Minutes
Minutes of the Parish Council meeting held on Tuesday 24th January 2023.
Public Forum
There was one member of the public present who reported that one of the Back Lane street nameplates was in need of repair. The Clerk explained that she had previously reported that nameplate to South Kesteven District Council (SKDC) who responded that they would not be repairing the nameplate due to financial constraints and because there was another metal nameplate on the opposite side of the road. The nameplate would be repaired in the future when finances allow. The member of the public then left the meeting.
Councillors: C Hainsworth, C Russell, R Brocklebank, L Bennett, G Henton, T Neale, L McShane, J Clark, A Bouvie and S Walker & K Vickers.
In Attendance
South Kesteven District Council (SKDC) Councillors David Bellamy and Ben Green. Cllr Ben Green left the meeting at 7.55pm.
Agenda Item No
2022.132 Apologies for absence: -
Cllrs I Johnson & E O’Neill, valid reasons given.
2022.133 Chairman’s remarks.
Chairperson Caroline Hainsworth welcomed everyone back after the Christmas and New Year break and hoped that everyone had a good one. They made special thanks to Community Cleaner Kevin Atter for keeping the service going and sent the Parish Council’s best wishes to Mark Robertshaw for a speedy recovery.
2022.134 Declarations of interest in accordance with the LGA 2000
None.
2022.135 Approval of the Minutes of the previous meeting.
Cllrs A Bouvie and S Walker abstained because they were not present at the previous meeting. All other members agreed that the official minutes of the meeting of the Parish Council held on 6th December 2022 be approved as a correct record and duly signed and dated by the chairperson.
2022.136 County/District Councillor Report; -
SKDC Cllr Ben Green reported the following: -
• Community Speed Watch (CSW) – Cllr Ben Green donated 2 x 30mph Community Speed Watch (CSW) signs to the Parish Council.
• Fix My Street (FMS) - Lincolnshire County Council (LCC) Highways department reported that an empty grit bin at North Witham was not their responsibility and would not be filling it with grit and suggested that the Parish Council adopt the grit bin. Cllr Ben Green agreed to follow this up with LCC to ask them to take responsibility for re-filling the grit bin as the Parish Council do not have the facility to re-fil the bin.
• Gravity Fields Festival – SKDC are hoping to cut back on the Arts funding budget and are looking for a huge amount of voluntary support for the event. Cllr Ben Green stated he was keen to drive this forward and encouraged the Parish Council to do so also. Chairperson Caroline Hainsworth asked for the Parish Council to be kept informed and invited ideas from the Parish Cllrs.
• LCC Police - Communication exchanges and discussions with LCC Police continue to have a PCSO attend a Parish Council meeting at least once a year. Feedback from the Parish Council was that only a physical presence at a meeting would be acceptable.
SKDC Cllr David Bellamy Reported: -
• New Housing Estate off Bourne Road, Colsterworth – The contact that the Clerk made with Balfour Beatty Homes was very useful. Further information in Clerks Report, Agenda item 2022.145.17.
• Stainby damaged grass verges - Second FMS reports made regarding damage to the grass verges on Middle Street and mud all down the road caused by HGV’s. If necessary, Cllr Charlotte Vernon will be asked to escalate this.
• Vehicle Activated Sign (VAS) in North Witham. – Thank you for the VAS the residents of North Witham appreciated this. It would be useful to be able to turn the VAS in the opposite direction. The Clerk will arrange to purchase the tool required to do this. Chairperson Caroline Hainsworth commented that she was pleased that it had been well received.
Lincolnshire County Councillor (LCC) Charlotte Vernon was not in attendance at the meeting.
2022.137 In Touch Magazine: Printing Rates:
1. Resolve to accept Company 1 quotation of £338.00 excl vat for full colour printing of the magazine, including delivery from the April 2023 edition. (Cllr E O’Neill).
2. Resolve to accept Company 2 quotation of £335.00 excl vat for full colour printing of the magazine, including delivery from the April 2023 edition. (Cllr E O’Neill).
