May 26th 2021 AGM
SWABY GROUP PARISH COUNCIL
MINUTES OF THE MEETING HELD
26TH MAY 2021
BEING THE ANNUAL COUNCIL MEETING
Present: Cllrs Bailey, Cooper, Leonard, Gibson & Millburn
Mrs J. Cooper (Parish Clerk)
There were no members of the public.
Members observed social distancing and face coverings were worn.
1. ELECTION OF CHAIRMAN
It was proposed (Cllr Cooper), seconded (Cllr Gibson) and resolved that Cllr Bailey be appointed Chairman for the forthcoming civic year.
2. DECLARATION OF ACCEPTANCE
Cllr Bailey signed the Chairman’s Declaration of Acceptance and it was counter signed by the Clerk as Proper Officer.
3. ELECTION OF VICE CHAIRMAN
It was proposed (Cllr Gibson), seconded (Cllr Cooper) and resolved that Cllr Challis be appointed Vice Chairman in his absence for the forthcoming civic year.
4. APOLOGIES
Apologies and valid reasons for absence were accepted from Cllrs Dransfield, Powis, Daniels, Start and Challis.
Cllr Marfleet (LCC) also sent his apologies.
5. DECLARATIONS OF INTEREST
Cllr Bailey declared a personal interest in agenda item 9 relating to South Thoresby Quarry as a neighbour of the site.
6. MINUTES OF THE MEETING HELD 10th OCTOBER 2020
It was proposed, seconded and resolved that the Chairman sign the minutes of the meeting held 10th October 2020 as a correct record.
7. UPDATE ON MATTERS SINCE THAT MEETING
- Minute 12 -Cllr Bailey confirmed having received 8 litter pickers and hoops from ELDC
- Payments made January 2021:
- It was resolved to ratify and agree the payments made in January 2021 being;
- Grant to Swaby Village Hall £150.00
- St Nicholas Church (grounds) £165.00
- St Andrews Church (grounds) £135.00
- Clerks Salary & PAYE (Dec/Jan) £381.00
- It was resolved to ratify and agree the payments made in January 2021 being;
- Precept had been agreed and requested at £3069.00
8. FINANCIAL MATTERS
a) It was proposed, seconded and resolved that the following payments be made:
Clerks Salary & PAYE (Feb,Mar,Apr,May) £508.00
LALC Subs £136.92
Internal Audit £ 30.00
Zurich Insurance £214.23
b) End of Year accounts
These had been circulated and agreed at the meeting.
c) Audit:
The Audit for 20/21 was discussed and it was resolved that the Chairman sign the papers:
(i) Certificate of Exemption
(ii) Internal Auditors report noted
(iii) Governance Statement
(iv) Statement of Accounts
9. QUARRY UPDATE
Cllr Bailey updated members on the difficulties he had been having with LCC officers in obtaining details of approved schemes in respect of the dust control and cleaning of the road. From information he had received he prepared his own schedule of what he believed had been agreed and submitted it to LCC for agreement and discussion. LCC responded that they believed, without prejudice, that the schedule was correct. Some documents had been misplaced by LCC, including agreement with the original owners Singleton Birch. The current owners may not be aware of the previous agreements and possibly may not be aware of what they should be complying with. Since then an LCC Officer did an inspection of the road at the end of 2020 and a road sweeper appeared a day or so later followed by a “road scrubber” to clean the road. A site visit had been undertaken by LCC enforcement to assess the number of lorries leaving the site uncovered and a notice is to be served by LCC on the Quarry operators regarding the covering of lorries. Regarding tractor trailers, LCC feel these are not required to be covered, Cllr Bailey is disputing this and is in correspondence with LCC enforcement team.
LCC also agreed the size of the road is inadequate for the size and amount of traffic, vehicles are driving on verges to avoid each other and causing damage to private hedges. It has been noticed how the village is experiencing larger vehicles on its road, as well as supermarket delivery vehicles.
Members resolved to authorise Cllr Bailey to continue to liaise with LCC on the matter of the quarry and the effect on the road of large vehicles. If successful, to look at other roads in the Parishes.
10 CORRESPONDENCE
Clerks and Councils direct
Other items had been e mailed to members when received for information.
11 ANY OTHER MATTERS/NEXT AGENDA ITEMS
- Dog Bin – clerk advised Cllr Start had been approached by a member of the public requesting a dog pin near the access track to High Barn, Clerk contacted ELDC and awaiting response.
- Annual Public Meeting – advice is to wait until summer. However, members agreed to hold it immediately prior to the next meeting
- Notice Board, South Thoresby – Cllr Bailey spoken to joiner, who estimated 4 – 6 weeks
- Planning application – Planning application had been received after agenda production for garage and store at Rose Cottage, Swaby. Cllr Millburn declared an interest and left the meeting. Members supported the application following discussion on the closeness to the boundary and possible issues with maintenance.
- Cllr Gibson had spoken to local farmer regarding the frequency of verge cutting and it was noted that the verges were not being cut so low and wildflowers had been allowed to flower.
- Agenda Items next meeting:
- Quarry and road
- Species Survey and grass verges
12 NEXT MEETING
This was agreed as WEDNESDAY 7TH JULY with the Annual Parish Meeting first at 7pm and the Council meeting immediately afterwards.
There being no further business the meeting closed at 7.55pm