Minutes 2024

Minutes of an ordinary meeting of Leasingham and Roxholm Parish Council held at the Community Building, Spring Lane Playing Field on Monday 08 January 2024.

Present:               Chair:     Graham Arnold

Councillors:         Jenny Bailey (Vice-Chair), Angie Adams, Frances Franklin, Steven Milligan, and Susan Waring

In attendance:    Mr Eddie Findlay Clerk to Leasingham and Roxholm Parish Council

Also in attendance:           No County or District Councillors were in attendance.

16 members of the public were in attendance.

At 7:00 pm the Chair welcomed everybody to the meeting.

The Chair declared the meeting open at 7:00 pm.

1.  To receive apologies for absence and reasons given, i.a.w. Local Government Act 1972, Sch 12, para 40.
Cllr Chambers and Cllr Hibberd were unable to attend and their reasons were made known to the Members.
Action:  The Council RESOLVED to approve the reasons for absence for Cllr Chambers and Cllr Hibberd.
Proposed by Cllr Bailey, seconded by Cllr Frankin and approved unanimously.

2.  To receive declarations of interest and to consider dispensation applications in relation to Disclosable Pecuniary Interests.
Cllr Waring declared an interest in Minute ref: 7.b. page 4-2024.

3.  Public Forum.
All the members of the public were there to raise matters with regard to the two instances of flooding which had impacted a number of properties in the village.  One concern was in relation to a planning application; 23/1508/LDEXI – Application for a lawful development certificate for existing use – Proposed erection of 9no. dwellings; comprising 7no. detached custom-build homes, 1no. pair of semi-detached dwellings for affordable home ownership, ancillary garaging and associated vehicular access & circulation - commencement of groundworks (20/0577/FUL).  Location: Land Off Spring Lane.  The Applicant of the planning application was in attendance and was able to deliver information what flood prevention/water retention/attenuation plans were being included within the development which appeared to only assisting in slowing down the water run off into the land below the development.

Members of the public were also interested in Council’s Flood Planning.  Cllr Bailey had done some initial investigation and informed those assembled of the following;

• The paperwork asks for contact details, so Council would need to agree who will do this.  Have a list to cover holidays, work, sickness etc.
• Set up a hunt group so no one person has the responsibility to inform everyone.
• Jonathan Franks has said we can store the equipment at Manor Farm, but we would need to find out how that might work as flood can happen at anytime.
• Tonne of Sand from Turnbulls.  You can fill approx. 44 sandbags per tonne.
• Supply of empty sandbags (from NKDC) 300 is usual amount, from NKDC/LCC
• Hi Vis Vests
• Traffic cones
• Flood signs
• Shovels
• Laminated instruction, contact details of emergency agencies etc.
• How much to fill in sandbags etc
• Are there any vulnerable people in the village who may need help?

Once the paperwork aspect is completed, Council would make these known to everyone and volunteers for roles would be publicised.

A request came in from a member of the public who was unable to attend the meeting asking that Council please consider short term action for a flood plan (alongside a long-term plan)?  This would

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enable change to take place before next Autumn.  And could the Council consider providing waste disposal for a parishioner work day along the beck in early summer, with green waste being taken to the community green by the Church for disposal.  The waterways haven’t had considerable maintenance for a long time and all watercourses need some work. Parishioners have pledged their time to clear the stretch between the Church and Washdyke Lane of vegetation, trees, rocks, and concrete, once the water recedes in late Spring/early Summer.  Council would consider this once water levels recede.

4.  Notes of the ordinary meeting of the Parish Council held at the Community Building at Spring Lane Playing Field on Monday 11 December 2023 to be approved as Minutes.
Action: The Council RESOLVED that the notes of the ordinary meeting of the Parish Council held on Monday 11 December 2023 to be approved as Minutes.
Proposed by Cllr Bailey, seconded by Cllr Franklin and approved unanimously.

5.  Receive reports from the Clerk in relation to the minutes and other Council matters.
No resolutions may be passed under this item but requests for matters to be placed on the next agenda can be made.

a. Play area, playing field and Community Green.

• As people are aware, as of Tuesday 02 January 2024, ground works and the installation of some of the new play equipment has started.   These are some items already in stock and the work to change the bark pit over to the new surface. They were anticipating being on site all week.
• Councillor Milligan reported that there had been some issues with plant hire being parked up in front of the gates to the old Bowling Green, an area usually used by the Football Club.  Cllr Milligan had spoken with both the contractor and the football club to try to ensure it didn’t happen again.

b.  Highway & footpath matters.

• Footpath Leas/5/2 from Moor Lane to Flaxwell Way, reported again to LCC and now have a work Reference Number 2036583.  I have submitted some photographs of the tree.
• Direction sign at top of Captain’s Hill.  Council ref: 476659.  The Clerk submitted an update Monday 18-Dec-2023 stating “Serious H&S issues as old post has sharp, rusted exposed edges and a hole in the ground with sharp rusted edges too.”  Post meeting note – work completed Friday 12 January 2024.
• Give Way sign A15 junction.  Council ref: 484333.  Give Way sign knocked down.  Reported Saturday 23-Dec-2023.  Post meeting note – work completed Friday 12 January 2024.

c.  Burial Ground, Church and Church Yard.

• Shortly after the last meeting (16-Dec-2023) Cllr Hibberd kindly visited the Burial Ground and reported back that all was in good order with no visible problems after the storm.  No update on the Church at this time.

d.  Annual Governance and Accountability Return 2022/2023.

• AGAR Section 3 returned from PKF Littlejohn LLP, concluding AGAR not accurately completed before submission for review as certain assets not included, some figures incorrect and no Year End bank reconciliation provided in support of Section 2.  To be rectified and included on next year’s AGAR.
• Notice of Conclusion of Audit to be displayed as soon as possible.

