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Wragby Parish Council
MEETING HELD ON MONDAY 5th OCTOBER 2015
IN THE ANNEXE OF WRAGBY TOWN HALL AT 7.15pm
DRAFT MINUTES
There were 9 members of the public attending the meeting.
Present:
Councillors N Bailey, T Buxton-Rockley, S Franklin, J Thacker and the Clerk – S Wallace
Public Forum
The Wragby Plant Minders advised the Meeting that they are planning to plant several
thousand bulbs around the village over the next couple of months; comments concerning
the lack of spraying and sweeping kerbs, the roundabout and the Cemetery Car Park;
comments regarding the condition of the railings in and around the Market Place;
comments concerning the condition of the footpaths adjacent to Turnor Square and the
Louth Road; comments regarding the proposed development at Wire Hill Lane.
ACTION - The Clerk to contact the County Council’s Highways Team regarding the
comments relating to the bulb planting, spraying, weeding and the footpaths.
1.
Chairman’s Welcome and Opening Remarks
Cllr Thacker welcomed everyone to the Parish Council Meeting and requested that
everyone help conduct the Meeting efficiently and effectively.
Cllr Thacker proposed that, as had been previously agreed, Para 1(l) of the Parish
Council’s Standing Orders should be suspended in order to comply with a new piece
of legislation relating to the openness of local government. It was agreed that Para
1(l) of the Parish Council’s Standing Orders should be suspended.
Proposed – Cllr Thacker, Seconded – Cllr Bailey, Resolved – Unanimous
2.
Apologies for absence
Cllrs Margaret Applewhite and Kimberley Carnell.
3.
To receive Councillors’ Declarations of Interest in accordance with the Localism Act
2011
There were no declarations of interest.
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4.
To consider and approve the Minutes of the Meeting held on 7th September 2015
The Minutes were agreed, approved and signed by the Chairman.
Proposed – Cllr Bailey, Seconded – Cllr Buxton-Rockley, Resolved – Unanimous
5.
To appoint a representative to Dove Park Bowls Club
Cllr Thacker reported that Cllr Applewhite had volunteered to act as the Council’s
representative and proposed that she be appointed. It was agreed that Cllr
Applewhite should be appointed as representative to the Bowls Club.
Proposed – Cllr Thacker, Seconded – Cllr Buxton-Rockley, Resolved - Unanimous
6.
To receive the Clerk’s report on any matters outstanding from last Meeting
Councillors noted that all of the actions arising from the last Meeting had been
dealt with as follows:(a)
To receive updates re: the Cemetery & Dove Park - The Clerk to contact the
landowner and the grass cutting contractor.
Actioned – Awaiting a reply (see Agenda Item 10)
(b)
To receive an update re: grass cutting - The Clerk to contact the grass
cutting contractor.
Actioned – see Agenda Item 10
(c)
To receive an update re: litter and dog waste bins - The Chairman and the
Clerk to develop a Draft Proposal for the next Meeting.
Actioned – see Agenda Item 11
(d)
To consider and comment on the Planning Application re: Land adjacent
Cotswold, Louth Road - The Clerk to submit the Parish Council’s
observations to East Lindsey DC’s Planning Team.
Actioned.
(e)
To receive an update re: the Council’s Accounts for the financial year
2014/15 – The Clerk to draft a suitable reply to the External Auditor, to
request comments from the Internal Auditor for the Chairman’s approval.
Actioned.
Finally, the Clerk reported that there has been an outstanding issue with Lloyds
Bank, ie., transfer of funds to earn a higher rate of interest and formalisation of
Clerk’s authority re: Bank Accounts. Although there were still problems with the
Bank Mandate, he would be preparing the necessary letter to go to the Bank.
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7.
To receive the Clerk’s update in correspondence received since the last Meeting
Councillors noted that the following correspondence (including emails and phone
calls) had been received since the last Meeting:ELDC
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Planning Application re: 5 Horncastle Road (see Agenda Item 13)
Recognition of ex-District Councillor’s service
The Clerk reported that the Parish Council had been asked on a couple of
occasions, most recently at the last Meeting, whether there should be some
acknowledgement of ex-District Councillor Peter Phillipson’s service to the
Wragby Community.
Cllr Thacker reported that Peter Phillipson had been a District Councillor for
some thirty years, he had been a Parish Councillors and had also been a
Chairman of the Parish Council. East Lindsey DC has advised that, other than
a formal thank you at a Full Council Meeting, there was no other form of
acknowledgement.
Cllr Thacker also reported that she did formally thank Peter Phillipson for
his services to the Wragby Community at the Annual Parish Meeting earlier
in the year and that she was not aware that previous Parish Councillors or
Chairmen of the Parish Council have received anything other than a formal
thank you.
It was agreed that there would no further acknowledgement of Peter
Phillipson’s service.
