ANNUAL PARISH COUNCIL MEETING
held on Tuesday
18th May, 2021
in the Village Hall, High St.
Present: Councillors; D Batty, Mrs C Bysshe, J Holdich, OBE (Chairman), G Kirt, R. Johnson,
R Randall, E Spendelow, C Wilde and Mr JV Haste (Clerk). Also present 4 members of the public.
MINUTES OF MEETING
479 TO ELECT A CHAIRMAN FOR THE PARISH COUNCIL.
There being no other nominations, RESOLVED to elect Councillor Holdich as Chairman for the ensuing year.
Proposed Cllr. Eric Spendelow Seconded Cllr. R W Johnson
480 TO RECEIVE THE CHAIRMAN’S DECLARATION OF ACCEPTANCE OF OFFICE OR, IF NOT THEN RECEIVED, TO DECIDE WHEN IT SHALL BE RECEIVED.
Councillor Holdich duly signed the acceptance of Office of Chairman in the presence of the clerk and all present.
481 TO ELECT A VICE CHAIRMAN FOR THE PARISH COUNCIL.
There being no other nominations, RESOLVED to elect Councillor Johnson as Vice Chairman for the ensuing year.
Proposed Cllr. Batty Seconded Cllr Wilde
482 APOLOGIES FOR ABSENCE. – Cllrs Lane and Skinner, both on medical grounds
483 MEMBERS DECLARATION OF INTERESTS. – Cllr. Wilde declared an interest in the agenda item relating to the planning application for 9 The Green.
484 PUBLIC PARTICIPATION- The four residents present all raised objections to the outline planning application in respect of 52 Helpston road. Reasons for objections included loss of privacy and amenity for a number of neighbours as the property boundary abuts several properties; damage to biodiversity in the long gardens; proximity of the proposed dwelling to the boundaries of other properties; safety of children and adults caused by access and egress to the site near to the college. Significantly the development would be contrary to planning policies in the neighbour plan.
485 TO SIGN & APPROVE MINUTES OF MEETING DATED 20th April 2021
RESOLVED that they be signed as an accurate record
Proposed Cllr Kirt & Seconded Cllr. Randall
486 MATTERS ARISING FROM PREVIOUS MINUTES (for information only). – None
487 RECEIPT OF NOMINATIONS AND ELECTION OF CHAIRMAN and MEMBERS TO WORKING GROUPS: –
Planning Working Group (Cllrs. Johnson (Chairman), Batty, Kirt, Lane, Spendelow)
Finance Working Group.( Cllrs. Holdich (Chairman), Lane, Randall, Skinner & Spendelow)
HR Working Group.( Cllrs Lane (Chairman), Mrs Bysshe, Kirt & Skinner)
Task & finish group on New Village Hall (Cllrs Batty, Holdich, Kirt, Lane, Randall & Wilde & the clerk with delegated powers to co-opt from GCA and / or village hall users if appropriate.
RESOLVED to appoint the above Cllrs and Chairmen to the specified Working Groups.
Proposed Cllr. Johnson Seconded Cllr Kirt
488 REVIEW OF REPRESENTATION ON OR WORK WITH EXTERNAL BODIES AND ARRANGEMENTS FOR REPORTING BACK
Representatives on the AMVC Liaison Committee.(Cllrs Batty, Randall & Spendelow)
Representative on CAPALC (Cllr. Batty)
Representatives on the City Council Parish Liaison Committee. (Clerk & Cllrs Batty & Randall).
Representatives on the Clare Lodge Committee.(Cllrs Bysshe & Randall)
Representative on the Northern Footpath Forum.(Cllr. Mrs Bysshe)
RESOLVED to appoint the above Councillors to the specified external organisations, to report to the parish council by way of written reports to the next available meeting under the standing item on each agenda
Proposed Cllr Johnson Seconded Cllr. Wilde
489 ADOPTION OF APPROPRIATE STANDING ORDERS. Without amendment we RESOLVED to adopt the Standing Orders for the conduct of our affairs.
