Minutes October 2022

Minutes of the Meeting of Ropsley & District Parish Council held at Ropsley Hall on Monday 3 October 2022
 
Public Forum
There were no members of the public in attendance.  The Vice-Chair therefore proposed to suspend Standing Orders in order to open the meeting early at 7.00pm, with which Members were in agreement.
 
In Attendance
Councillor Marshall (Vice-Chair), Councillor Leslie, Councillor Porter, Councillor Reeves, Councillor Rowbotham, Councillor Sentance, Councillor Ward, Mrs N Gascoigne (Clerk & RFO), District Councillor Trotter. 
 
1. ELECTION OF CHAIR (22/34)
1.1 Councillor Marshall proposed that Councillor Ward be elected Chair, which was seconded by Councillor Rowbotham.  Councillor Ward confirmed that he wished to stand as Chair, and there were no other nominations.    
Resolved:  To elect Councillor Ward as Chair.
 
2. WELCOME REMARKS BY THE CHAIR (22/35)
2.1 The Chair welcomed Members to the meeting and thanked them for their attendance.  
 
3. APOLOGIES:  TO RECEIVE APOLOGIES FOR ABSENCE AND TO RESOLVE TO ACCEPT REASONS GIVEN (22/36)
3.1 Apologies were received from Councillor Gosbee, the reasons for which were accepted.  Councillor Porter joined the meeting at 7.07pm.
 
4. DECLARATIONS OF PECUNIARY INTEREST AND REQUESTS FOR DISPENSATION (22/37)
4.1 No declarations of pecuniary interest or requests for dispensation were made.
 
5. APPROVAL OF MINUTES (22/38) 
5.1 Councillor Sentance proposed that the Clerk’s notes of the Parish Council meeting held on 20 July 2022 be approved as a true record, which was seconded by Councillor Marshall.
Resolved: The minutes of the meeting held on 20 July 2022 were approved and duly signed by the Chair.
 
6. DISTRICT AND COUNTY COUNCILLORS’ REPORTS (22/39)
6.1 District Councillor Trotter reported that the SKDC Community Awards would be taking place on 21 October, for which she would be one of the judges, representing the rural wards.  She congratulated Councillors on Ropsley and District Parish Council’s success in winning the Best Kept Village competition.  Councillor Trotter reported that a Polling Station review was taking place across the South Kesteven area, but that it would not impact the polling station for Ropsley and District, which would remain at Ropsley Hall.  
 
7. CLERK’S REPORT (22/40)
7.1 Councillors noted the contents of the Clerk’s Report with regards to actions from the previous minutes.  
7.2 Councillors considered the Clerk’s attendance at the LALC Annual Conference on 12 October at a cost of £10 ex VAT.
Resolved: To approve the expenditure of £10 as requested.
 
 
8. FINANCE (22/41)
8.1 Members noted that no income was received between 1 July and 31 August 2022.
8.2 Members considered the items of expenditure for approval.
Resolved: To approved expenditure as follows:
Payee Purpose Amount £
Cllr Gosbee Fuel and mower belt 118.81
Autela Payroll services 64.02
Employment Costs July 2022 566.75
E.on Defibrillator electricity 63.74
HSBC Bank Charges July 2022 5.00
Employment Costs August 2022 539.75
HSBC Bank Charges August 2022 5.00
CPRE Membership 36.00
Community Heartbeat Trust Chargepack and electrodes 245.52
Employment Costs September 2022 566.75
Cllr Gosbee Fuel and mower belt (different mower) 145.52
Wave Cemetery water 23.50
Autela Payroll services 51.61
Cllr Marshall Expenses – calendar competition hamper 70.00
 
8.3 The Chair proposed that Members approve the bank reconciliation previously circulated by the Clerk, which was duly signed and dated by Councillor Leslie.
Resolved:  To approve the August bank reconciliation.
 