Proposed - Cllr Buxton-Rockley, Seconded – Cllr Bailey, Resolved Unanimous
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Remittance Advice re: 2nd Instalment of Precept & Grant
LCC
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Land North of Bridle Way
Community Speed Watch (see Agenda Item 8)
Other
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Horncastle Town Council re: Local Neighbourhood Plan (see Agenda Item 14)
Lincolnshire Association of Local Councils re: Training (see Agenda Item 18)
Ex-Cllr Vic Nash re: Old Cemetery
The Council’s Internal Auditor re: letter to Grant Thornton
Resident re: Dove Park (see Agenda Item 9)
Various emails re: Planning and grass cutting
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Community
8.
To receive updates re: Parish Plan Priorities:(a)
Community Speed Watch
Cllr Thacker reported that, following a site meeting with officers from the
Road Safety Partnership and Highways Team, two possible locations have
been identified on the Bardney Road, one possible location on the
Horncastle Road and one possible location on the Louth Road.
Cllr Thacker also reported that she has written to letters to the relevant
residents informing them of the plans to install posts and signs outside their
properties and that the Clerk has been liaising with the company supplying
the reactive speed sign.
(b)
Pedestrian / Road Safety
An update meeting is planned with the County Council’s Highways Team
later this month.
9.
To receive updates re: Cemetery & Dove Park
New Cemetery - Cllr Thacker suggested that, bearing in mind the comments made
at the last Meeting, there was an opportunity to review the condition of the
Cemetery and make any necessary provisions in next year’s budget.
Cllr Buxton-Rockley reported that he would visit the Cemetery with the Clerk and
compile some recommendations for consideration at the next Meeting.
It was agreed that the Council review the overall condition of the Cemetery.
Proposed – Cllr Thacker, Seconded – Cllr Bailey, Resolved – Unanimous
Old Cemetery – The Clerk reported that, other than grass cutting (see Agenda Item
10), there was nothing to report.
Dove Park – The Clerk reported that he had received an email making a complaint
about alleged parking in Dove Park and requesting the removal of the fence and
gate at the rear of the Bowls Club Pavilion.
Councillors were satisfied that there was not a parking issue and a member of the
public suggested that there was reference made to access in the original
conveyance document. The matter was deferred until the Clerk could check the
legal document.
ACTION – The Clerk to check the conveyance document and, subject to his
findings, to reply to the email and report back to the next Meeting.
10.
To receive an update re: grass cutting
Following the comments made at the last Meeting, the Clerk reported that he had
spoken with the Council’s contractor, who had explained that this summer’s
weather has created some problems for him and his staff and not just in Wragby –
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the grass has been growing very quickly, the cut grass is longer and looks messier
for the first few days after cutting.
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He would be prepared to collect the cut grass at the New Cemetery and
would charge £30 per visit (twice a month), ie., an additional cost of £60
per month. The cut grass would go in the skip
He advised that to collect the cut grass in Dove Park and other location
around the Village would be prohibitive – in Dove Park, he would have to use
another mower
He has never cut the grass by the entrance to the yard in Bardney Road and
he doesn’t know who has been cutting it – it was cut recently by the owner
of the house by the entrance to the yard
He will be cutting and strimming in the Old Cemetery shortly and will
provide some feedback as to what could be done next year
Next year is the third and last year of the Council’s contract with Tudor Grounds
Maintenance so this will provide an opportunity to review what is required.
Cllr Thacker suggested that the grass cutting requirements at the Cemetery should
be included in the overall review of the condition of the Cemetery.
11.
To receive an update re: litter and dog waste bins
As reported at the last Meeting, there are a variety of colours, shapes and sizes of
litter bins in and around the Market Place. Cllr Thacker suggested that the
following proposal could be put to East Lindsey DC –
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The Parish Council could purchase five new bins, two to be located adjacent
to the Notice Board and Bench (replacing the existing dog waste bin) and
three to be located along the footpath from the Fish & Chop Shop to the
Public Toilets (replacing the two yellow/orange and the one green bins)
The Parish Council could purchase one new bin to replace the existing blue
bin on the Bardney Road perimeter of the Car Park
The Parish Council could purchase one new bin to replace the existing blue
bin outside Dhindsa’s
The “multi-coloured” bins could be relocated at the new bus stop outside
the new Co-Op Store and other locations and the dog waste bin could be
relocated to either Swallow Drive or Sawmill Lane
The Clerk reported that he understood from East Lindsey DC that the cost of seven
bins would be in the region of £1,500.
It was agreed that the proposal should be submitted to East Lindsey DC for their
consideration.
Proposal – Cllr Thacker, Seconded – Cllr Franklin, Resolved - Unanimous
ACTION – The Clerk to liaise with East Lindsey DC regarding the proposal.
12.
To receive an update re: the Notice Boards in the Village
The Clerk reported that he hoped that work would commence shortly.
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Housing & Planning
13.
