2022 Parish Council Minutes of Meetings

Doddington and Whisby Parish Council

Minutes of the Annual Parish Council Meeting held at The Cabin, Blackmoor Farm, Doddington at 7pm on Tuesday 17th May 2022.

Present: Cllr. G Patrick (Chair), Cllr. G Beale (Vice Chair), Cllrs. E Mathers and M Cunniffe

Clerk: S Aikman

Also in attendance:  Cllr M Thompson (LCC), Cllr P Overton (NKDC

Public Forum

Cllr Thompson reminded the Council about the Energy from Waste open day on 18th June from 9am - 3.30pm.

Cllr Overton mentioned the solar panel farm near Gainsborough and the upgrading of Western Power’s systems to deal with the general increase in power being produced.

A new Code of Conduct had been introduced at NKDC and all councillors will be trained in the expectations of the code.

Cllr Overton had sent in the following report in April:

During the past year I have been able to attend eight of the twelve Parish Council meetings at the Cabin, Blackmoor Farm, Doddington. During this year of sporadic lock-down I did make a request that PC meetings should offer the option of remote access, however it was pointed out that it may prove difficult in the Cabin. I am of the opinion that it is far better that we meet in person whenever possible since apologies are usually caused by a direct clash of meetings, so a remote option would not assist anyway. I am pleased that I have been able to achieve a high level of attendance since it is not always easy. However, the Parish Council have been a good group to work with and it is always a pleasure to visit the Cabin.

I reported and advised on the various Government Grants that were available during the main Covid period. They were administered very efficiently by NKDC and all the money has been handed out to well over 2000 independent businesses around the district. There are currently no more discretionary grants available. 

The Countryside Code and the scourge of litter and possible solutions were a feature of the April 2021 meeting. Doddington and Whisby like most other villages in the District suffers especially from fly-tipping. North Kesteven District Council  is doing its best with this problem and has installed some hidden cameras in dumping hot spots, with some successful prosecutions. 

There are implications from the increasing construction of lagoons for holding digestate from on-farm energy plants. I highlighted the difficulty in current planning regulations of distinguishing industrial development in the open countryside from what used to be considered conventional farming operations. The Thorpe lagoon was an interesting test case which I worked hard on, mainly because of the traffic implications through the village there. Doddington clearly has a long running issue with traffic from the animal waste processing plant and the two issues are not disconnected. Hence later in the year I led a report from the Lincolnshire Independents giving a view on the new Lincolnshire Transport Plan (LPT5) which we felt did not take sufficient account of the increasing problem of traffic in villages.

Another report that I have been working on is the new Central Lincolnshire Local Plan. NKDC is committed to putting tackling climate change at the front of all its policies. In terms of its own in-house improvements it is doing well. More solar panels have just been agreed. However, the planning policy has the potential to drive a coach and horses through the aim of zero carbon by 2030 because of the housing growth plan, forced on the Council by the current Government. We have been pushing hard to get all new housing built to maximum energy efficiency at an early date, but there is a lag between ambition and action due to the slow introduction of legislation. About 450 of the NKDC social housing stock of some 3800 is very energy inefficient, and work is in progress to tackle these properties as a priority. 

The new Local Plan is now in its final stages of drafting and further recommendations must be submitted no later than 9th May. I am currently scrutinising this version, with my Independent Colleagues. It is slightly changed from the version we reviewed in September. I will circulate our final draft of comments to this Council shortly, in time for Doddington and Whisby PC to consider them before so you can consider any response that you wish to make before the deadline. It is anticipated that the final plan will come into force around May 2023 after the appraisal process by the inspector has been completed over the coming months. However, some of the proposals are already coming into play in planning decisions. The urgency of tackling climate change, which I and my Independent colleagues pushed forward with a Full Council motion in 2020, does at least appear (now) as the key feature of the planning policy and we shall be keeping our foot on the pedal to try to ensure it is applied at all stages of planning. Happily, I can confirm that the whole Council is in tune with this objective but there are still some elements of the new plan that are inadequate to achieve the objective; transport policy being the most notable. It will be interesting to see how LCC responds to this.

