Holbeach Parish Council Minutes of 14 May 2012
Holbeach Parish Council
Minutes of the Annual General Meeting of Holbeach Parish Council held on Monday
14 May 2012 at Coubro Chambers, 11 West End, Holbeach.
Note: It being the Annual General Meeting with no elected Chairman there was
no Open Forum preceding this meeting.
Present:
As per the register
Twelve parishioners and members of the public were in attendance together with
one Police Officer, PCSO Ian Cripps, and the Press.
Councillor Isobel Hutchinson was welcomed to the meeting after signing her
declaration as a newly elected Member of the Parish Council.
1.Appointment of Chairman for ensuing year:
Councillor Peter Savory was duly elected as Chairman for the ensuing year and
signed the relevant declaration of office.
2.Appointment of Vice-Chairman:
Councillor Terry Harrington was duly elected as Vice-Chairman.
3.Apologies:
Councillor Paul Brighton and County Councillor Nick Worth had tendered apologies.
4.Procedures on Complaints:
A draft procedure produced by Councillor Arthur Male was circulated to the meeting
(as per annexed).
The Clerk confirmed advice through L.A.L.C. had been sought.
The Clerk further agreed to seek information on other complaints procedures in the
local government sector.
Agreed: To adopt the procedure with immediate effect.
5.Report on vacancies in the Town and Holbeach St. Johns Wards:
The Clerk reported that Councillor Isobel Hutchinson had been co-opted onto one
vacancy on the Holbeach Town Ward.
The remaining Town Ward vacancies are still on-going through the election process.
Approval has been confirmed by South Holland District Council to co-opt for the
Holbeach St. Johns Ward one vacancy.
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Holbeach Parish Council Minutes of 14 May 2012
6.Appointment of Chairman of the following Committees:
Agreed: The following appointments were made by unanimous decision:
(a) Cemeteries and Closed Churchyard and Deputy:
Chairman: Councillor Jenny Worth and Deputy Councillor John Spencer
(b) Cemetery Chapels and Conservation:
Councillor Jenny Worth
(c) Parks and Playing Fields and Deputy:
Chairman: Councillor John Spencer and Deputy Councillor Isobel Hutchinson
(d) Allotments:
Chairman: Councillor Arthur Male and Deputy Councillor Maureen Male
(e) Property:
Councillor Terry Harrington
(f) Planning and Deputy:
Chairman: Councillor Maureen Male and Deputy Councillor Arthur Male
(g) Holbeach Bank Playing Field:
Councillor Jayne Cornwell
(h) Finance:
Councillor Paul Brighton (had indicated his willingness to stand for election)
(i) Sub Committee and Planning Committee
Elected Chairs of all Committees
(j) HR Committee:
No appointment made – agreed to leave this committee in abeyance at present.
(k) Holbeach Neighbourhood (Parish) Plan Group
Councillors Jenny Worth and Isobel Hutchinson
It was reported by the Chairman that elections to other public bodies would be made
at the next meeting of the Parish Council in June 2012.
7.Declarations of interest:
As follows:
Councillor Terry Harrington – Holbeach Town Band
Councillor John Spencer – Holbeach United Football Club and Social Club
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Holbeach Parish Council Minutes of 14 May 2012
8.Police Matters:
PCSO Ian Cripps reported that the Police were still active with radar guns but mainly
in another area and had no further matters to report.
9. Minutes of the previous meeting and matters arising:
The minutes of the previous meeting held on 16 April 2012 as circulated were
approved and signed by the Chairman as a true and accurate record.
The minutes of the meeting held on 12 March 2012 were amended and duly signed
by the Chairman to record the fact that former Councillor Yvonne Jones had not
handed in her resignation at that meeting but had left the meeting and resigned
thereafter.
Under matters arising Councillor Jenny Worth advised that she is a member of the
Holbeach Neighbourhood Plan Group and gave a brief outline on the objectives of
this body and the criteria concerning development plans.
She advised that in the past the Parish Council have been represented by two
persons and that this was probably necessary for the future.
Agreed: To look into electing a second representative at the meeting in June 2012.
10. County Council Matters including Olympic Torch report:
There was no County Council representation due to Councillor Nick Worth being
unable to attend the meeting but the Chairman Councillor Peter Savory and Vice
Chairman Terry Harrington gave a brief report and outline on the events planned for
the Olympic Torch event.
It was reported that Holbeach Parish Council is to provide hospitality for the VIPs,
press and stewards at the Reading Room in Church Street, Holbeach on the day of
4th July 2012 and a request has been made to use the Parish Council Offices as a
Control Centre for the day.
The Clerk confirmed she is looking into ensuring insurance cover is in place for this.
It was noted that volunteers for stewards are still required for the event and as
recorded at previous meetings interested parties should contact County Councillor
Nick Worth.
