2023 Minutes

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Minutes of the Sutton Bridge Parish Council Meeting held 18:00hrs Tuesday, 26 September 2023, in the Curlew Centre Bridge Room, Sutton Bridge.

Present: Cllr Ann Billings, Cllr Chris Brewis, Cllr David Bruch, Cllr Sue McLaughlin, Cllr Mary Middleton, Cllr Ray Perkins, Cllr Melvyn Philpott, Mr. Robert Smith (clerk), Mrs. Karen Croxford (admin assistant), eleven members of the public.

Absent:    Cllr Adam Landy, Cllr Mellissa Landy, Cllr Nat Mills.

Unless otherwise stated, actions are to be undertaken by the clerk.

23.199.Apologies for absence were received from Cllr A Landy, Cllr M Landy, Cllr N Mills.

23.200.Declaration of interests were received from:

01.Cllr D Bruch regarding agenda item 10.02, 10.04, and 10.06, as he was a member of both the Curlew Centre and Mad Hatters.

02.Cllr Middleton regarding agenda 10.4 as a payment was payable to her and 10.6 as a member of the Mad Hatters.

03.Cllr Perkins regarding 10.6 as a member of the Mad Hatters

04.As a close relative of a tenant, Cllr Booth declared an interest on agenda item 15.02 allotments.  

23.201.The following representations from members of the public were received:

01.As a past chairman of the Parish Council, the member of the public thanked the clerk for all his service to the Council over the last six and half years. His guidance, dedication and effort given to the Council throughout Covid -19 had gone over and beyond what was required.

02.It was asked if there were any further updates on the youth and events committee. Cllr Bruch commented and confirmed that matters were still ongoing,future events were being looked into.

03.Had there been any further updates on the parks within the village. Cllr Brewis reported that a site meeting was to be arranged with senior members of the District Council.

23.202.It was resolved to approve the minutes of the 25 July 2023 Parish Council meeting.

23.203.It was resolved to approve the minutes of the 15 August 2023 Extraordinary Parish Council meeting.

23.204.Police matters.

01.Cllr Brewis reported that following PCSO Dave Walker’s retirement and the recent Police cuts Sutton Bridge along with Spalding, was fortunate enough to be allocated with a PSCO presence.

23.205.The chairman reported that Council had currently been working together on various projects including the new pavilion and were looking into tangible forms of communicating with residents.

23.206.The clerk reported on the following matters:

01.Information had been updated on the website.

02.Internal bank transfers had been made to cover payments.

03.Planning comments had been submitted, as resolved.

04.Longstaff & Co would serve a rent review notice to the Parish Council’s Farm Business Tenants before 11th October 2023. This will initiate a rent review which is to be agreed or referred to arbitration before 11th October 2024.

05.LCC street light columns used for the Parish Council’s Christmas lights have now been tested @ £1,250 excl. VAT and confirmed as suitable. Retesting of the columns will be required in two years.

23.207.Cllr Brewis reported on the following SHDC (South Holland District Council) matters:

01.There were two potholes on Cocklehole Road and Grange Road. Clerk to report

02.The old A17 hedgerows were now encroaching onto the footpath and needed cutting back. Clerk to report.

03.At the next district meeting it was arranged to appoint a Councillor to represent the district and address the LGA (Local Government Association) concerning IDB precepts to be made separate from District Council tax.

23.208.Cllr Booth reported on the following SHDC matters:

01.Complaints had been received concerning the state of St Matthews Churchyard to which the Council currently provide a grant to help with the maintenance and upkeep.

02.Concerns were raised regarding fly-tipping in the countryside, this had led to a fire in a nearby field which could have potentially caused a lot more damage to neighbouring properties. Anyone who witnesses fly-tipping please report to the Police or SHDC Fly-tipping and other littering - South Holland District Council (sholland.gov.uk)

23.209.Financial Matters

01.It was resolved to approve the July cash book and bank reconciliation.

02.It was resolved to ratify payments to 30 August 2023 approved by the Finance Committee, as below. Having declared an interest Cllr Bruch abstained from the approval of the Curlew Centre.