NKDC has been promoting Purple Bins to separate dry paper and cardboard from other household waste. After an earlier pilot project, the purple bins are now rolled out across the District and seem to be working well. The separation is bringing in welcome revenue from ‘waste’ that used to have a cost attached to it. However, there are frustrations with some households over the separation of Black Bin and Green Bin waste (plastics for recycling). NKDC has taken a robust attitude in not collecting ‘contaminated’ green bins. However, as people become more used to the system it seems to be working better. The problem remains the unfortunate level of food plastic, most of it unnecessary, and which the supermarkets are being slow to resolve. 

During the year NKDC has had a Local Government Peer Review, which involves a team of Councillors and officers from elsewhere in the country examining the processes and performance of our Council. There were 13 recommendations for our Council to consider and I pressed in Full Council for each and every one of them to receive attention and that a report back to Councillors be made. There were some failings which certainly need attention, particularly in relation to political standards in the Council.  However, in general NKDC was considered to be well run and my own experience is that the officers are constructive and helpful when asked for advice and action.

Cllr Appleby had sent her apologies and had sent in the following report for 2021-22:

Discovery Court Flourishing Almost one year on

A new £2.2 million development is now home to a lively community of start-up and growing businesses all benefitting from the quality space created there.

Discovery Court contains 15 business units owned by North Kesteven District Council and built on its behalf by Lindum Group, on land which forms part of the wider Discovery Park development in North Hykeham.

Solar Panels another step towards net zero

As part of its commitment to achieve net zero carbon emissions by 2030, North Kesteven District Council plans to invest in more solar panels, cutting both carbon and electricity costs.

At a time when both the UN’s Intergovernmental Panel on Climate Change and the UK government are calling for an increase in renewables, NKDC is forging ahead with its plans to reduce its carbon footprint. 

The installation is expected to reduce the Council’s electricity bill by as much as 25% and save over 20 tons of C02 per year.

With the rising cost of energy impacting all organisations as well as individuals and families, the Council faces its electricity bill more than doubling. It is expected that the solar panels could pay for themselves in less than five years.

The new panels would add to an existing, smaller, installation that currently provides a modest contribution to the Council’s energy usage and carbon footprint.

Central Lincolnshire Local Plan

Plans to steer the future of Central Lincolnshire have been finalised and are ready to be examined by a government appointed Inspector – but only after a public consultation is held on the Proposed Submission Central Lincolnshire Local Plan.

Central Lincolnshire covers the combined area of the City of Lincoln, West Lindsey and North Kesteven and the joint Local Plan provides the strategic framework through which local planning decisions are taken within each locality.

Small List of achievements 

Set out and advanced progress towards an ambitious target of Carbon neutrality for both the Council and District by 2030.

Fully rolled-out improved and enhanced recycling project (including an additional paper and card bin) across the district.

Lead the Lincolnshire multi-agency  response in ensuring the safe resettlement of Ukrainian and Afghan families and continued to support partners across the Lincolnshire Resilience Forum in pandemic response.

Undertook, with input from 500-plus people, a complex set of elections in covid-secure way to appoint county councillors, police and commissioner, new district councillor and town councillors.

1.   Election of Chair and to receive the Declaration of Acceptance of Office 

Following a vote it was unanimously resolved that Cllr G Patrick be elected Chair of the Council.  Cllr Patrick signed the Declaration of Acceptance of Office.

2.   To receive any apologies for absence

Cllr S Whiles had sent her apologies, reason accepted.

3.   To receive any declarations of interest

None.

4.   Election of Vice-Chair

Following a vote it was unanimously resolved that Cllr G Beale be elected Vice-Chair of the Council.  Cllr Beale signed the Declaration of Acceptance of Office.

