September 2021 Minutes
Clerk: Carolyn Wilkinson
Website: https://south-hykeham.parish.lincolnshire.gov.uk/
Minutes of the September meeting of South Hykeham Parish Council held on Wednesday 8th September 2021 7.00 pm at South Hykeham Community Primary School, Wath Lane, South Hykeham.
PRESENT: Councillors: Mrs P Whittaker (Chairperson), P Driffill, D Rowson, S Roe, R Phillips.
Carolyn Wilkinson, Clerk.
IN ATTENDANCE: Cllrs M Thompson LCC, Cllr M Green NKDC and Cllr R Eckert NKDC. Cllr M Overton arrived at 8.17pm. Reverend Peter Collins was also present. Mr Ray Phillips, the candidate for the Councillor vacancy in Danker Ward, was present.
Public Forum: Also present were Flt Lt Victoria Radcliffe and Plt Off Gillian Talbot. Miss Talbot is the Officer in Charge of Civil Engagements at RAF Waddington.
The Chairman welcomed everyone to the meeting and invited Flt Lt Radcliffe and Plt Officer Talbot to introduce themselves and give some background information on their roles. They each gave a brief introduction and members were invited to ask questions. The Council expressed an interest in visiting the RAF Station once the current restrictions are lifted post pandemic restrictions. The guests advised that the military personnel are being encouraged to get on the property ladder and council noted that there are already many serving members residing in this area already. Rev Collins advised that is will be the 80th anniversary this weekend of the Manchester Bomber crash in South Hykeham which resulted in the loss of all crew members. The church service will commemorate the lives of the members of the crew who were lost due to the crash.
Flt Lt Radcliffe and Plt Officer Talbot left the meeting at this point.
1. Apologies for absence and to resolve to accept the reasons given. Apologies and reasons for absence from Cllr Mrs Dillon Jones and Mrs Graham were given. It was unanimously resolved that the reasons for absence should be approved. Apologies had also been received from the Police Beat Team, Phil Watt Access Lincoln but written reports had been received and were circulated prior to this meeting.
2. To resolve to receive any declaration of Interests in accordance with the requirements of the Localism Act 2011 and to consider member’s written dispensation requests. There were no declarations of interest at this point. Cllr Roe proposed that the order of the agenda should be changed to allow agenda item no. 6 to be considered. Cllr Rowson seconded the motion which was unanimously approved on a show of hands.
6. To consider the expression of interest for co-option to the vacancy for Danker Ward. Cllr Driffill proposed, seconded by Cllr Rowson that Mr Ray Phillips should be co-opted to the Council to fill the vacancy for Danker Ward. Council resolved unanimously to co-opt Mr Phillips to the Parish Council and the Acceptance of Office form was duly signed. Clerk to notify NKDC and send the Acceptance of Office and Declaration of Pecuniary Interests to Monitoring Officer NKDC/ Clerk to advise NHTC that Cllr Phillips will fill the vacancy on the Joint Planning Committee with Cllr Mrs Graham being the reserve member
Council returned to the normal running order of the agenda items with Cllr Phillips contributing to the meeting having completed the necessary documentation.
3. To resolve to approve the clerk’s notes of the meeting of 14th July 2021 as the minutes of that meeting. Proposed Cllr Roe seconded by Cllr Driffill and unanimously resolved on a show of hands by those present at the last meeting that the Clerk’s notes should be approved as the minutes of the meeting held on 14th July 2021.
4. County and District Councillors reports for information only. Items raised for decision will appear on the agenda for the next meeting.
Cllr Mike Thompson LCC, Cllr Marianne Overton NKDC/LCC, Cllr Mary Green NKDC and Cllr R Eckert NKDC had each sent email reports which had been circulated in advance of this meeting to all members and were duly noted.
Cllr Roe NKDC/LCC reported that card collected in the new purple bins is being taken straight to a paper mill and is generating income. There are issues with permits and long queues at the recycling centres with combined van and trailers being limited to 12 visits. He is also looking into why the procurement process for the purple bins has failed.
Manor Farm has had double yellow lines installed at various locations on the development with a school safety zone installed.
