July 2024 Minutes
Crowland Parish Council
Minutes of Full Parish Council Meeting
Monday 1 July 2024 at 7pm in Crowland Community Hub, Hall Street, Crowland
Present: Cllrs. Bryan Alcock, David Kempton, Cathi Elphee, Reg Boot, Jon Boor, Peter Davis, Michael Atkinson, Katie Pepper, Darren Warner, LCC Cllr. Nigel Pepper
Also in attendance: Tracey Kingston (minute taker) 3 members of the public.
Absent: Cllrs. Jay Levesley & Annette Williams, T Croxford – Clerk
In the Chair: Cllr. Bryan Alcock thanked everyone for attending.
48) Apologies for Absence of the meeting was advised and apologies with valid reasons for absence had been received from Cllrs. Jay Levesley & Annette Williams. It was proposed, seconded and Resolved: those apologies be noted with valid reasons for absence accepted from Cllrs. Jay Levesley & Annette Williams.
49) Declaration of Interests – Cllr Boor – item 60
Non pecuniary interests Meridian development Cllr Atkinson & Cllr Boor, Trustee of charitable Trust , Cllr Elphee Clerk of charitable Trust.
50) Members of the public Members of the public present were invited to speak to the Parish Council. Mr Harrison presented their concerns about the Meridien solar farm proposal and wanted to know what actions the parish council were taking. The council thanked Mr Harrison for taking the time to attend the meeting and asked that he forward a copy of his presentation to the Clerk. The Council advised that the project is as consultation stage at present and that they are in contact with Meridien and will be responding to the consultation within the timescales set. The council reminded the public that the optimal time for raising objections about the project is once a planning application has been submitted
51) To approve the Minutes of the Previous Meeting – 3 June 2024
Proposed by Cllr. JB - Seconded by Cllr. RB - all present agreed.
It was noted that item 30 should read 1 from LCC and 2 from SHDC. It was also noted that the bowls club was a mis-understanding and they had been invoiced.
52) To receive an update on progress & resolutions for the meeting held on 3 June 2024.
Item 33 noted that the flags would be removed but these have been left in situ and will be taken down after the football
53) To receive the Chairman’s Report.
A report was distributed prior to the meeting.
A discussion about the reason for putting temporary lights on East St was raised and it was confirmed that three way lights were required to prevent all traffic going down that way.
Mr Sadd & Mr Searle have both resigned their positions and Cllr Alcock thanked both gentlemen for their work for the community, in particular Mr Searle for his sterling work over a number of years. A letter of thanks will be sent to both individuals (ACTION TC).
It was agreed that it would be appropriate to have a celebration for all the hard work done by all counsellors who have recently left. All agreed (ACTION AW/CE)
54) To receive the report of the Amenities Committee.
A report was distributed prior to the meeting.
A survey is required for the community pavilion and there are two offers of support available. It was also proposed that three architects are requested to submit an expression of interest for the commission of interest. The initial step would be to meet with interested parties to explain what is required and gain suggestions of what could be possible before going out for community input. Proposed by Cllr PD and seconded by Cllr KP All agreed
The water leak has been found and appears to be as a result of being poorly installed originally. A temporary fix has been made and a permanent fix is imminent. This removes the need to get a new pipe.
The committee is supporting the planning application that the bowls club have submitted
CTFC proposed that the pitch at Thorney Road is turned round to get two pitches in the current space which will allow rotation of use in poor weather. Whilst Council like the idea it will require further consideration of potential consequences and they may need to consider this being in another location,
CTFC have asked for an extension to the compound for storage of mobile goals. This will be considered in committee.
There has been previous discussion about resurfacing the Snowden car park. The NHS will contribute 50% of the cost,
55) To receive the report of the Finance and Admin Committee.
A report was distributed prior to the meeting.
The 2023-2024 AGAR has been submitted to the external auditors and details have been published on the community noticeboards and on the parish council website.
Due to administrative errors the request for funding for the Rock School Bus was never paid. Councillors agreed that the funding should still be provided. Proposed by Cllr JB and seconded by Cllr MA. All agreed (ACTION TK)
Following a change of staff at the Hub it has come to light that a cheque issued for payment in December 2023 has been lost. The hub suggested that this be written off and whilst the Council thanked them for this offer it was agreed that the payment would be honoured and paid as this is an important community resource. (ACTION TK)
56) Accounts for Payment.
A report was distributed prior to the meeting
Financial Matters
To note bank balances and investments at 28 June 2024 (latest statements)
Account ending xx338 £501,386.15
Account ending xx461 £13,755.07
Petty Cash £50.00
To authorise the signing of orders for payment and to note income for June 2024
It was proposed, seconded and resolved,
(a) Orders for payment made in the sums of £23,409.32 in June 2024 be authorised
(b) incomes received in the amounts of £5,978.62 in June 2024 be noted.
