October 2022 Minutes
Digby Parish Council
Notes from the parish council meeting will be held on Monday 10th October 2022, at 7pm, in Digby War Memorial Hall.
Present – Chairman James Bourne, (JB) Gerald Garton (GG), Darren Drysdale (DD), Karen Groves (KG) and Ken Hand (KH)
Public Forum
There was a request for picnic benches to be considered for the village hall garden, preferably recycled plastic, to provide a social area. This will be added to next month’s agenda for discussion.
A complaint was made about the poor condition of the surface of the footpaths on North Street and along the Smoot. This will be reported to LCC Highways.
It was also commented that the sandbags on new water defence scheme are splitting and the sand is washing away so not fit for purpose. This will be reported to the LCC Flood team.
Digby Village preschool are looking for a donation/grant for support for a local project. A grant application form will be sent out.
District & County Councillors' Matters
County Cllr Kendrick had provided his monthly newsletter and also spoke about submissions for community service help provided by LCC. A reminder will be sent out in spring for councils to apply for help, materials need to be supplied and work is carried out free of charge.
The Clerk asked if there had been any response from LCC to the complaints about the parking and speeding on Church Street and the school safety zone. Cllr Kendrick said he will chase this up.
District Councillor Clegg reminded everyone to respond to the annual household canvas (roll of electors) that has been sent to all properties. The adoption of the new Local Plan continues to proceed. NK are providing training on the Code of Conduct.
1. Chairman's Opening Remarks (22/132)
a) Welcome
The Chairman welcomed everyone to the meeting.
2. Apologies & Vacancy for a Councillor (22/133)
a) Apologies.
Apologies were received and accepted from TB due to a family commitment.
b) Parish Councillor Vacancy.
NKDC have confirmed there has not been a request made for an election, so the vacancy for the position of Parish Councillor may be filled by co-option. The vacancy has been advertised in the noticeboard and on the website and any applications are to be considered at the November meeting.
3. Declarations of Pecuniary Interest & Applications of Dispensation (22/134)
a) Nil
4. Signing of the Minutes (22/135)
a) It was proposed by GG and RESOLVED to accept the notes of the Parish Council Meeting held on Monday 8th Aug 2022 as a true and accurate record of that meeting.
b) It was proposed by GG, seconded by KG that the minute explaining why the September meeting was cancelled due to the mourning period for Her Majesty Queen Elizabeth II, be approved and signed.
5. Planning Matters (22/136)
a) Planning Application received.
Nil
b) Decision Notice Received.
Nil
6. General Parish Matters (22/137)
a) Mary Gresswell Trust.
GG is the only remaining trustee, and the trust has only had £5.45 in the account for the last 2 years and there is no facility for this to situation to improve. The trust was originally set up to help pay for the maintenance of the village hall garden. With the Trusts lack of funds this responsibility has been taken over by the Parish Council. It was proposed by GG and seconded by KH that the charity be closed. GG will look into this with the Charity Commission.
b) Memorial for Cllr C Harvey.
The Clerk had provided costings for both external clocks and sundials. These far exceeded the limited budget available. It was agreed to consider an internal clock for the village hall.
Action: The Clerk to obtain prices for an internal mains operated clock.
c) Dedicated Dog Exercise Area.
The Clerk had provided notes, which included estimated costings for fencing, requirements of our insurance company, and that the majority of these areas are privately run with charges for the use. Research had found there is no grant funding available for this type of project at this time. Much discussion took place including noting there are 3 of these Dog Exercise areas within 3 mile radius of Digby. Although members of the public had suggested an area could be fenced off within the playing field, after councillors walking the field with this in mind, it could not be seen how this could happen without affecting the current use of the field.
After taking everything into consideration, it was proposed by JB seconded KH that the cost of providing an area and lack of land space available means the Parish Council will not proceed with this project.
d) Wreath for the Remembrance Service.
The wreath has been ordered and it was agreed a donation of £17.00 will be made. DD has a volunteer to lay the wreath and he will notify the Churchwarden.
e) NKDC Litter Picking grant.
The Clerk confirmed the litter picking grant had been applied for and the annual report and invoice had been sent to NK Environmental Services.
f) Civility and Respect Pledge / Review the Dignity at Work policy.
The Clerk read out the Civility and Respect Pledge. It was proposed by GG, seconded by DD that Digby Parish Council agree and sign up to the pledge.
The reviewed Dignity at Work Policy that includes the pledge had been forwarded to the councillors prior to the meeting. It was proposed by KG, seconded by KH and RESOLVED to accept the new policy. It replaces the Bullying and Harassment Policy.
g) Phone Contract.