Members of the council queried why a formal request which had been made by this council pre-Covid with regular requests for updates on the traffic calming measures suggested from a site meeting with the Highways Officer , the Parish Council Chairman, the Headteacher and Cllr Overton had not been implemented. Instead LCC Highways Richard Fenwick had suggested that the Council should consider Community Speedwatch Speed Enforcement should be tried which they would help set up and a general look at the signs and markings at this location. It seems that the site meeting suggestions for remedial actions have been lost or ignored. The incident of the demolished Council owned brick built bus shelter at Long Lane and the more recent incident when a vehicle left the road on Beck Lane and wrote off Cllr Rowson’s car, demolished his wall and part of the front of his property isn’t included in the statistics that have been quoted. The police attended both of these very serious incidents though fortunately the drivers on each occasion were not seriously injured but on each occasion serious damage was caused to property costing thousands of pounds to put right.
Reverend Collins advised that he has been witness to a number of incidents and near misses at this location and raised his concerns about the seriousness of some of the incidents he has witnessed and assisted at with the potential for more accidents of a serious nature at this location.
Cllr Mrs Overton to be asked to pursue this as a matter of urgency as the Council, Headteacher, school governors, parents and Reverend Collins and his parishioners had voiced serious concerns that there will be another serious accident which may result in serious injury or death.
NHTC has reported there has been a delay on the supply and installation of the Poppyfields play equipment.
Cllr Mary Green and Cllr Mike Thompson left at this point to attend another meeting.
5. Police report. In the absence of the Police Beat Team a written report had been circulated to all members and was noted.
6. To consider the expression of interest for co-option to the vacancy for Danker Ward. Order of the agenda amended to deal with this item at the commencement of the meeting.
7. Bridleway N Hykeham 2 improvements between Ascot Way and Mill Lane update. There was no further update on this matter with the last report being of a meeting between Phil Watt and the Highways engineer who was costing up for some form of barrier/signage at the Mill Lane end of the bridleway. Clerk to contact Phil Watt AccessLincoln for an update.
Agenda item for next meeting
7. Finance
a) To resolve to approve the payment of accounts for August/September 2021.
Payments
Amazon Lever arch files £13.93
C. Wilkinson Salary £553.40
HMRC Tax & NICS £138.48
Giff Gaff Mobile monthly payment £6.00
Three.co.uk iPad and Sim plan monthly payment £12.00
LALC Website Maintenance £126.00
LALC LALC New Hardcopy £12.00
P Whittaker Travelling expenses £23.85
C Wilkinson Salary £553.60
HMRC Tax & NICs £138.28
Giff Gaff Mobile monthly payment £6.00
Three.co.uk iPad and Sim plan monthly payment £12.00
Total payments £1,595.54
b) To resolve to approve the purchase of a replacement Parish Council mobile phone
Proposed by Cllr Roe, seconded by Cllr Driffill that the Clerk should be authorised to purchase a replacement Mobile phone up to the value of £400 with no change to the current contract with Giff Gaff. Resolved
unanimously on a show of hands.
Clerk to source replacement and place order
c) To review the effectiveness of internal audit arrangements. Proposed Cllr Roe, seconded by Cllr Rowson and unanimously resolved on a show of hands that the current arrangements for internal audit meet the Councils needs and are effective.
Clerk to renew contract with current provider for a further year
8. Hykeham Joint Planning Committee.
a) To receive the minutes of the Hykeham Joint Planning Committee meetings held during Aug 2021.
Proposed by Cllr Rowson, seconded by Cllr Driffill and unanimously resolved. Cllr Roe abstained from the vote having declared a personal interest.
b) Review of the effectiveness of the Joint Planning Committee. Cllr Roe declared a personal interest in this item and took no part in the discussion. After some discussion Council agreed that the Joint Planning Committee was effective for determining planning applications though there was some concern that there is not equal representation on the committee or that the minutes and agenda of the meeting don’t make clear that it is a Joint Hykeham Planning Committee. This has caused some confusion amongst residents of North and South Hykeham as to what the remit of Joint Committee is and who determines the South Hykeham planning applications. Up until recently members of the Committee were not identified in the minutes as to which Council the members belonged to so parishioners and people moving into the area assumed that NHTC was determining all planning applications for both North and South Hykeham. Members of Council agreed that SHPC members on the Committee should ask for the terms of reference to be amended to rename the committee as the Hykeham Joint Planning Committee and in keeping with LALC advice that there should be equal representation on the committee. Members of Joint Planning to put forward an agenda item for the next meeting to review the terms of reference and to table a motion that the Committee should be renamed Hykeham Joint Planning Committee with equal representation on the Committee.
