May 2019 Minutes
Langtoft Parish Council
Minutes of the Annual Meeting of the Parish Council held on Tuesday 14th May 2019,
followed by an ordinary meeting, at Langtoft Village Hall
Present: Cllrs Andy Halfhide (Chairman), Brian Branch, Angela Brogan, Andy Hallam, Debbie Hallam, Yvonne McCulloch, Lewis Trickey.
In Attendance: Julian Tatam (Parish Clerk), County Councillor Barry Dobson, District Councillor Rosemary Trollope-Bellew and two members of the public.
The meeting was opened at 7.00 pm.
01/19-20 Chairman’s welcome and remarks
02/19-20 Retiring Chairman presides over election of new Council Chairman
Cllr Halfhide stood down as the current Chairman. It was proposed by Cllr A Hallam and seconded by Cllr Trickey that Cllr Halfhide be elected Chairman for a further year, all in favour.
Cllr Halfhide accepted the position and then signed a declaration of acceptance of office.
03/19-20 New Chairman presides over election of Vice- Chairman
Cllr Jackson, the previous Vice-Chairman stood down as a Councillor at the Election. It was proposed by the Chairman and seconded by Cllr Trickey that Cllr A Hallam be elected Vice-Chairman, all in favour. Cllr A Hallam accepted the position and then signed a declaration of acceptance of office.
04/19-20 Adjournment for Open Forum
The open forum commenced at 7.07. Matters raised included:
- Litter Pick – could more notice be given in future. Acknowledged and will be actioned
- Gulley Cleaning – the gulleys were recently cleaned, but a few days later weeds were cleared and blown into the road and then washed into the gulleys in the following rain. Not well co-ordinated. D Cllr Trollope-Bellew commented that a road sweeper should have followed the weed clearing. She will notify the street cleaning department of the failing.
- Mowing of verges – when will it be done? LCC has reduced the mowing of the verges on the main routes through the village to contain costs and enhance the environment by allowing more wild flowers to grow. There were 2 cuts last year but will be 3 this year. D Cllr Dobson will confirm the likely dates for the mowing. SKDC will continue to cut the areas that they are responsible for on a more regular basis.
- Gravel on the A15 /A1175 roundabout by the Welland Bridge is now a regular feature and is causing damage to vehicles. Lorries coming from the gravel plants on King Street are suspected to be the culprits. C Cllr Dobson will raise it with C Cllr R Davies (responsible for Highways) to seek a solution.
- A15 road improvements. Were the developers of Elsea Park required to set monies aside to fund these? No – the only requirement on highways was to build the by pass from the A15 to the A151. C Cllr Dobson reminded the meeting that there is now a working group looking into improvements from the A15 Bourne roundabout through to Market Deeping and this includes the Chairman and Vice Chairman from Langtoft.
The open forum closed at 7.37
05/19-20 Apologies for absence
None received; all Councillors present.
06/19-20 Declarations of Interest
No declarations of interest were made.
07/19-20 To approve the minutes of the previous meeting
The approval of the minutes of the meeting held on 26th March 2019 was proposed by Cllr A Hallam, seconded by Cllr Trickey; all in favour.
The minutes from Annual Meeting on 22 May 2018 were approved as a correct record at a Council meeting on 3 July 2018
08/19-20 Appointments to working groups
The following Councillors were appointed
Amenities & Highways – Cllrs Branch, Halfhide and A Hallam.
Finance & General Purpose – Cllrs A Hallam and Trickey.
Events – Cllrs Brogan, D Hallam, McCulloch and Trickey.
Cemetery – Cllrs Branch, Brogan, D Hallam and Trickey.
Grapevine – Cllr Halfhide, D Hallam plus the Editor and the Clerk
Penfield Nature Reserve – Cllrs A Hallam and Trickey; the Clerk, R Jackson, M Coates, P Coles, A and T Harrison
09/19-20 Appointment of representatives to outside bodies
Langtoft Village Hall Management Committee – Cllr McCulloch
Hyde & Mossop Charity – Cllr Brogan and Mrs Velma Denniston
Police Panel – Cllr Halfhide
The representatives were requested to report back to the main Council from time to time.
10/19-20 Review of current standing orders and financial regulations
NALC have produced some new model Standing Orders and the Clerk had suggested some significant amendments. It was agreed that the Standing Orders be reviewed by Finance and General Purposes group and a recommendation be brought to the next Council meeting.
There were no suggestions for revisions to Financial Regulations. Cllr Branch proposed that these be adopted, seconded Cllr A Hallam; all in favour.
11/19-20 To note fixed asset register and insurance arrangements
A copy of the fixed asset register had been circulated to Councillors prior to the meeting. The Clerk was asked to look into the issue of gifted items and policy for depreciation.