One person left the meeting at this point with PCSO Ian Cripps leaving briefly.
11. Highway Matters:
The Clerk advised the meeting there were no closure or other reports received.
Councillor Terry Harrington advised the meeting of advance notification of closure of
Cranmore Lane to Further Hither Old Gate in Holbeach due to resurfacing works.
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Holbeach Parish Council Minutes of 14 May 2012
Councillor Isobel Hutchinson commented on parking issues in Holbeach and stated
that she feared matters would only get worse.
The parking review currently being undertaken by Lincolnshire County Council
(Civilian Parking Enforcement) and the potential impact on parking in Holbeach was
mentioned and the Clerk undertook to obtain an update on the situation and how this
is progressing.
12. Allotments
(a)Councillor Arthur Male as Chairman of Allotments gave a verbal report and
advised that he has the opportunity of letting an allotment in Northons Lane but the
applicant is interested in a smaller plot. He sough approval under delegated powers
to let the plot as two smaller plots and thereby attract tenants.
Agreed: To divide one plot on Northons Lane, Holbeach allotments into two and
offer tenancies accordingly.
Councillor Arthur Male also informed the meeting that another vacant plot on
Northons Lane, Holbeach (Plot 25) is in a state of neglect and a neighbouring tenant
has made a complaint it is affecting his own plot with overgrowing weeds.
Councillor Male sought approval to either commission someone to clear it on behalf
of the Parish Council or offer it to a tenant on the waiting list with a suggested period
of six months free of any charge of rent.
Agreed: To seek clarification on potential cost of clearing the plot and report back to
the next meeting in June 2012.
In the event of this being more expensive then to offer the plot as discussed at nil
rent for the said six month period.
Councillor Male then reported on the subject of the Crownfield allotment site where
there had been issues previously reported on the subject of boundaries, and bird
feeders and stated that although much debate has taken place on these issues he
reiterated that the Crown Estates as the owners of the land had no interest in
pursuing this matter further and there had been no response from the Police on the
other issues.
He recommended that in the light of this the matter be closed.
Agreed: These issues would no longer be carried forward and the matter be closed.
(b) Clerk’s report
The Clerk advised the meeting that allotment rent reminders had been prepared and
four had been issued.
It was further reported that reminder letters asking acceptance of those tenants of
the Northons Lane, Holbeach allotments of the rent increase with effect from October
2012 who had not already responded with their acceptance of the new charge had
been prepared and would be issued shortly.
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Holbeach Parish Council Minutes of 14 May 2012
13. Carters Park
(a) A verbal report was received by Councillor John Spencer as Chairman of Parks.
Councillor Spencer advised that he had recently undertaken several site visits and
maintains liaison with the Park Keeper.
Swing area:
The Wicksteed annual inspection report had recently highlighted a particular area of
concern regarding the rotting poles on the swings.
Although the report and an inspection with regard to repair advises the swings are
useable repairs are planned and the area will be sealed off as closed when this
occurs.
Councillor Spencer then reported on two matters arising from the Open Forum
preceding the last meeting of the Parish Council on 16th April
An inspection has been carried out of the boundary hedge and fencing along the
Park Road perimeter. Councillor Spencer reported that he had established this wire
has been in situ for some forty years and its removal would cause a collapse of the
hedging and fencing. He therefore recommended it remain in place with regard being
given to ensuring that it is inspected as part of the overall inspections taken regularly
on this site.
Councillor Spencer then advised he had undertaken an investigation of the security
cameras placed around the Park Bungalow and had studied reports from the
Information Commission.
Permission had been granted by the Parish Council some years ago for these
cameras to be erected.
His findings confirmed that there is no issue of any breach of the law and indeed
tapes from the cameras have been looked at by the Police on occasions.
He therefore recommended the matter has been thoroughly investigated and
addressed.
A copy relevant documentation will be filed at the Parish Council offices.
Scouts Week
Councillor Spencer reported that the Scouts will be working in Carters Park on
Saturday 19 May 2012 and the area they will be helping with will be cordoned off to
permit this. B & Q had sponsored the event by donating the paint.
Councillor Spencer asked for two items to be taken “into Committee”.
A request for consideration to be given for use of the former Cricket Pavilion to be
made available for members of an extra football team was then reported by
Councillor Spencer and discussed.
Councillor Spencer advised members wanting to use this facility would be prepared
to decorate, fix and re-install showers as required at no cost to the Parish Council in
return for use on Saturday afternoons say four to five times a month.
The Pavilion at present is used as an amenity by members of staff working in the
park together with any volunteer groups and some concern had been expressed at
losing this facility.
