10th March 2021
Draft Minutes
Haconby & Stainfield Parish Council Minutes
on Thursday 10th March 2021
A remote meeting on Zoom video conferencing commencing at 7.00pm
Present: Councillors Richard Dixon-Warren (Chairman) Brian Blackbourn (Vice Chairman)
Derek Bailey, Paul Smart, David Winn
Parish Clerk – Mrs Wendy Gray
2 members of the public requested to join the meeting
1) Chairman’s Introduction, Announcements. Chairman welcomed everyone to the meeting, outlined Zoom procedures.
2) Public Questions, Comments or Representations. None.
3) Apologies for Absence. Cllr J Rayfield. County Cllr M Hill and District Cllr P Moseley not in attendance.
4) Updates – LCC/SKDC/Parish Council/Police.
a) LCC Update: No update received.
b) SKDC Update: No update received.
c) Police: Chairman’s update – Lincolnshire Police no longer support Neighbourhood Police Panels – no longer have resources, looking at engaging public in a different way.
5) Disclosures of Interests. Cllr Bailey (12(b) ii) Tenant, Cllr R Dixon-Warren (12c) Secretary of PCC. Dispensation agreed for comments.
6) Minutes. To resolve that the minutes of the meeting of the Council meeting held on 14th January 2021 be signed as a correct record. Cllr Blackbourn proposed, seconded Cllr Smart, all in agreement.
7) Matters arising from the Minutes of 14th January 2021. On agenda.
8) Administrative Report and Correspondence Received.
Update on income and expenditure to date – spreadsheet circulated to all Councillors via email.
Circular from SKDC re Flooding i.e. supply of sandbags. General agreement – not required.
9) Budget and Invoices to be agreed for payment.
Invoices 10th March 2021:
Parish Clerk Salary – £138.54
HMRC – £81.40
LALC - £158.26
‘Financial Bulletin’ showing income/expenditure for website for beginning of financial year – still in draft.
Income Received: None. VAT refund to be requested £60.00.
10) Planning Applications Update:
S20/1851 – Update from P Lifford (SKDC) re 44 Chapel Street – application refused by SKDC Planning Committee – up to 6 months to appeal.
No new applications received.
Cllr Bailey added “Fix my Street” link to website – flag up when put on so that can advise people on Facebook.
11) Risk Assessment:
Report produced in November 2020 was useful. Overgrown vegetation cut back – no obstruction for buses and telephones lines now clear.
Cllr R Dixon-Warren reported neighbour’s hedge has been trimmed back.
12) Business Items:
a) Casual Vacancy:
Chairman thanked P Dixon-Warren for her contribution to the Parish Council – was a member of the Parish Council since September 2016, resigning in January 2021. All Cllrs expressed their thanks and wished this to be noted.
b) Parish Land:
i) Policy, tenancy and maintenance issues.
Plots 1 / 2 – CLT. Wet weather hindered clearance. Tenancies of S White and M Pinder terminated with effect 31 January with new tenancy (M Blackbourn) to be effective as soon as practicable. Tenants notified, CLT agreement to be drawn up. Erection of fences, linked to erection of gates, agreed. Note new tenant's offer to arrange these works – quote materials £502.75 excl VAT, installation £320.00 inc VAT, total incl VAT £ 923.30.
Plots 3 / 4 – CLT. Notice given, tenancy of D Lister tenancy to be terminated with effect 31 March and tenancy of J Collins to be effective 5 April. Tenants notified, CLT agreement to be drawn up.
Plot 5A – CLT. Tenancy of M Blackbourn to be terminated with effect 5 April. Draft and publish advertisement of vacancy.
Plot 5 B – CLT. Tenancy of D Bailey to be renewed.
Plots 5 C and D – Garden Allotments. Tenancies of P Grassby and J Tollerfield to be renewed.
Plots 6 / 7 / 8 – FBT. Valid until October 2023.
Plot 9 – CLT. Tenancy of D Lister to be renewed.
Plot 10 – LCC. In arrears. Invoice for the balance owing and rent due for 2021-22. Give 12 months’ formal notice of a rent review in 2022.
ii) Maintenance schedule. Noted as a useful management tool.
c) Transfer of Responsibility for Churchyard Maintenance.
Members of the Parish Council remained firm in their opinion that the closed churchyard is not “…in decent order and its walls and fences in good repair…” as required by law and guidance for responsibility to pass to the local authority. Cllr Bailey proposed and Cllr Smart seconded that SKDC be contacted to provide an update on the churchyard, to request a follow-up inspection to determine condition and any additional work required, and to provide advice on SKDC assuming responsibility. All in agreement. Afternote: not formally resolved but determined after meeting that this was effectively a resolution.
d) Parish Emergency Plan.
Chairman expressed opinion that utility of parish emergency plan is questionable – not activated for Chapel St flood in 2016 or for Covid-19 pandemic in 2020, and format directed by LCC EP is primarily an emergency plan for flooding, a risk not applicable to the parish. Suggested that plan should be reviewed this year. Options – retain in current format and update where possible or draft a simpler plan or framework specifically for the parish. Follow up for discussion at annual meeting.
13) Any other Business.
Chairman highlighted a review of current tasks / responsibilities. Outlined views on reviewing Council tasks and responsibilities to streamline and reduce administrative workload on Councillors and Clerk – to follow up with more detailed thoughts.
14) Date of Next Meeting(s): Annual Parish Meeting/Annual Parish Council Meeting/Parish Council Meeting Wednesday 28th April 2021 – Remote Meetings commencing at 7 pm on Zoom.
15) Contingency Planning. No items to discuss – no closed session required.
The meeting closed at 8.16 pm.
Proposed meeting dates for rest of 2021 – 14th July, 8th September and 10th November.