September 2019 Minutes
Gedney Hill Parish Council
Minutes of the Gedney Hill Annual Parish Council Meeting held on Monday 16th September 2019 at the Gedney Hill and District Memorial Hall.
Present
Councillors K James (Chairman)
P Redgate (Vice-Chairman)
I Coles
D Mann
V Venters
Also Present
Cllr N Pepper
Cllr M Seymour
5 members of the Public
Winston Brown
PCSO Fylippa Bennett
Miss D Leedham (Parish Clerk)
Public Forum
A parishioner raised concerns with temporary accommodation on a building site in the Parish, concerns related to a butane canister, electrical box, public accessibility, noise from the generator and running a business from the premises. Discussion occurred, Cllr James advised parishioner to contact Public Health with butane canister concerns, Cllr Redgate advised that provided the canister was within the boundaries and work commenced as per planning consent. Cllr Seymour he would look into ability to run a business from the site.
1. Apologies for absence and acceptance
None.
2. Declarations of interests under the Localism Act 2011 and consideration of any requests for dispensation
None.
3. To approve the draft notes of the meeting held on 15th July 2019
The Chairman advised Cllr Venters initial was incorrect, Cllr Venters initial was amended from V to J. Clerk apologised to Cllr Venters.
Council reviewed draft notes from the meeting held on Monday 15th July 2019 and agreed the notes represented a true record of the meeting and the Chairman duly signed.
4. Matters arising
a. Review the following
Documents, Policies and Procedures
Publication Scheme under the FOI Act 2000
Who’s who within the Council now published on the notice board. Cllr Redgate to forward document to Clerk.
The Chairman advised he was unable to open the bank mandate (emailed 10th September), Clerk to resend to Council.
Risk Assessments
Council reviewed the document, the Chairman advised the risk assessment was not the most recent copy, the 2017 version had been amended. Council resolved to move to the next meeting for approval. Clerk to locate a copy of the most recent risk assessment and ensure the document includes the Notice Board.
Cemetery Rules and Regulations
Council reviewed and advised amendments. Council resolved to move approval to the next meeting. Clerk to make amendments for review at the next meeting.
Council representation on external bodies
To confirm Councillor Mann’s representation of the Council on Gedney Hill & District Memorial Hall
Post last meeting, Clerk spoke with Cllr Mann and confirmed he was happy to continue to represent the Council on the Gedney Hill & District Memorial Hall committee.
To confirm Councillor Venters representation of the Council on Gedney Hill Estate Charity
The Chairman advised Cllr Venters had not heard from the Charity. Clerk advised emails had been exchanged and the Gedney Hill Estate Charity Clerk would be in contact with Cllr Venters closer to the date of the next meeting which the Clerk believed to be end of September/beginning of October.
Key holders list
Clerk advised the list was still being circulated amongst the key holders.
Asset register
Clerk advised she is waiting to hear back from local churches reference who they have used for servicing etc. The Chairman noted there was not a copy available online, Council resolved for the previously approved copy to be added to the website. Clerk to update website.
The Chairman advised the Standing Orders had been uploaded in two separate documents, one of which was not working in addition the Safeguarding Policy was missing. Cllr Redgate advised the Safeguarding Policy was missing his signature and hence not on the website, Cllr Redgate duly signed the Policy. Clerk to upload the Safeguarding Policy. Clerk advised that the Standing Orders were too large for the Councils scanner to accommodate and best practise for local councils is to upload the dated document. Clerk to liaise with Cllr Redgate and ensure the Standing Orders are uploaded as a complete single document.
To update on Newsletter
Cllr Redgate advised the newsletter was almost ready and he would update with arson concerns (see point 5. Police) and pictures from the Pride Team visit and Community Speed Watch (CSW). Clerk to forward pictures and write up from Pride Team Visit and CSW.
To update on concerns received relating to overgrown land on Highstock Lane and Hillgate
The Chairman advised the Council had received a letter from a Highstock Lane parishioner concerning overgrown gardens and her neighbours using CCTV in their garden. The Chairman advised the meeting of the location of the parishioner and the gardens the letter referred too. The Chairman advised the meeting of the full address of the property and that the property was owned by the Clerk. The Clerk advised the Chairman that she was in attendance at the meeting as the Clerk and not the property owner.
Council resolved for Clerk to contact the Housing Association that owns one of the properties to notify of the overgrown garden. The Chairman advised the Clerk to reply as she sees fit to the resident’s letter. Post meeting, the Clerk confirmed the Vice-Chairman that a letter would be drafted for his approval.
Please note – the Clerk has omitted details regarding this item from these minutes to ensure compliance with GDPR regulations.