03.It was resolved to approve the August cash book and bank reconciliation.

04.It was resolved to approve payments to 26 September 2023 as below. Having declared an interest Cllr Bruch abstained from approval of the Curlew Centre. Cllr Middleton and Cllr Philpott agreed to authorise bank payments.

05.Following receipt from the external auditors, it was noted that the notice of conclusion of audit and external auditor’s report and certificate for y/e 31 March 2023 had been published on the Parish Council’s website. There were no matters raised by the external auditors that had given cause for concern.

19:24 hrs Having declared an interest in the following agenda item Cllr Middleton and Cllr Perkins left the meeting.

06.Following receipt of additional financial information, it was resolved to approve a £500 grant to the Mad Hatters (LGA 1972, s.137) subject to receipt of a risk assessment for the event. Cllr Bruch abstained from voting.

19:30 hrs Cllr Middleton and Cllr Perkins returned to the meeting.

07.Regarding the Sutton Bridge Wombles, it was resolved to approve a £500 grant subject to a receipt of a risk assessment.

23.210.Correspondence.

01.A response from Lincolnshire County Council following a query about grass cutting of land adjacent to the link footway between Railway Lane North and Stanley Drive was noted.

02.The press report in the Spalding and South Holland Voice about £100k project for Sutton Bridge village improvements was noted.

03.Report of fly tipping and overgrown field by Granville Terrace as well as obstruction caused by overgrown vegetation and fly tipping on the public footpath between Granville Terrace and Withington Street had been reported again.  Cllr Brewis commented and stated that this matter had also been reported to SHDC Environmental Services and officers were looking into it.

19:24hrs A member of the public left the meeting.

04.Poster advertising Stagecoach 505 bus service roadshow, where there will be a meet and greet with passengers, as well as a handout of goodies and information about the service was noted.

19:25 hrs A member of the public returned to the meeting.

05.Lives, first responder’s request for financial support was noted and would be posted on the notice board and website.

06.Report from resident of inoperable EV charging point in car park was noted. Under the terms of the lease the maintenance and repair of the EV charging point is SHDC’s responsibility. This was reported to Mer and SHDC 02 May 2023 and had been reported to SHDC again. Clerk to respond to resident concerning the matter.

23.211.Planning Applications.

01.H18-0823-23: Keepers Cottage, Grange Road, PE34 4HG. Replace existing veranda with oak frame. Retrospective. It was resolved to make no comment.

02.H18-0828-23: Keepers Cottage, Grange Road, PE34 4HG. Kitchen extension. Lawful use certificate. It was resolved to make no comment.

03.H18-0840-23: Keepers Cottage, Grange Road, PE34 4HG. Greenhouse. Retrospective. It was resolved to make no comment.

23.212.Planning comments submitted by the clerk in accordance with the Council’s planning policy.

01.H18-0729-23: Rear of 68 Bridge Road. Conversion to annex with dwelling. A comment of ‘no observations’ was submitted.

02.H18-0674-23: Sutton Bridge Port. Fencing, gates, earth bund and landscaping. A comment supporting the application because it was in keeping with the street scene was submitted.

23.213.District Council planning decisions.

01.H18-0609-23: The Curlew Centre. Tree Preservation Order. Approved.

02.H18-0552-23: 24 Railway Lane South, PE12 9XA. Single Storey Side Extension. Approved.

03.H18-0513-23: Silverleas, 47 Wrights Lane, PE12 9RH. Removal of conservatory & replace with single storey flat & pitched roof extension. Approved.

23.214.Committee Reports

01.The minutes of the last New Pavilion meeting were noted. The site flood risk assessment has now been received from Ridge & Partners LLP.

02.The minutes of the last Garden Allotments Committee meeting were noted. It was resolved for the allotment committee to amend the rules & regulations and tenancy agreements to include a provision for recovering costs from any tenant who leaves an allotment plot in an unacceptable condition and report back at the next meeting.

03.CCTV Working Party

i.Cllr Bruch reported that this matter was still ongoing.

