Meetings 2020

Present: Cllrs C. Charlton (Chairman), S. Charlton, E. Field-Lucas & A. Vaughan 

In Attendance: Michelle Free (Clerk/RFO) & 2 Members of Public (RGAG & VHMC Chair - for Public Forum and items 6.2 & 7.3 only)

Prior to the Public Forum, the Chairman of the Neighbourhood Plan Steering Group gave a presentation of the proposed Plan, including an overview of the methodology, which was based on the original questionnaire sent to all households, Neighbourhood Profiles and Village consultations. 

In Rippingale, 3 Parish areas had been designated as Green Spaces: Jubilee Playing Field; the Allotments; and the Village Green. The Plan included allowance for small edge of village settlement and infill of up to 3 houses on brown and greenfield land. Small edge of village development would be supported but should not extend into the surrounding countryside. Following SKDC review and a 6-week village consultation period, a referendum was required to obtain formal approval of the Plan from the residents of both villages; the aim, objectives and policies had been reviewed by the Consultants. 

The total cost of producing the Plan was estimated to be £9,000 which was covered by Grant funding. The Council comments on the Plan were confirmed in the Meeting at item 6.2 (328).

The Chairman opened the Public Forum at 7.pm and read out a statement on the process. There were no general comments. Due to other commitments, the RGAG and VHMC Chairpersons gave the updates on their respective Agenda items before departing.  

1.  Chairman’s Opening Remarks. 

321. The Chairman opened the Meeting at 7.26pm.

 

2.  Apologies for Absence.

322. Apologies had been received from Cllrs Warcup & Moseley.  

 

3. To receive any new Declarations of Interest.

323. There were no new Declarations of Interest to be recorded. 

 

4. Approve Minutes of the previous Council Meeting.

324. The previously circulated DRAFT Minutes were considered for approval. The Council unanimously resolved to accept the Minutes of the Meeting on 13 February 2020 as a true and accurate record. The Chairman signed the file copy. Clerk to publish the approved Minutes. 

 

5. Co-option of Candidate for Councillor Vacancy

325. No requests for an election had been received by the SKDC Monitoring Officer. The vacancy could be filled by Co-option. No applications had been received.

 

5.1 Review of Designated Cllr Roles & Responsibilities 

326. Item deferred.

 

6. External & Community Group Updates.

6.1 Police, County & District Councillors’ Reports 

327. No reports had been received from the Police, LCC or SKDC. 

 

6.2 Community Groups & Organisations. 

328. Neighbourhood Plan. The Council response to the proposed Plan was discussed. Concern was raised that the Plan was based on the full questionnaire results, which included responses from Dunsby and Aslackby & Laughton parishes; the NP Chairman stated that this data had been discounted. The Council felt the numbers involved in the Neighbourhood Profile exercise were minimal. Disquiet was raised on what was seen as limited development opportunities, which would inhibit the improvements to infrastructure, transport links, sustainable growth and thriving diverse community objectives of the Plan. The NP Chairman highlighted that any development had to be in line with National and Local Planning strategies. 

329. The designation of the playing field and the allotments as Green Spaces was done without consultation with the Council and could have limitations for the wider benefit of the Village in the future. The NP Chairman stated there were options within the National Planning Framework, as long as compensating measures were put in place. The Council also contended the Plan should include reference to the potential of grant funding from developers towards the costs of providing community and social infrastructure in accordance with Section 106 of the Town & Country Planning Act 1990; the NP Chairman thought this was a given. 

330. The Council unanimously resolved that the NP Chairman should brief the NP Steering Group on the Council comments with a view for revision to meet the points highlighted.    

331. RGAG. During the Public Forum, the RGAG Chairman stated that the inclusion of a Council representative at its Meetings had been discussed and agreed and the Rep would be invited to the next one. Clarification was sought on whether a tenant mowing the allotment access areas was covered on the Council insurance. As with the guidance from LCC Highways on residents maintaining verges, the Council could not accept liability. A request to site a container in place of the 2 sheds for secure storage was made. The RGAG Chairman was informed that this was likely to require planning permission and any approval may only be temporary. More details were required but the Council agreed to include the request on the next Agenda. The Council was praised for ‘a good job’ on the cutting back of the boundary hedge. 

332. Following the recent inspection, the inclusion of a specified maximum height, stability and requirement for the rigid construction of any temporary structures in the Tenancy Agreement was deemed necessary. The proposed wording would be circulated to the Cllrs for comment. 

333. Feast. In the absence of Cllr Warcup, Cllr Field-Lucas stated that preparations for the annual event were progressing. The Parade and vehicles had been arranged; the vehicles would not be parked. The Marquees and Road Closure signage had been located and checked; the signage was not modifiable. Investigation into the required event licences was ongoing; the Clerk was awaiting a response from the Police. It was estimated that there would be no more than 499 people in attendance at any one time. Due to the Coronavirus outbreak, there was a 50% increase in the cost of Event Cancellation Insurance. The RFO stated that the estimated balance for the end of the Financial Year was £4,177. The revised Constitution had been signed by the Feast Chairman and returned to the Clerk for filing. 

334. The key for section 3 of the Council Noticeboard had not been returned by the previous Feast Chairman, and a replacement was required; this would have to be done at Feast expense. Cllr Field-Lucas to arrange. 

335. HCS. A suitable date for a driver license and insurance check was required. The Clerk would liaise with the HCS Co-ord. 

