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 Friday 30th September at 7:00 pm.

Participating:   Chairman:   Cllr Mr T R Batten

Councillors:   Cllr Mrs C Batten, Cllr Mrs M Cassidy, Cllr Mr M A Cassidy, Cllr Mr M Pears (Vice Chairman and Acting Parish Clerk) and Cllr M Alexander

Also in attendance:   D/Cllr J Clark 

Mrs B Pears, Assistant Clerk to the Parish Council

6 members of the public were in attendance.

Public speaking: Chairman Cllr T Batten asked the attendees of the public if they wanted to speak or ask questions before the meeting opened.  No one wished to do so.

District Councillor J Clark Updated the meeting with NKDC news.  Hackney cab drivers have requested an increase and the licensing committee have recommended £2.80.  This will go up for approval. He pointed out that taxis are used more frequently by hospital patients due to the problems with ambulances so those people unfortunately will feel the effect.  Work has started on the Enterprise Park; costs are rising continuously. He reminded the meeting of the importance of covid and flu vaccinations with the renewed increase in national covid cases straining local services.  There were no questions for him from attendees.

The Chairman declared the ordinary meeting open at 7:08 pm.

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

Cllr M Collier was unable to attend, and his reasons were made known to the Council.

Action:  The Council RESOLVED to approve Cllr Collier’s reasons for absence.

Proposed by Cllr Michael Cassidy, seconded by Cllr C Batten and approved by unanimous vote.

134.   To receive declarations of interest and to consider applications in relation to Disclosable Pecuniary Interests.

Disclosure of pecuniary and non-pecuniary interests is to be in accordance with the Localism Act 2011.  The need for disclosure is to be based upon agenda items, or at any suitable time during a meeting when it becomes apparent to a Member.

Cllr M Pears, Cllr Mr M Cassidy and Cllr Mrs M Cassidy declared an interest in minute ref: 136b as they are a payment recipients.

135.   Notes of the ordinary meeting held on Monday 25th July 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 25th July 2022 of Cranwell, Brauncewell and Byard's Leap Parish Council, as Minutes.

Proposed by Cllr Maureen Cassidy, seconded by Cllr C Batten and approved unanimously.

Financial Matters

136.   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 C Batten, seconded by Cllr M Alexander and approved unanimously.

b.  Approve the payment of invoices etc. as listed on the Payments to be Authorised sheet.
                                 
EB-0822   Clerk's Salary   Brenda Pears   845.44   
EB-0821   Clerk's Salary   Kirsty Elson   690.89   
EB-0823   Insurance - Council Policy   Gallagher Insurance   3,600.93   
EB-0824   Grounds Maintenance   Streetwise Environmental Trading Ltd   192.68   
EB-0824   Grounds Maintenance   Streetwise Environmental Trading Ltd   200.08   
EB-0824   Grounds Maintenance   Streetwise Environmental Trading Ltd   87.12   
EB-0825   Councillors Expenses   Michael Cassidy   46.25   
EB-0826   Architect Fees   Architectural and Planning Services   890.00   
EB-0827   Expenses   Brenda Pears   70.00   
EB-0828   Clerk's Salary   Kirsty Elson   631.82   
EB-0829   Clerk's Salary   Brenda Pears   686.92   
EB-0833   Grounds Maintenance   John Scotney   278.25   
 EB-0830   Councillors Expenses   Michael Cassidy   30.80   
EB-0834   Quantity Surveyor Fee   N.A. Francis   500.00   
EB-0831   Grounds Maintenance   Streetwise Environmental Trading Ltd   200.08   
EB-0831   Grounds Maintenance   Streetwise Environmental Trading Ltd   87.12   
EB-0832   Grounds Maintenance   John Scotney   36.00   
EB-0831   Grounds Maintenance   Streetwise Environmental Trading Ltd   192.68   
EB-0835   Councillors Expenses   Mark Collier   11.55   
EB-0836   Hire of Village Hall   Cranwell Village Hall Management Committee   60.00   
EB-0837   Councillors Expenses   Mike Pears   28.35   
EB-0838   Playground Inspection   Wicksteed Leisure Ltd   72.00   
EB-0841   Expenses   Brenda Pears   35.00   
EB-0840   Clerk's Salary   Kirsty Elson   611.45   
EB-0839   Clerk's Salary   Brenda Pears   686.92

Total   10,772.33   

Action:  The Council RESOLVED to approve the payments of invoices etc. as listed on the Payments to be Authorised sheet.

