2022-23 Parish Council Minutes of Meetings

Cranwell, Brauncewell and Byard’s Leap Parish Council

Minutes of the ordinary meeting of Cranwell, Brauncewell and Byard's Leap Parish Council held at Cranwell Village Hall, Old School Lane, Cranwell Village, NG34 8DF on Monday 13 June 2022 at 7:00 pm.

Participating:   Chairman:   Cllr Mr T Batten

Councillors:   Cllr Mr M Pears, Cllr Mrs M Cassidy, Cllr Mr M Cassidy, Mrs C Batten, Cllr Mr M Collier.

Also in attendance:   District Councillor Jim Clark, Dist Councillor Steve Clegg.

Mrs Kirsty Elson, Clerk to the Parish Council

Members of the public: 1 

The member of the public raised queries about the length of the presentations at the Annual Parish meeting and suggested that they were too long and that there should have been a time limit for the speakers.  The Chairman stated that the speakers/organisations had been given a 20-minute time limit.  The member of the public also suggested that the public questions session should be at the beginning of the meeting as by the time the presentations had finished, he felt that no one wanted to pose questions.  The Chairman thanked the member of the public for his suggestion and said that the Parish Council would take it into consideration.

District Councillor Jim Clark: NKDC meetings are now back in person and open for the public who are welcome to attend.  The district councillor also highlighted to the Parish Council that a resident had been quite badly wounded by a dog and suggested that the playing field should be monitored for dogs on the loose.

District Councillor Steve Clegg: NKDC are keen to promote healthy living and have a walking festival from the 18th of June to the 3rd of July.  (Information about the walking festival will be available on the Parish website) 

The Chairman declared the ordinary September meeting open at 7:14 pm.

95.   To receive apologies for absence and reasons given i.a.w. Local Government Act 1972, Sch 12, para 40.

1 Absence – Cllr Alice Holden.  No apologies received.

96.   To receive declarations of interest and to consider applications in relation to Disclosable Pecuniary Interests.
Cllrs Mike Pears, Michael Cassidy, Maureen Cassidy and Trevor Batten declared an interest in item 98.  b as Cllrs Mike Pears, Michael Cassidy and Trevor Batten are all claiming expenses.  Cllr Maureen Cassidy declared an interest as Cllr Michael Cassidy’s spouse.

97.   Notes of the ordinary meeting held on Monday 9th May 2022, of Cranwell, Brauncewell and Byard's Leap Parish Council to be approved as Minutes.

Action:  The Council RESOLVED to approve the notes of the ordinary meeting held on Monday 9th May 2022, of Cranwell, Brauncewell and Byard's Leap Parish Council, as Minutes.

Proposed by Cllr Mike Pears, seconded by Cllr Mark Collier and approved unanimously.

98.   Financial Matters

a.   Approve the payments made since the last meeting.

Action:  The Council RESOLVED to approve the payments made since the last meeting.

Proposed by Cllr Mark Collier, seconded by Cllr Michael Cassidy and approved unanimously.

b.   Approve the payment of invoices etc. as listed on the Payments to be Authorised sheet.

Action:  The Council RESOLVED to approve the payments of invoices except for the SSE supply for xmas lights, as this invoice is far too high for the usage and is currently being looked into by SSE.  Proposed by Cllr Carol Batten, seconded by Cllr Mark Collier and approved by a vote of 3 for, 0 against and 4 abstentions.

a.   Approve the bank reconciliation from the previous months (April, May).

Action:  The Parish Council RESOLVED to approve the bank reconciliation from the previous months.

Proposed by Cllr Mike Pears, seconded by Cllr Maureen Cassidy and approved unanimously.

b.    Consider putting a £500 limit on the Clerks/RFO’s parish council debit card to improve internal controls and mitigate any risks of an unlimited access.  (Financial regulations 6.18)

Action:  The Council RESOLVED to place a £500 limit on the clerk/RFO’s’ Parish Council debit card.

