May 22 - Annual Parish Council Meeting
Minutes of the Annual Carlby Parish Council (CPC) Meeting held on Wednesday 22 May 2024 at 19:30 in the Village Hall
Present: Cllrs. John Bavister (Vice Chair), Lesley Sweeting, Chris Barnes, Steve Markham and Kimberley Neal.
In Attendance: 4 members of the public, SKDC Cllr. Penny Robins and Sarah Gresty-Parish Clerk
Agenda
24/25-06 Election of Chairman Councillor John Bavister was nominated and elected as chairman for 2024/25 proposed by Cllr. Markham, Seconded Cllr. Barnes and unanimous in favour-RESOLVED.
a) Cllr. Bavister signed his Declaration of Acceptance of Office
24/25-07 Election of Vice Chairman Councillor Markham was nominated and elected as vice chairman for 2024/25 proposed by Cllr. Neal, Seconded Cllr. Barnes and unanimous in favour-RESOLVED.
a) Cllr. Markham signed his Declaration of Acceptance of Office
24/25-08 Parish Councillors were confirmed as Lesley Sweeting, Chris Barnes and Kimberley Neal. There are 2 vacant seats.
24/25-09 Apologies for absence. None received.
Other Apologies had been received by County Cllr. Charlotte Vernon.
24/25-10 Disclosure of Pecuniary Interests: None received.
The meeting was suspended to conduct the public forum
24/25-11 Public Forum:
2 members of the public had concerns regarding planning application s24/0754. These were noted.
No other members requested to speak therefore the public forum was closed.
commencement of parish council meeting
24/25-12 Minutes of:
a) Parish Council meeting - 19 March 2024 were presented as a true and accurate record of events. Proposed acceptance Cllr. Barnes, Seconded Cllr. Sweeting and unanimous in favour -RESOLVED.
b) Extra Ordinary Parish Council meeting – 11 April 2024 were presented as a true and accurate record of events. Proposed acceptance Cllr. Barnes, Seconded Cllr. Markham and unanimous in favour -RESOLVED.
c) Annual Parish meeting – 11 April 2024 were presented as a true and accurate record of events. Proposed acceptance Cllr. Neal, Seconded Cllr. Barnes and unanimous in favour -RESOLVED.
24/25-13 Reports from:
a)County and District Councillors
a) Penny Robins - District Councillor
April was a relatively quiet month for South Kesteven District Council because of Purdah.
Conservative candidate Marc Jones re-elected as Lincolnshire Police Crime Commissioner. Marc
announced as his 3 priorities- 1) improving visibility to the public 2) improving the quality of speed of
investigations 3) maximizing the use of new technology in policing.
Mallard Pass Solar Farm decision in now expected from the secretary of state by June 13.
From Monday 13 May, SKDC waste operatives will be doing a round of tag and collect. The tag has
been redesigned to be gentler and easier to understand, as well as being more consistent in its
application. These ‘ooops’ tags will be placed on bins containing contamination, with the waste still
collected. Data will be recorded to allow more targeted approach to households with significant
contamination, to help with education ahead of the next mixed dry recycles round, starting June
10. Any residents that leave wheelie bins blocking pathways need to make sure these are moved,
this will be monitored and action will be taken if these continue to be left blocking pathways.
The local plan consultation has now closed. With over a thousand representatives received. They will
be collated and reviewed by the planning team.
Tuesday 7 May 2024 a consultation on the Councils draft economic development strategy was
launched. Visit the home page of the SKDC website and have your say.
Work has started on a major transformation of Grantham Market Place into an accessible, public
open space fit for the 21st Century. The improvements will drive footfall in Grantham town Centre
and the market area – and create a multi-use, social space for local people and visitors in the heart
of Grantham. This is expected to last around 22 weeks.
And finally, the Council celebrated a very special milestone last month. The Council’s golden
anniversary commemorates 50 years since the authority was officially formed as part of the
Local Government Act of 1972.
SKDC Neighbour Street Scene Officer had recently walked Carlby village and installed extra signage for dog waste. Specific areas will be reviewed. Areas of concern to CPC are playing fields and footpaths.
Cllr. Charlotte Vernon
Charlotte had recently attended a presentation by the Lincolnshire Resilience forum and will put together a briefing note for the parish in due course.
b)Police Reports are received and circulated and made available on website/noticeboard upon receipt.
24/25-14 To review, agree and adopt the Regulatory Documents (all documents available on the website)
a) Standing Orders – no amendments recommended.
b) Financial Regulations – Action c/f to next meeting
c) Fixed Asset Register – As per the audited 2023/24 accounts.
d) Risk Assessment – Action c/f to next meeting
e) All Policies had been reviewed with only 2 small changes:
Complaints policy – amend contact address.
Payment of Expense to Council members Policy – training event expenditure increase to £40 from £25 to cover increase in LALC training costs.
f) SKDC Code of conduct – no amendments recommended.
Proposal: To resolve and adopt Standing Orders, Fixed Asset Register, All Policies(with minor amendments) and the SKDC code of conduct. Cllr. John Bavister, Seconded Cllr. Markham and unanimous in favour.
24/25-15 Insurance provision from 1 June 2024 continuation of 3 year agreement with Clear Councils (formally RHIB) £561.39 – was noted and agreed. Next year at review period a combined insurance quote including the playing fields would be sort.
24/25-16 Parish Council meeting dates for 2025 : January 13th (TBC), March 4th , May 14th, July 9th, September 3rd, November 4th were confirmed.