Proposed by Cllr C Batten, seconded by Cllr M Alexander and approved unanimously.
      
c.  Approve the bank reconciliation from the previous month.

Lloyds Balance - £49,349.32
HSBC Balance - £20,323.13

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

Proposed by Cllr Maureen Cassidy, seconded by Cllr C Batten and approved unanimously. 

d.  Approve the revised insurance premium of £3,600.93

Following policy additions this is a new figure that can be fixed for 3 years.

ACTION:  The Council RESOLVED to fix this premium as offered.

Proposed by Cllr Maureen Cassidy, seconded by Cllr Michael Cassidy and approved unanimously 

e. To consider a tree surgeon inspects a tree on the boundary of the playing field and Thorold Avenue.  (Parishioner’s complaint) Cllr Michael Cassidy suggested an arborist would be better qualified first of all to establish the full state of the tree. It has been a problem for a while with branches falling off in the winter. Cllr Cassidy can provide a list of those employed on previous occasions for similar work.

ACTION: the council RESOLVED to obtain a status report from a qualified person/tree surgeon.  Clerk to obtain.  Proposed by Cllr T Batten, seconded by Cllr Maureen Cassidy and approved unanimously.

f. Streetwise Grass Cutting Contract. Poor quality of both work and service.  Streetwise have been taken over by Rushcliffe Borough Council.  The 3-year contract the council has with the company is due for renewal but the new organisation is not interested in continuing. Streetwise have not adhered to contractual agreements this year.  One invoice has been cancelled by agreement due to grass cutting appointments missed.  In addition, mulching cuts have not been done, nor has the council been informed of when the cuts were actually carried out – all of which is in the contract. The village is owed a hedge cut before the contract ends and now is faced with the cost of replacing the newly installed mat in the play area after Streetwise admitted they are responsible for completely mangling it. 

Action: Clerk is to summarise the current situation and negotiate with Streetwise as to how we move forward and complete the contract, physically and financially.

g. VAT claims.  In future, Clerk will make these claims each quarter.  

For year 2021/2022 - £3,421.26.  For the first 4 months of 2022/2023 year - £2,762.3.  Total of £6,183.60 now received. 

h. To consider amending the Bank Mandate for the HSBC Pavilion Account to the names of Cllr T Batten, Cllr M Pears and Cllr M Collier.

Cllr M Alexander, being newly appointed to the Parish Council, queried the names on the mandate as he was not sure whether these people had a vested interest, due to the donation offered from within the Parish Council.  Chairman Batten assured the meeting that these people are all independent of any donations and are the signatories on the main Parish Council Bank account with Lloyds. 

Action: to sign the completed form and submit these named councillors as signatories.  Proposed Cllr C Batten, seconded Cllr Michael Cassidy and approved unanimously.

i. To consider Asbestos surveys on the portacabin and other Parish building assets.  It is a legal requirement to have an Asbestos Register but this is something the Parish has not obtained to date. As the portacabin needs to be removed at some point the council needs to know the asbestos risk there, but also now to maintain a register of the locations, site plans and condition of other asbestos products in parish owned property.  Cllr Michael Cassidy has obtained quotes from 3 companies each offering different levels of reporting and he presented the details to the meeting.  The most comprehensive and reassuring was that from HSG Surveys. 

ACTION: The Council RESOLVED to accept the quote from HSG and to proceed with them to  compile an Asbestos Register. Proposed by Cllr T Batten, seconded by Cllr Michael Cassidy and approved unanimously.  

j. Cranwell, Brauncewell and Byard's Leap Parish Council Events Committee.  The Parish Council must inform the group that the council is not able to hand over a lump sum of £200.  The agreed donation to them must be made thus: The group advises the purchase they wish to make for the Clerk of Cranwell, Brauncewell and Byard's Leap Parish Council to raise an official order if the purchase is acceptable and to pay the invoice direct.  This meets auditing requirements and allows for any VAT to be reclaimed for the Council.  For full transparency the Events Committee must show they are properly set up with an auditable bank account to protect the Parish’s funds.  Cllr M Alexander asked that control of the money spent be in the council’s gift, which it will be as it is under the scrutiny of the Parish Clerk.  