Proposed by Cllr Mark Collier, seconded by Cllr Maureen Cassidy, approved unanimously and therefore RESOLVED.

c.   To consider replacing the netball metal mesh nets, if agreed consider the following quotes: YAEHAI £15.90; TRIXES £12.99.

Action:  The Council RESOLVED to replace the netball metal mesh nets.  Cllr Michael Cassidy proposed that the Parish Council purchase the YAEHAI nets for £15.90, this was seconded by Maureen Cassidy, approved unanimously and therefore RESOLVED.

d.   To consider increasing the village Green Lighting budget line from £700 to £1,200.

Action:  This had been resolved in the May ordinary meeting of the Parish Council.

e.   To consider the two quotes to install a village green floodlight. (Funds to be taken from Village Green Lighting budget).

Action:  Cllr Michael Cassidy suggested that the Matsons quote is the most reasonable at £1,230, Cllr Mike Pears queried if it included digging the hole for the Column?  It was proposed by Cllr Trevor Batten to go forward with the quote from Matsons as long as it includes digging the hole.  This was seconded by Cllr Mark Collier, approved unanimously and therefore RESOLVED.

It was also proposed By Cllr Trevor Batten to move £30 from the jubilee budget line to the village green lighting budget line to cover the cost. This was seconded by Cllr Mike Pears, approved unanimously and therefore RESOLVED.

f.   To consider the new budget headings and budget lines.

The Clerk had circulated the new budget headings and budget lines to all Councillors.  All Councillors agreed to the new structure.

g.   To consider the Parish Council accounts for the financial year end 2021/22.

The Clerk had circulated the year-end report for the Parish Council accounts for the financial year end 2021/22 to all councillors.  

Action: It was proposed by Cllr Maureen Cassidy to accept and sign the year-end report, this was seconded by Cllr Mark Collier, approved unanimously and therefor RESOLVED.

To review the inventory of land and assets including buildings and office equipment.  (Asset Register).

The Parish Council made the following amendments to the Asset Register:

Portacabins Value - £0
Removal of picnic bench located on the playing field with a value of £500
Removal of noticeboard located on Stonecross Way with a value of £400
Removal of noticeboard located at Brauncewell Forge at a value of £90
New replaced noticeboards located at the Church and Village Hall with a value of £600
Change of description Playing field posts and gate now Bowling Green posts and gate.
Change of value of the village Hall Car Park to £27,000
Addition of Charnwood Pedestrian metal gate located at the North Side of the playing field with a value of £347.94
Addition of Village Cross located opposite the Post Office with a value of £10,000
Addition of three defibrillator boxes located a the Cranwell Village Hall, Brauncewell and Byard’s Leap, with a value of £3,000.
Addition of village green meter with a value of £1,000.
Addition of Dog Bins x 6 located around the Parish with a value of £3,000
Addition of Play equipment Ball Shoot £1,000

Once the above amendments have been made the asset register will be up to date to the 31st March 2022. Further amendments will have to be made when the new playpark and CCTV system are in place. 

Action: The Parish Council RESOLVED to agree to the amendments/updates to the asset register, this was proposed by Cllr Mark Collier, seconded by Cllr Maureen Cassidy and approved unanimously.

To consider the internal auditor’s report for the financial year 2021/22.

Action: Cllr Trevor Batten proposed that the Parish Council accept the recommendations made by the internal auditor and that the Parish Council will action the legally required items as soon as possible and will work through the other recommendations throughout the year when they have time.  This was seconded by Cllr Michael Cassidy, approved unanimously and therefore RESOLVED.

To consider the approval of the 2021/22 Annual Return –  Section 1, Annual Governance Statement.

The Parish Council went through section 1 of the Annual Governance Statement they agreed yes for items 1,2,3,5,6,7 and 8. However agreed to stating No for item 4, as during the financial year 2021/22 they did not give all persons interested the opportunity to inspect and ask questions about this authority’s accounts.  The Parish Council had not set their notice of public rights dates or published the notice of public rights and publication of unaudited Annual Governance and Accountability form.  This was because the Parish Council were not aware they had to do so, as it had not been advised in previous years.