5. Police matters
PCSO Fylippa Bennett attended the meeting to raise concerns with regular fires along Luttongate. PCSO Bennett advised the fires started 25th August and had occurred regularly since, they are being deliberately ignited and were occurring in the straw fields, straw bales, stubble fields and trees surrounding a property along Luttongate. Council resolved for a notice to be placed on the Notice board and in the Newsletter.
Cllr Redgate and Cllr Pepper advised they had recently attended a meeting with Inspector Gareth Boxall and found it very informative of the issues surrounding PCSO attendance at Parish Council meetings and the drive for Police and PCSO presence within the community.
6. Highways matters
a. To update on the Pride Teams visit
The Chairman advised the Clerk had contacted the Pride Team and was awaiting an update.
b. To update on litter bin requests
North Road
The Chairman raised concerns that the bin was not being emptied. Council resolved for Clerk to report.
Hillgate
Clerk advised she is awaiting an update.
c. To update on request 353498, road markings on the junction of Lincoln Avenue, Hillgate and North Road
Clerk advised no further update had been received from LCC, though she would expect as the road had recently been resurfaced that the like hood would be new markings.
The Chairman raised concerns with road markings outside of the school not reflecting the currently used school entrance. Council resolved for Clerk to request to LCC.
d. To update on request 353499, Station Road surface
Clerk advised the report is with LCC Highways and will be dealt with as part of the Highways Asset Management Plan.
e. To update on kerbstones 353544, outside McColl’s, Hillgate
Clerk advised the report is with LCC Highways and will be dealt with as part of the Highways Asset Management Plan. Council resolved for Clerk to re-report. Clerk to send additional report.
f. To advise planned road closure of West Drove South
The Chairman advised West Drove South would be closed between 14th October 2019 and 16th October 2019 for works by Anglian Water.
7. Planning
The following applications were approved:
Hillside, 41 Station Road, Gedney Hill, PE12 0NP – Proposed alterations and extensions to dwelling (H07-0798-19)
The following applications are undecided:
Greenways, 26 West Drove North, Gedney Hill, PE12 0PL – Proposed dwelling (H07-0845-19)
West Drove South, Gedney Hill, PE12 0PN – Residential development (H07-817-19)
Adjacent, 7 Station Road, Gedney Hill, PE12 0NP – Erection of dwelling (H07-0815-19)
22 North Road, Gedney Hill, PE12 0NL – Use of site for the keeping of more than 6 dogs (retrospective) (H07-0765-19)
The Chairman addressed the incorrect address had been cited, the address has been amended from ‘Adjacent, 7 North Road’ to ‘Adjacent, 7 Station Road’.
Springfields, 120 North Road, Gedney Hill, PE12 0NS – Part ground floor to be demolished, addition of rear extension and replace roof to create first floor (H07-0755-19)
Land adjacent Half Acre, West Drove North – Residential development (H07-0023-19, Appeal 1141)
Condition compliance (undecided from previous meeting):
West Drove South - Details of disposal of foul and surface water and scheme for construction of footway along site frontage (Conditions 5 and 6 of H07-0821-16 - allowed on appeal) (H07-0212-19)
West Drove South – Details of scheme to dispose of foul and surface water and scheme for construction of footway along site frontage (Conditions 5 and 6 of H07-0821-16 - approved on appeal) (H07-0204-19)
Condition compliance undecided:
19A Station Road, Gedney Hill, Spalding, PE12 0NP - Conversion and extension of double garage to form annex is currently on hold and SHDC will advise when/if commenting is required (H07-0601-19)
NB –
H19-0743-19 – adjacent Threeways, Luttongate Road, Gedney Hill, PE12 0QH – Details of external materials (Condition5 of H19-0555-19), for a different Parish.
H06-0705-19 – The Forge, Main Road, Gedney Drove End, PE12 9NE – Details of scheme to deal with contamination (condition 7 of H06-0296-17), for a different Parish.
8. Community Speed Watch
a. To receive a report from the recent speed watches
The Chairman outlined a meeting held in August, advised of the local co-ordinator and thanked all volunteers. Furthermore the Chairman noted:
27th August: 54 vehicles, 6 (11%) reported - overspeeds from 36 to 45 - North Road
2nd September: 53 vehicles, 17 (32%) reported - overspeeds from 36 to 63 – Station Road
10th September: 131 vehicles, 15% (20) reported – overspeeds from 36 to 51 – Mill Lane
Concerns were raised with speeding through Mill Lane.
b. Adoption of
Procedure
Council reviewed and resolved to accept.
Equipment log for signing in/out
Council reviewed and resolved to accept.
c. To discuss Project EDWARD
The Chairman read through an email detailing project EDWARD which is the European Day Without a Road Death campaign to be held on 26th September. Council resolved to take part in campaign with volunteers suggesting all locations should be covered. CSW co-ordinator to make arrangements.