ACTION – The council RESOLVED that the Clerk is to contact and advise the Events group and secure information required.  Proposed by Cllr T Batten, seconded Cllr Maureen Cassidy and approved unanimously.  

k. To discuss the charging policy for electricity consumed on the green.  Now that we have the facility to illuminate the green for events of different types, the electricity must be paid for.  ACTION: The council RESOLVED to charge commercial events per unit consumed (no figure possible at this stage) by taking meter readings before and after.  All village community events will not be charged.  Proposed by Cllr T Batten, seconded by Cllr Michael Cassidy and approved unanimously.  

l. ‘Branching Out’ offer of trees.  The organisation has offered larger saplings for tree planting schemes, including orchards. The rules for applying are more complicated than at first sight and there seems to be a requirement to purchase before reclaiming the outlay.  Cllr M Alexander favoured an orchard if possible, thinking of the local children gaining from this.  ACTION: Decision deferred.  As there have been ‘free’ trees offered by The Woodland trust in the past Chairman Batten suggested we wait to see if this is possible again. 

m. To discuss fixing the failed light over the defibrillator.  Cllr Michael Cassidy has changed the bulb and it has made no difference to a fitting which is of great importance over the defibrillator.  ACTION: Clerk to request an electrician to advise.  

NOTE: Cllr M Alexander left the room at 7.45pm and returned at 7.47pm.  

n.  To consider moving the HSBC Pavilion account to a Lloyds saving account.  This would gain 0.2% interest on the balance requiring 32 days’ notice to withdraw, rather than being charged £5 p month by HSBC for this account.  ACTION: to wait until new signatories are confirmed.  

o. To consider purchasing slate to mulch and protect the Jubilee Tree.  Cllr Michael Cassidy has maintained the tree since it was planted, keeping it watered and weed free.  His suggestion is to use plum slate as a mulch, to be in keeping as a ‘regal coloured’ addition.  

ACTION: The council RESOLVED that Cllr Cassidy should buy the slate to fulfil the task, making sure the council is invoiced directly.  Proposed by Cllr Michael Cassidy, seconded by Cllr M Alexander and approved unanimously. 

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

1.August payments made under authorisation by Trevor and myself under our “Financial Regulations” – presented here as “Payments to be authorised” for formal authorisation.

2. Two weeks ago I received the first report from the External Auditor on our AGAR – it was not ready to be approved.  Several problems in the way the figures had been entered “incorrectly” by Kirsty – explanations and corrections sought.  It’s all Kirsty’s work so I had to refer to her for answers so it will not be straightforward.  She acknowledges that she knew that there were errors in it as it didn’t reconcile at the yearend (March 2022) yet she presented it to the P.C. on June 13th to be approved and for the Chairman to sign it.  I have already done a lot of work on this.  After further communication with the Auditor the AGAR will be signed off “with exceptions” on these figures – they will need to be balanced next year when the next AGAR is done so that the figures all balance.

3.Legionella Test finally done – sent off on September 1st.  Certificate now received – all clear.

4. Crane Road Bus Shelter hedge – cut by NKDC on 5th August.

5. North Road hedge – update. Thanks to Cllr Richard Wright for his assistance with this.  He reports that LCC are issuing legal letters to the owner for clearing the highway.  Residents need to approach NKDC for a “nuisance” and “loss of light” complaint.  NKDC Cllr Clarke has been asked to help.  An email received from residents – concerned that it will once again go down a “black hole” – and they were told before, several years ago, that it would cost £150 to apply.

6. NKDC Litter Picking Grant – applications now requested – 80% of “cost” or 21p per head of population (whichever is lower).  We received this last year and received £579.39.  An application has been made by email to NKDC.  Waiting for NKDC to advise how much we must invoice them for to receive the grant. DONE.