8.4 Members noted the budget monitoring statement showing expenditure and income against the 2022/23 budget to date previously circulated by the Clerk.  The Clerk noted that she would be preparing the budget for 2023/24 in the coming weeks and asked that Members consider proposals for inclusion in the budget prior to the next meeting.
 
8.5 Members noted the receipt of the VAT reimbursement re 2021/22 in the amount of £1,311.32.
 
8.6 Members considered a request for a grant towards the maintenance of the church clock.  Councillor Sentance proposed a grant in the amount of £100 be made, which proposal was agreed by Members.  Councillor Ward abstained from the vote on the basis that he was a member of the Parochial Church Council.
Resolved: To approve a grant of £100 towards the maintenance of the church clock.
Action: The Clerk to inform the Church and to arrange payment.
 
9. PLANNING (22/42)
9.1 Members noted the following planning application on which no comments were made:
9.1.1 S22/1264 Demolition of existing outbuilding and construction of new detached office and leisure facilities, Red House Farm, Somerby Road, Ropsley, NG33 4AZ.
9.2 Members noted the following planning decisions:
9.2.1 S22/0169 New 1.5 storey dwelling, Stone Cottage, 45 Grantham Road, Ropsley. NG33 4AP Granted 3 August 2022
9.2.2 S22/0959 Replace existing conservatory with garden room, 12 Grantham Road, Ropsley, NG33 4BU Granted 26 July 2022
9.2.3 S22/0380 To replace two large velux roof windows with two dormer windows on front elevation, 16 Paddock Close, Ropsley, NG33 4BJ Granted 21 July 2022
 
10. HIGHWAYS (22/43)
10.1 Electrical Vehicle (EV) Charging Points under the On Street Residential Chargepoint Scheme (ORCS).
The Chair reported that he and the Clerk had attended a recorded webinar on the ORCS scheme.  Members identified a number of initial actions to determine whether the installation of EV charging points was feasible for Ropsley.  Firstly, Members discussed whether Ropsley Hall would be a suitable location including issues around wifi and the surfacing and marking of bays.  The Clerk noted that she had contacted Lincolnshire County Council to ask their views regarding on-street EV charging bays but had not yet received a response.  Members also discussed the need to identify a funding source for the 40% of the capital cost not funded by the ORCS scheme.  The Clerk noted that she had been advised by the Lincolnshire Association of Local Councils (LALC) that Parish Councils could not resell electricity, so would not be able to charge customers for using chargepoints as a way of recouping costs.  The Clerk noted that the Council would need to demonstrate that there were enough dwellings without off-street parking in the area, and the Chair added that the Distribution Network Operator (DNO) would also need to be contacted regarding the suitability of the location for connection to the network.
Action: The Clerk to contact Ropsley Hall to ask the Committee’s view on the potential for using the Hall for EV charging bays, to contact the DNO to determine whether the installation was feasible at the proposed location, and the Energy Saving Trust to take advice on the number of dwellings without off street parking that would be needed to make a scheme viable.
 
10.2 Speeding on High Street and Chain Lane
Members discussed correspondence received regarding speeding at the above locations.  They agreed that the High Street location fell within the remit of the sites already identified for speed monitoring with Archer Strips, but that the Chain Lane location had not previously been mentioned and asked the Clerk to refer this to Highways.  Members noted that speeding around the school continued to be an issue.
Action:  Councillor Reeves to ask the school to contact parents regarding speeding at drop off and pick up times.  The Clerk to respond to correspondence and to report the Chain Lane issue to Highways.
 
10.3 Somerby Road Condition.
Members discussed correspondence regarding the condition of Somerby Road which had badly deteriorated despite having recently being resurfaced.  
Action: The Clerk to respond to correspondence and report to Highways.
 
