2020 Minutes

Draft document - subject to alteration at the next meeting

Minutes of the meeting of Sutton Bridge Parish Council held 7pm Tuesday, 15 December 2020 via remote attendance.

Present: Cllr Simon Booth (chairman), Cllr Anne Scarlett (vice-chair), Cllr Michael Booth, Cllr Chris Brewis, Cllr Kim Davies, Cllr Rachael Goodwin, Cllr Ray Perkins, Cllr Dave Summers, Mr Robert Smith (Clerk), Mrs Karen Croxford (Admin. Assistant.), Ms Kat Wakefield (Press - Spalding Guardian).

Cllr S Booth greeted everyone present and informed them that the meeting would be recorded.

20.238 No apologies for absence were received. Cllr York was not in attendance.

20.239 As a tenant of the Parish Council, Cllr S Booth declared an interest for the agenda item on Farm Business Tenancies (FBT) minute 20.247 IV

20.240 There was no public participation

20.241 It was resolved to approve the minutes of the meeting held 24/11/2020.

20.242 Police matters:
I Cllr Perkins had reported incidents of fireworks in the Memorial Park.
II The Suttons Neighbourhood Policing Team newsletter was noted
III Local police were now using and recommending the use of a new app - nextdoor.co.uk.
IV Complaints regarding fireworks in the Memorial Park and Police advice to report all incidents on 101 was noted.

20.243 Chairman’s report
The chairman wished everyone a merry Christmas and happy holidays; he expressed his thanks to all those attending the meeting.

20.244 Clerk’s report
I The website had been updated
II Planning applications comments had been submitted as resolved.
III Incidents of fireworks being set off in the Memorial Park had been reported as anti-social behaviour to South Holland District Council (SHDC), as resolved.
IV It was resolved to approve another parish council’s request to contribute to the clerk’s personal PDF software subscription, thereby reducing expense claims on Sutton Bridge Parish Council. Cllr Scarlett abstained from voting.
V Following a meeting of councillors relating to the withholding of payment to a contractor for tree works in the park, it had been concluded that the works were undertaken satisfactorily, and payment had been released.
VI The Environment Agency and MP had yet to be written to about the jetty at the West Bank lighthouse.
VII Details regarding the electric vehicle charging point were still to be confirmed.
VIII A trial email address for the chairman had yet to be sourced.
IX Responses to two Freedom of Information requests relating to the Council’s farm business tenancies had been sent.
X The old Parish Council website had now been turned off by the County Council and the address redirected to the new site.
XI LCC had said that they would be delivering a litter bin on 17/12/20 for installation at the picnic site. Installation of the bin as well as repair to a picnic bench seat was to be arranged and charged to LCC.

20.245 To receive reports from District & County Councillors
I Cllr Brewis reported:
i Potholes were considered to have been repaired promptly since the new contract in April. Potholes should continue to be reported on www.fixmystreet.com
ii COVID-19 business grants were still available. Contact South Holland District Council for further information
iii A petition regarding the closure of the TSB Bank in Long Sutton had garnered nearly 800 names and had been sent to the bank. Cllr Brewis expressed his thanks to the members of the public and businesses that had signed the petition.
iv Road Safety speed watch van had recently been present in the village.
v Even though South Holland COVID-19 cases had been lower than some parts of the country, it was considered unlikely the District would be placed into Tier 2.
vi Parishioners were advised to claim the benefits to which they were entitled. A large sum was not claimed, which could otherwise be fed back into the local economy.
vii Applications for Blue Badge holders were available from Cllr Brewis.
viii Sutton Bridge solar farm planning application had been submitted by EDF Renewables.
II Cllr M Booth reported.
i Following on from Cllr Brewis remarks, COVID-19 cases had been low, but during the last week had increase to above the UK average. It looked doubtful that the District would drop a tier.
ii A planning application had been submitted for a large solar farm by EDF.
iii Hare coursing was still rife. The previous Saturday the police had received 15 reports of hare coursing during a 3-hour period between Sutton Bridge and Crowland. The public should continue to report this crime on 101.
iv The chair expressed his thanks to both District councillors for their help in getting LCC to remove traffic lights at inactive road works along Bridge Road.