7. Legal advice from LALC in response to requests from other councils: SEE LIST BELOW

a. cannot cancel meetings once announced for any reason – need to meet then declare non-quorate.

b. must co-opt everyone who qualifies if number is less than vacancies (cannot pick and choose)

c. resignations by email acceptable

d. extra-ordinary meetings – are called by Chairman (not Clerk) and Chairman signs agenda.  Councillors can request according to Standing Orders but NOT clerk’s responsibility.

8. HSBC account – cannot access as no passwords etc.  Money needs to be transferred back to Lloyds account for Pavilion costs.  Letter on 29th June 2021 saying account completely frozen due to inactivity – no trace of our response.  We still receive monthly statements and they still keep taking a £5 account charge each month.  I went into bank on 8th Sept – was told how to get this fixed.  The form just needs signatures and then posting. 

Nominated 3 signatories, any two to authorise.  Mike Pears, Trevor Batten, Mark Collier.  Need to provide a P.C. minute that approves this action – the meeting has been asked to approve in Finance Matters - 136h.

Then, once set up, we need to get account “unfrozen” as they have frozen it through inactivity. 

9.  Cllr Cassidy reports “overhanging branches” on Playground – some dead – suggests it needs cutting back.  This was on agenda last time – agreed to investigate – but need to know who owns the trees ?  Question – if trees overhang your property – isn’t it your responsibility to cut it back to the boundary and give them the cuttings ? 

10. Further communication from Mr Hadfield about Bristow Estate and Keir Homes – responsibility for maintenance of open spaces (see letter forwarded to all).  Was requesting contact information for Keir Homes.  I contacted D.W.Woods (Holbeach) who are sub-contractors doing the actual work – had nice chat – they agreed to discuss with Mr Hadfield if he phoned them.  Passed contact information on to Mr. Hadfield and told him that it was up to him to deal with it as we can’t.

11. “Dame Margaret Thorold Apprenticing Charity”.  Details discovered in P.C. files on One Drive.  Anyone know anything about it ?  Gives grants of approx £100 per year to young people resident in Cranwell, Marston & Sedgebrook parishes who are taking up apprenticeships or attending university or college with a view to entering a particular profession.  Application by November each year – Administrators are Tallents Solicitors in Nottingham.  Trustees meet in February to consider – they are the Parish Vicars, two representatives from each of the 3 Parish Councils. (Cllr Michael Cassidy suggested previous Chairperson Cllr Helen Morris could help)

12. On September 30th I did a free Scribe seminar about “Budgeting & Forecasting”.

This is a very powerful tool.  This week I sent out to everyone a printout of what is on Scribe at the moment which was done by Kirsty – it’s clearly not right and Michael Cassidy has already pointed out some issues.  I need to work on this to get it right according to what we did last year.  However, when correct, it will be a powerful starting point for when we start to do the 2023/24 budget in November/December.  

13. Lloyds Bank Accreditation finally arrived (pin number) on September.  It took 2 visits to the Bank hole-in-the-wall machine in Sleaford to get it working – due to problems caused by their delays in sending out the pin (it was considered “lost”).  Now doing the same for Cllr Collier !

14. SSE – still sending ridiculous bills for electricity supply on Village Green – increasing by their usage “estimate” of £1,000 per month – total now nearly £6,000.  Actual bill should be about £100 – mainly Standing Charges.  Actual use is 3 units.  Don’t know what else we can do – I’ve sent photos of meter, had phone conversations when they said they would send out a meter reader, 11th Aug had a text from them agreeing that bills are “probably too high” and asking for another meter reading which was sent.  It has made no difference !  Currently they are not threatening to cut us off. Still pursuing resolution.

15. There is no trace in the records of the “£400 promised donation” from the Junior Football Club” as suggested by the Chairman previously.  We are due to be charging them £5 per day for use of toilets – so when did they start using them (to know how much to charge).  Who do we contact now? (Cllr Michael Cassidy suggested the origin of this is the club’s request to pay in a lump sum rather than £5 at a time) 

16.We’ve been sent a pro-forma invoice to request £620.91 from L.C.C. for grass cutting.  Invoice submitted to LCC on September 12th.

