March 2021 Minutes
MINUTES OF ANCASTER, SUDBROOK AND WEST WILLOUGHBY PARISH COUNCIL MEETING HELD VIA VIDEO LINK (ZOOM) ON MONDAY 15 MARCH 2021 AT 7.30PM.
Present: Cllr D Sayer (Chairman)
Cllrs Mrs J Pearsey, Mrs V Nelson, J Leighton, A Rock, Ms E Ruggaber, A Newton, Ms C Fleming and Dr J Entwistle
In Attendance: District Cllr I Stokes, 1 member of the public and Denise Gascoyne Parish Clerk
Absent: Cllrs G Nelson and N Barker
Public Forum:
Cllr Mrs Pearsey asked if it would be possible to have one or two bus shelters in West Willoughby. There are children living in the village and would in the future be catching the bus to school. It was also suggested another bus shelter at Rookery Lane end. These shelters would be included in the criteria for a reduction in the speed limit. This would be on the agenda for the next meeting.
The Clerk reported that the cars on the verge of Angel Court had still not been moved and would be reported again. It was believed that they were not taxed or insured, and the grass and hedges could not be cut. This would be reported again.
Cars are parking too close to Angel Court on Ermine Street, which is causing problems with resident’s visibility pulling our on to Ermine Street. It was acknowledged that there was little we could do as they were parking legally.
Reports have been received that the generator on land northside of Willoughby Road is a nuisance noise. As Spring approaches residents will want their windows open also Woodland Waters will hopefully soon have holiday makers. It was suggested that the generator should be housed in a soundproof shed.Cllr Ian Stokes to bring this up with Environmental Health at SKDC.
The meeting began at 7.50pm
1.Chairman’s Welcoming Remarks:
a. The Chairman Cllr D Sayer welcomed everyone to the meeting.
2.Apologies for Absence:
a. The Clerk reported that apologies for absence with valid reasons had been received from Cllrs G Nelson and N Barker.
It was proposed, seconded and
Resolved: that apologies for absence with valid reasons be accepted from Cllrs G Nelson and N Barker.
3.Declarations of Interest:
a. There were none.
Initialled ………………………
4.To approve and accept as a true record the notes of the meeting held on 15 February 2021. The Clerk had changed the wording of the positions of the bins in the cemetery to read ‘one near the car park and one next to the notice board’.
It was proposed, seconded and
Resolved: by a show of hands that the minutes of the meeting held on 15 February 2021 be accepted as a true record. These would be signed by the Chairman and returned to the Clerk.
As the member of the public had attended to listen to a specific item on the agenda, it was proposed, seconded and
Resolved: that Item 9 Cemetery/Newton Meadow be bought forward. (see 9 below)
5.Report from County Councillor/District Councillor:
a. County Cllr Wootten had sent a Highways update, which had been circulated to all Cllrs. Cllr Ms Fleming reported that the potholes had been filled today between the Parish Hall and Surgery drive entrance.
b. District Cllr Stokes reported that the SKDC budget meeting had taken place and said he thought most residents had received their Council Tax Bill for the forthcoming year. He said SKDC had approved a £5 increase.
To date Cllr Stokes had heard nothing back re dog bins.
6.Highways Issues:
a. The Clerk had requested an update on the Old Garage Ermine Street. To date nothing had been received.
It was proposed, seconded and
Resolved: to chase again before the next meeting.
b. Cllr Newton had met with the Highways Officer re flooding on Carlton Road. He said Highways would have the ditch cleared for approx.30m without prejudice. He would also ask for the surface water pipe to be jetted and cleared from the ditch to the bend, including the culvert if it can be accessed.
c. Cllr Wootten confirmed that request for ‘no waiting’ restrictions outside the co-op had been added to the list for further investigation.
7.Parish Clerk Update:
a. The Clerk confirmed the residents were working with Anglian Water to solve the issues of flooding outside 33 Mercia Drive.
b. Notification had been received that the proposed Ancaster Arts Day would be postponed until 05 June.
8.Correspondence:
a. LALC e-news – circulated to all Cllrs.
b. ICCM Updates – circulated to Cllrs Newton, Dr Entwistle and D Sayer.
c. SKDC updates – circulated to all Cllrs.
d. Rail Lincs/Railfuture – forwarded to Cllr Newton. – Cllr Newton reported that East Midland Railways were trialling smart kiosks and rolling stock would be refurbished. District Cllr Stokes had asked for more stops at Ancaster.
