Minutes 2025

Present:                       Cllr Lucy Robb, Cllr Hannah Weston Smith, Cllr Martin Smith, Cllr Robert Broadbent, Cllr Christopher Smith, Cllr Kathy Farley

Also Present:               Nicky Bush (Clerk), Cllr Murray Turner (SKDC)

Public Forum:              One member of the public

Meeting started 7.00 pm

25/298 Chair’s remarks.

None

25/299 Apologies for absence and reasons given.

No apologies received

25/300 To receive any declarations of interest in accordance with the Localism Act 2011.

25/301 Draft minutes of the meeting held on 10-07-25 to be confirmed and signed as minutes.

It was resolved to accept the above notes as minutes.They were confirmed and signed by the Chair.

25/302 Financial matters: Accounts for payment and budget figures, including report, up to 09.01.24.

In addition, Cllr LR handed over the receipt for the lock boxes for the pavilion for £35.98

It was resolved to accept the accounts for payment including the additional receipt.

Cllr LR also passed over the cheque received from the Brocklesby trust for the playing field new benches.

The clerk presented quotations for electricity contracts received, it was resolved that this would be discussed later under the Pavilion.

A quotation has been received from LALC regarding the internal Audit for this year. It was resolved to get in additional quotation

Bank Balances

Lloyds Treasurers account     £  -2080.29

Lloyds Savings account            £ 17553.58

Natwest account                      £   991.99

The actual expenditure was reviewed against the budget to date with 94% income received and 88% spending.  Bank reconciliation was checked and signed by Cllr CC.

Cllr HWS confirmed that she had not yet transferred the balance from the Natwest account as she would like another Councillor to be there when she does this.  Cllr MS agreed to support her with this.

Action: Clerk to make outstanding payments and obtain an additional audit quotation. Cllr HWS and MS to meet and transfer the funds from Natwest and close down this account.

25/302 Planning:

S25/1497 & 1946 – Proposed link extension and conversion of outbuilding, 12 Chapel Lane

No comments or concerns

S25/1518 – Tree works, Teal House, 6 Sleaford Road

Works have been allowed

S25/1482 – Notice of Tree works – 3 Billingborough Road

Works have been allowed

Action: Clerk to pass comments onto the planning dept

25/303 Correspondence

Letter from resident regarding salt bin from Greenfields to the ford.  Following discussion, it was resolved that the clerk would contact highways asking for this to be reinstated.

Cllr MS reported that a resident had spoken to him about an enforcement notice to reinstate a PVC window, however this was put in before the property was bought.  Cllr MT was aware of this and said there is nothing that could be done from SKDC point of view.  Unfortunately if it was not picked up on purchase survey and an indemnity in place then the resident will have to bear the cost

Action: Clerk to contact Highways regarding salt bin.

25/304 Clerks report.

An email has been received regarding surveying the road near the village hall and Cllr CC said they had been down but the village hall was not in use.  He reported that cones were put out by a resident on one occasion and that seem to work so the village hall are considering buying some to put out when larger events are taking place.

Action: None

25/305 Updates from LCC/SKDC

Cllr MT reported that SKDC do an annual appraisal of conservation area and asked if the Council had any plans to expand the conservation area that they are sent to him.  Councillors reported that they submitted plans in the past and that a copy would be sent to Cllr MT

He also reported that the new food waste programme would be rolled out in April.  SKDC have recently won the No 1 waste collection award.

Billingborough flood group are meeting again soon and encouraged Councillors to attend.  The bypass bridge at Grantham has now been delayed for another year.

Cllr MS asked about the market place lights and Cllr MT stated this is still ongoing.

Action: Cllr MS to send plans over to Cllr MT

25/306  Pavilion/CCTV –

It was resolved that this item would be moved to the end of the meeting as there were considerable items to discuss

25/307 Playing field/Allotments

The ROSPA inspection has now been received, and all areas are now coded green.

Cllr LR reported that allotments 1 and 6 have been tidied up but it appears that plot no 1 has not been used.  It was resolved that the clerk would write to the tenant with regards to this.  It was resolved that going forward a much stricter stance would be made regarding this due to the high number of residents on the waiting list.  Tenants will be notified that they must be used for their intended purpose when the rent invoices go out in January.  The new tenants for no 9 have made a huge improvement to it already.

