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 10th October at 7:00 pm.

Participating:   Chairman:   Cllr Mr T R Batten

Councillors:   Cllr Mrs C Batten, Cllr D Wilson and Cllr Mr M Pears (Vice Chairman and Acting Parish Clerk) 

Also in attendance:   Cty Cllr R Wright, D/Cllr J Clark and RAF Community Liaison Officer Ian Whitehead

Mrs B Pears, Assistant Clerk to the Parish Council

9 members of the public were in attendance.

Public speaking:

Cllr T Batten thanked the public for attending and invited their questions.  3 people wanted to speak.

Firstly, he did apologise to the Parishioner who had come to the meeting to further pursue an issue she has with the new lights on the green.  The lights had been turned on to test them after dark on the evening of the previous Parish Council meeting.  The resident’s house backs on to the green and she felt they presented a nuisance for her, expressing her concern through Facebook.  Cllr Batten agreed that it had not been necessary to leave them on so long, it was a mistake to do so.  The lights had not been used after dark before.  They need to be adjusted and an electrician will be doing that soon. They shouldn’t trouble her again.  The resident also had questions about why they were needed at all and why the Parish Council had spent the money on them.  It was pointed out that minutes of meetings that have covered this proposal and installation are available on the Parish Council website.

Parishioners, who are concerned about the overgrown hedge on North Road/Willow Lane, again came to a meeting to express their frustration at the lack of options they have available to deal with the matter.  The hedge owner seems to have responded to a letter he will have received from LCC and done the absolute minimum of trimming himself in order to avoid LCC taking action against him.  This is not a problem that the Parish Council has power to take on, but Cllr Pears has been helping the residents, writing letters and emails to NKDC and LCC and maintaining contact to keep them informed.  County Cllr Richard Wright was able to explain the County Councils position and the legal limitations they have also to pursue this matter.  It is private property and they cannot deal with private trees.  Action is limited.  However, he will talk with the County Council lawyers.  It was suggested the next option is probably for the residents to pursue a ‘Nuisance Complaint’.  This will involve an initial tree inspection at a cost of £150 paid to NKDC.  It will be necessary to prove that all possible action has been taken by the residents and that all approaches have been ignored.  Cllr Pears will write a final letter to the homeowner on behalf of the Parish Council and this group of residents.  After 10 days they will be able to consider their position regarding their next step.  Help is available through NKDC’s Michelle Hoyles – Development Manager. 

On the day of the meeting, too late for the set agenda, a resident Mr Keith Rogers, had submitted a proposal in principle for the Pavilion Project.  It was submitted by email to the Parish Clerk.  This consisted of a drawing in plan, with a suggested layout to be executed in 2 stages, together with a point-by-point outline of the reasoning behind the submission.  At the meeting, he began by relating the frustration the bowls club and football club had about the delays in decision making.  Also, he maintained that they had been left out of consultations on the final design under consideration.  He expressed the hope that this proposal would move the project forward and asked that the 2 clubs be kept involved.  Cllr T Batten assured Mr Rogers that the clubs have been and will be informed and involved and pointed out that this is a Community building and not just for these 2 clubs.  Both clubs had been involved in the early planning meetings with the architect and had approved the scheme.  Cllr Pears advised the meeting that, at the end of next Parish Council meeting on 14th November, there will be a public meeting of the Building and Projects Standing Committee and the Pavilion subcommittee will be reporting to that meeting.  Newly co-opted Cllr D Wilson, who is also Captain of the bowls club, will now be on these 2 committees.

County Councillor Richard Wright spoke to the meeting about the real cost pressures there are for the County Council this coming year.  Potholes are a constant issue but there has been more work carried out this year to deal with those.  In fact, he now receives complaints about roadworks being set up to repair these potholes.  There was a motion at the County Council meeting for them to contribute to the cost-of-living support for those in need but funds are not available to assist.  Already the County’s support services for adults, children and asylum seekers are stretched.  A resident asked him about the reporting and filling of potholes in their lane being inadequate and he advised it’s often due to the materials taken out to tackle these jobs not being enough at that time.  However, reports made to ‘Fix My Street’ with photos can achieve successful resolutions to complaints.  Cllr T Batten recommended the site, advising the meeting that he finds jobs like this and lighting are usually dealt with within 2 weeks. 

District Cllr J Clarke told the meeting of NKDC’s success in the national ‘LGC Awards’ competition.  Manchester City Council was voted The Council of the Year with NKDC a challenging finalist, consequently he believes we should be confident in our NKDC.

