July 2021 Minutes
MINUTES OF THE HOGSTHORPE PARISH COUNCIL MEETING HELD AT 6.45PM ON THURSDAY 22 JULY 2021 AT HOGSTHORPE VILLAGE HALL
Present: Cllr M Culley - Chairman (for the co-option of the new Councillors only), P Smith (Vice Chairman), M Banks and K Stafford (Clerk) (absent for agenda items 15-20)
Also present: District Cllrs P Hibbert-Greaves and G Williams; J Midgley and A Stubbs, prospective new Councillors and 4 members of the public.
APPOINTMENT OF COUNCILLORS
Before commencement of the Meeting, John Midgley and Angela Stubbs, prospective candidates were unanimously approved and co-opted onto the Council.
PUBLIC FORUM
A member of the public pointed out that a car boot sign had been left in place at the Heritage Garden. Angela Stubbs confirmed she would ensure its removal.
A member of the public asked the Council if they could proceed with the bench at Threeways. This matter was further discussed in the main meeting.
A member of the public asked a question about the bins for the churchyard. It was confirmed this was to be discussed in the main meeting.
A member of the public asked whether Helsey Lane and Langham Road could be repaired as a matter of urgency as they are dangerously bad. The Clerk and District Cllr G Williams to report the matter to Cllr Davie and member of the public encouraged to report it to the County Council too.
A member of the public asked about road repairs needed at the top end of Thames Meadow Drive which has yet to be adopted. District Cllr G Williams confirmed he is handling the matter at the request of County Cllr Colin Davie to gather together all existing evidence via conveyances to try and resolve the issue once and for all. District Cllr Williams expects to have more data next week and will report back to the residents of Thames Meadow Crescent and Parish Council.
APPOINTMENT OF COUNCILLORS
Before commencement of the Meeting, it was unanimously agreed that John Midgley and Angela Stubbs, prospective Councillor candidates were suitable and they were duly elected onto the Council. (The Chairman excused himself from the remaining part of the meeting on health grounds)
15. CHAIRMAN’S WELCOME – The Chair welcomed everyone to the meeting commencing at 6.44 pm
16. APOLOGIES – Cllr M Culley due to ill health. Cllrs T Smith and A Green also sent apologies that they would be unable to attend the meeting.
17. APPROVAL OF MINUTES - It was resolved that the notes of the Annual General Meeting of 5 May 2021 be accepted as a true record of the proceedings.
18. DECLARATIONS OF INTEREST – There were no declarations of interest.
19. TO RECEIVE REPORTS FROM OUTSIDE BODIES & OTHER MEETINGS
a) District Councillor P Hibbert-Greaves updated the Council on the S106 agreement. The matter was being worked on by the District Planning Office and was expected to be completed in the next two months.
b) District Cllr G Williams informed the meeting of the County Council’s road repair policy. The Council completed 80,000 patch repairs last year. There is now new technology which allows repairs to be carried out by one person and a lot cheaper. Anything over 40mm is considered to be a safety defect. On A roads these are repaired within 24 hours and on a rural farm road it can take up to 80 days or more. A roads are inspected monthly whilst the quieter roads maybe inspected just once a year. The programme of scheduled road works can be viewed on the County Council website
c) District Cllr G Williams also informed the Meeting there will now be a change to accessing ELDC services. There will now be community hub drop ins to give people direct access to the various services. The website is being updated to allow those able, to complete actions for themselves online.
d) District Cllr G Williams also informed the Meeting that the Director of Health had just published his annual report which was focused on health in coastal areas. In particular, there were interesting statements from Lincolnshire’s Director of Health on the problems faced by our particular area.
e) Cllr Banks informed the meeting that the Charities and allotments are all running fine.
f) Cllr Banks also informed the meeting, following a Village Hall meeting, that there is a pothole on the sloped drive to the side of the village hall that belongs to the Playing Fields Trust. If there was an accident the Playing Fields Charity could be liable and so recommended that the Playing Fields Committee take a look at the matter. The Vice Chair suggested that maybe someone could be employed to repair it for the Playing Fields Trust.
20. Public Correspondence
a. Letter of complaint about speed camera – The speed indicator is blocked by trees which are overhanging from private owners land. DCllr P Hibbert-Greaves suggested we ask the landowner to cut back the trees. Cllr P Smith said he would look at changing its location as it is regularly moved around to different locations.
b. Complaints about overgrown churchyard, poor grasscutting, overhanging tree and litter. - Cllr P Smith said the grasscutting around the churchyard and playing fields has not been up to standard. He will talk to the grass cutter about the issues.
21. Financial Matters
a) To ratify entries on last year’s accounts, as set out in audit report, not previously minuted – These were unanimously ratified
b) Payment of Accounts – These were agreed as below:
a. May - Clerk’s expenses £17.77. HMRC £13.61. Sid Dennis bins £13.86
b. June – Clerk’s wages £489.67. Grasscutting around village £637.50, playing fields £360. Came & Co Insurance £651.46. Sid Dennis bins £13.86
c. July – Annual Hogsthorpe Allotment fee £250.00
Cllr Banks asked that the grasscutting carried out for the Playing Fields be taken out of the Playing Fields Account rather than the Parish Council Account to truly reflect what the Playing Fields are costing. It was unanimously agreed to do this. The Playing Fields to then ask the Council for funding for future grascutting bills if needed.
c) Receipts –
a. Burial fees £660 and £210
b. Allotment fees £822.50
c. Precept £5,761.50
22. To review the Churchyard footpath upgrade – Only two quotes have been received. It has been difficult to obtain any more due to contractors’ staff shortages. It was resolved the Clerk to ask Alex Johnston, who had provided a quote, further questions before appointing a contractor.
23. To resolve to obtain quotes for the repair of the churchyard walls now permission has been granted to temporarily move the headstones – It was resolved the Clerk ask the Faculty if the headstones could be removed on a permanent basis to prevent them causing further damage to the wall in the future.
24. To review issues raised by the playing fields committee – The Playing Fields Meeting did not take place due to not being quorate, therefore this agenda item not relevant.
25. To consider a request for a flagpole in the churchyard – The Councillors discussed the issues involved with providing the flagpole and whether it may be best for either the church to have it on the building or for the council to provide one elsewhere if they are to provide one so that there are no restrictions on what flag could be flown. It was resolved the Clerk to contact the Church to ask whether it could be attached to the Church or whether it could be combined with a hole in the churchyard grounds which could be used for the Christmas tree as well and also to look at pricing up having a flagpole elsewhere in the village.
26. Review of Heritage Project – The garden was originally maintained by Elaine Carter but has been neglected more recently. It was resolved Cllr Midgley will contact the school to see if the children would like to be involved in the future. A member of the public offered to help out in the meantime on an ad hoc basis. The Clerk to ask on social media if members of the public would like to set up a working party to clear it.
27. The Council Resolved To Move Into Closed Session - members of the public and the District Councillors left the meeting.
28. To consider potential complaints about burials within the churchyard – The Councillors were informed by the Clerk of potential complaints. It was resolved to inform the Parish Council insurers of the potential issue and to review the current policy and rules going forward and publish them for clarity.
29. The Council moved out of closed session - Cllr Banks requested the Clerk continued to research the white boundary fences for the village for the next meeting and chase the quote for the bench at Threeways. Also, to obtain a quote from Sid Dennis as well as Biffa for the churchyard bin.
30. Date Of Next Meeting - The time and date of the next meeting provisionally set for 1 September 2021 at 6.30pm. However, this will be dependant on the meeting being able to take place in the conference room.