2024 Parish Council Minutes of Meetings

HECKINGTON PARISH COUNCIL

Minutes of Heckington Parish Council Meeting on Monday 28 October 2024 at 8pm in the Village Hall, High Street, Heckington

1.     Chair’s Welcome and Opening Remarks 

The Chair opened the meeting at 8.00pm and welcome councillor and members of the public to the meeting
He announced that Miss Williams had resigned to focus on her family resulting in a vacancy for the position of Clerk and in the meantime, the Acting Clerk would remain in post. 
The Chair announced that all Councillors had attended training, with further courses booked for the near future.  He  went on to say that the Parish  Council has also signed up to the Civility and Respect Pledge and he asked that members of the public also treat the parish council with civility and respect.  He said that the councillors are learning, and it is inevitable that mistakes will be made, he asked for issues to be brought to the parish council’s attention without confrontation. 
The Chair stated that the Parish Council are still looking for a musician to play the last post for Remembrance Sunday and he asked if anyone has any ideas to get in touch with the Acting Clerk as a matter of urgency.  Volunteers are also required for the road closures for the event.  A member of the public said she would assist at the event.  
The Chair also offered his thanks on behalf of the Parish Council to Steve Wright, the new Chair of the Allotment Association.  Steve has been working tirelessly at the allotments to bring some semblance of order. 
The Chair stated that North Kesteven District Council are going to address the lamp post in the churchyard which is obstructed by tree branches; there have been several complaints about this.  He also offered his thanks to the Highways Departments and County Councillor Key for their assistance updating the white lines on the High Street to facilitate access and egress to homes.  
The Chair followed with the usual health and safety announcements. 
Members of the public were reminded that if they want their name to appear in the minutes, they must state their name prior to speaking. 

2.     Public Forum:  
There were 22 parishioner present. 
A member of the public asked whether the skate park, that the former Councillor, Councillor Manning, had addressed prior to resigning from her role was still being considered.  The Chair indicated that this would be added to the agenda for the Pavilion Committee for further consideration. 
A member of the public enquired as to the possibility of increasing the size of the playground at the pavilion.  The Chair indicated that this would also be added to the Finance Committee agenda for exploration. 
A member of the public asked how the parish council intend to communicate with the parish in the future. He said he welcomed the recent statement (relating to the purchase of Star Fen and past actions). The Chair confirmed that communication with the public will be discussed as part of the agenda this evening.  Councillor Davison spoke briefly about community projects where the parish council act as facilitators rather than leaders. 
A member of the public asked the council to look at what can be done about speeding traffic; he spoke about the SpeedWatch Scheme.  His opinion is that the solar Speed Indicator Device (SID) is effective, and he asked if one could be place further out with the village.  He asked, when time permits and when priorities allow,  whether the parish council can give priority to this issue.  The Chair indicated that this is on the agenda for discussion at the meeting. 
A member of the public, she said she believes that modern technology is directing people from the A17 to  Kyme Road and she recounted a dangerous encounter with a lorry when she was leading her horse along the road.  She asked how the parish council might enforce whatever traffic control measures are implemented.  The Chair explained that highways issues falls within the remit of Lincolnshire County Council Highways Authority. 
A member of the public asked about the condition of the footpaths throughout the parish.  The Chair said that he is under the impression that the footpaths are on a future Highways maintenance schedule for 2025. 
Mr Wright said would like to thank all the councillors for supporting the allotments with their decisions at the last meeting and the Chair reiterated his thanks to Mr Wright for his efforts.  

3.     Councillor Present
Councillor Spencer, Chair
Councillor Garlick, Vice Chair
Councillor Atkinson
Councillor Bell
Councillor Davison
Councillor O’Connor
Councillor Peacock
Councillor Stanley
Councillor Tucker
Councillor Wright

4.     Apologies
Apologies has been received from Councillor Thorpe.  The reason for his absence was noted and accepted. 

5.     To receive any reports of member’s interest, pecuniary or otherwise in relation to the agenda and any dispensations in accordance with the Localism Act 2011
Councillor Bell declared her interests in relation the allotments.  Councillor Tucker declared her interests in relation to Remembrance events in her role with the Royal British Legion.

