Minutes 2019

Navenby With Skinnand Parish Council Meeting Minutes

Date/ Time: Tuesday 10th December 2019, 7pm.

Location: The Parish Office, The Venue, Grantham Road, Navenby.

Present (Cllrs): Mr B O’Sullivan, Chairman; Mr K Gunning, Vice Chairman; Mrs J Thompson-Burt; Mr G Morris; Mr C East; Mr M Burt; Mr A Watts; Ms S Letham (Parish Clerk)

In Attendance: Cllr M Overton

Absent/Apologies: Mr K Lamyan, Mr S Woollas, Mrs C Hall & Cllr L Hague

1. Chairman’s - Welcoming Remarks

The Chairman welcomed everyone to the meeting.

2. Public Session

No residents were present.

3. Apologies for absence and declarations of interest in accordance with the requirements of the Localism Act 2011. Consider any applications for dispensations in relation to disclosable pecuniary and/or prejudicial beneficial interests.

The Clerk confirmed that apologies for absence in respect of Mr K Lamyman, Mr S Woollas & Mrs C Hall.

4. To consider and sign the minutes from the previous Parish Council Meeting, held on Tuesday 5th November 2019.

It was proposed by Cllr Gunning and seconded by Cllr Thompson-Burt and therefore Resolved that the minutes from the previous Parish Council meeting, held on Tuesday 5th November 2019, should be accepted as a true record of the meeting.

5. To consider the financial report and authorise payments (Appendix A).

Discussion took place regarding the transactions listing presented for the month of November 2019. The Clerk advised that the receipt of the latest paper Bank Statement was still awaited, therefore the reconciliation had not yet taken place. The Current Account balance as at end of November 19 was read out. It was proposed by Cllr Burt, seconded by Cllr Gunning and therefore Resolved, that all expenses listed in appendix A should be authorised to be paid.

6. To consider the Clerk’s report.

Please see Appendix B.

The Chairman read out the key points from the Clerks Report. There were actions in respect of the following items:

Ser No 1 – Cllr E Mail Accounts. The Clerk took an action to enquire with other Parish Clerks regarding the need for separate Accounts.

Ser No 2 – Christmas Lights Switch On. The Chairman advised that the short notice and required Budget had meant that it was not possible to organise an alternative event this year.

Ser No 3 – 2nd Precept Payment. The Clerk acknowledged that the payment had been received and circulated a copy of the Oct 19 Bank Statement to confirm the balance as at 31 Oct 19.

Ser No 6 – Purchase of x 2 new Village Seats. The Clerk took an action to ring Agri Cycle & obtain costs to purchase.

7. To consider updates from District/County Councillors.

Cllr Overton was in attendance and briefed the Council that Council Tax would be going up as there would be less money from Central Government.

8. To consider updates from local police.

The Clerk advised all present that the Police were now issuing a monthly Newsletter instead of an old style monthly report. Details of crimes committed within the Village would be posted on www.police.uk. The Clerk also briefed that PC Hanson was officially retiring as of the 2nd Dec 19. The Chairman took an action to draft a personal letter of thanks from NPC.

9. To consider planning Applications

Please see Appendix C:

There were no observations.

10. To consider correspondence.

Please see Appendix D:

The matters arising (Actions) & decisions from the Correspondence were:

Ser No 26 – Western Power Distribution (WPD). The Clerk took an action to forward Cllr Gunning a copy of the latest Unmetered Power Supplies Certificate from WPD.

11. To consider & approve the purchase of an additional 3 mounting plates for the Speed Indicator Device (SID).

Discussion took place regarding the current need for the additional mounting plates. It was agreed that with the planned rotation of the SID there was no need to purchase additional plates, as sufficient already were in place. However, if a second device was to be purchased next year, additional plates could be ordered at the same time and at a discounted price. It was agreed to defer the purchase until a decision had been taken on the purchase of a 2nd SID.

12. To discuss & approve a collective response to the Central Lincolnshire Local Plan for Navenby Village Profile.

Discussion took place regarding the Local Plan Navenby Village Profile, and it was agreed that there were no amendments required.

13. To discuss & approve the Grant application from Navenby Car Scheme.

The Chairman advised all those present that an application had been submitted by NCS for the sum of £500. Cllr Burt advised that as the Car Scheme was actually an NPC Portfolio – there was no need to apply for a Grant as a Cllr Woollas had submitted a Budget Bid for the requested funding.

14. To discuss the provision of Christmas Trees for the Village 2019 & 2020.

Discussion took place regarding the 2019 supply of Christmas Trees to the Village residents. The Clerk advised that the number of trees being requested had reduced and that there still continued to be issues with the quality of the trees themselves. As with 2018 – several complaints had been received from residents. It was proposed by Cllr Burt & seconded by Cllr Morris and therefore Resolved that the supplying of Christmas Trees to residents would cease. Cllr Burt took an action to send a letter to all those residents who had purchased a tree in 2019 advising that NPC would no longer be providing the service in 2020. Cllr Morris would look to place a copy of the letter on the NPC Website & the Clerk would place a copy in the Village Noticeboards.