Proposed Cllr. Randall Seconded Cllr. Batty
490 ADOPTION OF APPROPRIATE FINANCIAL REGULATIONS as set out in the papers before us. RESOLVED to approve and adopt the Financial regulations
Proposed Cllr. R Johnson Seconded Cllr. G Kirt
491 INTERNET BANKING PROCESS. We noted that our banking process had generally worked well and saw no reason to vary the process
Proposed Cllr. R Johnson Seconded Cllr. G Kirt
492 ADOPTION OF A CODE OF CONDUCT – RESOLVED to confirm the continued adoption of the Code of Conduct without any further changes
Proposed Cllr. Randall Seconded Cllr. Batty
493 REVIEW OF THE COMPLAINTS PROCEDURE – We re-affirmed the relevance of the complaints procedure
Proposed Cllr. Randall Seconded Cllr. G Kirt
494 FINANCIAL ACCOUNTS FOR THE YEAR ENDED 31st MARCH 2021. The clerk as Responsible Financial Officer presented a full set of financial accounts including bank reconciliation, Asset Register and Supplementary notes to the accounts. We asked for the asset register to be amended to record the Gun Metal version of the roll of honour and benches in the grass verges in the village. With those amendments we RESOLVED to accept the financial accounts before us and appended to these minutes
Proposed Cllr. Johnson seconded Cllr. Randall
495 ACCOUNTING STATEMENT IN THE ANNUAL GOVERNANCE & ACCOUNTABILITY RETURN – We RESOLVED to approve the contents of the Accounting Statement based on the financial accounts presented to us in the previous agenda item.
Proposed Cllr. R Randall Seconded Cllr. Bysshe
496 INTERNAL AUDIT
The clerk reported that the accounts were with the internal auditor and that his report would be presented to the next meeting
497 EXTERNAL AUDIT OF 2020/21 ANNUAL RETURN – In addition to the previous item the Parish council has to tell the external auditor the dates which will be publicised for the public to exercise the right of inspection of our accounts. The period covers 30 days and has to include the first 10 working days of July. We noted the dates set by our clerk of Monday 21st June to Friday 30th July
498 REVIEW OF PARISH COUNCIL AND CLERK’S MEMBERSHIP SUBSCRIPTIONS TO OTHER BODIES – We considered our existing membership of, and subscriptions to the following organisations and noted that budgetary provision had been made in all cases:
SLCC (estimated to be £150)
PSMA (Estimated to be £80)
We RESOLVED to continue our subscriptions to the above organisations
Proposed Cllr. Bysshe Seconded Cllr. R Johnson
In addition we considered the documentation provided by the Good Neighbour Scheme and RESOLVED to sign the memorandum of Understanding with the GNS Trustees and to approve the affiliation fee of £1492 based on the number of households in the parish
Proposed Cllr. Bysshe Seconded Cllr. Spendelow
We also expressed our gratitude to Cllr. Wilde for being our representative Trustee and coordinating volunteers in supporting those with need of assistance in the Covid pandemic
499 CO-OPTION TO VACANCY OF PARISH COUNCILLOR – Given that the parish council is in the fourth year of a four year cycle and that all parish council seats will be up for election we agreed to operate with a vacancy for the remainder of the year. We asked the clerk to inform all four persons showing an interest and to invite them to stand for election in 2022.
500 OTHER GOVERNANCE MATTERS –
i. Insurance Renewal – The clerk reported that this is due on 1st June and the premium is £1393.27 with reduced Key person cover and the premium also appeared to be greatly influenced by a building valuation of around £390k which the clerk considered excessive. We authorised the clerk to take these matters up with came and co and to pay the necessary premium.
ii. Laptop – The clerk had previously informed us of the technical advice reived that the hard drive on the laptop was unstable and in conjunction with the chairman had taken emergency action to purchase a new laptop to preserve the integrity of the parish council data We RESOLVED to give retrospective approval to the expenditure of £524.17 plus VAT for that purchase.
iii. Software – in setting up the new machine and transferring software the clerk had been informed that the version of Microsoft Office in use is no longer supported and therefore not in receipt of security updates. We therefore also RESOLVED to authorise the purchase of a perpetual licence for Microsoft Office Professional 2019 at a cost of £141+VAT
Proposed Cllr. Spendelow Seconded Cllr. Kirt
501 PLANNING – UPDATE ON PREVIOUS PLANNING APPLICATIIONS – Cllr. Johnson, as chairman of the Planning Working (PWG) group brought us up to date on existing planning applications undecided at the last meeting and received since the last meeting as included in the report circulated with our agenda.