The Chairman declared the ordinary meeting open at 7:45 pm.
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151.   To receive apologies for absence and reasons given i.a.w. Local Government Act 1972, Sch 12, para 40.

Cllr Collier, Cllr Alexander, Cllr Maureen Cassidy and Cllr Michael Cassidy were unable to attend, and their reasons were made known to the Council.

Action:  The Council RESOLVED to approve Cllr Collier, Cllr Alexander, Cllr Maureen Cassidy and Cllr Michael Cassidy’s reasons for absence.

Proposed by Cllr T Batten, seconded by Cllr C Batten and approved unanimously. 
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152   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 T Batten declared an interest in minute ref: 155b page 59-2022 as he is a payment recipient.
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153.   Notes of the ordinary meeting held on Friday 30th September 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 Friday 30th September 2022 of Cranwell, Brauncewell and Byard's Leap Parish Council, as Minutes.

Proposed by Cllr Cllr C Batten,  seconded by Cllr D Wilson and approved unanimously.

154   Notes of the Pavilion subcommittee meetings on 1st August and 1st September 2022 to be approved as Minutes. 

Action:  The Council RESOLVED to approve the notes as minutes.  Proposed by Cllr T Batten,  seconded by Cllr C Batten and approved unanimously.

155   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 C Batten, seconded by Cllr D Wilson and approved unanimously.

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

EB-0842   Mileage      Michael Cassidy   33.30
EB-0843   GM Grounds man's Contract      John Scotney   204.75
EB-0843   Garden of Remembrance      John Scotney   36.00
EB-0844   Councillors Expenses      Trevor Batten   28.56
                                    
Total   302.61

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

Proposed by Cllr M Pears, seconded by Cllr D Wilson and approved unanimously.

c.  Approve the bank reconciliation from the previous month.

Lloyds – £72,795.62

HSBC – £20,323.13

The HSBC account will be reduced by £4,137.60 when that amount is transferred to the main Parish Council Account to cover the costs so far incurred on the Pavilion project.

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

Proposed by Cllr T Batten, seconded by Cllr C Batten and approved unanimously. 

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

1.   House on Thorold Avenue with tree problem – arrangement made for B&B Tree Specialists to come last Friday but  awful weather in the afternoon prevented this.  To be re-arranged this week.

2.   Streetwise – they are repairing the damaged mat on October 17th.  Kicked up a fuss about paying someone else – I warned them that if it didn’t meet the approval of Wicksteed at the next inspection they would have to pay to put it right.

3.   Streetwise – verges still not cut.  Its two months now.  Have started a negotiation over this (early stages).

4.   The asbestos surveys have been ordered – await when to be done.

5.   Tennis coach – have confirmed our agreement with no hiring fee for courts.  He has been asked for more information including DBS checks.  Getting it done.

6.   Bowls Club Rates Assessment – deadline October 25th for completion.  Can Don Wilson please find out about “how long Bowls Club using the site”.  YES

7.   The Events Committee have requested that we order mulled wine, non-alcoholic mulled wine and soft drinks for their Xmas Event.  I have told them how it can be done (purchase order) and requested bank account details for due-diligence.

8.   Received pro-forma invoice from NKDC for Litter Picking Grant – can claim same as last year - £579.39.  Done.

9.   Council emails.  I am getting notices from our email supplier that some of our mailboxes are becoming full – Cllr T.Batten and Cllr Pears are main concern at over 80% full.  They would love to charge us more for enlarging them.  Not necessary – our emails are archived on their system anyway.  Can I please ask that you all go into your boxes and permanently delete all old messages – probably just keep the last few weeks.   Then regularly (say once a month) do this again.

10.   Village Hall Accounts have been received for the last financial year – this year’s will follow when done this month.

11.   Pavilion spend – we have spent £4.137.60 so far – this to come out of HSBC account into Lloyds when we can.  So there will be £16,180 in there to use.  That gives us £70k + £100k + £16k for building the Pavilion i.e, £186k.  At least £7k of that is for demolition of the portacabins.

12.   Old School – interested parties so far:-

Beautician / Second Hand Clothes – doesn’t need changes for sinks etc
Sleaford Model Railway Club
Chocolatier – “Deliciously Grace” – existing business in Leasingham
Suggestion that its used as Foodbank and Thrift Shop.

13.Parents of children in the football club have expressed their concern about continued use of   the Old School toilets at weekends.

