MINUTES OF THE WOODHALL SPA PARISH COUNCIL MEETING HELD ON TUESDAY 21 APRIL 2015 AT 7.30 PM IN THE COUNCIL CHAMBER STANHOPE AVENUE

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1 MINUTES OF THE WOODHALL SPA PARISH COUNCIL MEETING HELD ON TUESDAY 21 APRIL 2015 AT 7.30 PM IN THE COUNCIL CHAMBER STANHOPE AVENUE PRESENT Councillors: A Wilson (Vice Chairman), L Sisley, R Sanderson, S Williams, M Williams, I Clarke, R Webb, T Clapton, J Frost and G Keegan IN ATTENDANCE A Bushell (Parish Clerk), 1 member of the local press and 3 members of the public. In the absence of Cllr D Clarke (Chairman), Cllr A Wilson (Vice Chairman) chaired the meeting CHAIRMAN S REMARKS Cllr Wilson informed the meeting that the Chairman was not present because he was representing the Parish Council at the church service to welcome the new vicar. Thanks to Cllr Harness were asked to be recorded in the minutes because he was stepping down as ward councillor at the forthcoming District Council elections. Cllr Webb was also thanked for all his hard work as he would be standing down as a Parish Councillor in May, and all the other councillors were congratulated for being reelected APOLOGIES FOR ABSENCE WITH REASON GIVEN Apologies were received and reasons given were accepted from Cllr D Clarke. ELD Cllr Harness had also sent his apologies DECLARATION OF MEMBERS INTERESTS IN ACCORDANCE WITH THE LOCALISM ACT 2011 There were no disclosable pecuniary interests declared in matters on the agenda, which had not already been declared to the Monitoring Officer at ELDC REQUESTS FROM MEMBERS FOR A DISPENSATION ON ANY ITEMS ON THE AGENDA There were no requests for a dispensation NOTES OF THE MEETINGS HELD ON 17 TH MARCH TO BE APPROVED AS THE MINUTES Subject to changing Cllr Leyland to Cllr Harness in minute ref. 8738, it was proposed, seconded and unanimously RESOLVED to approve the notes as being a true record of the meeting. The Chairman signed the notes REPORTS FROM CLERK AND COUNCILLORS ON MATTERS OUTSTANDING AND ACTIONS ARISING FROM THE MINUTES - Parish clock repair (8752): The Clerk reported that the clock had been repaired, but had been returned damaged. The Electrician who was putting the clock back up was going to look to see if he could repair it, as well as installing a new wire that was required, and if he could do this then it would be put back up on the clock tower at the end of the week. - Bus shelter outside The Inn (8756): The Clerk had circulated a letter from The Inn management informing the Parish Council that they would not allow a bus shelter to be sited on land at the front of the hotel. 148

2 - Embroidery of village signs (8757): The ownership of the copyright had been checked and anyone wishing to use the signs needed joint permission from Edmund Czajkowski and Son and the Parish Council. Permission had been given to the embroidery company who had requested to use the signs, and they were very pleased and had agreed to make a donation to the Parish Council towards the maintenance of the signs, but this had not yet been received. - Meeting with JPWS (8758): As yet it had not been possible to agree a date for the meeting to discuss the roads and the outstanding invoice which was convenient for both JPWS and the members of the Finance Committee. However, a date had been agreed with JPWS to meet with their Trustees to consider ideas for making Jubilee Park sustainable in the future REPORTS FROM DISTRICT AND COUNTY COUNCILLORS No reports were given because there were no District or County Councillors present at the meeting REPORTS FROM COMMITTEES AND WORKING GROUPS The following reports were received: TREE GROUP Cllr Wilson went through the Tree Group minutes from the meeting held on 25 th April, and also informed the meeting that the Tree Group was currently working on a tree policy for the NDP which would be ready to submit shortly. Cllr Wilson was asked by the Chairman of the Planning Committee to ask the Tree Group if one of its members or a Tree Warden would attend Planning Committee meetings to explain the reasons behind the Tree Group s recommendations. WOODHALL SPA IN BLOOM Cllr Keegan reported that the Gardening Club were busy growing plants for tubs, and in Bloom were going to put a grant into the Lottery Fund for a motorised trailer. Cllr Keegan was asked when the tubs would be planted up, but he explained that a date had not yet been set, but as soon as it was the Parish Council would be made aware. WARTIME WOODHALL PROJECT The Heritage Lottery Fund had released the grant which had been passed to the Parish Council. Quotes would be considered by the Finance Committee at its meeting on 23 rd April for 3 elements of the project. Historians had confirmed the facts on the information boards and most of the locations for the signs had been agreed. CAR PARKING Cllr Sanderson reported that business owners would like to see the We walk, you park scheme invigorated for the summer so that more car parking spaces would be available for visitors. CORONATION HALL Cllr I Clarke reported that the new surface was down on the outside court and it would be painted next week, then a grand opening event would be arranged possibly for the Bank Holiday weekend at the end of May COMMITTEES a. To receive the notes from the Finance Committee meeting held on 17 th March The Clerk gave an update on the refurbishment of the ornamental village signs. The notes were received. b. To receive the notes from the Personnel Committee meeting held on 26th March The notes were received, there were no questions. 149

