2020 Parish Council Combined Agendas & Minutes of Meetings

Notes of the meeting of the Long Sutton Parish Council

Held on Thursday 23 January 2020 commencing at 7.00 p.m.

At the Former Reform Church, London Road, Long Sutton

Present: With Cllr J Clarey in the Chair there were present: Councillors Mrs R Barber, T Watts, F Heinrich-Tiller, E Adams, M Ladbrook, N Redican

D Cllr A Tennant D Cllr J Tyrrell D Wilkinson

0 Members of the Press. 02 Members of the Public

OPEN FORUM – D Cllr Tyrrell advised that he had been contacted by a Trustee of the LSAFC with regard to a letter the Parish Council had sent to them and he hoped that the town would not lose the football club which had happened in Tydd St Mary.

RESPONSE: - D Cllr Tyrrell was advised that as he was aware that the Council could not discuss ongoing legal matters which had been held in closed session. In addition, the Club had been advised that they should not disclose any matters relating to the ongoing situation with a third party. The Council had endeavoured to work with the Club but unfortunately co-operation had not been forthcoming from them.

AGENDA

1. To receive Apologies for Absence and reasons given

2. To receive Declarations of Interests and DPIs

3. To resolve to adopt the Notes of the Parish Council Meeting held on 28 November 2019 as minutes of the meeting.

4. To receive the Clerks Report on matters outstanding

5. To receive the Chairman’s Remark’s.

6. Financial Matters –

a. To resolve to approve Invoices for Payment

b. To resolve to receive the Report of Cleared Payments since Last Meeting

c. To resolve to approve the Precept for 2020-2021

d. To resolve to approve arrangements for VE DAY 75th Anniversary 08 May 2020

7. Correspondence

a. To note general correspondence.

E-mail – Resident – Lack of food retail competition in the Town.

8. To resolve to consider the following Planning Applications and resolve to submit appropriate comments to SHDC as a consultee. Plans may be considered at the meeting if received after the agenda is published.

9. To receive reports from Outside Bodies representatives

10. To receive reports on outstanding tasks allocated to Councillors:

• Grant Funding Applications – Lottery Funding and East Coast Funding.
• Gate for Cinder Ash Private Driveway

11. Members Comments -To receive any comments from members of the council and requests for matters to be placed on the next agenda. No resolutions may be passed under this item.

12. To resolve to go into closed session in accordance with the Public Bodies (admissions to meetings) Act 1960 to discuss the following matters. Should this resolution be passed the public and press will be required to leave the meeting at this stage.

13. To resolve to discuss Legal Matters and approve any actions required.

1. APOLOGIES FOR ABSENCE

Apologies were received from Cllr D Cawthorn

2. TO RECEIVE DECLARATIONS OF INTEREST and DPIs.

No Declarations of Interest or DPIs were declared

3. NOTES OF THE PARISH COUNCIL MEETING HELD ON 28 November 2019

Action: It was resolved to approve the notes as minutes and a true record of the meeting held on 28 November 2019.

4. CLERKS REPORT

The Clerk reported that:

• The new “Tenants Only” signs had been erected on the Seagate Road and Daniels Gate.
• Rate demands for the LSAFC changing room had been received but the Council did not own the facility.
• The Cinder Ash car parks would be refurbished in the next 10 days.

Action: The Council resolved that a query be raised regarding the rate demands and if the Council were required to pay them the cost to be invoiced to the LSAFC. In addition, the LSAFC to be invoiced for the 10% share of the car park costs.

5. CHAIRMAN’S REPORT

The Chairman stated that:

• Over 400 children had passed through the grotto during the Christmas Activities Event and he thanked everyone who had helped with the event and the plans for this year’s event were in progress.
• He had attended a meeting of the Army Cadets to present them with some chocolate and to thank them for assisting with the event.
• Over the Christmas holiday period he had been advised that meat products laced with poison had been detected in the Cinder Ash Park and animals had become ill He had arranged for the matter to be publicised on social media and he had emailed the local press. He asked everyone to remain vigilant.