6.     Minutes
a)     Councillor Bell proposed that the minutes from the parish council meeting held on Monday 30 September 2024 be accepted as a true and accurate record of that meeting.  The proposal was seconded by Councillor Garlick and the motion was passed unanimously, by resolution of the council. 
b)     Members resolved to sign the minutes of the extraordinary meeting which took place on 17 July 2024 which were approved but not signed at the parish council meeting on Monday 29 July 2024.  The Acting Clerk confirmed that a printed copy was not available at that meeting. 

7.     Report from the County and District Councillors
The Chair noted that apologies had been received from County Councillor Key.  

District Councillor Tarry informed the meeting that members of the public election teams would be visiting properties through to mid-November, that had not responded to the annual canvas.   

District Councillor Collard stated that NKDC have been alerting residents to a fake Universal Credit App and text, which is Universal Credit UK.  The Department for Work and Pensions is investigating and advice is NOT to respond or use this app.  People should only use the DWP website. If anyone is unsure, please contact the Citizens Advise Help to Claim Service on 0800 1448 444 and anyone who thinks they might have fallen victim to the scam can contact Action Fraud on 03000 123 2040. 

8.     General Matters
a)     Parish council communication 
After lengthy general discussion, Councillor Tucker proposed that the parish council proceed with an email distribution list, quarterly newsletter, surgeries and extended office opening times with a view to better communicating with members of the public.  The proposal was seconded by Councillor Bell and the motion was passed unanimously, by resolution of the council. Action:  Acting Clerk to draft a document to inform members of the public of the remit of Parish Council powers and duties.  Acting Clerk to publish new, extended opening hours.

b)     Broadband Supplier (Parish Council Chambers) 
Councillor Garlick proposed that the Parish Council move to BT for broadband service at £24.95 per month.  The proposal was seconded by Councillor Stanley and the motion was passed by unanimous resolution of the council. 

c)     Emails (domain name, domain registrar & hosting supplier)
The pros and cons of a gov.uk domain name versus others were discussed at length in relation to security.  The Chair, Councillor Spencer proposed that this agenda item is deferred to the November meeting pending further consideration.  The proposal was seconded by Councillor Wright and the motion was passed by resolution of the council.  Councillor Bell asked for her vote against this motion to be recorded.

d)     Microsoft Teams to facilitate communication between the Clerk and Councillors
The benefits of using Teams to facilitate communication between the Acting Clerk and Councillors were discussed.  Councillor Garlick proposed that the Parish Council use Microsoft Teams to facilitate communication between the acting clerk and councillors.  The proposal was  seconded by Councillor Tucker and the motion was passed unanimously, by resolution of the council.  

e)    LALC Webmaster Service 
Councillor Wright proposed expenditure of £54.00 plus VAT for three hours for the webmaster service provide by LALC.  The proposal was seconded by Councillor Wright and the motion was passed unanimously, by resolution of the council.  

f)     Osmo flood barriers
Members discussed how to dispose of the Osmo Flood Barriers of which there is a significant amount of stock in the parish council office which were reported to have been purchased over four years ago further to flooding on Church Street.  Councillor Garlick proposed that the Osmo Flood barriers are advertised free of charge on Facebook and on the website.  The proposal was seconded by Councillor Tucker and the motion was passed by resolution of the council.  Councillor Peacock abstained from the vote. 
Action:  Acting Clerk to advertise via Facebook and the website.

g)     Cups and Saucers
Councillor Tucker proposed that the cups and saucers which were purchased for the inaugural history group at a cost of £12.98 per cup and saucer, £258.48 plus £51.70 plus VAT in total, are sold via Marketplace with a view to recouping the expenditure.  The proposal was seconded by Garlick and the motion was passed unanimously, by resolution of the council.
Action:  Councillor Tucker will oversee the sale of the cups and saucers

h)     Parish council laptop 
Councillor Garlick proposed that the parish council laptop is sold back to Eclipse PC Repair at the purchase price of £274.15 plus £54.83 VAT.  The proposal was seconded by Councillor Bell and the motion was passed unanimously, by resolution of the council.  

