2022 Parish Council Minutes of Meetings

Welbourn Parish Council Meeting 

MINUTES OF THE OF THE MEETING OF WELBOURN PARISH COUNCIL HELD ON MONDAY 12 OCTOBER 2022 IN THE WELBOURN VILLAGE HALL AT 7.30 p.m. 

PRESENT 

Cllr Marianne Overton MBE

Mr Jim Fieldhouse – Parish Clerk

A Welbourn resident

Not Present 

1. The Chairman welcomed everyone to the meeting. 

2. Acceptance of reasons for absence 

Apologies were accepted from Cllr Harriet Huntsman, District Councillor Mrs Lucille Hagues who are both on holiday, and Cllr Chris Dixon who is away. Cllr Katie Stark had been unexpectedly delayed at work. These reasons were accepted. 

3. Declaration of interest in any matter on the agenda 

No interests were declared. 

4. Notes of the last meeting held on 26 September 2022

These were proposed by Cllr Rod Storer and seconded by Cllr Kevin Dowling. It resolved unanimously to accept the notes as minutes. The Chair signed the notes as minutes. 

5. Matters Arising 

The Parish Clerk confirmed the following: 

Items 9-11) A folder containing the new safeguarding policy and volunteer policy has been handed to Cllr Jake Beaty who will pass on to The Welbourn Forge coordinators. The accident book has yet to be passed on. Arrangements are still in hand regarding purchase firefighting equipment, the plaque and arranging Health and Safety training for the coordinators. 

16.1) is still outstanding. 

16.2) Is partially completed. 

16.3) is completed. 

18) The parish Council’s application for a litter picking grant has been approved for £153.51. 

19) The police surveys forms were not submitted because the deadline was missed following the postponement of the September meeting. 

6. Public Forum – No comments received. 

7. County and District Councillors update

(Cllr Marianne Overton MBE arrived at 20.33 and delivered her report after Item 14)

Cllr Overton referred to her recent newsletter. She warned that the County Council’s budget would be short for the current year due to higher that budgeted inflation and wage costs. References were made to local food bank arrangements, warm places, and road improvement budgets. 

Cllr Overton agreed to follow up a query regarding the delay in implementing the 40-mph speed limit on the A607 through the village. 

8. Plant for the Planet update

Members considered a report received from the Plant for the Planet Group dated 3 October 2022. The Council resolved to make the following comments regarding the numbered points: 

1.   The Group’s comments are noted. The Council has reason to believe that the land where the horse chestnut tree is situated belongs to Lincolnshire County Council. The Council has no information as to when the County Council plans to remove this tree. The Council suggest that the Group ask Sir William Robertson Academy if the school would be interested in planting an oak tree as part of the Queens Green Canopy scheme. 

2.   Plant for the Planet volunteers can plant the samplings from the Woodland Trust behind the play equipment in the park to further extend the hedge by 7 metres in their own time as and when. 

3.    The Council compliments residents for having grown these samplings from seed. However, the Council have the following concerns: 

•   These samplings are too small and immature to plant in the areas specified. 
•   They could get mown down by grass cutting operations.
•   The land in question may not belong to Welbourn Parish Council. Land ownership questions still need to be clarified. 
•   Planting in the suggested locations could damage culverts and drains.
•   The tree species are prone to grow too big.

The Parish Council makes the following suggestions: -

•   That the saplings be planted on two sides of the boundary with the Francis’s Farm. When the samplings are more mature (3-5 years’ time) replanting in alternative locations can be considered. 
•   Offer the saplings to residents to plant in their own garden.

9. Current and Future maintenance responsibilities

The Parish Clerk confirmed that items 8 a-e) from the September 2022 minutes had been actioned or completed. 

The metal fencing around the moat is damaged and needs repairing and the post supporting the dog waste bin between the Manor Care Home and Hunt House needs replacing. 

Resolved that the Chair investigates methods and costs of repair of these items. 

The willows at Castle Hill open space require pollarding. 

Resolved that the Parish Clerk obtain quotes for this work.

Councillors identified further properties where hedges are impinging on the highway. 

Resolved that the Parish Clerk write to the parties to request their cooperation in removing these obstructions. 