If we allow footballers to use it exclusively without letting it out – we will lose at least £8,000 per annum - £6,500 rent paid by Romper Room, at least £1,000 in electricity to heat it plus £400 rates (maybe more).  Who is going to clean it ?  At what cost ? 

157   Planning Applications.

No.38 Sleaford Road has applied to build a new dorma bungalow in its current grounds.  The parish has until 30th October to enter comments and objections.  There were none from the meeting.

158   Receive reports from Councillors on their Areas of Responsibility.

Cllr D Wilson – he has reported 2 lights to ‘Fix My Street’ and will chase as they are still not working after workman attended,  probably due to their age and parts needed.  Similarly, he has reported potholes on Sleaford Road. 

159   To receive an update on progress with the Community Pavilion and to agree any decisions with regard to progress.   Also, an update on a possible donation from Hawthorn site builders.

Cllr Michael Cassidy has had contact with a supplier who might be able to fulfil a contract to build a wooden construction within budget.  Further consultation would be required.  In addition, at the beginning of the month Cllr M Pears attended the Grand Designs Exhibition at Birmingham NEC and saw companies displaying composite buildings that might fulfil the Parish Council’s brief.  At the NEC he discussed the project with 2 of these and is now in communication to get more information.  The donation from the Hawthorn’s builder was mentioned to Cllr T Batten at one stage, no amount suggested. 

Action; Clerk to pursue clarification and/or commitment re donation.

160   Consider – To review any developments in the situation with the Old School and make any immediate decisions necessary.  

The building is now empty of daily users.  The Romper Room has paid rent while they clear out all their belongings.  Having advertised on Facebook to gauge interest and suggestions for its use responses have been received from a beautician, Sleaford model Railway Club and a chocolatier with another suggestion that it might be used as a foodbank/thrift shop.  Also, when the current portacabin is demolished the football club will not have access to changing rooms so once a week that would be a facility they would miss.
If left empty it will lose money for the parish.  See also Clerk’s Report at 156- page 59-2022

Action: Clerk to obtain advice from an agent re rental value, incurring business rates, viability and obligations and subject to be discussed again at the next meeting.

161.   To review the current situation with speed devices.  The Clerk advises the faults are such that they will need to be returned to the manufacturer.  Attempts have been made to speak with the relevant person to resolve the issues.  

Action: This will be pursued by the Clerk as soon as possible this week.

162   To respond to the RAF suggestion for a visit to RAF Cranwell by Councillors and for family ‘Get Togethers’.  Ian Whitehead advised he will send through to the Parish Council a couple of daytime dates for the councillors to visit.  Re Families getting together – he suggests this be extended to 10 families.  He will work on that and get back to the PC.  Cllr T Batten thanked him for the offers he has made.  

163   To consider arranging an occasional ‘Councillor Consultation’ process by attending public occasions or specific consultation sessions.  This was proposed by Cllr Collier initially and as he is not available until the November meeting, the councillors present agreed the topic should be deferred until then.

164   To review the current situation with the security equipment awaiting installation.  The equipment was purchased a while ago but Cllr T Batten does not have the free time now to get on with the installation himself.  He assesses that the work should take a day or 2 at most.  Rather than incur installation costs, as he was intending to do this free of charge when the project was agreed, the meeting agreed to put a request on Facebook asking for competent volunteers.  The electrical work will need to be signed off by a qualified person.

Action; Clerk to put out a request through Facebook and try to put a working group together. 

165   To review the current situation with ‘Speedwatch’.   All the equipment has been obtained but training is required for the volunteers.  So far the trainer has not responded to requests.  

Action; The Clerk will try to resolve this asap.  Residents are very keen to see this go ahead and volunteers continue to come forward.

166   To consider adopting a Data Protection Policy.  This policy has been amended and needs to be circulated for councillors to read before consideration.  Action deferred to next meeting.

167   To consider plans to celebrate the Coronation of King Charles III.  Action: Deferred to next meeting.

168   To consider newly co-opted Cllr Wilson’s area of responsibility.  The meeting agreed that :-

a. he will report on matters needing attention on Sleaford Road, Willow Lane, Old school Lane, Farriers Gate, North Road and the estate between.

b. he will be involved in the Speeding Initiatives.

169   To arrange the date for the next public meeting of the Building and Projects Committee – agreed to be immediately after the monthly Parish Council meeting on Monday 14th November 

170   Meeting dates.

Confirm the date of the next Parish Council meeting.

The next meeting was confirmed, being Monday 14th November 2022 in Cranwell Village Hall, starting at 7:00 pm.

The Chairman closed the meeting at 8.23pm.