of Minutes: Minutes of Meeting held on the 7th March 2023 proposed by Councillor Sargent and seconded by Councillor Hall. Councillors approved the Minutes.
19.17 Clerk’s Reports:
a) Agenda sent to all on email list and posted on website and notice board
b) Elections: The clerk welcomed the Councillors to the Parish Council following the recent elections which were uncontested. Declarations of Acceptance of Office received from all Councillors. There is a vacancy on the council and this can now be filled by co-option.
c) Parish Council Audit
i) Approval of Certificate of Exemption: Councillor Earnshaw proposed approval and Councillor Vivian seconded. Certificate of Exemption approved.
ii) Approval of Annual Governance Statement: Councillor Hall proposed and Councillor Sargent seconded approval. Annual Governance Statement approved.
iii)Approval of Accounting Statements: Councillor Earnshaw proposed approval and Councillor Vivian seconded approval. Councillors approved the Accounting Statements.
d) King Charles 111 Coronation Event : An excellent village event. Thanks expressed to Graham and Caroline Brown for hosting and to all the volunteers involved in setting up and organising. Final figures to be calculated but should come in within budget given cheaper bouncy castle, flowers donated thanks to Interflora and a grant obtained by Sandra Varley. Thanks to Sandra for her prompt action in obtaining this funding from the National Lottery.
e) Emergency Plan: Clerk awaiting template from LALC
f) Neighbourhood Plan Revision following Adoption of Revised Central Lincolnshire Local Plan: Following adoption of the new Central Lincolnshire Local Plan David O’Connor reported that the Coleby Neighbourhood Plan been key in determining local planning applications . The Neighbourhood Plan had been useful in resisting inappropriate development and the plan should be revised to take account of the new Local Central Lincolnshire Plan so that the policies align. Advantage could be taken to enhance the Plan. If minor revisions then no referendum would be required but major changes would require a referendum . An analysis needs to be done, which David O’Connor kindly offered to carry out. He could not commit to redoing the plan and consultants would be required to draft the actual policies.
g) Local Policing: The clerk reported the reduction in numbers of PCSOs locally from 10 to 2, with those 2 being based in Sleaford. The police have an additional 66 police personnel recruited but the level of policing in our local area is being reduced as we are seen as a low crime area. Concern raised about rural crime, drugs (both supply and taking) and anit-social behaviour. Parish Council to write to the Polcie Crime Commission raising these concerns
h) Coleby Village Hall Grasscutting: Councillor Vivian reported that the Village Hall’s funds are at their lowest level for a long time. In many Parishes the village hall and playing fields are fun by the Parish Council. In Coleby they are run by a separate charity. Contribution from the school to be checked (payable by the education authority)? Suggestion made that the Parish Council cover the cost of the grasscutting . Figures to be obtained from current contractor and compared to bdg mowing who are the Parish Council’s contractors.
i) Lowfields Road surface: Clerk reported state of road to Highways. Their response was not satisfactory and Clerk to contact Cllr Carrington.
j) Renewal of Annual Insurance: Councillors approved renewal of the Parish Council’s Insurance for the year at £460.84
k) Projects and Grant Funding: Cllr Earnshaw reported that he is awaiting NKDC regarding suitability of projects and grant availability. NKDC have a fund of £750m half to go to rural business and half to community development under which our projects would fall.
l) Parish Council Printer: The clerk confirmed that this had been purchased and was working well with good use during the Coronation Event planning
m) Cllr Volunteer Schemes 2023/2024: Request made for volunteers to renovate the bus shelter on the A607. Clerk to follow up request.
n) Wellhead Repairs: Clerk has been chasing this. Over a year since quoted and contract approved. Clerk to chase again and copy in Councillor Long
o) Signage re parking on grass on greens: Clerk to source No parking on grass signs
p) Offer of Restoration of Cemetery Gates: Councillors approved acceptance of a very generous offer from Quent and Surj Stott to repair the Far Lane Cemetery Gates. Thanks to Quent and Suj were expressed for this.