To consider and comment on the Planning Application re: 5 Horncastle Road Ref:
S/216/01098 & 01099/15)
Cllr Thacker temporarily suspended the Meeting to permit members of the public to
comment on the proposed development. It was explained that there was no longer
any objections to the replacement bungalow but that there were still objections to
the additional property. It was emphasised that, although the outline drawing is
not clear, all legal rights of way would be maintained.
Councillors considered the issue of parking and the significance of the additional
property – the 5-property limit and potential adoption of the road – and agreed to
support the proposed development.
Proposed – Cllr Thacker, Seconded – Cllr Buxton-Rockley, Agreed – Cllr Bailey,
Not Agreed – Cllr Franklin
ACTION – The Clerk to submit the Parish Council’s observations to East Lindsey
DC’s Planning Team.
14.
To receive an update on Planning Matters since the last Meeting
Councillors noted the following two issues:(a)
Local Neighbourhood Plan – The Clerk reported that he had contacted the
Clerk and the relevant Town Councillor at Horncastle Town Council as well
as the Clerk at East & West Barkwith Parish Council. He was waiting on their
responses to a possible meeting. District Councillor Nick Guyatt suggested
including Hatton in the consultation process.
(b)
Fracking – The Clerk reported that there has been some press coverage of
the possibility of hydraulic fracking around Wragby and that, although
licences have been awarded across England, no planning applications
relating to such developments have been submitted to the County Council.
Finance
15.
To receive an update re: the Council’s Accounts for the financial year 2015/16
Councillors noted that the latest Budget Monitoring & Bank Reconciliation
Statement had been previously circulated and that the Cash Book reconciles to the
Bank Accounts as at 22nd September.
The Clerk highlighted:(a)
(b)
(c)
When comparing the actual spend to the profiled budget, he believed that
all of the variances are acceptable
He was mindful that the actual spend on Employee Costs will exceed the
Budget due to the decision re: his salary at the July Council Meeting
The Council has have now received the second and last instalment of this
year’s Precept & Grant from East Lindsey DC
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(d)
(e)
The VAT that the Council has made so far this financial year (£1,527.92) is
the subject of a claim to HMRC for repayment
Finally, as a result of including two late invoices in last month’s Payments
Schedule after he had checked that there were sufficient funds in the
Treasurers Account, one of cheques was “Referred to Drawer Please
Represent” as it would have taken the Account overdrawn by £66.39 and the
Council does not have an approved overdraft. On receipt of the letter
from Lloyds Bank, he transferred the necessary funds to meet the
cheque and this month’s Payment Schedule. In their letter Lloyds
indicated that they will also make a charge of £35.00 to cover their
extra administration costs – he has already spoken to Lloyds in an
attempt to waive these costs but they are not able to consider his
request as he is not yet an authorised signatory but they will consider
his request when he is. The Clerk reported that he had already
advised the Chairman that, if Lloyds do not waive these costs, he will
reimburse the Council for his oversight.
(f)
The Bank Mandate – the Clerk reported that the request to delete 8
signatories and to add 3 signatories remains “work in progress” – Councillors
expressed their irritation with this issue and requested that the Clerk
contact other Banks with a view to transferring accounts.
ACTION – The Clerk to contact other Banks to permit the Council considering
transferring the accounts.
16.
To consider and approve the Schedule of Payments for October 2015
The following six payments totalling £2,027.72 were agreed:Tudor Grounds Maintenance – Grass Cutting (Sept 2015)
Wragby Town Hall Management Committee (Hall Hire 3rd Aug
2015)
Post Office Ltd – PAYE (Sept 2015)
Steve Wallace – Clerk’s Net Salary (Sept 2015)
Wragby Town Hall Management Committee (Hall Hire Sept – Dec
2015)
1,435.94
15.00
103.20
413.58
60.00
Proposed – Cllr Buxton-Rockley, Seconded – Cllr Franklin, Resolved – Unanimous
17.
To consider the process for compiling the 2016/17 Budget
Cllr Thacker suggested that there is a valuable opportunity for all Councillors to
have an involvement in compiling the budget for the next financial year and asked
the Clerk to organise a meeting before the next Council Meeting.
ACTION – The Clerk to organise a Budget Meeting before the November Council
Meeting
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Governance
18.
To receive an update re: the Parish Council’s Training & Development
Requirements
Councillors noted that Cllrs Applewhite, Carnell and Franklin may be able to attend
a Councillors’ Training Day before the end of the calendar year and that Cllr
Thacker and the Clerk would be attending the Chairmen and Clerks’ Event in
November.
19.
To receive an update re: the Council’s Standing Orders & Financial Regulations
Councillors noted that Draft Standing Orders would be presented to the next
Meeting.
20.
Consider items for next Meeting
Councillors noted that there would be updates on the Bank, the Budget,
Community Speed Watch, Grass Cutting, Highways, Litter and Dog Waste Bins and
the Local Neighbourhood Plan.
21.
Date of next Meeting – Monday 2nd November 2015
22.
Close of meeting
The meeting closed at 8.45pm
Signature of the Chairman: …………………………………………….…… Date:………………………………………
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