March 2023

Minutes of the Meeting of Ropsley & District Parish Council held at Ropsley Hall on Wednesday 22 March 2023

 

Public Forum

There was one member of the public in attendance, and three candidates for co-option.  The member of the public wished to speak in support of the grant application submitted for support with establishing a toddler group in Ropsley. She noted that the proposal had the support of the Ropsley Hall committee, and that she had arranged a meeting with the bank in order to set up an account.  She reported that as a parent of two young children, she was confident that there was a need for the group in Ropsley.

Councillor Marshall commented that the application was for a significant sum, and asked how the applicant could guarantee that the group would succeed.

The applicant responded that she would not necessarily expect to receive all of the money requested, and that there would be measures in place to recoup the funding if the group was not a success, such as selling the equipment funded.  However, she noted that she believed the group would be sustainable and that similar groups had been run successfully in the past.

Councillor Marshall asked what plans the applicant had to apply for grants from other sources, and whether consideration had been given to starting the group with basic equipment and purchasing more items as the group grew.

The applicant responded that the group would fundraise once it was established, and would apply for grant funding from other bodies such as the District Council.  The group was asking for donations of toys and storage boxes from local residents to minimise the number of items that needed to be purchased.  

Councillor Rowbotham asked if the applicant would deliver leaflets promoting the group in the other villages in the Parish.  She confirmed that she would, as it was likely children from these villages would be going to school in Ropsley, so it would be good for children from all the villages to be involved.

The Chair thanked the applicant.  She and the candidates for co-option remained for the Parish Council meeting.

 

In Attendance

Councillor Ward (Chair), Councillor Marshall (Vice-Chair), Councillor Leslie, Councillor Reeves, Councillor Rowbotham, Mrs N Gascoigne (Clerk & RFO), County Councillor Hill (part), District Councillor Trotter.

 

The Chair opened the meeting at 7.15pm.

 

1. WELCOME REMARKS BY THE CHAIR (22/76)

1.1 The Chair welcomed Members to the meeting and thanked them for their attendance.  

 

2. APOLOGIES:  TO RECEIVE APOLOGIES FOR ABSENCE AND TO RESOLVE TO ACCEPT REASONS GIVEN (22/77)

2.1 Apologies were received from Councillor Porter, the reasons for which were accepted.  The Chair moved the agenda to item 4, co-option.

 

4. CO-OPTION (22/78)

4.1 The three candidates for co-option each gave a short presentation outlining their reasons for applying for the Parish Council and their relevant experience.  Candidates had met with the Chair and Vice-Chair in advance of the meeting to discuss the role, and notes of this discussion, along with the candidates’ application forms, had been circulated to Councillors in advance of the meeting.

 

4.2 Following the presentations, Councillors voted for their preferred two candidates.  The votes were counted by the Clerk, and Clare Hughes and Henry Louth were duly co-opted to the Council.  The third candidate for co-option left the meeting at 7.35pm.  The Chair welcomed them to the Council, and returned the meeting to agenda item 3.

Action: Councillors Hughes and Louth to complete Declaration of Acceptance of Office and Declaration of Pecuniary Interest forms and to return these to the Clerk.

 

3. DECLARATIONS OF PECUNIARY INTEREST AND REQUESTS FOR DISPENSATION (22/79)

3.1 Councillors Ward and Reeves declared that they were members of the Ropsley Hall Committee in relation to item 8.6.2, the grant application from Ropsley Hall, and Councillor Louth declared that he was the partner of the applicant in relation to item 8.6.3, the grant application from Toddlers @ Ropsley.  Councillors who had declared an interest did not participate in the discussion or vote on the items in question. No requests for dispensation were made.

 

5. APPROVAL OF MINUTES (22/80) 

5.1 Councillor Marshall proposed that the Clerk’s notes of the Parish Council meeting held on 9 January 2023 be approved as a true record, which was seconded by Councillor Reeves.  

Resolved: The minutes of the meeting held on 9 January 2023 were approved and duly signed by the Chair.

 

6. DISTRICT AND COUNTY COUNCILLORS’ REPORTS (22/81)

6.1 County Councillor Hill reported that additional Highways funding of £6.8m for pothole repairs had been received, as well as funding to deal with the backlog of Traffic Regulation Orders (TROs), and to improve the condition of 5.5k miles of road in the County.

 

6.2 Councillor Hill reported that work was ongoing on the Anglian Water pipeline.  There was increasing interest in wind turbines and solar farms on rural land in the County.  There were a number of migrant families housed at Stoke Rochford Hall, which was putting pressure on local schools and requiring children to be transported to schools across the county.  There were also migrants being housed in five hotels at Skegness, and a proposed camp at Scampton.

