2019 Parish Council Minutes of Meetings

HECKINGTON PARISH COUNCIL
    
Minutes of the Meeting of Heckington Parish Council held in the Council Chambers, St Andrews Street, Heckington on Monday 25th November 2019 commencing at 1900hrs 

Attendance: 

Chairman -  Cllr Mrs J Palmer 

Councillors – Mr T Atkinson, Mr D Couzens, Mr R Doughty, Mr A Garlick, Mr R Higgs, Mr R Kemmett,  Mr M West, Mr R Woods

County Councillor – Apologies received

District Councillors –Mr S Ogden

Minute Taker – Clerk, Ms J Hudson

Police Representative – None present

Press Representative – Mr A Hubbert 

Members of the Public – 5  

1.  Chairman’s Welcome and Opening Remarks

i.  The Chairman welcomed everyone to the meeting.

ii.  She confirmed that Thomas Pyrah had resigned from the role as Parish Councillor due to relocation, but that NKDC have not yet confirmed whether an election has been called or whether co-option can take place.

2.  To receive apologies for absence

Apologies were received and accepted from C/Cllr Mr B Young, D/Cllr Mrs S Tarry and P/Cllr Mr M Jones 

3.  To receive any declarations of  interest in accordance with the Localism Act 2011

i.  Cllr Mr D Couzens declared an interest in item 15

4.  To consider any written requests for dispensations received at or before the start of the meeting.

i.  None received

5.  Minutes of the Parish Council Meeting held on Monday 28th October 2019 to be approved as Minutes and signed.

Proposed by Cllr Mr R Higgs, seconded by Cllr Mr R Doughty

Vote results – unanimous

Resolved – to approve the minutes as above

a.  Matters arising – no resolutions may be passed under this item.

No matters arising

6.  Public Speaking Time – 15 minutes allocated in total.  Members of the public are each allowed 3 minutes to make representations

i.  i. A resident asked which company carried out the regular play equipment inspections, but the Clerk was unable to recall the name at the time (subsequently confirmation – ‘The Play Inspection Company’).  The Chairman reminded those present that the old equipment had been reported to only have a limited life left for public use, which is why it was resolved at the time to purchase brand new equipment.  

7.  To consider financial Matters

a.  To approve payments as listed separately

Proposed by Cllr Mr A Garlick, seconded by Cllr Mr R Woods

Vote results – unanimous

Resolved – to approve payments as listed above

The Chairman also presented the following 2nd quarter figures for Councillors.  The highlighted codes M5 and M6 were noted to be overspends due to an unforeseen breakdown of the NILFISK machine and the unplanned purchase of additional litter bins for the new play park area.  No other codes were raised as concerns at this stage.

8.  To receive a report from the Police

On behalf of the Police representative, the Clerk reported that more patrols had been carried out in the Playing Field area following recent reports of Anti-social behaviour, although none were present.  The PCSO was continuing to receive and deal with parking issues where appropriate.  He had been on 3 home visits to residents who had been reported 3 times by the Community Speedwatch initiative.

9.  To receive a report from the County and District Councillors 

The County Councillor had provided a report in his absence as follows –

1.  ‘Boston Road Development   

The developers have assured Highways that there are robust measures in place on site to clean any vehicles prior to their departure on to the road and that there is a daily sweep if required. The principal  worry now is that with all the recent rain there are understandable issues within the site which will cause problems if not managed. These have been taken up with the developer to try to ensure that the general road condition is not affected by the state of the site. 

2.  Request for filter lane on the A17 near Abbey Park Farm Shop

Highways are investigating alternative approaches to improving road safety at this location. I understand that a lorry left the road at "East Heckington" on 18th November. As I reported last time, the Road Safety Partnership have recorded only one case of an accident involving minor  injury on the road at this point during the last 6 years. This is not to say that there have not been other accidents in the vicinity.

3.  Carter Plot

I am informed by Highways that "LCC does still look after the site" and I have requested Highways to investigate the claims and report back to me as soon as possible.’

The Chairman went on to confirm that she and the Clerk had met with a Highways Officer and that he had been taken to view various previously reported issues in the village.  As a result, pavement ‘slurry seals’ would be recommended for pavements along Kyme Road, Eastgate and others, various potholes were inspected and for these he agreed that the criteria for patching had been met.  He was going to look into whether High Street was on the resurfacing schedule (the Chairman had pointed out that both ‘ends’ of this road had recently been completed).  He was also made aware of the continuing issues with gullies along Hale Road (previously raised by Cllr Mr T Atkinson) and suggested that he would look into this matter with drainage cameras while he was in the area. 

The District Councillor, currently in a period of purdah, indicated that a decision may be made this week in relation to the Heckington Manor planning application. 

