2023 Minutes

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Minutes of the meeting of Sutton Bridge Parish Council, held 19:00hrs Tuesday, 28 March 2023, in the Curlew Centre Bridge Room, Sutton Bridge.

Present: Cllr Michael Booth, Cllr Simon Booth, Cllr Chris Brewis, Cllr David Bruch, Cllr Kim Davies, Cllr Rachael Goodwin, Cllr Michelle Pitt, Cllr Anne Scarlett, Cllr Terry York, Mr. Robert Smith (clerk), Mrs Karen Croxford (admin assistant), Ms Katie Dowling (Persimmon Homes), Ms Ann Dew (Persimmon Homes), twenty-five members of the public.

Absent: Cllr Colin Robinson,

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

23.063. Apologies for non-attendance were received from Cllr Robinson.

23.064. There were no declarations of interest.

23.065. The chair gave instruction that during the current pre-election period neither councillors nor members of the public should during the meeting make any announcements or statements about matters that might be seen to be advantageous to any candidate, nor say anything that might be seen as an attempt to influence electors in the forthcoming election.

23.066. Public consultation

01. A presentation from Persimmon Homes about its proposed housing development in Sutton Bridge was given (see appendix 1). 

02. A question-and-answer session with members of the public and councillors then ensued (see appendix 2).

19:51hrs Ms Dowling, Ms Dew, and a member of the public left the meeting.

23.067. Representations from members of the public.

01. It was reported that the footpath, adjacent to the Feldbinder UK Ltd site, was covered with leaves and branches. Also, the hedge on the East bank footpath needed cutting back. Clerk to report.

02. It was asked if the rubbish bags collected by the Wombles could be placed on District Council land near to the industrial units on Railway Lane North. To be investigated.

03. It was reported that rubbish along the footpath between Withington Street and Granville Terrace had not been removed. Cllr Brewis stated that there were ongoing problems as it was privately owned land, and it was understood that the land owners would not clear it away.

04. The clerk suggested that matters that needed reporting to the District (SHDC) and County (LCC) Councils, such as fly tipping, street cleaning, and the condition of roads and pavements, be reported on the website www.fixmystreet.com. The more complaints and reports that were made via the site, the more likelihood that SHDC and LCC would take action.

05. It was asked if a group of adults and children could tidy up the flower boxes and troughs in the village. Councillors welcomed this idea.

06. The chair was asked how many councillors had been involved in organising the Jubilee celebrations last year. Cllr Scarlett stated that she was aware of four people being involved. There followed a brief altercation between two members of the public.

20:06hrs one member of the public left the meeting.

07. It was reported that the hedge on the footpath from Stanley Drive to Railway Lane North was overgrown causing visibility splay problems at the junction. The clerk would report.

08. Following a question about the obstruction of the public byway at the Port the clerk reported following the deadline for an enforcement notice having passed, County Highways had stated that an on-site inspection would be taking place soon.

09. Given the introduction of no waiting restrictions along Westbank, it was asked where lorries could park. Cllr York said that he understood that an area at the back of the golf course had been designated as a future a lorry park by Boud Minerals. 

23.068. It was resolved to approve the minutes of the 28 February 2023 meeting.

20:09hrs four members of the public left the meeting. 

23.069. There were no Police matters to report.

23.070. The clerk reported on matters arising, not otherwise covered on the agenda.

01. Information had been updated on the website, including election notices and election information.

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

03. The opening of new bank accounts would await the election of the new Parish Council.

04. Due to being in the pre-election period:

i. Discussions on a community wood were to be deferred until after the election. 

ii. Reports from Parish Council Chair, and the invitation for District and County Councillors to make reports to the meeting had been suspended until after the election.

05. Permission had been granted for a SHDC outdoor nature lab to take place in the Memorial Park 10:00-14:00hrs Thursday 06 April.