i. 21/00354/FUL – Proposed construction of a single storey dwelling on land to the side of the existing dwelling – 68 Helpston Road – We noted that the site was the entrance to an industrial operation granted permission under planning application 05/01975/FUL and that this application for a dwelling had not mentioned a change of use, furthermore if constructed to plan would restrict the access to the industrial part of the site. We noted that the whole site was included in the application not just the grounds associated with the proposed dwelling. We object to the application in its present form and would ask planners to refuse the application
ii. 21/00361/HHFUL – Gazebo and associated acoustic fencing – 9A The Green. We felt that the quality of the application was poor and uninformative. We therefore felt unable to reach a conclusion other than to support any legitimate objections from neighbours if any were to be made and also to support the tree officer when determining the application.
iii. 21/00407/OUT – Outline application for the erection of one detached single storey dwelling house including access (with all other matters reserved) – 52 Helpston Road – We noted the objection raised by residents of Elm crescent in the public forum earlier in the meeting. We unanimously shared those concerns and in addition `considered the proposed bungalow to be over development of the site in contravention of local planning policies and the policies in the Glinton Neighbourhood Plan. We ask that planners REFUSE the application.
iv. 21/00491/HHFUL & 21/00492/LBC – Erection of single storey detached annex – 9 The Green – on balance we have no objection to the proposed annex but would support any neighbours in legitimate objection. We also consider that a restrictive condition should be applied to use in conjunction with the main building and the annex not allowed to be leased, sold or otherwise occupied as a separate residence.
v. 21/00563/FUL – Proposed Extension and Alterations to Existing Nine Bedroom Care Home, and an Addition of a Separate Fourteen Bedroom Unit to Create Twenty Four Bedrooms across Two Units – 37A Lincoln Road – We considered the details of the proposal and the reasons stated for the proposed works. Whilst sympathetic to the idea of expansion of the facilities available on site we consider the proposals to be overdevelopment of the site and strongly support the objections and concerns of neighbours. The resultant increased size of the care home will of necessity attract doctors, careers and a range of ancillary staff as well as relatives and the proposed car parking is in our opinion woefully inadequate. We therefore object to the application in its present form and feel a smaller extension would allow for more realistic level of car parking provision.
vi. 21/00567/HHFUL – Single storey flat roof rear extension – 49 Lincoln Road – No Objections.
vii. Neighbourhood Plan Referendum – We noted that the plan had received an overwhelming 88% approval at the referendum held on 6th May 2021 and anticipate the formal adoption by the city council in June of this year.
502 MEMORIAL HEADSTONE – We approved the application from JG Cross, monumental masons, for a memorial headstone for the grave of the cremated remains of Mr. John J Wedgwood.
503 STANDING ITEM – REPORTS FROM THE CLERK AND COUNCILLORS ON ATTENDANCE AT MEETINGS OR EVENTS ON BEHALF OF, OR AFFECTING THE PARISH COUNCIL
None to report.
504 HIGHWAYS – To note the observations of Councillors
Councillors raised the following matters to be taken up with the city council
i. Tree on the Green in need of trimming as overhanging the footpath
ii. Missing posts outside the NISA shop cum Post Office
iii. Overdue installation of agreed bins
505 SETTING THE DATES, TIMES AND PLACE OF ORDINARY MEETINGS OF THE FULL COUNCIL FOR THE YEAR AHEAD
We noted the dates of the third Tuesday of the month for meetings in the remainder of the electoral year as follows:
DATE OF NEXT MEETING – Tuesday 15th June, 2019 at 7.15pm in the Village Hall.
FUTURE MEETING DATES : 2021 – 20th July,(17th August if required), 21st Sept, 19th Oct, 16th Nov, 21st Dec
2022 – 18th Jan, 15th Feb, 15th Mar, 19th Apr, 17th May (Annual Parish council)
Meeting closed at 9.21pm