10.  To receive a report from the Clerk 

i.  She reported that the Christmas Carol Service on the green (permission previously granted) had been requested for Saturday 14th December 2019 at  6pm

ii.  She thanked local resident Mr P Asher for the recent work carried out voluntarily as follows – flailing the hedge adjacent to Millview Medical Centre on the corner of Burton Road and for putting out and taking down road signage for the Remembrance Day event.  He was also thanked in advance for the collection and siting of the village Christmas tree and lights on the Green.

iii.  She informed the meeting that parking issues outside the school had been raised by a resident directly to the school, although HPC had been kindly provided with a copy letter for information purposes.

iv.  Details of the Christmas period bus service run by Call Connect are available in the office and on Facebook  

v.  LCC’s County News newsletter, containing useful local information, is in the office for anyone wishing to read it.

vi.  On financial matters, she confirmed that a letter of thanks had been received from the Methodist Church community building for the donation towards repairs.  The letter also thanked HPC for the offer of a loan, however the group were hoping to raise the funds required without the need for a loan.  The Clerk also confirmed that Heckington Community Swimming Pool had repaid £1,000 towards their loan, leaving a balance of £3,000.

11.  Receive reports from Councillor’s relating to their affiliation to local organisations.

No reports received.

12.  Planning Matters

(1)  Applications to be ratified 

a.  none

(2)  Applications approved 

a.  19/1299/FUL – Erection of 1no. dwelling, car port and double bay garage with storage to first floor – Land adjacent To 40 Heckington Road, Great Hale, Sleaford

b.  19/1199/FUL – Substitution of house types Plots 71 &86 from 3 bed bungalows to 3 bed detached houses and addition of Plot 70a together with Plot 70 to form 2 3 bed semi detached houses – Spireview Development, Boston Road,

(3)  Applications rejected

a.  None received

(4)  Applications withdrawn

a.  None received

13.  To discuss and decide on final payment for Kompan Play Area – Cllr Mr R Doughty to present additional information

The Chairman reported that Kompan had stated they would not take responsibility for the type of gates supplied and that they could not retrofit springs to the current gates.  They had provided a further quote for £2,761.86 for totally new gates, with a good will gesture of £500 deduction.  The Councillors commented that this seemed high.

Cllr Mr R Doughty provided details of an example of a self closing mechanism (£129.00+VAT), which he suggested might be suitable to add to the gates at the Play Park area.

The Chairman also confirmed that Nick Marshall from the local foundary had been asked to look at the issue and provide advice and quote, although this had yet to be received.  

It was again commented that Kompan hadn’t (but should have) advised the fitting of self closing gates at the design stage, especially as it was a recommendation from ROSPA.  The Clerk also confirmed that Kompan were still chasing the final payment of £7,555.47, this being 10% of the total supply and installation invoice which had been held back until works were completed satisfactorily.

It was suggested that this remaining sum from the initial invoice be paid, minus the £500 good will gesture, and that HPC would arrange and fund remedial works themselves.

Proposed by Cllr Mr R Higgs, seconded by Cllr Mr R Kemmett

Vote results – unanimous

Resolved – to make an immediate payment to KOMPAN of £7,555.47 (inc VAT) minus £500.00 good will gesture offered by Kompan, in final settlement of invoice for Play Park

14.  To consider quote received for professional clean of the War Memorial - £1,200.00

It was reported that the War Memorial on the Village Green, a listed monument, had last been cleaned 12-15 years ago.  The Clerk confirmed she was still waiting to receive the quote for East Heckington Memorial for cleaning and re-painting the names listed.

Proposed by Cllr Mr R Woods, seconded by Cllr Mr M West

Vote results – unanimous

Resolved – to accept quote from William Kent Memorials of £1,200 (inc VAT) to professional clean the Village Green Memorial, and to accept their quote for East Heckington once received, up to the value of £1,000

The Clerk reported that following an enquiry into the War Grave at East Heckington, the Commonwealth War Graves Commission had confirmed that the next scheduled maintenance of this grave was due at the end of 2020.

In addition, Cllr Mr R Woods expressed thanks to Goldholme Stone for the donation of the memorial stone on Godson Avenue Arboretum, and to Smith’s Construction who picked it up for the quarry and sited it.  The Chairman confirmed that arrangements for an official dedication were yet to be made.

15.  To discuss extension of pre-school’s use of Pavilion whilst new Licensee is appointed - RESOLVED

In order to preserve this important service to the village during any required handover time of the new tenant of the Pavilion, it was proposed by Cllr Mr R Higgs and seconded by Cllr Mr M West to ensure Heckington Pre-school keep the use of the Pavilion over this period.  Vote results – 9 for, 1 abstention (Cllr Mr D Couzens who had declared an interest)

The Chairman made Councillors aware that following a regular safety review of the Pavilion buildings, it had been noted that fireproof paint was required for the loft hatch, and that work may be required to the fire escape in the near future.

Cllr Mr R Higgs pointed out that new signs for the Playing Fields would be required, stating the ‘on-lead’ and ‘5m perimeter’ rules.