The tap on plot no 9 needs the cover taking off as the top is causing a hazard and there also seems to be a leak at the bottom.

Cllr RB reported that the first new post has gone in and one of the tenants is going to lend him a tool to assist

The Grass cutter reported that he is finding dog poo in the play area and the sports field which is preventing him from strimming the grass.  It was resolved that a notice would be put out on social media media to remind people that dogs are not allowed in the play area and that all dog mess should be bagged and placed in the bin at the gate and not in the one in the play area.

Action: Clerk to write to plot no 1 regarding use, Cllr RB will look at the tap. Clerk to put notice out on social media

25/308 Market place resurfacing

Cllr MS reported that he had received plans through with regards to the proposals from LCC which includes narrowing of the road, widening of the verges and a buff surface in the car parking areas.  Councillors to have an in depth look at this and feedback via emails.  The improvements may mean that we will need to look at installing a path for safety across the grass area.

Action: Councillors to feed back on the proposed plans

25/309 Telephone Box

Cllr KF submitted a grant application under the Michael Cornish Core Grans programme however they came back to say it was not a suitable project for their funding.  SKDC funding would be looked into and the project idea be shared with residents to gage their interest.

Action: Clerk to send Cllr MT email to Cllr KF

25/310 Neighbourhood plan

Nothing to report at present.

Action: None

25/311 Co-option of Councillor

No applications have been received

Action: None

25/312 Date for community skip

It was resolved that the community skip would be arranged for 1st November

Action: Clerk to book the skip and advertise the date

25/313 Trees on small green on Churchfields overgrown, sycamore outside the Manor overhanging and damaging Yew tree, overgrown hedge.

It was resolved that the Cllr RB would speak to the Church as this belongs to them.

The tree works were discussed, and it was resolved that John Kirby would put together a quotation.

In addition, the hedges on Chapel Lane belong to James Tointon need to be cut back and the clerk would look for the number and if not Cllr HWS will find and send the number across.

Action: Clerk to contacted James Tointon regarding the Hedge and Cllr RB speak to the Church

25/314 Other village matters.

It was resolved that going forward all posts on the Love Folkingham post must be agreed by all Councillors before posting as this may be seen as a posting from the Council rather than just Cllr MS as an individual.

Action: None

25/315 - Pavillion

Feedback from the meeting with Ropsley football club was discussed and what the requirements of hire would be from their side, this included keeping the pitch playable, providing goals, storage and car parking.  This will mean that extra grass cuts may be needed.  They will provide the goal net and do the lines.  It was agreed that the hire would be on an hourly basis at a rate of £13.00 per hour.

Electricity contract - the clerk presented the comparisons quotes received from Bionic, after discussion it was resolved that a short-term contract would be best as it is not known what the usage will be yet.  Cllrs agreed to meet the following week to look at both the Hire contract and the electricity prices on offer and report back.   

EICR – the electrician has confirmed that he can attend the pavilion on Friday 26th September to complete the works to satisfy the EICR requirements.

The clerk confirmed that she had found an original quote from Propserve from 2024 and had spoken to Lian regarding getting a revised quote.  As the clerk is unsure of what is in the pavilion it was resolve that Cllrs CC and RB would visit the Pavilion and make a list of the equipment/items that need testing and report back to the clerk. The clerk would then pass on this detail to get a revised quotation.

Action:  Clerk to obtain quotation for works and arrange to transfer to the agreed electricity quotation once confirmed by the Councillors

Date of next meeting:  20 November 2025 7.00 pm

It was resolved that the Council will move into closed session to consider the following confidential staffing matters in accordance with the Public Bodies (Admission to Meetings) Act 1960.

The public and press were asked to leave the meeting at this stage

25/315  To discuss interviewed applicants and appoint new clerk

Cllr MS and CC Fedback from the interviews that took place and after discussion it was resolved that the position be offered to Clare Proudfoot with a starting date of 1st December 2025.  It was also agreed that the clerk needed dedicated equipment and that a laptop would need to be purchased. The clerk discussed options for payroll processing as the free government software is not easy to use whereas her software is.  It was resolved the clerk would get a price for this. LALC training scheme was discussed but it was resolved to look at this once the new clerk has started.

Clerk to notify all candidates and research software prices.

Meeting Closed 9.15 pm

Signed:                                                                                       (In the chair)