It was noted that the invoice for lines 118 related to the bowls club and 119 related to the bridge, not the Youth Building. These entries will be updated (ACTION TK)
The Rock School Bus funding appears as ‘chairman’s allowance’ because it is a donation that can be offered under powers available to the Council. However it was agreed this could be misunderstood so the name of this cost code will be amended. (ACTION TK)
It was noted that there will be times that payments need to be made between meetings. It was felt DD payments were not appropriate in these instances but that providing the invoice has been appropriately approved and there are two people present to make payment this would be acceptable.
Proposed by Cllr. PD - Seconded by Cllr. CE – all others agreed.
57) To receive the report of the Farms & Gardens Committee –
A report was distributed prior to the meeting
It was confirmed that the hanging basket brackets have been tested and replaced. The council agreed that the baskets look great and thanked Helen, David & John for all their work.
The committee is looking into polytunnels that have been erected without permission.
It is proving difficult to keep the Six Acre pond clear of weeds so the committee have been asked to consider if this needs to be outsourced or if further equipment is needed.
It was highlighted in the Chairmans report and in the meeting that the workmen have done a great job keeping the town looking good.
58) To receive the report of the Planning Committee
A report was distributed prior to the meeting.
The committee is getting quotes for flags for next year’s 80th anniversary of VE day event and are also looking at a commemorative bench. This will be dealt with in committee.
The meeting on 8th will be a walk around.
59) To receive the report of the Safety & Security Committee.
A report was distributed prior to the meeting
Crime figures for April have gone down slightly and a more detailed map of the incidents in Crowland has been provided to the Cllrs. The number of violent crimes was questioned as no further information is provided. Cllr KP to follow up. (ACTION KP)
It was proposed that some work at the allotments be carried out
• Move the electric indoors to make this more safe
• Install a Roller door lock
• Replace the remaining Perspex roof lights
It was noted that the electric was initially installed outside to provide emergency services access to it so this will need to be checked.
Proposed by Cllr PD and seconded by Cllr MA. All agreed
The Crime Reduction officer has offered free of charge visit to advise on the allotments.
60) To receive the report of the Assets Working Party
A report was distributed prior to the meeting
The report by ESP will be completed before the deadline of 30th June
Specification for the proposed buildings has been clarified
It was proposed to give the AWP delegated authority to agree suggestions proposed by Paul Bywater about dates and amounts due for the pond to send a letter to the developers to get this resolved. Proposed by Cllr MA and seconded by Cllr JB. All agreed
61) MERIDIAN ACTION GROUP(MAG)
the council have been asked if they would like to join the Meridian Action Group to lobby against the proposal as one unit. Following a detailed discussion it was proposed that the council will decline the invitation and continue as they currently are to ensure that they can concentrate on getting the best possible result for the town in the event that planning permission is ultimately granted. Cllrs were reminded that the decision will not be a local decision but will be made by the Secretary of State
Proposed by Cllr PD and seconded by Cllr RB. Cllrs MA & JB abstained All others agreed
A letter will be sent to MAG confirming the decision (ACTION BA)
Next steps will be for the Council to send off their report for the consultation by 8th July (ACTION BA/DK)
62) Standing Orders and Financial Regulations
Copies of the modified Standing Orders and Financial regulations were provided prior to the meeting. It was highlighted that these are model documents provided by LALC which should be adjusted to reflect individual council circumstances
It was noted that some of the references in the standing orders have changed as paragraphs have been removed. These will be updated (ACTION DK/TC)
It was proposed that the council adopt the modified model standing orders as presented, subject to the changes noted above, to ensure they remain compliant and are following good practice.
Proposed by Cllr MA and seconded by Cllr PD. All agreed
The financial regulations will require some changes to current processes which will be implemented as soon as possible.
It was proposed that the council adopt the modified model financial regulations as presented to ensure they remain compliant and are following good practice.
Proposed by Cllr KP and seconded by Cllr JB. All agreed
63) Play area – inspection
OLP have been asked to complete an inspection of the play areas as they installed the equipment for the junior play area. Cllrs DK, PD and KP will attend the inspection.
64) Vacancy - Co-option
The council have received application from two prospective candidates for the current vacancies and after going through the usual processes the HR committee proposed that they are invited to join the Parish Council. It was felt that they will both bring qualities that the Council will benefit from.
Proposed by Cllr JB and seconded by Cllr RB. All agreed
65) Matters to be considered for inclusion on a future Council Agenda.
Young Achievers Award - Cllr DW
“In Closed Session”
The Public & Press were excluded from the meeting in accordance with the provision of Section 1 (2) of the Public Bodies (admission to meetings Act 1960). The items to be discussed being of a confidential nature.
66) Land and Land Agent
An update was provided from a recent meeting with the land agent as discussed. Further information is required before actions can be taken
67) Trees
A quotation was received for tree work needed.
Proposed by Cllr DK and seconded by Cllr PD. All agreed
68) AWP
Information was shared with councillors about the commercial building contract
69) HR
An HR matter was discussed.
Meeting ended 21:30