16.  To discuss purchase of additional bags of gravel for Allotment driveway

It had been reported that more bags of gravel were required to complete the filling up of potholes on the allotment driveway

Proposed by Cllr Mr M West, seconded by Cllr Mr R Woods

Vote results – unanimous

Resolved – to order 6 more bags of gravel

17.  Update Local Access Point situation and decide way forward for provision of services.

Councillors had previously been emailed the response letter from NKDC in respect of HPC’s letter of concern over the withdrawal of LAP funding.  An NKDC LAP representative visited the office last week to discuss the rollout of information and it had been suggested some form of leaflet be designed to show NKDC services and how to access them.  The Chairman re-iterated that no resident would be turned away from the Parish Council office.  She then gave a resident, (and member of the magazine), dispensation to speak.  The resident stated that he had contacted NKDC himself and been provided with figures which indicated a saving of over £98K over a 3-year period. It was noted that NKDC intends to put more funding into the digital hubs.  Cllr Mr R Higgs suggested submitting a Freedom of Information request to find out how much the digital hubs were going to cost versus the money savings from the LAPs.  

18.  To receive general correspondence.

a.  Newsletter from Lincolnshire Fieldpaths Association – information only

b.  Email from NKDC with details and link to Household Survey 2019 – please go to www.n-kesteven.gov.uk/Householdsurvey - closing date 31st Jan 2020

c.  Email from NKDC re current flood warning status – visit www.gov.uk/flood 

d.  Response letter from NKDC’s Head of Corporate and Customer Services re the withdrawal of LAP funding – information only

e.  Notice from Electoral Services re: nominations for candidates for General Election on 12th December 2019

19.  To confirm the date of the next full Parish Council meeting as Monday 27th January 2020 and the date of the Precept meeting as Monday 20th January 2020. 

Date confirmed. 

20.  To resolve to go into closed session in accordance with the Public Bodies (Admissions to Meetings) Act 1960

i.  To receive and consider tenders for resurfacing works

Proposed by Cllr Mr A Garlick, seconded by Cllr Mr M West

Vote results – unanimous

Resolved – to go into closed session – members of the public left at 8.05pm

Cllr Mr A Garlick briefly gave an update on the Emergency Plan progress and reported that a poster was being designed to attract volunteers.

The Chairman opened the two sealed quotes received in relation to resurfacing works at the Village Green Car Park and the old play area near the Pavilion.  It was subsequently suggested and agreed that the Pavilion works be put on hold, in case the 
Heckington Manor development were to use the area as an works access to the site.  

The quotes were discussed and it was noted that  -

a.  Councillors are not legally bound to accept the lowest quote 

b.  Smith’s Construction have carried our previous works for HPC to a good standard (Pavilion original Car Park).

c.  Smith’s Construction are a Heckington based company, and as such HPC strives to support local business where possible and appropriate. 

Vote results – unanimous

Resolved – to accept quote of £10,855.24 from Smith’s Construction (Heckington) for Village Green Resurfacing Works

NB Amendment to minutes as per item 17. 27th July 2020

The Chairman referred to item 20 of the meeting held on the 25th November 2019 during closed session, which related to the consideration of tenders for the re-surfacing of the car park.

The internal auditor had highlighted that insufficient detail was provided within the minutes to justify the choice of successful tender in line with the legal requirements of para 11.15 of the Heckington Parish Council Financial Regulations which state – 
‘The Council shall generally accept the lowest tender unless there is good reason not to do so. If the Council does not accept the lowest tender, it should record the reasons for its decision.’

He further advised that a minute should be recorded retrospectively to explain the decision in greater detail and would be sufficient to satisfy the external audit.

The Chairman although stating that it was discussed in full detail at the time, proposed the following addendum to the minutes on item 20, 25th November 2019 –

‘Both companies were given an identical brief to resurface the car park to our specification.  Within the tenders received it was noted that the description of works which appeared more detailed and to offer the most long lasting solution, happened to be the more expensive of the two.  In light of the previous experience of the car park resurfacing, (which had resulted in works which has rapidly degraded since being completed), it was agreed to be prudent and better long term value to accept the more specific quote.  

The decision to NOT accept the lowest quote is therefore covered by para 11.15 (b)(b) HPC Financial Regulations - (Valid reasons for not accepting the lowest quote) which states – ‘The Council believe that better long-term value could be achieved by accepting a higher priced but higher specification tender (eg. a painting tender with a specification that might lead to repainting at seven year intervals instead of four year intervals is arguably a better buy)’.

The Chairman advised that because Cllr Mrs S Tucker was not a Councillor at the time of the 25th November 2019 meeting, that she could abstain if she wished.

Proposed by Cllr Mrs J Palmer, seconded by Cllr Mr R Doughty

Vote results – unanimous (Cllr Mrs S Tucker abstained)

Resolved – to add the above addendum to the minutes of 25th November 2019 to fulfil the advice received from the internal auditor and the requirements of HPC Financial Regulations.

Meeting concluded at 8.40pm