Initialled ………………………
e. LALC e-news – circulated to all Cllrs.
f. NALC Issue 1 2021 – forwarded to Cllr Sayer.
g. SKDC had offered sandbags and sand for storage. Details had been forwarded to Cllr Sayer and Cllr Newton.
h. Environment Agency Routine Maintenance Factsheet – circulated to all Cllrs.
i. Notification had been received that Household Waste Recycling Centres will accept all waste as from 08 March. Click and Tip Booking System remains in place.
j. ICCM Journal Spring edition – forwarded to Cllr Newton.
k. Local Councils Update – circulated to all Cllrs.
l. Strategic Pipeline update Anglian Water – circulated to all Cllrs.
m. LCC Town & Parish Newsletter – circulated to all Cllrs.
n. Clerks and Councils Direct – forwarded to Cllr Sayer.
o. The Clerk magazine – forwarded to Cllr Sayer.
9.Cemetery:
a. Cllr Newton explained that the identification of graves would only be in the Newton Meadow section of the cemetery on the memorial beams. It was not practical in the main cemetery. These would be in the form of stainless-steel discs engraved i.e C001 and B001. The order had been placed subject to a sample being seen.
b. Cllr Newton reported vermin control in the cemetery is ongoing. Another visit will be made next week.
10. Grass Cutting/Grounds Maintenance:
a. Cllr Newton confirmed that the contract had been signed by EnvironmentSK and the order raised. FOR INFORMATION ONLY.
b. Cllr Newton confirmed a slit trench had been dug past the traffic lights on the A153 to help surface water drain. He had cleared the mud. Cllr Newton with help from Mr & Mrs Heighton had cleared the pathway opposite the gritting depot. He did say that both sides of the road the drains were silted up. The Chairman thanked Cllr Sayer and Mr & Mrs Heighton for the work done.
c. Cllr Newton requested we ask the Handyman to litter pick from Co-Op to Fir Tree Lane both sides and A153 footpath from traffic lights to Woodies. He had litter picked Fir Tree Lane and Rookery Lane. It was commented that the Street Sweeper had not been in the parish recently.
It was proposed seconded and
Resolved: to ask the Handyman to litter pick from Co-op to Fir Tree Lane both sides and A153 footpath from traffic lights to Woodies and for the Clerk to ask when the Street Sweeper was next due in the Parish.
11.Finance:
a. The Approval List for Staff BACS payments had been circulated to all Cllrs.
It was proposed, seconded and
Resolved: by a show of hands to accept the Staff BACS payments amounting to £1555.62 and to authorise the Parish Clerk to make the payments.
Initialled ……………………..
b. The Approval List for BACS/DD Payments had been circulated to all Cllrs.
It was proposed, seconded and
Resolved: by a show of hands to accept the following BACS/DD payments and to authorise the Parish Clerk to make the payments.
James Bell Maintenance and updating website £25.00
LALC Subscription £391.21
JC Groundworks*** Bus Shelter Base £1200.00
D Gascoyne Expenses to 12.03.21 £45.07
Edge IT Systems Online – 5-year contract £567.36
Hazel Hill Internal Audit £350.00
S.K.D.C Trade Waste Bins £17.34
S.K.D.C Cemetery Rates £159.68
Opus Energy Electricity £51.88
Thorpe Trees 50% order £285.00
*** This payment would be held – in query ***
c. The Bank Reconciliations and Cashbook to 28 February 2021 had been circulated to all Cllrs.
It was proposed, seconded and
Resolved: by a show of hands to accept the Bank Reconciliations and Cashbook to 28 February 2021.
d. To date the grant of £3000.00 towards the bus shelter has not been received. FOR INFORMATION ONLY.
e. The SKDC grant from Cllr Mrs Rosemary Kaberry-Brown of £500 had been received toward the Community Orchard had been received. A letter of thanks would be sent.
f. Confirmation Wilsford Parish Council had paid 50% of the cost of the Arnold Baker Local Council Administration Book. FOR INFORMATION ONLY
g. The Internal Audit Report had been circulated to all Cllrs.