 

6.3 Councillor Leslie asked about progress with the new road.  Councillor Hill reported that the bridge was being built and the new section was due to open in early 2025.  Councillor Rowbotham asked about damage to verges caused by Anglian Water vehicles.  Councillor Hill agreed to raise this with Highways, and noted that Anglian Water would need to reinstate the verges following completion of the pipeline works.  

 

6.4 Councillor Ward asked where a previous application for a solar farm in the area had been located.  Councillor Hill responded that it had been in Humby, but there had not been sufficient capacity in the electricity distribution network at the time of the application and it had been refused.

 

6.5 Councillor Trotter reported that she had attended a presentation by Inspector Mark Hilson of Lincolnshire Police where there had been discussions around improving contact with rural areas. SKDC had accessed UK Shared Prosperity Funding (UKSPF) to help to make the district safer, including a £284k project to replace analogue CCTV with digital and mobile cameras for fly tipping hotspots.  Domestic abuse, speeding in the villages and antisocial behaviour were particular issues.  

 

6.6 Councillor Trotter reported that she had been liaising with Councillor Marshall regarding gardening volunteers, and had provided a map of SKDC grass cutting areas in Ropsley.  Councillor Trotter reported that UKSPF and Community Grant funding were live.  Councillor Leslie asked whether an application could be made for painting the Braceby phone box, and Councillor Trotter said she would provide an application form.

 

6.7 Councillor Trotter informed Councillors that the new SKDC CEO had made a great impact, SKDC housing was coming out of special measures, and the Council had been nominated for the most improved council at the Local Government Chronicle awards. 

 

7. CLERK’S REPORT (22/82)

7.1 Councillors noted the contents of the Clerk’s Report with regards to actions from the previous minutes.  

County Councillor Hill left the meeting at 7.58pm.

 

8. FINANCE (22/83)

8.1 Members noted the following income received.

Remitter	Purpose	Amount £
Draper Memorials	Cemetery income	170.00
Robert Holland Funeral Directors	Cemetery income	275.00
Robert Holland Funeral Directors	Cemetery income	135.00

 

8.2 Members considered the listed items of expenditure for approval.  Councillor Ward proposed that the expenditure be approved, which was seconded by Councillor Marshall.

Resolved: To approve expenditure as follows:

Payee	Purpose	Amount £
Autela Payroll Services	Oct – Dec 22	66.27
Employment Costs	January 2023	591.75
HSBC Bank Charges	January 2023	5.00
Employment Costs	February 2023	564.75
HSBC Bank Charges	February 2023	5.40
Wave	Cemetery water	13.53
LALC	Annual subscription 2023/24	259.72
LALC	Training scheme 2023/24	138.00
Information Commissioner’s Office	Annual registration	35.00
Employment Costs	March 2023	564.75
Councillor Expenses	Cllr Rowbotham volunteer event refreshments	44.62

 

8.3 The Chair proposed that Members approve the bank reconciliation previously circulated by the Clerk.  

Resolved:  To approve the February bank reconciliation, which was duly signed by Councillor Marshall.

 

8.4 Members noted the budget monitoring statement showing expenditure and income against the 2022/23 budget to date previously circulated by the Clerk.  

 

8.5 Councillor Leslie proposed that Tracey Davis be appointed as internal auditor and that a fee of £75 be approved, which was seconded by Councillor Marshall.

Resolved: To approve the appointment of Tracey Davis as internal auditor and payment of a fee of £75.

 

8.6 Members considered the following requests for grant funding:

8.6.1 Ropsley Baboons Cricket Club

Ropsley Baboons had requested £250 to purchase a second-hand lawnmower.  Members discussed the number of residents who would benefit.

Resolved: To approve the grant request.

8.6.2 Ropsley Hall

Ropsley Hall had requested £1,750 for the purchase of new tables.  Councillor Marshall noted that this was a significant amount of the grants budget, and that there would be additional costs in the cemetery next year.  She also noted that no fundraising was mentioned in the application.  Councillor Hughes commented that the tables should be self-funding if they increased lettings income.  Councillor Ward reported, on behalf of the Hall Committee, that fundraising activity was planned throughout the year.  Councillor Marshall noted that previous funding received had not been acknowledged, and asked the Clerk to remind recipients that they should acknowledge the funding received.

Resolved: To approve the grant request in part – to fund the £1,070 requested for round tables.