It was proposed, seconded and
Resolved
The agenda items were deferred to the next meeting.
2022.138 In Touch Magazine: Advertising Rates:
1. Resolve to agree to increase the current ‘In Touch’ annual advertising rates by £2.50 per small advertisement to £62 & £5 per double advertisement to £124 to help cover its costs as recommended by the Clerk at their Annual Renewal in April 2023.
It was proposed, seconded and
Resolved
The agenda item was deferred to the next meeting.
2022.139 Allotment and Field Rents: -
1. Resolve to increase the annual allotment rent by £2.50 per half allotment to £20 to help cover its costs as recommended by the Clerk at their Annual Renewal in April 2023.
It was proposed, seconded and
Resolved
Unanimously agreed.
2. Resolve to keep the Field rent static to be reviewed again in 2024.
It was proposed, seconded and
Resolved
Unanimously agreed.
2022.140 Resolve to agree to one of the following quotations to repair the wet pour on the Woolsthorpe Road children’s play area: -
1. Company 1 - Option 1 – Carpet Surfacing
£5,600.00 excl VAT - 8 year guarantee
It was proposed, seconded and
Resolved
A discussion took place and Cllr Ken Vickers proposed quotation 1 by Company 1 – Option 1 which was agreed by a majority at the increased quotation to include fencing hire at £6,399.31 excl VAT. Subject to the Clerk obtaining firm/fixed costs, specification, guarantee and timeframe.
2. Company 1 - Option 2 – EcoTumble Surfacing
£9,800.00 excl VAT - 2 year guarantee
3. Company 1 - Option 3 – Wet pour Surfacing
£8,600.00 excl VAT - 5 year guarantee
4. Company 2 – Option 1 Rubber Mulch Surfacing Overlay £7,100 exc vat. 12 month guarantee.
5. Company 2 – Option 2 Wet pour surfacing replacement £8,575 ecl vat. 12 month guarantee.
6. Company 2 – Option 3 Needle punch overlay £7,740 excl vat. 12 month guarantee.
It was proposed, seconded and
Resolved
Quotations 2, 3, 4, 5 and 6 all fell.
2022.141 Resolve to discuss the parking issues on the High Street outside the Family Shopper.
It was proposed, seconded and
Resolved
Cllrs reported on the ongoing issues, particularly with buses being obstructed. It was agreed to escalate this through Cllr Vernon Cllr Vernon in line with the request made September 2022 to consider all the High Street issues with LCC. In addition, this will be included on the Parish Priority Setting feedback to Lincolnshire Police, deadline 7th March 2023. It was also agreed for the Clerk to contact the bus company for feedback.
2022.142 Resolve to agree to the Gardeners and Allotment Holders Association Grant application for £200 for flowers and liners for the Church Troughs.
It was proposed, seconded and
Resolved
Unanimously agreed at the amended amount of £280 as per the grant application submitted (S137)
2022.143 Resolve to agree the contents of the letter to be sent to residents whose property backs on to the Nature Trail.
It was proposed, seconded and
Resolved
A discussion took place, and it was unanimously agreed to send the amended letters.
2022.144 Risk Exception Report
It was proposed, seconded and
Resolved
Cllrs accepted the status of the report with no amendments. Chairperson Caroline Hainsworth asked for the Ash Dieback on the Nature Trail to be included for the next report.