It was proposed, seconded and
Resolved: to accept the Internal Audit Report.
h.The Clerk confirmed that the Cemetery Rates have been increased by £18.57 and the Parish Hall is still exempt. FOR INFORMATION ONLY
12.Planning:
a. Definitive Map Modification Order 2019 – Addition of Restricted Byway 1156 and record part of Restricted Byway 12 with a width. FOR INFORMATION ONLY. It was noted with disappointment that this did not seem to be in the public interest except for a small minority and it would benefit nobody in a practical way.
b. S20/1083 Planning permission (on appeal) for erection of 4-becdroom residential property with integral garage Long Meadow Sudbrook. District Cllr Ian Stokes said he would be questioning this but concluded nothing could be done.
Initialled ……………………….
c. PL/0014 Planning application to construct a new showroom and offices Castle Quarry Sleaford Road Ancaster.
It was proposed, seconded and
Resolved: To make no comments.
d. S20/1169 Notification of Public Speaking at the Planning committee – erection of up to 96 dwellings(ACCESS TO BE CONSIDERED ONLY) 17.03.21. District Cllr Ian Stokes would be speaking at this meeting. He was concerned about the archaeology and felt this would inevitably lead to further housing.
13.Parish Hall:
a. The Clerk reported that Parish Halls would not open fully until 17 May. However, from 12 April all indoor children’s activities can open including dance classes, musical activities, cubs, scouts, and brownies. We have one group JoJingles for children which will open 12 April. It was expected that Cubs, Scouts and Brownies would not be back until the autumn and they usually meet at the Ancaster Camp site during Spring and Summer.
14.Playing Field:
a. The Chairman reported that Insurance had specified certain works were needed in the playing field and social club car park areas to comply. The drains had been blocked but had now been cleared and would now be regularly maintained by the social club and playing field committees. They had received a quotation for tree lopping which was necessary and as the playing field is our responsibility it was discussed whether the parish council could pay for the necessary work.
After a short discussion it was proposed, seconded and
Resolved:
That the Parish Council pay a maximum of £800 towards the tree work.
15.Report from Councillors:
a. As all the necessary permissions were in place Cllr Sayer and Cllr Newton would report back at a future meeting re the purchase of the Christmas Tree. Cllr Ian Stokes had agreed to donate his full Cllr allowance of £500 next year towards this. A letter of thanks would be sent. Cllr Ian Stokes also said we could apply to the SKDC Community Fund – he would forward details.
b. Cllr Leighton was thanked for all his work in enabling the new bus shelter to be erected on the A153 opposite Rookery Lane. Cllr Leighton reported that a wood preservative should be used once a year. The Clerk to make a note. Cllrs had already discussed in the Open Forum the possibility of further shelters which Cllr Leighton agreed, if grants could be obtained he would oversee.
c. Cllr Newton said the trees were on order and 50% of the invoice had been paid. The trees were due in November. Cllr Dr Entwistle said as the school had only just returned the request for the children to help would not be on an agenda until the end of April.
d. A member of the public had written asking if the activities and groups in the village could be put on the parish council website. After a short discussion, it was proposed, seconded and
Resolved: not to further this idea at this time. Initialled ………………..
16.Training:
a. The Clerk had attended virtual training through LALC on 03 March 2021 re accounts and audit. She had found this useful and from the training had produced an Internal Control Statement which had been forwarded to all Cllrs.
It was proposed, seconded and
Resolved: that the Internal Control Statement be accepted, and this was signed by the
Chairman.
b. The Clerk had attended virtual training through Edge IT on 09 March 2021 for preparing end of year accounts. She reported that changed had been made to the system, whereas attachments could be uploaded, and we could have a paperless system. This would not be practical if anyone wished to look at the books, when the audit was open.
c. Current training on offer from LALC had been circulated to all Cllrs. Anyone wishing to attend any training should contact the Clerk.
17.Date of Next Meeting:
a. The date of the next Zoom meeting was confirmed as 19 April 2021 at 7.30pm.
b. Government Guidelines at the date of this meeting stated that Parish Councils must return to face-to-face meetings from 07 May. The Clerk would keep councillors informed as guidelines change.
It was proposed, seconded and
Resolved: If this were the case the Agenda for the meeting would have the minimum items and be as short as possible.
c. The Annual Parish Meeting and Annual Meeting usually take place in May. The latest date for this is June.
It was proposed, seconded and
Resolved: to postpone these meetings until June – date to be decided.
There being no further business the meeting closed at 8.59pm.
Signed: …………………………….
Chairman: Ancaster Parish Council
19 April 2021
It is important to understand that the information given above represents notes of the virtual (ZOOM) meeting which took place on 15 March 2021 and do not become Minutes of ANCASTER PARISH COUNCIL until accepted or otherwise at the next meeting.