11. CEMETERY (22/44)
11.1 Proposed Tree Works on Southeast Boundary
Members noted correspondence received from a parishioner regarding works he proposed to carry out to a tree on the Southeast boundary of the cemetery.  The parishioner had contacted Western Power as the overhanging boughs were close to power lines and a transformer and would notify the Council once he had received a response.
 
11.2 Correspondence regarding Grounds Maintenance 
Members discussed several items of correspondence received further to the decision at the July meeting to decline a family’s request to mow the grass on their plots in the cemetery.  There was general discussion of the reasons, related to insurance and health and safety, for declining the decision at the previous meeting. Members agreed that as the cemetery rules were not specific on the question, they should be reviewed at the next meeting prior to reaching a final decision.  
Resolved: To allow the family to continue to mow the grass on their plots, pending a review of the cemetery rules on the matter at the next meeting. 
Action: The Clerk to inform the family of the Council’s decision.
 
12. COMMUNITY UPDATES (22/45)
12.1 Best Kept Village Award
Members discussed the preferred location for the gold litter bin, awarded as part of the prize for winning the Best Kept Village competition.  SKDC had stipulated that it should replace an existing litter bin, and Members wished it to be visible to the greatest number of people, so it was decided that it should be placed on the Green. Members also discussed the use of the £400 prize money and agreed attendance at the award ceremony on Monday 24 October.
Resolved: To locate the gold litter bin on the Green, to spend the £400 prize money on planters made from recycled materials, and for Councillors Gosbee, Leslie, Marshall, Rowbotham and Sentance to attend the award ceremony.  
 
 
12.2 Calendar Competition 
Councillor Marshall informed Members that the calendar competition judging had taken place, and that calendars were now available to buy.
 
12.3 Little Humby Mowing
Councillor Rowbotham reported that volunteers were undertaking mowing of the Village Green at Little Humby using their own equipment on a rota basis.  Members agreed that the Council should keep a record of the volunteers’ details for insurance purposes and that volunteers should be asked to sign a risk assessment before undertaking work on Council land.
Action:  Councillor Rowbotham to obtain the details of the volunteers.  The Clerk to produce a risk assessment to be signed by all volunteers.
 
12.4 Humby Green Memorial Tree
Councillor Rowbotham reported that she had been contacted by the relatives of a long-time resident of Little Humby to ask whether they might plant either a lime or a rowan tree on the Village Green at Little Humby in his memory.  
Resolved: To approve the planting of a memorial rowan tree on Humby Village Green.
Action: Councillor Rowbotham to inform the family of the Council’s decision.
 
12.5 Green Man Fund Raising
Members discussed possible uses for funds raised by the Green Man and agreed that a community working party be set up outside of the Parish Council to oversee arrangements for events and projects.
 
12.6 Lincolnshire Neighbourhood Policing survey
The deadline for the survey had passed due to the rescheduling of the meeting.
 
12.7 Village Sign Bench Treatment
The Chair proposed that an amount of up to £100 be approved to purchase varnish for the bench below the village sign.
Resolved:  To approve the purchase of varnish for the village sign bench at a cost of up to £100.  
 
12.8 Community Updates
Councillor Rowbotham asked about the possibility of purchasing village gates for Little Humby of the type recently installed in Ropsley.  After general discussion, it was agreed that trees might be more appropriate for the location, and Councillor Rowbotham agreed to speak to Mr Buckley prior to raising the matter at the next meeting.
Action: The Clerk to add to the next agenda.
 
13. CORRESPONDENCE (22/46)
13.1 Members noted all general correspondence circulated for information since the July meeting. 
 
13.2 Members noted correspondence from Anglian Water regarding the strategic pipeline between Grantham and Bexwell and the proposed location of the new reservoir near Scredington.
 
14. DATE OF NEXT MEETING (22/47)
14.1 Councillor Reeves asked whether the date of the meeting could be changed from 14 November as he was unavailable, and it was therefore rearranged to Monday 5 December at 7pm at Ropsley Hall.
 
Meeting closed at 9.15pm.