10. Planning Applications 

The Council considered the following matters: 

a) LCC Reference:PL/0101/22

Development:  for 1 x 100 cubic metre leachate storage tank and a compressor shed (retrospective). Location:  Leadenham Landfill, pottergate Road, Leadenham

Grid reference: 496085  352160

Resolved that this retrospective planning decision be noted and that the Parish Clerk ask the County Council how much longer the Leadenham Landfill site will be operating. 

b) Central Lincolnshire Local Plan Review Examination

Resolved that the examination is noted. 

c) Application of Proposed Works to Trees Subject to Tree Preservation Order

Application reference: 22/1416/TPO

Description of works: T4 Walnut - fell

Location: Paddock House, 3 Old Mulberry Court, Welbourn, Lincoln, Lincolnshire

Resolved that the Council have no objections to the proposal. 

11. Notification of Planning Decisions made by North Kesteven District Council. 

None to consider.

12. Finance

The following items were presented by Cllr Storer in the absence of the Responsible Finance Officer: 

12.1 Accounts value (4th October):

12.2 Bank reconciled:

£0 discrepancy

12.3 Payments made since last meeting (14th September):

2.4 Expected payments before next meeting:

.5 AGAR Completion:

We have received the completed external auditors report and certificate with the anticipated notes. 

•   The year-on-year difference did not alight, this was expected and discussed previously and is how we have “reset” the accounts to correct the problems from the 20-21 submission. 
•   Assertion 3 – this relates to the information requests made by PKF Littlejohns LLP between September and December 2021.   

The report will be displayed on the Parish council website and village board. 

12.6 Budget: 

A draft budget for 2023 -2024 will be circulated shortly for discussion and consideration at next month’s meeting. 

12.7 Proposed and resolved by unanimous vote: That these financial reports are noted and accepted. 

13. Portfolio holders’ update

13.1 Cllr Michael Bighi stated that he had contacted the Welbourn Primary School requesting ideas from the children to make the village better. The Chairman asked that contact be made with Sir William Robertson Academy. 

13.2 Cllr Jake Beaty requested that the Parish Clerk urgently dispatch arrears letter(s) to allotment holders who are in arrears with their rent requesting prompt payment. 

13.3 No other updates given. 

14. Proposed solar panel and battery installation for Welbourn Village Hall

14.1 The Chairman referred to Item 17 of the September 2022 meeting of the Council. Three up to date quotes had now been circulated to all Members since the last meeting. The Chairman asked members to decide which quote the Council would wish to accept. 

14.2 Proposed and resolved by a majority vote: That Welbourn Parish Council accept the quotation from Eagle Electrical for the installation of 30 solar panels and two storage batteries subject to the following provisos: 

a) That the Clerk clarify whether or not VAT is applicable and at what rate.*

b) That the Village Hall and Playing Field Committee confirm in writing that it will reimburse Welbourn Parish Council the sum of £4920 (not exceeding £5000) after the Council have made the final payment to the contractor. 

15. Agree meeting dates to 2023

The following dates (all Wednesdays) were agreed 

11 January; 8 February; 8 March; 12 April; !0 May; 14 June; 12 July; !3 September; 11 October; 8 November. All meetings to commence at 7.30 pm. 

Annual Parish Meeting Wednesday 10 May commencing 7.00 pm. 

20. Meeting closed at 9.08 pm. 

21. Next meeting Wednesday 9 November 2023. 

Copies to:

All Parish Councillors; County & District Councillors. 
Parish Council Web Site. 

Future Parish Council Meetings: 

9th November 2022

December 2022 – no planned meeting.

Portfolio Holders 2022 

Cllr Robert Cross portfolio is Byways/Highways, the Forge and Cliff Cluster group representative. 
Cllr Rod Storer has Drainage and is a member of the finance committee. 
Cllr Stephen Short has Planning, is Village Hall representative and on the HR committee. 
Cllr Katie Stark has communications, HR committee and relief Cliff Cluster representative. 
Cllr Jake Beaty has Allotments and Cliff Cluster representative The Forge.  
Cllr Kevin Dowling has Castle Hill. 
Cllr Harriet Huntsman is a member of the finance committee. 
Cllr Chris Dixon is a Village Hall representative. 
Cllr Michael Bighi – Schools Liaison 

*The Parish Clerk has confirmed with the Responsible Finance Officer that VAT has been correctly applied to the quotation and that this VAT can be reclaimed.