Navenby Santa Sleigh Tour on Christmas Eve – the Chairman advised of an entry on the Navenby Facebook page advertising the charitable event. Donations of costumes & sweets were being requested. After discussion, it was agreed that once the credentials of the fund raisers and their aim had been checked out by the Chairman – a donation of sweets could be made. It was proposed by Cllr Burt and seconded by Cllr Watt and therefore Resolved that a sum of £10 be approved from the Chairman’s allowance. Parish Office Christmas Opening Hours – it was agreed that the Parish Office would close at midday on the 24th Dec 19 and reopen on the 3rd Jan 20.

15. To discuss & approve the installation of the new Noticeboard for the North of the Village.

Discussion took place regarding the installation of the 2nd new Noticeboard. The Clerk advised that a quote had now been received from the Contractor and that the cost would be £50 more than approved in principle at last months meeting. Due to workload, the Contractor would not be able to complete the work until Feb 20. It was proposed by Cllr Gunning and seconded by Cllr Watts and therefore Resolved that the sum of £250 (exc VAT) be approved in respect of the installation costs.

16. To discuss the visit from NKDC on 5 Dec 19 iro the closure of the Local Access Point on the 31 Mar 20.

Cllr Gunning gave an overview of the visit from NKDC to talk about the closure of the Local Access Point @ Navenby. Unfortunately, due to a combination of lack of numbers thru the door and limited funding – the access point would have to close. NKDC along with the County & Parish Councils would promote the alternative service via a poster campaign. The NKDC representative asked Cllr Gunning to identify & inform them of any vulnerable residents who would need special assistance. WEF the 1 Apr 20, the Parish Office would only receive paper plans for any contentious developments, otherwise Council Members & residents would have to view plans online.

It was agreed by the Council that following closure of the Local Access Point on the 31 Mar 20, the Parish Office would continue to be open to residents as normal for the next year, but to undertake a review of the situation at the end of Oct 20 as part of the Budgetary process.

17. Updates from Portfolios Holders:

a. Cemetery

No comments.

b. Highways

The Clerk advised that a quotation had been received from the Contractor in respect of the proposed 2 new village bench seats. As with the installation of the new Noticeboard, the Contractor was not able to commence work until Feb 20. In respect of the new bench at the Greenman Road Junction with the A607 - It was proposed by Cllr Gunning and seconded by Cllr Thompson-Burt and therefore Resolved that the sum of £140 exc VAT be approved. With regard to a new bench seat outside the CO-OP – discussion highlighted that the installation of a bench in that location might encourage antisocial behaviour. It was agreed to defer approving funds for the installation of the second bench until (1) the Portfolio holder was in attendance, and (2) the Clerk had spoken to Highways. The Clerk also took an action to advise the Contractor which items on the Quotation had been approved.

c. Youth Club

Discussion took place regarding the proposed Service Level Agreement (SLA) proposed by ACTs. The Clerk took an action to source the draft submitted by Cllr Woollas earlier in the year and forward it to Cllr Gunning for consideration.

d. Navenby Car Scheme

See notes at Agenda Item 13.

e. Play Areas

Discussion took place regarding the repairs currently required (ROSPA report 2019 refers) and the need for replacement play equipment. It was agreed that the funding received from the Community Infrastructure Levy & the CO-OP Community Champions be offset against the cost. It was proposed by Cllr Burt and seconded by Cllr Gunning and therefore Resolved that the sum of £5.5K exc VAT be approved for this FY. The clerk took an action to contact the Contractor and advise that the repairs could go ahead. For FY 20/21 Budget Submission (North Lane & Twenty Row) – see Item 17i below for notes.

f. Schools House Trust.

No comments.

g. Cliff Cluster

No comments.

h. Library

No comments.

i. Finance & Administration

Discussion (led by Cllr Burt) took place regarding the bids submitted for FY 20/21 Portfolio Budgets. It was explained and later agreed that the Library Grant funds needed to be ring fenced as the money could only be spent on the Library. Cllr Burt advised that he would speak to Cllr Woollas about that element of the Highways Budget that was considered to be “reserved” for future Projects. Cllr Burt took an action to send out a revised e mail to all detailing the anticipated income & expenditure for FY 20/21 based on their discussions and ask that all Portfolio holders review their submissions – particularly in respect of replacement costs and whether or not they had included VAT in their calculations. The Clerk took an action to contact the Internal Auditor regarding how other Parish Councils bid &accounted for “reserve” funding.

j. Website

Following the recent lighting strike on a nearby housing estate which affected the Parish Office Router – it was proposed by Cllr Morris and seconded by Cllr Burt and therefore Resolved that a Power Surge Protector Device be purchased at a cost not to exceed £10 (exc VAT). The Clerk took an action to purchase the device.

k. Venue Trustee Chairman

Cllr Burt advised that he was still to be provided with a list of the Venue Manager’s duties. The Clerk took an action to hasten with the Venue Manager.

l. Mrs Smiths Cottage

The Chairman advised that the next event (Vintage Christmas Crafts) at the Cottage was planned for the 15 Dec 19 (11am until 3pm).

m. Speed Indicator Device (SID).

The Chairman advised that the replacement of the SID batteries would now be carried out every Monday evening by 2 Cllrs. The Parish Office staff would recharge the spare batteries during the week and then inform the Council when they were ready by e mail. Cllr Gunning offered to liaise with Cllr Watts regarding the down loading of data from the SID as and when it was rotated to a new location.

The Chairman thanked all present for their participation and declared the meeting closed at 21.45 pm.

Date & Time of next meeting to be the 14th January 2020 @ 7pm.