2021 Parish Council Minutes of Meetings

Minutes of the meeting of Pointon & Sempringham Parish Council held in Pointon Village Hall on 17th June 2021 commencing at 7.30 pm.

Present: Cllrs Wesley (Chairman), Greenwood (Vice Chairman), Clarke, Freeman, Green, Ramm and Taylor, Parish Clerk W Gray and 23 members of the public were also in attendance.

Cllr Wesley welcomed County Councillor (on his re-election) to the meeting.

1. The Chairman invited questions from the public prior to opening the meeting (15 minutes in total allocated):

Question: For transparency clarification – why did the Parish Council go into Closed Session, why were the public not allowed to hear what was said, was item minuted.

Answer: Cllr Wesley responded, do not like Closed Sessions.  For legal implications it was about the previous Parish Clerk it was deemed not appropriate for people to hear, was minuted.

Question: Seeking clarification, SKDC grant received for 10,000 if true, what has it been spent on.

Answer: Sports & Social Club, monies still in bank as such time as can be distributed to right minded people.  All businesses received grants.  Sports & Social Club ceased trading so did not get.

Question: Sports & Social Club – H&S Report.  Report condemned whole building, understand now ready to re-open – do you have all certificates to say complies with regulations?

Answer: Discussed in Closed meeting – cannot comment, discussed at length and no further action.

Question: Child Crossing Sign (Millthorpe) – heard nothing further, can we apply?

Answer: Cllr Wesley, would like to see crossing at Millthorpe junction.

Question: Can we have PC newsletter each month - Church newsletter stopped, people do not know who is who.

Answer: Stopped due to cost, not Parish Council responsibility – 30p copy (single sheet), 700 sheets printed, local businesses who would advertise - delivery issue re Covid – copy left at Village Hall.  Need to wait until out of Covid before can be delivered.  Agenda item for next meeting.

Question: Millthorpe crossroads, 60 mph speed limit past that junction – would like to see it reduced to 40 mph.

Question: Overgrown footpaths – when will there be funding – Cllr Hill reported – village walk around undertaken, agreed with local highways manager would do whole footpath between here and Billingborough – bad section up to Sempringham, still on list, outstanding – Cllr Hill meeting highways manager on Monday next week.    Cllr Hill will let Parish Council have update for next meeting.

2. Apologies for absence: District Councillor P Moseley

3. Reports from outside bodies:

• County Councillor – Cllr Hill reported – bigger issues outside of Pointon, pot holes by far most important issue, lobbying for more funding from government.  3% tax increase this year, looking at putting up again next year.  Fly tipping a major issue – dealt with by District Council – LCC looking at ways in which we can help/support volunteers to deal with fly tipping – people throwing rubbish out of car – how do you prevent someone from doing this.  More money keep on top of road repairs, re cycling centres closed at start of covid then had system of backing up – following feedback reverted back to how it was queuing.

Pointon – Fen roads (Pointon Fen) – jet patching in that area i.e. Millthorpe and Aslackby.

West Road flooding still outstanding.Queensway – long standing problem – very difficult with concrete to put a tarmac surface on it.

Aslackby Fen – potholes – Cllr Hill will look into.  Can report potholes on website – still waiting.

Who is responsible for road through Sempringham from bridge across the fields (up to abbey)?Cllr Hill will find out who is responsible.

Public Right of Way across fields – down to landowner to keep clear.Cllr Hill will look into – if landowner will not take responsibility LCC will do something about it.

• District Councillor – report via clerk - Best Kept Village will take place in July.

• Parish Council – notification re Jubilee in 2022.

• Playing Field – Cllr Greenwood reported condemned truck with cherry picker now moved.

Cllr Wesley asked what the current situation was with the containers and items outside them.Cllr Greenwood stated there is nowhere to store the items. Cllr Clarke had seen the general state of the playing field and equipment and doubted it would pass any H&S/ROSPA inspections.Cllr Greenwood disputed that the vehicles etc were nothing to do with H&S report.Cllr Wesley disagreed.Stated the Parish Council has a responsibility for the safety of anyone using the facilities.