17. VAT reclaim – now sending these in every Quarter – next one due next week – should only be about £230 this time (we haven’t been spending enough !).

18.  Ken Wilson is resigning from the post of Chairman of the Village Hall Committee with effect from the October A.G.M.  They are asking for someone to take his place.

19. Both Social Club and Village Hall Committee have in the past agreed to donate £250 each towards the cost of the new Security Camera system.  Now that we have spent the money on equipment – can we invoice them for these donations ?  (Response – suggest wait until the cameras are installed)

20.  New Councillors – a reminder that it’s a condition of being appointed to the Council that they undergo a “New Councillor” training session with L.A.L.C within 4 months of their appointment.  This can be done on Zoom (3 hours).  Needs to be booked by the Clerk – dates are Tues 18th Oct 10am-1pm.  Tues 29th Nov 6pm–9 pm.  So let me know please. 

21 .FINALLY - Bowls Club – where is the 2 year Lease that we have with them ?  There is an unsigned lease document in the files.  It states it should be renewed every 2 years on a “peppercorn” rent of £10 per annum.  Two weeks ago  “The Valuation Agency” (Rates) sent a letter to the Bowls Club requesting rent, lease or ownership details of the Bowls Club for Rate-Revaluation purposes.  Deadline of October 27th to respond online.  Important question – when did they first occupy the property ?  (Clerk to complete – liaise with club to obtain answer)

OLD SCHOOL

Need to check the radiators are correctly set now that the building is not in use – Clerk.

Social Club - We need a copy of the Full Land Registry Document which includes the yard for our files.  We currently have the yard included in our insurance policy.  It seems that now we need to remove it – but we need to document doing that with the relevant paperwork that shows that it’s not ours to insure and justifies the change.  (Chairman Batten to liaise with Social club to resolve)

PAVILION INTEREST RATES

The council already has £7k per year budgeted to cover a loan for the Pavilion.

DECEMBER 2021 interest rate was 1.55%
OCTOBER 2022 is NOW 5.3%

So £100k paid back at £7k p.a. would now take 26 years.  Previously around 12 years   

RAINBOWS - Moving to Village Hall on October 12th – they will have done 4 sessions at Old School – perhaps we don’t charge them anything (somewhat spartan environment as some furniture/equipment moved out).  (But as this would set a precedent – continue as before and invoice)

Planning Applications.

a.   No applications received.  Oxenford Farm approved for residential use.

Receive reports from Councillors on their Areas of Responsibility.

Cllr Carol Batten – nothing to report.

Cllr Michael Cassidy 1st SEPT 2022                                                   

Byards Leap 

The A17 resurfacing work now complete. 

The demolished pole light on the island A17/B1429 has not been replaced, reported 3 months + ago    

B1429 onwards   

The footpath near the Kidz zone/bend opposite the speed indicator is breaking up at the kerb side, getting close to needing report/repair   

Street lights will be checked as the nights draw in .   

Light no 64 , AWOL for 5 + years remains absent.   

Reported to the RAF contact attending the P C meetings. 

The footpath near lighter than air road beginning to degrade . 

The layby next to the OASC , with the two non-functioning lights  and hole covered by a metal plate  remains unclaimed.  

RAF are trying to sort out ownership with LCC.   

Cranwell Village. 

The Jubilee Tree and the Christmas Tree survived the drought due to watering. 

P C could consider some mulch around the Jubilee tree, improve the visual, help growth. 

Possibly larger sized purple (a royal colour ) slate chippings ?   

Play area  

The fortnightly report is with the clerk. 

Small trip hazard with new grass matting due to soil shrinkage, being monitored 

Dead branches overhang from NKDC trees, would be best removed for safety. 

The Ball shute has had two coats of RAL 6001 green, looking good. 

The notice re exercise equipment also refreshed. 

DeFibs 

All 3 defibs have had their monthly checks. 

Paper Report sent to Clerk.

Some small queries with Cranwell unit being referred to Clerk/supplier. 

THE UNIT WILL CONTINUE TO WORK NORMALLY 

Garden of Remembrance. 

Paved area  sprayed with Wet & Forget.         Cllr M Cassidy 30/08/2022

ADDED ON 29TH SEPTEMBER 2022

Island on A17/B1429 Junction - knocked down vertical pole light still not replaced ref 432402. 

