August 2023 Minutes
MINUTES OF OLD SOMERBY PARISH COUNCIL MEETING HELD MONDAY 7 August, 2023 7pm AT THE FOX AND HOUNDS OLD SOMERBY
PRESENT: Cllrs: Vicky Lowndes (Chairman) Nigel Percy (Vice-Chairman), Veronica Stephens, Peter Burrows, Betty North and Parish Clerk David Holmes.
Also present Cllr Sarah Trotter (SKDC), and 4 members of the public.
PUBLIC FORUM: Residents raised the following issues
i) the footpath alongside the road leading to the Roundabout has not been repaired and is in an even worse state of repair.
The Clerk reported that in previous correspondence with the Area Manager for LCC he understood it was to be considered for action in this year’s highways budget.
ACTION: The Clerk. (Post Meeting note: The LCC confirm the issue is in hand awaiting action)
ii) Wellfield Footpath – the grass alongside the hedge required trimming but it was noted hedge-trimming was being undertaken currently which would make grass trimming easier.
iii) Bus Shelter: the concrete area in front of the shelter had deteriorated.
ACTION: The Clerk to seek quotes for repair:
iv) It was reported the Give Way sign at the entrance to the Main Road from School Lane had been removed. It was also noted the recently erected railings had encroached School Lane making it difficult for two vehicles to pass especially when lorries visiting the site were parked there. Signs indicating “Construction Area” was suggested. Cllr Trotter offered to help.
ACTION: The Clerk.
v) The hedge abutting the footpath on Main Road next to the site needs trimming for safety reasons for foot passengers.
ACTION: The Clerk.
1. CHAIRMAN’s REMARKS: The Chairman welcomed everyone present. She went on to comment that after the closure of the Extra-Ordinary Parish Council meeting on 7 July 2023 there was an incident between the resident in respect of who’s correspondence the meeting had been called and the Parish Clerk. The Police were called and attended. Their enquiries are continuing. The Parish Clerk required hospital treatment for a fractured right arm and abrasions. The General Manager of the Fox and Hounds, in the presence of the Councillors and Clerk, banned the resident in question from entering the pub premises until further notice.
2. APOLOGIES: None.
3. DECLARATIONS OF PECUNIARY INTERESTS OR APPLICATIONS FOR DISPENSATIONS: None
4. APPROVAL OF MINUTES: i) The draft minutes of the meetings held on 15 May 2023 and the 7 July 2023 after a unanimous vote were accepted as correct records.
ACTION: The Clerk.
5. CLERK AND COUNCILLORS’ ACTIONS AND UPDATES/LATEST:
a) Cold Harbour traffic etc issues. The Clerk had heard no more. Cllr Percy reported that the Solar Panel speed sign had not been working for some months. A traffic sign further down the A52 was also in need of repair. He had reported both on FIX MY STREET to no avail.
ACTION: The Clerk:
b) S23/0875 Planning application re Cold Harbour traveller site. The Clerk reported the application related to the developer fulfilling conditions made upon grant.
c) The Clerk had been into touch with the Volunteer litter pickers thanking them for their actions in keeping the village litter free and greatly enhancing the parish. He had reminded them of the dangers of fast moving traffic and to always be aware, wear high viz and work in pairs if possible.
d) Update on the 6 Bungalow development on School Lane: This issue had been dealt with under the Public Forum above.
e) The Chairman commented on the amount of dog poo being left on the grassed area on the Wellfield footpath in spite of the fact that Dog Bins were situated at either end of the footpath.
ACTION: The Clerk to seek permission to erect Dog Bin signs at that area.
6. Councillor Charlotte Vernon was not present.
ACTION: The clerk to enquire as to progress regarding the issues concerning Cold Harbour referred to at 5 a) above.