Discussion on maintenance of areas not covered by the tractor.Concerns were raised about the chemicals used for spraying.Parish Clerk to contact outside contractors/football club to clarify what was used and COHSE certificate.Possibly issues regarding warning signs etc.

Large heap of grass left behind by contractors after scarification.It is a health hazard and needs removing.Cllr Greenwood stated it was the responsibility of the football club.

• Village Hall – Andrew Ramm reported – we have been successful in getting all but last business grant (17th April) still not received, had to reapply, awaiting confirmation from SKDC.  If we get it this grant will enable us to put in planning application for door access to café area and Post Office and 2 windows overlooking field as well as revamping toilets and replacing toilet roof.  The Post Office is open 9.30 to 11.30 am Friday mornings in bar area, Café open during this time for teas/coffees.

• Police – no report.

4. Declarations of Interest: None.

5. Minutes of meeting held on 26th May 2021 to approve as a true and accurate record:

6. Parish Clerk’s Contract – Ratification/Probationary Period:  Cllr Wesley had been advised by LALC that above needed to be ratified.  Cllr Wesley asked Clerk what type of contract she had – Parish Clerk understood probationary period was for six months.  Cllr Greenwood intervened and explained that the contract commenced on 3rd May 2021.  The position had been advertised for set time period, Mrs Gray had been asked to apply and in fact was the only candidate.  An interview was carried out by Cllrs Moseley, Greenwood and Ramm after which a contract was offered and accepted by Mrs Gray on 27th April 2021 – to take up the role in readiness for new members who would be appointed on 6th May election.

7. Aliro Limited:

Report received via email to the Parish Clerk who had been asked to read out in their absence.

“Please accept our apologies for this evening’s meeting.We cannot attend in person; Clive is away on leave and both Jan and myself have prior engagements.

REPORT ON POINTON SOCIAL CLUB

Just a quick update for you. All works are now nearing an end and the official opening date will be announced next week with opening hours etc

Unfortunately not all works have been fully completed as yet because we are having to wait for companies whom are struggling to obtain the required materials due to covid. These are only finishing items and will not stop us from opening; we would also like to mention the tremendous support we have had from the village with dozens of people coming into the pub and thanking us for doing the club, all whom have pledged their support for us.

REPORT ON OLD SHIP INN

We have much planned in the future, once the end of restrictions are with us.Works will continue on the b&bs and the new function room at the rear, including a new covered outside area with heating and lights etc which will eventually involve a new parking scheme as well.

Also returning will be open mic, quiz nights, local musicians and live bands, Sunday dinners, fish and chip and pizza nights.

AGENDA ITEM 10

We understand that the existence of a public footpath has emerged and there appears to be a problem with the siting of the clubhouse.It would seem that nobody who has historically been involved with the playing field knew of the footpath’s existence until recently; it is interesting how this has suddenly come to light when the club house has been in the same spot for several decades.For insurance purposes and for health and safety reasons, it is essential that the back of the club is fully fenced off and no access permitted for the general public.We have also been led to believe that there is a possible drug use problem taking place by youths, on occasions, in the secluded area to the rear of the building where the footpath apparently runs; CCTV will be installed outside the club house at our expense to address these issues and monitor other safety aspects.

We are happy to submit plans to the appropriate body to have the public footpath diverted and erect the proper signage if you require; however, this is a Parish Council matter and not solely our responsibility as leaseholders. From our initial inquiries we would expect this work to cost the Parish Council approx. £2,500.00; please let us know if you will be dealing with the application and paperwork or if you would like us to assist you in resolving the matter.

Thankyou - Dave, Jan and Clive - Aliro Ltd”

• Lease – ‘Aliro did not have any legal representation at the time of signing the lease’ this provides more clarity.  ‘Cllrs discussed whether appropriate credit checks have been done.  Cllr Wesley reiterated that whatever has happened the Parish Council needs copies of all the relevant certificates regarding the building, the lease and the credit checks before the pavilion opens’.

• Agreements with Playing Field Committee and Football Club

For future reference this needs to be clearly separated from Agenda/Minute items relating to Aliro Ltd. 

There is NO connection between them. 

It was agreed that a short-term agreement remain in place until March 2022, then reviewed.