20.246 Financial matters
I It was resolved to approve payments to 15 December 2020 as below, with Cllr Brewis & Cllr Scarlet to authorise on-line bank payments.

II There was no delegated expenditure by the clerk.
III The following receipts were noted:
i Burial Ground Fees £50.00
ii Farm Rent £746.80.
IV Budget 2021/22
i It was resolved to approve the budget 2021/22 (rev.1) as previously circulated.
ii It was resolved to set the precept requirement for 2021/22 at £65,899

20.247 Recent correspondence
I Proposals for improved coastal access from Hunstanton to Sutton Bridge were welcomed and noted.
II It was resolved to contact the Student Cross pilgrimage to express regret that they were unable to hold the event this Easter, to wish them a merry Christmas, and to welcome them back for Easter 2022.
III A letter regarding the Cross Keys Marina and the Sail the Wash Project was received. It was noted that the project had already been supported by the Parish Council in both the marine license consultation and in its letter dated 09/06/20 sent to the principal authorities involved with the marina.
Cllrs S Booth and Cllr M Booth declared an interest in the following item concerning FBTs and Cllr Scarlett took over the chair of the meeting.
IV Further communications about the Council’s farm business tenancies had been received. It was resolved that correspondence on the matter from the resident concerned was vexatious (as under section 14(1) of the Freedom of Information Act 2020), and that no further correspondence on the matter would be required. Also, as the communication included a repeated accusation of a breach in the Council’s Code of Conduct, it should be passed to the District’s monitoring officer. It was noted that the complaint had already been adjudicated on by the monitoring officer, who had concluded that no breach of the Code of Conduct had occurred.
Cllr Perkins abstained from voting, citing himself as a new member on the Parish Council.
Cllr S Booth took back chair of the meeting.
V It was resolved to apply for a grant application from LCC for the missing panels at the bus stop adjacent to The Birches, Bridge Road. The clerk to liaise with the chairman and vice-chair as required.
VI Christmas & New Year refuse, recycling, garden waste & Christmas tree collections were noted
VII A complaint received about both Pat’s Garden on Harriet’s Close and fireworks in the Memorial Park was noted. It was resolved to contact Highways to seek suggestions on the required maintenance of Pat’s Garden and inform the parishioner of the outcome.
VIII An expression of interest in becoming a member of the Council and concern regarding a proposed reduction in number of councillors was noted. The matter of the proposed reduction in numbers on the Council was further raised on the agenda, minute 20.253.
IX A complaint to LCC copied to the Parish Council about Sutton Bridge public bridleway #11 was noted
X It was resolved to that a collective response on the local government ethical standards consultation should be considered at the January meeting.
XI A consultation on schools’ admission policies was to be circulated to members for individual consideration.
XII It was resolved not to take up a textile recycling company’s proposal in the Curlew car park due to a lack of space.
XIII A press release on the Sutton Bridge solar farm planning application and related community engagement report was to be distributed to Councillors.

20.248 The following planning applications were considered:
I H18-0998-20: Adj. 236 Bridge Road. 2 dwellings - re-submission of H18-0191-20 and H18-0525-20. It was resolved not to support due to over development of the site.
II H18-1099-20: Land at Kenzie Drive. 2 dwellings - approved H18-1028-19. Non-material amendment. It was resolved to make no comment.
III H18-1073-20: 10 Falklands Road, PE12 9XF. Single storey rear extension and alterations. It was resolved to support the application.

20.249 To following District Council planning decisions were noted:
I H18-0882-20: 146 Fields Farm, Bridge Road, PE12 9SN. Condition compliance. Approved.
II H18-0883-20: Rear of Bridge Hotel. Pair of 2 bed semi-detached houses with access from Wharf Street. Continuation. Approved.
III H18-0884-20: Rear of Bridge Hotel Bridge. Condition compliance. Approved.
IV H18-0867-20: Land North of Withington Street. Condition compliance. Approved.
V H18-0826-20: 258 Bridge Road, PE12 9SH. Extension & Alterations. Appealed.
VI H18-0940-20: 122 Bridge Road, PE12 9SF. Conservatory. Approved.