i)     Community Speedwatch Scheme 
Councillor Garlick said that he will download and publish the figures from the Elancity Speed Indicator.  The Lincolnshire Road Safety Partnership had recommended the siting of the SID which records the speed of traffic entering and leaving the village.  Members agreed that speeding in the village is endemic. 
Councillor Bell proposed that the Parish Council advertise for volunteers for the Community SpeedWatch Scheme.  The proposal was seconded by Councillor Garlick and the motion was passed unanimously, by resolution of the council.  
Action:  The Acting Clerk will advertise for volunteers on the Heckington Parish Council Facebook page.  This could also be added to the newsletter with the data from the SID. 

j)    Water Supply, Parish Council Chambers
The Acting Clerk informed the meeting that Wave could not explain why the Parish Council does not receive bills for water rates for the Parish Council Chambers but they will investigate and they have confirmed that billing will not be back-dated.  Councillor Tucker asked why year on year money had been budgeted for this item of expenditure.  The Acting Clerk said that her understanding was this money was put aside in the event that Anglian Water did back date the billing. 
Action:  Acting Clerk to check whether there are ear-marked reserves for water rates for the Chambers. 

k)    Lighting and general facilities in the caretaker’s workshop.
Councillor Garlick suggested that the fluorescent lighting in the caretaker’s workshop with LED lights.  He also explained that the caretaker does not have a toilet, and he asked for permission to explore the installation of a toilet at the cemetery with a builder.  
Action:  Councillor Garlick will report back in November with costings and details. 

l)     Hosting of the Management of Memorials workshop provided by the ICCM     
Members discussed hosting the Management and Memorials workshop provided by the ICCM with a view to obtaining two free places on that course which costs £155 per person.  Councillor Bell proposed that the tenants at the pavilion are approached with a view to hosting the event.  The proposal was seconded by Councillor Garlick and the motion was passed unanimously, by resolution of the council.  

m)     Cemetery and Management Compliance Course 
Due to the Parish Council’s responsibilities in terms of management of a burial ground, she proposed that the Clerk and a Councillor attend the training, the proposal was seconded by Councillor Tucker and the motion was passed by resolution of the council. 

n)     Remembrance Sunday 
i)    Signage and road closures  
A member of the public announced that she would also be more than happy to assist with the road closures at the Remembrance event totalling 8 volunteers in total.  The Chair expressed his thanks. 

ii)     Collection and drop off of radios (mileage claim for the Chair). 
The Chair will collect and drop off the radios which will be used to allow the volunteers to communicate with each other.   Councillor Bell proposed expenditure at 45 pence per mile to cover the chair’s mileage expenses.  The proposal was seconded by Councillor Garlick and the motion was passed by resolution of the council. 

iii)     Wreath Laying – Nominated Councillors (approved expenditure of £200.00 at the precept meeting in January 2024). 
Councillor Garlick will lay the wreaths in Heckington and Councillor Peacock will lay the wreath in East Heckington. 

iv)     Sound system/gazebo (to discuss expenditure to purchase a new gazebo if required). 
The sound system is being provided by Andy Mellet-Brown, with the parish council system as a spare.  The gazebo has been checked ahead of the event to protect the sound system in the event of inclement weather.  The Chair expressed his thanks to Mr Mellet-Brown for the offer of his sound system. 

v)     Musician/recording of the last post
The Acting Clerk said she had been in touch with the relevant body to ask whether the parish council require a music license to play a recording of the last post in the event that a musician cannot be found but she has not yet received a response and this will have to be a consideration if a musician cannot be found. 

o)    Christmas Tree 
i)     Additional Expenditure
To resolve to approve additional expenditure above the £500 budgeted on the Christmas Tree noting the following costings 
Councillor Spencer proposed an additional £200 to cover the cost of the purchase and erection of the Christmas tree considering the costs already incurred (Tree £225 plus £20 delivery), erection fee TBC, framework £285.00 plus VAT) and the slim budget of £500.00.  The proposal was seconded by Councillor Garlick and the motion was passed by resolution of the council. 