Newark end of same island the bollard is dimly lit. Ref: 432621

B1429 Cranwell avenue  Street light PN12  not working  reported to LCC. Ref: 432622.

All other lights in my area are working , except the long standing OASC " lay by " and the missing  light 64 knocked down some years ago ( R A F light ).

Consider – Response to the RAF invitation for a visit to the RAF College by Councillors and to advance the plans for Family Get Togethers.

Action:  As the RAF representative is not here tonight, deferred to next meeting.

Consider – Discuss the request of a tennis coach to block book the courts for lessons.

The applicant would like to offer tennis lessons on a ‘not for profit basis’.  He would charge £5 or so to cover costs.  He would like to block book the courts for 2hrs on Saturday mornings.

Cllr Michael Cassidy suggested we welcome activities like this for the village and there is not a lot of demand for the courts at that time.  Both he and Cllr Alexander pointed out that there is a lot to consider when reviewing such individuals and/or businesses in these roles – safety, personal background, finances.

Action; the council needs to know more, but agreed in principal.  Clerk to obtain more information.

Consider – Discuss the Old School and how it should be used in the future.

Now that the Romper Room has closed down and no other charity wants to take over to have a nursery in the village, the Old School has no users.  Rainbows also will now use the Village Hall.

The Old school’s viability as a rented space should be addressed.  The meeting agreed it’s a valued and valuable asset.

Cllr Michael Cassidy advised it was a building funded and built by the community in 1850.  It was not a school initially.  It was for community use and valued as such.

2 people have enquired as to whether they might rent it for small businesses.  Cllr M Alexander suggested due diligence is needed for such commercial rentals, but the general feeling of the meeting is that it is for the community, not commercial ventures.

ACTION:  More information is needed to determine its value and viability for different purposes.  The outside space issue needs to be resolved.  Initially the Clerk will request advice from an agent.

Update on Pavilion project.

The financial climate has heated up and the cost of the current Pavilion as planned is £260,000.  The Parish Council can afford £180,000.  Borrowing was going to be to at a rate of 1.55% - this week it would be 5.25%.  With the annual amount of £7,000 we have set aside to repay a loan, it would take 26 years to repay the money.

The investigations so far to find a fully ‘turnkey’ operation have confirmed only that it is unaffordable – 2 companies quoting at least £340,000.  Cllr M Alexander asked if the running costs would be covered when it’s in operation.  Chairman Batten, who is also on the separate Pavilion committee -  confirmed yes as it is planned to be run to break even on costs.

Action – still investigating possibilities to get this done.

Consider – overhanging trees by playground.  

Clerk to request action by NKDC as it’s their responsibility. 

Consider – Arranging occasional ‘Councillor Consultations’

By arranging public or consultation sessions.

Action: Deferred to next meeting

Consider – Approval of new and updated Standing Orders as recommended by LALC.

These have been scrutinised by Cllr M Pears

ACTION: The Council RESOLVED to accept these Standing Orders – Proposed by Cllr T Batten, seconded by Cllr M Alexander and approved unanimously.

Consider – adopting a Data Protection Policy.

ACTION – Deferred to next meeting

New Cllr’s area of responsibility   Cllr Alexander will undertake the inspection of his local area, (Cherry Tree) bringing to the council’s attention any issues or complaints that need addressing, checking the lighting, pavements etc.  Cllr Alexander has been asked by a volunteer about the Speedwatch group.  This will be discussed at the next meeting.  Cllr Alexander wishes to be involved in the group too.

Cooption new councillor. Mr Don Wilson was invited to introduce himself and give the council an insight into his reasons for wanting to join the Parish Council.  He has done council work before.  He has been a resident for 15years, is Captain of the Cranwell Village bowls club and is interested in village activities generally.

Action – The Council resolved to co-opt Mr Wilson.  Proposed by Cllr Trevor Batten, seconded by Cllr Carol Batten and approved unanimously.

Meeting dates.

a.   Confirmed - the date of the next meeting is Monday 10th October 2022 in Cranwell Village Hall, starting at 7:00 pm.