6.  Financial Matters

a.  Approve payments made since the last meeting.
Vale Sport & Leisure   Chq.2571   £   2,520.42
                                        Totals     £   2,520.42
Action:  The Council RESOLVED to approve the payments made since the last meeting.
Proposed by Cllr Milligan, seconded by Cllr Adams and approved unanimously.

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b.  Approve the payments of invoices etc. as listed on the Payments to be Authorised sheet.

Action:  The Council RESOLVED to approve the Payments to be Authorised.
Proposed by Cllr Bailey, seconded by Cllr Arnold and approved unanimously.

c.  Approve the bank reconciliation from the previous months.
Action:  The Council RESOLVED to approve the bank reconciliations for the current FY (Apr-2023 to Nov-2023) but were unable to approve December 2023 as no bank statement as yet received.
Proposed by Cllr Arnold, seconded by Cllr Bailey and approved unanimously.

d.  Consider the cost for a replacement flagpole near the War Memorial, following vandalism and storm damage.
Action:  The Council RESOLVED to approve the purchase of a flagpole from Flagpole Express, at a cost of £580 (ex-VAT), including delivery and installation.
Proposed by Cllr Adams, seconded by Cllr Waring and approved unanimously.

e.  Consider the cost to move the gate on the War Memorial to allow for easier access.
The contractor had visited however no written quote had bene received as yet.
Action:  The Council RESOLVED to await the written quote and carry this over to the February meeting.
Proposed by Cllr Bailey, seconded by Cllr Franklin and approved unanimously.

f.  Consider the purchase of a bench to be sited on the green at St. Andrew’s Crescent.
Action:  The Council RESOLVED to approve the purchase of a Marmax Traditional Bench seat, to match other benches through the village, at a cost of no more than £500.00 (ex-VAT), to allow for a plaque to be inserted to remember a local resident.  Wording for the plaque to be confirmed.
Proposed by Cllr Milligan, seconded by Cllr Bailey and approved unanimously.

g.  Consider the grant applications for Community Benefit Fund assistance from 1st Leasingham Scout Group.
1st Leasingham Scout Group had submitted applications of behalf of three of their groups, Beavers, Cubs and Scouts, to help replace tents to enable them to continue with their various camping activities.
Action:  The Council RESOLVED to approve each application at £500.00 each, from the Community Benefit Fund.
Proposed by Cllr Waring, seconded by Cllr Bailey and approved unanimously.

h.  Consider grant applications for Community Benefit Fund assistance from Duke of Wellington Pub.
Action:  The Council RESOLVED not to approve the current grant application for funding to replace Christmas lights but would be happy to consider a further application October/November 2024 for a real Christmas tree for the Duke of Wellington garden.
Proposed by Cllr Bailey, seconded by Cllr Franklin and approved unanimously.

i.  Consider the purchase of a laptop, Office 365 and anti-virus software packages for the Clerk.
Action:  The Council RESOLVED to approve the purchase from Curry’s, of an ASUS E510MA 15.6" Laptop and anti-virus software at a cost of no more than £220.00 (ex-VAT).  This laptop should include 12 months Office 365.
Proposed by Cllr Bailey, seconded by Cllr Franklin and approved unanimously.

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j. Consider the offer from Vale Sport of an additional piece of play equipment, at a discounted rate, for the park to replace the existing climbing frame and slide unit.
Action:  The Council RESOLVED to approve the purchase of the additional piece of play equipment from Vale Sport & Leisure at a price not exceeding £7,500.00 (ex-VAT).
Proposed by Cllr Milligan, seconded by Cllr Adams and approved unanimously.

7.  Planning Matters.

a.  23/1503/HOUS – Erection of single storey side/rear extension.  Location: Cherry Trees Roxholme Road, Leasingham, Sleaford Lincolnshire NG34 8NQ.
The Parish Council had no comments or objections for this planning application.

b.  23/1508/LDEXI – Application for a lawful development certificate for existing use – Proposed erection of 9no. dwellings; comprising 7no. detached custom-build homes, 1no. pair of semi-detached dwellings for affordable home ownership, ancillary garaging and associated vehicular access & circulation - commencement of groundworks (20/0577/FUL).  Location: Land Off Spring Lane, Leasingham, Sleaford.
The Parish Council had no comments or objections for this planning matter.

8.  Consider the introduction of a Flood Plan for Leasingham.
As per the discussion at the Public Forum minute ref: 3. page 1-2024.

9.  Correspondence.
a.  Public Sector Executive email.  Circulated 21-Dec-2023.  Martin Knapp on the New Social Care Research Programme and Colin Cox's Local Focus on Tackling Anti-Social Behaviour.
b.  LALC – eNews update email.  Circulated 21-Dec-2023.  Including 2024 fees, training, flood information, Devolution, and much more.
c.  NKDC parish Council Newsletter.  Circulated 22-Dec-2023.  Including Devolution,Billinghay by-election result, flood preparation and much more.
d.  LALC – D-Day 80: 06 June 2024.  Circulated 02-Jan-2024.  Commemoration/Celebration of the 80th Anniversary of the D-Day landings on the five Beaches in Normandy, France, which took place on 6th June 1944 and how the Community can use this occasion to pay ‘tribute’ to the many, many thousands that sacrificed so much.

10.  Confirm the dates of the next 2 meetings.
The Precept demand for FY2024/2025 is required by NKDC by Friday 26 January 2024 Council will require an additional meeting to approve a budget and Precept.  The next meeting will be
Monday 22 January 2024, followed by the ordinary February meeting Monday 12 February 2024.

The meeting closed at 9:25 pm.

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