ii)     Christmas tree lighting 
Members reviewed two quotes received from Blanchere Illuminations (Cherry lights 120 meters, 960 LEDS) £516 plus VAT plus £38.00 postage and Lights for Fun (String lights, 150 metres, 1500 LEDS) £559.99 plus carriage TBC. 
Councillor Tucker proposed that the parish council ask local businesses if they would like to donate to the cost of new Christmas lights (businesses will be thanked for their donations via a sign to be placed near the tree to show the parish council’s appreciation) and for a local company to wave the costs of the hire of a cherry picker to facilitate decoration. The proposal was seconded by the Chair, Councillor Spencer and the proposal was passed by resolution of the council.  

iii)     Christmas lights switch on
Councillor Tucker proposed that the Christmas tree lights switch on take place on 21 November 2024.  A choir is available free of charge on 21 November 2024 and the events committee are exploring other ideas as to what they would like to do that evening.  The proposal was seconded by Councillor Spencer and the motion was passed by resolution of the council. Councillor Bell voted against the motion expressing concern at the proximity to installation of the tree on 20 November 2024. 

p)     Hearing Loop Grant Application for the Parish Council Chambers and Village Hall
The Chair, Councillor Spencer informed members that the grant application to cover the costs of hearing loops for the village hall and parish council chambers was unsuccessful.   Councillor Bell offered to look for other grants, but the Chair said that he thought that this matter should be considered immediately as there are several people attending meetings presently who are hearing impaired, and it should not be delayed any further.  Councillor Tucker said that since 2019, the Parish Council have given funding to the village hall funding more than £51,000 but her view is that the village hall should fund the purchase of a hearing loop for the hall.  The Chair, Councillor Spencer proposed that the Parish Councill proceed with the purchase of a hearing loop for the parish council chambers at a cost of £1330.75 from Keystone Stone Systems.  The proposal was seconded by Councillor Wright and the motion was passed by resolution of the council.  
Action: The Chair will write to the village hall committee to inform them of the decision and to remind them of their duties under the Equality Act 2010.  Chair offered to write to the VH committee.  

q)     Trees & Hedges 
a)     Woodland Trust Grant 
Councillor Bell reported that cherry laurel that has been planted at the cemetery, has grown to 5 metres deep in places.  She would like to propose that this is removed and replaced with suitable trees.  The proposal was seconded by Councillor Stanley and was passed by resolution of the council.  It was agreed that the trees will need to be added to a watering schedule as trees purchased and planted in previous years have died due to a lack on a care plan.  
Councillor Bell also proposed that some specimen trees are purchased to block out the industrial units towards the back of the cemetery, and to replace some of the Ash Trees which seem to be suffering from ash die back.  A chipper will need to be hired.  Councillor Bell will explore costings. 
Action: Councillor Bell to proceed with the grant application for the trees and to explore other costings. 

b)     Spire View Hedge
Councillor Bell informed the meeting that there is a gap in the hedge to the Spire View Estate, people are parking on the corner near the gap which presents a highways hazard. 
The Acting Clerk said that she had spoken to Mr Bolland who is a representative for Spire View Maintenance. The decision to close the gap might be unpopular but Councillor Bell proposed that the company is approached and asked to close the gap, the proposal was seconded by Councillor Garlick and passed by resolution of the council.  

c)    Oak Way Tree Removal
Councillor Stanley proposed expenditure up to £400 for Terra Firma to remove the Fir and Silver Birch on the corner of Oak Way as the latter presents risk to the neighbouring property.  The proposal was seconded by Councillor Garlick and the motion was passed by resolution of the Council.  

9.     Committees
a)         Staffing Committee.
i)    The Chair, Councillor Spencer proposed the ratification of expenditure up to £100 for the services of Personnel Advice and Solutions Limited agreed as necessary at the Staffing Committee meeting on Thursday 26 September 2024.  The proposal was seconded by Councillor Garlick and the motion was passed by resolution of the council. 

ii)    The Chair, Councillor Spencer proposed to ratify the adoption of the grievance policy and to extend the agreement with LALC for the continue provision of locum clerk services agreed as necessary at the Staffing Committee meeting on Thursday 26 September 2024.  The proposal was seconded by Councillor Garlick and the motion was passed by resolution of the council. 