To consider the approval of the 2021/22 – Section 2,  Accounting Statements.

Action: The Parish Council RESOLVED to move this item to an extraordinary June meeting of the Parish Council as the asset register had to be updated as stated in item 99.

To consider setting the AGAR public rights date from the 20th June to the 29th July 2022.

Action: It was proposed by Cllr Trevor Batten that due to Section 2 of the AGAR now being signed off  on a different date the notice of public rights dates will be set from the 1st of July 2022 to the 11th August 2022.  This was seconded by Cllr Mark Collier, approved unanimously and therefore RESOLVED.

Receive a report from the clerk on matters pertaining to the Parish Council.

SSE – The village green Xmas lights meter account has been held and SSE will be contacting the Parish Council to arrange to come and read the meter.  SSE will then re-issue an invoice with the correct amount for this meter.

Streetwise – Clerk has emailed and phoned the company several times requesting a schedule of cuts, but to this date has still not received it.  The Chair suggested that someone from the Parish Council would have to go to the company offices to request this information in person.

To review and re-adopt the Financial Regulations.

Action: The clerk had updated the financial regulations as advised by NALC/LALC/internal auditor.  It was proposed by Cllr Trevor Batten, seconded by Cllr Mark Collier, approved unanimously and therefore RESOLVED to accept the updated financial regulations.

To consider adopting the new Expenses Policy.

Action:  The Council RESOLVED to adopt the new Expenses Policy.

Proposed by Cllr Mark Collier, seconded by Cllr Carole Batten and approved unanimously

Planning Applications.

a.   22/0534/VACON – Application to varying condition 4 (approved plans), revised design to the proposed plans and elevations to include windows within principle elevation - attached to planning permission 21/0817/FUL – Removal of portable buildings and erection of a community pavilion.  (Parish Council’s Application therefore cannot comment, listed here for public information.)

b.   Leasingham and Roxholm neighbourhood Plan.  Publicity period – Monday 30th May to Monday 18th July 2022, all comments must be received by 17:00 on Monday 18th July 2022.

No comments made by the Parish Council.

c.   22/0608/HOUS: Single Storey front extension.  41 Edmunds Road, Cranwell, Sleaford.  Comments by 25th May.  Application not yet determined.  No comments made by the Parish Council.

Planning applications determined:

a.   20/0903/HOUS – Application to discharge condition 4 (tree/hedgerow protection) condition 8 (landscaping) and condition 3 (archaeological monitoring).  Re planning permission – Tennis court with fence enclosure.  Dunsby House, Lincoln Road, Dunsby, St Andrews, Sleaford.  Application approved.

b.   18/1517/FUL – Redevelopment of former farmyard with the erection of 17 dwellings, the conversion of 2 barns to create 4 dwellings (21 dwellings in total), erection of 2 retail/business units and the formation of a public open space area.  Manor Farm, College Road, Cranwell.  Application approved.

Street naming – Land at Willow Lane, Cranwell.  New Road name: The Hawthorns – Approved.

To continue setting up the Building and Project committee:

a.   Determine the number and times of the ordinary meetings of the committee up until the next annual meeting of full council.  (May 2023)

It is stated in the committee terms and conditions that the committee will meet 4 times per year.

b.   Appoint the Chairman/permit the committee to appoint its own Chairman (only for non standing committees)

The Building and Project committee is not a standing committee; therefore this will be decided in the first meeting of the committee. 

c.   Determine the place, notice requirements and quorum of the Committee which shall be no less than three.

Not a standing committee therefore this is determined in the committees’ terms and conditions. 

To consider placing a Parish Council letter box on the Village Hall for all Parish Council Correspondence.  If agreed, consider the following quotes:

Action: The Parish Council RESOLVED to place a Parish Council letter box on the Village Hall for all Parish Council correspondence.  Proposed by Cllr Trevor Batten, seconded by Cllr Mark Collier and unanimously approved.