06. Permission had been granted for fencing repair on the boundary with Nene Transport to be undertaken in the Memorial Park

07. The chair’s allowance would kindly be used to purchase Remembrance Day Silhouette Soldiers at a cost of £400, with any remaining amount transferred to the Christmas lights fund. 

23.063. Finance

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

08. It was resolved to approve payments to 28 March 2023 as below. Cllr York & Cllr Goodwin to authorise bank payments.

20:16hrs three members of the public left the meeting.

09. Receipts: bank interest £169.26. 

10. The internal auditor’s report for y/e 31 March 2023 was received. This had concluded that the clerk and Council maintained adequate and effective controls over the Council’s finances. The following comments had been included in the report.

i. With the increasing number of transactions, the Council should adopt an accounting package such as Scribe or RBS Rialtas. This still required investigation.

ii. The level of Fidelity Guarantee Insurance should be reviewed. This should be of the order of six months precept plus year end balances. To be considered prior to insurance renewal (01 October 2023).

iii. VAT had been claimed on one small expense payment, for which the invoice was not made payable to the Council. Wherever possible invoices should be addressed to the Council rather than the member of staff ordering the goods. This was noted by the clerk.

11. It was resolved to approve the period for the exercise of public rights from Monday 05 June to Friday 14 July 2023. 

12. It was resolved that Finance Committee meetings would be arranged by the committee chair as required.

23.071. The following correspondence was noted.

01. Concern about the loss of public access to the East Bank riverbank due to newly erected fencing. A response from the tenants responsible for the fencing was also read out.

02. A query about the increase in the Parish Council’s precept for 2023/24. A precept benchmarking review produced by the Parish Council would be published on the website. 

03. Thanks were received from a member of the public about the provision of information at a meeting for the new pavilion project held 07 March 2023. 

04. A poster noting changes to Saturday operating hours for the CallConnect and ConnectBus services. To be published on the Parish Council website.

05. The Lincolnshire NHS Dentistry Report 2023. To be published on the Parish Council website.

06. A request by SHDC to use the Memorial Park for the return of Activate, the popular activity days taking place throughout the district during the summer. It was resolved to agree to the event taking place 11am – 3pm Wednesday 16 August 2023.

23.072. Planning applications.

01. H18-0199-23: land off New Road, PE12 9RQ. Residential dwelling. It was resolved to submit comment that the proposals were an over development of the site and that insufficient onsite parking had been provided for.

23.073. Update on planning appeal.

01. H18-0005-22: 123 dwellings on land north of Sutton Bridge. An informal hearing was to be held 10:00hrs 19 April 2023 at the District Council’s Spalding offices. To register an interest in attending, email your name and address to planningadvice@sholland.gov.uk. Cllr Brewis urged everyone to attend the hearing.

23.074. District Council planning decisions.

01. H18-0135-23: 92 Peters Point Road, PE12 9UX. Condition compliance. Approved.

23.075. Highways & footways:

01. Update on outstanding matters.

i. The maintenance of Chalk Lane was to be raised with the LCC Highways officer.

ii. Lincolnshire County Council had reported that issues with the verges and roundabout by the bridge would be looked at on the next cycle of works which was scheduled between April and October 2023.

iii. The flashing signs along the A17 warning motorists of the opening of the bridge had apparently been removed by LCC Highways and replaced by non-flashing signs some time ago.

iv. It was asked if a rubbish bin could be provided at the bottom of the steps on Westbank. A request to be submitted to SHDC.

23.076. Committee and working party reports.

01. New Pavilion Committee

i. It was noted that the meeting of the committee held on 07 March 2023 had been inquorate.

ii. It was resolved to approve the minutes of the Committee meeting held 17 January 2023

iii. It was resolved that a parish referendum on the building of a new pavilion should be called once a formal recommendation about the design, construction and cost had been agreed.

iv. A recommendation to proceed with the quote for undertaking a flood risk assessment would be considered in the meeting under closed session.