19.18 Planning:
a) Appeal against refusal of Planning Permission Site off Dovecote Lane –Parish Council comments submitted and decision from Inspector- pending decision
b) Tree Works 2 Chestnut Paddock Reduce height of Tree – approved.
c) Tree Works 4 Blind Lane Reduce Cherry and Fell Silver Birch- approved
d) Tree Works 18 Blind Lane Reduce eight of Silver Birch, Silver Birch and Conifer – approved
e) Tree Works Harvest Cottage Church Lane, prune silver birch, yew and apple trees – approved
f) Tree Works West Hall Coleby Reduce 2 x plum, walnut and maple, fell conifers – pending decision
g) Tree Wrks 4 Rectory Road Reduce Amalanchier, and Acer x 2 – approved
h) Tree Works Coleby COE School Prune back prunus
19.19 Police Reports:
a) Police: Please refer to 4g) above
b) Neighbourhood Watch: Councillors approved the purchase of 200 window stickers for the Neighbourhood Watch Scheme.
19.20. County & District Councillor Reports: No County or District Councillors present to give reports
19.21 Cemeteries:
a) Lowfields Cemetery: Plot reservation received from Jayne Lewis, a former village resident.
b) Far Lane Cemetery: Councillors approved a request for Burial of Ashes of Colin Charles Knight Toyne into grave of Freda Toyne
19.22 Financial Matters:
a) Payments to be made:
i. Clerks Salary £ (May/Jun 2023)
ii. Litter Picking Dean West (May/Junel 2023) @ £30.00pm Total £60.00
iii. Anglian Water Lowfields Cemetery (May/June 2023 ) @ £4.00pm Total £8.00
iv. Anglian Water (Jan/Apr Qtr ) Far Lane Cemetery £11.10
Councillors approved ongoing payment of water rates by direct debit.
v. Coleby Village Hall Meeting Hire £20.00
vi. bdg mowing contractors grasscutting March 2023 £190.00 and bdg mowing contractors grasscutting April 2023 £190.00
vii. Autela Payroll Services Jan/Mar 2023 £57.76 + £11.55 Vat Total £69.31
viii SMS Reimburse Parish Printer £204.99
ix. SMS Reimburse Cemetery Garden Bin Renewal x 2 £48.00
x. SMS Reimburse Bunting Coronation Event £136.95 +Vat £27.39 Total £164.34
xi. Theresa Brewer Reimburse Bench Repair Costs £52.74 + VAT £ 7.99 Total £60.73
xii. Sandra Varley Reimburse Coronation Pins £370.83 +Vat £74.17 Total £445.00
xiii. Reimburse Sandra Varley Coronation Napkins £33.20 +Vat £6.70 Total £39.90 less £2.00 discount due £37.90
xiv. SRP Hire Solutions Toilet Hire Coronation Event £285.00 + VAT £57.00 Total 342.00
xv. SRP Hire Solutions Generator Hire Coronation Event £225.00 + VAT £45.00 Total £270.00
xvi. Tom Holleran Parish Council Audit £50.00
xvii. Sue Makinson Sanders reimbursement Bouncy Castle Hire Coronation Event £100.00 + £20.00 Vat Total £120.00
xviii. Sue Makinson-Sanders reimbursement Band Coronation Event £150.00
xix. Donation to Boothby Church loan of chairs for Coronation Event £40.00
c) Payments received :
i. Precept £10921.00
ii. Cooperative Funeral Services Ashes Interment Rowett £25.00
iii. C Bowen Ashes Interment CCK Toyne £85.00
iv. National Lottery Grant Funding Coronation £565.00
v. VAT reclaim £297.66
d) Payments due: none
Balance held at Co-Operative Bank as at 25.04.23 £19,896.88
19.23 Reports from village organisations:
a) All Saints Church: Clock is now working albeit it is gaining and automatic winders have been installed. No prospect at present of getting a new vicar and seems unlikely given the proposed changes. Roaring 20’s Event on 9th June 2023 to be held at the church.
b) Village Hall: Next meeting of the Village Hall Committee 10th May 2023. Strong committee. Not the Coleby Ball reserve the date 16th September. Fundraising and seeking grants for play equipment suitable for older children. Car Boots going well with new volunteers helping the regular volunteers. Some vandalism of trees planted on the playing field and around the container.
c) Coleby School: No report
19.24 Correspondence: None
Meeting closed 8.50pm
Date of Next Meeting: Tuesday 4th July 2023
Sue Makinson-Sanders
Tel: 01522 810509
email: colebyparishclerk@googlemail.com