2022.145 Clerks Report Action
1 Damaged fence on Footpath 21 half-way between the High Street and Old Post Lane reported to LCC ROW. LCC ROW report the fence is not their responsibility. The landowner has now re-instated the fence. Clerk
2 Signpost on Back Lane – corroded base reported to Fix My Street, repair scheduled. Work completed 6th January 2023. Clerk
3 The Sir Isaac Newton bench has been installed on Woolsthorpe Road. Minute ref May 2022.22 None
4 FP 15 reported to LCC ROW who have inspected the stiles, the kissing gates to replace these stiles are currently on order and will be completed when they come into stock, hopefully soon in the New Year. Clerk
5 The cost of printing the In Touch magazine will increase from £230 excl vat to £250 excl vat from the February 2023 edition. Clerk
6 The Clerk has taken receipt of the documents relating to the former charity, ‘Sir Isaac Newton Memorial Hall’. To be stored by the Parish Council for the required six years. Minute ref December 2022.115. Clerk
7 Grit bin refill requested for grit bin Water Lane, Stainby. LCC confirmed works are planned. Ref 441032. Clerk
8 Keep left sign close to A Truck Stop damaged. LCC confirmed work is planned. Ref 442174. Clerk
9 Multiple potholes reported on the High Dyke to FMS. Work completed 5th January 2023. Clerk
10 Potholes reported to FMS Back Lane before junction Woodlands Drive and also further up on Woodlands Drive. Work scheduled for 13th January 2023. Clerk
11 Three FMS Reports made for damage to grass verges and excess mud on the Road in Stainby, Water Lane, Middle Street and Hall Lane caused by heavy vehicles. FMS updates received 18/01/2023 which reported no safety defects, no further action, report closed. Clerk
12 The broken style on FP3 reported to LCC ROW. Submission reference 1764488. Reported to the Parish Council by two parishioners. Clerk
13 FMS grit bin refill request made for Houghton’s Lane, adjacent to the White Lion and Colster Way, close to Little Legs Nursery. Clerk
14 FMS report re blocked drains Bourne Road. Will be cleaned as part of the next schedule of works. Report closed. Clerk
15 Update from David Wilson Homes following the meeting with the Parish Council in 2022: -
• They are investigating where the gulley outfalls too and if part of the pipe/system needs to be repaired.
• They have sent an enquiry to the residents’ management company to find out if they are maintaining any of this area. Once they know one way or the other, they will know how to proceed.
• Lincs highways are happy with the condition of the culvert’s underneath Brunel Avenue, they are only concerned with how the structures will be maintained and repaired in the future. David Wilson Homes are working on how this can be done. It is still their intention for all the roads to be adopted by LCC.
16 Parish Policing Priority Setting Meeting Feedback Form received. Due back 7th March 2023. Clerk
17 A resident reported concerns regarding HGV’s, mud and access to the new housing estate being built off Bourne Road. The Clerk contacted the Balfour Beatty Land and Planning Manager who took on board the concerns of the resident and would instruct extra street cleaning and that they would try and mitigate the initial access problems until a fenced compound with turning circle is created.
2022.146 Correspondence received
1 Update from the Environment Agency on the River Witham pollution incident 2019 follow up actions to implement a large-scale habitat improvement scheme along the river above Colsterworth. Design stage of this is complete and funding should be in place to deliver the work in late 2023/24. Clerk
2 Email received from the War Memorials Trust in relation to the condition of the War Memorial. SKDC
3 Email received regarding damage caused to a wall on Reads Lane, Woolsthorpe By Colsterworth. Cllrs Charlotte Vernon and Ben Green have been informed as this is believed to be a Highways issue.
Clerk
4 Report of fly tipping on the railway line near Easton. The Easton Parish Clerk was informed. Clerk
5 Confirmation from Colsterworth Youth Centre that the electrical Inspection was carried out at Little Legs Nursery for which the Parish Council is Custodian Trustee. Also, a recent drain blockage had been resolved. Clerk
6 Graffiti reported on the outside garden wall of a property backing onto FP19. Homeowner to be made aware. Clerk
7 Report of blocked drains along Bourne Road from Colster Way to Bourne Road Estate. FMS report made ref 444084. Clerk
8 Notification and copy of the Agenda, received for the Colsterworth and District Youth Centre Meeting Friday 27th January 2023, 6.30pm at the Social Club. Clerk