b)         Finance Committee (the Finance Committee has not yet formally met).
i)    Councillor Davison proposed a review of all Contractors and Professional Service suppliers used by the Parish Council and a review of all parish council assets and liabilities to ensure that the Parish Council is getting the best value for money, to understand how money is being spent and to understand the risks and liabilities.  The proposal was seconded by Councillor Wright and the motion was passed by resolution of the council. 

ii)    Star Fen – Delegation of Power 
Councillor Davison said that further to the poll, there had been concern that the Parish Council might lose money in the potential sale of Star Fen.  Councillor Davison suggested that the best way to mitigate this is to carry out some extensive and deliberate research to understand the parish council’s obligations with a view to reporting back to the parish council with findings to guide the decision making process.  Councillor Davison proposed that the Finance Committee be awarded delegated powers to:
•    Understand the process and obtain valuations.
•    Obtain advice to understand the legal and regulatory requirements associated with the sale of the land to guide future decision making and to ensure compliance with law. 
•    Obtain advice to assist council to understand the legal and regulatory requirements associated with the potential sale of the land to ensure best value. 
The proposal was seconded by Councillor Garlick and the motion was passed by resolution of the council. 

c)         Allotment Committee (the Allotment Committee has not yet formally met).
i)         General Waste 
The Acting Clerk explained that NKDC had refused the provision of a general waste bin for the allotment association but they had agreed to a single bag of household waste be taken to Hazelwoods yard on a Monday afternoon.  It must be placed beside the skip and left tidy.  Councillor Bell proposed that this be accepted as a suitable means of dealing with the household waste at the allotments.  The proposal was seconded by the Chair, Councillor Spencer and the motion was passed by resolution of the council.  

ii)      Christmas Tree Planting.
Item to be deferred to the November meeting of the Parish Council. 

iii)    Hire of an 8-yard skip
Councillor Bell explained that a 20-yard skip, which was approved at the September meeting of the parish council, could not be sited on the allotments.  A 16-yard skip was provided and filled to capacity but there is additional waste that needs to be removed.  Councillor Bell proposed that an additional skip is hired from Mountains at a cost of £260 plus VAT.   The proposal was seconded by Councillor Garlick and the motion was passed by resolution of the council. 

iv)    To note an request from the Chair of the Allotment Association 
Councillor Garlick proposed that the chair of the allotment association be allowed use of the green waste/burn area at the allotments for the storage of green waste that might subsequently be chipped and mulched for supply to the allotments.  The proposal was seconded by Councillor Stanley and the motion was passed by resolution of the council.  Councillor Bell abstained from the vote due to her interests.  

f)    To agree membership of a Village Hall Committee/Working Group.
Item to be deferred to the November meeting of the Parish Council pending enquiries into Councillor Atkinson’s status as a Trustee. 

10.      Highways
a)         Report of any new or outstanding highways defects
Members of the public are encouraged to report any new faults or existing defects at www.lincolnshire.gov.uk/faultreporting or email, cschighways@lincolnshire.gov.uk or via FixMyStreet. 

The Acting Clerk confirmed that a list of highways issues is being compiled for the Village Walkabout with Rowan Smith, Head of Highways for Lincolnshire County Council. 

b)         Archer Survey for Kyme Road
The Acting Clerk confirmed that the Archer Survey will be sited on Kyme Road in the New Year. 

c)         Village Walkabout
Members noted that the village walkabout with Rowan Smith, Head of Highways for Lincolnshire County Council is to be rescheduled.  Councillor Tucker raised the issue of the placement of double yellow lines on St Andrews Street and Church Street.  The Acting Clerk confirmed that this had been added to the list as a number of other complaints have been received. 

d)         Oxby Close
The Acting Clerk stated that a request has been received from residents of Oxby Close to resurface the verge which is maintainable by Highways.  
Action:  Acting Clerk to add to the list for the Village Walkabout. 

11.     Planning Matters
The Parish Council does not have the power to approve nor reject applications – it is merely a consultee and can submit comments.

a)    Members noted the planning applications new, amended and decisions received or pending. 

b)    Members noted the decisions received or pending.