c) To make provision in the budget 2022/23 for planning committee admin. costs. Defer to the next Parish Council meeting when the budget and setting of the precept is an agenda item. Agenda item next month
9. Highways matters:-
the Boundary Lane speed limit is to be reduced to 30mph and when it is he will locate the SID on the speed sign at that location.
b) Outstanding/new highways faults requiring urgent attention. Rev Collins reported that the Church is keen to reinstate the path on the approach to school for the safety of the children. Report on Fix my Street c) Update on LCC Highways initiatives to improve safety at South Hykeham Community Primary School. No further update. Agenda item for next meeting/ Clerk to refer to Cllr Overton
10.Litterpicking
a) To confirm the arrangements for the next volunteer litterpick taking place on 11th September 2021. Members were reminded of the arrangements and assembly point. Clerk has notified NKDC & arranged for collection of the litter & any flytipping. Cllr Driffill to bring the equipment to the Village Hall on the day
b) Annual Review of Parish Council dog waste/litterbins. There are currently 3 spare litterbins. Consideration to be given to installation of one at the new development on Thorpe Lane, another in the vicinity of Beechcroft Woods where there is an issue with 2 collections per week being insufficient to keep on top of the accumulation of litter and dog waste. A suitable location to be identified in the vicinity of Beechcroft woods
c) To resolve to apply to NKDC for annual litterpicking grant/approve the report on litterpicking activities. Proposed by Cllr Roe, seconded by Cllr Rowson and unanimously resolved that the clerk applies for the grant and that the report is submitted to NKDC in support of the application.
Clerk to apply for litterpicking grant/submit annual report
Cllr Overton arrived at this point and apologised for her late arrival but she had come from another meeting. Cllr Overton gave her report and asked if there was anything else she could help the council with. Members asked her to pursue the proposed safety improvements in the vicinity of the school at the dangerous bend.
11. To consider the proposal from LCC Highways officer re: Highways s106 contribution 13/1464/FUL Land at Thorpe Lane and replacement/upgraded bus shelter at Thorpe Lane, South Hykeham.
Update.
No further update
12. 10 Year Strategy Working Party
a) To resolve to approve the terms of reference for the 10 Year Strategy Working Party. Proposed Cllr Roe, seconded Cllr Rowson and unanimously resolved on a show of hands to approve the terms of reference.
b) To resolve to approve the co-option of Parish representatives on to the working party. Proposed Cllr Roe, seconded by Cllr Rowson and unanimously resolved that John Richardson the Headteacher and Rev.Collins should be co-opted to the 10 Year Strategy Working Party.
13. To resolve to approve the application and locations for tree planting in S.Hykeham (Treescapes bid) Proposed Cllr Roe, seconded Cllr Rowson and unanimously resolved on a show of hands that the application and locations for tree planting in S.Hykeham (Treescapes bid) should be approved. Clerk to submit 14.Correspondence. No correspondence
15. To resolve to approve nominations for Councillor/Clerk Training. Proposed Cllr Roe, seconded by Cllr Driffill and unanimously resolved that the Clerk, Cllr Mrs Whittaker and Cllr Mrs Graham should attend the LALC first aid course.
Proposed Cllr Roe, seconded by Cllr Rowson and unanimously resolved that the Clerk, Cllr Mrs Whittaker and Cllr Driffill should attend the LALC AGM.
16.Chairman’s report.
No report
17.Clerk’s report.
No report
18. Parish Councillor’s reports – for information only/items raised for decision will appear on the agenda for the next meeting.
No reports
19. To consider moving into closed session in accordance with the Public Bodies (Admission to meetings) Act 1960 as amended by section 100 of the Local Government Act 1972 for confidential items. No matters to discuss under this heading.
Date and Time of Next meeting – Parish Council Meeting Weds 13th October 2021 7.00pm.
10 Year Strategy Working Party Zoom meeting Thursday 21st October 2021 7pm.
There being no further competent business the meeting closed at 8.52pm