5.   To receive the minutes of the Parish Council Meeting 25th April 2022  and the Extraordinary Meeting of the Parish Council 3rd May 2022 previously circulated to members.

Following a vote it was resolved unanimously that the minutes from 25th April 2022 and 3rd May 2022 were an accurate record of the meetings.

6.   To consider Co-option to the Parish Council 

Following a vote it was unanimously resolved that Malcolm Cox be co-opted to the Parish Council.

7.   Finance

a.   To formally note Items of Income

b.   To formally approve items of Expenditure:

Following a vote it was unanimously resolved to approve the payments since last meeting below:

Following a vote it was unanimously resolved to approve the payments below:

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

d.   To review spend against budget

Reviewed.

e.   To consider moving the Parish Council bank account to Unity Trust

Following a vote it was unanimously resolved to move the Parish Council bank account from HSBC to Unity Trust.

ACTION: Clerk

Cllr Patrick would authorise bank payments until the change to Unity Bank.
   
f.   To consider the Clerk undertaking payroll administration

Following a vote it was unanimously resolved to continue using the services of TJ Bookkeeping and Accounts Ltd for payroll.

g.   To receive the Internal Auditor’s report

The Internal Auditor had sent the following report:

Internal Audit 2021-22 I have examined council business including policies, agendas and minutes, accounting and financial statements and other documents relevant to this audit. I am satisfied that the management and governance of Doddington and Whisby Parish Council is satisfactory, meets statutory requirements and is in line with current legislation and best practice. Some areas are identified where action may be recommended. These do not affect completion of the AGAR for this year and are offered as suggestions for improvement. Some of these areas may have been addressed by the time council considers this report. Points to consider are: • undertake Council risk assessment annually or provide statement • adopt pay policy • update necessary policies to include new clerk’s details • asset register must be published on a website – requirement of the transparency code for smaller authorities Overall, the Councils affairs are in good order and things are evidenced to run efficiently, effectively and safely.

The Parish Council would undertake all actions highlighted.

h.   To review the effectiveness of the system of internal control and consider the findings prior to completing the Annual Governance Statement on the Annual Return for 2021/22.

All items were reviewed, and the Annual Governance Statement was completed.

i.   To approve the Annual governance statement on the Annual Return for 2021/22.

Following a vote it was unanimously resolved to approve the Annual Governance Statement

j.   To consider the Accounting Statements by the members meeting as a whole

The Accounting statements were considered

k.   To approve the Accounting Statements for 2021/22 on the Annual Return.

Following a vote it was unanimously resolved to approve the accounting statements and end of year bank reconciliation for 2021/22.

l.   Accounting Statements to be signed and dated by the Chair

The Accounting Statements were signed and dated by the Chair.

m.   To confirm that the Parish Council meets the exemption criteria for external audit and to complete the exemption certificate.

Both income and expenditure for 2021/22 were less than £25k and it was therefore unanimously resolved that the Parish Council  met the excemption criteria for external audit.

8.   Planning

a)   Applications Received

b.   Applications Decided

9.   To consider the schedule of meetings for 2022

Meetings would generally be held on the first Monday of each month, excluding August.

10.   To consider the updating of the Parish Council website to meet accessibility requirements.

Following a vote it was unanimously resolved to update the Parish website.

11.   To review the Parish Council Standing Orders.

This matter would be deferred until September.

12.   To review the Parish Council Financial Regulations.

This matter would be deferred until the change of the Parish Council bank account was complete.

13.   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.

Reactive speed signs would be added to the June agenda.

A discussion was held about traffic control.  Cllr Thompson was trying to get the matter reviewed.

The minutes would be checked to confirm agreements for removing the bus shelter at Whisby

14.   Correspondence

To note correspondence received:

15.   Date of next meeting 

Parish Council meeting 7pm Monday 6th June 2022

Meeting closed at 8.10pm