1.   Burgh-Wachter MB01BK Classic wall mounted galvanised steel lockable weatherproof post box: £29.98

2.   Trintion mounted Steel letter box, weatherproof.  £18.59 (Slightly Smaller)

3.   Mail Catcher Large letterbox Black, weatherproof and waterproof.  £62.70

Action: It was proposed by Cllr Trevor Batten to purchase letter box 1.(as stated above), seconded by Cllr Mike Pears, approved unanimously and therefore RESOLVED.

To consider writing to the owners of the noticeboard on the Bristow estate, to ask for permission to remove the Parish Council plaque, as this noticeboard is not owned or maintained by the Parish Council.

Action: It was proposed by Cllr Michael Cassidy to write to Kier homes about the noticeboard on the estate, stating that it is not owned by the Parish Council and the Parish Council will remove the PC sign by a specified date if no action has been taken by Kier to do so themselves.  Seconded by Cllr Mike Pears, approved unanimously and therefore RESOLVED.

Receive reports from councillors on their areas of responsibility.

Cllr carole batten: Had nothing to report from her area of responsibility.

Cllr Michael Cassidy thanked the jubilee working group for all their efforts in arranging the jubilee events in the village.

Cllr Mark Collier: Cllr Collier reported that the jubilee events were a great success and people were really mixing well. A resident suggested to him that it would be nice if the parish councillors had a question time/surgery and if one or two could attend the village coffee morning so parishioners can pose queries to the Councillors. 

Cllr Michael Cassidy:

Byard’s leap. 

The various a17/b6403 road/island lighting  problems  previously reported would appear to be "under investigation " or subject to the proposed July works. 

The work to install the new main water grid nears completion , and much of the earth works have  finished , the fields being returned to level surfaces. 

Some overhanging branches which obscure the exit view from  the  a17(t) declassified   onto the b6403 have been reported. 

b1429 

Due to the light evenings not possible to check all lights are working. 

Have reported again the missing RAF light no 64 , knocked down circa 4/5years ago. 

As previously some minor degradation on the footpaths near lighter than air road , not actionable. 

Cranwell 

Awaiting further info from RAF re the OASC layby and lights, RAF are contacting LCC re ownership of the highway  

grass cutting etc  already well noted by all. 

Willow lane potholes getting worse. Probably reportable soon. 

The Caloo sign by the exercise equipment  is beginning to have some slight rust on the top frame, also very dirty(mud etc )  on the rear.  Needs a good scrub ! 

At some point needs repainting to avoid further rusting , and at the same time the ball shoot needs repainting , looking tired. Not certain as to which ral colour this green is.  (Will contact Caloo) 

The play area side fence to the single gate needs to be reinstalled to the vertical contacted two local tradespeople  , no takers. 

The  netball " baskets " are missing , see  agenda item re replacement. 

The jubilee tree is looking good, decision re "style "  reqd before long,. 

No plaque  evident , await Kirsty having any info  re our order/return 

Garden of remembrance 

Hard standing was power cleaned and treated with wet & forget  by Cllr pears and Cllr cassidy a couple or so years ago. 

Now looks as if a refresher of wet & forget  would be good maintenance  to prevent  additional  work  at a later date.  

Propose to remove the "covid  restrictions " notices from the various tennis court/play areas  when we take the nets down in the coming few days.  unless Cllrs have a different view. 

Cllr Mike Pears:

Confirm the date of the next meeting.

The Clerk confirmed that the date of the next Ordinary meeting of the Parish Council will be held on Monday 11th July 2022.

To resolve to go into closed session in accordance with the Public Bodies (Admissions to Meetings) Act 1960, as amended by Section 100 of the Local Government Act 1972, to discuss the following matters;

1.   Staff Cover

Action: The Parish Council RESOLVED to go into closed session, proposed by Cllr Trevor Batten, seconded by Cllr Mike Pears and approved unanimously.