The Insurance renewal details had also been circulated to Councillors prior to the meeting. There is a small rise in the premium to £499.94 (£488.72.70 in 2018). There is an option to fix the fee at the current level for 3 years at the current level.
A proposal that the quotation with the three year contract be accepted and the £499.94 fee be paid was proposed by Cllr Halfhide and seconded Cllr Trickey; all in favour.
12/19-20 Report from County and District Councillors and Police
C Cllr Dobson updated the meeting on changes since the elections and on priorities for LCC. These include long term flood protection, CO2 reduction and improving household waste disposal.
He will provide more information in his report for The Grapevine.
Locally he is working on the issues at the A15 crossroads, flooding by the pelican crossing, the potential to include Stowe Road and King Street in the LCC winter gritting programme and the potential for a weight restriction on West End / Stowe Road
D Cllr Trollope-Bellew had left the meeting by this time.
Thee was no contact from the police. The Clerk was asked to request that they comment in future.
13/19-20 Clerks Report
The Clerk’s report had already been provided to the councillors, including a log of communications. Key points:
The significant pruning of some of the maples adjoining Barn Owl Close has been declined by SKDC planning (they are in the conservation area). The proposed pruning was following advice from the Council’s insurer against potential subsidence claims. However, given that the trees were in place before the houses were built and that the subsoil is gravel, the Clerk was asked to challenge that advice rather than severely deforming the trees.
There was also a discussion of the potential donation to the zipwire fund. The Clerk is to draft a letter to the resident who raised the query.
The financial records are ready for approval and submission to the external auditor.
14/19-20 Langtoft Festival
Liz Jarman updated the meeting about the Festival which is to take place on Saturday 13 July at the Pavilion Playing Field. There is to be a public meeting on 28 May at the village hall. There was a discussion about traffic and parking. It is hoped that village residents will walk to the event.
15/19-20 Internal Audit Report for 2018/19
The report has been received from the internal auditor; there were no matters to report to the Council. After a brief discussion the report was accepted without a formal vote.
16/19-20 Annual Governance Statement 2018/19
The Annual Governance Statement was considered and a resolution that it be accepted and signed by the Chairman was proposed by the Chairman, seconded by Cllr Brogan; all in favour.
The statement was then duly signed.
17/19-20 Accounting Statements for 2018/19
The Accounting Statements for 2018/19 was considered and a resolution that it be accepted and signed by the Chairman was proposed by Cllr A Hallam, seconded by Cllr D Hallam; all in favour.
The statement was then duly signed.
18/19-20 Working groups
The groups had not met since the last meeting but there had been correspondence on Penfield N.R.
The transfer has been held up for many months due to the dispute between Hansons and the neighbouring farmer about rabbits. While fencing had been proposed it has been rejected by Hansons due to cost, impracticality (the need to remove the existing hedging) and future maintenance issues caused by deer and badger damage.
Hansons have instructed a ferret operator to control the rabbits. Once this has been completed to LCC’s (the landlord) satisfaction the Council will be in a position to take over ownership, in future taking reasonable steps to control rabbits if they become a problem.
19/19-20 Finance
Year to date accounts. The accounts to 9 May had been circulated to all councillors.
The balances at that date totalled £28,013 following receipt of the half year precept with very few outgoings.
Consideration of quotations to print The Grapevine
Quotations have been obtained from 3 local printers (one declined to quote) and 3 online quotes.
After a discussion on best value, combining price and service, a resolution to accept the quotation from Graytones was proposed by the Chairman, seconded by Cllr D Hallam; all in favour.
20/19-20 Correspondence:
An email from a resident of West End on the topic of inconsiderate parking was discussed. Cllr Trickey had drafted an article on the topic of parking and it was agreed that this should be placed in The Grapevine and hopefully in the village hall noticeboard.
21/19-20 Other Matters
East End Park
The metal frame on the double swings at East End Park has fractured. It has been temporarily taped off and the Chairman undertook to remove the seats, pending a repair.
The Clerk is to obtain some quotations to repair the frame and service some other items at the park.
Parish Walk
The Parish Walk is to take place on 5 June, followed by sandwiches at The Waggon and Horses. Cllr A Hallam offer to lead the walk.
22/19-20 Consider arrangements to fill the vacant seats on the Council
Four Councillors did not seek re-election at the recent election. As a result there are four vacancies. It was agreed that we should advertise on Life in Langtoft, Parish noticeboards and the Council website seeking applicants that reflect the range of residents in the village
23/19-20 Dates of future meetings
Annual Parish Meeting and Annual Meeting 21 May 2019 at the Langtoft Village Hall at 7.00pm.
Next Full Council meeting: 2 July 2019 at 7pm
There being no further business the meeting closed at 9.40.