336. VHMC. During the Public Forum, the VHMC Chair stated that the planned Cttee Meeting had been cancelled due to the event on 28 March (comedian and singer); 60 tickets had been sold. 

337. PCC. In the absence of Cllr Warcup, Cllr Field-Lucas confirmed that the clean-up of the church was ongoing. An internal keystone was loose, but this was in the process of being repaired.   

 

6.2.1 Allotment Plot Sizing

338. The remeasuring of the Plots was still pending. The impact of the resizing on the paid rents for the current year was discussed. The Agreements would also need to be updated. The Council unanimously resolved to waiver any additional fee for any resized plots already paid for; any overpayments would be credited to next year’s rent. The Agreements would be updated and reissued to the affected Tenants as required.  

7. Parish Matters 

7.1 Woodland Trust Tree Scheme

339. No details had been circulated. Item closed. 

 

7.2 JPF Play Equipment Project & RJPFT Grant Funding Update

340. The Chairman stated that the applications to the Postcode Lottery and The Bishop of Lincoln’s Social Fund had been rejected. To date, no donations had been received via the Crowdfund SK page. 

341. The checking of the existing equipment for any maintenance requirements was ongoing.  

 

7.2.1 Confirmation of proposed equipment costs. 

342. Updated quotes from 2 Contractors were in progress, the third was being chased. Parishioner comment and Council approval on a final plan was required once the fundraising was complete.

 

7.3 Update on Bus Shelters Request

343. During the Public Forum, the Council was briefed on another response to the proposal, which was supported in principal subject to safe locations being identified. The proposal would remain open to allow for further comments. The availability of grant funding was only guaranteed for the current FY. 

 

8. Finance Matters

8.1 FY2019/20 Accounts to date & End of Year Forecast

344. The RFO gave an overview of the previously circulated transactions to 29 February and the estimated year end balances: Income £33,500; Expenditure £26,500; VAT Reclaim £1,560. The figures exclude the RJPFT funds. The application for the Net cost of the Dog Waste bin from the Ward Cllr Community Grant was still pending. There were no questions or comments.

 

8.1.1 Approval of Income & Expenditure List

345. The previously circulated list was presented for approval. Two further receipts for NP expenses had been received. The Council resolved to approve the list of income & expenditure; Cllrs C. Charlton & Field-Lucas abstained from approving their requested payments. Cllrs S. Charlton & Vaughan signed the cheques and payments sheet. Clerk to submit BACS payments. 

 

9. Planning Updates

346. The Clerk confirmed that S19/1993 (Single & 2-storey extension, detached garage & outbuilding at Glebe House), had been amended and Council comment was invited. In addition to the previous comments, the Council unanimously supported the smaller footprint of the proposed garage and inclusion of the privacy screens. Clerk to notify SKDC.  

 

10. Admin Matters

10.1 Annual Policy & Procedures Review

347. The following, previously circulated policies, associated model templates and comments were reviewed: Communications; Complaints; Data Protection, Publication & FOI; Employee Handbook; Environmental; Fly Posts & Unauthorised Adverts; Lone Worker; Newsletter & Safeguarding. The review of the Data Protection & FOI included the requirement for Cllrs to use a designated email address to ensure the Council retained access and control of the content following their resignation.

348. The Council unanimously resolved to accept the revised statutory redundancy levels, referencing to other related policies, reporting of offensive fly-posts, reduction in Newsletter advertising fee, and the recording of Meetings where the public are excluded; expand the Safeguarding Policy to include the model document annexes; Chairman to create a dedicated email address that can be transferred to future incumbents, Cllr personal emails to be removed from publication. Clerk to publish revised policies and dedicated Chairman email. 

 

10.2 Rippingale News Layout Review

349. Cllr Field-Lucas had spoken to the Editor regarding changes to the current layout. It was unanimously resolved that the Council News should be on the first page; What’s On items should be on page 4. Cllr Field-Lucas to finalise pages 2 & 3 with the Newsletter Editor. Clerk to update the Policy.  

 

10.3 Clerk Report & Correspondence

350. The Report had been previously circulated, and the correspondence was available for inspection. The Clerk had attended the FOI & Data Protection, and Website Training sessions; an additional space had been arranged to enable the Website Co-ord to attend. 

351. The Chairman clarified that the overgrown hedges at Sands Court and Scarborough Close had been reported to SKDC. Clerk to chase.

 

10.3.1 Review of Council Insurance Requirements

352. The current insurance policy expires on 31 May. A Cllr was required to carry out the initial review of requirements and obtain quotes for Council approval. Cllr Vaughan volunteered. Clerk to forward current details to Cllr Vaughan. 

 

10.4 Matters Arising Matrix.

353. There were no additional items to be discussed. 

 

11. Urgent Reports. 

354. The Clerk reported that there was evidence of leaks in some sections of the Council Noticeboard. Cllr Vaughan agreed to check and seal the cabinet where possible. 

355. The Chairman informed the Council that Cllr Warcup was planning to resign from the Council following the April Meeting to take on the role as a Churchwarden in June. 

 

12. Items for Inclusion on Next Meeting Agenda 

356. The approval of the end of year Accounts and VAT Reclaim prior to submission to the Internal Auditor to be included on the next Agenda.      

 

There being no more business, the Chairman closed the Meeting at 8.14pm. There were no members of public in attendance.