Discussion on cost of maintenance and what was included in the payment to PCPF.  Discussion on possibly unauthorised gated access to the playing field and concerns over unleashed large dogs.  Parish Clerk to write to householder involved.

8. Planning (New Applications):

S21/0446 – Erection of detached bungalow with detached garage (amendment to planning approval for S20/1751 – land at 3 Pinfold Lane, Pointon – no issues raised – if no comments received by 19th June – no objections.

Land at Pointon Farm Yard, Pointon – Parish Clerk to contact to agree dates for Public Meeting.

9. Finance:

• Financial Duties

Role of Parish Clerk and RFO

• Who’s Responsibility

Parish Council as a whole.

• To sign off Certificate of Exemption and Accounting Statement:

Carried over from last meeting – Parish Clerk advised had amended figure on Accounting Statement (payment of £558 included as Clerk Salary) but explained as had to work from bank statements alone (only 4 invoices received for this particular year) and payment was to same payee as clerk assumed this was salary.  On further intervention from a Cllr was advised this was for skip hire (whereby previous clerk had received payment of £558 and had then paid out £558) again no invoice – at this point an invoice and statement of previous clerks B/A showing transactions had been made (skip company) name against payment going out was produced.  Above documents were then duly signed by Chairman for Parish Clerk to forward to Internal Auditor and PKF Littlejohn respectively.

• Bank Signatories:  Currently Cllr Greenwood and Cllr Ramm.  Cllr Wesley to be added.

Approve the following payments:

• PCPF – Jan/Feb/March/April/May – £500.00 (it was agreed to move to SO with effect from July 2021 i.e. £100 month)
• Community Cleaner – April/May – £142.56
• LALC Affiliation Fee and Training Scheme – £262.85
• C Ramm – Phone call re lease/keys cut – £20.45
• PCPF – Tractor Fuel – £220.50

All above payments approved – invoices signed off by Cllrs Freeman and Wesley.  Cllrs Ramm and Greenwood will arrange to process payments.

Receipts:

• SKDC Precept – £9,725.00
• Aliro Ltd – £50.00 Rent
• SKDC Community Cleaner Grant (first half) – £463.32

10.  Footpath No.10:

The Parish Council is not of a mind to start formal diversion proceedings, with the considerable expense it would incur (2500 suggested).  Discussion with Cllr Hill the Council has decided to try the “common sense approach” and liaise with Andy Savage from LCC Countryside/Environmental Services.

At this point a parishioner raised their hand to ask a question – Cllr Ramm told the parishioner that they couldn’t speak.  The question was deferred by the Chairman.

11. Play Equipment:

Cllr Clarke advised need to look at state of play equipment – most appropriate way forward is to set up a subcommittee to report back to the Parish Council.  Suggest 2 Cllrs and perhaps 3 members of the public.  Cllr Wesley proposed Cllr Clarke to take lead, seconded Cllr Freeman.  Cllr Wesley proposed Cllr Green, seconded Cllr Ramm.

12. Update on issues around the Parish and From Parishioners:

Pot holes – address with Martin Hill

Footpaths overgrown – who owns what?

Pinfold Lane, 20 Queensway – SKDC now included in maint – only footway is LCC (added to their strimming programme).

£1200 paid to PCPF – what does it cover?  £850 line marking at least once a week, in winter sometimes twice a week

Development re houses – what could we get out of it:

Bus Shelter(s) for the children (site in proper area where it does not lean over).

Blue lines – like Carlby

Signage

Agenda item for next meeting – Traffic Calming.

Email from parishioner on position re Wedding, Toilet Facilities, Alcohol which was agreed some time ago (previous council members) – it was agreed that Cllr Wesley would speak with her as a matter of URGENCY.

Tubs – Cllrs agreed for them to be filled – need to organise watering.

13. Dates of next meeting – it was agreed that up until the end of 2021 meetings would be held monthly in Pointon Village Hall and commence at 7.30 p.m.  Thursday 15th July, Thursday 12th August, Thursday 16th September, Thursday 21st October, Thursday 18th November, Thursday 16th December

The meeting closed at 10.02 p.m.