20.250 Highways & footways:
I Update on outstanding matters.
i Blocked gullies along Bridge Road from Hospital Drove to Sutton Bridge village had been reported ref: 380545.
ii Blocked gullies along A17 between Long Sutton and Cross Keys Bridge had been reported ref 380546. LCC reported that these had been assessed and would be cleaned on the next programmed schedule.
iii The streetlight knocked down on Bridge Road had been reported and removed ref. 380903.
II To report any new matters
• Cllr Perkins would report incidents of vehicles causing an obstruction on the pavement. Any further incidents should be reported on 101
• Cllr Summers reported overgrown vegetation on the pavement near the village green. Clerk to report.

20.251 Nothing to report from the Committees and Working Parties

20.252 Outside body representative reports
I Cllr Brewis would report back on his meeting with LALC at the January meeting.

20.253 It was noted that in response to the Parish Council’s request, the District Council had stated that it would be conducting a community governance review on reducing the number of councillors from 11 to 9 and that this would be considered at a future meeting of the full Council. Any changes to the current arrangements would not come into force until the next ordinary elections, scheduled for May 2023.

20.254 The County Council had responded to the Parish Council’s query about the Cross Keys marina. It was noted that the total cost for the construction of the marina had been recorded as £966,678. This figure included all build, land, design, legal and professional costs.

20.255 It was resolved to adopt the revised Council’s publication scheme as circulated.

20.05pm Cllr Davies left the meeting

20.256 It was resolved to accept the Highways’ grass cutting agreement 2021-22 as circulated.

20.06 Cllr Davies returned to the meeting.

20.257 Regarding a perceived lack of footway lighting on the Nightingale Estate, Falklands Estate and Sir Peter Scott Estate, it was resolved to obtain the County Council’s street lighting policy. The matter was to be included on the January meeting agenda.

20.258 The following request from members was to be included on the agenda of a future meeting
i Community Christmas activity 2021 – Cllr R Perkins

20.259 It was resolved to approve the meeting dates for 2021 as circulated.

20.260 It was resolved that Council meetings would be held at 7pm on the last Tuesday of the month, except for August when no meeting was scheduled, and December when this would be held on 14 December. Meetings would be held via remote attendance unless circumstances permitted otherwise.

20.261 It was resolved to move into closed session on the grounds of confidentiality by virtue of the Public Bodies (Admission to Meetings) Act 1960 s.1(2)
Ms Wakefield left the meeting at 20.15 pm

20.262 There were no quotes for the upkeep and maintenance of Parish Council assets:

20.263 Regarding assistance with the proposed new sports pavilion, Cllr M Booth would provide the clerk with details of any consultants recommended by the District Council once they had been received. It was resolved to delegate to the clerk, in consultation with the chairman and vice chair, the review of consultant proposals, with a recommendation proposed for the January meeting.

20.264 As proposed by the clerk, it was resolved to submit a quote to the County Council, which provided grass cutting and litter picking services at the east bank lighthouse picnic area, for the 12-month period from 1 April 2021 to 31 March 2022.

20.265 It was noted that the LALC Chief Executive had spoken to the clerk in a telephone conversation about the release of confidential Parish Council information. It was resolved to expedite the purchase of Council email addresses for councillors, to provide better protection for the Council and compliance with General Data Protection Regulations (GDPR).

20.266 Staffing & administration matters:
I It was resolved, pending the approval of an appropriate IT policy and subject to the otherwise use of its equipment not being detrimental to Sutton Bridge Parish Council, to confirm permission for the clerk and admin. assistant to utilise Parish Council IT devices for reasonable personal use, and in the case of the clerk to allow its use for work pertaining to another Parish Council.
II After consideration of applications, it was resolved to extend the closing date for applications for the position of outside operative to 19th January 2021
III It was resolved to record an expression of the Parish Council’s thanks to the clerk and admin. assistant for all their work during this particularly difficult year.

There being no further business the meeting was declared closed at 9.02 pm.