20.01 hrs A member of the public left the meeting.

04.Community Speed Watch (CSW) Working Party

i.Cllr Bruch reported that Cllr Perkins and himself had attended a further training session. The speed indicator sign would be installed shortly.

05.Youth Committee

i.A meeting had yet to be arranged.

23.215.It was resolved to appoint Cllr Bruch and Cllr Mclaughlin to the Burial Ground Committee.

23.216.There were no outside body representative reports.

23.217.Regarding the proposal for the provision of defibrillators within the village, it was resolved for the working party to make further enquires and report back at a future meeting. Cllr Bruch was appointed onto the working party.

23.218.On behalf of all the Parish Council, Cllr Bruch thanked Mr R Smith for all his help and guidance and wished him every success for the future.

23.219.It was resolved to move into closed session in accordance with the Public Bodies (Admission to Meetings) Act 1960 s.1(2).

20.19 hrs five members of the public left the meeting.

23.220.It was resolved for Mr D Earth, Mr L Marchant, and Mr D Wall to remain in the meeting.

23.221.It was resolved to move agenda item 21 forward to receive report on the new pavilion.

23.222.Report and confidential contractual matters.

20:38 hrs Cllr Perkins left the meeting.

i.A presentation was undertaken by Cllr Middleton of a modular build solution for the new pavilion.

ii. The clerk reiterated the need for the Council to follow the Council’s Financial Regulations and follow Public Contract Regulations 2015, as amended (Public Contract (Amendment) Regulations 2022). Specifically, follow items 11.2-11.9 of the Financial Regulations.

21:13 hrs Mr D Earth, Mr L Marchant and Mr D Wall left the meeting.

iii.It was resolved to proceed with further investigation of a design and build of the new pavilion using a modular option.

iv.It was resolved to delegate Cllr Mclaughlin and Cllr Middleton on the appointment of a ground    investigation analysis report including site investigating work up to an agreed sum.

v.It was resolved to continue the investigation of services capacity with the DNO (Distribution Network Operator)

vi.Following the new pavilion committee recommendation, it was resolved to terminate Oglesby and Limb Ltd as project architect and principal designer and to accept their final fee of £503.57 plus VAT.

vii.It was further resolved to terminate Ridge & Partners LLP as project manager.

viii.It was resolved to increase the authorised expenditure limit up to a limit of £5000 per annum to assist in the fulfilment of the committees’ responsibilities as per the terms of reference.

23.223.Quotes for general works.

01.Christmas lights. It was resolved to proceed with an agreement with SSE subject to agreement on costs. Any further costs to be delegated to the chairman.

02.It was resolved to proceed with the periodic electrical condition report up to the value of £40.00 per column.

03.It was resolved to proceed with the quote for an Operational Inspection for the Childrens play area at a cost of £120 + VAT.

04.Following a report of two damaged swing seats in the children’s play area, it was resolved to proceed to purchase the new seats @ £220.00 + VAT.

05.It was resolved to approve the quote for the MOT and work on the electric utility vehicle @ £126.96 +VAT and delegate authority to the chairman for approval of the repair to the windscreen.

06.It was resolved to approve the quote for the annual legionella water hygiene monitoring @ £1507 +VAT.

07.It was resolved to cut the hedge adjacent to the memorial park at a cost of £207.00.

08.It was resolved to approve quote to install a bird deterrent under the gazebo in the garden of rest @£40.00.

09.It was resolved to clear weeds and remove overhanging branches in the car park @ £280.00.

10.It was resolved to fix metal fence in the memorial park and remove fence from around the Oak tree @ £130.00.

23.224The clerk reported on matters concerning grave plot matters and it was resolved appropriately.

21:50 hrs Mr R Smith and Cllr M Booth left the meeting.

23.225It was resolved to appoint the new clerk and RFO on terms as proposed by the Personnel committee, subject to receipt of satisfactory references.

23.226It was resolved to approve staff back dated payment as recommended by the Personnel Committee

The chairman closed the meeting at 22:00hrs.