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Holbeach Parish Council Minutes of 14 May 2012
Agreed: Councillor Spencer to look at options and discuss with the Park Keeper and
the subject will form an agenda item and be reported on at the next meeting in June
2012.
Rotary Club Event – 24th June 2012
Councillor Spencer advised this event is still scheduled and he is speaking with
Helen Scott.
Councillor Spencer has also liaised with the Rotary Club concerning the request for a
plaque to be placed in recognition of contributions and reported this matter is in
hand.
A request from the Duke of Edinburgh Awards Scheme was conveyed to the meeting
for a tree to be planted in a suitable site in Carters Park in memory of the late Colin
Gray.
Agreed: Councillor John Spencer to liaise with the Park Superintendent and
permission be granted.
(b) Litter picking Bank Holidays and weekends
Resolved: As this involves staffing matters item to be discussed “In Committee”.
14. Parish Playing Field:
Councillor Spencer reported that following complaints a site inspection had taken
place to view the problem of rubbish and garden waste being dumped in the dyke
bordering the properties in Harwood Avenue, which was a shared dyke and an
environmental issue.
The Clerk advised that a letter has been drafted and will be delivered by hand to all
the occupiers of the properties concerned in Harwood Avenue asking them to refrain
from this practice.
15. Stukeley Grounds:
(a)Councillor Spencer reported that he has checked this area and has found it to be
generally in good condition.
(b) Charity event
A letter submitted by Catherine Carter Photography was reported to the meeting by
the Clerk.
Permission was being sought to hold portrait sittings in the grounds sometime during
June or July 2012 and the proceeds would be donated to Cancer Research.
Agreed:To support this event and grant permission
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Holbeach Parish Council Minutes of 14 May 2012
16. Park Road Cemetery:
(a) Councillor Spencer gave a verbal report to the meeting and advised of a recent
problem with the wet weather and an undertaker at a recent burial driving on the
pathway causing damage to the grass. He advised that the funeral director had been
spoken to who has apologised and taken note that this must not occur again.
The meeting was advised that pot-holes which are developing on the pathways are
to be repaired and this is in hand.
(b) The Burial grants and inscription requests were duly signed as approved as
follows:
M.J. Coates on behalf of Mr. B. Ward – memorial to the Late Patrica Marjorie Ward –
Hallgate Cemetery
M.J. Coates on behalf of Mr. Thompson – additional inscription to the late Vera Jane
Thompson – Park Road Cemetery
(c) Cemetery Chapels
Councillor Jenny Worth gave a verbal report on the Cemetery Chapels.
She reiterated as reported at the previous meeting that Conservation status had
been granted. A further meeting was being held on 15th, May 2012.
It was reported that confirmation had been received through Chattertons Solicitors
that the Order varying the covenants on the Cemetery Chapels has now been made
by the Bishop of Lincoln and a copy had been received to hold on record.
(d) Consideration of increase in Cemetery fees
A benchmarking exercise of fees in neighbouring cemeteries had been carried out by
the Clerks and the results were circulated to the meeting.
The last review of cemetery fees took place two years ago and is now due.
Agreed: After due consideration it was agreed to increase some of the charges and
to keep others at the existing charge as follows:
Burial: Increase from current fee of £220 to £250 (to include grave diggers fee as
current)
Cremated Remains: Increase from current fee of £35.00 to £40.00
Burial Reservation: No increase
Reservation of Cremated Remains; No Increase
Memorial: Increase from current fee of £40.00 to £50.00
Vase: No increase
Additional Inscription: No increase
Agreed: The increases as agreed to take effect from 1st June 2012.
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Holbeach Parish Council Minutes of 14 May 2012
17. Hallgate Cemetery:
Councillor Spencer gave his report to the meeting and advised that thanks had been
received from the French family following the recent planting of a commemorative
tree for the late Bernard French.
Councillor Spencer reported that a letter of complaint of the general state of the
Cemetery had been received which he had found disappointing as some of the
issues mentioned in the letter were of a long standing nature and he felt could have
been addressed before.
Councillor Spencer reported that whilst some of the issues in the letter of complaint
were now being addressed weather conditions in recent weeks have delayed some
progression but this would be resolved and moved forward as soon as possible.
Councillor Spencer reported that however he had also received some positive
reports from members of the public.
A further parishioner also left the meeting at this point
18. Closed Churchyard:
Councillor Spencer reported that a message of thanks had been received for recent
attention to the closed churchyard from a member of the public who had been
disappointed in the condition of the area previously.
Thanks were conveyed to Councillor Spencer from the meeting for his efforts in this
area and for getting this resolved.
A letter from the Atkinson family regarding damage to a headstone in the closed
churchyard which occurred some years ago and which had historically been referred
to the contractor concerned after his admission of liability was reported.