The Clerk has sourced a business mobile contract. It was agreed to accept the charge of £17.48 + VAT monthly. The phone will arrive shortly and the new number published.
h) Parish Council Meeting Dates for 2023
The Clerk read out the proposed dates for the meetings for next year which will all be on the second Monday of the month except Aprils due to Easter. It was agreed the April parish council meeting will be held on Wed 12th April, the Annual Parish Meeting will be held on Wed 26th April subject to checking with the Village Hall booking clerk.
7. Highways (22/138)
a) Highways Issues.
The Chairman has written directly to Lincolnshire County Council chief Executive to complain about the work carried out on Fen Road
LCC Highways have resurfaced the Ashby junction and B1188.
b) Complaints about Parking and Speeding on Church Street
The complaints received during the last 2 months have been forwarded to our County Councillor to then be passed onto Highways. The parish council have requested a school safety zone to be installed for over 3 years and have asked our County Councillor to investigate its progress. The recent Archer report (speed check) for Church Street is available to see on the notice board.
8. The Village Hall (22/139)
a) Minutes from the Latest Meeting of the Committee.
These have not been forwarded yet from the committee’s latest meeting.
9. Drainage (22/140)
a) Reported Raw Sewage in the Beck.
GG had reported this, the environment officer thought it was rotting vegetation. It will be monitored.
10. Playing Field, Play Areas and Village General (22/141)
a) & b) Monthly Inspection of the Play Equipment & RoSPA Report
The inspection was carried out by KH in conjunction with the RoSPA report received. It was agreed there is slight rotting of a couple of timbers on the toddler multiplay equipment, it will be monitored. The wooden bench needs to be removed. JB agreed to sort this. The five-a-side goal post wobble, but are a low risk and will be monitored.
c) Outdoor Fitness Equipment
The new equipment has been installed and the grant of £6,789.64 has been applied for.
It was agreed to arrange an official opening for 16th Oct, the Chairman to open the new equipment. DD and KG agreed to advertise this on the local Facebook page..
d) Playing Field – Trees Inspection
The Clerk confirmed NK have been asked to carry out the 3 yearly inspect of the trees in the playing field as part of the risk assessment requirements.
11. Allotments (22/142)
a) Allotment Committee.
Copies of the minutes from the last two meetings have been forwarded to all the councillors. A water leak had been discovered and has been repaired.
12. Finance (22/143)
a) Bank Balances and Approval of Bank Reconciliation
General PC Account 26,830.40
Allotment Account 7,612.05
Mary Gresswell Trust Account 5.45
The bank reconciliation was approved
b) Income received in Sept
Pigeon Club £35.00
Income received in Aug
Bowls Club £ 60.00
Football Club £ 180.00
VAT reclaim to July £1,851.62
c) Approval the following payments for Oct
It was proposed by JB, seconded by KH and Resolved that the following payments are made.
Salaries/Expenses £ 667.20
CJP Gardenservices – September £ 30.00
Wicksteed Leisure Ltd – Outdoor exercise equipment £15,071.65 + £3,014.33 VAT
Greensleeves £ 48.33 + £9.67 VAT
d) Ratify Payments made in Sept
It was ratified by JB and seconded by GG that it had been agreed the following payments were approved for payment.
Salaries/Expenses £ 713.74
RoSPA Annual Play Equip inspection £ 94.50 + 18.90 VAT
MalcFirth Grd Maint – Jul/Aug £ 756.76 + 151.36 VAT
CJP Gardenservices - Aug £ 30.00
Autella Payroll Services £ 44.40 + 8.88 VAT
e) Option to opt out of th SAAA central external auditor appointment arrangements.
It was agreed not to opt out of the external auditor appointed arrangements.
f) Update on the new signatories for the council's bank account
Further issues have been experienced, but hopefully these will be solved this month.
13. Correspondence (22/144)
a) LALC Newsletter - Distributed to all councillors
b) NKDC Newsletter - Distributed to all councillors
c) Anglian Water – Their role in planning applications & Lincs Reservoir Project webinar invite (From Sept meeting)
d) Central Lincs Local Plan – consultation on addendum to the Sustainability Appraisal
e) Speeding on Church Street concerns. Forwarded to LCC
f) Lincolnshire Riparian Project – Digby –Trial Community Engagement. Invitation to take
part in LCC project. It was agreed to take part
g) Bowls Club Lease – Request for a copy has revealed it needs to renew. This will be an agenda item for next month.
14. Dates of Future Meetings (22/145)
Parish Council meetings
For 2022 - 14th Nov, 12th Dec.
15. Any Business to Note for the Next Agenda (22/146)
Plan budget for 2023/24
Bowls Club Lease
Book internal Audit
Willow Tree
Flailing of Greendykes.
16. Closed Session (22/147)
For confidential items in accordance with the Public Bodies Act 1960, if required.
This item was not required.
21.10hrs – There being no further business the Chairman declared the meeting closed.