2023 Parish Council Minutes of Meetings

SWINDERBY PARISH COUNCIL

DRAFT MINUTES OF THE SWINDERBY PARISH COUNCIL MEETING held on 13th February 2023 held at Swinderby Village Hall

Present:  Cllr G Lloyd (Chair), Cllr. L Carter (Vice Chair), Cllrs. R Hodgson, S Longson, and J Gagg.

Clerk: S Aikman

Also in attendance:  Cllr P Overton (NKDC), and 2 members of the public.

Public Forum

A member of the public raised a concern about further green space being considered for development attached to the Moor Lane site.

Cllr Thompson had sent his apologies.  

Cllr Overton reported that:

- NKDC had received a commendation for passive housing built at Potterhanworth 
- Two officers were being seconded from NKDC Property Services.  Cllr Overton was seeking clarification as to why they were being moved to 'commercial' activities.

1.   To receive any apologies for absence

Apologies were received and accepted from Cllr Beales and Cllr Marris.

2.   To receive any declarations of interest

None.

3.   To receive the minutes of the Parish Council Meeting 16th January 2023 previously circulated to members

Following a vote it was resolved unanimously that the minutes from 16th January 2023 were an accurate record of the meeting.

It was noted that the following actions had been undertaken:

- 2 pear trees and 1 quince had been purchased.  2 Mulberry trees were to be planted in the orchard.  Any further trees would be planted at the end of the playing field.  The Clerk to arrange labels for 25 trees.

ACTION: Clerk

- A bench had been donated and would be installed at the bottom of the playing field.

ACTION: Cllrs Longson and Lloyd

- The Chair thanked Cllr Longson for work undertaken, including grass cutting
- Some failed oak tree saplings had been replaced
- There was a need for further quotes for moles
- Cllr Lloyd had met a resident who had submitted a planning application for houses near the Jubilee Play Area.  The Parish Council had responded to NKDC planning and had not changed their views on the proposed infill development.   

4.   Finance

a.   To formally note Items of Income

In was noted that in addition to the income shown below further receipts were due in as follows:

b.   To formally approve items of expenditure:

Expenditure including Clerk’s salary, PAYE and pension approved unanimously

c.   Bank reconciliation for the year to date was approved unanimously.

d.   To review spend against budget, including additional budget headings for CiL funding and for the Neighbourhood Plan

Reviewed and additional headings agreed.

5.   Planning

a)   Applications Received

b)   Applications Decided

c)    To consider any updates on proposed amendments to Planning application 22/1376/FUL Produce World Ltd, Moor Lane, Swinderby.  If revised plans have not been submitted prior to the meeting, then the Parish Council would submit a formal response to the original planning application based on the responses to their survey.

Conversations with the developer had moved forward significantly.  A statement was sent to the planning officer on 24th January which tried to capture everything that had been promised to the community. Following a vote is was resolved to wait until nearer the planning deadline for comments to allow time for updated plans to be submitted.

6.   To review existing working documents and policies and to consider adopting additional policies

- Standing Orders and Financial Regulations (review existing) – deferred until March meeting
- Financial Regulations (review existing) – deferred until March meeting 
- Environmental Action Plan (review existing) – to be completed
- Environment and Sustainability Policy - adopted
- Action Plan (review existing) – reviewed
- Risk Register (review existing) – reviewed
- Publication Scheme and schedule of charges (review existing) – reviewed
- Disciplinary Policy (consider new) – adopted
- Grievance Policy (consider new) - adopted
- Privacy Policy (consider new) – adopted

All newly adopted policies to be added to the website and all reviewed policies to be updated on the website.

ACTION: Clerk

7.   To agree 2023 meeting dates to comply with the requirements of the 2023 elections.

Meeting dates were agreed and would be put on the website.

ACTION: Clerk

8.   To report on any updates on plans for a composting toilet on the Jubilee Play Area.

Deferred until March meeting.

9.   To update on work on trees near Holt Farm Paddock. 

It was reported that the work had been completed to a high standard.

10.   To make arrangements for the next litter pick.

The next litter pick would be Sunday 5th March, starting at the Village Hall at 10am.  Cllr Lloyd would add the details on Facebook.

ACTION: Cllr Lloyd

11.   To consider potential sites for a container or shed for Parish Council equipment.

Deferred until March meeting.

12.   Clerk and Councillors Reports (for information only), including a review of actions from minutes and matters that Councillors wish to be brought to the next or subsequent meetings.

No decisions may be made under this section, but councillors may wish to use this to flag up issues.

Cllr Carter was waiting to be told the ideal size for the new Jubilee Play Area sign before asking the Clerk to order it.

ACTION: Cllr Marris

Cllr Carter had a cherry tree and 2 walnut trees that could be taken and replanted at the playing field.

Cllr Carter suggested using the activity plans from the cancelled jubilee event for the Coronation.  Cllr Lloyd would ask Swinderby Trust if they wanted to take on the planning of a Coronation celebration event.

ACTION: Cllr Lloyd

Cllr Gagg reported that a tree on Holt Farm Paddock had die-back that needed removing.

The Clerk reported that The Parish Council could consider using S137 funding to cover insurance costs for Swinderby Trust. This would be added to the March agenda.

ACTION: Clerk

The Clerk reported that the grass cutting contribution from LCC for 2023 would be £346.58

13.   Correspondence

To note correspondence received.

14.   Date of next meeting 

Parish Council meeting 7.30pm Monday 13th March 2023.

Meeting closed at 8.55pm