3 c. To receive the minutes from the Planning Committee meeting held on 31 st March A question was asked about the Tree Group s role in planning applications which was answered by the Chairman of the Planning Committee. The minutes were received TO CONSIDER CONTACTING THE TREE OFFICER AT ELDC TO ASK THAT WHEN TREES WITH TREE PRESERVATION ORDERS ARE REMOVED A LIKE FOR LIKE REPLACEMENT IS PLANTED WHERE REASONABLE The Clerk had provided members with information from the ELDC Tree Officer about replacement trees. Cllr Keegan explained why he had requested for this item to be on the agenda and after considering the information from the Tree Officer and receiving confirmation from the Planning Committee that when responding to tree applications, requests were made for replacement trees to be planted to replace any that were to be removed, it was agreed that this was already happening whenever possible so no further action was needed TO RECEIVE AN UPDATE ON THE INTERESTED PARTIES WHO WISHED TO BE INVOLVED WITH PREPARING A COMMUNITY USE PLAN FOR THE RALLY FIELD AND TO AGREE TO SET UP A MEETING The Council was made aware of the residents and organisations who wished to be involved in the putting together of a community use plan for the rally field, and it was agreed to organise a meeting to take place in the Council Chamber during early May which would be attended by Cllr Keegan and Cllr I Clarke. There would then be something to report to the community at the Annual Parish Meeting on 28 th May TO RECEIVE AND ADOPT THE HERITAGE SIGNING POLICY PRODUCED BY THE WORKING GROUP The policy had been sent to members to consider, but it was confirmed that it had not yet been shown to the Heritage Committee because the Committee had not met since the plan was drafted. It was agreed to defer the adoption of the policy to May s meeting in order that it could be seen by the Heritage Committee before being adopted by the Parish Council. Cllr I Clarke agreed to check the version of the policy as some of the changes were missing TO RESOLVE WHO WILL FIX THE BRACKETS FOR THE REACTIVE SPEED INDICATING DEVICE TO THE LAMPPOSTS AND APPROVE THE COST ASSOCIATED WITH THIS, AND TO RESOLVE TO SET UP A WORKING GROUP TO AGREE THE INITIAL SITING FOR THE PASSIVE AND ACTIVE SIGNS It was proposed, seconded and unanimously RESOLVED to get Safe and Sound Security Systems to install the brackets to the lampposts at a cost of 50 + VAT. A working group was set up to deal with the locations for the passive and reactive signs to be sited, and to complete the risk assessments for the signs. It was agreed that the Working Group would consist of Cllr Clapton and Cllr D Clarke. The Clerk informed the meeting that the reactive speed indicating device was due to arrive the following week TO RESOLVE TO PURCHASE GRAVEL FOR MILLENIUM GARDENS AT A COST OF 60 The Council considered a letter from the Rotary Club requesting for new gravel to be purchased to freshen up Millenium Gardens. The Clerk informed the Council that the Rotary Club maintained the land at no cost to the Parish Council, and there had been no money spent on Millenium Gardens in the past 7 years, possibly longer. It was proposed, seconded and unanimously RESOLVED to 150

4 approve for gravel to be purchased for Millenium Gardens at a cost of 60 to be funded from the Community Services budget TO RESOLVE TO PURCHASE A REPLACEMENT UNION FLAG FOR ROYAL SQUARE AND DISCUSS WHO WILL RAISE AND LOWER THE FLAG The Council was informed that the union flag in Royal Square had kindly been taken down by the Fire Station because it was torn and tatty. The Council discussed whether the flag pole in Royal Square needed to be modified so that an individual could raise and lower the flag. It was explained that the union flag was not raised and lowered every day, once raised it was permanently up until it had to be changed. It was proposed, seconded and unanimously RESOLVED to purchase a new flag, but smaller than the previous one so that it wouldn t get caught in the nearby tree, and was a more suitable size for the height of the flagpole. It was agreed to purchase a 2 yard flag from Flags and Flagpoles.co.uk at a cost of VAT and ask the Fire Brigade if they would help with the putting up and taking down of the flag because it only happened a couple of times each year CEMETERY a. To consider whether to give permission for a kerbed headstone to be erected in the old section of the cemetery A member of the Council raised concern about the future maintenance of the headstone and was told that that would be the responsibility of the family who erected the headstone. The Council discussed the appearance of a kerbed grave since it was trying to tidy up the old section. It was proposed, seconded and unanimously RESOLVED to allow a kerbed headstone on the grave that had been requested because it was in the old / first section of the cemetery. Kerbed headstones would not be allowed in the other sections. The Council agreed that the stone had to be grey and in keeping with the other kerbed graves, and it would need to contain gravel so it would need to have a concrete / slabbed base and membrane to stop the weeds coming through. The Clerk would inform the Memorial Mason who raised the enquiry about the specification of the kerbed grave. b. To resolve to set up a working group to review the cemetery regulations It was proposed, seconded and unanimously RESOLVED to delegate the task of reviewing and updating the cemetery regulations to the Personnel Committee CORRESPONDENCE RECEIVED SINCE THE LAST MEETING The Council noted the following items of correspondence which had been received since the last meeting. Sender Details Outcome Cricket Club Invitation to attend the official opening of the car park extension on Friday 10th April ed to councillors. Cllr Clarke attended East Lindsey Citizens Advice Bureau Thank you letter for donation Displayed at PC office Rotary Club of Country Show complaining about the report in the Horncastle News which quoted comments made by councillors when considering their proposal to site a wishing well in Millenium Gardens. from the secretary thanking the Parish council for the annual grant Clerk acknowledged , thanked them for their work in maintaining Millenium Gardens and informed them that she would make the Council aware of the . Filed 151