6. FINANCIAL MATTERS

a. REPORT OF CLEARED PAYMENTS SINCE LAST MEETING

Action: Payments for £26490.26 were cleared since the last meeting.

b. EXPENDITURE TO BE APPROVED

Action: The council resolved that cheques for a total of £16795.40 approved for payment.

c. TO RESOLVE TO APPROVE THE PRECEPT FOR 2020-2021

Action: The Council resolved to approve a Precept of £87,000 for 2020-2021

d. TO RESOLVE TO APPROVE ARRANGEMENTS FOR VE DAY 75TH ANNIVERSARY 08 MAY 2020

Action: The Council resolved to light the beacon for the event on the evening of 08 May 2020 with the Town Crier reciting the official Ode and to liaise with Father J Sibley regarding the proposed Tea Dance which will be held in the Church Hall on the afternoon of the o8 May 2020 and the ringing of the Church bells. The LS RBL also to be advised.

e. TO RESOLVE TO CONSIDER AND APPROVE A PROPOSAL THAT MEMBERS DO NOT CLAIM FOR

EXPENSES AND THAT THEY REIMBURSE THE COUNCIL FOR FEES PAID ON THEIR BEHALF FOR EVENTS AND TRAINING SHOULD THERE BE NON-ATTENDANCE.

Action: The Council resolved that Councillors be able to claim for expenses but if sufficient notice was not given in non- emergency situations Councillors would be liable to pay the fees for any event they booked and did not attend.

7. CORRESPONDENCE

E-mail – Lack of food retail competition in the town.

Action: The Council to respond that the Parish Council had held a referendum some years ago when a large retailer wished to come to the town but residents voted against the proposal and were more in favour of supporting local independent businesses.

Action: The Council resolved that the Lane was not the responsibility of the Parish Council and could be an unadopted road.

8. TO RESOLVE TO CONSIDER THE FOLLOWING PLANNING APPLICATIONS AND RESOLVE TO SUBMIT APPROPRIATE COMMENTS AS CONSULTEE.

9. TO RECEIVE REPORTS FROM OUTSIDE BODIES REPRESENTATIVES Cllr Mrs R Barber reported that she had attended a meeting of the Sowter’s Charity and the Committee had confirmed the handing over of the Charity to the Parish Council. The Committee would seek to change the terms of the Charity due to the lack of applicants. Cllr Mrs Barber advised Members that applications should be made by completing an application form and submitting to the Clerk with the required information. The next round of funding would be advertised in late March 2020.

10. TO RECEIVE REPORTS ON OUTSTANDING TASKS ALLOCATED TO COUNCILLORS:

• Grant Funding Applications – Lottery Funding and East Coast Funding.
• Gate for Cinder Ash Private Driveway

Cllr J Clarey advised that the specifications for the gate had been given to the contractor and he was a waiting a quote for the works and it was hoped that the gate would be erected before the next Council meeting.

Cllr Redican advised the Council of information received from the East Coast Grant funders and they had advised it would be best to submit an application in the next round of funding in order to have the relevant information to submit with the application.

Cllr F Heinrich-Tiller advised that he and Cllr N Redican would meet to progress funding applications.

Action: The Council resolved that Cllrs N Redican and F Heinrich-Tiller provide the Clerk with a list of information they require to progress with applications and a letter be sent to the 3 residents affected by the installation of the gate.

11.MEMBERS COMMENTS

Cllr F Heinrich-Tiller advised that he had attended a meeting of the East Elloe Good Neighbour Scheme and asked members if they would complete a survey which he would circulate to members. He asked that the matter be place on the Agenda for the next meeting.

Cllr M Ladbrook suggested that a Committee be formed to organise the Christmas Activities Day. Cllr F Light asked if a Committee for a Summer Event also be formed and asked that it be placed on the next Agenda.

12. RESOLVE TO GO INTO CLOSED SESSION.

Action: The Council resolved to go into closed session.

The meeting closed at 8.05p.m.