Agreed: Councillor John Spencer to liaise with the Clerk who is in possession of
copies of correspondence on this subject and to report back to the next meeting in
June 2012.
19. Property:
(a) Councillor Terry Harrington gave a verbal report on property matters.
He advised that the Members Room in Coubro Chambers, 11 West End is now
functional again with the cracked wall now repaired, replastered and repainted.
He requested that two further items be taken “into Committee” for consideration.
Agreed: Items to be deferred and taken “into Committee”
(b) Fishpond Lane Nature Reserve
Resolved: This item to be taken “Into Committee”
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Holbeach Parish Council Minutes of 14 May 2012
20. Holbeach Bank Playing Field:
Councillor Jayne Cornwell gave her report on this playing field and requested that
consideration be given to the earlier trimming of the boundary hedge as this was
becoming an issue on the grounds of visibility for traffic as it is encroaching onto the
road.
Agreed: Councillor Terry Harrington undertook to let her know the dates trimming
could take place.
21. Planning Applications:
(a) Councillor Maureen Male reported on planning applications received and
responses given as annexed.
(b) A letter had been received from residents in Park Road, Holbeach adjacent to the
Womens Institute Hall concerning works to a car park at the rear of the Womens
Institute Hall.
South Holland District Council had been approached by the complainants and had
confirmed they were not in receipt of an application for this work and had undertaken
an investigation into the matter.
It was noted that SHDC had not responded to the Parish Council on the matter but
they had been in contact with the complainants.
Agreed: The Clerk to ask for South Holland District Council to keep the Parish
Council informed.
22. Financial Statement and Accounts for Approval:
(a) In the absence of Councillor Paul Brighton there was no report presented.
The Clerk reported on Council’s finances as follows:
As at end of April 2012 the combined high interest accounts contained £8408; with
the Business Reserve and Current account containing £184,167.
A schedule of payments to be made was presented together with cheques for
signature and less payments to date of £19,992; this left a balance of £164,175.
(b) The Deputy Clerk presented the accounts for the year ended 31st March 2012
which had been passed for approval by the Internal Auditor and these were duly
signed.
The Deputy Clerk reported notice of the Audit on 2nd July 2012.
(c) Holbeach in Bloom – request for grant
Agreed : The grant of £2000 to be paid to Holbeach in Bloom with the remaining
£250 in the Precept for Autumn bedding to be paid at a later date
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Holbeach Parish Council Minutes of 14 May 2012
(d) Holbeach St. Marks PCC – request for grant
Agreed: A grant of £150 be paid to Holbeach St. Marks PCC towards the upkeep of
their churchyard.
The Deputy Clerk advised a grant of £150 was last awarded in 2011.
23. Micro Bus Stop, High Street, Holbeach:
The Clerk reported on a letter received from Lincolnshire County Council advising
they were in receipt of our letter and petition which would be presented to a meeting
of their Planning and Regulation Committee on 8th May 2012.
Agreed: The Clerk to raise this matter with LCC and chase a response now that the
meeting had taken place.
24. Queen’s Diamond Jubilee:
A report was given by Councillor Terry Harrington on this forthcoming event on 4 th
June 2012.
The report highlighted the events planned for this celebration with an exhibition of
memorabilia at the Womens Institute Hall in Park Road, Holbeach which would be
open from 11.00 a.m.- 5.00 p.m. serving refreshments and themed teas.
The official lighting of the district beacon at Wignals Gate would take place at 22.15
hours and there is an entertainment programme planned with the Holbeach Town
Band, a local skiffle band, “Jet”; the Air Cadets serving light refreshments, a
barbeque and drinks.
Councillor Isobel Hutchinson reported on the same event on the Arts Competition for
schools in and around Holbeach Parish and the University Academy, also the
Window Dressing Competition open to businesses in the town.
The winner of the Arts Competition would be asked to assist in lighting the beacon.
Prizes were to be awarded and every child who had entered would be given a
medal.
The window dressing competition would be judged on 2nd June and a presentation
made thereafter.
Thanks were extended to Councillors Hutchinson and Harrington.
The Press were asked to consider supporting the Parish Council’s efforts for this
event.
25. Staffing Matters:
Resolved: To be taken “In Committee”.
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Holbeach Parish Council Minutes of 14 May 2012
26. General Correspondence and Items for next month’s (June) Agenda:
There was no further correspondence to report on.
Councillor Peter Savory as Chairman conveyed his thanks to those attending and
thanked fellow elected Members and staff for their continuing support.
Councillor Isobel Hutchinson requested that an item be placed on the agenda for the
June 2012 meeting on reporting the way forward for the Parish Council with a view to
discussing development of a Business Plan and other items for forward planning.
The meeting ended and closed at approximately 8.40 p.m.
It was then resolved that the Parish Council go “Into Committee”.
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