24/25-17 Finance 2023/24 Year end
Proposal: To resolve and adopt and sign all the documents presented for 2023/24 shown (i-vii) below. Proposed Cllr. Sweeting, Seconded Cllr. Bavister and unanimous in favour.
i. Acceptance of the audited account.
ii. Certificate of Exemption
i. Annual Internal Auditor’s Report 2023/24
ii. Recommendations or matters arising from the internal auditor’s – there were none.
iii. Annual Governance Statement 2023-24
iv. Accounting statement 2023-24
v. Bank reconciliation 2023-24
vi. Explanation of variances
vii. Confirmation of dates for the period of public rights
viii. Audit procedures for 2024/25
24/25-18 Current Year 2024/25
i. Salary scales for Clerk in accordance with the NJC salary scale SCP 23 – confirmed unanimously.
ii. Budgetary payments such as salary and HMRC payments, direct debits, mowing, staff and councillor expenses, if these fall between meeting dates and to continue to make payments via Bacs and direct debits. – confirmed unanimously.
iii. Financial Report for the period 01 April 2024 to 30 April 2024 with bank statements.
iv. To Resolve Payments as follows:
a/c ref Date To Whom Description £
1 04/04/24 Earth Anchors Ltd 2xbenches for bus stops 39185 £840.00
2 04/04/24 C Barnes M Eastman inv 3728/24 £2,460.00
2 04/04/24 C Barnes M Eastman 3729/24 £1,384.32
2 04/04/24 C Barnes Cut Timber Handmade in Devon £5.68
3 04/04/24 LALC Subscription inv 14347 £173.84
4 19/04/24 J Bavister A4 flyers inv RC26833845 £47.00
5 19/04/24 Clear Council LCO0285 insurance 24/25 £561.39
v. To Note Income received
Date Received From Details £
04/04/24 SKDC precept 24/25 £10,490.00
01/05/24 LCC grant for bus shelters £4,690.00
Proposal: To resolve and adopt the financial records above for the financial year 2024/25 as a true and accurate record. Proposed Cllr. Bavister, Seconded Cllr. Neal and unanimous in favour.
vi. Grant Applications. Action: c/f to a next meeting
24/25-19 Defibrillator unit. Community Heartbeat had advised that Carlby’s existing unit was now out of warranty, however this did not mean it was not unusable. New batteries have been ordered for the existing unit. The unit is monitored regularly. Action: Clerk to investigate legality of unit staying in use.
24/25-20 Community Orchard – Cllr. Barnes informed the meeting that funding was available from SKDC Community Orchard for 5 fruit trees (apple, pear and plum), guards, stakes, fertilisers and spade for planting on the village green at a cost of approx. £360
Action: Written endorsement from County Councillor
Evidence of community involvement that they want trees
Submit Application by 28th June
Proposal: To apply for funding and if successful to purchase the trees. Proposed Cllr. Markham, Seconded Cllr. Neal unanimous-RESOLVED.
24/25-21 Planning applications since the last meeting received since the issue of agenda for this meeting.
As these applications had only just been received it was proposed to call a separate public meeting for discussion once Councillors had time to look at all the documents. Proposed Cllr. Markham, Seconded Cllr. Barnes and unanimous in favour-RESOLVED.
S24/0754 Conversion of existing former agricultural barn to a dwelling house. Barn to rear of Chestnuts Barn, 62 High Street, Carlby. Under part 3 Class Q. Action: to call an Extra Ordinary Parish Council Meeting to discuss this issue in public session.
S24/0864 submission of details reserved by conditions 3 (archaeology), 4 (materials and 6 (landscaping) of planning permission S23/2348 (Proposed detached dwelling) Action: to call an Extra Ordinary Parish Council Meeting to discuss this issue in public session.
24/25-22 Persimmons land.
a) The clerk informed the meeting that the Solicitor had confirmed the completion of land transfer of title from Persimmons to CPC for the village green, the area at the side of the village hall and the footpath between Stoney Glen and Templeman drive and one small parcel of land at the end of the footpath. This is now in the ownership of CPC. Documentation still awaited as land has to be registered. Still awaiting final completion from Persimmon of £8,500 funding agreed for ongoing maintenance on completion. Our Solicitor will send his final account for payment by Persimmon.
Action: Plan to go on website and chase for outstanding payments and documentation.
Grass Cutting. The Clerk had arranged for Plough Environmental to cut the grass for a cost of £80 per cut to be done as soon as possible and to assess if a further cut needs to be done the following week, to get the grass to an acceptable length. Cllr. Bavister proposed acceptance of this decision, Seconded Cllr. Markham and unanimous in favour-RESOLVED.
b) The parcel of land and footpath between Stoney Glen to Templeman Drive. Permission had been received from Persimmon to remove the dangerous style and to clear tree roots and rubbish, which had been done a while ago. This now needs clearing from site.
Proposal: To hire a skip at an approximate cost of £230. Proposed Cllr. Bavister, Seconded Cllr. Sweeting and unanimous in favour-RESOLVED.
c) Purchase of materials and the installation of ascot fence at the eastern side of the foot path linking to Templeman Drive. Action: c/f to next meeting.
24/25-23 Correspondence received from last meeting was noted from the Agenda.
24/25-24 To receive Items for Future Meetings
North bus shelter needs clearing vegetation back. Action: Cllr. Neal to arrange a work party
In house Grass cutting ideas.
Meeting Close at 20:57