7. Councillor Sarah Trotter: Cllr Trotter expressed her sadness and concern to hear of the injury caused to the Clerk. Cllr Trotter has arranged a recent Ward Walk with the newly elected Leader of the SKDC Cllr Richard Cleaver. The Parish Clerk had been invited to meet him. Cllr Cleaver offered his assistance in some on-going issues which had been gratefully acknowledged.
Cllr Trotter highlighted a meeting involving the Leader and also Cllr Martin Hill Leader of LCC in relation to possible funding for Grantham High Street. She also mentioned that the SKDC HR Department had received an award recently and were also on a short list for a National Award. Cllr Trotter offered her continued support for local issues and she was thanked for her helpful report.
Thanks were expressed to local volunteers (including those members of the public present) in undertaking litter picking, hedge and grass trimming including the Pub and the Church Graveyard thus greatly enhancing the parish.
8. FINANCE: i) & ii) The clerk produced the up-to-date Financial Report showing funds held, all expenditure to-date this financial year and the bank reconciliation. The Report had been inspected prior to the meeting together with the books of account and had been signed off by the Lead Councillor – Finance Cllr Peter Burrows.
ACTION: Clerk to publish the report.
It was noted that there will be a cost implication again this year for the Parish Council and ultimately for residents of the parish in view of the third successive years objections raised by the same resident again even though previous objections had been unsuccessful.
The reduced cost to the Parish Council for the uncontested recent Election was £72.95.
iii) Review of Grass contract. It was agreed that the additional cost of £10 per cut could be added to the contract to cover grass trimming around the trough on the Main Road maintained by the Clerk.
iv) The Clerk reported that the change of banks from HSBC to Lloyds had now been successfully completed. The purpose was to save costs as Lloyds do not charge fees for parish council accounts.
9. CORRESPONDENCE ETC:
i) The Parish Church had organised a Musical Concert for Bank Holiday Monday 28 August 2023 to be held at the Manor House gardens – by kind permission.
ii) The SKDC Magazine is now going digital
iii) The Clerk reported 2 surveys by the LCC concerning Traffic and Drainage. Cllr Stephens agreed to consider it and respond.
iv) The Clerk reported that the recent LALC 50th Anniversary AGM had been held and he had attended.
10. REPORT FROM THE POLICE: i) Lincs Police had written to all Parish Councils in their area suggesting a bi-annual meeting with parish council representatives. Vice-Chairman Cllr Percy offered to attend.
ACTION: The Clerk
11. TO REVIEW A DETERMIMATION made concerning a Resident on 5 August 2019 pursuant to this Council’s Policy relating to Abusive, Persistent or Vexatious Complaints. It was noted that the Resident continues to send emails referencing the subjects referred to in the Determination. Accordingly the Determination was again renewed.
At the next meeting there was to be consideration given to extending the period of review:
ACTION : The Clerk
12. To Consider an application from a Resident for an Internal Review pursuant to the Complaints Procedure. The same Resident referred to earlier in these Minutes. Advice had been taken from LALC.
i) A suggested amendment to the Complaints Procedure by LALC was received and adopted. That would enable there to be an alternative approach so that written representations could be called for as an alternative to a face- to- face meeting.
A Risk Assessment had been undertaken in view of the actions of the Resident at the Extra-Ordinary Meeting on 7 July, 2023 when the Parish Clerk was seriously injured. In view of that event the basis of the Risk Assessment was the duty of care owed by the Councillors towards members of the public, staff members and councillors including LCC, SKDC and Parish Councillors. The Risk Assessment was received and accepted by the Councillors.
A Proposal was made by Cllr Lowndes to adopt the alternative procedure for there to be written representations as above; Seconded by Cllr Burrows and carried unanimously.
ACTION: The Clerk to inform LALC and request a locum clerk for the meeting in September to consider the written representations. Suggested dates were 4, 5, 11 or 12 September. The Clerk to advise the Complainant of the procedure. The amended Complaints Procedure to be published.
13. DATE AND TIME OF NEXT MEETING: This was fixed for Monday 30 October, 2023 7pm.
The Meeting closed at 20.45 hrs.