12.     Finance
a)    Members noted the bank balances as of 17 October 2024.

Current Account    13,722.86
Bank Account S106    30,969.15
Bank Account Deposit    128,739.99
Petty Cash    0.00
TOTAL    173,432.00

b)    Members noted the income received between 24 September 2024 and 17 October 2024.

ACCOUNT    DESCRIPTION    AMOUNT
S106    Interest (October)    25.43
Deposit     Precept 2/2    55,372.50
    Interest (October)    92.69
Current     William Kent Memorials ref DC9    75.00
    Colin Ward Funeral Service ref DL5    96.00
    Colin Ward Funeral Service ref JR8    130.00
    JE Severs refs BE5 and BC11    226.00
    Allotment Rent B3-2, B4-2, B4-1    131.00
    Allotment Rent B2-1, B3-1    151.00
    Allotment Rent B5-1    100.00
    Nest Pension Refund    8.36
    Allotment Rent A1-2    86.00
    Allotment Rent B1-2, B2-2, B1-1    171.00
    Allotment Rent A15-1    45.00
    Allotment Rent B11-1    45.00
TOTALS        56,754.98
c)         Expenditure for approval
Councillor Bell queried the fine issued by HMRC in relation to Quarter 1 (April, May and June).  The Acting Clerk explained that the Standing Order set for payment was less than the amount due.  

Councillor Bell queried the source of the Airtags.  The Acting Clerk said that she is happy to donate the Airtags for the Parish Council office keys to be held by keyholders in the event that the keys are lost.  

Councillor Garlick proposed the expenditure between 24 September 2024 and 17 October 2024 is approved and the expenditure (in italics) which was agreed by members in between meetings to ensure the continued running of Parish Council operations is ratified.  The proposal was seconded by the Chair, Councillor Spencer and the motion was passed by resolution of the council. 

d)    Income and expenditure account for October 2024
Councillor Bell proposed that members resolve to approve the monthly income and expenditure account in the form of an Excel spreadsheet for 24 September 2024 through to 17 October 2024.   The proposal was seconded by the Chair, Councillor Spencer and the motion was passed by resolution of the council.  

e)    Signatories
Councillor Bell proposed that all Councillors are authorised signatories on the bank accounts, the proposal was seconded by Councillor Garlick and the motion was passed unanimously, by resolution of the council. 

f)    Internal Auditor for 2024/25
Councillor Garlick proposed to ratify the decision to appoint LALC as the Internal Auditor for 2024/25.  The proposal was seconded by the Chair, Councillor Spencer and the motion was passed by resolution of the council.  

g)    Parish Council debit card
Councillor Davison proposed that the parish council do not proceed with a debit card.  The proposal was seconded by Councillor Garlick and the motion was passed by resolution of the council. 

h)    Quarter 2 budget review
Item to be deferred to the Finance Committee. 

13.     Correspondence 
Members noted the following items of correspondence:

a)    Email from Andy Hubbert, Sleaford Standard dated 29 August 2024 requesting information about recent resignations and the parish poll.  To discuss the requirement for a communications/media policy.
Action:  Item to be added to the November agenda.

b)    To note the email from Lincolnshire County Council dated 19 September 2024, ‘Greater Lincolnshire Devolution’.

c)    To note the email from North Kesteven District Council dated 10 September 2024, ‘Central Lincolnshire Design Code Consultation’.

d)    Letter from Ian Fytche dated 2 August 2024, the outgoing CEO of North Kesteven District Council.

e)    Email from the Planning Inspectorate dated 29 July 2024, Eastern Green Link 3/ Eastern Green Link 4.  Councillor Bell would like more information about this. 

f)    Email from Jenny Bailey at NKDC dated 9 September 2024, ‘Service Level Agreement, Litter Picking Parish Funding’. The Acting Clerk confirmed that an invoice had been issued to NKDC for funding to cover the collection of litter and dog waste. 

14.     Date and time of the next meeting/s
25 November 2024 in the Parish Council Chambers, St Andrews Street at 7pm. 

The Chair, Councillor Spencer asked all Committees to set the date of their first meeting and to report back at the November meeting of the parish council. 

The Chair closed the meeting at 10.01pm.