July 2024
Thorpe on the Hill Parish Council
Minutes of the meeting held 10 July 2024 at 19:00 at The Oliver Roper Village Hall
24.07.01 Councillor Bindley chaired the meeting and welcomed everyone and opened the floor to the public.
24.07.02 Public time
A query regarding the acoustics in the hall was raised. Cllr Bindley advised that the Parish Council has recognised that there is an issue, and this was being discussed in the formal session.
The figure paid by the Parish Council for the new fence adjacent to the play area and West Field Lane was requested. The Clerk confirmed that the total payment made by the Parish Council was £950. Cllr Bindley advised that as agreed, the Parish Council had paid for the removal only of the old fencing. The new fencing had been paid for by the adjacent neighbour.
Cllr Bindley was asked if the Parish Council had established ownership of the new fencing to which he responded that yes, they had established with the adjacent neighbour that the fence was their responsibility.
24.07.03 District/County Council Updates
Apologies were received by County Council Alan Briggs and District Councillor Peter Overton.
District Councillor Mitch Elliott had no news other than to advise that the District Council were interested to see what changes lie ahead with the change of government.
Formal Session Commenced at 19:05
24.07.04 Parish Council – Members, present, apologies for absence, declarations of interest, declarations of gifts/hospitality, training.
1. Membership: Cllrs Mark Bindley (Chair), Jason Bramford, Zoe Ives, Nick Lyons (Vice Chair), Charlotte Owen, Bob Sheldon MBE, Neville Williams.
2. Present: 1.Councillors (Cllrs) Mark Bindley, Zoe Ives, Nick Lyons, Charlotte Owen, Bob Sheldon MBE, Cllr Overton, Cllr Briggs, Kerrie Vickers (parish clerk)
3. Apologies: Cllr Bramford
4. Declaration of interest: none
5. Declaration of gifts and hospitality over £25: None
24.07.05 - The minutes of the Parish Council meeting held 17 April 2024 were unanimously agreed as a true record by the members and signed by the Chair.
24.07.06 - To consider whether the Council will move any items on the agenda to the closed session in accordance with the Public Bodies (Admission to Meetings) Act 1960 as per Standing Order 7h.
No items were proposed, and it was resolved to discuss all items in the open session.
24.07.07 Financial matters – The previously circulated items of payment and income were authorised and noted. Appendix A
24.07.08 Budget Position - The financial report for this financial year to date was noted with no queries. Appendix B.
24.07.09 Standing Orders - The Parish Councils Standing Orders were agreed with no amendments recommended. Available to view here.
24.07.10. Financial Standing Orders. The adoption of the previously circulated LALC (Lincolnshire Association of Local Councils) Financial Standing Orders was agreed. Available to view here.
24.07.11 . Discuss and review the Parish Clerk report on ongoing/outstanding actions.
i. Gate in play area to be moved – quotes in progress
ii. Projector for hall – order placed.
iii. Larger waste bin outside hall – order placed
24.07.12 . Village Hall Renovation.
i. To receive the final finance briefing
Cllr Lyons gave a brief report regarding the renovation and advised that contractually, everything was complete, with all payments settled and the project closed.
In January 2024, the Parish Council agreed a budget of £160000.00 with the winning tender coming in at just under £135000.00 plus vat.
The total spent is £165000.500 which includes VAT of which the Parish Council should be able to reclaim £28000.00.
On top of the tender value, £5600.00 was spent on additional services, (architect fee’s, structural drawings, building control/planning, relocation of electricity meter).
Cllr Lyons concluded that overall, the Parish Council were very happy with the contractor who communicated well throughout the project and went the extra mile to finish on schedule and would highly recommend them.
ii. To discuss the sound reverberations in the hall and consider solutions.
Cllr Bindley spoke about the acoustics issue that has been highlighted by the regular users of the hall and proposed looking for a professional solution. It was agreed that the Chair and Clerk would look into this.
Action Cllr Bindley & Parish Clerk
24.07.13 -. Planning Applications - none
24.07.14 – To receive and consider correspondence received that has not been circulated to the wider Parish or is not on the agenda.
Correspondence has been received from a resident regarding the redundant road sign at the top of Little Thorpe Lane/Lincoln Lane junction signposting the school and village hall which is misleading for visitors wanting to find the village hall and asked if it could be removed. Parish Clerk to contact Highways.
Action Parish Clerk
Also received was correspondence enquiring about a request made to residents a number of years ago, asking for suggestions of work which could be achieved by people who were required to do community payback and enquiring if the Parish Council would consider approaching the relevant parties so the village could make use of the scheme, ie to tidy the church grounds, push back the vegetation encroaching the paths around the village.
It was agreed that the Chair and Parish Clerk would look into this.
Action Parish Clerk & Chair
Correspondence was received from a resident with concerns that the new fence that has been erected between the playground and West Field Lane had encroached onto the Parish Council land.
Cllr Bindley advised that the Parish Council understands the complainants concern that community space was being encroached upon, but this was not an issue they wished to pursue.
It was agreed that the owner would receive correspondence pointing out that the fence has not been installed along the original line and an acknowledgement requested regarding the resident’s ownership of the fence.
Action Parish Clerk & Chair
24.07.15 - Verbal updates from portfolio holders
Staffing Committee - Cllr Lyons advised that a new litter picker has been recruited.
Allotments – Cllr Lyons advised that following the revision of the allotment regulations, the first annual inspection had taken place in June and was happy to report no issues were encountered.
There are currently 2 vacant plots on the Sky Lane site, but they are incredibly overgrown, and should a request be received to rent these, an agreement would need to be made to clear them.
Witham Valley Project – Cllr’s Lyons gave a small briefing about the project and advised the Parish Council was not committed to anything and there were no spending implications involved. He is happy to continue to represent the Parish Council and has a meeting planned at the end of the month at the lake.
24.07.16 - To consider the creation of an annual community award scheme.
Cllr Bindley asked the Parish Council if they would like to consider creating an award to recognise individuals for significant contributions to the parish with the intention of presenting the award(s) at the Annual Parish Meeting which could encourage more attendees.
It was agreed not to have an additional award scheme.
24.07.17 – Future meeting dates
Parish Council Meetings
4 September 2024, 16 October 2024, 4 December 2024
Lake Committee Meeting
24 July 2024
24.07.18– Meeting concluded at 19:35
Appendix A, B can be viewed on the PDF version or in an alternate format by contacting the clerk at clerk@thorpeonthehillparishcouncil.gov.uk
Please be advised that these are notes of the meeting taken by the Parish Clerk and cannot in any way be regarded as official minutes of Council proceedings until approved and signed at the next meeting.