9 Information received regarding the Gravity Fields Festival.
Clerk
10 Report of litter on the Social Club land area from steps leading to FP19. Social Club aware.
2022.147 Planning Applications - SKDC Comments
SKDC Prior Approval Planning Application
S22/2024 Conversion of 3 existing agricultural buildings to form 2 large dwelling houses and 2 small dwelling houses. Twyford Cottage, Honey Pot Lane, Colsterworth, Lincolnshire, NG33 5LT None
S22/2477 New menage for private use Location: Tower Hill Farm, Water Lane, Stainby, Lincolnshire, NG33 5QY None
SKDC Planning Permission
S22/2250 T1 - Horse Chestnut - Extensive decay to root system and basal area, approx 30% of basal area has been decayed Location: 3 Walnut Grove Colsterworth Lincolnshire NG33 5NQ Decision/Date Work Allowed 19th December 2022 None
S22/2037 Removal of concrete yard surface and resurface with MOT Type 1 sub-base, tarmac and resin bonded gravel Location: Woolsthorpe Manor Water Lane Woolsthorpe By Colsterworth Lincolnshire NG33 5NR None
S22/1766 Part replacement of existing conservatory on the same footprint. Location: 52 Colster Way Colsterworth Lincolnshire NG33 5JT None
SKDC APPROVAL OF DETAILS RESERVED BY CONDITION
S22/2190 Application for approval of plan showing the protection measures
to the existing hedgerows during construction together with the
tree removal strategy as per the approved RM application (in
relation to condition 7 of S18/2379) None
LCC Planning Application
PL/0126/22 CATEGORY A DEVELOPMENT: FOR RELOCATION WITHIN SITE OF EXISTING WEIGHBRIDGE, WHEEL-WASH AND PORTABLE BUILDING
LOCATION: COLSTERWORTH TRIANGLE, CRABTREE ROAD, COLSTERWORTH GRID REFERENCE: 490161 324395
https://lincolnshire.planning-register.co.uk/
None
2022.148.1 Highways & Footpaths Working Group Report
Speed Signs Project update. (Cllr C Hainsworth)
Chairperson Caroline Hainsworth thanked Cllrs Roy Brocklebank, Colin Russell, Dave Bellamy and the Clerk for their time and help in taking delivery, setting up the 40mph sign and transporting them to their designated site for installation on Friday 20th January 2023. Special thanks were mentioned to LCC Road Safety (Accident Investigation) Manager Graeme Butler who supported the Parish Council thorough this project and installed the VAS onto their posts.
2022.148.2 1. Finance & Administration Committee Report (Cllrs Bouvie, Hainsworth, L McShane & E O’Neill). No report this month.
1. Finance & Administration Committee Report (Cllrs Bouvie, Hainsworth, L McShane & E O’Neill).
Resolve to adopt the following policies at their annual review: -
2. CAD Remote Meeting Protocol
It was proposed, seconded and
Resolved
Unanimously agreed with the addition of the paragraph under Introduction.
3. CAD Media Policy
It was proposed, seconded and
Resolved
Unanimously agreed with no amendments
4. CAD Financial Regulations Policy
It was proposed, seconded and
Resolved
Agenda item deferred to the next meeting.
5. CAD Co-option Policy
It was proposed, seconded and
Resolved
Unanimously agreed with the amendment suggested by Cllr Jon Clark.
6. Net Position by Cost Centre and Code uploaded to website.
Received by Councillors with no comment.
2022.148.3 Environment & Amenities Working Group Report.
War Memorial Project update (Cllr T Neale)
Cllr Terry Neale circulated the report detailing the interest and financial information relating to Colsterworth Festival of Remembrance (CFoR) in relation to their interest in the restoration of the War memorial.
2022.148.4 Planning Committee Report
No report this month
2022.149 ACCOUNTS FOR PAYMENT DECEMBER 2022 & JANUARY 2023
Unanimously approved see Appendix A
2022.150 Matters requiring attention such as potholes and faulty streetlights.
A request was made for the Clerk to investigate the cost of increasing the email capacity supplied by the Parish Council email host.
2022.151 Date of the next Parish Council meeting is Tuesday 7th March 2023
There being no other business, Chairperson C Hainsworth closed the meeting at 9.18pm.