Cllr Pepper advised the next training course would be taking place on 7th October 2019, 6pm at the Castle Sports Complex in Spalding. Council resolved to add to the newsletter.
9. To discuss dog poo bag dispensers project
The Chairman read through an email outlining the project. After discussion Council resolved to decline the project. Clerk to write.
10. Sports Pavilion and Playing Field
a. Electricity payment method
The Chairman advised that the Council would not pay by direct debit.
b. To update removal of the mound/slide
The Chairman summarised the position from previous meetings and advised that the application had been submitted.
c. To update on next steps from Public Consultation
The Council discussed the possibility of holding another meeting with representatives of the group to discuss matters in more detail. Council resolved for Clerk to make contact and dependant on the current situation of the group, the Clerk to make arrangements for the meeting.
Cllr Seymour recommended the Clerk forward details of potential funding assistance from SHDC. After further discussion it was decided the Clerk would confirm contact details and forward to community group.
d. To discuss service reminder for Fire Extinguishers
Council reviewed and resolved to accept. Cllr Mann confirmed he was available on the service date and was happy for his contact details to be forwarded. Clerk to confirm with service company.
e. To discuss Sports Pavilion Sinking Fund
Cllr Redgate informed the meeting that he had tried to find details from the National Lottery but as the funding was over 25 years it was proving difficult. Council resolved for Clerk to look into funding contract in relation to sinking fund.
11. To discuss purchase of Defibrillator box
The Chairman made Council aware the code for the defibrillator box had not worked and had resulted in the box being forcibly opened. As such the Chairman recommended a new box, the Council resolved to purchase a new box at the quoted price of £586.80. Clerk to raise cheque and place order.
Cllr Seymour put forward the offer to pay for half the box less the VAT. Council accepted and thanked.
12. Clock
a. To update on valuations
Clerk advised Council she was in contact with the administrator for the local deanery and would continue to pursue.
b. To discuss recent service and quotation
The Chairman advised the meeting that a service had recently been carried out on the Clock. Council resolved to accept the unapproved spending totalling £156.00. After discussion around the cost relating to servicing, Council resolved to decline future services and carry out their own. Clerk to draft annual check sheet and consult with Cllr Coles.
The service highlighted the need for re-alignment of the Strike Train weight line to total £360.00+VAT. The Chairman and Cllr Coles advised Council that Cllr Coles would be able to carry out the work. Council resolved for Cllr Coles to carry out the work.
13. Clerks report
a. SHDC training
Clerk advised Council of training being held by SHDC in relation to co-option, a date has yet to be set but the Clerk was hopeful to attend.
Clerk enquired with Council regarding the LCR magazine. The Council are invoiced yearly for the magazine and it is circulated amongst Councillors. Council resolved to cancel subscription. Clerk to cancel subscription.
14. Financial matters
a. Account balances as of 16th September 2019
GHPC
Current account £ 5,110.99
Business reserve £ 1,521.13
GHSP
Current account £ 4,482.84
Business reserve £ 731.38
Total £ 11,846.34
b. Monies in
GHPC
SHDC Precept £ 6,000.00
Interest £ 0.52
GHSP
Interest £ 0.37
c. Accounts for payment
GHPC
Payee Chq No. Gross VAT Nett
D Leedham 1021 £ 322.36
M Ford 1022 £ 69.79
M Ford 1022 £ 7.37 £ 1.23 £ 6.14
M Ford 1023 £ 111.96
A Day 1024 £ 80.00
G&L Cade 1025 £ 72.00 £ 12.00 £ 60.00
M Ford 1026 £ 60.00
D Leedham 1027 £ 322.36
M Ford 1028 £ 94.42
D Leedham 1029 £ 60.38 £ 7.34 £ 53.04
CASH 1030 £ 100.00
BHF 1031 £ 25.00
Protect Signs 1032 £ 96.84 £ 16.14 £ 80.70
LALC 1033 £ 35.00
Time Assured Ltd 1034 £ 156.00 £ 26.00 £130.00
D Leedham 1035 £ 322.36
M Ford 1036 £ 82.10
Defib Store Ltd 1037 £ 586.80 £ 97.80 £489.00
GHSP
Payee Chq No. Gross VAT Nett
GHEC 86 £ 273.50
Eon 87 £ 82.95 £ 3.95 £ 79.00
15. To advise of any items to be added to the next meeting agenda
Council discussed the wreath and ceremony for Remembrance Sunday. Council agreed to discuss further at a later date and advse.
16. Date of next meeting
The next Parish Council meeting will be held on Monday 18th November 6.30pm.
Meeting closed 7.58pm.