02. A Burial Ground Committee meeting was to be arranged.

03. A Garden Allotments Committee meeting was to be arranged.

04. Cllr Bruch reported that he had not received a response from the Police and Crime Commissioner about funding for CCTV. It was resolved to defer this matter until after the elections.

23.077. Outside body representative reports.

01. The draft minutes of the Annual Assembly of Sutton Bridge Parish Meeting held 14 March 2023 were noted.

02. Following a meeting of the Sutton Bridge Solar Farm Community Liaison Group, it was noted that site commissioning had been moved back to October 2023. It was hoped that the next meeting would include a site visit.

23.078. Regarding the obstruction of the Public Byway 503 through the Port, the enforcement deadline to reinstate proper access had passed. The LCC Highways officer responsible had indicated that a site inspection was planned to take place soon. 

23.079. There had been no response from SHDC regarding the village parks. 

23.080. Coronation event in the Memorial Park.

01. Cllr Bruch reported that Coronation celebrations would be taking place in the Memorial Park on Saturday 06 May 2023. Posters would be put up to advertise the event. There would be no charge for tabletop stalls and the Curlew Centre would be live streaming the Coronation, also at no cost.

02. A firework display was planned between 21:30hrs and 22:00hrs, timings and further details would be advertised around the village and on social media.

03. Options to update the Council’s beacon were being investigated.

23.081. It was noted that from now until the 04 May 2023 elections, requests for items to be included on the agenda of a future meeting should be submitted in writing to the clerk in accordance with Standing Orders 9.

23.082. It was resolved on moving into closed session on the grounds of confidentiality in accordance with the Public Bodies (Admission to Meetings) Act 1960 s.1(2).    

20:56hrs the remaining members of the public left the meeting.

20.56hrs Cllr Pitt, Cllr Davies, and Cllr Goodwin left the meeting.

20:58hrs the clerk left the meeting to investigate an outside disturbance.

23.083. Quotes for works.

01. It was resolved to obtain further quotes to block an unauthorised gateway into the Memorial Park.

21:04 hrs Cllr Pitt, Cllr Davies, Cllr Goodwin, and the clerk, returned to the meeting.

02. Subject to the architect’s agreement, it was resolved to approve the quote for the flood risk assessment for the new pavilion project.

03. It was resolved to approve annual servicing of the electric utility vehicle @ £325.00+VAT.

23.084. Reactive speed indication signage.

01. The clerk reported that no free trial had been available.

02. No response had been received from the Police Commissioner regarding possible funding.

03. It was resolved to purchase one speed Pandora PTSC904 Slowdown/Thank you device with peripherals @ £4,100.00.

23.085. It was resolved to approve the signing of the Parish Agreement Scheme with LCC for highways grass verge cutting excluding clause point 11.

23.086. Staffing & administration matter.

01. The clerk reported that office staff appraisals had been completed. The outside operative appraisal was due to take place within the next few weeks.

02. It was resolved for the chair to sign letters confirming changes to staff terms and conditions effective from 01 April 2022.

03. It was resolved for the chair to sign the clerk’s and the admin assistant’s appraisal form.

04. It was noted that a complaint received from a member of the public, about advice the clerk may have given to the Parish Council in closed session at the last meeting, had been retracted. In any event, councillors agreed that no wrongdoing had occurred.

05. It was resolved to remind councillors that matters discussed in closed session should remain confidential until officially released, either as published in the minutes or via other official statements. Any recording of the meeting whilst in closed session was prohibited. Councillors breaking Parish Council confidentiality were in breach of the Councillors’ Code of Conduct and were liable to be reported to the District Council’s Monitoring Officer. 

06. It was resolved to raise matters of alleged election offences with the South Holland Electoral Services Team and if appropriate report to the Police. Cllr Bruch abstained.

21:33hrs Cllr Bruch left the meeting.

23.087. Next meeting: 19:00hrs 18 April 2023.

The chair closed the meeting at 21:50 hrs.