5 Amarylis Midgley JPWS Ordnance Survey Flower Club Information about the Jubilee Park Business Supporters Pack and Royal Jubilee project Request to meet for a focus group session on Tuesday 19th May at 6pm to consider ideas to make Jubilee Park sustainable for the future Informing users that Ordnance Survey is to become a Government owned company. This will not change the user agreement that the Parish Council has. Decorating tree in Millenium Gardens on Thursday 30 th April with fresh flowers. Local press attending at 12pm to take photo for newspaper. Flower Club informed PC that tree will be checked daily and any dead flowers are removed and area kept tidy. forwarded to councillors. Proposal sent to councillors Filed Councillors made aware of date and encouraged to attend if available TO AGREE THE CONTENTS AND DEADLINES FOR THE NEXT ISSUE OF THE PARISH COUNCIL NEWSLETTER A comment was made about producing a glossier, more professional looking newsletter. It was agreed to discuss this at a future meeting. The following deadlines were agreed for the next issue: Articles to be sent to the Clerk: Draft Newsletter sent to councillors for comment: Clerk re-drafts & sends to Cllrs for final approval: Newsletter sent to printers: Collect newsletter from printers & distribute Tuesday 5 th May Tuesday 5 th May Monday 11 th May Thursday 14 th May Tuesday 19 th May The following items would be included: - Details of the Annual Parish Meeting - Article from the church about restoring the organ - Healthwatch hub in Woodhall spa article - Update on the Neighbourhood development plan - A few lines about pruning trees with evidence of nesting birds - Refurbished village signs - Coronation Hall resurfaced court and details of official opening event s Festival car parking The Parish Council approved for two leaflets on behalf of JPWS to be delivered at the same time as the newsletter TO AGREE THE ARRANGEMENTS FOR THE ANNUAL PARISH MEETING It was suggested that the meeting needed to be less formal and it needed livening up. It was proposed, seconded and unanimously RESOLVED to make this year s meeting more of a community event by inviting community groups/organisations to have tables around the edge of the hall to let residents know more information about what each organisation did. The meeting would not be a fundraising event but rather an opportunity to tell the community what each organisation did and how residents could get involved. 152

6 It was proposed, seconded and unanimously RESOLVED to provide refreshments, and Cllr Frost and Cllr Sisley agreed to organise them; and the Clerk would make Coronation Hall aware that that kitchen would be used. Cllr Keegan agreed to help with the list of groups/organisations to be invited, and the Chairman would be asked if their allowance could be used to purchase the refreshments. All councillors were encouraged to attend, and it was suggested that they should be identified and introduced at the meeting ITEMS FOR THE NEXT AGENDA - To review bank signatories and add a new signatory to replace Cllr Webb - To decide whether to continue holding the monthly surgery sessions in the library - To receive the declaration of acceptance of office from all councillors Plus all the usual Annual Parish Council meeting items (elect chairman, appoint councillors to committees, outside bodies and working groups, etc.) - To adopt the Village Sign policy 8827 DATES AND TIMES OF NEXT MEETINGS - Thursday 23 rd April at 10am Finance Committee meeting - Tuesday 5 th May at 2pm Planning Committee meeting - Tuesday 5 th May at 3pm Personnel Committee meeting - Tuesday 19 th May at 6pm meeting with JPWS to consider ideas to make Jubilee Park sustainable for the future - Tuesday 19 th May at 7.15pm Parish Council meeting The Chairman declared the meeting closed at 8.41pm. Notes from the public forum ( pm) There were 3 members of the public and 1 member of the local press in attendance. - Two residents explained that they had attended the Neighbourhood Development Plan consultation in St Peter s Hall and were shocked at plans to cut down trees for the Spa Baths car park, they explained that they were not against plans to develop the Spa Baths, but asked whether the Parish Council should be arranging a public meeting to get residents opinions on this. They enquired whether there was anybody on the NDP Committee with building experience. Cllr Sanderson informed the meeting that there was someone with building experience on the committee and he gave an update on the stage that the NDP was currently at. - It was suggested that a meeting with GN Construction needed to be arranged to get an update on the Spa Baths project. - A gentleman spoke about the idea of having a commercial railway line from Lincoln to Boston following the old route. He explained that this was a slightly different proposal to the one previously considered by the Parish Council. 153