SIGNED:
CHAIRPERSON DATE: 24th January 2023
APPENDIX A: Minute 2022.149
ACCOUNTS FOR PAYMENT DECEMBER 2022
ONLINE PAYMENTS
Date of payment Payee Name Details Amount
01/01/2023 Stuart Whitcombe In Touch Editing Dec edition £80.00
01/01/2023 Staff 2 & 3 Wages & Expenses Staff 2 & 3 £563.64
05/01/2023 Life in Pictures InTouch Printing (Jan 23 edition) £276.00
09/01/2023 HMRC PAYE 3rd Quarter (Oct ) £259.55
09/01/2023 HMRC PAYE 3rd Quarter (Nov) £485.42
11/01/2023 HMRC PAYE 3rd Quarter (Dec) £443.47
10/01/2023 Roll and Scroll Isaac Newton Bench £850.00
Total £2,958.08
CHEQUES
103911 Staff 1 salary Salary & Exp £1,148.87
Total £1,148.87
DIRECT DEBITS
DD Focus Office Telephone £28.30
DD HSBC Bank Charges £6.20
DD Wave Water Bill W/R Allotments £20.89
DD Wave Water Bill S/R Allotments £17.41
Total £72.80
BALANCES
Reconciled Total
30/12/2022 Income from 01/04/2022 £50,673.95 £1,148.87
Expenditure from 01/04/2022 £42,366.01
Surplus/Deficit = £8,307.94 £326.52
Less Unpresented payments & Transfers excl DD's £4,106.95 £236.72
Surplus/Deficit = £4,200.99
£563.24
ACCOUNT BALANCES
30/12/2022 Deposit Account £13,443.49
04/12/2022 Community Account £67,609.44
Total £81,052.93
Less unpresented Payments & chq's £76,945.98
ACCOUNTS FOR PAYMENT JANUARY 2023
ONLINE PAYMENTS
Date of payment Payee Name Details Amount
01/02/2023 Stuart Whitcombe In Touch Editing Dec edition £80.00
01/02/2023 Staff 2 Wages & Expenses Staff 2 & 3 £563.64
03/02/2023 Colsterworth PCC Xmas lights electricity contribution (S132) £30.00
04/02/2023 Life in Pictures InTouch Printing (Jan 23 edition) £300.00
05/02/2023 Wicksteed Leisure Ltd 2 x Roundabout seats £453.84
£1,427.48
CHEQUES
Chq no 103912 Staff 1 salary Salary & Exp £1,109.80
£2,537.28
Transfers
01/02/2023 CADPC Deposit Account Isaac Newton Bench £850.00
Total £850.00
DIRECT DEBITS
26/01/2023 Focus Office phone £28.72
26/01/2023 HSBC Bank charges £7.00
£35.72
Balances Staff Wages breakdown January 2023
Reconciled Total
23/01/2023 Income from 01/04/2022 £52,268.71 £1,109.80
Expenditure from 01/04/2022 £46,472.56
Surplus/Deficit = £5,796.15 £563.64
Less Unpresented payments excl DD's £2,537.28 £0.00
Surplus/Deficit = £3,258.87
Balances
05/01/2023 Deposit Account £67,638.89
23/01/2023 Community Account £10,902.25
Total £78,541.14
Less unpresented Payments & chq's £76,003.86
Attendance to date (May 2022 to April 2023) – annual maximum 10 (No meeting August & January)
Cllr Name Constituency Attended Apologies Absent
J Clark North Witham & Lobthorpe 5 3
A Bouvie Colsterworth 6 2
E O’Neill Colsterworth 7 1
C Hainsworth Gunby & Stainby 8
G Henton Colsterworth 8
L McShane Colsterworth 7 1
C Russell Colsterworth 8
L Bennett Colsterworth 8
R Brocklebank North Witham & Lobthorpe 8
K Vickers Colsterworth 7 1
I Johnson Colsterworth 4 3 1
T Neale Colsterworth 7 1
S Walker* Appointed July 2022 Colsterworth 3 2
Vacancy Colsterworth x 2
Vacancy Gunby & Stainby x 1