 

 

8.6.3 Toddlers @ Ropsley 

Councillor Marshall remarked that the grant was a significant sum for a new organisation that may not succeed.  Councillors discussed a phased approach, with part funding given from this year’s budget and a further application in the new financial year if the group was successful.  Councillor Reeves noted that he was in favour of awarding the whole amount requested, as the village did not currently have any facilities for toddlers.  

Councillor Hughes asked the applicant if any of the items were a particular priority for starting the group.

The applicant responded that the tables would be useful as there were no small tables at Ropsley Hall, and these could be used by other groups in the community.  The playpen was also important for ensuring babies were safe.

Resolved: By a majority of 5 to 2 to approve a grant of £470 for essential set up costs, with the option to apply for further funding once the age profile of attendees and the items donated by the community were known.

8.7 Braceby Churchyard mowing

Resolved: To approve a donation of £100 towards Braceby Churchyard mowing.

The applicant for Toddlers @ Ropsley left the meeting at 8.33pm.

 

9. VOLUNTEERS (22/84)

9.1 Volunteer Recruitment

Councillor Marshall reported that the volunteer evening had been a success, with 50 volunteers signed up and ten of these volunteering to undertake gardening work.  Most of the common areas had been allocated, with the exception of mowing in the cemetery.

 

9.2 Purchase of Equipment

Councillor Marshall circulated a budget for equipment including bulb planters, ear defenders, gloves, plants for the troughs, and a volunteer event.  Councillor Ward noted that residents may have unused bulb planters that they were willing to donate.  

Resolved: To approve the purchase of the equipment.

 

9.3 Storage of Gardening Equipment

Councillor Ward reported that storage options including a shed and storage container had been discussed, but that there were concerns around security and location, since it was not known who would need to access the equipment.  Councillor and volunteers had therefore discussed hiring a garage from SKDC, as this would be more secure and in a central location.  

Councillor Leslie asked whether tasks had been allocated to the non-gardening volunteers.  Councillor Ward responded that there would be roles operating stalls and games at the coronation event, and Councillor Marshall added that there would also be leaflet deliveries.  Councillor Marshall added that regular communication was planned with the database of volunteers, and Councillor Hughes noted that it was important to take photographs for publicity.  Councillor Rowbotham asked whether the volunteers could undertake tasks in other villages, and Councillor Marshall responded that although residents from all villages had been invited to the volunteer evening, there were only two representatives from Humby and none from Braceby or Sapperton.  

Resolved: To pursue the hiring of a garage from SKDC for the storage of gardening equipment.

Action: Councillors Marshall, Louth and Hughes to work on a list of jobs for all the villages that could be allocated to volunteers.

Councillor Trotter left the meeting 8.41pm.

9.4 Mowing of Humby Green 

Councillor Rowbotham reported that this was being carried out by volunteers using their own equipment, and therefore no action was currently required from the Council.

 

10. PLANNING (22/85)

10.1 No planning applications had been received.

10.2 Members noted the following planning decisions:

10.2.1 S22/2208 Change of use from residential annex to holiday let, The Annexe, Holly Cottage, Humby Road Ropsley, NG33 4BD. Granted 14 February 2023.

10.2.2 S22/2363 Works to trees in a Conservation Area (Section 211), 1 Peck Hill Ropsley Lincs NG33 4BL. Work allowed 27 January 2023.

10.3 Members noted a planning appeal in relation to S22/1844 1 Peck Hill, Ropsley, NG33 4BL.

 

11. HIGHWAYS (22/86)

11.1 Members noted correspondence received regarding responsibility for drainage ditches, which had been circulated by the Clerk.

 

12. CEMETERY (22/87)

12.1 No report.

 

13. COMMUNITY UPDATES (22/88)

13.1 Little Humby Trees

Councillor Rowbotham asked that this item be removed from the agenda until such time as it had been discussed by Humby residents.

13.2 Braceby Phone Box

Councillors agreed to apply for funding from the SKDC Shared Prosperity fund, and to consider Council funding if this was not successful.

Action: Councillor Marshall to request an application form from Councillor Trotter.

13.3 Contractor Damage, Little Humby

This had been discussed at item 6 above.

13.2 There were no community updates from Councillors.

 

14. CORRESPONDENCE (22/89)

14.1 Members noted all general correspondence circulated for information since the January meeting.  

 

15. DATE OF NEXT MEETING (22/90)

15.1 Thursday 18 May at 7pm at Ropsley Hall. Councillor Reeves informed Councillors that he would not be standing for Council in May and wished to state this before the meeting closed. The Council thanked him for his service.

 

The meeting was closed by the Chair at 9.06pm.